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The 'FP6 step by step' section is a structured walk- through of what FP6 participation entails.
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Using the Guides for Proposers

Reference documents and sites

Besides the official Call for Proposals, the Commission publishes Guides for Proposers giving practical information and advice on how to prepare and submit a proposal. There is a separate Guide for Proposers for each instrument in each call. Guides for Proposers are distributed only in electronic format via the respective CORDIS call page.

The following issues are, inter alia, discussed in the guides

 The structure of a proposal

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Proposals for FP6 consist of two parts:

  • Part A being a set of administrative forms with basic information on the proposal and the participants to be encoded in a structured database for further computer processing
  • Part B being a text file with the description of the project and the consortium

The guides contain the administrative forms for part A and recommendations on how to write part B.

 Methods of proposal preparation and submission

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Electronic Proposal Preparation and Submission

The preferred method for preparing and submitting proposals in FP6 is by using the Electronic Proposal Submission System (EPSS).

The EPSS is one part of a planned modular electronic management system for all aspects of the Framework Programmes. It exists in an offline and an online version.

Using the online EPSS:
This web-based system functions similar to an internet banking application. Only a standard web browser is necessary, there is no need for additional software installation on the computer of the user. The EPSS provides a secure joint working platform for all participants in a consortium.

To use the system, the coordinator has to register to receive a login and password, accessing a call- and instrument-specific instance of the system via the respective CORDIS call page. For reasons of security, logins and passwords are sent by post. It is therefore advisable to register well in advance of the deadline of the call. On the proposers' own risk, an advance copy of login and password by e-mail or fax can be requested. In any case, it is recommended to change passwords on first use of the system.

Using the offline EPSS
For proposers not wanting or not able to use the online system, there is also an offline variant of the EPSS. To use it, a special software (called EPT) has to be downloaded from the internet and installed on the computer of the user. In addition, a call- and instrument specific set of forms and templates has to be downloaded. Access to the software is via the respective CORDIS call page. The offline EPSS produces a special package of files for part A and part B of a proposal that can be uploaded to the online EPSS (login and password for online EPSS required).

Please note that you are strongly recommended to use on-line electronic submission.

   Financial aspects

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The Guides for Proposers (in the notes to the administrative forms), give a summary on the rules for establishing the budget of a project. The following aspects are covered:

  • The cost reporting models: depending on the legal status and the accounting system of a participant, one of three available models for reporting of costs (Full Cost FC, Full Cost Flat-rate FCF, Additional Cost AC) has to be chosen.
  • The maximum percentage of Community contribution: this percentage varies with the type of activity and with the cost reporting model applied by the participant.

More detailed information on financial aspects can be found in the FP6 model contracts and in the FP6 Financial Guidelines.

   The option of pre-proposal check

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For some calls, the Commission establishes the possibility to check on the appropriateness of a proposed action and the eligibility of the proposal consortium on the basis of a short sketch of the proposal. The advice given by the Commission is strictly informal and non-binding.

The availability of pre-proposal check is announced in the Call for Proposal.

  Help and assistance in proposal preparation

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The first address for getting direct help and assistance, on the spot and in proposers own language, are the systems of National Contact Points (NCPs), established in all EU Member States and in the countries associated to FP6. In addition, the Commission operates infodesks for the different thematic priorities and activities of FP6.

Other helpdesks, for specific issues like intellectual property rights, legal questions, are also available.

  Reference documents and sites:

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Gathering information The main actions under Integrating Research Strengthening actions Structuring actions Overview of FP6 structure General advice Who can participate Choosing the instrument Consortium building Horizontal issues Understanding the work programme Understanding the call for proposals Using the Guides for Proposers Before the evaluation Evaluation by independent experts Finalisation of the evaluation Contract negotiation Consortium agreement Structure of the model contract Signature, entry into force A well-managed project Running the project Audits Problems Completion of a contract CORDIS