How to submit a file and documents to EC Research

General remarks

• A file can only be declared admissible on the basis of electronic documents.
• A file can only be received on Fridays before 12 noon and on other working days before 5 p.m. Applications received afterwards will be considered as having been received on the next working day.

Guidelines for electronic submission

Guidelines for submission on CD-ROM

• The CD-ROM must contain an electronic version of all submitted documents.
• For documents that need to be signed (cover letter, application forms of involved services, protocol signature page, CVs, last page of the EudraCT form, insurance certificate), a scanned copy with signature should be placed on the CD-ROM.
• The CD-ROM should be labelled with the study title/name and email address of the principal investigator of UZ Leuven/protocol number/possibly EudraCT or S-number.
• The electronic documents must be broken down over specific folders (files). See "Folder structure for drawing up file at EC research".
• You will receive proof of receipt of your CD-ROM by email.
• A file can only be declared admissible if it has been submitted completely and correctly.
• After inspecting the documents, an overview of the missing documents will be emailed in case of an incomplete submission (inadmissible file).
• After inspection of the documents, in the event of complete submission (admissible file) the procedure provided for by law will be started (whereby the date of admissibility = day 0).

Guidelines for submission by mail (max. 2 mails per submission) and via Eudralink

• Submission of documents via Eudralink is accepted. Submissions via any other password-protected website are not accepted.
• The various documents contained in the file (see the pages of this website related to 'drawing up the file') are added in different attachments to an email to ec@uzleuven.be. This may be done using a zip-file.
• A reference of the study (S-number, protocol no., EudraCT number, etc.) is included in the subject of the email.
• The documents for which a signature is required (cover letter, application forms of the departments in question, CV of the investigator, possible EudracT form) are scanned before attaching.
• The electronic attachments must be given a name (file name) referring to the respective content of each file.
• You will receive proof of receipt of your email and attachments by reply to your email.
• An electronic file can only be declared admissible if it has been submitted fully and correctly.
• After inspecting the documents, an overview of the missing documents will be emailed in case of an incomplete submission (inadmissible file).
• After inspection of the documents, in the event of complete submission (admissible file) the procedure provided for by law will be started (whereby the date of admissibility = day 0).