Reporting Guidelines (FP5)

1. Reporting Guidelines(FP5) Karen Fabbri Scientific Officer Natural & Technological Hazards DG Research European Commission Brussels karen.fabbri@cec.eu.int

2. Thematic Programme: Environment & Sustainable Development SCOPE AND OBJECTIVES OF PROJECT REPORTING • These guidelines provide co-ordinators & partners with layout and details for the preparation of the project reports mentioned in the Contract. It is the duty of the co-ordinator to prepare and transmit these reports to the Commission. • These reports are not only an administrative or contractual requisite, but are real management, communication and working tools for the co-ordination of all partners involved in a project and should be intended also for the benefit of the project itself. Therefore the documents should be clear, concise, meaningful and comprehensive.

3. Cover Page The cover page for the reports can be provided in a free format but it should always include the following information: • - Acronym or project title • - contract number (EVG1-2001-XXXXX) • - period covered by the report • - sections included • - name of the co-ordinator • - project home page • also an updated version of the “Participants Information” page in all the reports.

4. Types of Reports • 6-Monthly Management Report (max 10 pages) • (1) designed to serve as a monitoring tool for the co-ordinator & EC to follow progress of project and anticipate obstacles. Deals with management aspects only. • Annual Report • (1) includes Management report for last period (max 10 pages) • (2) Executive Summary describing main results achieved during reporting period. May be made public!! (1-2 pages) • (3) Progress made per workpackage and per partner (max 4 pages x WP). • (4) Draft TIP to orient dissemination & exploitation plans (download forms from CORDIS)

5. Types of Reports-2 • Final Report • (1) includes Management report for last period (max 10 pages) • (2) Executive Summary describing main results achieved during reporting period (1-2 pages) May be made public!! • (3) Progress made per workpackage and per partner (max 4 pages x WP) • (4) Final (signed) TIP to orient dissemination & exploitation plans • (5) Executive Summary of overall achievements including strategic aspects (entire project- max 2 pages) . May be made public !!! • (6) Publishable Final Report on scientific achievements (max 50 pages). May be made public !!!

6. Cost Statements • Should be separate from the reports !!! • Should be sent directly to the EC Financial Officer (FO) • All financial aspects relating to cost statements should be discussed with the FO • Budget reallocations between categories: up to 20% MAY be accepted by the EC. • All foreign travel (outside EU) must be approved by the Scientific Officer (unless already specified in DoW).

7. Submission • All project reports should be submitted to the scientific officer responsible for the project. Number of copies is stated in your contract. • Reports should be submitted within 2 months of the end of the reporting period. • The EC shall make corresponding payments after the reception and final approval of all requested reports, cost statements and other project deliverables. • Generally within 2 months of receipt

8. Templates • Reporting Guideline templates may be downloaded from • http://www.cordis.lu/eesd/manage.htm • TIP may be downloaded from • http://www.cordis.lu/fp5/tip.htm • Guidelines for Project Web Site: • http://www.cordis.lu/eesd/web_require.htm • please link to: • http://europa.eu.int/comm/research/eesd/leaflets/en/ • http://www.cordis.lu/eesd/

9. Publications • reference to EC support, see example: • A research project supported by the European Commission under the Fifth Framework Programme and contributing to the implementation of the Generic Activity on ”Natural and Technological Hazards" within the Energy, Environment and Sustainable Development Programme(Contract n°: EVG1-CT-XXXX-XXXXX).

10. Participation in EC Events • Expert Candidature - for proposal evaluations in Brussels - application form: • http://www.cordis.lu/expert-candidature/

11. Audits • http://www.cordis.lu/fp5/management/follow/v-audit1.htm • Financial audits are performed and supervised by the Audit Services of the Commission. An audit is defined as a review of a contractor's accounting system and supporting documents, in relation to a specific contract. The objective is to evaluate the acceptability of the costs charged, and of verifying compliance with the financial provisions of the corresponding contract. • Technical audits with regard to the scientific performance of a RTD contract are also separately performed by the scientific directorates (soon via PTA - Project Technical Assistance).

12. Audits-2 • The audit can take place before, during or after (up to 5 years) the completion of the contract • Audits are normally performed at the premises of the Contractor. • The Commission, or any representative authorised by it, is entitled to carry out the audit. The Court of Auditors also has the right to perform audits. • Original documentation must be provided otherwise, the Commission may reject any unsubstantiated cost and recover any financial contribution paid.

13. On-line Magazines • http://www.cordis.lu/en/src/g_090_en.htm • CORDIS focus is published every two weeks and presents the latest information on European Union research and innovation as well as related programmes and policies • RTD INFO is published every three months. It provides information updates about the Community research programmes: dates of calls for proposals, events, conferences, publications, etc. Each issue also contains articles on various aspects of Community research and presents project results.. • Euroabstracts is published six times a year. It aims to encourage the dissemination of research-oriented publications across Europe.

14. CERIF & ERGO: • CERIF - the Common European Research Information Format • Aims to stimulate European-wide access to ongoing research information, and the exploitation thereof. Sharing information among the research community gives opportunities for exchange of skills and knowledge, and for bringing both together • http://www.cordis.lu/cerif/ • http://www.ub.uib.no/avdeling/fdok/cris/ • ERGO - one-stop shop for European R&D project information • http://www.cordis.lu/ergo/home.html

15. Member States • The CORDIS member States Services provide an overview of Innovation and R&D in each of the Member States of the European Union and are intended to promote awareness and communication in these areas between and amongst the Member States. • http://www.cordis.lu/member-states/en/home.html • National Contract Points (NCP)