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ERA-MIN ELECTRONIC SUBMISSION SYSTEM

BASIC USER GUIDE FOR APPLICANTS

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Introduction This document is intended to serve as a quick guide on the electronic submission of proposals for the potential applicants to the ERA-MIN Joint Calls. Should there be any questions on the use of the system, please contact immediately: CNRS – contact person: Alice Clémenceau, e-mail alice.clemenceau@cnrs-dir.fr Addressing technical issues can take up to a few days, therefore please start the submission process soon and alert us early on your problems, so that we can address them in due time. System requirements

Component Minimum requirements

Internet browser Last versions of Chrome, Firefox, Safari and Internet Explorer 8, 9, 10

Adobe Reader Version 9 or above.

Internet connection ADSL line, 512 Kbps

Memory RAM – 512 Kbytes

Screen resolution Minimum 1024 x 768

JavaScript Must be enabled

Cookies Must be enabled

General principles The Coordinator of a proposal acts as a single point of contact between the participants and the ERA-MIN structures (ERA-MIN Transnational Call Office, acting on behalf of the Joint Call Committee). The responsibilities of the Coordinator are detailed in the Guidelines for applicants. The proposals must be submitted by the coordinator of the transnational proposal, only in electronic form, using the Electronic Submission System (ESS) made available by CNRS at: https://call.era-min-eu.org/ The coordinator can then invite other partners to complete their part of the proposal on-line, or he/she can complete the proposal based on the information from partners. The common application form (Form A) can be downloaded from the ERA-MIN website at http://www.era-min eu.org/about/eramin-joint-call The deadline for the submission of full proposals via the Electronic Submission System for ERA-MIN joint Call 2014 is: June 17TH 2014 (Tuesday) at 17.00 CEST. The deadline is strictly enforced. Any submission after the deadline has passed will be declared ineligible and will not be further evaluated. Please be aware that 17 June 17.00 CEST is equivalent to 17.00 UTC1+2hrs. Step-by-step process to create a proposal (as coordinator) Some fields of the Common application form (Form A) have to be completed on-line, on the ESS. Others (Project description form) will be completed offline and will then be merged with the other annexes (Forms B, C, as applicable, and CVs of the key personnel). The resulting document will be converted to a PDF with a maximum size of 10MB and will be uploaded onto the ESS. In order to submit a proposal, the following steps have to be made:

1 Universal Coordinated Time

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1. Access the Electronic Submission System (ESS) at https://call.era-min-eu.org/:

The home page contains information and links to the Call documents (also available on the website http://www.era-min-eu.org/about/era-min-joint-call). 2. Register by entering a valid e-mail address in the box below, on the Register tab.

A password and an activation link will automatically be sent to the e-mail address used for

registration.

3. Log in and start editing the proposal Tip: During this process, it is advised that you have all the information at hand, so that you avoid being logged out during the editing process. Also, start early so that you can revise your proposals several times before submission. - log in by clicking on the activation link and enter the password received by email. - create your project (add a project)

4. Fill in the proposal

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- edit your project summary

The publishable summary is advised to be created offline and then pasted onto the ESS. It will have a maximum of 2000 characters, including breaks, and should provide a brief overview of the current state of the art, of project goals and their expected contribution to the selected sub-topic area(s); Select one or more Sub-topic areas: - 1.A Exploration - 1.B Extraction - 1.C Minerals processing - 1.D Metallurgy - 1.E Mine closure and rehabilitation - 2.A Recycling of mining and smelting residues (incl. historical dumps and tailings) - 2.B Product design & manufacturing

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- 2.C Product distribution & use - 2.D End-of-life collection and logistics - 2.E End-of-life pre-processing - 2.F Metallurgical extraction - 2.G Closing the loop from an integrated approach - 3.A Substitution of critical materials for green energy technologies - 3.B Substitution of critical materials under extreme conditions - 3.C Substitution of critical materials in bulk applications - 3.D Substitution of critical materials for electronic devices and medical applications - 3.E Enabling technologies and research infrastructure for substitution - Edit your information as coordinator (button “Your information”)

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NB. Once you have edited your information as coordinator in the “Your information” tab, it is also accessible via the “Edit partners” tab (with the mention “coordinator”). - Add the project partners (button “Edit partners”) The partner added will receive an email invitation and will be able to edit is own information himself. However, the coordinator can also directly complete the information on the partner.

NB. If you already have filled in your project information as coordinator, it should be displayed and editable on the “edit partner” page. - Edit the budget (in “Project summary” tag)

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- Upload the project description, using the template provided in Form A (PDF format –

max 10MB)

NB. The Project description shall not exceed 22 pages including all the mandatory sections in the form A template completed. Beyond Form A, the project description shall include the following annexes, as applicable: - CVs/profiles of the key personnel (max. two pages per each profile); - For the applicants eligible for funding from ERA-MIN Call Funding Partners: the Statement of commitment for each applicant (Form B), confirming they have contacted their corresponding Call Funding Partner and they are fully aware of the national rules applicable to them; - For the applicants not eligible for funding from ERA-MIN Call Funding Partners or coming from countries without allocated funding under the present Call have to prove their own funding via official declaration, in English (Form C) or with enclosed authorized translation corresponding to the Form C, signed by the head of the respective applicant organization. - Have an overview of all the information completed for your proposal: go to the project

overview tag.

- Finally, submit your proposal (still in the project summary tag)

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NB. You can submit your proposal as many times as you need until the deadline. The last version submitted will be considered your final proposal. Each time you submit a proposal, you will receive a confirmation by email. 5. Check that your proposal is complete A full proposal must contain: - The general information on the project (Acronym, starting date, duration…) - The publishable project summary - General administrative details for the coordinator and for each partner - The budget information per partner - The Project description (max. 22 pages), with all the mandatory sections in the form A template completed and the relative annexes Tip: Use the “project overview” function to check that all the fields are completed. Final checks and submission:

- Make sure that the entries of individual partners and the information in the Project description are consistent with the overall project information entered on the ESS.

- Make sure you will be submitting before the deadline. In order to avoid any delays during the submission process, caused by possible system overload during the last days before the deadline (17th June 2014, 17.00 CEST/UTC+2), applicants are advised to start the process of electronic application well in advance of the deadline and then update their proposal until the final submission. After the deadline has passed, the system will block any attempt to submit after the deadline.

- If you experience technical difficulties during the use of the ERA-MIN ESS, please

contact Alice Clémenceau at alice.clemenceau@cnrs-dir.fr