Info Day on New Calls and Partner CaféBrussels, 8 September 2010

How to apply: Legal Framework - Application Form

(How to ensure that your proposal is eligible?)

Legal Framework 1/2

Programme specific

EC Regulations

• Council Regulation (EC) No 1083/2006

• Regulation (EC) No 1080/2006

• Commission Regulation (EC) No 1828/2006

Programme rules

• Operational Programme Document

• Programme Manual

• Agreement between the Member/Partner States-MA

Legal Framework 2/2

Project specific

• Subsidy Contract, including annexes such as:

• Approved application form and its annexes

• Resubmitted application form (if relevant)

• Annex III (if relevant)

• Project specification

• Partnership Agreement

Other general legal references

• Community rules: in particular in the field of competition, protection of the environment, equal opportunities between men and women, public procurement

• National rules: National rules applicable to the Lead/Project Partners

How to Apply – Application Form

Using a standard Application Form

• Part A: Administrative, Financial and Management related information (protected Excel file) + 2 charts

• PART B: Content related information, (Word file)• Annexes – solvency documents (in case of involvement of private

partners)

Application must

• Be completed in English• Be completed by using the provided files only• Be submitted any time during the time when the call is open• Be submitted electronically via e-mail AND via post (one original

signed and stamped and one copy)• Deadline for submission – 19 October 2010.

Application Form (1)

Application Form: PART A (Priority 2-3)

• Partnership information and financial overview

• Financial information on specific equipment and external

expertise

• Budget breakdown per work package and per budget lines

• Payment forecast

• Overview of working hours

• Management structure

• Partnership experience

• Chart describing interlinkages in the management structure

(separate document)

• Chart describing the audit trail

Application Form (2)

Application Form: PART B (Priority 2 and 3)

•Outline of the concept for addressing the research need and

description of the objectives of the proposed work

•Detailed breakdown of the work package activities

•Description of the scientific approach proposed

•Description of the dissemination activities foreseen

Application Form - PART A

- Protected excel file

- Filling in instructions

- Macros

- Interlinked sheets

- Color codes

- Drop down lists

- Cut/Paste function to be avoided

- Tick boxes

- Character limits

- Error messages

Error Messages

- The “Cover Sheet” and some of the other sheets include error messages

- In case a cell is not completed, or incorrectly completed an error message appears

- All error messages have to be cleared before submission

Instruction Sheet

- Please read the instruction sheet before filling in the form

Cover Sheet

- Select your priority first

- By selecting a priority the sheets are automatically adjusted

- Select a theme from the drop down list

- Complete the Acronym and the Title cells. They will be automatically shown in the following sheets

Color code helps you to fill in the cells correctly.

Financial Overview Sheet (1)

- Please consult with the documents of the Application Pack for the timing of the project

- You can add as many partners as you need. Please consider a sound and efficient management

- Please carefully select the legal status from the drop down menu

- In case of private partners, consult with the Application Pack for necessary solvency documents

Financial Overview Sheet (2)

- Indicate the budget foreseen for the Lead/Project Partners

- Budget is to be prepared on the basis of the activities needed to carry out project activities

- The indicated budget will appear automatically in the following sheets

Breakdown Equipment Sheet

- Please include here the equipment(s) per partner that are necessary for the project implementation

- For selecting a partner please use the drop down menu

- Please remember that only depreciation allowances are eligible

- The total equipment costs will be shown in the following sheets

- WP3 is not available if PR4 is selected

Breakdown External Expertise Sheet

- Please include here the external expertise per partner foreseen for the project implementation

- For selecting a partner please use the drop down menu

- Please remember that public procurement procedures must be complied with

- The total external expertise costs will be shown in the following sheets

- WP3 is not available if PR4 is selected

Breakdown Budget Line and WP Sheet

- Please break down the costs per budget line and per workpackage

- Staff costs have to be based on the number of working hours indicated in sheet 2 “Working Hours”

- WP3 “Dissemination” is not available if PR4 is selected

Payment Forecast Sheet

- Please plan the payment forecast of the project according to the recommended duration of the project

- Each payment claim covers a six-month period

- Please indicate the payment forecast of the partners coming from CH, NO, IS and FL separately in table B

Overview of Working Hours Sheet

- Please include here an overview of the working hours foreseen by the Lead and Project Partners

- Please make the calculation in working hours. No other unit will be accepted

Management Structures Sheet (1)

- Each project has to appoint a Project Coordinator and a Financial Manager. Please include their details in this section

- The appointment of a Project Manager and a Communication Manager is optional

Management Structures (2)

- Application Form Part A has to be accompanied with two charts:

1. Chart or diagram to visualizing interlinkages in relation to the management process (as required in point 3.5/b)

2. Chart or diagram to illustrating the financial flow and the audit trail (as requested in point 3.6 b)

- The two charts have to be sent as annexes to the Application Form Part A (both in original and in electronic versions)

Partnership Description Sheet

- Please indicate here the experience of the Lead Partner in project management

- The scientific competences and expertise of the Lead and Project Partners should be introduced here.

- This section is not available if PR4 is selected

Consistency Sheet

- Please eliminate error messages by selecting one of the tick boxes.

- Please complete the sections on EU horizontal policies

LP-Certification Signature Sheet

- Please tick all tick boxes to eliminate error messages

- Point 4 and 5 are not available if there are no partners involved apart form the LP

- This sheet of the Application Form has to be signed and stamped by the representative of the Lead Partner.

Checklist for Submission Sheet

- This checklist is to be completed before the submission of the application in order to ensure that all requirements listed below are fulfilled.

- Please tick all boxes in order to eliminate error messages.

Application Form Part B (Priority 2 and 3)

- Separate Word Document - Has to be clearly “anonymous”. - Must not include any reference or abbreviations to names of the

project partner institutions nor to the staff members or experts

In case any of the participating partners/experts/staff members can be identified, the application will be considered ineligible.

-Each of the four chapter can be described within the maximum number of pages indicated.

Each chapter will only be considered up to the allowed maximum number of pages.

Before Submission

Please make sure that:

- Application Form Part A is completed entirely- “Cover sheet” and all other sheets are cleared from error messages- The character limits are not exceeded- Correct information is selected from the drop down lists- Application Form is signed and stamped by the representative of the

Lead Partner - Charts 3.5/b and 3.6/b are attached- In case private partners are involved, the relevant solvency documents

are attached- Application Form Part B is completed- In case of Priority 2 and 3, Application Form Part B is clearly anonymous- Page limits are respected

Please verify that all points of the Submission Checklist are fulfilled!

Submission (1)

The application has to be submitted in both paper and electronic version by 19 October 2010

Paper version- Application Form Part A (signed and stamped)- Chart on management structure (as requested in point 3.5/b)- Chart on financial flow (as requested in point 3.6/b)- Application Form Part B- Solvency related documents (if private partners are involved)

Please send TWO PAPER VERSIONS of the application: one ORIGINAL and one COPY by mail/courier to the following address:

ESPON Coordination UnitCRP HT – BP 144L-4221 Esch sur AlzetteLuxembourg

The date of sending will be checked through the postal stamp on the envelope. Please ensure that sending date can be justified.

Submission (2)

Electronic version

- Application Form Part A (excel version)- Chart on management structure (as requested in point 3.5/b)- Chart on financial flow (as requested in point 3.6/b)- Application Form Part B- Solvency related documents (if private partners are involved)

Please send the electronic version of the application to:

application@espon.eu

An automatic reply will be sent in order to confirm the receipt of your application. Please carefully keep this message.

Deadline for submission of applications: 19 October 2010

Further Questions

For questions regarding procedures please send an e-mail to

procedures@espon.eu

Thank you for your attention.