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Review organization
Information from Leonardo Flores (European Commission)
Agenda
The agenda is drafted by the coordinator and sent for comments to the Project Officer (PO) at least 15 days before the review. The general structure will be the following:
- Presentations from the consortium (limited to 90 minutes maximum)
- Q&A (40 minutes maximum)
- Closed discussion amongst reviewers and the PO (max. 40 minuntes)
- Verbal presentation of the results of the review to the consortium by PO (10 minutes).
Structure of the presentation
Start with a general presentation where the following points must be clearly addressed: brief overview of the project, management issues, overall picture of the progress in the project, how it fits in the overall GC picture, how it relates to other GC (or other) projects/initiatives, relation to the state of the art. etc. , and wrap up the presentations with another overview of the upcoming directions of the work and possible links to other projects. Dedicate a separate presentation for the self-assessment and dissemination/exploitation of results. Allow a short time after each presentation for quick questions and answers. A suggested skeleton (it can be of course adapted to each case) could be:
- General introduction (management, progress, etc,)
- Self-assessment, dissemination, exploitation, etc.
- Individual presentations/demos (per WP, or Task, etc.)
- Future directions for next year
Note that the PO will chair the development of the meeting and will keep a strict watch on the schedule. Make a good estimation of the time needed for presentations as they may be stopped if going over the time limits.
Content and presentations
Since the time is limited, keep the presentations short and to the point, without repeating details that can be found in deliverables and concentrating in what has been achieved and the relevance to the overall work of the project. The reviewers are supposed to know what the project is about and have read the documentation in advance. Avoid unnecessary details and assume that people tend to prepare too much material with respect to their allocated time for presentations, so keep the presentations really to the main issues, allow time for questions and have prepared the details on the side.
It is very important that you are able to place your work wrt the sota and specially in the overall GC picture. In the discussions among reviewers and coordinators about the future of GC following the reviews this will be a major issue.
Yearly progress report
The yearly report must give a good account of what has happened in the project during the reporting period. The format and content can be found at http://www.cordis.lu/ist/fet/usef.htm, FET Guidelines for Preparing Project Reports (FP5 projects). In order to prepare well your presentations, is worth looking at the review report template and guidelines, as the evaluators will structure their comments according to this. It can be found at the same page as indicated above, FET Guidelines Project Reviewers (FP5 projects).
Deliverables
Content: All deliverables must have a proper identification cover page and a one page maximum summary or abstract that highlights the purpose, results and conclusions of the deliverable.
Delivery: The coordinator is responsible for sending the Technical Annex, the yearly progress report and all deliverables produced during the year to the Commission and to the reviewers. Their addresses will be given to you at the time of their definitive confirmation. A hardcopy of the deliverables must be in the reviewers hands at least 10 working days before the start of the GC workshop. Use courier services for this purpose. Please enclose with the hardcopies a CD with electronic versions of the documents , but note that the CD does not replace the hardcopy delivery.
Registration fees
The review in Trento requires from the participants a registration fee that will have to be charged under "Other costs" when you submit the expenses to us. This requires prior permission from the project officer. So PLEASE, for each project, send me (and to Fabrizio for his projects) an email with the list of participants (indicating the organisation) from your project that will attend the workshops and will have to pay the registration fee. Similarly, this applies for the invited researchers that you would like to have in the workshops, in this case they also need the permission for travel and subsistance. If it is not done now, later it may not be possible to give the permission "a posteriori", so again please avoid everybody unnecessary administrative pain.
Leonardo FLORES AŅOVER
(IMPORTANT: for postal/courier deliveries, use my full name "Leonardo FLORES-AŅOVER")
European Commission
Future and Emerging Technologies
Office BU33 3/16
B-1049 Brussels
(Belgium)
Tel: +32-2-2991825
Fax: +32-2-2968397 / +32-2-2968390
e-mail: Leonardo.Flores@cec.eu.int 
http://www.cordis.lu/ist/fet/home.html
Review meeting
Review meeting  (10KB)  (18KB)
Reserved meeting rooms (14KB)
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