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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 Clmenceau, 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 17
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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 UTC
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+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:

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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 Clmenceau at alice.clemenceau@cnrs-dir.fr