AIDA negotiation process AIDA NCP Meeting,

EU Projects Office / CERN 2 Negotiation process (formally) Negotiation mandate Preparation of draft Annex 1 (Description of Work) Negotiation meeting with the EC Project Officer Grant Preparation Forms Iterations of Annex 1 GPFs approved and signedAnnex 1 approved Negotiation completed. Preparation of EC Grant Agreement.

EU Projects Office / CERN 3 Negotiation process (in practice) ActionWho is in charge Revision of AIDA budgetSteering Committee (almost done) Revision of WP content, Milestones and Deliverables WP Coordinators (ongoing) All evaluators’ comments need be taken into account (mandatory recommendations) New budget breakdown by participant (beneficiaries and third parties) Coordination Office (t.b.d) Confirmation of commitments from all partners Contact persons from each participant (t.b.d) Approval of the third party participation by the EC NCPs and contact persons from the “lead beneficiaries” (t.b.d) Description of Work (Annex 1)Coordination Office, first draft version a.s.a.p., say 10 days after the NCP meeting. Compilation of the Grant Preparation FormsContact persons from each participant (t.b.d)

EU Projects Office / CERN 4  Due to the large interest in the AIDA project - more than 100 institutes are expected to be involved in one way or another - it is not be possible to have all contributing institutes as full partners (beneficiaries). Integrating Activity projects such as AIDA typically have partners. Larger consortia are very difficult to manage, both for the Coordinator and the EC.  Involvement in AIDA will therefore be possible at three levels:  a partner (beneficiary)  a third party  an associate Participation in AIDA

EU Projects Office / CERN 5  Sign the Grant Agreement (contract) with the European Commission (EC) and receive EC funding.  Must provide activity and financial reports, according to the terms of the Grant Agreement and the Consortium Agreement.  Must take responsibility for any third parties linked to them. PARTNERS (BENEFICIARIES)

EU Projects Office / CERN 6  Institutes that are associated/contributing to the work programme but do not directly receive EC funding.  Some of their travel costs for participation to meetings and workshops may be reimbursed (typically under the Networking Activities), provided a budget for that is reserved, described in the proposal, and approved by the EC.  Do not provide any activity and financial reports. ASSOCIATED PARTNERS

EU Projects Office / CERN 7  Do not sign the Grant Agreement with the EC but may be signatories of the Consortium Agreement.  May or may not receive EC funding. The EC budget is given to the beneficiary to then distribute among the third parties via internal agreements.  They participate in the project via links with a beneficiary. Any default, breach of contract, unfulfilled commitments legally fall under the responsibility of the beneficiary.  Provide activity and financial reports via the beneficiary they are linked to. THIRD PARTIES

EU Projects Office / CERN 8  The third party must be named in the contract (in special clause 10) and their work and resources must be included in the Description of Work (Annex 1).  The third party's link with a beneficiary must already exist and must continue beyond the lifetime of the project. It cannot be set up solely for the purpose of the project. Some examples of established structures are: - CHIPP in Switzerland - Helmholtz Association in Germany - Joint and Mixed Research Units of CNRS in France Example: CNRS is a beneficiary; Institut Polytechnique de Grenoble (IPG) is already involved in a Mixed Research Unit with CNRS so IPG can be a third party with EC contribution Conditions for participation of third parties (1)

EU Projects Office / CERN 9 The EC Grant Agreement (via Special Clause no 10) refers to third parties linked to a beneficiary. The term "linked" refers to an established formal relationship between a third party and the beneficiary, defined by the following characteristics  This relationship by nature is broad and is not limited to the Grant Agreement, or specifically created for the work in the Grant Agreement.  Accordingly, its duration goes beyond the duration of the project and usually pre-dates and outlasts the Grant Agreement.  It has a formal external recognition, sometimes in the framework of a legal structure (for example, the relationship between an association and its members), sometimes in the absence of legal personality, through the sharing of common infrastructures and resources (joint laboratory), separate from those of the legal entities composing them.  "Ad hoc" collaboration agreements between legal entities to carry out work in the project are therefore not eligible for third party participation; in these cases both legal entities should be beneficiaries (with the limited exception of subcontracting in the cases where the FP7 rules allow it). Conditions for participation of third parties (2)

EU Projects Office / CERN 10  Verify the contact names for all beneficiaries and third parties (see pdf file available on Indico).  Assist in providing the formal documents that certify the existence of the link between the beneficiary and the third party(ies). Example 1: In the case of ETHZ and UNIGE (CH), the founding charter of CHIPP. Example 2: In the case of CNRS and IPG, the Framework Agreement for the creation of the Mixed Research Unit (Institut Neel). To be clarified with the EC: are formal translations into English/French/German necessary?! Next steps for the NCPs