Web Evaluation Tool (experts'user Guide) User guide.… · Login to the ERC Web Evaluation tool ... Web Evaluation Experts V2.0-User's Guide 4. Main Screen Navigation After successful

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European Research Council Executive Agency

ERC EA

WEB EVALUATION TOOL Expert USER'S GUIDE

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Web Evaluation Experts V2.0-User's Guide

Index 1. Introduction............................................................................................................. 3 2. Activation an Account ............................................................................................. 3 3. Login...................................................................................................................... 4 4. Main Screen Navigation.......................................................................................... 5

4.1 Part1-Top area of the screen ............................................................................ 5 4.2 Part2-Selection area ......................................................................................... 6 4.3 Part3-Proposal screen ...................................................................................... 7

5. Actions on Proposal................................................................................................ 8 5.1 Download documents (arrow icon ): ............................................................ 8 5.2 Review proposal (pencil icon ):....................................................................... 8

5.3 Sign and submit proposal (lock icon ): ........................................................ 12 5.4 Declare conflict of interest on proposal (Cross icon )................................... 12 5.5 Suggesting Remote Referre............................................................................ 14

6. Reviews’ status..................................................................................................... 17 7. Export ................................................................................................................... 17

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1. Introduction This user guide describes how to use Web Eva for ERC Starting Grants, Advanced Grants and Synergy call.

2. Activation an Account Before logging in web Eva for the first time, you need to: 1. Activate your account 2. Login to the ERC Web Evaluation tool The user1 activation procedure is based on a token included in the link provided by ERC. To activate your account, click on the link provided to you, the following page appears:

• Type twice your password (more than 6 characters),

• The Email (your email) is obtained form the ERC database, it's not editable.

• Once the account has been successfully activated, the next message will be displayed

If the user has been already activated, the application shows a warning message.

1 Expert using Web Eva, it could the panel member, Panel chair or the external viewers

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3. Login To access the Web Eva, please click on the link sent to you by ERC or type the following URL in your browser: https://webgate.ec.europa.eu/erc/webeva/login.htm The example is shown below.

https://webgate.ec.europa.eu/erc/webeva/login.htm

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4. Main Screen Navigation After successful login to Web Eva, the system shows the main screen with the proposals assigned to the expert. The main screen is divided into three parts.

4.1 Part1-Top area of the screen The application provides the user with the online help (user guide), change password, change email and log out.

• User Guide An online help on how to use the application; by clicking on the link, a new window will display the user guide in PDF format.

• Change Password Allows the user to change the password at any time, after filling in the form shown below:

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• Change email Allows the user to change the email addresse

• Log out Allows the user to quit the application; the user will be then redirected to a new login screen.

4.2 Part2-Selection area

1. The expert's name. 2. A drop-down menu Call & Step for selecting the Evaluation (Call) and evaluation Step (step1 or step2) If the user is working in a Synergy call, the drop down menu is the following:

3. A table showing an overview of an expert's reviews (number of reviews not started, started, completed, signed and submitted, COI declared) in relation with the selected call and step.

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4. Download documents: • All the panel’s proposals (only for certain users, and its not displayed for Synergy call) • All the assigned proposals • ERC Work Program • Guide for peer reviews

5. An advanced filter, its only applicable if the user is working in a STARTING GRANT call; the user can filter the proposals by stream (starter, consolidator) or by all.

4.3 Part3-Proposal screen In the middle of the screen, the table shows the proposals assigned to the expert, by default, the proposals are assigned by Panel. (Example below for starting grant)

The table can be sorted out in ascending or descending order by using any column as criterion. The column used for sorting the proposals will have its header highlighted. If the user is working in a STARTING GRANT call, each table's row for starters or consolidator will have a single colour background. If the user is working in a Synergy call, the proposal screen has no stream column.

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5. Actions on Proposal The last column in the proposal table of the main screen shows the actions that might be executed on each proposal.

5.1 Download documents (arrow icon ): Clicking on this icon, the application will open a new browser window to download a proposal’s document or the whole proposal. Download Proposal's documents is possible for any proposal's status, and for each evaluation steps (Part B section 1, Part B section 2) An example shown below.

5.2 Review proposal (pencil icon ): Clicking on this icon, the user will be able to access the review screen. At the top of the window, a proposal's details (not editable by the user).

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At the middle of the window, the Proposal Review screen. This screen allows the user to enter the review and will have a different number of criteria (e.g. quality of the PI, quality of the research project …) and sub criteria (e.g. intellectual capacity and creativity…) depending on the selected call and the step.

• Scores Score radio buttons are shown from the lowest mark to the highest (from 1.0 to 4.0 with a step of 0.5). For each criterion, the user must tick only one score from the table.

A message in red will be displayed on the left side of the selected radio button if the mark selected is above or below the threshold for passing to the next step.

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• Comments The user can enter several comments per Sub criterion: (from 50 to 3900)

If the user is working on the Synergy call, comments per sub criterion: (from 100 to 2500)

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• Save, Save/Exit, Cancel

Save – Save the review and maintains the window open. Results in main screen are updated. Save & Exit - Save the review and close the window. Results in main screen are updated. If the user click this button and the review is in 'draft' status, the application shows the next message:

If the user clicks on "Yes, sign and submit", the window is closed, in the main screen the review will have 'signed and submitted' status. If the user clicks on "No, I will sign later', the window is closed, in the main screen the review will have 'draft' status. Cancel – Closes the window and cancels all changes. IMPORTANT: When the action Save or Save & Exit are executed an automatic check on the review is performed. The application will display the next window in case it detects a missing score, a missing comment or a comment not long enough.

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5.3 Sign and submit proposal (lock icon ): If the proposal is in 'not started 'status the lock is inactive. If the proposal is in 'draft status', the user can finalise the review, by clicking on the icon, the review will have 'signed and submitted' status and no further changes will be allowed (the edit mode will be automatically disabled in the review screen).

5.4 Declare conflict of interest on proposal (Cross icon ) This icon allows the user to declare a potential Conflict of Interest (CoI) with a specific proposal even if the review is in 'signed and submitted ' status but before the review deadline is passed. These are the steps to follow in order to declare a CoI:

• select the proposal in the main screen and click button in Actions column ,

• The system will display the following window,

• Select the "reason" in the drop down tag, this field is mandatory and the application will not allow declaring a CoI unless a value is provided,

• Write a comment on the reason using the text area tagged as "Specify the reason"

this comment is mandatory ONLY if the reason selected is "6 Other", • Click on "Declare CoI ",

IMPORTANT REMARK: Once the review has been completed it is recommended to finalise it, and then the review can be processed for the panel meeting.

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A warning message, informing the user that if the CoI is declared, it will not be possible to review the proposal any more,

• Click on OK button , • A notification is automatically sent to the Panel Coordinator that will validate the CoI

declared. How will the system behave after a CoI has been declared by the user? The proposal with "COI declared" has an orange background, and the Cross icon switch to black.

The only action available on a proposal with a "CoI declared" status is "Download proposal" (arrow icon ), the others icon will be disabled.

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5.5 Suggesting Remote Referre

The experts have the possibility to suggest, during the remote evaluation, for new remotes referees by searching via Web Eva tool, or by adding new ones.

It's only active in step 1 for all the "regular" evaluations. When the review is closed, the sign and submit action is disabled, the user can suggest the remote referee's names during the panels meeting. The maximum number of suggested remote is two, and the minimum number is zero, the expert can "Sign and submit" a proposal without any suggested RR. (Example below)

However if the expert is working on the Synergy call, this functionality is active in both steps "1A" & "1B", and the maximum number of suggested Remote Referees is 5. (Example below)

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These are the steps to follow to search for Remote referees in the ERC DB

• Click on 'Add' button2 in the bottom of the review screen, • The 'add a remote referee' window opens, • Enters a last name or the Keywords and click on search , • The system shows the result (see below), • Tick the button to select the expert and click 'Add' button3

• The RR is added in the list in the bottom of the review screen

2 the 'add' button is only active when the max of two RR is not yet reached 3 The table shows a max of 10, select an expert by scrolling up/down

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These are the steps to follow to add new Remote referees

• Encode, at any order, the last name, the first name the email and the institution in the 'add a remote referee' window (screen below),

• Click on 'Add new' button,

The result is displayed at the bottom of the review screen, the Add button is inactive.

You can remove the RR from the list by clicking on in the actions columns.

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6. Reviews’ status There are six possible statuses for each review:

Not a single comment or score has been introduced in the review.

The review has started but scores and/or comments are missing.

Review is ready to be finalised.

Review finished and blocked and field in white colour

The deadline for sign and submitting the proposal has been passed. The proposal cannot be submitted.

The Coi has been declared by the expert on the proposal

7. Export At the bottom of the screen

Download and save the expert's reviews in RTF and PDF format.

Documents

Web Evaluation Tool (experts'user Guide) User guide.… · Login to the ERC Web Evaluation tool ... Web Evaluation Experts V2.0-User's Guide 4. Main Screen Navigation After successful