Introducing Trans-Domain Proposals pilot procedure

Christer Halen Senior Administrator of Science OperationsMafalda Quintas and Giuseppe Lugano

Science Officers

IGLO - Brussels, 13 March 2013

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Submission to a COST Domain - timeline (ex: n° proposals in collection 2012-1)

MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6 MONTH 7 MONTH 8

Collection of Preliminary Proposals (612)

Eligibility check & Domain allocation (593)

Domain Committee assessment (116)

deadline Full Proposal (115)

External experts assessment (77)

Domain Committee Hearings (final list)

Approval CSOJAF

Preparation of Full Proposal

Preparation of MoU

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Overview COST Open Call for Proposals

Trans-Domain Proposals (TDP)

Introducing TDP Pilot Motivations and Key Features Process and Calendar Proposal Registration, Submission and Evaluation

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COST Open Call Bottom-up implementation of new COST Actions

No pre-set topics and priorities Trans-nationality, transparency, fairness, equality of treatment

Submission of proposals on a continuous basis Two collection dates / year (March and September) Announced in the Official Journal of the European Union

Science and Technology-Driven Evaluation Process Peer-review: at least three evaluators per proposal Domain Committees in charge of evaluation and quality control,

supported by Science Officers ~ 7% success rate

Motivations for a Pilot TDP Evaluation Procedure

Need to better respond to the needs of growing trans-disciplinary research communities

Lighter and faster evaluation procedure so as to give quick answer to proposers

Opportunity to allow COST to adapt and contribute to ERA goals

Preparing integrated procedures for proposal evaluation, Action monitoring and impact assessment

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TDP Pilot Key Features 1. Revised evaluation criteria and proposal template, enabling

clearer description, evaluation and implementation of Action objectives, added value of networking, and COST activities through which such objectives will be pursued

2. Shortened evaluation process (time gain: ~1,5 months) replacing the current two-proposal scheme with a one-proposal scheme (10-15 pages)

3. Efficient expert selection and allocation through newly developed Expertise Grid and Expert Database

4. Clearer description of the process through detailed Guidelines for Proposers and Evaluators

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TDP Pilot Proposal Template

More concise proposal without loss of meaningful information, easier for both proposers and evaluators

TDP Pilot Proposal TemplateA. Scientific and Technological Challenge

B. Added Value of Networking

C. Milestones and Deliverables – Contents and Timeframes

D. Action Structure and Participation

(Optional) References

Total length: ~ 10 – 15 pages

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New Challenges: Expert Identification

Proposal Registration (Deadline 29.3)

Mandatory step not part of the evaluation itself, used for a timely selection of experts

The Proposal is registered via e-COST to improve interaction and user-friendliness

What is registered: Proposal Title, Acronym Initial idea: short abstract (up to 250 words) Areas of Expertise Needed for Evaluation: from a pre-

defined multi-layered list of expertise areas

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COST Experts Database – Newly Developed Used for a timely identification of relevant experts

Algorithm matching areas of expertise required by the proposal and

experts with relevant expertise

Used in all steps of the evaluation procedure

As of 15/02/2013: ~ 6000 registered experts (89% from COST Countries)

All COST Countries represented

Gender balance: 63% male, 37% female experts

Early Stage Researchers (PhD+ 8 years): 25%

Additional effort needed in covering all Research Areas

New Challenges: Expert Identification

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Proposal Evaluation 1st step “Challenge Selection”:

External experts evaluate remotely the scientific and technological soundness and timeliness for which networking provides a clear added benefit to address the challenge

2nd step “Implementation Plan”: DC Members and DC Experts evaluate remotely the coherence and

feasibility of the implementation plan supporting COST mission and criteria TDP Panel prepares consensus reports at a dedicated meeting

TDP Panel Hearings: TDP Panel and DC Chairs evaluate leadership potential, motivation and

drive, organisational and communication skills of the invited proposers

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Proposal Evaluation CriteriaType ID TitleSection A A.1 Features of the ChallengeCriterion 1 A.1.1 State of the ArtCriterion 2 A.1.2 Relevance and TimelinessCriterion 3 A.1.3 Challenge FeasibilitySection A A.2 Type of ImpactCriterion 4 A.2.1 Risk LevelCriterion 5 A.2.2 Scientific versus Societal ImpactCriterion 6 A.2.3 TimeframeSection B B Added Value of NetworkingCriterion 7 B.1 In Relation to the ChallengeCriterion 8 B.2 In Relation to Existing EffortsSection C C Suitability for COSTCriterion 9 C.1 AnonymityCriterion 10 C.2 Scope for COST ActionsCriterion 11 C.3 Action Structure SuitabilityCriterion 12 C.4 Feasibility of ActivitiesSection D D Foreseen ParticipationCriterion 13 D.1 Network of ProposersCriterion 14 D.2 Plans to Involve Relevant Participants

COST enables break-through scientific developments leading to new concepts and products and thereby contributes to strengthen Europe’s research and innovation capacities.

COST is a unique means for European researchers to jointly develop their own ideas and new initiatives across all scientific disciplines through trans-European networking of nationally funded research activities.

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TDP Pilot - timeline Submissions to Trans-Domain Proposals

MONTH 1 MONTH 2 MONTH 3 MONTH 4 MONTH 5 MONTH 6 MONTH 7 MONTH 8

March 29th closing of

registrations

June 14th Collection

Step 1 - Challenge selection:External experts evaluation

Step 2 - Implementation Plan: TDP Panel

Approval CSOJAF

Preparation of Proposal

Preparation of MoU

TDP Panel Hearings (final list)

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New e-COST Tools: Proposal Registration(Deadline 29.3)

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New e-COST Tools: Proposal Submission(Collection Date: 14.6)

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Proposer 1 University of Berne

Dr. Proposer 1 (University of Berne)

Invitation tool allows proposers to interact and COST to monitor the growth of the network of proposers

New e-COST Tools: Network of Proposers

At least 5 Proposers (1 Main Proposer, 4 Secondary Proposers) affiliated with legal entities based in at least 5 different COST Member Countries or Cooperating State

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New e-COST Tools: Evaluation

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Practicalities• Proposal Registration

• Proposal Submission

• COST Experts database

Deadline: March 29th at 5pm Mandatory – registration after this date: proposal will only be

evaluated next Collection Date (OC2013-2)

Deadline: June 14th at 5pm

Always Open: Disseminate the opportunity to researchers in your country

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For Further Information TDP page http://www.cost.eu/domains_actions/TDP

Open Call Guidelines for TDP Pilothttp://www.cost.eu/download/TDPguidelines

e-COST (creation of user profile, proposal registration and submission)https://e-services.cost.eu

COST Experts pagehttp://www.cost.eu/participate/experts

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For Further Information TDP Science Officers

We are available to support researchers in your country with any question regarding the TDP Pilot:

• Dr Giuseppe Lugano Tel. +32 (0) 2 533 3822 giuseppe.lugano@cost.eu

• Dr Mafalda Quintas Tel. +32 (0) 2 533 3834 mafalda.quintas@cost.eu

www.cost.euDr. Mafalda QuintasScience OfficerCOST OfficeAvenue Louise 1491050 Brussels, BelgiumT: +32 (0)2 533 3822F: +32 (0)2 533 3890giuseppe.lugano@cost.eu

Thank you!