URF - User Manual - Release 3.0
Contents
1. PRIVACY STATEMENT CONFIRMATION TYPE THE CODE SHOWN SUBMIT COMMENT Optional You should enter your first name name of the person who is registering in ECAS You should enter your family name name of the person who is registering in ECAS You should enter a valid e mail address This email address is needed to activate the process to obtain an ECAS account Please note you cannot use the same e mail address for several accounts If you have to register another organisation it is mandatory to provide a different e mail address for each organisation Just to confirm your e mail address Acknowledge that you have read and understood the privacy statements It is a security measure to avoid Robot registration You just have to type the code that you see After clicking this button you will received an e mail to confirm your registration Warning Please note that the next step regarding the confirmation of your ECAS registration and setting of the ECAS password explained in Section 3 2 will have to be done within 30 minutes from when you first submit your registration request through screen on Figure 2 After filling in the fields on this screen click on the SUBMIT button If all fields have been correctly filled in the person registering will be notified through an e mail message containing a link and the instructions to complete the registration with ECAS URF User Manual Release 3 0 Documen2. Release 3 0 Document Version 1 2 dated 25 02 2009 Page 23 38 correct the organisation data in URF until the Validation Team processes the information submitted and the Legal Entity Appointed Representative has been appointed and validated see below You can also suspend your verification by clicking the Save Draft button 4 2 5 Self registration Confirmation After you having confirmed your data by selecting the CONFIRM button the confirmation page is displayed See Figure 13 Self Registration Confirmation Note Your Participant Identification Code PIC number is displayed on the page FAQ Important Legal Notice European Commission RESEARCH Participants esearc Participant Portal Unique Registration Facility You will receive a confirmation of your registration shortly SEVENTH FRAMEWORK PROGRAMME Done 2 Local intranet A 100 Figure 13 Self Registration Confirmation Immediately after the data has been submitted for validation you will receive an e mail with the data you entered and a Participant Identification Code PIC will be provided to you This is an example of the confirmation e mail From fp7 urf noreply ec europa eu fp7 urf noreply ec europa eu To your_email_registered Subject Your registration at PDM URF Dear Mr Mrs John Doe The Research Directorates General of the European Commission thank you for having registered your legal entity in our database of p
3. lt 43M Click the check box if the annual balance sheet is less than 43 millions Autonomous Click the check box if your organization is autonomous URF User Manual Release 3 0 Page 22 38 Document Version 1 2 dated 25 02 2009 4 2 4 Self registration Summary of your data The final screen summarises all values entered in the previous screens You are still able to provide corrections by selecting the Edit buttons for each section European Commission RESEARCH Participants European Commission gt Research gt Participant Portal gt Unique Registration Facility UMMAR YOUR DATA T ORGANISATION DATA OMe LOMO UI COMMU NOU UE 5 SUMMARY OF YOUR DATA PRINT SUMMARY Organisation Data Edit Organisation Data Participant legal name Smith ACME Ltd e Business name ACME e Official language English e Name in 2nd Language Dupont ACME e 2nd Language French e Legal form Ltd e VAT number UK1247979 Registration number AZ33F324 Registration date 14 11 2006 Registration authority Chamber of Commerce Nace code 73 1 R amp D on natural sciences and engineering Establishment Registration country United Kingdom FAQ Important Legal Notice Edit Legal ss iiini dit Legal Addre J Street name Bond Street Street number 45 PO Box County Region Postal code 12NE345 CEDEX City LONDON Country United Kingdom Internet homepage Phone 1 4434788
4. 6 ECAS registration time elapsed The time that has elapsed since this password reset request was confirmed exceeds the time allowed for the reset to be performed If you still wish to change your password please click here to make another request Clicking on the here link will allow you to reset your password URF User Manual Release 3 0 Page 9 38 Document Version 1 2 dated 25 02 2009 _ an Commission ps Authentication Service d Privacy Statement Contact Help Domain External Change gt gt EUROPA gt Authentication Service gt Password initialisation ECAS password initialisation The time that has elapsed since this password reset request was confirmed exceeds the time allowed for the reset to be performed If you still wish to change your password please click here to make another request Login Change Password i Privacy Statement Contact Help ve i DIGIT Ewa amp This Website is managed by the European Commission s Informatics DG Version 1 8 6 3617 16 12 2008 19 20 Process na 141 millisecones Done E Local intranet 100 gt Figure 6 ECAS registration time elapsed URF User Manual Release 3 0 Page 10 38 Document Version 1 2 dated 25 02 2009 4 LOGIN TO URF FOR SELF REGISTRATION 4 1 Self Registration When you connect the first time to URF not being a LEAR you have to self register as participant In your browser
5. Commission gt Research gt Participant Portal gt Unique Registration Facility gt VIEW UPDATE PARTICIPANT DATA Welcome John Doe in the Unique Registration Facility Your organisations PIC 996876082 Organisation name Smith ACME Ltd Status VALIDATED vew 2009 02 02 Smith ACME Ltd SELF REGISTRATION VALIDATED vew gistration PIC 996876082 Organisation name Smith ACME Ltd Status VALIDATED J Local intranet Figure 18 LEAR Organization page URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 34 38 4 5 1 Modify data As aLEAR you are able to modify your data when the UPDATE button is enabled in the page above The modification page Figure 19 LEAR Modifications of the validated data contains 3 tabs e Organisation data e Legal address see Figure 19 LEAR Modifications of the validated data e Status of the organisation FAQ Important Legal Notice European Commission RESEARCH Participants jon gt Resear articipant Portal gt Unique Registration Facility ARTICIPANT DATA Your Data edit mode LEGAL ADDRESS STATUS OF THE ORGANISATION Street name Bond Street Street number 45 PO Box County Region Postal code 12NE345 CEDEX France only City LONDON Country United Kingdom Internet homepage http www acme a wuk Fax Phone 1 4434788345 Phone 2 Company Email info acme uk Mandatory
6. Fields UPDATE YOUR DATA P 3 Local intranet Figure 19 LEAR Modifications of the validated data In these different tabs an UPDATE YOUR DATA button is present This button saves all the data from ALL tabs Once this button is clicked a confirmation page appears You are then asked to confirm or cancel your modifications see Figure 19 LEAR Modifications of the validated data URF User Manual Release 3 0 Page 35 38 Document Version 1 2 dated 25 02 2009 FAQ Important Legal Notice European Commission RESEARCH Participants I gt Unique Registration Facility Your request is ready to send for validation Please perform one of the folowing actions e click Submit if you want to submit your data for validation click Cancel if you want to go back to previous screen and introduce more changes to your data Submit 2 Local intranet Figure 20 LEAR Confirmation of modifications When you confirm your modifications by clicking on the SUBMIT button another confirmation page is displayed see Figure 20 LEAR Confirmation of modifications FAQ important Legal Notice European Commission RESEARCH Participants h gt Participant Portal gt Unique Reg Your data have been successfully updated Local intranet Figure 21 LEAR modifications submitted You can then logout or return to the URF menu see Figure 22 LEAR Organization page with new request UR
7. Rate Is it a Natural Person X Is it a Legal Person X Is it a Non profit X Is it a Research organisation X Is it a Public body X Is it an International Organisation X Is it an International Organisation of European Interest X URF User Manual Release 3 0 Page 25 38 Document Version 1 2 dated 25 02 2009 Is it a Higher or secondary education establishment X Is it an Enterprise X Self declared SME Status X Is the number of employees below 250 X Is the annual turnover below 50M X Is the annual balance sheet below 43M X Is it autonomous X Your comments XXXXXXXXXXXXXXXXXXX URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 26 38 4 3 Modify Self registration data During Self registration if you have saved your data by using the SAVE DRAFT button you will be directed to the following page Figure 14 Self Registration Modify draft data The same page is also displayed if you login again during self registration FAQ Important Legal Notice European Commission RESEARCH Participants Europea n Commission gt gt VIEW UPDATE PARTICIPANT DATA Research gt Participant Portal gt Unique Registration Facility Welcome John Doe in the Unique Registration Facility Your registration PIC Organisation name ACME Ltd Status DRAFT 2 Local intranet Figure 14 Self Registration Modify draft data You can modify your data by cli
8. The LEAR can provide relevant legal and financial data via the URF e The organisation s data is updated in the relevant IT systems URF User Manual Release 3 0 Page 1 38 Document Version 1 2 dated 25 02 2009 2 U R F UNIQUE REGISTRATION FACILITY WELCOME SCREEN The first screen which appears when accessing the URF website is the Welcome Screen see Figure 1 URF Welcome screen European Commission RESEARCH Participants European Commission gt Research gt Participant Portal gt Unique Registration Facility gt Register your organisations data ONCE gt Receive a Participant Identification Code PIC which defines your organisation s details and status gt Use the PIC in the process of electronic proposal submission and negociation gt The LEAR Legal Entity Appointed Representative can prowde relevant legal amp financial data via the URF In the past participants had to provide the Commission with their legal and financial infor mation every time they submitted a proposal or negotiated a contract This is simplified in FP7 by using the URF as the central entry point The URF has been available on the web since May SEARCH PIC Ifyou think your organisation has already registered in URF check to retrieve your organisation PIC MANAGE YOUR ORGANISATION DATA At any time you can screen your last validated data gt The organisation s data is updated in the relevant IT 2008 and update
9. ec europa eu research participants urf If you believe that this message has reached you in error or should you require any further assistance please do not hesitate to contact our eFP7 Service Desk using the co ordinates provided below The eFP7 Service Desk Team E mail digit efp7 support ec europa eu Phone 352 4301 31570 Fax 352 4301 33099 URF User Manual Release 3 0 Page 30 38 Document Version 1 2 dated 25 02 2009 For the LEAR that self registered the mail is quite different From DIGIT CED CUD SUPPORT Sent Thursday February 19 2009 5 27 PM To John Doe nowhere com Subject 7th Framework Programme User account upgrade Importance High Sensitivity Private Subject 7th Framework Programme User account upgrade Dear John Doe In the context of the 7th Framework Programme you have recently been nominated as the LEAR for your organisation In order to access the Unique Registration Facility URF the web application that allows you to manage the data of your organisation you can use the existing user account that was previously created for you by the European Commission Nevertheless you are required to upgrade this account Your user name is username Note you can also use your registered email address instead of the username to access your account In order to start using the system your account must be upgraded You will soon receive by letter and if possible by phone your personal i
10. not include your username and must contain at least 10 characters chosen from at least three of the following groups no other characters are permitted apart from the white space e Upper case A to Z e Lower case a to z e Numeric 0 to 9 e Special characters amp lt gt _ URF User Manual Release 3 0 Page 7 38 Document Version 1 2 dated 25 02 2009 Commission Authentication Service login Change Password Privacy Statement Contact Help gt Domain External Change gt gt EUROPA gt Authentication Service gt Password initialisation Login This page allows you to reset your ECAS password The process must be completed within 20 minutes of your original request If you did not mean to change your ECAS password and instead want to reset your Internet password please click here This password should only be used when prompted by the Commission s Authentication Service ECAS ECAS is identified by a distinctive logo and your browser will oper a symbol indicating a secure connection padlock for Internet Explorer Never use this password on a page outside the ECAS except if you use the password for Windows login Passwords may not include your username and must contain at least 10 characters chosen from at least three of the following four character groups no other characters are permitted apart from the white space Upper Case AtoZ e Lower Case atoz e Numeric 0
11. them with the recent changes systems The request for update will be processed by Central Validation Team compared with the appropriate documentation that you should provide for this reason You can access your last updated data and the last request for update by clicking this button WHAT SHOULD YOU DO 1 If your organisation is not registered enter the data and send supporting documents via the URF site once gt ONE Central Validation Team confirms and approves the data based on supporting documents 2 Nominate a Legal Entity Appointed Represen tative LEAR who can acccess and modify the NIEN a SEVENTH FRAMEWORK data NEW USER OBTAIN ECAS PASSWORD PROG mo Pere e ere to enable your ECAS account and 3 Use your temporary PIC when preparing a new e olog proposal even if the evaluation is ongoing After URF registration you will receive a Participant Identification Code or PIC which you will be able to use in all proposals submissions and negotiations Figure 1 URF Welcome screen According to your profile there are three different choices e If you are a new user then you need an ECAS login first Select e If you already have an active ECAS Profile then select e f you want to search for the PIC of an organisation then select URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 2 38 If your organisation does not already have an FP7 grant agreement t
12. you connect to URF using the following URL http ec europa eu research participants urf The URF welcome page is displayed in your browser See Figure 1 URF Welcome screen Then you click on the boon button The next page shows that you have not registered any organisation yet See Figure 7 URF Self Registration empty FAQ Important Legal Notice European Commission RESEARCH Participants European Commission gt Research gt Participant Portal gt Uniq rati gt VIEW UPDATE PARTICIPANT DATA Welcome JohnDoe in the Unique Registration Facility You have not yet registered any organisation Figure 7 URF Self Registration empty To self register just click on the Register an Organisation button URF User Manual Release 3 0 Page 11 38 Document Version 1 2 dated 25 02 2009 4 2 Self registration Organisation data The first page to be displayed is related to the organisation s data You have to fill in a set of fields see table below Complete the form with at least all the mandatory fields marked with in order to proceed to the next screen Note the following buttons present on all the pages during self registration NEXT STEP PREVIOUS STEP go to next previous registration page SAVE DRAFT save current data in a temporary URF database CANCEL cancel current work since last saved draft or last login FAQ Important Legal Notice European Commission we RE
13. 1 INTRODUCTION The Unique Registration Service Facility URF is an online web interface providing access to the registration service for FP7 participants Participants should register only once so the registration process they go through should be unique URF has been conceived to avoid redundant requests for information and to facilitate keeping up to date the information concerning the participants In order to support this process URF introduces the notion of the unique Participant Identification Code The helpdesk s contact is EC FP7 IT HELPDESK ec europa eu Before self registering you must have an ECAS Password A LEAR Legal Entity Appointed Representative must also have an ECAS password ECAS stands for the European Commission s user Authentication Service It allows authorised users to login to a wide range of Commission information systems using a single username and password Benefits of using the URF e Registering your organisation only ONCE e Receiving a Participant Identification Code PIC which identifies your organisation details and status e Confirmation and approval of your data done by ONE Central Validation Team CVT based on supporting documents e Using the PIC in the process of electronic proposal submission and negotiation e Multiple use of participant s data during all FP7 activities for all Research DG s programmes e Validated information can be available during proposal submission e
14. 345 Phone 2 Fax Company Email info acme uk City LONDON Country United Kingdom Internet homepage Phone 1 4434788345 Phone 2 Fax Company Email info acme uk Main Contact Person Edit Main Contact Person Title Mr Gender M Last Name BOND First Name JAMES Position in organisation N 7 Department LTK Contact Country United Kingdom Contact street Bond Street Contact street number 23 PO Box County Region Postal code 23HE4S CEDEX City LONDON Internet homepage Phone 1 449865793 Phone 2 Fax Email 1 james bond acme uk Status of the Organisation arkis eee Indirect Cost Method Standard Flat Rate Is Natural Person Is Legal Person Y Is a Non profit Is a Research organisation Is Public body Is International Organisation Is International Organisation of European Interest Is a Higher or secondary education establishment Is an Enterprise Y Self declare SME Status Y Is number of employees below 250 Y Is annual turnover below 50M Y Is annual balance sheet below 43M Y Is autonomous Y Your comments Freon soe fee Local intranet R100 Figure 12 Self Registration Summary of your data After verification and when the data provided are correct you have to select the CONFIRM action to submit the information to the Validation Team CVT Note that you will not be able to URF User Manual
15. Competitiveness and Innovation Programme Please contact the eFP7 Service Desk if any of the information about yourself or your organisation contained in this letter is inaccurate or if you have any problem activating your account Yours sincerely URF User Manual Release 3 0 Page 32 38 Document Version 1 2 dated 25 02 2009 P E l opean Commission y FR Authentication Service a y Statement ontact Help main External Chang gt gt EUROPA gt Authentication Service gt Password initialisation ECAS password initialisation Please provide your username and your PIN code in order to start the initialisation of your ECAS password Username PIN Code Submit Help woe eae DIGIT This Website is managed by the European Commission s Informatics DG Version 1 8 7 3685 11 02 2009 20 34 Figure 17 ECAS Password initialisation for LEAR After login you can see the following page Figure 18 LEAR Organization page The first part of the page contains the history of the requests related to your organization and some buttons allowing you to view or modify those different requests The second part related to your registration allows you to view your data in the URF registry URF User Manual Release 3 0 Page 33 38 Document Version 1 2 dated 25 02 2009 FAQ Important Legal Notice European Commission RESEARCH Participants European
16. Country Please Select Internet homepage Fax Phone 1 Phone 2 Company Email Mandatory Fields Local intranet Figure 9 Self Registration Legal address FIELD STREET NAME STREET NUMBER PO BOX COUNTY REGION POSTAL CODE CEDEX CITY COUNTRY INTERNET HOMEPAGE FAX PHONE 1 PHONE 2 COMPANY E MAIL COMMENT Street where the organisation is established Number or name of the building on the street max 20 aphanumerical characters If the organisation has a postal box Enter your county region ZIP CODE of the organisation Only for France Official name of the city where the organisation is established Select the country where the organisation is established The format should be www homepage domain Format should be international code and FAX number without space Format should be international code and PHONE number wihout space Format should be international code and PHONE number without space This information was transferred from the initial Registration screen URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 15 38 Complete the form with at least all the mandatory fields marked with a in order to proceed to the next screen URF User Manual Release 3 0 Page 16 38 Document Version 1 2 dated 25 02 2009 4 2 2 Self registration Main contact data This person is to be contacted until a person is val
17. F User Manual Release 3 0 Page 36 38 Document Version 1 2 dated 25 02 2009 You can see that the URF menu page has changed in the Request history part e The first request is now in read only only the VIEW button is enabled e Your submitted modifications are displayed in the second request While the CVT Central Validation Team has not yet set the request status to UNDER VALIDATION you will be able to update or delete your request FAQ Important Legal Notice European Commission RESEARCH Participants European Commission gt Research gt Participant Portal gt Unique Registration Facility gt VIEW UPDATE PARTICIPANT DATA Welcome John Doe in the Unique Registration Facility Your organisations PIC 996876082 Organisation name Smith ACME Ltd Status VALIDATED vew 2009 02 02 Smith ACME Ltd SELF REGISTRATION VALIDATED vew 2009 02 03 Smith ACME Ltd LEAR UPDATE CREATED E Ea PIC 996876082 Organisation name Smith ACME Ltd Status VALIDATED 2 Local intranet Figure 22 LEAR Organization page with new request URF User Manual Release 3 0 Page 37 38 Document Version 1 2 dated 25 02 2009 5 SEARCH PIC The URF website provides a tool to search for the PIC of any organisation registered in URF In order to find the PIC of an organisation you only need to fill in the search criteria It is mandatory to complete either the Name of the organization field or the VA
18. INTERNET HOMEPAGE FAX PHONE 1 PHONE 2 E MAIL 1 COMMENT Only for France Official name of the city The format should be www homepage domain Format should be international code and your FAX number without space Format should be international code and your PHONE number without space Format should be international code and your PHONE number without space Automatically filled with the registered e mailcan be modified Complete the form with at least all the mandatory fields in order to proceed with the next screen URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 18 38 4 2 3 Self registration Status of the Organisation In the Status of your organisation screen please select the right status for your organisation The status selected will need to be demonstrated by your statute and registration document For the definitions of the status of organisations please see below and consult the REGULATION EC No 1906 2006 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 18 December 2006 laying down the rules for the participation of undertakings research centres and universities in actions under the Seventh Framework Programme and for the dissemination of research results 2007 2013 To access the regulation follow the link http eur lex europa eu LexUriServ LexUriServ do uri OJ L 2006 391 0001 0018 EN PDF sides European Commission iniiai RESEARCH Partici
19. PIC usage and the LEAR The Central Validation Team Below is the summary of your entered data Organisation Data Legal name XXXXXXX Business name xxxxxxx Official language xxxxxx Translated name xxxxxx Translated language xxxxxx Legal form xxxxx VAT number xxxxxxxx Registration number xxxxxxxx Registration date XXXXXXXX Registration authority XXXXXXXXX NACE Code xxxxxxxxx Registration country xxxxxx Legal Address Street name XXXXXXX Street number 12345789 PO box 123456789 Region County Postal code 123456789 CEDEX City xxxxxx Country XXXXXXX Internet homepage www myorganisationwebpage domain Fax 123 1234567890 Phone 123 1234567892 Phone2 123 1234567891 Email youremailaddress domain name Main Contact Person Contact Title XXXXX Contact Gender X Contact Position in organisation XXXXXXX Contact Department XXXXXXX Contact Last name XXXXXXX Contact First name XXXXXXX Contact Country XXXXXXX Contact Street XXXXXXX Contact Street number 123456 Contact PO box 123456 Contact Region County XXXXXXXX Contact Postal Code 123456 Contact CEDEX 123 Contact City XXXXXXXXX Contact Internet homepage www XXXXXX XXX Contact Fax 123 123456789 Contact Primary phone 123 1234568788 Contact Secondary phone 123 12345787 Contact E mail XXXXX XXXXX XX Status of the Organisation Indirect Cost Method Standard Flat
20. SEARCH Participants Participant Portal gt Unique Registration Facility Please enter your data here WML LOMA ORME Amen Participant legal name E Business name Official language Please Select x 2nd Language None x Name in 2nd Language Legal form VAT number Registration number Po Registration authority Nace code Please Select x Establishment Registration __ country Please Select bd Registration date E dd mm yyyy Mandatory Fields Cancet Figure 8 Self Registration Organisation data FIELD COMMENT PARTICIPANT LEGAL NAME Official name of the organization This field should contain less than 240 characters BUSINESS NAME The official acronym of your organization This field should contain less than 40 characters OFFICIAL LANGUAGE Language used within the organization for communication 2 LANGUAGE Language used for the translation of the legal name URF User Manual Release 3 0 Page 12 38 Document Version 1 2 dated 25 02 2009 FIELD NAME IN 2 LANGUAGE LEGAL FORM VAT NUMBER REGISTRATION NUMBER REGISTRATION AUTHORITY NACE CODE ESTABLISHMENT REGISTRATION COUNTRY REGISTRATION DATE COMMENT Translation of the legal name usually to be provided in English This is a free text box Please enter the form under which your organisation is legally registered as in your organisation s statute T
21. T number field with a string of at least three characters The other search fields can be left blank However too unspecific queries may result in long results lists The results lists are truncated after 20 record listings If searching for a legal name in the national language does not yield results you might try with a translation of the organisation s name in English Type also the code on the image upper and lower case may be used interchangeably Tip If the letters in the image are not easily readable click on the RESET button to get a new image Click on SEARCH to display the results FAQ Important Legal Notice European Commission RESEARCH Participants Participant Portal gt Unique Registration Facility Please fill in the search criteria to find your organisation It is obligatory to complete either the legal name field or the VAT number field with at least a three character string The other search fields can be left blank However too unspecific queries may result in a long results list Only the first 20 results are displayed If searching for a legal name in the national language does not yield results you might try with a translation in English NOTE Search PIC functionality applies only to VALIDATED Organisations Name or part of the name of your organisation L VAT number Country L O x City a i si gaz ler Type the code shown Figure 23 Search Particip
22. ants URF User Manual Release 3 0 Page 38 38 Document Version 1 2 dated 25 02 2009
23. articipants URF User Manual Release 3 0 Page 24 38 Document Version 1 2 dated 25 02 2009 The record has been successfully created The Participant Identification Code PIC for the legal entity you have registered is 123456789 If you intend to use your PIC for proposal submission please note that there is a delay of 48 hours before the associated data is visible to EPSS This time constraint effectively prevents you from submitting a proposal to a call closing within the next two days using the above mentioned PIC If you have registered because your organisation is currently negotiating a grant agreement please provide us as soon as possible with the supporting documents so that your organisation can be validated On the link http cordis europa eu fp7 urf valid_en html you can find downloadable forms and instructions for the submission of supporting documents Please note that the validation could result in a possible change of the PIC If you are negotiating a grant agreement you are also kindly invited to launch the process of appointment of the Legal Entity Appointed Representative LEAR within your organisation The LEAR will be the responsible for updating in URF the legal and financial data of your organisation On the link http cordis europa eu fp7 urf_en html you can find downloadable forms and instructions for the appointment of the LEAR You will find as well some additional information regarding the
24. cking on the UPDATE button Then you will have access to the different pages described above URF User Manual Release 3 0 Page 27 38 Document Version 1 2 dated 25 02 2009 4 4 View Self registration data During self registration you can modify your data data which is not confirmed yet but saved as draft see Figure 12 by using the UPDATE button see Figure 14 After your self registered data have been submitted using the CONFIRM button shown in Figure 12 you cannot modify your data anymore until it is validated by the CVT You can in the meanwhile view your data only as reand only by clicking on the VIEW button FAQ Important Legal Notice European Commission RESEARCH Participants European Commission gt Research gt Participant Portal gt Unique Registration Facility gt VIEW UPDATE PARTICIPANT DATA Welcome John Doe in the Unique Registration Facility Your registration PIC 996876082 Organisation name Smith ACME Ltd Status UNDER VALIDATION Figure 15 Self Registration Data under validation Your registered data can then be seen in read only mode see Figure 16 Self Registration View data under validation From these pages you can always logout LOGOUT button or go back to the URF menu Return URF menu link URF User Manual Release 3 0 Page 28 38 Document Version 1 2 dated 25 02 2009 European Commission RESEARCH Participants E
25. d link does not work you can copy paste the following address without any line break in your browser address bar https ecast cc cec eu int 7002 ecas init initialisePasswordLogin do wayf domain external amp wa f remember checked amp wayf submit Select amp Sent to you by European Commission Authentication Service Version francaise Cher Ch re John Doe Votre compte a t cr par le Service d Authentification de la Commission Europ enne Votre nom d utilisateur est nnnnnnn Rendez vous sur cette adresse pour initialiser votre mot de passe Si le lien ci dessus ne fonctionne pas vous pouvez copier coller l adresse suivante sans retour de ligne dans la barre d adresse de votre navigateur https ecast cc cec eu int 7002 ecas init initialisePasswordLogin do wayf domain external amp way f remember checked amp wayf submit Select amp Ce message vous est adress par le Service d Authentification de la Commission Europ enne 3 2 CONFIRMATION OF YOUR ECAS REGISTRATION SET PASSWORD Warning The process must be completed within 30 minutes from your original registration request through screen on Figure 2 In your ECAS confirmation e mail message click on the address link The ECAS password initialisation page is displayed See Figure 4 ECAS Password initialisation You have to enter e Your user name e Your password twice Leave your domain as External Note Passwords may
26. dentification number PIN required to upgrade your existing account When you receive the PIN please visit this link and follow the instructions on screen to activate your account Please make sure that the domain that is selected in ECAS is External not European Commission see the attached file You will be asked to provide your user name and PIN Then you will be offered the opportunity to choose a password of your liking Please choose your password wisely in accordance to the instruction provided on the pages When you have completed these steps your account will be automatically activated If the above mentioned link does not work you can copy the following address without any line break and paste it in your browser address bar https webgate ec europa eu ecas init PINCode do domain external Once your account has been activated you can visit the URF application at the following address http ec europa eu research participants urft We regret that for technical reasons you will be unable to use your existing account for access to any Commission information system until your account has been upgraded Please contact us if you have an urgent need for access but have not yet received your PIN If you believe that this message has reached you in error or should you require any further assistance please do not hesitate to contact our eFP7 Service Desk using the details provided below The eFP7 Service Desk Team E mai
27. he legal form depends on the type of entity and the country If your organisation is a private body your form could be for example LLP Ltd PLC SA GmbH etc Please note that university or public body are not legal forms After validation this field will display the legal form as validated by the European Commission It is the unique number given to organisations that pay Value Added Tax VAT In the European Union the VAT is a general broadly based consumption tax assessed on the value added to goods or services Tips If you are not sure about your VAT number check with your financial department If your organisation does not have a VAT number you could enter not applicable Code usually provided by the Chamber of Commerce of your country Tips The registration number the registration authority and the registration date are usually provided in the same document Contact your financial department for more information If your organisation does not have a registration number you could enter not applicable The authority by which your organisation was registered such as e g the administration of the city or region the Chamber of Commerce etc Tips The registration number the registration authority and the registration date are usually provided in the same document If your organisation does not have a registration authority you could enter not applicable The statistical classification of econ
28. hen you should register your organisation in URF A PIC Participant Identification Code is provided at the end of the registration process that can be used after 48 hours for proposal submissions During registration URF does not check for duplicate registrations this will be done at a later stage if your proposal is retained for negotiation Please note when you register you will be given a PIC which before being validated is a temporary PIC When validated the PIC becomes REGISTER permanent to be used for all correspondence and applications under FP7 Please note Do not create a spontaneous application in URF if a PIC temporary or permanent already exists for your organisation Do not use self registration screens to update incorrect data appoint a LEAR and modifications entered by him or her will be treated as a priority LOGIN If you are the LEAR Legal Entity Appointed Representative use this to view update your organisation s data If you do not know if your organisation has a validated PIC or if you search for the validated PIC of another organisation it is mandatory to complete either the Name of the organisation field or the VAT number SEARCH field with a string of at least three characters The other search fields can be left blank However too unspecific queries may result in a long results list If searching for a legal name in the national language does not yield results you might try with a tran
29. idated as LEAR for the organisation For further explanations on LEAR please see http cordis europa eu fp7 urf lear_en html HOME USERS FAQ _ _ User Manual Important Legal Notice en Please enter your data here DO LEGALADORESS PO STATUS OE THE ORGANISATION G SUMMARY OF YOUR DATA T ORGANISATION DATA F MAIN CONTACT PERSON Title Gender MOFO Last name First name Position in organisation Department Contact country Contact street Contact street number PO Box County Region Post code CEDEX France onty City Internet homepage Fax Phone 1 Phone 2 Email 1 sea Simensen tens Figure 10 Self Registration Main contact data FIELD COMMENT TITLE The title Mr Mrs Prof Dr GENDER Specify the gender LAST NAME Automatically filled with the last name registered field can be modified FIRST NAME Automatically filled with the first name registered field can be modified POSITION IN ORGANISATION The title in your organisation DEPARTMENT The department in your organisation CONTACT COUNTRY Select the country where you are established CONTACT STREET Enter the street name CONTACT STREET NUMBER Fill with the street number PO BOX Fill with the PO BOX number COUNTY REGION Enter the county region POST CODE Enter the ZIP CODE of your address URF User Manual Release 3 0 Page 17 38 Document Version 1 2 dated 25 02 2009 FIELD CEDEX CITY
30. isation means an intergovernmental organisation other than the European Community which has legal personality under international public law as well as any specialized agency set up by such international organisations International organisation of European interest means an international organisation the majority of whose members are Member States or Associated Countries and whose principal objective is to promote scientific and technological cooperation in Europe It is an organisation which has as main objectives training and education and delivers state recognized diplomas URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 21 38 Enterprise Any entity engaged in an economic activity irrespective of its legal form This includes commercial companies but also self employed persons and family businesses engaged in craft or other activities as well as partnerships or associations regularly engaged in an economic activity SME SMEs are micro small and medium sized enterprises within the meaning of Recommendation 2003 361 EC in the version of 6 May 2003 Tips To determine what type of SME your organisation is see http ec europa eu research sme techweb index_en cfm Number of employees lt 250 Click the check box if your organization has less than 250 employees Annual turnover lt 50M Click the check box if the annual turnover is less than 50 millions Annual balance sheet
31. l digit efp7 support ec europa eu Phone 352 4301 31570 Fax 352 4301 33099 URF User Manual Release 3 0 Page 31 38 Document Version 1 2 dated 25 02 2009 And a letter with your PIN code is also sent oe EUROPEAN COMMISSION bx be DIRECTORATE GENERAL f Ww Ww INFORMATICS DIGIT A w a Directorate B Information systems e Commission Interoperability Architecture and Methods Dear John DOE Re your nomination as Legal Entity Authorised Representative LEAR The European Commission s Unique Registration Facility is a web based application for participating organisations in the Seventh Research Framework Programme This online service allows registered users to view and update their organisation s legal and financial data According to our records you are the Legal Entity Authorised Representative LEAR for the above mentioned organisation The European Commission Authentication Service ECAS has therefore created a user account for you to access the Unique Registration Facility and manage your organisation s data An email was sent to your registered email address aaaa bbbb aba It explains how to activate your new user account using a PIN code Please follow the instructions carefully Your activation PIN is xxxxx Your user account is strictly personal and will allow you in future to access other online services the European Commission is currently developing for the Seventh Research Framework Programme and the
32. omic activities in the European Community in French Nomenclature statistique des activit s conomiques dans la Communaut europ enne commonly referred to as NACE is a European industry standard classification system consisting of a 6 digit code More info on http ec europa eu eurostat ramon index cfm TargetUrl DSP_PUB WELC Enter the location of the head quarters of the organisation Date when your organisation was registered for example with the Chamber of Commerce in your country Tips The registration number the registration authority and the registration date are usually provided in the same document Enter 01 01 1900 if not applicable URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 13 38 Complete the form with at least all the mandatory fields marked with gt in order to proceed to the next screen URF User Manual Release 3 0 Page 14 38 Document Version 1 2 dated 25 02 2009 4 2 1 Self registration Legal Address European Commission FAQ Important Legal Notice RESEARCH Participants uropean C h gt Participant Portal gt Unique Registration Facility gt SELF REGISTRATION Please enter your data here T ORGANISATION DATA 2 LEGAL ADDRESS MM CONTACT INFORMATION STATUS OF THE ORGANISATION S O SUMAR OF YOUR DATA i Street name Street number PO Box County Region Postal code CEDEX France only City
33. oose a username optional First name l Last name lx E mail iz Re enter your e mail Pi statement POOE CER Privacy statement for users registered with the European 5S Commission s Identity Management Service 1 What is the Identity Management Service The European Commission s Identity Management Service IMS provides a common way for users to register or be registered for access to a number s By checking this box you acknowledge that you have read and understood the privacy statement gt b gt gt 4437494 gt Security check PRLEHLTELOP EE Iry a different image PELI PEFREFPEEPS Please type in the characters in the above image upper and lower case may be used interchangeably Privacy Statement Contact EcasHelp Registration Help DIGIT I This Website is managed by the European Commission s Informatics DG v Local intranet R10 Figure 2 ECAS registration page URF User Manual Release 3 0 Page 4 38 Document Version 1 2 dated 25 02 2009 Fill in all the fields in the ECAS registration page Tip Before filling in the fields be sure that you can read the characters in the Security Check image If you cannot distinguish clearly these characters then click on the Try a different image link to get a new set of characters FIELD USER NAME YOUR FIRST NAME YOUR LAST NAME YOUR E MAIL YOUR E MAIL AGAIN
34. pants European Commission gt Research gt Participant Portal gt Unique Registration Facility EEE ATION Please enter your data here OMIM OMe OMAN Nm COMMS Ue Tl man Please Select v Indirect Cost Method Natural person Legal person Non profit Research organisation Public body International organisation International organisation of European interest Higher or secondary education establishment Enterprise SME Comment Number of employees lt 250 Annual turnover lt 50M Annual balance sheet lt 43M Autonomous Local intranet 100 Figure 11 Self Registration Status of the Organization URF User Manual Release 3 0 Page 19 38 Document Version 1 2 dated 25 02 2009 In the Status of your organisation screen please select the right status for your organisation FIELD COMMENT Indirect cost calculation method The indirect cost calculation method is chosen by the participant Indirect costs also called overheads are all the eligible costs which cannot be identified by the beneficiary as directly attributed to the project but can be identified and justified by its accounting system as being incurred in direct relationship with the eligible direct costs of the project The available options for the choice are determined by the legal sta
35. slation in English URF User Manual Release 3 0 Page 3 38 Document Version 1 2 dated 25 02 2009 3 REGISTRATION AS A NEW USER TO OBTAIN AN ECAS PASSWORD 3 1 ECAS REGISTRATION Before accessing URF through a self registration or as a LEAR you must have an ECAS Password If you do not have an ECAS Password yet please click on the button REGISTER the ECAS Registration page will be displayed see Figure 2 ECAS registration page ECAS User Registration Form Windows Internet Explorer EES 6 GE E https i mebgate ec europa eujaide selfreg locale en Ja pi File Edit View Favorites Tools Help we amp lg Microsoft Outlook Web Access Login page ECAS authentica SECAS User Registration F X opean Commission Authentication Service European Commission Authentication Service ECAS User Registration Form Please fill in and submit the information requested below in order to register yourself as a user of European Commission Information Systems The username you choose or that will be assigned to you if you do not choose one may be used to login to any system that you are authorised to access and that uses the ECAS authentication service When you login ECAS will present you with a page whose banner is similar to the one on this page Whenever you login if you are asked to specify your domain you must choose External Fields marked vith a are mandatory Ch
36. t Version 1 2 dated 25 02 2009 Page 5 38 The Account Confirmation page is displayed You are warned that a confirmation e mail is about to be sent to your e mail address Thank you for registering you will receive an e mail allowing you to complete the registration process See Figure 3 ECAS account creation confirmation Account creation confirmation Windows Internet Explorer 6 Gy E http wisdev2 cc cec eu int 19501 faida selfreg register do File Edit View Favorites Tools Help w Ci E Account creation confirmation as Help Registration Help Thank you for registering you will receive an email allowing you to complete the registration process Registration Help This Website is managed by the European Commission s Informatics DG amp Local intranet Figure 3 ECAS account creation confirmation You can now read your e mail message This is an example of the confirmation e mail From European Commission Authentication Service To your e mail address Sent Tuesday January 20 2009 11 45 AM Subject Your password Votre mot de passe English version Version fran aise ci dessous URF User Manual Release 3 0 Page 6 38 Document Version 1 2 dated 25 02 2009 Dear John Doe Your account has been created by the European Commission Authentication Service Your user name is nnnnnnnn Please follow this link to initialize your password If the above mentione
37. technological development activities may opt for a flat rate of 60 of the total direct eligible costs This flat rate of 60 excludes costs for subcontracting and the costs of reimbursement of resources made available by third parties which are not used on the premises of the participant If these participants change their status during the life of the project this flat rate shall be applicable up to the moment they lose their status O O O The participant shall apply the same indirect cost calculation method in all grant agreements under the Seventh Framework Programme Tips View the financial guide page 45 to 51 for explanation of the method of calculation of indirect costs ftp ftp cordis europa eu pub fp7 docs financialguide_en pdf URF User Manual Release 3 0 Page 20 38 Document Version 1 2 dated 25 02 2009 FIELD Natural Person Legal person Non profit Research organisation Public body International organisation International organisation of European interest Higher or secondary education establishment COMMENT A natural person is a citizen to be distinguished from legal persons which refer to corporations Natural persons always have legal personality and are therefore legal entities without other proof being required than their identification papers Individuals who are registered as free lance professionals and have a VAT number are also legal persons Please note that citi
38. the Unique Registration Facility URF the web application that allows you to manage the data of your organisation an account has been created for you by the European Commission Once activated this account can be used to access initially the Unique Registration Facility URF and subsequently it may be possible for you to access other Commission sites Your user name is nnnnnnnn Note you can also use your registered email address instead of the username to access your account You will soon receive by letter and if possible by phone your personal identification number PIN required to activate your account When you receive the PIN please visit this link and follow the instructions on screen to activate your account Please make sure that the domain that is selected in ECAS is External not European Commission You will be asked to provide your user name and PIN Then you will be offered the opportunity to choose a password of your liking Please choose your password wisely in accordance to the instruction provided on the pages When you have completed these steps your account will be automatically activated If the above mentioned link does not work you can copy the following address without any line break and paste it in your browser address bar https webgate ec europa eu ecas init PINCode do domain external Once your account has been activated you can visit the URF application at the following address http
39. to 9 Special Characters I amp lt gt 7 _ I Examples BorSOJgUlr c3iPdizwWC axidAtyxq Generate other sample passwords Note Please take great care in entering your new password Once you have created it you will only be able to change or reset it yourself after 1 day s Domain External Username New ECAS password tagin Change Password Privacy Statement 3 Contact Help v amp This Website is managed by the European Commission s Informatics DG Version 1 8 6 3617 16 12 2008 19 20 Proce Figure 4 ECAS Password initialisation When you click on the SUBMIT button the ECAS Password initialisation success page will appear See Figure 5 ECAS Password initialisation Success URF User Manual Release 3 0 Page 8 38 Document Version 1 2 dated 25 02 2009 opean Commission FEN a Authentication Service 45 7 Help gt gt EUROPA gt Authentication Service gt Password initialisation ECAS password initialisation success Your ECAS password was successfully initialised va e DIGIT This Website is managed by the European Commission s Informatics DG Version 1 8 6 3617 16 12 2008 19 20 Figure 5 ECAS Password initialisation Success Note You must follow the link and complete the process within 30 minutes If you do not complete the page within the 30 minutes you will receive a page with the following message See Figure
40. tus of the participant the status of their accounting system and the history of indirect cost calculation methodologies in previous FP7 participations The options are described as follows Actual or real indirect costs available for all categories of beneficiaries which have an analytical accounting system to identify their indirect costs A simplified method is also available for all categories of beneficiaries which are unable to perform detailed cost allocation and can aggregate their indirect costs only at the level of the legal entity unless they used actual indirect costs before The simplified approach must be based on actual costs derived from the financial accounts of the period in question Standard flat rate available for all categories of beneficiaries unless they used actual indirect costs or the simplified method before The flat rate is of 20 of its total direct eligible costs excluding its direct eligible costs for subcontracting and the costs of reimbursement of resources made available by third parties which are not used on the premises of the participant Special transitional flat rate available for non profit public bodies secondary and higher education establishments and research organisations and SMEs which are unable to identify with certainty their real indirect costs and unless they used actual indirect costs or the simplified method before When participating in funding schemes which include research and
41. uropean Commission gt Research gt Participant Portal gt Unique Registration Facility gt VIEW UPDATE PARTICIPANT DATA Your Data read only mode LEGAL ADDRESS STATUS OF THE ORGANISATION pcp Status Participant legal name Business name Official language Name in 2nd Language 2nd Language Legal form DRAFT ACME Ltd JACME English ACME fr French LTD VAT number UK12123432 Registration number HE12 234 321 Registration date 12 02 2003 dd mm yyyy Registration authority Chamber of Commer Nace code R amp D on natural sciences and engineering g Establishment Registration country United Kingdom Mandatory Fields FAQ Important Legal Notice Please click here to logout Local intranet 100 Figure 16 Self Registration View data under validation URF User Manual Release 3 0 Document Version 1 2 dated 25 02 2009 Page 29 38 4 5 Login as a LEAR This login is to be used by the persons who have been validated as LEAR Legal Entity Appointed Representative of their organisations As a LEAR you can connect using your ECAS account At first you receive by email your username and explanation on how to activate your account Subject 7th Framework Programme User account creation Dear John Doe In the context of the 7th Framework Programme you have recently been nominated as the LEAR for your organisation In order to access
42. zens who are freelance professionals and want to be validated as FP7 participants have to choose whether they want to apply as natural person or as legal person For a legal person to exist an act of incorporation and usually also a registry is required A legal person exercises rights and is subject to obligations with regard to the national law of its place of establishment community law or international law A legal person can group other legal entities natural or legal or contain only possessions e g foundation A legal entity is qualified as a non profit organisation when considered as such by national or international law international organisations as well as any specialized agency set up by international organisations Generally as a consequence any possible profits have to be reinvested within the organisation itself and cannot be distributed The quality of being a non profit organisation has to be proven by your statute Research organisation means a non profit organisation which carries out scientific or technical research as its main objective The quality of being a research organisation has to be stated in your statute Public body means any legal entity established as such by national public law and international organisations Bodies providing services of public interest are not necessarily public bodies The quality of being a public body has to be stated in your statute International organ
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