erasmus+ - europa · 2) detailed budget table (1/3) • respect the rules in the guideline, •...
TRANSCRIPT
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Erasmus+
Social Inclusion
Infoday
25 April 2017
How to prepare and submit an application? Call documentation and submission procedure
Michela t
Michela Beati and Dimiter Tzvetanov
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Outline
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1. Overview call documentation
2. Steps in the submission procedure
3. Application package
4. Which document required at which stage?
5. Tips and hints
1. Overview call documentation
• Announcement of Call for proposals (EACEA/07/2017) in 23 EU languages
• Call guidelines (EN/FR/DE)
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2. Steps in the submission procedure
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Steps 1 & 2: Register organisations (EU-Login-PIC)
Step 3: Select programmme, funding and participants -> eForm
Step 4: Fill in eForm
Step 5: Attach Annexes to eForm
Step 6: Validate the eForm
Step 7: Submit the eForm
Step 1
• Applicants must have an EU Login (formerly known as European Commission Authentication Service) account.
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Step 2
• Each organisation must register in the Participants’ portal and receive a Participant Identification Code (PIC).
1st page
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! each applicant organisation should use only one PIC code
2nd page
Step 3 • Create your official electronic application form (eForm)
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What to fill in before the eForm is created? 1. Create new application for funding
2. Input: Programme: Erasmus+
Funding opportunity: Call for Proposals 'EACEA-07-2017'
Language: English
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.
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Step 4
• Fill in the eForm
Important! Save the eForm on every step of the process!
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Step 5 • Attach eForm Annexes
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Step 6 - section C.3 Summary of the project
• Validate the eForm • 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:
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2 Options: 1) Errors to be fixed validate eForm again 2) No errors validation
If all errors have been resolved you will see the following pop-up message:
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Step 7 • Submit the eForm
The Submit this form button turns from grey to green when validation
has been carried out successfully.
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When you complete the process, the submission number will be added to the eForm:
You made it!
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1. Overview call documentation
2. Steps in the submission procedure
3. Application package
4. Which document required at which stage?
5. Tips and hints
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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)
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In parallel, read carefully: • Instructions for Applicants • eForm User Guide https://eacea.ec.europa.eu/sites/eacea-
site/files/proposal_submission_user_guide_generic_epp_2017_v1.4.pdf
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Electronic application Form - eForm (1/3) Part A - Identification of the applicant and if applicable other organisation(s) participating in the project
- Part A.1 - Organisation
- Part A.2 - Person responsible for the management of the application (contact person)
- Part A.3 - Person authorised to represent the organisation in legally binding agreements (legal representative)
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Electronic application Form-eForm (2/3)
Part B – Organisation and activities
- Part B.1 – Structure
- Part B.2 – Aims and activities of the organisation
- Part B.3 – Other EU grants
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Part C - Dates, Budget and Description of the Project
- Part C.1 - Dates and duration
- Part C.2 - Summary budget
- Part C.3 - Summary of the project
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Electronic application Form-eForm (3/3)
eForm Annexes
1) Detailed description of the project
2) Declaration of Honour
3) Budget
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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)
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1) Detailed project description (2/2)
PART 1. Applicants' presentation, role and operational capacity
PART 2. Priorities and topics of the call
PART 3. Award criteria
PART 4. Work plan and work packages
PART 5. Overview of consortium partners involved and resources required
PART 6. Overview of project expected result
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2) Detailed budget table (1/3)
• Respect the rules in the guideline,
• Spend time on your budget,
• All figures must be presented in Euros,
• All figures must be entered manually into the budget table
(no copy/paste and linking of tables)
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2) Detailed budget table (3/3)
• 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
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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 – details of the organisation (name, legal form, VAT, etc.) – the grant amount (not the whole application budget!) – project title – check in the "yes/no" boxes regarding the situation of exclusion – the Legal Representative name, function, signature, stamp of the
organisation and signature date
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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 organisation
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Timetable
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1. Overview call documentation
2. Steps in the submission procedure
3. Application package
4. Which document required at which stage?
5. Tips and hints
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4. Which document required at which stage?
• In the Participants' Portal – Legal entity form for all the partners – 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
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See also Model Grant Agreement
1. Overview call documentation
2. Steps in the submission procedure
3. Application package
4. Which document required at which stage?
5. Tips and hints
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5. Tips and hints (1/3) Project proposal
• Coherent
• Simple and clear
• Evidence based
• Rigorous in its planning
• Explicit
• Clearly-Defined
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5. 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
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5. 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!
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Links
• Official call https://eacea.ec.europa.eu/erasmus-plus/funding/social-inclusion-through-education-training-and-youth-eacea-072017_en
• Infoday event page https://eacea.ec.europa.eu/erasmus-plus/funding/infoday-call-eacea-172017-social-inclusion-through-education-training-and-youth_en
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Contact
For content questions:
For technical questions:
Good luck with your application!
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QUESTIONS AND ANSWERS!