Evaluation and monitoring

Eurostars adopts a centralised evaluation process that is managed by the Eureka Association. The evaluation process is completed within three to four months.

Evaluation timeframe

  • Approximately 1 week after the submission deadline, you will be informed of the eligibility of your application.
  • Approximately 7 weeks after the submission deadline, you will be informed of the results of the first step of the evaluation process and the Legal and Financial Viability check.
  • Approximately 13 weeks after the submission deadline, a ranking list is endorsed by the Eurostars High Level Group (HLG). You will be informed whether your application is above or below the quality threshold to be considered for funding.
  • Approximately 16 weeks after the submission deadline, an official letter confirms whether 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 Association within 6 weeks.

Evaluation steps

Eligibility check

Applications are checked against the set eligibility criteria.

  •  Applications that meet the eligibility criteria will progress to the first step of the evaluation process. 
  • If any criterion cannot be met, the application will be deemed ineligible and rejected.

Expert evaluation

In the first step of the evaluation process, each eligible application is examined remotely by three independent experts who are commissioned by the Eureka Association and who work individually. The experts assess the applications based on a set of evaluation criteria and produce a report with scores, justifications, and commentary.

Who are the experts?

Eureka’s 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);
  • Be fluent in English.

Project officers from our national offices (who have a technical scientific or engineering background) match the three most suitable experts from our experts pool to each application.
Experts from countries represented in the application consortium cannot evaluate the application.
In your application form, you have the opportunity to indicate organisations or individuals that you would like to exclude from evaluating your application.

Evaluation criteria

Each application is assessed against three criteria and their 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
Impact (market and commercialisation)

• Market size
• Market access and risk
• Competitive advantage
• Clear and realistic commercialisation plans
• Economic, Environmental, and Societal Impact.

Excellence of innovation and R&D
  •  Degree of innovation
  • New applied knowledge
  • Level of technical challenge
  • Technical achievability & risk

Scoring system

Each expert assigns a score from 1 to 6 to each sub-criterion, where 1 is the lowest score and 6 is the highest one. Experts perform their evaluations independently and give unique justifications and commentary.

  • The scores of the sub-criteria are averaged to provide the score for the main criterion. Averages that result in a non-integer number are rounded up or down to the nearest integer. As there are three experts rating three criteria, nine values of between 1 and 6 are generated.
  • The average value for each of the main criterion is calculated from the previously calculated scores. The average value for all criteria must be greater than or equal to 3.6 otherwise the application is rejected.
  • Each of the nine expert scores is added to provide the total score of the project.
  • Applications are ranked by total score in descending order.
  • A threshold is established so that only the best, most competitive projects (those with the highest total scores) progress to the review by the Independent Evaluation Panel, with the remaining being removed from the process.

Legal and Financial Viability Check (LFVC)

In parallel with the evaluation performed by the three remote experts, the National Funding Bodies perform a Legal and Financial Viability Check on project applicants from their countries to determine whether every applicant is eligible to receive public funding and if it has the financial capacity to undertake its part in the project. This check is important to ensure that public funding is well invested.

If a project participant is not eligible to receive public funding, the National Funding Body will inform them before the check ends and give the possibility to participate in the project on a self-funding basis. In cases where they accept, they will need to provide an official self-funding declaration. If the declaration is not received before the set deadline, the application cannot proceed further in the process.

Moreover, if one of the organisations in the consortium fails the Legal and Financial Viability Check, the entire application cannot proceed further in the process.

The NFBs can eventually contact the applicants during the LFVC to request additional information. Thus, it is strongly recommended that applicants make sure that the contact person they list in the application form is available during the first 4 weeks after the submission deadline.

Panel evaluation and ranking

Applications passing the remote experts evaluation and the Legal and Financial Viability Check will progress to the Independent Evaluation Panel (IEP). The IEP is formed of a chairperson and internationally recognised experts in their field.
The IEP meets to discuss the strengths and weaknesses of the applications against set criteria and the other applications.

To be considered for public funding, an application must reach a minimum score for each evaluation criterion, and an overall minimum score of the three evaluation criteria combined.
Each project application is given a final score and only the very best projects will be placed on the ranking list.

Ethics appraisal process

All project activities carried out under Eurostars must comply with ethical principles and relevant national, European, and international legislation. In addition, activities that are carried out in a non-EU country must comply with the laws of that country but also be permitted in at least one EU Member State.

The objective of the Ethics Review is to assist beneficiaries in addressing the ethics issues raised by their project and, if needed, to take preventive or corrective measures.
The ethics review is conducted for all applications progressing to the IEP and is performed in parallel to the IEP’s review.
A panel of ethics experts meets to produce an ethics report for each application that progressed to the IEP.

Selection and funding of projects

The selection of projects is made on the basis of the raking list provided by the IEP.
All projects with a final score of 6 and 5 points would be considered to be at the highest quality levels and can be considered as very good or excellent.
Projects with a final score of 6 points are considered excellent and will be automatically funded.
All projects that are positively determined to be of very good quality and where national funding is available constitute those selected for funding.

Receiving funding

Upon receiving the approval letter, each project participant must contact their National Project Coordinator (NPC) to secure their funding and fulfil any other national requirements.

Final Consortium Agreement

If your project is approved for funding, the main participant must submit the final Consortium Agreement (CA), signed by all project partners, within 6 weeks of receiving the letter of approval. We recommend that you contact a legal advisor to help with this process.

Note: The Eureka Secretariat is responsible for communicating information about the centralised evaluation process. The Eureka Secretariat cannot communicate on national regulations and procedures. We recommend that you discuss your application with your NPC if you have questions about the application and evaluation stages.

Update coming soon

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.