Dear Mr Haeck,

We refer to your message of 11 November 2023 in which you make a request
for access to documents.

First of all, we apologize for the delay in responding to your message.
The reason was that your email was reported as spam and we did not became
aware of it until this Wednesday December 13, 2023. In order to avoid such
difficulties in the future, we recommend you to use for future requests
for access to documents, the platform EASE, specifically enabled for this
purpose. You can find the link [1]here.

In your request you asked for “any documentation, including internal
correspondence, relating to the funding call
HORIZON-EIC-2022-UKRAINIANTECH-01”.

Please be aware that your application concerns more than 180 documents,
with thousands of pages to be individually assessed. This assessment would
consist in the evaluation of their content by the Commission in light of
the exceptions of Article 4 of Regulation (EC) No 1049/2001, internal
consultations with multiple EU services, the redaction of each document
based on the comments received and the drafting and approval of the final
reply.

This assessment cannot be expected to be completed within the normal time
limits set out in Article 7 of Regulation (EC) No 1049/2001. The handling
of your request alone would require around 48 full-time working days of
one member of our staff, it would entail a considerable administrative
burden for our service and would appear as a disproportionate use of
public resources.

Article 6(3) of Regulation 1049/2001 provides that where an application
concerns a very large number of documents, the institution concerned may
confer with the applicant informally, with a view to find a fair solution.
Based on this provision, we would kindly ask you to specify what type of
documents you would be most interested in regarding the above-mentioned
call and to narrow down the scope of your request, so as to reduce it to a
more manageable amount of documents.

In order to help you with this exercise, please note that the following
categories have been identified below with our estimates based on the
number of pages of the documents falling under the scope of your request:

• 1) Proposals - 25 documents, around 6250 pgs.
• 2) Letters to the applicants informing of the ineligibility of their
proposals – 13 documents, around 26 pgs.
• 3) Contracts with the experts evaluating the call - 6 documents,
around 180 pgs.
• 4) Slides on the basis of which briefings were provided to the experts
 - 3 documents, around 120 pgs.
• 5) Individual evaluation reports (IERs) -  72 documents, around 432
pgs.
• 6) Consensus report for each of the 12 evaluated proposals – 24
documents, around 144 pgs.
• 7) 12 Evaluation outcome letters and 12 corresponding evaluation
summary reports (ESR) for each proposal evaluated  – 24 documents,
around 120 pgs.
• 8) Observer reports – 2 documents , 14 pgs.
• 9) Call evaluation report – 1 Document (8 pages) + Annexes (69 pages)
• 10) Revaluation - 2 documents, 3 pgs.
• 11) Grant agreement – 1 Document signed with the selected proposal
(around 200 pgs) and 47 documents related to the GA (Annexes, payment
letter, financial viability report, etc) Around 900 pgs.
• 12) Correspondence between EISMEA and the European Commission
concerning the call. – 8  Documents, around 60 pg.
• 13) Award decision - 2 Documents 3 pgs.

Based on the above-mentioned provision, we would kindly ask you to
specify, within five working days, your interest in the (parts of) the
documents you requested, and to whether you could reduce their
number/pages to a more manageable one. According to our first estimates,
and depending of the complexity of their assessment under Regulation
1049/2001, around 400 pages could possibly be dealt with within the
extended deadline of 30 working days.

Please consider that in the absence of a reply, or should it still be
considered very large, we will be forced to unilaterally restrict the
scope of your application to those parts that can be reasonably dealt with
within the deadline of 30 working days.

Please note that you have lodged your application via a private
third-party website, which has no link with any institution of the
European Union. Therefore, the European Commission cannot be held
accountable for any technical issues or problems linked to the use of this
system. The private third party running the AsktheEU.org website is
responsible and accountable for the processing of your personal data via
that website, and not the Commission. For further information on your
rights, please refer to the third party’s privacy policy. We also
understand that the third party running the AsktheEU.org website usually
publishes the content of applicants’ correspondence with the Commission on
that website. This includes the personal data that you may have
communicated to the Commission (e.g. your private postal address).
Similarly, the third party publishes on that website any reply that the
Commission will send to the email address of the applicants generated by
the AsktheEU.org website. If you do not wish that your correspondence with
the Commission is published on a private third-party website such as
AsktheEU.org, you can provide us with an alternative, private e-mail
address for further correspondence. In that case, the Commission will send
all future electronic correspondence addressed to you only to that private
address, and it will use only that private address to reply to your
request. You should still remain responsible to inform the private
third-party website about this change of how you wish to communicate with,
and receive a reply from, the Commission.

For information on how we process your personal data please visit our page
[2]https://ec.europa.eu/info/principles-and....

If you need assistance in clarifying or specifying your application, you
can contact us at the following email:
[3][email address] .

Yours sincerely,

RTD Access to documents team
European Commission
DG Research and Innovation
Common Legal Support Service

References

Visible links
1. https://ec.europa.eu/transparency/docume...
2. https://ec.europa.eu/info/principles-and...
3. mailto:[email address]

Dear Sir or Madam,

We hereby acknowledge the receipt of your request for access to documents
sent on 10/11/2023 and registered on 16/01/2024 under the case number
2024/0243.

We will handle your request within 15 working days as of the date of
registration. The time-limit expires on 06/02/2024. We will let you know
if we need to extend this time limit for additional 15 working days.

To find more information on how we process your personal data, please see
[1]the privacy statement.

Yours faithfully,

Directorate-General for Research and Innovation - Access to Documents
European Commission

References

Visible links
1. https://ec.europa.eu/info/principles-and...

Dear Mr.Haeck,

We are writing concerning your request for access to Commission documents
registered on 16 January 2024 under case number 2024/0243.

We are currently working on your request. However, we have not yet been
able to gather all the elements necessary to carry out a full analysis of
your request. We will not be able to send you the reply within the
prescribed time limit expiring today 6 February 2024. Kindly note that
some of the identified documents from third parties, which have been
consulted.

Therefore, in line with Article 7(3) of [1]Regulation (EC) No 1049/2001,
we need to extend this time limit by 15 additional working days.

We sincerely apologise for any inconvenience this may cause.

Kind regards,

RTD Access to Documents

References

Visible links
1. https://eur-lex.europa.eu/legal-content/...

Dear Mr. Haeck,

We are writing concerning your request EASE reference 2024/0243. We could
not complete the handling of your application within the extended time
limit, which expired yesterday, and we would like to apologize for this
delay.

Please be informed that we are working on your reply and we will send
it  to you as soon as possible.

Thank you very much for your understanding.

Kind regards,

RTD Access to Documents

Dear Mr Haeck,

Please find attached a message concerning your request for access to
Commission documents registered under the above case number 2024/0243.

Please acknowledge the receipt of this message by return email.

Kind regards,

RTD Access to Documents

Dear Mr. Haeck,

We are writing concerning your request for public access to Commission documents registered under reference number in subject.

On 17 April, DG R&I provided you with a final reply, registered under ref. Ares(2024)2807294, kindly asking you to acknowledge its receipt.

As we have not so far received any confirmation from you in this sense, we would be grateful if you could inform us as soon as possible.

Should you have any difficulties in accessing the documents provided, please do not hesitate to come back to us.

Thank you very much for your cooperation.

Kind regards,

DG R&I Access to documents