Evaluation and monitoring

After the submission deadline, all applications are evaluated in a centralised process managed by the Eureka Secretariat. The evaluation process (from submission deadline to finalisation of the funding contract) is completed within four to seven months

Evaluation timeframe

  • Approximately four weeks after the submission deadline, you will be informed on the eligibility of your application.
  • Approximately 14 weeks after the submission deadline, a ranking list is endorsed by the Eurostars High Level Group (HLG). You will be informed by email whether your application is above or below the quality threshold to be considered for funding.
  • Approximately 19 weeks after the submission deadline, an official letter confirms that your project has been earmarked for funding by your national funding body.
  • If your project is approved for funding, the main participant must provide a copy of the final Consortium Agreement to the Eureka Secretariat within 12 weeks.

Evaluation steps

Completeness check

After the submission deadline, each project participant will receive an invitation to create a www.myeureka.io account where they will find a commitment and signature form to be downloaded, completed and uploaded electronically within seven days of submitting your proposal. It must be signed by a legally authorised representative of your organisation.

If you are an SME, you must also complete and return the European Commission (EC) SME declaration at the same time as your commitment and signature form through www.myeureka.io.

The failure of one or more participating organisation to supply all the required documents before the specified deadline will result in the rejection of the entire application. An email will be sent to all participating partners to inform you that your application was declared incomplete.

Eligibility check

Eurostars applications are then checked against the 13 eligibility criteria. If any criterion cannot be met, your application will be deemed ineligible.

If your application is ineligible, an email will be sent to all participating partners.

Expert evaluation

Each application is then examined remotely by three independent experts who are commissioned by the Eureka Secretariat. The experts create a report based on criteria with scores, justifications and commentary.

Who are the experts?

Eureka’s selected experts must:

  • Hold a higher education diploma (Master’s degree or higher);
  • Possess a minimum of 10 years of professional experience in their field(s);
  • Come from a country participating in the Eurostars programme;
  • Be fluent in English.

From our pool of experts, project officers (who have a technical scientific or engineering background) match the three most suitable experts to your project application. For insurance, the project officer will identify two experts who will be kept in reserve. Experts from countries represented in your project consortia cannot evaluate your application.

In your commitment and signature form, you may request that certain organisations or individuals are excluded from evaluating your application.

Evaluation criteria

The project application is measured against the following criteria and sub-criteria:

Quality and efficiency of the implementation
  • Quality of the consortium
  • Added value through cooperation
  • Realistic and clearly-defined project management and planning
  • Reasonable cost structure
Excellence of innovation and R&D
  • Degree of innovation
  • New applied knowledge
  • Level of technical challenge
  • Technical achievability and risk
Impact (market and commercialisation)
  • Market size
  • Market access and risk
  • Competitive advantage
  • Clear and realistic commercialisation plans

Scoring system

Your project proposal will be scored out of 6 points (with 1 being poor and 6 being excellent) according to three main criteria and 12 sub-criteria. Experts perform their evaluations independently and give unique justifications and commentary.

Each sub-criterion is scored out of six
An average is taken to establish the score for each criterion, and a total average is calculated for the three main criteria
The total scores of the three experts are compared to form an overall average

If the overall average for the three experts is 4.3 or higher for two or more criteria, your project will progress in the evaluation process.

If there is an outlying score given by one of the experts (a score that does not fall on the same side of the mid-point as the other two), it will be disregarded when calculating the overall average.

Financial viability check

The relevant national funding bodies assess the financial viability of project participants to finance the activities declared in your application. Financial viability of all the participating organisations suggests that public funding will likely be well invested.

The financial viability check is an important indication of whether there is a high risk of a project not making it to completion.

Your project won’t be automatically excluded if one or more of the participating organisations are not financially viable. However, it may be a determining factor in the next stage of the evaluation.

Panel evaluation and ranking

The next phase consists of an evaluation and ranking conducted by an Independent Evaluation Panel (IEP). The IEP meet at the Eureka Secretariat in Brussels to discuss the strengths and weaknesses of your application against set criteria and the other applications.

The IEP is formed of a chairperson and internationally-recognised experts in their field.

Each project application is given a score out of 200 for the three main criteria, giving a maximum total score of 600. If an application scores less than 120 points in one criterion or less than 402 points overall, it will be rejected. If your application is successful in this stage, it will be placed on the ranking list.

Ethics appraisal process

The Eurostars ethics appraisal process is based on the H2020 ethics appraisal scheme, which considers any ethics issues you may have identified in your Eurostars application form.

All the shortlisted project proposals will undergo an ethics review (carried out by independent ethics experts), and there may be further checks and audits both throughout the project implementation phase and after completion.

H2020 Programme – Guide to completing your ethics self-assessment

Funding synchronisation and approval

Funding is allocated to projects according to their rank on the IEP’s shortlist and each national funding body’s regulations. Projects can obtain final approval for funding in two ways.

Synchronised funding

The national funding body guarantees funding on the condition that national funding bodies in all participating countries have also agreed to fund the project. Once a guarantee of funding is given by national funding bodies in all participating countries, your project is approved.

Cascading funding

Where synchronised funding isn’t achieved, the next projects on the IEP’s shortlist are approved for funding by the national funding bodies that still have some of their budget remaining.

Receiving funding

On receiving your approval letter, each project participant must contact their National Project Coordinator (NPC) to secure their funding and fulfil any other national requirements. If you were unsuccessful in your application for funding, you can still participate in your proposed project by securing other means of funding or self-funding your project costs.

Final Consortium Agreement

If your project is approved for funding, all project participants must sign and submit the Consortium Agreement (CA) within 12 weeks of receiving your letter of approval. We recommend that you contact a legal advisor to help with this process.

Follow the guidelines in the Consortium Agreement template, and the Horizon 2020 regulations (articles 41-49). For external support contact the European IPR Helpdesk.

To note: The Eurostars team at the Eureka Secretariat are responsible for communicating information about the centralised evaluation process. The Eurostars team cannot communicate on national processes. We recommend that you discuss your application with your NPC if you have questions about the application and evaluation stages.

Your project will be monitored both at national level and by the Eureka Secretariat. During the project’s life cycle, all project participants must provide the following mandatory reports (in English) to the Eureka Secretariat:

  • Project Progress Report (PPR)
  • Final Report (FiR)
  • Market Impact Report (MIR)

At national level, monitoring obligations differ between Eurostars participating countries. We recommend that you contact your National Project Coordinator (NPC) for guidance about this stage.

Please note that failure to complete and submit project reports may result in funding payments being withheld or withdrawn.

Project Progress Report (PPR)

All project participants (for applications submitted in 2018 or later), or the main participant (for applications submitted between 2014 and 2017) are required to complete a PPR every six months throughout the project duration.

The PPR should include a brief description of the major achievements reached during the specified time period, information on cooperation within the consortium and progress made towards milestones and deliverables. The PPR is not intended for listing detailed technical achievements or project costs.

You will receive the PPR by email (for applications submitted between 2014 and 2017) or in your www.myeureka.io account dashboard (for applications submitted in 2018 or later).

This reporting is mandatory and is in addition to any national reporting requirements. Failure to deliver to document will result in the withdrawal of funding.

Final Report (FiR)

After the completion of a project (successful or not), each project participant is required to submit a FiR. In this form, you should detail the results of your project, any benefits your organisation experienced and indicate how you intend to achieve market entry.

In the FiR you can also state whether you wish to be a part of the Eureka Secretariat’s communication campaigns (in the form of Eureka Effect stories, press coverage and participation at events).

If you are interested, you can indicate your desire to be part of our communication campaigns (Eurostars success stories), press coverage and participation at events.

You will receive the FiR by email (for applications submitted between 2014 and 2017) or as a tab of your final PPR on www.myeureka.io for applications submitted in 2018 or later).

This reporting is mandatory and is in addition to any national reporting requirements. Failure to deliver to document will result in the withdrawal of funding.

Market Impact Report (MIR)

The MIR is sent to successful projects to be completed by each of the participating organisations. The Market Impact Report is sent once a year for three consecutive years after project completion and allows the Eureka Secretariat to continue to follow your success.

Any data that the Eureka Secretariat gathers in the MIR is aggregated and anonymised. It is used for the quantitative analysis of the success of the Eurostars programme and provides us with feedback on how the programme might be adapted for improvement.