EMI Deliverable Review Procedure

Date	Description
	Deliverable authors must use the deliverable template either in DOC or ODT format. Other formats are not supported. A PDF file can be submitted together with the DOC or ODT for convenience
30 days before submission	Authors send ToC to task leader, WP leader, and in case of technical plans to the PTB for internal approval, then to the EMI PO. The EMI PO forwards the document to the PEB and reviewers. If the authors are themselves task leaders or WP leaders, the document is sent only to the appropriate recipients
20 days before submission (or 10 days after previous step)	Authors send complete and high quality deliverable to task leader and WP leader, and in case of technical plans to the PTB for internal approval, then to the EMI PO. The EMI PO forwards the document to the PEB and reviewers. Reviewers can reject documents with missing or incomplete sections, bad formatting, excessive grammatical and spelling errors
15 days before submission (or 5 days after previous step)	PEB and reviewers send comments to authors and EMI PO using twiki-based review form (EmiDeliverableReviewTemplate). A new TWiki topic per each review must be created as a subtopic of the deliverable page. The comments to be tracked can be listed using the table in the template OR using the change tracking features of MS Word and attaching the document to the page
10 days before submission (or 5 days after previous step)	Authors send revised version to PEB and reviewers
5 days before submission (or 5 days after previous step)	PEB sends notification of final acceptance or motivated rejection to the authors
	Approved deliverables are converted to PDF by the EMI Project Office and published in the CDS/OpenAIRE document repository.
	If deliverable is rejected by the PEB, a new iteration starts. The EMI Project Office notifies the EC of the delay

Note on reviewer selection: Workpackage leaders are responsible for looking for appropriate competent deliverable reviewers external to their activities at least three months before the submission date. The reviewers have to be chosen taking into account the skills and technical knowledge required to understand and critically assess the document within the context of EMI. Possibly they should be chosen from a different WP than the one issuing the deliverable, with the exception of JRA1 where the extent and diversity of skills may allow for independent reviews within the same WP. Whenever appropriate or necessary, external reviewers should also be considered, especially when the deliverable concerns topics of relevance in the relationships of EMI with other projects or communities

The complete list of EMI deliverables is available here.

-- FloridaEstrella - 09-Jul-2010