Barbara Hermans Languages Programme Manager & Prospective - - PowerPoint PPT Presentation

How to prepare and submit an application?

Call documentation and submission procedure

Barbara Hermans

Languages Programme Manager & Prospective Initiatives Project Advisor

Call documentation

Outline

• 1. Overview call documentation
• 2. Steps in the submission procedure
• 3. Application package
• 4. Which document required at which

stage?

• 5. Tips and hints

Call documentation

• 1. Overview call documentation
• 2. Steps in the submission procedure
• 3. Application package
• 4. Which document required at which

stage?

• 5. Tips and hints

Call documentation

• Announcement of Call for proposals

(EACEA/33/2014) in 23 EU languages

• Call guidelines (EN/FR/DE)

1.Overview call documentation

Overview of the call documentation

Call documentation

• 1. Overview call documentation
• 2. Steps in the submission procedure
• 3. Application package
• 4. Which document required at which

stage?

• 5. Tips and hints

Call documentation

Steps 1 & 2: Register organisations (ECAS-PIC) Step 3: Select programmme, funding, language and participants -> eForm Step 4: Fill in eForm Step 5: Attach Annexes to eForm Step 6: Validate the eForm Step 7: Submit the eForm

Steps in the submission procedure

• 2. Steps in the submission procedure

Call documentation Step 1

• Each applicant must have an ECAS account √

Steps in the submission procedure

Call documentation Step 2

• Each organisation must register in the Participants’ portal and

receive a Participant Identification Code (PIC).

1st page

√

Steps in the submission procedure

! each applicant organisation should use only one PIC code

Documents to be uploaded in the Participants' portal:

• 1. Legal entity form for all the partners
• 2. Financial identification form duly completed

and certified by the bank (for applicant organisation

• nly)
• 3. VAT registration (when applicable)

Steps in the submission procedure

2nd page

Call documentation

Steps in the submission procedure

Step 3

• Create your official electronic application form (eForm) √

Call documentation

• 1. Create new application for funding
• 2. Input:

 Programme: Erasmus+  Funding opportunity: Call for Proposals 'EACEA-33-2014'  Language: English/German/French  List of participating organisations (PIC numbers)

• 3. Create eForm

Important! Once you have created your application form, it is not possible to switch the role of Applicant Organisation to a different organisation.

√

Steps in the submission procedure

What to fill in before the eForm is created?

Call documentation Step 4

Steps in the submission procedure

• Fill in the eForm √

Important! Save the eForm

• n every step of the process!

Call documentation Step 5

Steps in the submission procedure

• Attach eForm Annexes √

Call documentation

The Validate Form button appears at the bottom right of every page of the form. It is recommended that you do not validate the form until you have finished completing it The errors will be highlighted in pink:

Step 6

• Validate the eForm

√

Steps in the submission procedure

Call documentation

If all errors have been resolved you will see the following pop-up message:

• 2 options:

– errors to be fixed validate eForm again – No errors validation

√

Steps in the submission procedure

Call documentation

The Submit this form button turns from grey to green when validation has been carried out successfully.

Step 7

• Submit the eForm √

When you complete the process, the submission number will be added to the eForm:

Steps in the submission procedure

Call documentation You made it !

Steps in the submission procedure

Call documentation

• 1. Overview call documentation
• 2. Steps in the submission procedure
• 3. Application package
• 4. Which document required at which

stage?

• 5. Tips and hints

Call documentation

Application Package

3.Application package:

• What? eForm and Annexes
• 1. Detailed project description
• 2. Detailed budget table
• 3. Declaration on Honour and

Mandate letters (as one single document)

Call documentation

Application Package

In parallel, read carefully:

• Instructions for Applicants
• eForm User Guide

https://eacea.ec.europa.eu/erasmus-plus/funding/forward- looking-cooperation-projects-2015_en

Call documentation

Part A - Identification of the applicant and

• ther organisations participating in the project
• Part A.1 - Organisation
• Part A.2 - Contact Person
• Part A.3 - Legal Representative

Application Package

Electronic application Form - eForm (1/3)

Call documentation

Part B – Description of the project

• Part B.1 – Summary of the project
• Part B.2 – Horizontal and Sectoral Priorities and

Topics

• Part B.3 – Dates and Languages
• Part B.4 – Budget

Application Package

eForm (2/3)

Call documentation

Part C - Specific information related to Forward-Looking Cooperation Projects

• Part C.1 Call priorities addressed

Application Package

eForm (3/3)

eForm allows multiple priorities. You may tick several priorities but you have to indicate your main priority in the comment box

Call documentation eForm Annexes

1) Detailed project description 2) Detailed budget table 3) Declaration on Honour 4) Mandate letters as one single attachment

Application Package

Call documentation 1) Detailed project description

(1/2)

• Use the same language as in the eForm
• Fill in all text fields in all sections
• Respect the word limit
• Limit the use of pictures and diagrams to avoid problems during

submission (the maximum capacity of the Application Package (eForm + annexes = 10 MB)

Application Package

Call documentation Detailed project description (2/2)

PART 1. Applicants' presentation, role and operational capacity PART 2. Award criteria PART 3. Work plan and work packages PART 4. Overview of consortium partners involved and resources required PART 5. Overview of project expected results

Application Package

Call documentation 2) Detailed budget table (1/4)

• Use the latest budget sheet available on the call website –

check this before submission (date mentioned in the left hand corner at the bottom of the budget)

• The forecasted budget must be complete, in balance and

clearly state all the eligible costs

• Applicants not established in the «Euro zone» must use the

exchange rate published in the Official Journal of the European Union on date of publication of the Call.

Application Package

Call documentation

Call documentation Detailed budget table (3/4)

• Complete only the light green cells
• Respect the rules and thresholds that apply to some of the costs
• All figures must be presented in Euros, but no currency symbol is

required: enter only whole numbers

• All figures must be entered manually into the budget table (no

copy/paste and linking of tables)

• Sheet 1 (Consolidated Budget) should be completed before the
• ther sheets
• The form is available in three languages (English, French or

German)

Application Package

Call documentation Detailed budget table (4/4)

• Sheet 1: Consolidated Budget
• Sheet 2: A. Staff
• Sheet 3: B1. Travel and subsistence
• Sheet 4: B2. Equipment
• Sheet 5: B3 Subcontracting
• Sheet 6: B4 Other
• Sheet 7: Indirect costs
• Sheet 8: Revenue
• Sheet 9: Countries list, this list is for your information and nothing

to be filled in

Application Package

Call documentation 3) Declaration on honour

• for applicant organisation only
• attests to applicants' status as a legal person and to their

financial and operational capacity to complete the proposed activities Fill in:

– the Legal representative name – the grant amount (not the whole application budget!) – project title – private or public status of the applicant organisation – the Legal Representative name, function, signature, stamp of the

• rganisation and signature date

Application Package

Call documentation 4) Mandate letters

• filled in by each organisation listed in the eForm, except the

applicant organisation

• give mandate to the applicant organisation for the Grant Agreement
• signed and stamped by the Legal Representative of each partner
• rganisation

Application Package

Call documentation

Call documentation

• 1. Overview call documentation
• 2. Steps in the submission procedure
• 3. Application package
• 4. Which document required at which

stage?

• 5. Tips and hints

Call documentation

• 4. Which document required at which stage?
• In the Participants' Portal:

– Legal entity form for all the partners – Financial identification form duly completed and certified by the bank (for applicant

• rganisation only)

– VAT registration (when applicable)

• In the Application package:

– eForm – Detailed project description – Detailed budget table – Declaration on Honour and Mandate letters

• Before signing the grant agreement

– Financial capacity form – Accounts 3 last years

See also Model Grant Agreement

Required Documents

Call documentation

• 1. Overview call documentation
• 2. Steps in the submission procedure
• 3. Application package
• 4. Which document required at which

stage?

• 5. Tips and hints

Call documentation

• 5. Tips and hints (1/3)

Project proposal

• Coherent
• Simple and clear
• Evidence based
• Rigorous in its planning
• Explicit
• Clearly-Defined

Tips and hints

Call documentation Tips and hints (2/3)

Partnership

• skilled project manager and team
• clear idea of the ideal mixture of skills to form partnership
• Ensure that partner involvement in the project proposal

(work packages and budget) has been fully discussed and agreed

• Partners who provide low quality input to the drafting of the

application may not provide high quality input into the project!

• co-operates on every step of the process

Tips and hints

Call documentation Tips and hints (3/3)

Advice on completing the form

• Have the project idea firmly in mind before completing

the documentation

• Take time to understand the different steps of

submission, how the form and annexes are constructed

• Allow time for drafting and reviewing and redrafting the

texts

• Test your draft application on an outsider
• It is a time-intensive process and will require dedicated

staff time

• Don’t wait until the last minute of the last day before

submitting the eForm

Tips and hints

Call documentation Links

• Official call

https://eacea.ec.europa.eu/erasmus-plus/funding/forward-looking- cooperation-projects-2015_en

• Details on Key Action 3: Support for Policy Reform - Prospective

initiatives – Forward-Looking Cooperation Projects : http://eacea.ec.europa.eu/erasmus-plus/actions/key-action-3- support-for-policy-reform/prospective-initiatives/forward-looking- cooperation-projects_en

Call documentation Contact

For content questions: EACEA-Policy-Support@ec.europa.eu For technical questions: EACEA-helpdesk@ec.europa.eu Good luck with your application !