Recommended timetable of ERC grant preparation

There is no “recipe” how to prepare a successful ERC project proposal. The following timetable is just a recommendation based on previous experience.

See also: What is ERC – Faculty‘s ERC contact points – ERC pipeline

Please, follow the funding opportunities news (in Czech or in English) for up-to-date deadlines.

Before the project idea comes: more than 1 year before submission

It is advisable for the potential ERC applicant to learn about the “spirit” of ERC research grants well before he/she starts developing the project idea – e.g. by reading the relevant parts of the current ERC Work Programme or attending the National information day about ERC (see About ERC by the Czech National Contact Point, in Czech).
Researchers with potential to submit a competitive ERC application in the future (e.g. in 1-3 or even more years) are also highly encouraged to join the ERC pipeline at the Faculty of Science.

Start thinking about the project idea: 12-9 months before submission

It is highly recommended to start thinking intensively about the project already 1 year before submission.
At this point, the researcher should get in touch with the Project Management Department (see ERC contact points at Faculty of Science) so that individual timetable of application preparation is established (taking into account e.g. experience of the applicant and his/her other responsibilities and activities).
From this point, the applicant receives support from the Project Management Department – e.g. updates about the relevant call, information about ERC budget and other rules, and hints for writing respective parts of the application.

Workshop for ERC applicants by Czech National Contact Point (NCP)

If possible, it is highly recommended that applicants – especially Starting and Consolidator – take part in the workshop for ERC applicants organised by the Czech NCP. The workshop (currently) consists of three parts and there should be at least 1 month gap between each two consecutive parts.

Registration: Researchers register for the workshop themselves, but they also need to be on a list of potential workshop participants that is sent by the host institution to the workshop organisers. Therefore, researchers should inform the ERC contact points at the Faculty of Science about their plan to participate in the workshop.
“Entrance ticket”: To be accepted as workshop participants, researchers are asked to send to the organisers a draft version of the abstract of their planned ERC proposal and their CV and Track record – all written according to the ERC rules. Researchers should consult the documents with the ERC contact points at the Faculty of Science before sending them to the workshop organisers.
First part: Each participant presents their ERC project idea and receives feedback from the “tutors” at the workshop – researchers who have experience as ERC evaluators, ERC grantees or similar.
Second part: Participants have the opportunity to work with a successful ERC proposal and try themselves to take the role of evaluators.
Third part: Beforehand, participants send to the organisers an improved version of their abstract, CV and Track Record and (draft of) the Extended Synopsis of their proposal. At the workshop, they again present their (improved) project idea and receive feedback.

If the applicant cannot participate in the workshop, it is advisable to prepare the abstract, CV and Track record according to ERC rules at least ca. half a year before the respective deadline and consult them with the ERC contact points at the Faculty of Science.

Project requirements settled with the hosting department:
3-2 months before submission

The applicant and the head of the department (and if necessary, also the vice-dean of the section) need to discuss and settle the conditions under which the project will be carried out if successful in the ERC competition; what will be the requirements of the project – e.g. space for instruments, space for people working on the project, sharing instruments with the department etc. – and how these requirements will be met.
► This discussion must be initiated by the applicant.
The Project Management Department can answer any questions regarding ERC rules, if necessary.
When the agreement between the applicant and the department is reached, the vice-dean of the section must be informed and the agreement must be approved by the Dean Advisory Board (Kolegium děkana) 1 month before the ERC deadline at the latest as required by the Rector’s Directive n. 9/2023.

Project budget: ca. 2 months before submission

The applicant prepares a (draft) budget of the project (using advice from the Project Management Department).
This includes (among others) planning, how the project management will be ensured (who would look after day-to-day administrative aspects of the project and from which resource would he/she be paid – usually ca. 0.3 – 0.5 full time equivalent project manager is paid from project’s direct costs; alternatively, these duties can be included in the tasks done by the technician paid from project’s direct costs).

Draft version of full proposal for the rectorate: ca. 5-6 weeks before ERC deadline

According to the Rector’s Directive n. 9/2023, at least 1 month before the ERC deadline:

As mentioned above, an agreement must be reached between the applicant, the relevant department and the faculty management on the conditions under which the project will be carried out if successful in the ERC competition. This agreement must be approved by the Dean Advisory Board (Kolegium děkana).
► The head of the department and the vice-dean of the section, where the project is to be carried out, must confirm this by e-mail (to the ERC contact points at the Faculty of Science) by 5 or 6 weeks before the official ERC deadline.
► It’s the applicant, who must ensure that these e-mails are sent.
A preliminary version of the full proposal must be sent to the University’s rectorate via the project department of the faculty. It is expected that it will be a draft version and that the applicant will further improve the proposal during the last month before the deadline – however, it must be obvious even from the draft that the proposal will be of high quality.
► Therefore, by 5 or 6 weeks before the official ERC deadline, the applicant must sends to the ERC contact points at the Faculty of Science the preliminary version of the full proposal to be forwarded to the rectorate.

Without fulfilling these conditions, the rectorate will not issue the “Commitment of the Host Institution” that is a mandatory attachment of the application.

Electronical submission of the proposal: ca. 10-0 days before ERC deadline

The final proposal is created and then submitted electronically via the Funding & Tender Opportunities Portal by the PI him/herself.
The following must be filled in the proposal submitted by the Funding & Tender Opportunities Portal:
Your organisation: UNIVERZITA KARLOVA, PIC: 999923434.
Main Host Institution Contact: Tomáš Palatý, tomas.palaty@natur.cuni.cz.
First name: Tomáš; Last name: Palatý; E-Mail: tomas.palaty@natur.cuni.cz; Position in org.: Horizon Europe officer;
Department: Project Management Department; Street: Albertov 6; Town: Prague 2; Postcode: 128 00;
Country: Czechia; Phone: +420 221951119
Contact Person: Ludmila Součková, ludmila.souckova@natur.cuni.cz
Contact Person: Adéla Jiroudková, adela.jiroudkova@ruk.cuni.cz
Contact Person: Veronika Syrovátková, veronika.syrovatkova@ruk.cuni.cz
The rectorate of the University provides electronic version of the required “Commitment of the Host Institution”, according to the Rector’s Directive n. 9/2023.
It is advisable to create the application in the Portal at least 10-7 days before the final deadline.
After submitting the proposal, it is still possible to continue to modify the proposal and submit revised versions overwriting the previous one right up until the ERC deadline.
Final submission should not be left for the last hours before the ERC deadline, because at that time the Portal is usually overloaded.
The ERC contact points at the Faculty of Science assist the PI with solving any difficulties and/or questions that might arise during the electronic submission process.

University’s support for applicants: after the ERC deadline

After the proposal is successfully submitted, the applicant may apply for financial support (bonus) provided by the Charles University according to the Rector's Directive No. 8/2023 (in Czech).
The applicant should apply for this bonus themselves and inform about it the head of their department and Project Management Department.

Step 2 of ERC evaluation – preparation for interview

If the ERC proposals passes successfully the first evaluation step, the ERC contact points at the Faculty of Science provide assistance to the applicant during his/her preparation for the interview in Brussels, e.g.:

The applicant is given useful tips and hints gathered from experience with previous Faculty’s applications.
The applicant is put in touch with the Czech NCP so that he/she can participate in the mock interview organised by the NCP.
Usually at least 2 other mock interviews (trainings) are organised at the Faculty.