online submission of applications - homepage | eacea · online submission of applications workshop...
TRANSCRIPT
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Online Submission of
Applications
Workshop
Natasha Jovicic Bruno Breviglieri
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Overview
• EACEA Participant Portal
• European Commission Authentication System (ECAS)
• Participant Identification Code (PIC)
• Erasmus +: Sport e-Forms
• Most frequently made mistakes
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Access Participant Portal : EACEA main page
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http://eacea.ec.europa.eu/index_en.php
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http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html
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ECAS Account registration
• ECAS account creation is necessary to start the registration
• Registration takes 5 to 10 min !
• An email confirmation is sent
• Select ECAS 'external' domain (for people outside the Commission)
• Cookies must be enabled on our web browser 6
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EACEA Participant Portal
• Unique entry point for registration of Organisations willing to apply for the following programs:
- Erasmus+ - Creative Europe - Europe for Citizens - EU Aid Volunteers http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html
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Participant Identification Code (PIC)
• Organisations • + Full Partners • MUST register to receive a Participant Identification Code
(PIC of 9 digit numbers) before submitting a project proposal via the official e-Form START NOW : LONG VALIDATION PROCESS (min 40 days)
• No PIC no access to e-Forms
- Verify if you do not have an existing PIC - Collect all legal documents
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If lost : go to Support page, read the FAQ
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Organisation/Company – Search tool • The Search tool
allows to look if your organisation exists already in the database.
• If your organisation exists and has a PIC, no new one should be created.
• Please note that the database is common to other Commission services (example Research)
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Organisation/Company – Registration • If your organisation does not
exists, it can be created by chosing the "Register organisation" button.
• The botton will redirect to the unique registration facility.
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Welcome page Unique Registration Facility (URF)
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Organisation – legal address registration
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Organisation – contact data registration • Contact data
are the general contacts of an organisation, not the ones related to a particular project.
• Contact person will be contacted in case of questions related to organisation or before validation
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Selection of specific programme: Eramus+
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Registration of Programme specific information
• For each programme, different organisation types will be presented.
• After this last step, you will be redirected to the previous screen and you can click on "Finish your registration".
• An email with the PIC number will be send to the email mentioned in the contact address.
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Participant Portal – See My Organisations
• All organisations created with the ECAS account will be visible in the "My organisation" tab.
• In order to modify the organisation data or to upload official documents, click on Modify Organisations (MO)
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Organisation – modify data, add supporting documents
• Supporting documents related to the organisation can be uploaded (official registration documents, VAT documents, annual Balance sheets, etc)
• Check the call documentation to see which documents need to be uploaded.
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Sport e-Forms
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Subscribe to EACEA RSS feed : up to date with the latest news and documents published on a website, no browsing, info comes to you in real time !
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When is the E-form published? RSS feed
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E+: Sport calls
Funding pages: http://eacea.ec.europa.eu/erasmus-plus/funding_en
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Create your e-Form
Do not wait till 14 May 2015
Prepare also your annexes early budget, description etc…
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https://eacea.ec.europa.eu/PPMT/
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e-Form creation – select your call sport
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Insert your PIC & choose the applicant organisation and partners
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Verify if partnership is correct and create pre-filled application form
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Save Regularly
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Once created pop up message to save the e-Form (CTRL and S or save button) immediately to your local computer or network drive
Otherwise you loose everything including PIC info
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Attachments and Validation
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Add the completed compulsory annexes
10MB total limit to the total size
Click on Validation button only once finalised !
If problems error list, modify, revalidate
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Submission
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Submit, Click on YES, it save it without changing the file name
No possibility to change anything
Write down your Submission application number (appears also in the footer)
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General mistakes
• No electronic application sent • Application sent after deadline • Mandatory fields not filled in • Application not valid for submission • Technical problems not reported before
deadline
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eForm - mistakes
• PIC – each partner of collaborative partnership
• Not all information about partners come automatically from PIC
• Eligibility period
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Application - general mistakes
• Use of compulsory templates • Submitted empty documents • 12 pm - midday (not midnight) CET –
Brussels time • Read the Guidelines for applicants • Read the FAQ
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Declaration of honour - mistakes • Not signed • Signed by other person than the one in the
eForm • Mandatory fields not filled in, no stamp • Information not readable • Different amount of grant requested than in
the eForm
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Budget - mistakes
• Not balanced • Not complete • Vague, missing detailed information about
costs • Several budgets (per partner) • Not in line with the eForm
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Collaborative Partnership – mistakes
• Non-profit organisations vs. profit organisations
• Programme vs. Partner Countries
• Partner Countries vs. partner organisations
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Collaborative Partnership – mistakes
• Duration of activities in the project description does not correspond to the one in the eForm
• Partnership composition (applicant, partners)
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Not-for-profit European Sport Events - mistakes
• The events are only for applicants and participants from Programme Countries
• The number of participants from at least 3 or 12 Programme Countries
• The sending organisations must be clearly identified in the eForm
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Sport Unit: [email protected] http://eacea.ec.europa.eu/erasmus-plus/actions/sport PIC validation: [email protected] E-form technical problems: Tel: +32 229 90705 (8h30 to 17h) [email protected]
Contacts