What is a Full Proposal Check (FPC) by Ideal-ist and how does it work?
A Full Proposal Check (FPC) by Ideal-ist is a free, confidential service where proposal coordinators receive feedback on an advanced draft from experienced experts and National Contact Points (NCPs) before they submit to Horizon Europe. IDEAL‑IST has been running FPCs for many years, and it has become one of our core services for coordinators preparing proposals under Horizon Europe Cluster 4 (Digital).
The idea is simple: Coordinators submit an almost complete proposal draft and get comments that are as close as possible to a real evaluation, but at a moment when they can still improve the text. FPC events are organised roughly 4–6 weeks before relevant call deadlines for the Cluster 4 (Digital) topics covered by Ideal-ist. Coordinators apply via an online platform, and experts with matching profiles register their interest in providing feedback.
After the FPC registration deadline, Ideal-ist NCPs carry out a quick completeness check of all submitted drafts. In practice, we recommend that proposals are around 80% finished, so that evaluators can assess all main sections and give meaningful, structured feedback. Drafts that pass this check are assigned to two evaluators with complementary expertise, who review the proposal independently over the following days.
Around one week after the registration deadline, coordinators and evaluators are invited to an online feedback session (Figure 2) dedicated to each proposal. These sessions are moderated by Ideal-ist NCPs and usually last about two hours. During the first 30 minutes, the evaluators meet without the coordinator to discuss their findings and agree on a common view of strengths and weaknesses. The coordinator then joins the call, briefly pitches the project idea, and can clarify any open points. After this introduction, the evaluators present their comments section by section and the coordinator has the opportunity to ask questions and discuss improvement options.
Figure 1. How a Full Proposal Check (FPC) by Ideal-ist works
1) Register on the platform: Coordinators first register on the online FPC platform and indicate their availability for the feedback week. This creates the link between the proposal, the upcoming deadline and suitable experts.
2) Submit advanced draft: You upload an advanced Horizon Europe proposal draft (around 80% complete) for a covered Cluster 4 Digital topic. This level of maturity allows evaluators to provide meaningful, section‑by‑section feedback.
3) Completeness check: Ideal‑ist NCPs briefly check whether the draft is complete enough and fits the targeted topic. Only sufficiently developed proposals move on to the expert review stage.
4) Expert review: Two experienced Horizon Europe evaluators review each selected draft independently and form a joint view on strengths and weaknesses. Their assessment follows the official evaluation logic so that feedback is as close as possible to a real evaluation.
5) Live feedback session: In an online meeting moderated by NCPs, evaluators first align their views and then discuss their comments with the coordinator. The coordinator can ask questions, clarify points and use the feedback to improve the proposal before submission
The live feedback session is the final and most interactive step of the Full Proposal Check. It brings together evaluators, NCPs, and the coordinator for a structured online discussion on the proposal’s strengths, weaknesses, and possible improvements before submission.
Figure 2. How the Live Feedback Session works
A) Technical check by NCP: About 10 minutes before the meeting starts, the NCP carries out a short technical check of the online session to make sure everything is ready.
B) Experts discussion session: During the first 30 minutes, the two experts discuss the proposal and align their views, with the discussion led by the NCP facilitator.
C) Coordinators and silent observer join: After 30 minutes, the coordinator joins the meeting together with one silent observer (after being notified via phone by the NCP facilitator) and has up to 5 minutes to present the project idea, supported by one slide if needed.
D) Feedback and discussion: The experts then provide practical feedback on the proposal, explain what is missing or unclear, and discuss how it can be improved, for up to 40 minutes.
E) Wrap-up: In the final part of the session, the coordinator can ask questions and take part in the closing discussion.
How can I find out about the timing for the next FPC?
We try to plan FPC events early in the life of each call so that coordinators have enough time to organise their participation and to revise their drafts afterwards. Once an FPC event is scheduled, it appears in the Ideal-ist event calendar and is promoted through our usual communication channels, including social media and individual NCP offices. See the timing in Figure 1.
Who is present at the online feedback session?
The online feedback session brings together the key people involved in the Full Proposal Check (FPC) by Ideal-ist. It includes the proposal coordinator, evaluators and National Contact Points (NCP), with clearly defined roles to support a focused and confidential discussion on the proposal draft. These are:
- The NCP facilitator, who leads the feedback session.
- The NCP rapporteur, who prepares an internal report for follow-up purposes.
- NCP silent observers (up to 3 NCP).
- Experts (2 persons), who review the proposal draft and provide feedback.
- Coordinator (one person), who presents the proposal and joins the discussion.
- Silent observer (one person) from the coordinator’s side, usually from a partner organisation, who takes notes during the meeting.
Any questions?
If you have any questions regarding our Full Proposal Checks or if you are an experienced Horizon Europe evaluator interested in joining this activity, please contact Salko Kovačić at [email protected].