Eurostars: Aim Higher

Applicants FAQs
Participants FAQs
Technical Experts FAQs

General information

Q: What is the Eurostars Programme?: A: The Eurostars Programme (ÔEurostarsÕ) is a European innovation programme. It is managed by EUREKA. Its purpose is to provide funding for market-oriented research and development with the active participation of research and development - performing small - and medium-sized enterprises (R&D-performing SMEs) Eurostars is a joint initiative between EUREKA and the EU Seventh Framework Programme for Research and Technological Development (FP7) .
Q: What is the reasoning behind Eurostars?: A: European SMEs are an essential source of growth, employment, entrepreneurial skills, innovation and economic and social cohesion. It is therefore essential to unlock their potential through support of their R&D efforts. The Eurostars Programme will specifically enable R&D-performing SMEs to improve performance through its support of Ôin-houseÕ research. It will also enable companies to develop closer working relationships with the European research community. The objective of the Eurostars Programme is to bring increased value to the economy, higher growth and more job opportunities by supporting the R&D-performing SME. R&D-performing SMEs are contributing to the development of products, processes and services that help improve the daily life of citizens world-wide. Their involvement in international research projects enables participants to combine and share creativity and expertise, and often allows access to previously uncharted markets for the resulting innovation. .
Q: What is the mandate for Eurostars?: A: The basis for Eurostars activities is formed by Article 169 of the EC Treaty, latterly Article 185 of the Treaty of Lisbon. .
Q: What is Article 169?: A: Article 169 (Article 185 of the Treaty of Lisbon) of the EC Treaty enables the European Union to participate in research programmes undertaken by several European Member States, including participation in the structures created for the execution of national programmes. Eurostars is one of the formal structures created within the scope of Article 169. The originality of Article 169 is related to the fact that the proposal comes from the Member States. .
Q: Who are the Eurostars member countries?: A: Currently 33 countries are actively participating in the Eurostars Programme through the EUREKA network of national offices. These countries are:
Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Israel, Italy, Latvia, Lithuania, Luxembourg, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey, United Kingdom.
Q: Can organisations from countries that are not Eurostars countries participate?: A: Yes. A Eurostars project has a number of eligibility criteria. One criterion is that the project must be led by an R&D - performing SME from a Eurostars Member Country. A second criterion is that an organisation from one of the 31 other Eurostars Member Countries is included in the consortium. Once these two criteria are satisfied, organisations from so called ÔthirdÕ countries may be included as consortium members. Participants from Ôthird countriesÕ are not eligible for Eurostars public funding.
Q: What is EUREKA?: A: EUREKA is an intergovernmental network launched in 1985, to support market-oriented R&D and innovation projects by industry, research institutes and universities across all technological sectors. It is composed of 40 members, including the European Community. With its flexible and decentralised network, EUREKA offers project partners rapid access to skills and expertise across Europe and national public and private funding schemes. It promotes international, market-oriented research and innovation through the support of small and medium-sized enterprises, large industry, universities and research institutes. Through EUREKA, these organisations are introducing new products, processes and services to market, helping make Europe economically strong and socially sound.
Q: What is the budget for Eurostars?: A: Eurostars operates with a Ôvirtual common potÕ, meaning that the money allocated to the Programme varies according to the participation of organisations from various countries and the quality of the project applications. The original amount of public funding committed to the Eurostars Programme between 2008 and 2013 is 400 million euro; 300 million euro provided by the governments of the Eurostars Member Countries and 100 million euro from FP7. The advantage of the Ôvirtual common potÕ, is that it can easily be increased when required. The actual sums available are expected to vastly exceed the original amounts committed. The Eurostars Programme operates according to the Ôpublic-private partnershipÕ principle. Accordingly participants are eligible to be funded up to set maximum amounts, with the remainder being contributed from other sources, whether public or private. Information relating to the maximum levels of subsidy available for different organisation types in the different Member Countries are available in the ÔWhereÕ section of this website.
Q: Can I receive news about Eurostars and other EUREKA activities?: A: Yes. You can subscribe to the EUREKA eNewsletter, a fortnightly electronic bulletin with the latest information about all the Eurostars Programme and all of the activities of EUREKA; subscribe[at]eurekanetwork.org

Participating in Eurostars

Q: Are there restrictions on the technological areas or market fields?: A: No. Eurostars is a bottom-up programme, meaning that project applications are accepted from any technological domain, for any market. The only restriction is that the project outcome must be destined for civilian purposes.
Q: Are there restrictions on the types of organisation in a Eurostars consortium?: A: No. Any type of organisation can be part of a Eurostars project consortium, although the main partner must be an R&D - performing SME. As the Programme is focused on R&D - performing SMEs, their role in the project should be significant. At least 50% of the total project costs related to R&D activities must be carried out by the participating R&D-performing SME(s), however this percentage can include minor contracting.
Q: What is an SME? ?: A: The Eurostars Programme adheres to the European CommissionÕs definition of whether a company qualifies as an SME. It is determined by such factors as headcount and turnover or balance sheet total. The Commission definition can be found at the website of the Directorate General for Enterprise and Industry.
Q: What is the Eurostars definition of an R&D-performing SME?: A: In addition to qualifying as an SME, the organisation leading the project must be an R&D - performing SME. The Eurostars Programme defines an R&D - performing SME as an SME that dedicates at least 10% of its turnover or full-time equivalent (FTE) to research activities.

Applying to Eurostars

Q: Who can I contact to find out more about the Eurostars Programme and the application process?: A: The EUREKA National Project Coordinator (NPC) in each Eurostars Member Country can address specific questions and will guide you through the straightforward application process. You are strongly advised to contact them to get clear advice, assistance with preparing your application and an understanding of national funding rules or restrictions that may be place. Contact details for all NPCs are provided in the ÔWhereÕ section of this website.
Q: What eligibility criteria need to be satisfied?: A: There are a number of eligibility criteria that all project applications must satisfy in order to progress to the evaluation phase of the programme. The criteria are detailed in the Guidelines for Applicants and summarised below:

1. Does the project proposed meet the EUREKA criteria? (Any technology and market area and civilian application).
2. Is the main participant a research-performing SME, according to the Eurostars Programme criteria for main participants (10% of full-time equivalent or 10% of turnover dedicated to R&D activities and established in a Eurostars member country)?
3. Do all the SME participants fulfil the European Union-adopted definition of an SME?
4. Is at least 50% of the total project costs related to R&D activities to be carried out by the R&D-performing SME participants? (This percentage can, however, include minor sub-contracting.)
5. Is there at least one other participant from another Eurostars Member Country in the consortium?
6. Is the project consortium well balanced? Is there no participant or country responsible for more than 75% of the declared project costs?
7. Is the planned duration of the project no more than 36 months?
8. Within two years of project completion, is it foreseen that the product of the research be ready for launch onto the market? In the case of biotechnology, medical or biomedical projects, will clinical trials start within two years of project completion?
9. Are all participants in the application legal entities?
10. Can it be confirmed that there is no obvious reason for exclusion on the basis of national track record?

Q: Where can I apply to the Eurostars Programme?: A: The Eurostars website is a complete portal for registering your interest, downloading information and material, and submitting your complete Eurostars project application.

Q: What is the first step?: A: Potential applicants and their partners should read the Guidelines for Applicants. This document explains in detail all of the aspects of applying to the Eurostars programme. This document is updated regularly, so you must ensure that you have the latest version. The main participant must register on the Eurostars website. Once your registration is validated, it becomes possible to view and download the Eurostars project application form and other information and material necessary to complete the application process. The main participant must register once for each project application: multiple applications require multiple registrations. Registration must be performed afresh for each cut-off.
Q: Which documents are required when submitting an application?: The required documents for submitting a Eurostars project application include:
-   A project application form, completed in English.
-   A certified copy of each participantÕs annual financial report for the last operating year.
-   If no financial reports can be submitted - for example for a start-up company - a business plan may be accepted.
-   Public organisations (universities, hospitalsÉ) which are underwritten by a national state do not need to supply this document.
-   These documents may be in the national language.
-   A draft consortium agreement which follows the template provided in the Eurostars skeleton agreement available on the website. This must be provided in English.
Q: I cannot edit the project application form.: The project application form is in portable document format (PDF). Installing the latest version of Abode Acrobat reader (link) will enable you to complete, review and edit the document.
Q: Where do I submit the application form?: Completed application forms must be submitted via the electronic submission tool on the Eurostars website.
Q: Do I need to fill out all fields in the application form?: Yes. The electronic submission system validates all fields for content. Only a very limited number of fields are optional. An error message will list all remaining fields which require completion.
Q: Is there a maximum number of characters?: Yes. Some fields in the application form contain character limits. These are displayed as tooltips information for each field.
Q: Is it possible to submit the Eurostars application by post?: No. The submission of project applications can only be performed using the on-line electronic submission tool through the Eurostars website.
Q: Can I re-submit the same application if it has been rejected previously?: If the application is rejected due to a projectÕs lack of quality, it is not possible to submit the same application again. If the application was not accepted due to lack of Eurostars financing, the project can be submitted again. Project application forms can be updated from one cut-off to another so any resubmission must take into account any changes to the project application form.

The assessment and evaluation of Eurostars project proposals

Q: What are the criteria used for the evaluation of a project application?: A: Three evaluation criteria are used
-   Basic assessment
-   Technology and innovation
-   Market and competitiveness
Basic assessment relates to the partnership and partners and project structure. It deals with the project work plan and the capabilities of partners in relation to their tasks in the project. Technology and innovation relates to the degree of innovation and the requirement that the project must involve high technological advances. Market and competitiveness relates to the targeted market, the profitability of the project results and the competitive advantages for the partners involved.
Q: Who will assess Eurostars project applications?: A: The Eurostars project proposals will be assessed remotely by two independent technical experts commissioned by the EUREKA Secretariat. The evaluation and resulting report will be based on the three criteria according to standardized evaluation guidelines.
Q: How will the technical experts be selected and what is their profile?: A: Technical experts from the EUREKA database will be matched to project applications according to their background of technological expertise, familiarity with the market applications and SME experience.
Q: Are technical experts subject to confidentiality agreements?: A: Yes. Technical experts each sign a confidentiality agreement with the EUREKA Secretariat. The contract also defines conflict of interest or potential conflict of interest clauses, which would prevent the participation of an individual technical expert in the evaluation process.
Q: Who will evaluate and rank Eurostars project applications?: A: The Independent Evaluation Panel (IEP) will evaluate and rank project applications. The IEP consists of a single chairman and several IEP members. Both the chairman and members are recognised as experts of international standing in their fields. A list of candidates is nominated from each Eurostars Member Country. A shortlist is proposed, with the final nominations approved by the Eurostars High Level Group (HLG) according to the profile of project applications and the technical requirements at the time. To safeguard confidentiality, the chairman and members will be required to sign a non-disclosure agreement.
Q: When will the results be announced?: A: Participants are kept informed on the progress of their project application through the various phases.
-   Approximately 3 weeks after the cut-off deadline, the main participant is informed whether the project application is considered to be complete and eligible.
-   Approximately 14 weeks after the cut-off deadline the ranking list is endorsed by the Eurostars High Level Group (HLG). A communication informs participants whether their project application is above or below the quality threshold and therefore if it is being considered for funding.
-   Approximately 19 weeks after the cut-off deadline, the availability of funding is communicated to those participants in project applications ranked above the threshold. These participants must contact their National Project Coordinator as soon as possible.

The Funding of Approved Eurostars Projects

Q: Who provides funding for Eurostars projects?: A: Eurostars projects are funded primarily through national funding schemes.
Q: How are participants funded?: A: Each participant is funded according to the national funding rules: you and your project partners are strongly advised to contact your National Project Coordinator. The national funding rules for each Member Country can be found on the Eurostars website at: http://www.eurostars-eureka.eu/where.do.

Legal aspects

Q: Who owns project results?: A: The project consortium owns the project results according to the assignment of the project consortium agreement.
Q: Are the project results made public by the Eurostars Programme?: A: The Eurostars Programme, which is managed by the EUREKA Secretariat in Brussels Belgium, reserves the right to use any project as a case study or success story to publicise the Eurostars Programme. Publicity material will be agreed with consortia members before release.
Q: Can additional countries join the Eurostars Programme?: A: Each EUREKA member country is eligible to join to the Eurostars Programme according to the decision of national EUREKA authorities.

Acronyms

FP7: The 7th Framework Programme of the European Community for research, technological development and demonstration activities
ERA: European Research Area
R&D: Research and Development
ROI: Return On Investment

GENERAL

Q: When will I know that my project is approved for funding?: A: T4 months after the cut-off date all the participants of the consortium will receive a letter with the results of the funding availability. If the letter is confirming the availability of funding, you have to contact your National Project Coordinator within 10 days. Where can I find the contact details of the National Project Coordinator in my country? You can find the contact details at http://www.eurostars-eureka.eu/where.do
Q: Once my project has been approved, how do I obtain the public funding allocated to my organization?: A: The EUREKA National Project Coordinator (NPC) in each Eurostars Member Country can address specific questions and will offer advice to participants of approved projects. You are required to contact them in order to set up your national registration for funding. They will provide you with an understanding of national funding rules as well as clear advice and assistance with the preparation of the national registration. Contact details for all EUREKA NPCs are provided in http://www.eurostars-eureka.eu/where.do
Q: Who can I contact in order to receive further information about my obligations once my project has been approved?: A: The EUREKA National Project Coordinator (NPC) in each Eurostars Member Country can address specific questions and will offer advice to participants of approved projects regarding both national and European reporting obligations. You can also address any question about the European reporting obligations at projects@eurostars-eureka.eu Guidelines for Participants and other guidelines describing the European reporting obligations can be found in http://www.eurostars-eureka.eu/guidelines.do
Q: What are my obligations to the Eurostars programme at once my project is approved for the Eurostars funding?: A: To initiate the project: > All participants must contact their National Project Coordinator (NPC) in order to set up the national registration for funding > The participants must supply a copy of the final consortium agreement signed by all the members of the consortium to their respective National Funding Bodies before receiving any payment > The main participant shall ensure that a copy of the final signed consortium agreement is sent to the EUREKA Secretariat To execute the project: > Comply with the requirement of the Eurostars monitoring reporting > Communicate any changes made to the project to the National Funding Bodies and the EUREKA Secretariat Which are the consequences of not complying with my obligations within the Eurostars programme? The non compliance with one of the obligations to the Eurostars programme will lead to the removal of the Eurostars label of the project and will ultimately result in the withdrawal of public funding. How is an approved Eurostars project monitored? Eurostars projects are monitored at national level and at European level. 1) At European level The EUREKA Secretariat will be responsible for monitoring the progress of Eurostars projects at European level. Find any information in the Guidelines for Participants http://www.eurostarseureka. eu/guidelines.do 2) National level The monitoring depends on the country of participation. Please contact your National Project Coordinator (NPC) to have further information. http://www.eurostars-eureka.eu/where.do

CONSORTIUM AGREEMENT

Q: What are the requirements for drafting the Consortium Agreement?: A: The consortium agreement may take time to negotiate. The final consortium agreement must be drafted carefully. The assistance of a legal advisor is therefore strongly recommended. The consortium is obliged to construct the draft consortium agreement using the skeleton agreement provided. This skeleton is available in an open format from the Eurostars website. The skeleton agreement constitutes the minimum scope of items that must be acknowledged and addressed in order to produce a draft consortium agreement of sufficient detail and clarity.
Q: What are the requirements for finalizing the Consortium Agreement?: A: The signed consortium agreement is one of the mandatory documents which must be supplied by the consortium if the application and funding are approved. National payments from your NFB cannot occur before a signed and approved final consortium agreement has been made available to the EUREKA Secretariat. Therefore, the main participant has to ensure that a copy of the final signed Consortium Agreement is sent to the EUREKA Secretariat at projects@eurostars-eureka.eu.
Q: WWhere can I find the guidance for the consortium agreement?: A: For any further guidance, you are strongly advise to check the following documentation which are put are your disposal at the time of the preparation of a project application: 1) Eurostars Consortium Agreement Checklist http://www.eurostars-eureka.eu/files/checklist_consortiumAgreement.pdf 2) Eurostars Consortium Agreement Skeleton http://www.eurostars-eureka.eu/forms/skeleton.pdf

EUROSTARS REPORTING

Q: Which are the requirements of the Eurostars reporting?: A: To deliver to the EUREKA Secretariat (ESE): > twice a year
Project Progress Report sent by the EUREKA Secretariat, > once the project is finished > Eurostars final report sent by the EUREKA Secretariat, > after the first, second and third year after successful completion of the project > Eurostars Market Impact Report sent by the EUREKA Secretariat.
Q: Who is responsible in the consortium for the Eurostars project reporting?: A: TThe main participant of the consortium is responsible for Eurostars project monitoring.
Q: Where can I found further guidance?: A: For further guidance, you can download the Eurostars Guidelines for participants at: http://www.eurostars-eureka.eu/forms/guidelinesParticipants.pdf
Or send an e-mail to http://www.eurostars-eureka.eu/guidelines.do
Q: Where can I find the guidelines for the Project Progress Report (PPR)?: A: Guidelines can be found at http://www.eurostars-eureka.eu/forms/guidelinesPPR.pdf
Q: Can I use the same PPR form for each period of reporting?: A: The PPR form sent has a hidden reference which is automatically recognized by the Eurostars database. You have to use the form sent by the ESE for each reporting period otherwise the form will not be recognized by the system.
Q: How do I sign the PPR?: A: The PPR must be signed by a legally responsible person from within your organisation. It can be signed whether: > With an electronic/digital signature: this form must be sent via e-mail to the ESE
Or
> With manual/traditional signature: this form must be sent to the ESE by post or by email (scanned version). You will also have to send the dynamic form by e-mail to update the Eurostars database..
Q: Do I have to send the PPR even if my project has not stated or has started less than 6 months ago?: A: Yes, fill section 1 of the PPR send the PPR form stating your project has not started in section 1 of the PPR form.

DECLARING CHANGES IN A EUROSTARS PROJECT

Q: What is a change?

A: There are 2 types of changes:

Major changes: a change in the legal bases

Minor changes: any other change different from the major changes

Q: Where can I found any explanation on how to declare a change in a project?

A: In the guidelines for participant which can be found in http://www.eurostarseureka. eu/forms/guidelinesParticipants.pdf

General Information

Q: What is the Eurostars Programme?

A: The Eurostars Programme is a European innovation programme. It is managed by the EUREKA Secretariat. Its purpose is to provide funding for market-oriented research and development with the active participation of research and development - performing small - and medium-sized enterprises (R&D-performing SMEs). Eurostars is a joint initiative between EUREKA and the EU Seventh Framework Programme for Research and Technological Development (FP7).

Q: How are Eurostars Project Applications evaluated?

A: Eurostars project applications undergo a two-step evaluation process.
The first stage consists of the remote assessment of the project application by two independent Technical Experts commissioned by the EUREKA Secretariat. Technical experts from the EUREKA database will be matched to project applications according to their background of technological expertise, familiarity with the market applications and SME experience.
During the second step, the results of the two Technical Expert assessments will be used by the Independent Evaluation Panel (IEP) to rank the full list of project applications received. The IEP consists of a single chairman and several IEP members. Both the chairman and members are recognised as experts of international standing in their fields. A list of candidates is nominated from each Eurostars Member Country. A shortlist is proposed, with the final nominations approved by the Eurostars High Level Group (HLG) according to the profile of project applications and the technical requirements at the time. To safeguard confidentiality, the chairman and members will be required to sign a non-disclosure agreement.
Approximately 14 weeks after the Cut-Off deadline, a communication is sent which informs participants whether their project application is above or below the quality threshold, and whether public funding has been secured.

Q: What are the criteria used for the evaluation of a project application?

A: Three evaluation criteria are used

Basic assessment
Technology and innovation
Market and competitiveness

Basic assessment relates to the partnership and partners and project structure. It deals with the project work plan and the capabilities of partners in relation to their tasks in the project. Technology and innovation relates to the degree of innovation and the requirement that the project must involve high technological advances. Market and competitiveness relates to the targeted market, the profitability of the project results and the competitive advantages for the partners involved.

Q: What is the role of a Technical Expert?

A: Technical Experts are responsible for the assessment of project applications submitted during each Eurostars cut-off. The functioning of the Eurostars programme is entirely dependent on the project evaluations performed by individual technical experts. The Expert opinions help direct millions of Euros of taxpayer’s money to R&D performing small and medium-sized enterprises for market-oriented research and development. For the purposes of assessing Eurostars project applications, Technical Experts use their technical and market expertise within their specialist field. Project assessments require the formulation of comments and recommendations regarding the application through the completion of the ‘Expert Assessment Form’. The Eurostars Programme pays particular attention on the application of research to produce marketable products, processes and services. The applied marketing strategy of projects is considered as important as the degree of innovation and the technical merits. It is therefore vital that Technical Experts have an excellent understanding of dissemination strategies, appropriate market areas and routes to that market.

Q: How do I register as a Eurostars Technical Expert?

A: You can express your interest in becoming a Technical Expert for the assessment of Eurostars project applications simply by sending an e-mail to: experts@eurostars-eureka.eu

Q: What are the criteria for becoming a Eurostars Technical Expert?

A: Individuals who wish to become Eurostars Technical Experts must first satisfy the following conditions; they must:

hold a higher education diploma (degree or masters level);
possess a minimum 10 years´ professional experience in their chosen area(s);
hold a nationality from a EUREKA Member Country (for the full country list, please visit http://www.eurekanetwork.org/in-your-country);
Be proficient in English language.

Q: Is there a restriction on the nationality of potential Technical Experts?

A: Technical Experts must be a national of one of the EUREKA Member Countries (for the full country list, please visit http://www.eurekanetwork.org/in-your-country). Individuals, who do not hold the nationality of a EUREKA member state, but have spent most of their professional career in a EUREKA country, may also be accepted as Technical Experts.

Q: How and when can I update my Technical Expert profile?

A: You can update your profile on the Experts’ website using your username and password. Access to your profile is available throughout the year with the exception of the weeks in which Technical Expert selection and project assignment are being performed by the EUREKA Secretariat. The EUREKA Secretariat will also remind you to update your profile as part of the availability questionnaire which is sent before each Eurostars cut-off date

Q: What language is used by the EUREKA Secretariat?

A: The working language of the EUREKA Secretariat is English. Therefore the profile page, the project application documents, and the Expert Assessment Form must be completed in English; other languages will not be accepted.

The assessment and evaluation of Eurostars project applications

Q: How is a Eurostars Application structured?

A: Eurostars project applications consist of the following documents:

A project application form, completed in English.
A certified copy of each participant’s annual financial report for the last operating year.
- Or in the case of a start-up company - a business plan.
- Public organisations (universities, hospitals, etc.) which are underwritten by a national state do not need to supply this document.
- These documents may be in the national language.
A draft consortium agreement (in English) which follows the template provided in the Eurostars skeleton agreement available on the website.

All these documents are made available to the selected Technical Experts for the purpose of project application assessment.

Q: What are the criteria used for the evaluation of a project application?

A: Three evaluation criteria are used: - Basic assessment - Technology and innovation - Market and competitiveness Basic assessment relates to the partnership and partners and project structure. It deals with the project work plan and the capabilities of partners in relation to their tasks in the project. Technology and innovation relates to the degree of innovation and the requirement that the project must involve high technological advances. Market and competitiveness relates to the targeted market, the profitability of the project results and the competitive advantages for the partners involved.

Q: What is the "Expert Assessment Form"?

A: The Expert Assessment Form is a dynamic pdf document. It is made available when the Technical Expert is assigned a project to evaluate. It contains four main elements: Basic Assessment (BA), Technology & Innovation (TI), Market & Competition (MC) and “your opinion about the project”. The first three sections (BA, TI and MC) contain specific sub-criteria. Each of the main criteria is of equal importance. The score of each of the main criteria is calculated using the scores given to several sub-criteria in each category. For each sub-criteria score provided, Experts must provide comments to support their conclusion and justify the score given. Experts are requested to include specific reasons as to why a certain aspect of the project application is considered weak or strong with reference to specific technologies or markets. Comments must be of adequate length, not too short, not too long and the use of own wording is recommended rather than citation from the project application or the guidelines document. High quality Expert Assessment Forms contain well-articulated and tailored comments that fully justify the score given on each criterion. In the last section “your opinion about the project”, the Expert is given an opportunity to summarise the conclusions and provide any additional comments which could help the Independent Evaluation Panel in their ranking task. If the quality of the Expert Assessment Form is not considered satisfactory, the EUREKA Secretariat might ask Technical Experts to provide clarifications. When this demand is not satisfied, the EUREKA Secretariat reserves the right to suspend any payment or financial compensation. More information can be found in the “Eurostars Application Assessment Guidelines” which can be downloaded through the following link:

Q: What file format is the Expert Assessment Form?

A: The EUREKA Secretariat uses custom built PDF forms (dynamic PDF file format) that allow Experts to enter data into the fields provided. Technical Experts must use latest version of the Adobe ReaderTM software (free download available at www.adobe.com) as a writing tool for completing an Expert Assessment Form. Completed Expert Assessment Forms can be saved locally on an Expert’s computer as editable files. Note that only PDF files which are kept in the original dynamic file format provided by the EUREKA Secretariat can be uploaded. It won’t be possible to submit completed Expert Assessment Forms which have been saved in any other file format.

Q: When will the evaluation take place?

A: The assessment period usually starts around the 4-5 weeks after the deadline of each Eurostars cut-off. The cut-off dates are available on the Eurostars public website: http://www.eurostars-eureka.eu

Q: How can I communicate my availability to perform an evaluation?

A: Technical Experts receive an availability request via e-mail during the period preceding each Eurostars cut-off. The e-mail contains general information on the cut-off, including Experts evaluation fee, and an on-line availability questionnaire, through which Technical Experts have the opportunity to indicate the available dates for evaluation, to declare any conflict of interest and to specify the maximum number of applications that they are willing to evaluate. The e-mail will also contain a reminder for Technical Experts to update their profiles, so that their details are up-to-date for purpose of the Expert selection procedure. Please note that Experts’ confirmation of availability to assess project applications does not guarantee the assignment of projects applications to evaluate. Technical Experts selection is carried out strictly according to the need to match the technical and market fields of the project application to be assessed with the most appropriate expert. The EUREKA Secretariat is unable to select Experts whose profile does not match with the submitted Eurostars project application profiles.

Q: How is the Expert selection process carried out?

A: The Experts selection process takes place at the EUREKA Secretariat in Brussels where Technical Experts are selected by Project Officers from our National offices according to the assessment needs of the EUREKA Secretariat and on the basis of matching the project application to be assessed with the most appropriate expert.

Q: When and how will I know if I have been selected as Expert for evaluation?

A: The assessment period usually starts around the 4-5 weeks after the deadline of each Eurostars cut-off. Selected Technical Experts will receive an e-mail indicating the projects application assigned. The related project documentation, including the project application form and assessment guidelines will be available on-line through the Expert’s profile page. Technical Experts selection is carried out strictly according to the need to match the technical and market fields of the project application to be assessed with the most appropriate expert. Confirmation of an Expert’s availability to assess project applications does not guarantee the assignment of projects to evaluate as the EUREKA Secretariat is unable to select Experts whose profile does not match the profiles of the submitted Eurostars project applications.

Q: If I am selected, how many evaluations am I likely to be assigned?

A: Statistics show that when a Technical Expert is selected for project application assessment, they usually receive an average of two project applications to evaluate per cut-off. This is subject to the profile of applications received and the evaluation needs of the EUREKA Secretariat, therefore we are unable to guarantee this number.

Q: What is the maximum number of project applications that a Technical Expert can evaluate per cut-off?

A: Technical Experts can evaluate up to six project applications per cut-off. The maximum number of project applications that an Expert is willing to evaluate can be indicated on the questionnaire provided within the availability request sent by the EUREKA Secretariat. Experts’ confirmation of the number of project applications which they are able to assess does not guarantee they will evaluate that number of projects. The EUREKA Secretariat is unable to select Experts whose profile does not match with the submitted Eurostars project application profiles.

Q: Is the evaluation performed remotely? Do I have to take part to an Expert evaluation panel?

A: Experts are not required to travel or to participate to any evaluation panel as the complete assessment process is performed remotely. Selected Technical Experts will receive an e-mail communicating the assigned projects. The related project application documents will be available on-line at the individual expert’s page on the Eurostars Experts’ website together with the Expert Assessment Form template and guidelines. Once the evaluation is performed the completed Expert Assessment Form must be uploaded using the Expert profile page. Upon successful upload, Technical Experts will receive a confirmation via e-mail.

Q: Is the evaluation performed anonymously?

A: The evaluation is performed completely anonymously. Expert ID numbers are used to keep track of evaluations, however only the EUREKA Secretariat in Brussels has the capacity to match names to ID numbers. Experts profile details are used only for selection purposes, in order to match their expertise with project application to be assessed. As the evaluation is performed anonymously, no understanding of the Expert’s background is known to the IEP panel. It is very important that Technical Experts fully justify their reasoning behind each score assigned on the Expert Assessment Form to ensure that the IEP gives their opinions the consideration that they deserve. The IEP values enormously the evaluations that Experts provide, and detailed explanations ensure that Expert analysis is accurately conveyed to them and that Expert opinions really do affect the outcome. Although EUREKA national offices in the member countries are unable to see which expert has evaluated a project application, they can use the content to provide feedback to project applicants however they are not allowed to provide copies of the actual Expert Assessment Form.

Q: As a Technical Expert, do I have to defend my evaluation?

A: In principle the evaluation is not subject to any discussion as it is performed and finalised individually, remotely and anonymously. However the EUREKA Secretariat might request Technical Experts to provide clarification or more detailed comments on the score given. In this case Experts should take into consideration the observations and feedback, and re-submit the Expert Assessment Form. If, after such requests, the quality of the Expert Assessment Form is still not considered satisfactory, the EUREKA Secretariat reserves the right to suspend any payment or financial compensation.

Q: How does the EUREKA Secretariat ensure the high quality of Technical Expert evaluations?

A: It is important to have a system where decisions are respected, endorsed and beyond reproach. Therefore it is vital that the EUREKA Secretariat ensures that the quality of the assessments produced is of the highest calibre. Achieving this is one of the EUREKA Secretariat’s top priorities and as such, we look to our Technical Experts to assist us with our continuing efforts. The EUREKA Secretariat verifies the quality of the Expert Assessment Forms submitted by Technical Experts. If the quality of the evaluation is not considered satisfactory, Technical Experts are requested to provide amendments and re-submit the Expert Assessment Form. Subsequently, if the quality of the Expert Assessment Form is still not considered satisfactory or the Technical Expert fails to meet the request, the EUREKA Secretariat reserves the right to suspend any payment or financial compensation.

Q: What are the most important elements in a High Quality Evaluation?

A: It is vital to the success of the Eurostars programme that the EUREKA Secretariat receives assessments that demonstrate a full and thorough analysis of the project applications. Each score must be accompanied by a comment. These comments should be specific to the project being assessed, and not just a generic answer or one composed of text taken directly from the project application or assessment guidelines. Each comment should clearly explain the particular reason why a certain score is assigned with reference to specific technologies or markets, so that each score is fully justified. Comments must be of adequate length; not too short, not too long. They have to be as concise as possible. The need for detailed comments allows accurate feedback to be communicated to the project applicants. The main aspects of good evaluation practice are: • Detailed comments and explanations for every sub-criteria and score; • Comments that are specific to the project and not generic/formulaic/taken directly from the project application or guidelines; • Comments that clearly explain the opinions of the Expert; • Scores and comments which complement each other and are not contradictory. The Eurostars Programme pays particular attention on the application of research to produce marketable products, processes and services. The applied marketing strategy of projects is considered as important as the degree of innovation and the technical merits. It is therefore vital that Technical Experts have an excellent understanding of dissemination strategies, appropriate market areas and routes to that market. In becoming a Eurostars Technical Expert, individuals have been acknowledged as experts in their field and the EUREKA Secretariat look forward to having them demonstrate the application of their knowledge.

Q: How do I submit the completed Expert Assessment Form?

A: You are required to submit the completed Expert Assessment Form via the secure Expert profile page. Expert Assessment Forms must be submitted in the original dynamic file format provided by the EUREKA Secretariat. It is not possible to submit completed Expert Assessment Forms which have been saved in any other file format. Upon successful upload of the Expert Assessment Form, Technical Experts will receive an e-mail confirmation. After submission, the EUREKA Secretariat verifies the quality of the Expert Assessment Forms completed by Technical Experts. Within this context, Technical Experts might be requested to provide clarification or more detailed comments on the score given. In this case Experts should take into consideration the observations and re-submit the Expert Assessment Form. If, after such requests, the quality of the Expert Assessment Form is still not considered satisfactory, the EUREKA Secretariat reserves the right to suspend any payment or financial compensation.

Q: I have encountered problems while uploading my Expert Assessment Form. What could be the problem?

A: • The Eurostars Experts website prevents empty or incomplete Expert Assessment Forms being uploaded. If you experience a problem uploading the document, please check that the Expert Assessment Form is complete. Expert Assessment Forms can only be uploaded once. If it is submitted in error, or you wish to amend the document please contact the EUREKA Secretariat who will be able to assist you. • Other technical problems usually involve the file format in which the completed Expert Assessment Form is saved. The EUREKA Secretariat strongly advises Technical Experts to open the Expert Assessment Form using only the latest version of the Adobe ReaderTM software (free download available at www.adobe.com). Only the original dynamic version of the Expert Assessment Form which is downloaded from the Expert profile page can be submitted. • For other problems or further assistance Technical Experts are advice to contact EUREKA Secretariat either by e-mail: experts@eurostars-eureka.eu or phone: +32 (0)2 7770950.

Q: What is the deadline for completing the evaluation?

A: Technical Experts have a period of 10 working days to complete the Expert Assessment Form, commencing from the date the project is assigned to them. The period of 10 working days is calculated in accordance with Belgian national holidays. It does not take into account national or public holidays within other countries and dispensation cannot be provided for such days. If due to unforeseen circumstances, a Technical Expert cannot complete the evaluation within the requested timeframe, the EUREKA Secretariat should be informed immediately. In the case where a Technical Expert fails to submit the Expert Assessment Form within the set deadline and fails to provide sufficient warning to the EUREKA Secretariat, the EUREKA Secretariat reserves the right to suspend any payment or financial compensation.

Q: How many individuals are evaluating the same project application?

A: Each project application is evaluated anonymously and remotely by two individual Technical Experts. Subsequently the two completed Expert Assessment Forms for each project are made available to the Independent Evaluation Panel (IEP).

Q: Who will receive the Expert Assessment Forms?

A: Expert Assessment Forms completed by Technical Experts are made available anonymously to the Independent Evaluation Panel (IEP) which uses them as part of the ranking of the full project applications list. The Expert Assessment Forms are also available (in an anonymous format) to the EUREKA National Project Coordinators from the involved countries, the EUREKA Secretariat, the funding agencies of those countries, and the Eurostars High Level Group.

Contractual Obligations, Confidentiality and Conflict of Interest

Q: What is the deadline for completing the evaluation?: A: Technical Experts have a period of 10 working days to complete the Expert Assessment Form, commencing from the date the project is assigned to them. The period of 10 working days is calculated in accordance with Belgian national holidays. It does not take into account national or public holidays within other countries and dispensation cannot be provided for such days. If due to unforeseen circumstances, a Technical Expert cannot complete the evaluation within the requested timeframe, the EUREKA Secretariat should be informed immediately. In the case where a Technical Expert fails to submit the Expert Assessment Form within the set deadline and fails to provide sufficient warning to the EUREKA Secretariat, the EUREKA Secretariat reserves the right to suspend any payment or financial compensation.
Q: How much is the financial compensation for each evaluation?: A: Currently, within the context of the 8th Eurostars Cut-Off (1st March 2012 - 29th June 2012), the financial compensation per Eurostars project application assessed is 250€. As an example, if a Technical Expert is assigned two project applications to evaluate, the total compensation will equal 500€ (= 250€ x 2). Please note that this rate is subject to change and it will be set prior to each Cut-Off. Before each cut-off assessment period, the evaluation fee for each expertise submitted will be communicated within the e-mail to Experts requesting their availability confirmation
Q: How do I claim the compensation for the evaluations submitted?: A: Upon completion of all of the assigned evaluations, a single invoice must be submitted to the EUREKA Secretariat together with the completed VAT questionnaire. The invoice and VAT questionnaire templates will be made available via the secured Expert profile page. The completed invoice and VAT questionnaire have to be addressed to the Accounting Department at the EUREKA Secretariat, either • by e-mail to: finance@eurekanetwork.org • or by post, to the following address: EUREKA Secretariat AISBL, to the attention of the Accounting Department, Rue Neerveld 107, 1200 Brussels, Belgium. If the required documents are sent via e-mail, the EUREKA secretariat does not require an original copy. Technical Experts are personally responsible for submitting an invoice for the evaluation services provided. Complete bank details have to be provided with the invoice. Incomplete bank details will lead to non-payment of the invoice.
Q: How long will it take to receive the payment for the evaluations performed?: A: The fees will be paid by the EUREKA Secretariat not later than 60 days after receipt of the invoice of the Expert covering the preceding calendar month. Possible complaints or queries concerning invoices will be addressed to the Expert by registered mail and within 15 days after the date of receipt of the invoice. If this period of time has elapsed, any contest of the invoice will no longer be valid.
Q: Conflict of Interest declaration: What is it considered a Conflict of Interest?: A: Confidentiality and conflicts of interest, both disqualifying and potential, are of the highest importance to the EUREKA Secretariat and to ensure transparency the policy is rigorously enforced. A disqualifying conflict of interest exists if the Expert: • was involved in the preparation of any application submitted in the cut-off; • stands to benefit directly should the applications be accepted; • has a close family relationship with any person representing an applicant legal entity in the applications; • is a director, trustee or partner of an application legal entity; • is employed by one of the applicant legal entities in the applications; • is in any other situation that compromises his/her ability to assess the applications impartially. A potential conflict of interest may exist if an Expert: • was employed within the previous two years by one of the applicant legal entities or associated company included in any application submitted in the cut-off; • is employed by one of the EUREKA National Project Coordinator or any funding bodies involved in the Eurostars programme; • is involved in a contract or research collaboration with an applicant legal entity, or had been so in the previous two years; • is in any other situation that could cause doubt on his/her ability to assess the applications impartially, or that could reasonably appear to do so in the eyes of an external third party. Experts must declare having no direct or indirect conflict of interest in the assessment of the applications. The Expert must not have submitted nor be involved in any application to be assessed. The Expert undertakes to immediately inform the EUREKA Secretariat of any disqualifying or potential conflict of interest with any application.
Q: What should I do if I realise I am in Conflict of Interest?: A: The honest declaration of any Conflict of Interest is one of the most important aspects of a transparent evaluation process. You must immediately inform the EUREKA Secretariat of any disqualifying or potential conflict of interest associated with any application. The EUREKA Secretariat will investigate the declared conflict of interest and may reassign you as required. In the case of a breach of the conflict of interest obligations, the EUREKA Secretariat reserves the right to suspend any payment or compensation and in serious cases to undertake legal action to pursue any financial loss incurred.
Q: How is confidentiality ensured during the evaluation?: A: The Expert is responsible to ensure and maintain confidentiality of any data, documents or other material related to the evaluation process, during and after completion of the evaluation assignment. In the case of a breach of the confidentiality obligations, the EUREKA Secretariat reserves the right to suspend any payment or compensation and in serious cases to undertake legal action to pursue any financial loss incurred.
Q: Who owns the Intellectual Property of the evaluation?: A: Intellectual Property generated by the Technical Expert in the performance of their role as a Eurostars Technical Expert is the sole property of the EUREKA Secretariat.
Q: Will I know the results for the project applications I have evaluated?: A: Yes. Technical Experts who performed an assessment of a project application will be informed of the results of the overall evaluation for the project applications they have evaluated by e-mail. The experts are then invited to provide feedback through an online questionnaire.
Q: Data Protection: A: The EUREKA Secretariat is situated in the Kingdom of Belgium and as such is governed by Belgian data protection law. More information can be found (in English, Dutch and French) at http://www.privacycommission.be. Any queries on issues relating to data protection should be addressed to the EUREKA Secretariat, Rue Neerveld 107, 1200 Brussels.

Support

Q: I cannot read the Eurostars project application form: A: It is very likely that you are not using the recommended software. We always recommend using Adobe Reader (available for free at www.adboe.com). It may be required to add additional language settings if prompted. Apple users should ensure that they are also using the appropriate Adobe software, and not the software supplied within the operating system.
Q: I have encountered problems while uploading my Expert Assessment Form. What could be the problem?: A: • The Eurostars Experts website prevents empty or incomplete Expert Assessment Forms being uploaded. If you experience a problem uploading the document, please check that the Expert Assessment Form is complete. Expert Assessment Forms can only be uploaded once. If it is submitted in error, or you wish to amend the document please contact the EUREKA Secretariat who will be able to assist you. • Other technical problems usually involve the file format in which the completed Expert Assessment Form is saved. The EUREKA Secretariat strongly advises Technical Experts to open the Expert Assessment Form using only the latest version of the Adobe ReaderTM software (free download available at www.adobe.com). Only the original dynamic version of the Expert Assessment Form which is downloaded from the Expert profile page can be submitted. • For other problems or further assistance Technical Experts are advice to contact EUREKA Secretariat either by e-mail: experts@eurostars-eureka.eu or phone: +32 (0)2 7770950.
Q: Who can I contact if I need any further support?: A: For further support or additional information about the role of the Technical Experts, please feel free to contact the EUREKA Secretariat either by e-mail: experts@eurostars-eureka.eu or phone: +32 (0)2 7770950.