- What are the most important documents for the preparation of a proposal?
- Where can I find profiles of successful ERC grants?
- What are the success rates when applying for an ERC grant?
- Is the time window of 2 to 7 years and 7 to 12 years after PhD a hard evaluation criterion?
- Are MDs eligible?
- Are professors also allowed to apply for a StG or CoG?
- Will my anonymity be respected when results are published?
- Am I allowed to integrate a Co-Investigator into my project?
- Proof of Concept: Does the Proof of Concept grant also support ideas generated in ERC projects from the Social Sciences and Humanities?
- PoC: Are personnel cost, production costs and material cost for developing a prototype eligible for funding?
- Where can I get advice before the proposal submission?
- How does feedback on a proposal work?
- Where can I find up-to-date information on Brexit and the conditions of participation for British institutions in ERC projects?
Proposal submission and project planning
- Is it possible to withdraw my proposal after call deadline?
- Can the grant cover the Principal Investigator’s own salary?
- Am I allowed to copy the abstract from A1 (online) to B1 (template)?
- What is the page limit for B2 now that the Budget table and the resources have to be described in the A-forms?
- Does cited literature count towards the page limit?
- Do all certificates and documents have to be translated into English? In which language does the proposal have to be?
- In which language shall the proposal be submitted?
- What is part of the Funding ID?
- How is the budget divided between the thematic domains?
- Where is the difference between "host institution" and "additional organisations"?
- What is the Participant Identification Code (PIC)?
- Do I have to describe the host institution in the proposal?
- Are there any special requirements regarding the project team?
- Do I have to have the approval of all potential team members of the project when submitting the proposal?
- Is the search for team members from third countries supported by the ERC?
- What is meant by the benchmark stating that an applicant for a StG should have at least one independent publication?
- What is needed to document parental leave?
- How much time do I have to spend on my project?
- Time Commitments – Revision
- May the PI already have a position at the host institution at the time of the application?
- What are the Ethical Issues?
- What is the difference between a consortium and a Synergy Grant team
- Is Open Access mandatory for publishing results of ERC projects?
- Can I submit a Proof of Concept (PoC) application if I apply for a Synergy Grant at the same time?
Evaluation and Resubmission
- How does the Principal Investigator choose the right evaluation panel?
- Proof of Concept: Who is evaluating the proposals?
- Is there a possibility to exclude reviewers?
- How long does the evaluation process take? When can the project start?
- Which role does the interview during step two of the evaluation play for StG and CoG?
- When am I allowed to resubmit my proposal in case of rejection?
- Is a scientists excluded only from the current funding line (i.e. Starting Grants) after having been rejected with grade B or C?
- Am I allowed to hand in another application when my grant expires?
- How long can I submit a Proof of Concept application after the end of my ERC frontier research grant
- Is there a possibility for redress against the ERC's decision?
Financial and legal regulations
- How are direct and indirect costs calculated?
- Which type of bank account does the host institution have to open?
- Do I have to integrate regular audits into the financial planning?
- Am I allowed to apply for a cost-neutral grant extension?
- Does it have any advantages to apply for less than the maximum amount of funding?
- It is possible to request a certain sum that exceeds the maximum budget ?
- Who signs the Grant Agreement with the ERC?
- What should the PI discuss with the host institution before the application?
- In which case do I need a “Host Commitment Letter”?
- What happens after acceptance of the proposal?
- How does the signature of the grant agreement work?
- What does Annex I of the Grant Agreement include?
- Can I transfer an ERC grant to another host institution?
- Is it possible to transfer an ERC-StG-2014 or an ERC-CoG-2014 to a host institution placed in Switzerland?
- What are the obligations of the Principal Investigator regarding the implementation of the project?
- Can the grant cover the Principal Investigator's own salary?
- My position is not financed by the ERC grant. Do I still have to provide evidence of my working hours for the project?
- In my proposal I stated that I would spend 100% of my working time on the ERC project. Due to other activities I have to reduce the amount of working time. Is that possible?
- Are costs for a part-time secretary for project management eligible?
- Can members of the research team be dispatched to other facilities for research purposes?
- During my project, I plan to host some experienced researchers at our institute for a short visit. Can costs arising from these visits be funded through the ERC Grant?
- How is the financing of equipment handled in ERC projects?
- I want to finance equipment through the ERC grant. Do I have to submit different price offers with my proposal?
- Is it possible to lease equipment within an ERC grant instead of buying?
- Is it possible to request funding for maintenance costs or animal care?
- Is it possible to account for computers/laptops as direct costs?
- Are there general rules for the shifting of budget?
- Can the grant be used to finance a teaching substitute for the Principal Investigator?
- Is it possible to extend the duration of an ERC grant?
- Are relocation costs eligible for funding?
- Are the costs for parental leave of the Principal Investigator or a team member eligible costs?
- When do you need a „Supplementary Agreement“? How does it have to be submitted?
The most important documents for the preparation of your ERC proposal are:
- Work Programme
- Information for Applicants
- Templates for parts B1 and B2 of the proposal
The Work Programme is the basis for all calls for proposals and contains the most relevant information (rules for participation, budget, information on the application procedure, panel structure, etc.) on the recent calls of the ERC. It is published annually and is recognizable through its date, which always gives the year the funding money will be spent (e.g., "Work Programme 2019" for calls for proposals of 2018, which will be funded in 2019).
The Information for Applicants contains important tips for the orientation phase before the application. This guide will be updated with each call. It offers information which can also be found in the Work Programme, but also gives the applicant the chance to find out more about:
- How an application is actually structured ("Preparing for an ERC Starting, Consolidator, Advanced or Profof of Concept Grant);
- What the online templates (A1-5 and B1, B2) look like and which information you need to give in them;
- Which formal criteria need to be taken into account (font size, page limit, etc.);
- How the online application works;
- How the budget is calculated (direct and indirect costs, non-eligible costs);
- Which criteria are important for the evaluation;
- Which additional documents ("Ethics Self-Assessment", "PhD certificate", "Host Commitment Letter") need to be uploaded.
Please remember that it is obligatory to use the templates provided for B1 and B2!
Please make sure that you always have the latest version of these documents at hand!
There is a section on the ERC website called "Funded projects". You will find lists of all projects as well as figures and statistics of all evaluated calls. Additionally, you can search the database for funding scheme, year, country and panel (e.g., SH2 or LS8). You can also enter free text in the search field. In this way you will find all projects funded in your research field.
You will find all up-to-date success rates and application numbers for all ERC funding schemes on the ERC website: https://erc.europa.eu/projects-figures/statistics
Yes. Both the time window for Starting Grants (2 to 7 years after PhD, extensions are possible in exceptional cases) and for the Consolidator Grants (7 to 12 years after PhD, extensions are possible in exceptional cases) are hard criteria for an evaluation.
Reference dates are the one on the PhD certificate and 1 January of the call year. There are no age restrictions.
Exceptions are made for researchers who have taken parental leave before or after their PhD. Women will receive an extra 18 months per child or if longer by the documented amount of leave actually taken for each before or after the PHD award. Men will be granted the exact amount of time they have spent on paternity leave if they provide written proof. There are also exceptions for researchers who have suffered a long-term illness (over ninety days for the Principal Investigator or a close family member (child, spouse, parent or sibling)), who have performed military service or who have accomplished a clinical qualification after their PhD award.
There are no restrictions regarding academic titles for the Advanced Grants and Synergy Grants. However, Principal Investigators for the Synergy Grant are expected from a group of innovative and active Principal Investigators with competitive track records as appropriate to their career stage and each must present as part of the proposal an early achievement track-record or a 10-year track-record whichever is most appropriate for their career stage.
The rules for the PhD equivalency are part of the Annexes of the respective Work Programme.
For 2019 there might be changes for candidates with a German "Dr.med." degree. Please contact the German ERC NCP directly if you want to submit an application this year.
Yes, professors are allowed to apply for both a StG or a CoG as long as they are eligible with regard to the respective time window of 2 to 7 or 7 to 12 years after their PhD. It is furthermore expected that the ERC grant allows the researchers to consolidate their research career and scientific independence considerably. This is part of the evaluation criteria.
You can indicate on the A1 form online if you are ok with the publication of your name or if you want to remain anonymous. The text says: "I allow the ERC to publish my name as well as my proposal's title and acronym in case my proposal is retained for step 2 of the evaluation process."
No. This option is no longer available in any ERC funding line. Apart from the PI there are only "team members" on the project team.
The Proof of Concept Grant is open to ERC projects from all scientific domains. Of course, innovations can also feed into ventures aimed at addressing social and environmental goals which may be in non-profit sectors. Projects of this kind must nevertheless prove a significant societal or economic benefit. The ERC would, for example, not fund scientific conferences with the Proof of Concept Grant.
Building a prototype within a PoC project is common practice. If the prototype is part of the feasibility study of the project, these costs can be claimed but a prototype can only be part of the PoC project and not its primary outcome. Filling gaps in a business plan should be the man objective of a PoC project.
The National Contact Point ERC (NCP ERC) supports all applicants with a (future) host institution in Germany. We will answer all your questions either via e-mail or telephone. In collaboration with institutions in Germany, we also offer special workshops on the ERC and the proposal submission. It is highly advisable to contact the EU office of the host institution well in advance
You can send us your draft proposal latest two weeks before the deadline. The draft should already consist of the following three parts: 1. Abstract, 2. information on the researcher, and 3. information on the project. Please be sure to use the respective templates. The draft should be as complete as possible.
After we have read the draft, you will receive feedback (either by telephone or via e-mail).
Before or parallel to contacting the NCP, you should always get in touch with the EU liaison officer of your institution to ensure that support from the host is available as early as possible. Especially regarding budget questions, you should get in touch with your host institution.
Additionally, you should ask colleagues of your respective research field for advice on your proposal in order to get a scientific feedback as well.
For the latest developments on UK participation, the ERC refers to the following information from the Commission's Funding and Tender Portal:
Proposal submission and project planning
As long as the proposal has not been reviewed by the panel it is possible to withdraw it. If you would like to withdraw your proposal, you have to send a signed and scanned request for withdrawal to the electronic mailbox of the specific call. This email should arrive at the latest one day before the date of the first panel meeting. Applicants will receive an acknowledge receipt to confirm the withdrawal. For further information please check the “Information for Applicants”.
Yes, the grant can cover the salary of the Principal Investigator (PI).
Note: Only personnel costs related to actual working hours of a person directly carrying out work under the project can be reimbursed. Thus, if the PI requests a full salary, he or she must consequently spend 100% of the total working time on the ERC project. If that is not the case (e.g., if a PI also has teaching obligations), the PI cannot request a full salary.
If the host institution completely reimburses the PIs salary, this should be indicated in the section "B2 Resources". The Principal Investigator shall ensure a sufficient time commitment and presence throughout the course of the project to guarantee its proper execution. PIs funded through the ERC Starting Grants shall spend at least 50%, PIs funded through Consolidator Grants at least 40%, and PIs funded through Advanced Grants and Synergy Grants at least 30% of their total working time on the ERC project. There are no restrictions for the Proof of Concept. All PIs are obliged to spend at least 50% of their total working hours in an EU Member State or Associated State, except for PIs of a Synergy Grant with a host institution in a third Country.
In principle, a host institution's support of the applicant is regarded positively. If the institution has agreed to provide the full salary, special equipment or any other support (e.g., an employment contract beyond the duration of the project), this should be mentioned in the proposal.
Yes, it is possible to use the same text, but there may also be differences. Part B1 will be given to the evaluators and the abstract on the front page is probably the first thing they will read. The A1 part is used by the administration to classify the project and to recruit external evaluators for step 2 of the evaluation process. So there should be no confidential information included here. Special characters should be avoided and in A1 as well as in B1 no more than 2000 characters are allowed.
As stated in the Information for applicants to the Advanced Grant Call 2019 (page 18):
The limit of 15 pages applicable to the ‘Scientific Proposal’ as per the ERC WP 2019 will apply to Part B2 and the descriptive part of the resources (Section C. Resources). The budget table will not count against this page limit.
As regards Section C. Resources, to facilitate estimates for the applicants, the Information for Applicants also specifies that 4000 characters, font size 11, single line spacing, correspond to one text page (p. 19).
Hence, it is correct that if the applicants use 8000 characters in the submission forms, they will have 13 pages available for Part B2. If they use 4000 characters, they will have 14 pages available. Please note that though the applicants may see that the resources section in the PDF file downloaded from the submission system might take more space than expected, the reviewers will see this information in SEP in compliance with the estimations stated in the Information for Applicants.
No. Cited literature does not count anymore towards the page limit in B1 and B2.
No. All documents included in the proposal (PhD certificate, written proof to prolong the eligibility time window, approval of ethical committees, etc.) may be submitted in one of the 24 official languages of the EU. Documents in other languages must be translated. PhD certificates in Latin are usually accepted.
A list of all official EU languages can be found here.
Generally, the proposal may be written in any of the official EU languages. However, as the language of the evaluation panels is English, the proposal should be in English. All administrative forms, which need to be filled out online, must be in English.
In principle the application can be submitted in one of the official languages of the European Union. However, since the working language of the review panel is English, the proposal should be submitted in English as well. The administration forms that need to be submitted online though the electronic portal of the European Commission (A-forms) shall be filed in English anyway.
The Funding ID serves to ensure that there are neither financial nor thematic overlaps with other projects of the PI, in case of a successful application for an ERC grant. To avoid the impression of double funding, and to clarify that the PI has enough time for the ERC project, the Funding ID should list all existing, past and future grants, projects etc., which might be relevant in that respect.
The following information must be given:
- Project title
- Funding organisation
- Role of the PI
- Possible connection to the ERC project, regarding content
For the Starting and Consolidator Grants, the ERC expects a minimum time commitment of 50% (StG) and 40% (CoG) from the PI. For the Advanced Grants and Synergy Grant a minimum time commitment of 30% is expected. There are no restrictions for the Proof of Concept. At least 50% of the total working time must be spent in Europe or in an Associated Country.
Applicants should also indicate finished projects in their CV – it is recommended to create two categories of existing and past grants.
There is a template for the Funding ID included in the B1-template. There is no page limit for the Funding ID and it does not count towards the page limit of part B1.
For the Starting, Consolidator and Advanced Grant calls an indicative budget will be allocated to each panel in proportion to the budgetary demand of its assigned proposals.
As a general rule: A "host institution" is an institution which hosts the Principal Investigator of an ERC project. "Additional organisations" are institutions which deliver a relevant scientific contribution to the project.
"Additional organisations" should only be such organisations which can also benefit from the ERC funding (not just cooperation partners). Adding an additional institution should be of high use for the whole project and must be duly justified (e.g., by pointing out the expertise of the team members or the use of necessary equipment). The scientific added value for the project must be pointed out in the proposal and the A2 form must be filled out for the second institution.
The "Commitment Letter of the Host Institution" must only be signed by the actual host of the PI, not by the additional organisations.
Applicants at a host institution possessing a Participant Identification Code (PIC) can use this number to identify themselves in the electronic proposal submission system of the European Commission. On entering the PIC, parts of the A forms will be filled in automatically. Please note that in cases where a PIC is not available, it will always be possible to submit a proposal by entering the organisation details manually.
The process for assigning a PIC is triggered by a self-registration of an organisation. Principal Investigators can check whether their institutions have already registered themselves for a PIC by visiting the following website: https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/how-to-participate/participant-register.
The quality of the host institution is NOT an evaluation criterion. The following aspects might nevertheless be part of the proposal, especially of the part "Resources" in B2, and might count towards the general impression or the feasibility of the project:
- the infrastructure provided by the host;
- possible financial contributions to the project and support of the PI;
- existing cooperations with other universities, research organisations or research areas, which might also offer intellectual support to the PI and for the project.
There is no preferred size for an ERC team. Applicants should follow the budget requirements of the ERC. The proposed size of the research team should reflect the nature and objectives of the project. Furthermore, it will always be possible to carry out ERC projects as a single Principal Investigator (PI), with the exception of Synergy Grants.
The composition of the research team must also reflect the nature and objectives of the project. Commonly, a research team will involve the PI and other researchers associated with the PI's research institution. These team members may already be employed by the host institution by the time of proposal submission. Team members can be of any nationality, age and occupational status. There is also the possibility to employ team members without a PhD (technicians or PhD students). Furthermore, research teams may also involve team members from other research facilities or even team members located in Third Countries. However, such arrangements (and possible funding of the respective team members) are subject to appraisal by the ERC peer review evaluation panels.
Team members can, but do not necessarily need to be identified at the proposal stage. Nevertheless, the roles/profiles and expertise of team members required and the distribution of tasks should be clarified in the project proposal. The panels will then evaluate only the achievements of the Principal Investigator and the proposed project, whereas individual attributes of team members will not be taken into consideration at this stage. Once the funding is granted, vacant positions can be advertised (internationally).
In case you name potential team members in your proposal, their written approval is mandatory and should be dated at the latest by the date of submission. It is not necessary to submit these approvals via the EU Funding and Tenders Portal by submission, but shall be uploaded on request.
The ERC has signed an “Implementation Agreement” with certain third countries. In case a PI voices interest, junior researchers for ERC research groups can be found through the national research agencies. The agencies select and provide funding for those researchers. The agreement includes countries such as the USA, Korea, Argentina, Japan, China, South Africa, Mexico, Brazil, Canada, Australia and India. The ERC project is required to run at least for another 18 months.
Further information: https://erc.europa.eu/funding/additional-opportunities.
This criterion will be evaluated by the panels and is not a hard criterion. The ERC recognizes that there are different scientific environments, which might affect the possibility of researchers to publish independently from their PhD supervisor.
What is evaluated is the potential an applicant has to conduct independent research. In this regard, the career stage is also relevant (years after PhD).
For maternity: the submission of birth certificates is sufficient. Extension of the eligibility period: 18 months per child born before or after the PhD award. If the actual longer maternity leave shall be taken into account, official documents providing evidence have to be submitted. (e.g., signed letter from the employer, medical insurance company).
For paternity: accumulation of documented amount of paternity leave actually taken for each child born before or after the PhD award. This time-off has to be formally certified or proven by documentary evidence.
The evaluation panels will determine whether the PI is strongly committed and if they devote enough time to the project. All proposals should therefore state clearly the amount of active time the PI spends on the project. Every uncertainty should be avoided.
- Starting Grants
The applicants are expected to spend at least 50% of their working time on the ERC project. At the same time, they should spend at least 50% of the total amount of time in Europe (Member States or Associated Countries).
- Consolidator Grants
The applicants are expected to spend at least 40% of their working time on the ERC project. At the same time, they should spend at least 50% of the total amount of time in Europe (Member States or Associated Countries).
- Advanced Grants
The PIs must spend at least 30% of their time on the project. At the same time, they should spend at least 50% of the total amount of time in Europe (Member States or Associated Countries).
- Synergy Grants
PIs shall spend a minimum of 30% of their working time on the ERC project. They must spend a minimum of 50% of their working time in an EU Member State or Associated Country39, except for a PI hosted or engaged by an institution outside of the EU or Associated Countries.
The ERC funding is granted to the individual person and thus asks for a considerable contribution of the PI. The ERC is looking for active researchers, who not only lead the project but are also involved in research to a considerable amount. The proposal should state that the future ERC project will be the main interest of the PI in the coming years.
The PI must provide proof of the percentage of his / her working time spent on the action as well as of the percentage regarding his / her working time spent in Europe. It is now mandatory to prove the amount of working time spent on the action and spent in Europe in working hours.
In order to determine this, a two-step calculation is proposed:
Step 1: Determine the total working time per year, either on the basis of
- the standard full-time equivalent at the host institution or
- a fixed full-time amount of 1,720 hours.
In Step 2, the total number of hours spent on the project must be determined. The percentages of working time spent on the project and spent in Europe must be reached for the overall action duration. This means that even if no personnel costs are charged to the project, it is advisable to keep time records.
The detailed regulation can be found in the AMGA, p. 395/396.
Yes, the PI may already have a position at the institution, which will later be the host of the project team. However, this is not a prerequisite.
The Ethical Issues do not necessarily only touch topics like animal testing or stem cell research, but also a number of other aspects which might not be asked about by national funding bodies. One question is, for example, related to the possibility of research results being used for military or terrorist purposes (dual use). Projects from the social sciences often have ethical issues if they deal with personal data collection or work with children/youths.
Applicants of all domains must fill out the "Ethical Issues Table" as part of the application on the EU Funding & Tenders Portal. All questions on the list must be answered with either Yes or No.
As soon as one question has been answered with YES, an Ethical Self Assessment must be written which explains how ethical issues are dealt with.
There is no official template for the Ethical Self Assessment. The applicant uploads a separate “Ethics Self Assessment” document - indicating his/her name and the acronym of the project - into the EU Funding & Tenders Portal. The document should describe how ethical issues will be dealt with in the project and which approvals are required.
The necessary documents (e.g. the permission to conduct experiments) should not be submitted with the proposal. The Ethics Self Assessment should clearly indicate which kinds of documents will be available.
If the project is recommended for funding, an extra ethics review will be conducted for which additional documents might have to be delivered. The researcher will explicitly be asked for these documents in that specific case.
Guide to fill our the document "Ethics Self-Assessment".
Link EU Funding & Tenders Portal: http://ec.europa.eu/research/participants/docs/h2020-funding-guide/cross-cutting-issues/ethics_en.htm
Whereas a consortium is a collaboration between several institutions, a Synergy Grant puts focus on collaboration between two to four researchers. These two to four researchers, which lead the project equally, will be evaluated separately during the application procedure according to the excellence criteria of the ERC. They can be placed at the same or at different host institutions, as long as the host institutions are based in an EU member state or associated country. Since 2019 one PI per Synergy Grant can also be placed at a host institution in a third country. The general rule, to spend at least 50 % of the working time in Europe, does not apply to these researchers.
A strong collaboration between the teams is crucial for an ERC Synergy Grant, where experts from different disciplines should work together on projects of fundamental scientific questions, not feasible for the PIs working alone. Bringing together scientist with different skills may potentially result in unforeseen, completely novel research outcome.
Yes, every project funded by Horizon 2020 is obligate to publish project results via peer-reviewed publications (Open Access) and project data via a repository (Open Data).
In Open Access the publications and research data have to be accessible for third parties electronically and free of charge. But this obligation only applies for researchers, who decide to publish their results. The right to protect results in form of patents or to keep them secret for further research or to use them otherwise remains untouched. Violation of the Open Access rule regarding publications will be sanctioned by the European Commission i.e. in form of financial reclaims.
The general rule of the European Commission concerning Open Data is “as open as possible, as closed as necessary”. Unlike Open Access, Open Data has an opt-out option. ERC projects may drop out from Open Data at any time.
The costs for Open Access and Open Data are eligible for funding. Further information: https://www.horizont2020.de/einstieg-open-access.htm as well as press releases of the European Commission.
Yes, it is possible to submit a PoC application and apply for a Starting, Consolidator, Advanced or Synergy Grant at the same time.
The following applies to the current work programme: A PoC application can be submitted for an ongoing grant or for a completed grant. The latter must have been completed not later than twelve months before 1 January 2020.
The restrictions mentioned in the work programmes, e.g. having only one active grant, do not apply to PoC applications which always require an existing ERC research project (StG, CoG, AdG, SyG).
More than one PoC grant can be awarded per ERC project. However, only one PoC grant can be carried out at a given time for the same ERC project.
Evaluation and resubmission
The choice of an evaluation panel might be especially difficult for interdisciplinary projects. First, the PI should have a look at the keywords representing the research fields involved in each panel (a list is available in the "Information for Applicants"). Additionally, the panel chairs and panel members of previous calls can serve as guidance. Looking at their research profile might give you an impression of how the respective panel is composed.
Also, it is important to ask yourself whom you want to address with your proposal, i.e., who will understand and appreciate the innovative character of your project idea.
Proof of Concept proposals are evaluated by independent experts in a peer review process. Reviewers are mostly representatives from industry, ministries or national public agencies as well as experts for knowledge and technology transfer. In contrast to the evaluation process in other ERC funding schemes, the Proof of Concept Grants are evaluated in a single step and the process does not necessarily include panel meetings. Independent reviewers will evaluate each proposal on each of the evaluation criteria on a "pass/fail" basis. The evaluation criteria for Proof of Concept Grants are: excellence (innovation potential), impact, as well as quality and efficiency of the implementation (quality of the proof of concept plan). To be funded, proposals have to be awarded a "pass" mark by a majority of the reviewers on each of the evaluation criteria.
Yes, applicants may exclude up to three specific persons as peer reviewers of their proposal. Such a request is done at the time of proposal submission in Part A (the administrative forms), where applicants can name the person to be excluded. The ERC Executive Agency will thoroughly consider such a request and treat it confidentially.
Further information can be found in documents related to each call ("ERC Rules for Submission and Evaluation").
After the deadline for the submission of proposals, it usually takes about ten months until the evaluation process is finished. Afterwards the grant preparation phase starts, which can take several weeks. After the grant agreement is signed (by the Host Institution and the ERC Executive Agency), the project by default starts the next month. However, it is possible to indicate a later start date if it is accepted by the ERCEA, usually no later than six months after the invitation to grant preparation.
During step two of the evaluation process, interviews with all applicants are conducted by the relevant ERC evaluation panel in Brussels. Travel expenditures will be reimbursed by the ERC.
Depending on the panel, interviews will usually last up to 30 minutes in total. The first 5 to 15 minutes will be devoted to a presentation of the outline of the research project by the PI. The remaining time will be devoted to a question-and-answer session.
In the subsequent panel meeting, panels will take into account the results of the interviews alongside the other elements, i.e., the individual reviews and the preliminary ranking.
In order to prepare candidates for this interview, the NCP ERC offers Special interview trainings interview trainings for Starting Grant / Consolidator Grant applicants / Synergy Grant.
Each year, the ERC publishes a work programme with the deadlines of the ERC funding lines. This includes starting and synergy grant deadlines in the previous calendar year. In relation to the work programs, there may be waiting periods depending on the evaluation results. These are tied to the person regardless of the ERC funding line.
Example for the work programmes 2018/19 for Starting (StG), Consolidator (CoG) and Advanced (AdG) Grants:
- Proposals which were ranked with an A or B in the second evaluation step in 2018, may be resubmitted in the next application round 2019.
- Proposals which were ranked with a B in the first evaluation step in 2018, will have to skip one year (here: 2019).
- Proposals which were ranked with a C in 2018, will have to skip 2019 and 2020.
Across all funding schemes, only one ERC application is allowed per work programme. If more proposals are submitted (e.g. SyG, Deadline Nov 8, 2018 and AdG, Deadline August 29, 2019), only the first eligible proposal will be evaluated. For one researcher, only one grant can be active at the same time. The topic of the proposal (similar, different or the same) is not relevant for the question of resubmission.
For Synergy Grants (SyG), the following reapplication rules are planned in the ERC Work Programme 2018:
- Anyone who was graded with a B mark in 2018 in level 2 may not submit to SyG again in 2019. Grade B allows a submission to any other ERC Research Grant in 2019.
- Those who are rejected in stage 1 with C are completely blocked for the work program 2019 (no submissions in StG, CoG, AdG, and SyG are possible). For 2020, SyG is blockes as well.
- An application for SyG 2018 (deadline: 14.11.2017) is also possible for those who have failed in 2016 or 2017 with another ERC application (StG, CoG, AdG)
|SyG 2018 results||SyG 2019||StG, CoG, AdG 2019||SyG 2020|
|B (Step 1)||No||Yes||Yes|
|B (step 2)||No||Yes||Yes|
In the case of breaches of scientific integrity, scientists must suspend one year for all ERC funding lines.
Ineligible proposals that were not evaluated can be submitted again in all calls.
No, the rejection applies for all funding lines.
An applicant for a Starting Grant who is 7 years after PhD and receives a C, needs to pause 2 years before submitting again to the ERC. He would not be eligible to apply for a Consolidator Grant immediately after the rejection in the Starting Grant. In the third year he is again eligible to apply for a Consolidator Grants.
Yes. However, a researcher participating as PI in an ERC research project may not submit a proposal for another ERC grant, unless the existing project ends no more than two years after the call deadline. Furthermore, one person may not hold more than one grant at the same time. This means that the first project must be finished before the second one starts.
Within every Work Programme you can apply only once for a Proof of Concept Grant. Prior condition is a still running ERC frontier research grant or an ERC frontier research grant that ran out last year. For this, the end date of the ERC frontier research grant agreement is crucial.
Further information: https://www.eubuero.de/erc-proof_en.htm
Yes. The PI or the host institution have the possibility to initiate the redress procedure within one month of receiving the negative evaluation of their project. However, this only applies if there are serious doubts regarding the outcome of the evaluation based on formal mistakes only. Reasons regarding content or an evaluator's qualification cannot constitute grounds for a redress procedure.
Further information can be found in the "Information for Applicants" in the "Documents" section.
Financial and legal regulations
In ERC projects, 100% of all eligible costs are reimbursed. These have to be directly linked to the project (e.g., personnel costs, equipment, travel costs, consumables).
As a flat rate for the indirect costs, 25% of all direct costs may be estimated (excluding costs for subcontracting, as well as all costs which are provided by Third Parties and are not provided for by the host of the grantee) (case: not on the premises).
Indirect costs are not directly related to the project (e.g., rent, heating, installed equipment, insurances) and do not have to be verified individually. Direct and indirect costs together are the total amount of costs for the project. The sum may not exceed the maximum amount of funding set for specific call.
Non-refundable costs include, e.g., currency exchange losses, non-dedcutable VAT or provisions for future losses or debts.
The Proof of Concept lump sum of 150.000 € also covers all direct costs of the project as well as all indirect costs of max. 25 % of the direct costs. The direct costs need to be explained in the application. The lump sum can only cover costs that would also be funded within an ERC frontier research grant.
For projects that have a Grant Agreement dating from 1 January 2013 onwards, it is no longer necessary to open interest bearing bank accounts (recital no.8 of the EU Financial Regulation).
For projects already running, host institutions only had to declare interest until 31 December 2012. As of 1 January 2013, no interest has to be declared for these projects. If further interest occurs, it may be retained. It neither has to be paid back to the European Commission, nor be declared as revenues in the Form C. A change of the individual Grant Agreement is not necessary for this.
Yes, these costs should always be considered.
- Projects under FP7 (2007-2013):
Audits are due as soon as the EU contribution reaches or exceeds 375,000 euros. The certificate on the financial statements shall be submitted together with the financial report. For projects under FP7, the reporting is due four times during a lifetime of a project.
- Projects under Horizon 2020 (2014-2020):
An audit is only necessary at the end of a project if the EU contribution reaches or exceeds 325,000 euros as reimbursement of actual costs and unit costs (except the flat-rate for overhead costs). The certificate on the financial statement must be submitted together with the final report at the end of the project. For projects under Horizon 2020, the submission of a certificate on the financial statement is due only at the end of the project.
The costs for these audits can be accounted for in two different ways:
- externally: Should your host institution not have an internal accounting, external auditors must be hired. The costs for these audits can be accounted for as "services" in the section "other direct costs"
- internally: Should your host organisation have an internal accounting, these costs will then be listed under "personnel costs"
Important: Please consult your host institution prior to applying and ask about the audit modalities.
Yes, in exceptional cases it is possible to extend the duration of an ERC-funded project. An extension of the Grant Agreement must be justified mainly on scientific grounds and requested in an amendment to the Grant Agreement.
The following rules apply for such a request:
- The request for extension must be submitted during the last twelve months before the end of the project, but no later than six months before the end date. The request may not be submitted before the scientific mid-term report.
- An ERC project cannot be extended for longer than twelve months. Parental leaves are an exception.
- It is only permitted to request for one extension per project. You cannot submit another request after you have been granted the first extension.
- An extension of the project duration does not have any effect on the project budget. Apart from the budget specified in the Grant Agreement, the ERC does not provide additional funding.
- Late start-ups or delays during the early stages of a project do not automatically lead to an extension of the duration of the grant. In such cases, the extension must also be requested and justified in an amendment to the Grant Agreement.
No, the amount of funding applied for as such does not have any influence on the evaluation. The resources requested must logically and realistically match the individual items applied for (e.g., staff, consumables, or travel allowances). The project budget should be reasonable and fully justified in the proposal, especially when expensive equipment is purchased.
In all four ERC funding lines, e.g. if the Principal Investigator has to move to Europe for the ERC grant or if larger equipment has to be purchased for the project. The granting of additional budget is always a case-by-case decision by the panel reviewers. Therefore, the requested costs should be sufficiently explained, well justified and explicitly pointed out in the proposal.
The Grant Agreement of successful proposals will be signed by the legal representative of the host institution and the ERC Executive Agency. The Grant Agreement will be signed only electronically by the so called L-SIGN via the EU Funding & Tenders Portal. The scientific and technological description of the project forms an integral part of the Grant Agreement. The corresponding regulations of the Grant Agreement can be found in the Model Grant Agreement. Additionally, a "Supplementary Agreement" between the Host Institution and the Principal Investigator needs to be signed.
Close consultation with the host institution is essential for a smooth process during the application phase of the project. For example, the following aspects should be discussed:
- Covering the own salary by the grant;
- Depreciation rules for research equipment;
- Signature for the statement of the host institution (Commitment of the Host Institution).
You can talk about such issues with the "EU-Referenten/innen" (EU liaison officers) of your facility. You can find them in a list of EU liaison officers at German universities which was created and will be periodically updated by KoWi in cooperation with the Working Group of European Research Administrators at German Universities (BAK).
For completing your application a “Host Commitment Letter” from your host institution is needed, which e.g. stands, that required infrastructure is provided and independency of the PI to carry out his / her project is given. During grant preparation phase a “Supplementary Agreement” between the PI and the host institution is necessary as well.
In case additional institutions are involved in your project, no support letter or similar is required. However, early involvement of these institutions during application process is recommended, especially for budgets calculations. Additionally, contractual arrangements between all participating institutions are recommended, even this is not an ERC requirement.
The whole grant preparation as well as the communication between the grantee and the project officer of the European Research Council Executive Agency (ERCEA) will be managed via the Funding and Tenders Portal. Messages can be found under “Manage my Area” “My formal Notifications”. Unfortunately the Funding and Tenders Portal is yet not fully functional, therefore communication and exchange of documents may also take place via e-mail.
In case of acceptance the PI and the contact person of the host institution will receive an Invitation Letter by e-mail or at least a notification, that such an invitation is available in the Funding and Tenders Portal.
The Invitation Letter provides information about documents and declarations to be submitted via the Funding and Tenders Portal, contact details of the project officer and the schedule for grant preparation.
The H2020 online manual explains the procedure and the steps in case of acceptance: http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html
The signature of the grant agreement takes place online via the Funding and Tenders Portal. A signature via hardcopy is not necessary. As soon as the grant preparation is finished, the project officer and the contact person of the host institution are informed by e-mail. Additionally a corresponding notification will be available at the Funding and Tenders Portal. Firstly the representative of the host institution will sign the grant agreement and thereafter the representative of the European Comission / ERCEA. In case additional Institutions are involved in the project, they are requested to sign a membership agreement within the next 30 days.
The following link leads to further information on “Grant Signature” and digital signature: http://ec.europa.eu/research/participants/docs/h2020-funding-guide/grants/from-evaluation-to-grant-signature/grant-signature_en.htm
Every institution taking part in Horizon2020 is obliged to nominate a “Legal Entity Appointed Representative” (LEAR). This person is the primary contact to the European Commission for all legal matters of the host institution .
Annex I of the Grant Agreement will include the “Description of the Action” (DoA) and is divided into part A and B. Part A is automatically generated based on the data entered in the A-forms of the Funding and Tenders Portal. Among other things it includes the abstract of the proposal.
For part B of the DoA part B1 and B2 need to be merged and uploaded to the Funding and Tenders Portal. A manual of how to do so will be provided with the invitation to the “Grant Preparation”.
The Guide how to compose the “Description of the Action” can be found here:
Yes, this is possible as long as the transfer is explained and justified and received the approval of the ERC Executive Agency (ERCEA).
Possible reasons can be an appointment to another institution or non-compliance of the current institution concerning contractual promises. The new host institution should be able to provide similar conditions to ensure the project remains feasible. The total budget cannot be modified.
In case of a transfer the former host institution is required to forward the remaining funds to the new host institution.
No, in 2014 and 2015 Switzerland was not associated to Horizon 2020. Therefore these grants cannot be transferred to Switzerland.
By accepting an ERC grant, the Principal Investigator commits himself/herself to taking all appropriate steps towards the effective execution of the project. Also he or she is in charge of the scientific reporting (midterm, month 30, and at the end of the project, month 60) and must contribute effectively to the financial management reporting conducted by the host institution (four times, months 18, 36, 54 and 60). The financial reporting is done online via the EU Funding & Tenders Portal.
Yes, the grant can cover the salary of the Principal Investigator (PI).
- Note: Only personnel costs related to actual hours worked by a person directly carrying out work under the project can be reimbursed. Thus, if the PI requests a full salary, he or she must consequently spend 100% of the total working time on the ERC project. If that is not the case (e.g., if a PI also has teaching obligations), the PI cannot request a full salary.
Yes, the time devoted to the ERC project will have to be recorded.
The Annotated Model Grant Agreement (AMGA) interprets the articles of the Grant Agreement and provides orientation for the contractual processing in Horizon 2020 projects. In the newly released version of July 3, 2018, the remarks on the time commitment of the PIs were amended and expanded.
The PI must provide proof of the percentage of his or her working time spent on the action as well as of the percentage of his or her working time spent in Europe. It is now obligatory to prove the amount of working time spent on the action and spent in Europe in working hours.
In order to determine this, a two-step-calculation is required:
Step 1: Determine the total working time per year, either on the basis a. of the annual hours of
- standard full-time equivalent at the host institution or
- of a fixed full-time amount of 1,720 hours.
This full-time equivalent works as a ceiling and applies even if the PI works more hours in total. In this case, the time commitment will be truncated at this number. Should the PI work less hours in total than the standard full-time equivalent (or 1,720 hours annually), the time commitment obligation will be reduced proportionally. To do so, the percentage of PI commitment will be applied to the total work of the PI. The total work of the PI will be determined by adding up all her/his hours of remunerated work, including under contracts with entities other than the host institution. If a PI is e.g. occupied on a 60% basis at the host institution and additional hours at another institution, the percentage of working time assigned to the project must be drawn from this total amount, as long as its value is lower than the standard full-time equivalent at the institution or 1720 hours.
In Step 2, the total number of hours spent on the project must be determined. The percentages of working time spent on the project and spent in Europe must be reached for the overall action duration. This means that even if no personnel costs are charged to the project, it is advisable to keep time records.
The detailed regulation can be found in the AMGA, p. 395/396.
Yes, this is possible. However, as a reduced working time might have an impact on the project's outcome, the ERC Executive Agency will consult its scientific department and the evaluation panel might then have to reevaluate the project proposal on scientific grounds. If the reviewers find that the scientific work of the project cannot be carried out as foreseen with less time commitment of the Principal Investigator, the request will not be accepted. In any case, a change will often lead to an amendment to the Grant Agreement.
In principle, it is possible to finance this type of position via the ERC grant. Usually administrative and secretarial assistance is covered by the overheads/indirect costs. However, when the secretary work can be accounted directly and exclusively to the project, and if this is in line with the host institution’s usual management and accounting practices, the costs might be considered as direct costs.
Yes, team members can be dispatched to other research facilities for research purposes. Especially in the case of long-term secondments, the respective proposal should explain the planned arrangements in advance. Furthermore, an ERC grant team may also involve team members associated with institutions other than the host institution of the Principal Investigator during the entire course of the project. However, this arrangement should be justified in the application.
In general, only travel expenses from team members of the ERC-funded project can be reimbursed. But travel expenses for external experts can also be funded, this should be set out in Annex I in advance. Travel costs should be reimbursed according to the standard conditions foreseen in the institution (for example the 'Landesreisekostengesetz' for German public institutions).
Concerning the financing of equipment, the host institution must use their normal accounting practices concerning depreciation rates of research equipment. The ERC can only be charged with the depreciation rates which occurred during the lifetime of the ERC project. Buying major equipment is usually done with credit from the host institution, because the ERC does only pay the financial contributions according to predetermined financing periods in which a certain percentage of the overall funding amount will be distributed (mostly on a yearly basis). In Horizon 2020, non-deductable VAT is reimbursable.
No, the ERC does not ask for price offers in the application phase but such information might be important for the negotiations for the Grant Agreement and audits of the project.
Yes, it is possible. The decision whether to lease or to buy equipment should be in accordance with the rules of the beneficiary (the host institution). The Principal Investigator will have to explain this decision in the negotiations for the Grant Agreement as well as in the audits.
In principle, the following rules apply: The costs claimed for durable equipment which is leased with an option to buy cannot exceed the costs that would have incurred if the equipment had been purchased and depreciated under normal practices. In case there is no possibility to buy the equipment (operational leasing), there is no depreciation involved but the costs are eligible if this follows the beneficiary's normal practices and does not exceed the costs of purchase of the equipment.
Yes, but only if the maintenance costs are part of the purchase deal when buying the equipment. If a company has to be hired for maintenance of the equipment "on top" of the purchase, it needs to be accounted for as subcontracting. As far as animal keeping is concerned, the coverage of maintenance costs can be applied for as long as the person is hired especially for these purposes.
In principle, it is possible, but it depends on how the equipment is used as well as on the usual accounting practices of the host institution. Usually, computers and laptops, being basic office equipment, would be accounted for as indirect costs. However, if the equipment can be directly and exclusively linked to the project and if it is in accordance with the usual accounting practices of the host institution, such costs may also be accounted for as direct costs. (e.g. computer with a high processing power necessary for the project and usually not used as general office equipment).
The rules for budget shifts, e.g. personnel costs which have not been spent in one period, or the shifting of budget to the second reporting period, are handled very flexibly by the ERC Executive Agency. Shifts do not need to be approved by the ERC and, in most cases, a notification to the Project Officer is not necessary.
However, the budget needs to be updated/adjusted and justified in the next financial report. In the template for financial reports there is a (new) section called "budget follow-up" where redistributions of budget for the next reporting period can be indicated.
There are two exceptions to this general rule:
- subcontracts always need an amendment;
- changes which have an impact on the scientific work always need an amendment.
Only costs which are directly related to the execution of the project can be claimed, i.e., personal costs can only be claimed if the person is directly contributing to the execution of the project. As a teaching substitute does not directly contribute to the execution of the project, the respective personal costs cannot be reimbursed by the ERC grant.
However, it is up to the host institution to decide whether the reimbursement of the Principal Investigator's salary costs will be used to finance an appropriate teaching substitute. (teaching buy out)
The costs linked to the parental leave of the Principal Investigator (PI) and team members are eligible pro-rata to the time devoted to the ERC project, provided they follow the usual accounting and administrative practice of the host ins3titution and comply with the eligibility criteria for project costs.
In case the costs of a parental leave are reimbursed by national social insurance, they are not eligible for ERC funding (no double funding).
Additional payments exceeding the statutory amount are eligible for ERC funding as long as the following conditions are met:
- The additional benefit must comply with the eligibility criteria of Art. 6 Grant Agreement.
- The additional benefit must be provided for in the internal regulations and/or practices of the host institution.
The additional benefit must apply to all projects and employees of the host institution, i.e., the benefit scheme should be implemented in a consistent manner within the institution.
Yes, in exceptional cases it is possible to extend the duration of an ERC project. Such an extension needs an amendment and shall be justified by scientific reasons. To request an amendment the following rules are binding:
- The request has to take place within the last 12 months of the project duration, but not later than 6 months prior to the project end. The request shall not be made before the submission of the scientific mid-term report.
- An ERC project can be extend by maximum 12 months. Exceptions are made in case of parental leave.
- An ERC project can only be extended once. It is not possible to request another extension after the first one. Exceptions are made in case of parental leave.
- An extension of the project does not affect its budget. No further money will be provided except of those laid down in the Grant Agreement.
- A delay at the beginning of the project or during the first period does not automatically extend the duration of the grant. In any case an extension requires a formal request and needs to be justified.
It depends on the common practice of the host institution. As far as those costs are typically accepted and funded, also cost for transport, rent or brokerage within ERC projects are eligible for funding, if they are directly connected with the project. However, this only applies for costs coming up within the project duration.
The ERCEA can only sign the Grant Agreement if a Supplementary Agreement has been submitted. The signed document has to be presented to the ERCEA before the signature of the Grant Agreement. During the Grant Preparation phase, a first draft of the Supplementary Agreement can be provided. The Supplementary Agreement can be uploaded in the EU Funding & Tenders Portal. If technical difficulties occur, please get in touch with the project officer.
There is a template available online: