Proposal Phase (Projects Short Proposals & "Supplementary Measures" one stage calls)

• Create a new Proposal
• Create Roles (PI / Co-PIs) for a Proposal
• CVs
• Filling out the Chapters
• Budgeting and Eligible Costs
• Authorizing Signatures
• Submit your Proposal

Create a new Proposal

1. Go to “Calls” in the top menu
2. Select the call you want to participate in
3. Click “Participate now” -> a new proposal will be created. You can create multiple proposals (Please note that for regular WWTF projects, each researcher may participate as PI&C or co-PI in a maximum of two proposals.)
4. Once created, you will find all your proposals under “My Proposals & Roles” in the top menu. You can delete proposals at any time. Proposals that are not submitted will be deleted automatically after the submission deadline.

The Funding Portal will save your entries and changes automatically. You can pause data entry at any time. All information will be available again upon your next login.

Create Roles (PI / Co-PIs) for a Proposal

This is applicable to Short Proposals of project calls as well as other one-stage calls (except VRG). For full proposals, roles are transferred from the short proposal phase. 

WWTF requires information only about the researchers in the project’s core team, i.e., the PI&C and up to two co-PIs.

In two stage calls, further researchers beyond the core team may also take part in the project, either funded by WWTF or with in-kind contribution. Some information about these further researchers will be required in the full proposal, however, this will not include CVs. 

How to invite PIs & Co-PIs to the proposal:

Step 1: Invite the PI&C and co-PIs

1. Go to the tab “Personnel and Institutions” in the proposal
2. Invite a “Principal Investigator and Coordinator” by providing their contact information.

• • In case you are the PI&C, please click “I am the Principal Investigator”. You can then invite further co-PIs to this proposal.
  • In case you are not the PI&C, you will need to be invited to the proposal. The invited PI will receive an email to accept the invitation. The invited person can login with an existing account or register as a new user. You and the PI&C can then invite further co-PIs to the proposal.

Step 2: Complete your “Profile”

The PI&C and all co-PIs must complete “My Profile”. If you are creating a project on behalf of others and are not part of the Core Team, you do not need to provide this information.

1. Upon login, go to “My Profile” in the top menu to fill out or update your profile. This information needs to be entered only once and can then be used for multiple proposals or in future calls.

• • Please upload or update your CV based on the template provided. 
  • Should you have multiple affiliations, these can be added in your profile. Different affiliations may then be used for different proposals.

Step 3: Complete your “Role”

Go to “My Proposal & Roles” in the top menu. Under “My Roles”, click on your role below the title of the proposal.

• • You can update the personal information by clicking on “Refresh from profile”. The system will check if there is new information in “My Profile” and update this section accordingly. 

  • Enter data in the respective fields:

    • Scientific expertise

    • Role and responsibilities within the project (500 characters)

    • Specific competencies for the project (500 characters)

Please note that the information entered here should be specific to the project. If you are participating in multiple proposals that requires different subsets of your expertise, please tailor the information according to the project.

• • Select the affiliation with which you want to apply for the proposal. Please note that an authorization signature will be required from this institute for the proposal.

  • Check the box under “Affirmation” to confirm acknowledgement of and compliance with guidelines from WWTF and additional relevant organisations.

As the Funding Portal automatically relays entered information about the PI&C and co-PIs into subsequent parts of the proposal, we recommend that the core team members fill out these sections early (e.g., institutions of the core team members are automatically added to the budget).

CVs

Please use the CV template provided in the funding portal. Please use the following template:"All other calls: wwtf_cvtemplate_project.docx"

• List all items in reverse chronological order.
• For each of the selected publications (max. 10), provide 1-2 sentences outlining the relevance of the publication for the proposal.
• If possible, please also provide a link to a more detailed list of your publications. This may be your institutional website, personal website, an ORCID profile, Google Scholar profile, etc.
• Describe additional qualifications or skills that are relevant for the success of the project. These may extend beyond scientific skills to experience in leadership, supervision, Open Science, etc.

Do not exceed 2 pages for the CV, as the system will not accept the upload of documents longer than 2 pages

Different CVs in case of the submission of two proposals within a call

Applicants have the possibility to submit two proposals. This may necessitate slightly different versions of the CV (publications specific to the proposals). In this case, the following procedure is recommended:

• Upload the CV for Proposal A in "PROFILE" (top menu)
• Go to "MY PROPOSALS & ROLES" (top menu)
• On this page in section "My roles" click on "Principal Investigator and Coordinator" of Proposal A
• In the page that opens click on the green button "Refresh from Profile"

Now, the CV is imported from your profile to Proposal A, and only to Proposal A! 

• Again, go to "PROFILE" (top menu), delete the existing CV and upload the new CV for Proposal B
• Go to "MY PROPOSALS & ROLES" (top menu)
• On this page in section "My roles" click on "Principal Investigator and Coordinator" of Proposal B
• In the page that opens click on the green button "Refresh from Profile"

As a result, Proposal A and B should have different CVs. 

Filling out the Chapters

The proposal is comprised of a number of chapters, each under a separated tab.

For WWTF Projects, it is: 

• Basic Information
• Personnel and Institutions
• Project
  
• References
• Budget
• Signatures

For the Vienna Research Groups, it is: 

• Basic Information
• VRG Leader & Proponent
• Host and Partner Institution(s)
• Work Programme
• Integration of the Proposed Group Leader
• Budget
• Uploads

Please read the call guidelines of the respective call for the specifics of these chapters.

A chapter with a red alert symbol indicates that it is incomplete. Within the marked chapter, click on the red symbol(s) beside individual sections to highlight the fields requiring attention.  A green checkmark symbol indicates that the information in the chapter is complete.

Please note that the symbols might not refresh immediately even if the information in the chapter is complete. Changing to another chapter and going back to the other will refresh the symbol. 

Budgeting and Eligible Costs

Please consider WWTF rules for eligible costs. 

Authorizing Signatures

Submission of the proposal requires the signatures of the authorized person(s) at the host institutions of each of the PI&C and co-PIs (“Authorization”).

• Please consult your institutional research services regarding the person mandated to sign the proposals and plan sufficient time to obtain their signatures.
• Enter the name of each authorized person in the online form. This information will be included in the PDF to be signed.
• Download the PDF using the link “You can generate the signature sheet here”.
• Signatures may be provided in various formats
  • Add a scanned or physical signature, and upload the form; or
  • Insert an electronic signature (e.g., A-Trust, Handysignatur) and upload the form. Please note that electronically signed PDFs cannot be merged into a single document.

Please ensure signatures are dated. Undated signatures will not be accepted.

Unlike proposals in the previous Legacy Submission System, signatures from the core team are no longer required in the new Funding Portal. Core team members agree by checking the terms online. 

Submit your Proposal

Once all symbols in all chapters are marked by green checkmarks, the proposal can be submitted. The “Submit” button is at the bottom of the “Signatures” chapter. 

The PI&C will receive an automatic confirmation email when the Funding Portal receives the completed submission. Please check your emails after hitting the submit button. If you do not receive a confirmation email, please get in touch with the Call Manager. 

You can access your submitted proposal as PDF on the page “My Proposals and Roles”. 

No changes are possible after the project has been submitted. After the indicated deadline, submission is no longer possible. Unsubmitted proposals will be excluded from the ensuing evaluation process and deleted shortly after the submission deadline.