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CONCERT-Japan Joint Call Lessons learnt 18 July 2013, Zurich Anna BOITARD

CONCERT-Japan Joint Call Lessons learnt 18 July 2013, Zurich Anna BOITARD CONCERT-Japan Joint Call Secretariat National Centre for Scientific Research (CNRS). CONCERT-Japan Joint Call Concept, funding modalities and procedure Evaluation process Results Lessons learnt

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CONCERT-Japan Joint Call Lessons learnt 18 July 2013, Zurich Anna BOITARD

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  1. CONCERT-Japan Joint CallLessons learnt 18 July 2013, Zurich Anna BOITARD CONCERT-Japan Joint Call Secretariat National Centre for ScientificResearch (CNRS)

  2. CONCERT-Japan Joint Call • Concept, funding modalities and procedure • Evaluation process • Results • Lessons learnt • Success factors of the Call • Problems raised and solutions • Summary

  3. 1. Joint Call: Concept and aim • The CONCERT-Japan project aims atenhancing the cooperation of European countries with Japan, in various areas of S&T • The CONCERT-Japan Joint Call was a multilateral call for transnational research projects in two thematic areas: - Efficient Energy Storage and Distribution - Resilience against Disasters • The aim was to start new or strengthen existing, sustainable and multilateral research collaborations between European and Japanese researchers, through funding joint research projects for a duration of up to two years

  4. 1. Joint Call: Funding institutions • Japan: Japan Science and Technology Agency (JST) • Belgium/Flanders: Research Foundation Flanders (FWO) • France: French Ministry of Foreign Affairs (MAE) • France: French Ministry of Higher Education and Science (MESR) • Germany: German Federal Ministry of Education and Research (BMBF) • Germany/Region of North Rhine Westphalia: Ministry of Innovation, Science and Research of the State of North Rhine Westphalia (MIWF) • Hungary: Hungarian Scientific Research Fund (OTKA) • Italy/Region of Lombardy • Italy/Province of Trento • Norway: Research Council of Norway (RCN) • Slovakia: Slovak Academy of Sciences (SAS) • Spain: Ministry of Economy and Competitiveness (MINECO) • Romania: National Authority for Scientific Research (ANCS) • Switzerland: ETH Zurich on behalf of State Secretariat for Education and Research • Turkey: Scientific and Technological Research Council of Turkey (TÜBITAK)

  5. 1. Joint Call: Funding modalities • Opening of the Call: 3rd September – 15 November 2012 • Funding principle: virtual common pot with juste retour • Total budget: 5 290 000 € • Beneficiaries: public and private legal RTD entities/higher education institutions/non-university research establishments/small and medium-sized entreprises (SMEs)/large-sized entreprises • Consortium: min. 3 partners (1 Japan and 2 from two different European countries participating in the Joint Call), 2 project leaders (1 Japan, 1 Europe) • Eligible costs: research material and small-scale research equipment/personnel costs/travel costs/living expenses/expenses for the organization of small scientific events • Duration of funding: 2 years

  6. 1. Joint Call: Submission process • Tool for submission: PT-Outline webtool • Available document: • Call Text and National/Regional Regulations • Guidelines for Applicants • Project Description: • General information • Work plan • Information on the expected impact of results • Envisaged value of multilateral cooperation • CVs of the main participating researchers • Confirmation letters for the additional European project partners from countries not participating to the Joint Call • Joint Call Secretary (JCS) and National and Regional Contact Persons (NRCPs) available for information and help

  7. 1. Joint Call: Evaluation process A four-stepevaluationprocess has been implemented: • Checking of generaleligibilitycriteriaand national/regionaleligibilitycriteria • An online evaluationby peerreviewersaccording to four criteria - Scientific excellence of the project and the project partners - Methodology and work plan - Expected impact of project results - Added values of multilateral cooperation following a scoring system from 0 to 5 points (5 = excellent) 3. A Scientific Committee (SC) consisting of independent experts establishes a ranking list of projects based on the online evaluations and own discussions 4. The Funding Organisations Forum (FOF) decides on the projects to be funded, based on the recommendations of the Scientific Committees

  8. 1. Joint Call: Evaluation process Numberofreceivedproposals: 96

  9. 1. Joint Call: Evaluation process - eligibility check

  10. 1. Joint Call: Evaluation process - SCs Efficient Energy Storage and Distribution A+: 4 A: 5 A-: 5 B: 11 C: 9 A+: 2 A: 8 A-: 10 B: 15 C: 9 Resilience against Disasters

  11. 1. Joint Call: Decision of funding • 9 funded projects: • CONCERT_EN-015 iTHEUS • CONCERT_Dis-013 ROADERS • CONCERT_EN-019 SolarFuel • CONCERT_Dis-029 INFILTIE • CONCERT_Dis-021 RAPSODI • CONCERT_EN-049 UMBLA • CONCERT_Dis-053 RAPIDMAP • CONCERT_EN-046 NASEMS • CONCERT_Dis-033 URBIPROOF • Total budget used: 2 776 451 € • July 2013: all the projects have been launched

  12. 2. Lessons learnt: Success factors of the Joint Call • Good dissemination of the Call: • June-Oct 2012 and 2 brokerage events in Milan and Tokyo in Sept. • 426 researchers from 19 countries, 96 projects • Smooth communication between NRCPs , FOF and JCS • FOF meetings and decision: agreement on balanced consensus • Adapted tools: • PT-Outline webtool updated regularly • Call Text and Guidelines updated • Excel tools • Flexibility: problems were solved efficiently by communicating them to the respective responsible bodies and if necessary, processes were adapted accordingly

  13. 2. Lessons learnt 1/5 Application procedure

  14. 2. Lessons learnt 2/5 Eligibility check

  15. 2. Lessons learnt 3/5 • Online evaluation: • Narrow the Call topics • Find more specific keywords • Do not attach too much attention to the researchers’ nationalities • More anticipation from the beginning and support by NRCPs for JCS in identifying online evaluators • Not necessary to have 1 European and 1 Japanese evaluator for each evaluation

  16. 2. Lessons learnt 4/5 • ScientificCommittees: • More time for the online evaluators • More attention to the proposals with big gaps between two online evaluations • Narrow down the thematic scopes • Clear table for the conversion scores between Online Evaluation (0-20) and SC ranking (A+,A,A-,B,C) is required

  17. 2. Lessons learnt 5/5 Communication of results

  18. 2. Lessons learnt: conclusion • Narrow the Call topicsand the keywords • Allow more time for the implementation of the Joint Call • Reinforcecommunication to avoidsmalltoolproblems • Definebetter the eligibility check criteria • Adapt the timing for the online evaluators • Defineclear tables of scores for the evaluationprocess • Clarify the communication of results

  19. Thank you for your attention!anna.boitard@cnrs-dir.fr

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