Transcript
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The host introduces the info session, outlines the agenda, and gives a brief opening explanation of the call and its lump sum format.
Good morning, ladies and gentlemen.My name is Danny Gassmann.I'm head of sector for European innovation ecosystems, and I'm very pleased to guide you through this morning for this info session about the call from lab to market.So, we'll be going straight forward to the contents.First of all, you see here the agenda.So, let me just skim through quickly.So, we'll be starting with a policy background.Then we have a technical presentation of the call.Then we have the Q&A session via Slido.And then we have a very important administrative part about the pre-registration and validation process, as well as about the financial capacity assessments, also followed by a Q&A session.So, before passing the floor to other colleagues, let me give you also a couple of words of introduction on my side.So, first of all, this is a lump sum action.So, it's a very good way of facilitating the admin burden on your side.
Be just aware that our evaluator experts have the power of giving recommendations about the budget so that it's in up front well organized.And you see also that there is in the eligibility requirements the need of having a widening country representative, and this is also the spirit of the European innovation ecosystems program that we're also covering regions which are less advancedin terms of innovation management.So, for the content very quickly as well, and I think the colleagues from DG RTD will then give a little bit more flesh to this.So, here basically we are confronted to this balance between very high and very active university research and a rather little valorization on the business side.So, this is just a change of paradigm also in the future.Universities have less and less means for uh, supporting research and that's why it's very good to have this system where we are professionalizing in a certain way uh, the access to revenues for uh, researchers.
Then, the other thing is also we would see that there are some parts which are also related to spin-offs and that's a little bit the the same spirit.Uh, so, of course here there's also a very tight link with a the industry in the end.Uh, so, basically uh, you will see probably that it's not so it's not rocket science for engaging into a different way of promoting research results and also very briefly little work about IP because here of course it's avery important factor also.And this gives me the occasion of reminding that we have the IP helpdesk which is also there for guiding any type of business, not only in relate in relation with research results, but also in relation with business results.
So, I think that's it for me for the moment.I'm just looking quickly about my list of speakers.Uh, so, that I think as we are also working ourselves in innovation we'll be slightly adjusting the agenda uh, and we'll be addressing the policy background a little bit later uh, which means that in the meanwhile I willnow give the floor to my brilliant colleague Christine Crisa.She is the coordinator of this call and she will give you some input about the content of the call, let's say more from a technical side.Christine, the floor is yours.
Christine presents the call’s expected outcomes, scope, funding format, eligibility conditions, and key administrative requirements.
Thank you, Daniel.Very good morning to all of you.My name is Christine Griza.I'm a project advisor here at EASMEA, and I'll take you through some of the call requirements and and the more technical details of the call today.Let's go to the next slide.Here you can see some of the expected outcomes, and what I present in the next slides is taken directly from the call text.Some of the content is an extract, so please always refer to the full call text on the Funding and Tenders Portal.Um Project results are expected to contribute to the following outcomes for this call.The first one is increased commercialization of academic research results by facilitating access for industry, startups, and scale-ups actually to the intellectual assets of academic research.Also, strengthened collaboration between industry and academia, which would be reflected in an increased number of technology transfer deals and joint R&D projects resulting in market-ready innovations.
Another one would be introduced more startup-friendly intellectual asset transfer and licensing policies introduced in universities, research, and higher education institutions or RPOs.Next slide, please.Also expected as an outcome would be an increased number of spin-offs by enabling researchers to overcome the barriers to commercializing their intellectual assets.Further, reduced transaction costs related to intellectual property rights negotiations by establishing more standardized asset transfer policies across universities, research, and higher education institutions, and RTOs.Um also, optimize transfer and licensing processes by universities, research, and higher education institutions, or RTOs based on grouping intellectual assets in portfolios that can be commercialized in package deals that are more attractive for industry and investors.Next slide, please.
Um some details about the scope, and this is an extract extract, as I said, so please refer to the full details in the call text.Um participate participating beneficiaries should engage in the following activities.First one is adopting startup-friendly intellectual asset management strategies.Then, accelerating the commercialization of academic research results under fair and transparent conditions in an attractive way for innovative companies and investors, in particular for critical technology areas related to the EU's economic security.Also expected is the reinforcing the adoption of best practice best practices in intellectual asset management including the equitable sharing of value generated in R&D activities.Also, improving the support for researchers and students in commercializing research results.Enhancing intellectual asset management practices by establish establishing portfolio approaches to market intellectual assets in package deals.And facilitating the collaboration between researchers, startups, and innovative companies.Next slide, please.So, uh further details about the call format, th- this is a coordination and support action a CSA with lump sum funding.
We haven't included any details today in the presented in the in our presentations about how to do a lump sum project, but there is plenty of information and guidance available on the Horizon Europe websites on lump sum fundingincluding several info sessions that were held in the past and there is a lot of there are recordings available of those info sessions.So, if you have any um any questions or wonder how to prepare this properly, do please check out the Horizon Europe website for lump sum funding and the related guidance contained there.We expect a budget of around 1 million euros per proposal and we have a total total budget of 5 million euros available for this call, so that should give us five grants in total.Next slide, please.
Please note that there are indeed specific eligibility conditions that apply for this call.So, when you go into the details of the call text in the funding and tenders portal, please check out the section on topic conditions and documents because this is where this content is specifically under number three other eligibleconditions.So, beneath the actual call text, so please scroll down for this.Importantly, this action requires the participation as beneficiaries of at least three legal entities from at least three different member states or associated countries that are universities, research and higher education institutions or research technology organizations, so RTOs.And as Daniel already mentioned, at least one legal entity shall be established in a widening country.So, this is very important to refer and adhere to these specific eligibility conditions.And next slide, please.Um some of the administrative requirements in terms of the main obligatory annexes, we expect part A and part B of the proposal fully completed, also a detailed budget table in Excel format, and we have a page limit for
part B, which is 28 pages for CSA CSA projects that are lump sum projects.And as I've already said, do read through the call text very thoroughly.And we have already prepared some questions and answers.Um you can find these on the bottom of the call text in the funding and tender tenders portal when you scroll down, and um we will be preparing more questions and answers after this info session.Also to the questions that we may not be able to respond to um as part of your Slido questions.And with that, I would like to hand back to you, Daniel.
Cedric explains the policy context behind the call, including Europe’s innovation gap, the role of knowledge transfer, and the main objectives of the action.
Many thanks, Christine.So, basically, we'll be reminding as usual that basically for the applications, just read the call text and make sure that your proposal is fitting the best to the call text, also respecting all the formalities and indeed um thereplenty of specialized presentations available for these lump sum proposals.Including by the way also a database in which you can benchmark the salaries which is the basic tool which is also used by the experts at the moment of the evaluation.So that's it dear colleagues for the information about the call and maybe now we'll be joining in the to the policy Russia Valley which is basically explaining why we have set up this call and for this I'm verypleased to invite to the floor Cedric Adam.He is a policy officer in DG RTD A5 and if Cedric is everything set for you, are you ready?
Hello, yeah I had some connection issues but
I managed to be there so that's great.
Merci.So I I will try to give you a quick overview of what's behind the this call and what we had in mind what when we were preparing it.So So maybe start starting a little bit and then going back to the political context so um for those who have a a bit followed the last development So the the European Commission after the Draghi report has identifiedthat we have to be more innovative in Europe and to a bit address that the commission prepared the startup and scale-up strategy
which is also related to the competitiveness compass of the EU and and is actually really coming from the political guidelines.um And we'll go a bit more in detail on this policy rationale, but for people that have some interest, I would refer you also to this document that you see on this slide.Maybe if we go to the next one.So, a bit more detailed.So, what is actually the the dragging report saying and then also the economic literature in in this area is basically that your Europe has a an innovation challenge.And if you look at compared to the United States, the 25 past years, Europe's economy has been relatively static, which is shown in different type of data.One of the data economists like me like to use is total factor productivity.So, on this graph you see a little bit the the difference with the United States in 1995.
So, you can see that there is a a gap in progress, which is also somehow related to the digital revolution and which also explains a little bit why the commission is very interested in in startups at the moment.So, the the bottom line there is that we will have to be more innovative if we want to remain competitive at global stage.Um Maybe we can go to the next one.So, yes, on the value of ecosystems because I think it's also interesting that that's also a comparative analysis there.So you can see that basically Europe's ecosystems generate less value than the US and China's ones.
And that especially startup companies are a bit less represented.So the comparative data is actually showing that and this also explains a lot why knowledge transfer and entrepreneurship is one of the key priorities that we currently have.So if you if you look a little bit at the last part there for instance you see that the US has almost five times as many unicorns than the EU.Which is also rooted in the deep tech startup that have been able to to scale.So and and mostly relying on knowledge that was generated by academic institutions.On the next slide we will actually uh see that So how do we want to tackle this problem?By of course part of the solution will be to foster knowledge transfer in the EU.So there we also have evidence that there is some unexploited knowledge generated in European research institutions.
This is also something that was actually highlighted in the Draghi report.And we know that in Europe spin-offs face some specific challenges to access intellectual property.And also in their uh with uh universities.Um so,
uh there are some challenges here that we can address.And uh this is also uh one of the reasons uh why we have this call.Um Next one, please.So, uh Uh like I said, so one of the ways uh to um tackle this issue would be to support uh technology transfer offices and technology transfer more uh broadly um in Europe.And so, um uh what what we actually um uh noticed through uh different sources is that um usually European TTOs compared to other areas also, um they tend to lack resources, they tend to lack expertise.And so, some capacity building uh would be needed uh to effectively um uh know uh transfer knowledge uh and um enable uh different type of industries to use the uh knowledge that is generated uh at research institutions inEurope.Um uh there is also a a lot of evidence about uh organizational practices and uh the fact that um TTOs themselves uh support knowledge transfer.
So, uh there are different comparative case studies analysis showing that uh technology transfer offices are very supportive.Um but that um organizational practices uh play an important role.So, if you look at two technology transfer offices located in uh with uh very very similar features and in uh different areas, uh some of them uh are uh uh to some extent more productive or um because, youknow, the organizational practices uh are just uh different.So, uh you compare different uh technology transfer processes in different areas, uh even if they are similar, they do not uh lead to the same outcomes.So, uh which is also um an important aspect um behind this call.Um next one.
So, uh this leads me uh to the these uh three main policy objectives that you have maybe already um identified in the call.So, um uh when when you look at the expected impacts, it's um it's uh it's mostly actually uh these different aspects.So, what we expect uh this call to be able to do is to foster innovation uh based on academic research results uh to tackle the challenges I tried to mention briefly in the uh first part of my presentation.Um also ensure that the companies um can actually uh access uh intellectual property um through um appropriate uh la- practices, policies.And, of course, uh for the beneficiaries themselves, so the the companies uh that deal with uh universities and the TTOs um more largely, uh limiting the transaction costs because uh this is one of the uh things uh thatum is actually slowing down the process.
There are a lot of transaction costs involved there.Um next slide, maybe.
So, uh I tried here to list a little bit um so, a a cluster, I would say, uh the expected activities uh in this call.So, um like I said, uh organizational practices are very important, um and uh some things have proven to be uh effective in the past or or more effective.So, um a bigger uh aspect of this call is actually the exchange of best practices.There is a specific requirement there to create common toolbox and to try it out.So, develop come and so with um beneficiary models and and to actually try try them in in pilot cases.And part of it is also so create appropriate incentives or at least to try them out.So, that's a little bit the the philosophy of this call.So, the idea is to identify best practices through these best practices create some specific tools and and common incentives and then test all of that through specific cases.
So, that's a bit the the the logic we encourage the applicants and participants to to follow.Um Next slide maybe.
Yes, I always try during these presentations to maybe guide toward um what a good project is.And so, well, when you read the call, what actually comes out I would say are these elements.So, um what we we would expect actually a good project to be able to do is engage in identifying and adopting appropriate intellectual assets and management strategy and practices.So, basically commit to identify good practices.Um but also foster develop I would say the um, the support that is um, um, that is already there there but improving the support to to the different people and and actors involved.So this and especially also the startup companies that I experienced difficulties to access the knowledge.Um, and of course a more broad objective is that a good project should actually um, support the acceleration of commercialization of commercialization and foster innovation in Europe.
So that's a bit I would say the the main expectations behind this call.Um, and maybe I think I have a last slide.Uh, oh yeah, there are a few practicalities because practicalities are always um, useful.So um, So there is a possibility to involve innovation agencies or national regional authorities if relevant.So this is this is possible.Um, you can also consult relevant stakeholders and you should actually consult relevant stakeholders for the different activities so especially spin-off startups, SMEs.Uh, this would be very important.Um, and the call also encourages the applicants to leverage relevant complementary programs such as potentially this is listed in the call but it's not exclusive the EIT health education initiative.So that's also a few aspects you can take into consideration.
The speakers answer early questions about pilot cases, consortium composition, affiliated entities, and the minimum eligibility requirements.
Okay, I tried to make it a quick and I suppose that there there will be some questions.
Many thanks, Cedric.It was such a good insight into the policy context that I had to collect my eyes.So, many thanks for helping us and guiding us through.It's a important very important for your proposals because definitely it's also nourishing this specific policy context.So, you see here on the screen the hashtag for the slider questions.And I think we can immediately kick off and we'll be dealing this with this with our two speakers we just had and for this I have to put my normal glasses otherwise I cannot read the questions.So, can we get the slider screen, please?
Okay.So, here questions.What is going to test the licensing transfer tool and benefit sharing models by implementing at least three pilot cases?What is expected from these pilot cases and what kind of results would it would be satisfactory?I think this is for you, Cedric.
Um yes, um I think um it's a it's a bit what I I presented uh when I said what a good project would look like.So, um I think the features of the pilot cases themselves um it's it's left to the applicants.So, uh here the idea was actually not to be prescriptive
and to give exactly um what's actually uh what should actually be done, but to leave some uh space to create uh the this um this uh pilot cases.Um of course, uh, this should stem from the identification of good practices.So, um, uh, as I said, um, when you look at it a little bit at macro level, you see that, um, uh, you have different outcomes, uh, through different organizational, um, um, uh, through how the the, uh, local,um, TTOs are also organized.So, uh, basically using uh, a bit the the best practices that I identified, um, this should actually be, um, lead to good pilot cases.But it's it's uh, it's not something we wanted to be very prescriptive on.I hope it answered the question.
I think so.Many thanks, Hendrik.So, we can go to the next one, which is like follows.Would it be possible to set a consortium in which universities participate in the project as affiliated entities of other partners and still comply with the specific eligibility criteria for this topic?And by the way, this is reminding a conversation I had last week at the IC summit with the French representatives, because indeed there are some structures of TTOs which are separate entities.Uh, so, um, shall I give it to you, Christine?
Sure, thank you, Daniel.Uh, so in fact, uh, we expect um, that there are minimum number of independent legal entities.Uh, so in this case, three beneficiaries from three different EU member states or associate countries, and affiliated entities do not typically count as separate legal entities, um, to meet this, uh, minimum eligibility requirement.But as long as you have met the minimum eligibility criteria, uh, criteria by uh, having a consortium of, uh, three independent legal entities, then of course, as an add-on, you can have affiliated entities.
Many thanks, Christina.I mean, basically, the you see the question below is almost the same with a little nuance.Maybe you can just repeat what you just said in the light of this other question.For the requirement that at least three universities participate, do they need to be involved as a partner or could they participate as affiliated entities of a partner?So, I think you already answered, but maybe you can reformulate it now, Christina.
So, just make sure you have as a minimum three legal entities that meet the minimum eligibility conditions.And once you have fulfilled that, you can have affiliated entities in addition.
Yes, there's also some flexibility in the nature of the participants because it says within universities, but also at yours.It says and then Um so, that's it it's broader concept.That is what we've seen there.
Indeed.So, we can refer again to the wording that I had in my slides.Uh but I see that there are several questions focused on the on it.So, please refer to the other specific eligibility conditions that are beneath the call text.So, here I repeat the exact word wording.Uh participation as beneficiaries of at least three legal entities from at least three different member states or associated countries that are universities, research and higher education institutions, or research technology organizations.And then, at least one legal entity shall be established in a widening country.
Questions focus on project duration, pilot structure, budget expectations, private company participation, and the ineligibility of financial support to third parties.
Okay, good to see the text because this is also the text we're working with when we were checking the eligibility of the proposals.Uh so, I think we can to go to the next question, which is strengthening the role of technology transfer offices in bringing knowledge to the market.I would like to ask what is the duration for the project?Indeed, very good question because there was no indicative duration indicated in the call text.Uh, so maybe Cedric, do you want to take it?
Uh, this is also on purpose.The idea is to leave some flexibility there.Of course, I would say that for it's it's a bit like any type of project since you have a budget constraint.This is also driving more or less what you will be able to do.It would be very unrealistic to have a project that lasts 20 years for instance.But the the flexibility left there should actually help also the the applicants to make good projects with the resources that are available.
Okay, not a single hint, Cedric, but let's say that classically we have here projects which have usually duration between 18 and 24 months more or less.But of course, the shorter the project is, the most important is that you are ready to act quickly because very often you need a couple of months for setting up the consortium and put it in good move.Uh, so careful about this and this was by the way also a question from I had yesterday from the Spanish delegate from the program committee because you know all colleagues that we are working hand in hand with themember states.Nothing is happening here autonomously without the approval of the member states.So my best regard to you, Luis, if you're around.Um, next question.
Uh, pilot scope, geographical, technical, topic-wise, are we expected to implement three same pilots in three different countries and should these automatically be three pilots or should each pilot be technically different in tested and tested in more territories?So, I think the question is uh quite complicated in terms of formulation, but I think we can find an easy answer for this, Cedric.
Um yes, it's very very it will it's very specific um and again I I I think it's a bit the same answer than for the first question.Um we we didn't want to be very prescriptive um on that and uh it will be to the applicants basically to um um to set up these pilots in a way uh that basically it enables to implement bestpractices uh that have been identified.
So, basically it's the logic to see that we have some things which are definitely working well.Sometimes also because there's a given context in terms of innovation ecosystems and the things which have a kind of proven track record might be duplicated in other areas in Europe or in Horizon Europe associated countries.Thank you, Cedric.So, here another one which is about the size of the project.Are we only expected to trial tools?The budget or in the time balance and linked to previous projects is suggesting that.So, Cedric, you take it.
Mhm.I'm not sure I understand the question.So, given the size of the project expected to trial tools.
I mean, basically it's relating to the fact that it's considered that it's quite costly to to to make trials on on tools or good practices.
Mhm.Yeah.
And so, here it says that the budget wouldn't be enough for deployment if I understand well.
Um yes, though um okay, that's a bit of a normative So, the the call where how we conceived it and we let it a lot of flexibility there.It's also to be able to set up a thing that works.So, um So, uh the we we don't expect the applicants to create uh wide large-scale application case that would billions, of course.Uh
Okay, thank you, Cedric.So, again, basically, I think the logic here is that we have things which are working well well somewhere that these projects are able to replicate this approach in other areas.So, I mean, that's why this budget of, let's say, average of 1 million per project is still giving couple of means for doing serious work.Next question is about Can a private company participate in the consortium?For the sake of time, I will just take it.I mean, you see that we've already described several times the minimum requirements of the participants.So, in case these are met, then private company can indeed participate in the consortium as well as a partner.Is FSTP eligible?Excellent question.It's always with great emotion I'm seeing such a high level of professionals in our sessions.So, FSTP stands for financial support to third parties.Uh and here it is not eligible because it hasn't been foreseen in the call text uh which is basically also making the work a bit easier for your proposal drafting.
The discussion covers public administrations, country balance, TTO leadership, industry specificity, associated countries, and the role of universities and TTOs in consortia.
Next question.The call refers to critical technology areas related to the use economic security.Is alignment with these areas expected or only encouraged?So, here we are on the semantics and I think the semantic questions comes to you, Cedric.
Um so, it's not a strong requirement.It's not a directly in the I mean, it's a not directly in the strong mandatory part, but of course, you have to take that into consideration.
Okay, thank you.If you can clean the screen, so the FSTP you can remove the question from the screen, please.So, now let's be a bit creative.Here there's a indicative question.What could be the role of public administrations in the consortium?And I think Cedric, as you're also very creative, I think this question will be for you.
Um this refers probably to what I said in the practicalities.So, that you can actually include the participation of national agencies.Um that's because this type of organizations have actually a lot of IP expertise and and also provide different type of support in different ways.Um so, basically one of the potential way to involve them is to rely on this expertise and to actually grasp also um work that has been done by these organizations to to support technology transfer quite largely.
Okay, thank you, Cedric.Next question, I think this one will give to Christine.What is the minimum and recommended consortium composition in terms of numbers of partners and countries?Is there any advantage in involving partners from specific regions?The example given here is a North and East Europe.Christine?
As as Cédric already said, we try to be not too prescriptive as long as you meet the minimum eligibility requirements and that include having or needing a widening country on board, it is really up to you.
So basically, let's say that the minimum requirements are rather not too difficult to join, but then it's of course to the appreciation of the consortia to see how many partners they want to embed.But basically, I mean, of course, we are looking for concrete results.And this composition of countries from the South and the North, East or West is indeed very present also in our projects in the European Innovation Ecosystems.As I said, it's part of our DNA for also working on the innovation gap in Europe.So next question is exactly the one I had last week at the EIC Summit, which was not last week by the way, but 2 weeks ago.Time flies.Can a private structure like SAT in France be leader of such program?So here we have to be rather careful about the eligibility requirements.Cédric, très un grand ami de des écosystèmes français.
Je sais pas si Cédric, tu connais les SAT.But maybe I would start with you, Cédric, and maybe you can complement then Christine because it's some legal requirements we have in the call text.Cédric?
Mhm.So I think it also relates to what we said before.You have minimum requirements and then you can basically arrange your consortium a little bit like you want as long as as it fits the common rules.Um the we we do we do not have a very precise also definition of what a TTO is because TTOs refer it's a generic term that actually refers to different type of entities and organizations.Um especially different type of departments.So and here there is some some flexibility.The important thing is to either not the activity that are carried out so which is technology transfer.And in the case of the of the stat which have a clear mandate for from the from the national level to actually support technology transfer.Of course it's the type of entities that are directly targeted by this call.
Many thanks Cedric.Christine, do you want to compliment?
Um no Cedric said it very well.I would just like to raise your attention that we have a specific question and answer already published on the website um going to a little bit more detail that there is no strict definition of the TTO for thepurpose of the school with more details what Cedric just explained.
Okay many thanks Christine.So just be careful because indeed very often these specialized TTOs they are separate legal entity from the university.So that's why basically just on one hand make sure that you have the minimum requirements in terms of participants and nothing impedes you in this case.Indeed even as a stat in France to take the leadership of the consortium as long as you have the partners behind meeting the minimum requirements.Many thanks colleagues.So let's go to the next one.Is the project expected to be industry specific?I think there's quite some open approach as well, Cedric.
Yeah, it also um refers to what I said before with the critical technologies.No, they they um there are some uh technological area that are important for Europe, but there there is no uh strong requirement and it's not a call that is industry-specific.
Okay, so but maybe we can complement the evaluators would appreciate that we are here talking about sectors covered which are of course uh very important for uh our European economy and a future of prosperity.Next question is can partners from associated countries such as Canada participate as funded beneficiaries in this call?So, we're getting this question almost at every info session.So, here it's rather easy.There's a full list of the Horizon Europe associated countries.So, check out this list in case your country is the list, then you can participate as a beneficiary, meaning also benefiting from the EU funding.And if not, your participation is allowed, but it will not be with EU funding.Uh Christine, uh do you want to complement?
Um yeah, I think I mean you you you need to really uh do your own research on this, but uh Canada is an associated country to pillar two of Horizon Europe.
Thank you, and you have to try that we are here in pillar three.
Exactly.
So, check out the countries which are associated to Horizon Europe and you will get the answer.Next question, uh university owned TTO with own PIC number separate from the university as private law entity we manage tech transfer and innovation on its behalf.Can we coordinate a consortium in our own name with a university as a partner?So, here uh it sounds very similar to our colleagues uh from the SAT in France, uh and uh I think we already have our answered this question.So, important is that the minimum participant requirements are there, and then nothing impedes also a university or TTO to take the lead or to participate in the activities.
The speakers address prior collaborations, links to other EU initiatives, thematic focus, consortium flexibility, and how closely projects should follow the call’s expected activities.
Next question.
Is it possible or encouraged to build on existing alliances like the European University alliances like FORTEM or how should prior collaboration be framed in the proposal?So, before passing the floor to my colleagues, I can only encourage to build on also already existing things because usually it's much quicker and much more efficient.So, I would say the answer is without doubt yes.And how should prior collaboration be framed in the proposal?I think the frame of this call is very specific.So,
Um no, I mean the you do not have actually to to elaborate on prior collaborations in the proposal, but of course it can be an asset and demonstrate some some or evident the fact that you can work together,but it says not something that is actually directly foreseen in in the template.
Many thanks, but I mean the question is very relevant in the sense that we have indeed some actions in European Innovation Ecosystems where we have a kind of structured of let's say funnel of collaboration with the so-called preparatoryaction which are aiming entities to define together a joint action plan which then can change into a longer-term project as the Regional Innovation Valleys either be it with EIE as well or with I3 in a certain period oftime.Next question, is it beneficial to link to Horizon Europe EIT projects as many goals are the same?So I mean basically we are of course very happy when initiatives are connecting to others.So it's also a question of let's say a lean development funnel also for the spin-offs.Cedric, do you want to comment on this one?
Uh yes.
So I think it's quite clear for that one because as I showed on my slide on practicalities, there is actually encouragement to um to rely on on the specific initiative.So yes, there is an encouragement to actually foster synergies and collaboration there.
Thank you, Cedric.Next question, clarification about the eligibility of beneficiaries.Could you please confirm whether entities other than universities, research may participate as partners in particular non-profit organizations, SMEs, and large companies.So we have already indirectly answered to this larger question.Again, the main most important thing is that minimum eligibility requirements are met.They have been already addressed several times.But then there's no real restriction in terms of nature of legal entities participating in the consortium.Next question, is it possible to focus the call subject on a particular domain or do the activities need to be generally applicable in terms of tech area in terms of tech areas?So I mean indeed I mean it can be easy also to work on more specific sectors, but let's say that we are more looking for the overall methodology for facilitating technology transfer from research results from universities.
Cedric, willst du was dazu einfügen?
Ja.So yeah, I think I think we already answered the But of course if you are established in an area where your activities are mainly focused on on life science for instance it might be interesting to build up acase that is helping to knowledge transfer in life science but there's no strong requirement there so
Okay, great.
Next question, do you expect projects to be thematic meaning a focus on a certain given academic field?
I already answered
same answer more more or less of course orient yourself with strategic technologies that you can support but no strong requirements on that.
Okay, many thanks Cedric.Next one is about is there any co-financing required from universities or for-profit beneficiaries or can the action cover 100% of eligible costs under the lump sum model?Christina will pass this one to you.
No co-financing required.No.
So the answer
100% of eligible costs can be claimed for the lump sum.
Okay, so be ready there's another one about this eligible cost questions.So I'm first taking in the order.Organizations such as the European network of knowledge transfer professionals or the European climate innovation community eligible as partners?So I think we've already answered.It's rather large scope.There are no strict limitations.Important is to have the minimum uh requirements in terms of eligibility.So, we can say yes.Next question.Our organization such as you know that we had already, is there a common project structure in terms of work package?E.g.project management, capacity building, pilot actions, dissemination, or full flexibility is allowed.So, I think we can say in a certain way yes, but I would like Christine to complement on this one.
So, we are not prescriptive about how you have to have your project structure.It's really up to you to present it.Um and um have the experts believe that this is a an excellent project.It's up to you how to do it.Um but of course project management, etc.Um dissemination, those are very important aspects, but we do not have a clear list of what must be in there.So, this is up to you.
Yeah.There there are of course a few a couple of activities like I um emphasized in my presentation that are expected.So, make sure that the project um um involve these activities, especially the pilot cases and identification and uh knowledge sharing of best practices.Um but in the structure of the project itself, yeah, it's quite flexible.
Further questions clarify co-financing, consortium structure, widening-country participation, measurable outcomes, and how to build on existing EU projects and alliances.
Many thanks.Of course, my recommendation is also make a good project management package because the better project is managed, the better it will be the results.Uh but I mean, indeed it's rather open and it's not prescriptive here in terms of work packages.Next question.We are tech transfer organization and legally registered as large company.Can we be beneficiary and in the consortia we have been asked to participate?I think most welcome.This is typically also another type of private entity which also can be part of the consortium.I think Cedric is already with emotions seeing this, but I think you can only confirm.
Yes, I can I confirm on that.
Okay.Next question, is there any preference in terms of which countries TTOs come from?Like more widening countries TTOs.Cedric
So there there is a specific requirement on on that with a minimum participation TTOs from widening countries, but beside of that the call is open to any participant that is eligible in Europe.
Thank you, Cedric.Next one is to actually reach expected outcomes in a measurable way.We need sufficient time.There's contributions to EOs.That's very quiet EOs, Cedric.
Expected outcome.
Expected outcome, sorry.
Will be have to be for post one to three year post project.Very little will be possible to be achieved within circa two years.I think this is coming back to what we said at the the beginning that is on purpose that there hasn't been any indication in time.And congratulations because definitely we are always happy when we see some expected outcomes EOs which are corresponding to something which can be measured.So that's a very good point.So that means that we have also flexibility for accepting longer projects.And again, there was no specific indication in the text.So I think we can here answer with a flexibility.Cedric, you confirm?
Yes, I think that Uh, some applicants already have thought about some elements of the project, so that's good to see.Yeah, I think this type of elements are exactly the type of reflections you should have at this stage, so it's perfect.I encourage you to continue reflecting on these aspects.
Thank you, Cédric.Next question, can we choose which specific activities to contribute in the project application or must the project contributes to all the described described outputs?So, to all EOs.Now, let me make
Uh, yes.So, the the call has a list of expected activities and expected impacts and outcomes, and the idea is to be as close as possible to that.Um, so ignoring entire parts of of the of the call would probably not be a good idea.I would encourage you to more, try to stick to to what is expected there.
Okay, many thanks.I think the next question will be for Christine, who is a widening specialist.So, the question for you, Christine, who are the widening countries?
Um, so we we'd like you to refer to the the list of the widening countries on the Horizon Europe web pages and the REA web pages.And what we'll do is we'll provide a link in a separate Q&A uh, for this.Give us a couple of days to do to do so, but it should be relatively easy to find.Um, I don't expect you, uh, that I should list them now, so.In the interest of time, I think we're running slightly behind.Um,
Absolutely.Sorry for that, so we'll be dealing with the two more questions and then we are closing this session.So, next question is should the pilot cases be based on already identified technologies, IP assets, or can they be selected during the project?I think here is a is also certain margin of flexibility, Cédric.
Um yes, so there is a certain margin of flexibility.It will be up to the applicant there.
Basically, what we're looking for are solid mechanisms that we can easily transfer to other universities or TTOs.So, whatever the mean is to reach this goal, uh it is okay.Next question, uh clarification regarding the eligibility of beneficiaries.Could you please confirm whether entities other than universities may participate as partners?I think we had it already, so yes.Uh what type of leverage from other complementary projects such as EIT is expected?I mean, here the leverage is not necessarily easy to measure in terms of money, but I think definitely leverages are expected in terms of uh uh funnel for innovation.Cédric,
Um yes, it it's more drawing on the um on the on the activities that are already supported there and that are available.So, um basically, this type of references they're there to encourage the participant to not um duplicate or make extra effort to conceive things that are already existing and that you can easily draw on.So, that that's a bit the philosophy.
The last questions cover TTO legal status, hiring staff, incubators and accelerators, and country eligibility before the session transitions to validation and registration.
Thank you, Cédric.Um so, here we have again the question for the SATs.Uh so, I think we've already answered um and maybe for definitely confirming Christine, um maybe the last part of the question, can they be considered as separate legal entity RTO?
Um, in this case, if they do not technical technically qualify as university higher education institution or RTO, I don't do not see that they would be uh, considered, um within the requirements of the minimum eligibility uh, criteria.So, the best thing would be maybe to to have other university partners, um, or higher education institutions RTO, and then you you yourselves come in as additional members of the consortium.
Okay, thank you, Christine.Um, next question, does this call allow hiring new staff to work on the project, for example, program project manager?Here, the answer is yes, and it's up to you to organize your own, uh, resources, and the only thing that we of course asking is that you're complying with, uh, labor law regulations in your country, but, uh, thisis a something definitely, uh, resource that you can put on the budget of the project.Next question, can consortium include incubator accelerator as a partner?I think here, uh, we'd be very happy about this, so, uh, no problem at all, as long as the minimum eligibility requirements are set.
Mhm.
Uh, and here we have again our French colleagues, uh, two TTOs and plan to participate, um wish to establish in our consortium.TTOs from other countries that wish also to include in our also need to participate alongside the universities.I mean, here it's again the same, we need the these minimum eligibility requirements, and once you have met them, then it's uh, super open and uh, super flexible.Do I need to apply?the idea is certainly not to inflate the consortium in an unnecessary way.So,
Yes, always the good balance between the impact and size.Good point, Cedric.UmSo, next question, do I need to have my company already open in Europe to receive incentives?Uh Cedric, Christine, for your destruction, I'm passing it to you.
Okay, so uh please refer to the general conditions, so the admissibility conditions and eligible countries.We've got annexes for for that in Horizon Europe.But it depends where the company is really based.For example, if your company is based in the US, you would be able to participate in the consortium, but you would not be able to receive funding.However, if your company is based in the EU or registered in the EU or associated countries, then you would be eligible for 100% funding.
Thank you, Christine, and I think we'll be closing the Q&A session now because we are already a bit late.Uh so, maybe I will take the last question on the screen.The center is part of a collateral body is eligible.So, yes, we've already said it.I'm proud of this to meet the minimum requirements.And now the first question on the screen is preferable recommendable to have different pilots in different countries or whether a transnational pilot with a thematic focus on a specific vertical.Cedric?
Um yes, that's an interesting way to see it.I think that both are basically possible.So, it's it's options that you could actually explore.I don't think that one is more relevant than the other approach there.So but good that you already give some thought.
Thank you Cédric and I think you can end in beauty with the last question.The call refers to critical technology areas related to the EU's economic security.Is alignment with these areas expected or only encouraged?
I think we already answered that one exactly exactly the same.
Okay.
Yeah yeah yeah the the call is open to to to applicants in any technological area of course there's a strong encouragement there to foster knowledge transfer in in these areas.
Okay so we'll be reminding the strong encouragement.Okay colleagues I think I will close now this Q&A session.So of course on the funding and tenders portal there will be also additional questions.There are already some answers.So don't hesitate to refer to these.And with this ending of the session I'm thanking my great speakers of this morning Christine Criza and Cédric Adam.And now we're going into a more fascinating area which is the one about participation and validation process in practice.And for this I'm very pleased to welcome our colleagues from REA.
REA explains how organizations register in the participant register, obtain a PIC, appoint a LEAR, and handle communication and access recovery.
Maya Dominik Kunidoro and Constantinos Constantinidis.I have we have several time for expressing your name correctly but I didn't succeed Constantinos sorry for this.In any case I'm passing you the floor over to you.
Thank you very much Daniel.I'm Dominika Kunidoro the Central Validation Service that is in the REA, the research agency of the European Commission.And today, together with my colleague Constantinos, we are going to show you how to register your organization in the participant register.Please next slide.Thanks.Um so, we will talk about the legal validation and the legal entity appointed representative, that's a called a LEAR.Then we will see how how the communication is carried out.We will see the financial capacity assessment, and we will go through We will We will communicate to you some guidance documents.Next slide, please.So, um I would like to emphasize that in order to participate to a project in this context, your organization have to be first registered in the participant register, and we will go through this together.But using these slides, there is a link to to a video.
And this this video is about uh I mean, it's an introduction to the participant registration and the validation rules.And I will not show it to you now.I will but but it will be included in the slides for your for your later reference, so you can watch it at your own convenience.Uh next slide, please.Thanks.So, first of all now, let's see how the Central Validation the Central Validation Service role for your project participation.What we do in the Central Validation Service?We verify the legal existence and legal status of all entities with the support of of legal documents that we requested to each participant.Then we validate the legal entity appointed representative.We validate the legal changes of validated entity.We assess potential mergers, bankruptcies.Um we encode bank account request.So we um work We have all other tasks which are linked to to the correct registration of each organization in the system.
Next slide, please.Okay.So this is the validation process overview.You see that it is made of four stations.First of all, we have the registration stage, which is uh has to be initialized by you.Uh the participant.So each organization, I said have to register in the participant register and obtain the PIC code, the participant identification code.Um So next slide, please.So where to initialize this process?This is done via the participant register that is in the Funding and Tenders Portal.This is the page you see the print screen.And the the first thing to do is to check whether your organization is registered already in the in the system.And you check this in the white rectangle where you find a registered organization.If your organization is already has already a PIC, a participant identification code, so it means that it's already registered, you have to use the this PIC number.
You need to use this registration.If your organization is not registered, then you go a little bit down, you see there is this blue case with a register your organization.And you click here and you see that next slide, please.By clicking here, there is a workflow of several steps that starts that will last like 5 to 7 minutes uh to complete where you were the system will ask you to identify your organization.So you put all the the legal name, the VAT number, organization data and some other legal information and also you need to register yourself as a self-registrant and we suggest you to register also a backups of the self-registrant.So that in case you need to complete the registration or you need to contact our service during the validation process, there is also if you and the principal self-registrant is not available, there is also the possibility that a
backup can can access to the PIC and communicate with us.Uh so after this, the registration is completed and the there is a a new participant identification is released and it is in a declared status.So your entity will have its own participant identification code, the PIC number.Next slide, please.So now after the the first phase that is on your side, then at any time as from the central validation service may request you to upload documents for the validation of your data.And in fact the the validation is based upon the legal documents that we received from you.Next slide, please.
Um so the registration data is verified in our service and this is done just before the signature of the first grant agreement or contact.So, the first contract.Um and it's important to say that the legal validation is done only once.And it's reused for future participation.So, if in a couple of years you want to participate again to a call, you can use the same PIC that is valid already because you participated and uh in another uh gap before.Um so, the validation is performed based on supporting documents.As I said, the supporting documents that we request to you to the to the organization.And it's done in accordance with the EU financial regulation and the rules of uh validation, which are um if you're um interested to understand more, we have the link in the slide.Next slide, please.
So, this is um a summary of the main documents that we request, the documents that we request to the participants for the registration of their entity.It's, for example, the VAT extract.So, they are recent documents because we need to make sure that the entity is um it's active.Uh VAT extract, registration extract for private entities or or law decree decision, treaties, status.So, this is the basic that we request, but then if we need more information, we are in contact with participant and we request extra uh documents.Next slide, please.
Uh so, after the validation of the PIC, the next step is the appointment of a LEAR.So, this is mandatory for all validated participants.So, without a LEAR it's not possible to sign uh grant agreements or contract.
So, uh LEAR stands for legal entity appointed representative.And it's a person.It's a person that works in the central administration of the organization and it's the contact person.It's the main contact point that works with us in the the centralization service and can operate within the funding and tenders portal.Next slide, please.So, we see here in this slide the role and duties of the LEAR.So, as I said, the LEAR is appointed by the legal representative of the organization.So, it gives the mandate to this person to do what?To to have these roles and duties.So, the LEAR notifies the EU of changes of legal data and legal statuses of their organization.Then, they submit legal and financial documents when required.They manage access rights of the persons of the organization.Then, they can nominate account administrators.Who are these account administrators?
These are the backup of the LEAR because in case the LEAR is not available, is on holiday, or leaves the organization, there are always uh other people that can that are the account administrators that can that can accessto the PIC and have a similar roles as a LEAR.So, this is before there is a re-appointment of a new LEAR.Um so, they the LEAR can can nominate individuals authorized to to sign grants agreements and their amendments and financial statements.Next slide, please.
So, this is a summary of the documents that we request for the appointment of the LEAR, which is a LEAR appointment letter that is a is a template that is automatically generated by the system when all the dataabout the LEAR are included into the the system.Then, there is an and this document has to be signed by the legal representative.It gives the power to the LEAR and the LEAR, too.And then we have also have a an official proof of identity of both the legal representative and the LEAR.So, we need the copy of this uploaded in the participant register.And then the proof of empowerment of the legal representative because we need to be sure that the person signing as a legal representative has the right to do so.So, has the right of fully of full signature of the entity so they can give the mandate to this other person that is the LEAR.
Next slide, please.The communication.This is a very important aspect because the communication with the central validation service is done exclusively via the participant register.So, we don't use Outlook.We don't have other We don't use other kind of communication.So, everything is channeled.And whenever you receive a a communication from our services, you will receive a notification via email like this that you see now in this slide.Next slide, please.Uh now, so what happens if I have a PIC and I lose access to my PIC?This is very common, eh?That's why there is this slide.So, we have uh underlined two scenarios.In case of declared PIC, so when a PIC is not valid, so I have a non-valid PIC and I lost access.It means that maybe I'm in the self-registrant and no one uh has access because I don't have backups.
What happens?The access to this PIC cannot be regained.So, my organization needs to create a new PIC.So, go to the participant register and register the organization from scratch, from the beginning.It's very easy, you see, but uh unfortunately, you don't have access anymore to the non-valid PIC.But, in case of valid PIC, for example, I have a PIC and it has been validated and I have So, and I don't have access to it because I'm the LEAR um I mean, the LEAR left the organizationand there are no account administrators available.So, the account administrators are the backup of the LEAR.Uh what happens?So, a new LEAR needs to be appointed and for this, there is a procedure that is called the LEAR recovery procedure and for your convenience, you have the link here in slides to get access to the LEAR recovery
procedure.And in this case, you will have access to your already validated PIC.Next slide, please.
The team presents the financial capacity assessment rules, required documents, timing, exceptions for new entities, and the 18-month validity rule.
Now, uh I'm giving the floor to my colleague Constantinos for the financial capacity assessment um part.Thank you very much for your attention.
Thank you very much, Marika.So, now it's my cue.So, let's go to next slide, please.Financial capacity assessment, FCA for This in this slide, you see the legal basis where we base our assessment.Uh first of all, you going to just to have a small idea, you if you are eligible, you going to have a message through Participant Register as Marika said couple of times, this is the way that we communicatewith you in order for the to upload the documents in order for the financial capacity assessment of your entity.So, the legal basis, the financial regulation is it's been updated in 2024, the rules of legal entity validation, LEAR appointment, etc.And the call proposal for the specific call that you want to participate in.You have links of these documents in the end of the presentation.So, let us next slide, please.
Next slide.Okay.When is needed?Even if you're eligible, it's not sure that it's going to you're going to ask you to uh uh, provide documents in order for us to perform a financial capacity assessment NFC.Where it's needed?This to have a general, uh, let's say uh, prospective, it is asked for all beneficiaries except for public bodies and individual grant requests that are less than 60,000 because are considered a small amount.And it also may be requested for other beneficiary or affiliated entities.Here, I would like to tell you that while the call proposal is important, but in the call proposal it has a section called financial and operational capacity exclusion, where it's written from for whom it's needed the financial theFCA.For example, for the Horizon Europe work program it's needed for coordinators that, uh, for the requesting grant amount is equal or greater than 500,000 euros.
So, but this doesn't mean anything.If the project the operational units, uh, think that we should perform an FCA for even someone else, some other entity, of course we will do that.But just keep in mind that in the call of proposal you will find all the necessary information you'll need.So, next, uh, slide, please.
Yes, put it all there.It's better like that.Okay, perfect.So, what are the supporting documents?Very fast, we are already late.We need, uh, all of these are through participant register.I point that out again.Okay, keep that in mind that we don't communicate with them and you're not going to send an email.So, it is the normal financial document, the balance sheet, profit and loss, and notes and annexes if they are available.If the requested contribution exceeds 7 750,000 euros, then we ask for a financial audit report.You see on the right of your screen that the financial audit report has a some specific opinions, unqualify, qualified, adverse claim.Okay, in any case, this is not important to analyze further here, but keep that in mind that the basic supporting document is balance sheet, profit and loss, notes, and if needed, financial audit report.
But we see some specific cases after.Next uh slide, please.So, oh, back back a little bit.Uh perfect here.So, if you don't have an audit report because you're not obliged by the laws, your domestic laws, to have an audit report, so we ask you to sign a self-declaration of the accounts, which we use it instead ofthe audit report.So, don't be afraid or don't go around and doing an audit report if you're not in the You don't have to pay any money to spend any money in this.If an audit report is needed and if you're not obliged to have an audit report, we ask for a self-declaration on the accounts, so everything will be okay.So, next uh next slide, please.Okay, we can continue with this here.Uh we make an assessment for the most for the two most recent closed and approved financial year.
Be careful here on the wording, closed and approved.So, if your financial statement, let's say for December 2025 are not closed are provisional.We are not taking up the matter consideration.We need closed and approved account.Also some small details in order for you to know in order for things to run faster.We need in an official language.If it is in a non-EU language, for example, Chinese.Okay, we need a translation even an official one.Always we need the official language if we we don't understand it.But we also need an unofficial translation if it's not uh in an official language.Also we need them dated and signed.Next slide, please.If now we have another uh exception.If we have newly established entities perfect it's perfect that they don't have closed accounts yet.Then we ask for a business plan.I'm not going to go more in details.
If they are in this category, you will receive a message from our services tell you what to do and what the documents to provide.Now, very important this.This is how uh the recent word is specified.We once completing is say the assessment is valid for 18 months.This is 18 months old.It means what?It means that the last the most recent financial statements that we use shouldn't be older older, okay.than 18 months from the day that we used them.What that means specifically?So, if we have financial statements for 31st of December, 2024 we would have 25 yet, we just have 31st of December, 2024.We can still access them until end of June, until in 12 days.After that it's not the most recent, it's over the 18 months rule.So then we will ask for the financial statements of 2025.
Or we'll do something else again if you are in this position, we will contact you.But in any case, keep that in mind.What it means most recent most recent that you say you take the date of your closed accounts, the most recent closed accounts, the one you have in your head, and then you add 18 months.If you see that this date exceeds the date that we are here today, it's fine.But if this date is behind the date that we are today, then this cannot be considered the most recent closed account.Next slide, I think we are okay.Okay.This is Okay.So here as I told you before, this is the guidance documents and links in order for you to find them.That's it.
The host thanks the speakers, invites feedback through a survey, reminds participants about the recording, and closes the session.
Sorry, we are a little bit late, but sorry for that.
Many thanks, Constantinos.Many thanks, Myriam Dominica.You made this little dry subject of admin requirements very interesting.So many thanks.And please pass our best regards to all the colleagues making the validations also for the projects that we have here in Esme.It's a hard work.So for all the others, you are you will be very happy once you have a validated PIC number as well as a correctly appointed LEAR.So this is opening you the door to all the possibilities for EU grants.So many thanks.I think you were so clear, colleagues, that there is not a single question for you on your topics.So very clear.I think in addition there's extensive training material also as you have already shared.So for the ones which are new in this family, you don't hesitate to have a look at them.And of course, it's with emotions that we have all seen your startup and scale-up friendliness in also accepting only business plans for recently created entities.
So you are also contributing to the startup world in Europe.So, many thanks for this, dear colleagues from REA.So, as there are not uh, not questions for you, um, we can now, uh, go towards closing this session.So, I wanted, of course, to first of all, to thank our active speakers this morning.I think it was a very lean process, and I wanted to thank also all the colleagues in the back office and in the communication team from EASME, without whom you wouldn't have received even the information about the existenceof this session.And maybe I will turn to the next slide just for kindly asking you to fill in a, uh, little survey.So, it will appear, uh, on your screen.It's super easy to fill in.This is, of course, for getting your feedback and for doing our best for improving uh, the quality of these sessions in the future.
So, having said that, we are now 3 minutes delayed, but I think, given the intensity of this session, it's absolutely, uh, reasonable delay.And I can now only, uh, wish you, uh, dear participants, to, uh, take advantage of what has been shared here.I remind you that, uh, this session is recorded and is made available on EASME, uh, web pages, and by the way, also EASME's, uh, YouTube channel, which makes, by the way, that all of the colleagues this mornings haveuh, becoming, uh, indirectly, uh, international YouTubers.So, well done, colleagues.And, uh, having said that, I think, uh, we can close.So, many thanks again for having participated this morning, and many thanks for, uh, thinking and contacting thoroughly all the partners for making very nice proposals for facilitating the transfer from the lab to the market for the wealth ofour European citizens.
So, many thanks and see you soon with European innovation ecosystems.
Thank you very much.Bye-bye.