Restricted Call for Proposals EACEA 44-2014

Support for the National Working Groups for the implementation at national level

of the Structured Dialogue with young people and youth organisations

Erasmus+ 2014-2020

Annual Grant 2015

Action 3.72 (2015 Erasmus+AWP C (2014)6856 of 30 September 2014)

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1. INTRODUCTION In accordance with the Regulation of the European Parliament and of the Council establishing Erasmus+: the Union Programme for Education, Training, Youth and Sport and repealing Decisions n° 1719/2006/EC, n° 1720/2006/EC and n° 1298/2008/EC, the present document lays down the tasks to be performed by the National Working Groups during the period from 1 January 2015 to 31 December 2015. The National Working Groups shall implement the tasks in accordance with the following reference documents:

The provisions of the Erasmus+ Programme as defined by the Regulation of the European Parliament and the Council;

The provisions of the Financial Regulation applicable to the general budget of the European Union and its Implementing Rules;

The 2015 annual work programme on grants and contracts for the Erasmus+ Programme (European Commission [C(2014)6856] of 30 September 2014);

The Council Resolution of 27 November 2009, on a renewed framework for European cooperation in the youth field – The EU Youth Strategy (2010-2018);

The Council Resolution of 20 May 2014 on the Overview of the Structured Dialogue process including Social Inclusion of Young People;

2. OBJECTIVES The annual grant to be provided to National Working Groups is an outcome of the review of the Structured Dialogue organised by the European Commission in 2013 and takes into account conclusions adopted during the review process. Whilst acknowledging the autonomy of National Working Groups, the annual grant provides each National Working Group with new funding, which it should use to strengthen the conduct and management of the process at national level.

In particular, National Working Groups must increase the outreach of the process, enhance its visibility and promotion, and monitor the follow-up in their respective Member States to outcomes of Structured Dialogue. National Working Groups must also report on the execution of the grant awarded in 2015 and its performance in achieving these objectives.

The designated body representing the National Working Group should submit a 2015 action plan to the Education, Audiovisual and Culture Executive Agency (EACEA), which relates to the objectives referred to above and the details listed below, which take into account the provisions of the Council Resolution on the Overview of the Structured Dialogue Process including Social Inclusion of Young People, adopted on 20 May 2014.

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Note: the present invitation and the application forms refer to the notion of "project". This term is meant in a broad sense and corresponds to the activities proposed by the National Working Groups to achieve the objectives they have set in their respective countries for the Structured Dialogue and the tasks they will carry out in line with the details below.

Tasks General tasks:

• The National Working Groups should act as an ambassador of the Structured Dialogue and represent the process in the Member State concerned.

• Produce an action plan of activities for 2015.

• Ensure a representative membership of the National Working Group that is capable of dealing with the overall thematic priority, establish links to regional/local levels and take account of the cross-sectoral dimension of EU youth policy.

• Ensure adequate preparation of all national youth delegates nominated to participate in the EU Youth Conferences to be organised in 2015 by the Council presidencies of Latvia and Luxembourg and in a Structured Dialogue event to be organised as an integral part of the 2015 European Youth Week.

Specific tasks – National Working Groups are expected to work on the tasks outlined below: Outreach and consultations

• Extend the outreach of the Structured Dialogue to ensure the active involvement of youth, including those who have not previously participated in the process. The participation in the Structured Dialogue must be open to all young people.

• Seek the assistance of youth researchers and youth workers in their efforts to increase the outreach of the process.

• Where appropriate, invite youth information and youth work networks to support the National Working Groups in their efforts to reach out to more young people.

• Manage and conduct successfully, including possibly the use of the on-line participation platform through the European Youth Portal, the main consultation of the Structured Dialogue cycle on "youth empowerment", which was launched

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at the EU Youth Conference in Rome (13-15 October), including reporting on the outcomes of the consultation and any follow-up to the consultation during the Latvian and Luxembourg presidencies, as well as any consultation exercise linked to a Structured Dialogue event to be organised as an integral part of the 2015 European Youth Week.

• Ensure an adequate national preparation of the EU Youth Conferences to be hosted by the Latvian and Luxembourg Presidencies and of a Structured Dialogue event to be organised as an integral part of the 2015 European Youth Week by organising meetings/discussions with youth representatives, representatives of public authorities and other relevant experts. Further details will be provided by the European Steering Committee.

Visibility

• Provide a greater visibility of the Structured Dialogue through relevant communication products and channels, including the European Youth Portal.

• Ensure a promotion at national level of the Structured Dialogue during the 2015 European Youth Week.

• Participate in the Structured Dialogue platforms through the European Youth Portal and Yammer and provide relevant information on the European Youth Portal and other relevant portals.

• Cooperate, whenever appropriate, with youth information networks, such as EYCA, ERYICA and Eurodesk.

• Submit, if required, proposals for a creative and participatory process to develop a common and improved European visibility of the Structured Dialogue, which will allow for a national and European branding of the process.

• Provide a contribution to a mapping exercise of all National Working Groups.

Monitoring and feedback

• Provide feedback at national level on the Structured Dialogue outcomes and developments to all participants in the process.

• Prepare a report, if deemed appropriate with the assistance of researchers, to the European Steering Committee on follow-up to the Structured Dialogue outcomes at national level.

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3. TIMETABLE

The timetable envisaged by the Agency is as follows:

7 November 2014 Sending of the invitation to designated beneficiaries

16 December 2014 Deadline for submission of the proposals (action's description/budget/administrative documents, see below for more details)

January-February 2015 Examination of the proposals / Financing Decision

From February 2015 onwards Contractualisation and pre-financing

The eligibility period starts on 1 January 2015 and ends on 31 December 2015, although the Financing Decision for the present invitation and the individual Grant Decisions for each beneficiary organisation will be signed after the start of the eligibility period. These are the dates to be indicated in section 'C.1 Dates and duration' of the electronic application form (eForm).

4. AVAILABLE BUDGET

The total budget earmarked for the co-funding of the National Working Groups following the annual work programme (European Commission [C(2014)6856] of 30 September 2014) is estimated at EUR 1 033 473. Details regarding the maximum EU contribution per National Working Group are provided hereafter.

Countries Maximum EU contribution to the National Working Groups

budget (€) Austria 30 000

Belgium (DE) 3 134.41 Belgium (FR) 16 337.13 Belgium (NL) 24 001.46

Bulgaria 30 000 Croatia 30 000 Cyprus 30 000

Czech Republic 30 000 Denmark 30 000 Estonia 30 000 Finland 30 000 France 60 000

Germany 60 000 Greece 30 000 Hungary 30 000 Ireland 30 000

Italy 60 000

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Latvia 30 000 Lithuania 30 000

Luxembourg 15 000 Malta 15 000

Netherlands 30 000 Poland 60 000

Portugal 30 000 Romania 60 000 Slovakia 30 000 Slovenia 30 000

Spain 60 000 Sweden 30 000

United Kingdom 60 000 TOTAL 1 033 473

The Agency reserves the right not to allocate all the funds available. The EU contribution will only be made available to the National Working Groups under condition that it is matched by a non-EU contribution of at least 20% of the total budget (maximum co-funding of the EU: 80%).

5. ADMISSIBILITY REQUIREMENTS Applications shall comply with the following requirements:

- They must be sent no later than the deadlines for submitting applications referred to in section 3 of the present "invitation".

- They must be submitted in writing (see section 14 of the present invitation), using the electronic application form (eForm).

- They must be drafted in one of the EU official languages, although it is preferable to draft them in one of the Commission’s working languages (English, French, and German) to speed up the selection and the preparation of the Grant Decisions..

Please note that only typed applications will be considered. The application form must be accompanied by a description of the project activities, a balanced budget and a Declaration of Honour. Failure to comply with those requirements will lead to the rejection of the application. In order to submit an application, applicants must provide their Participant Identification Code (PIC) in the application form. The PIC can be obtained by registering the organisation in the Unique Registration Facility (URF) hosted in the Education, Audiovisual, Culture, Citizenship and Volunteering Participant Portal. The Unique Registration Facility is a tool shared by other services of the European Commission. If an applicant already has a PIC that has been used for the previous restricted call for proposals under the Structured Dialogue (action 3.72) or other

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programmes (for example the Research programmes), the same PIC is valid for the present restricted call for proposals. The Participant Portal allows applicants to upload or update the information related to their legal status and attach the requested legal and financial documents.

See section 14.1 for more information.

6. ELIGIBILITY CRITERIA

The National Working Groups are eligible according to the EAC 2015 annual work programme for the Erasmus+ programme (European Commission [C(2014)6856] of 30 September 2014).

7. EXCLUSION CRITERIA

7.1. Exclusion from participation

Applicants will be excluded from participating in the restricted call for proposals procedure if they are in any of the following situations: (a) they are bankrupt or being wound up, are having their affairs administered by

the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

(b) they or persons having powers or representation, decision making or control over them have been convicted of an offence concerning their professional conduct by a judgment of a competent authority of a Member State which has the force of res judicata;

(c) they have been guilty of grave professional misconduct proven by any means which the responsible authorising officer can justify including by decisions of the EIB and international organisations;

(d) they are not in compliance with their obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the responsible authorising officer or those of the country where the grant agreement is to be performed;

(e) they or persons having powers or representation, decision making or control over them have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such an illegal activity is detrimental to the Union' financial interests;

(f) they are currently subject to an administrative penalty referred to in Article 109(1) of the Financial Regulation.

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7.2. Exclusion from award

Applicants will not be granted financial assistance if, in the course of the grant award procedure, they: (a) are subject to a conflict of interests; (b) are guilty of misrepresentation in supplying the information required by the

Agency as a condition of participation in the grant award procedure, or fail to supply this information;

(c) find themselves in one of the situations of exclusion referred to in the above section 7.1.

Administrative and financial penalties may be imposed on applicants, or affiliated entities where applicable, who are guilty of misrepresentation or are found to have seriously failed to meet their contractual obligations under a previous grant award procedure.

8. SELECTION CRITERIA Applicants must submit a declaration on their honour, completed and signed, attesting to their financial and operational capacity to complete the proposed activities.

8.1. Financial capacity

Applicants must have stable and sufficient sources of funding to maintain their activity throughout the period during which the action is being carried out or the year for which the grant is awarded and to participate in its funding. The applicants' financial capacity will be assessed on the basis of the declaration on their honour to be submitted with the application. Please note that the verification of the financial capacity shall not apply to public bodies or international organisations.

8.2 Operational capacity

Applicants must have the professional competencies as well as appropriate qualifications necessary to complete the proposed action or work programme. In this respect, applicants have to submit a declaration on their honour.

9. AWARD CRITERIA The following award criteria will be applied:

• Relevance of the project • Quality of the project design and implementation • Impact and dissemination

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The award of action grants shall be subject to the principles of transparency and equal treatment. Applications that pass the eligibility, exclusion and selection criteria, as described in the present restricted call, will be awarded, provided the cost/efficiency of the proposed action plan.

10. LEGAL COMMITMENTS In the event of a grant awarded by the Agency, a Grant Decision, drawn up in euro and detailing the conditions and level of funding, will be sent to the beneficiary, as well as the procedure in view to formalise the obligations of the parties. The Decision must not be returned to the Agency. A model of the Grant Decision can be found on the Agency website together with the present restricted call: http://eacea.ec.europa.eu/erasmus-plus/funding_en (see under 'Call notice') Moreover, the general conditions applicable to the decision are available in the 'Documents register' of the Agency website: http://eacea.ec.europa.eu/about/documents/calls_gen_conditions/R2_grant-decision-action-mono-en_07-03-2013.pdf As regards Grant Decisions, beneficiaries understand that: Submission of a grant application implies acceptance of these General Conditions. These General Conditions bind the beneficiary to whom the grant is awarded and shall constitute an annex to the Grant Decision. Please note that the award of a grant does not establish an entitlement for subsequent years.

11. FINANCIAL PROVISIONS

11.1. General Principles

a) Non-cumulative award An action may only receive one grant from the EU budget. In no circumstances shall the same costs be financed twice by the European Union budget. To ensure this, applicants shall indicate in the application form the sources and amounts of European Union funding received or applied for the same action or part of the action or for its functioning during the same financial year as well as any other funding received or applied for the same action.

b) Non-retroactivity

No grant may be awarded retrospectively for actions already completed.

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A grant may be awarded for an action which has already begun only where the applicant can demonstrate the need to start the action before the Grant Decision is notified. In such cases, costs eligible for financing may not have been incurred prior to the date of submission of the grant application.

c) Co-financing

Co-financing means that the resources which are necessary to carry out the action may not be entirely provided by the EU grant. Co-financing of the action may take the form of:

− the beneficiary's own resources,

− income generated by the action,

− financial contributions from third parties. Co-financing may also take the form of in-kind contributions from third parties, i.e. non-financial resources made available free of charge by third parties to the beneficiary or to the consortium. The corresponding costs are not eligible.

d) Balanced budget

The estimated budget of the action is to be attached to the application form. It must have revenue and expenditure in balance. The budget must be drawn up in euros. Applicants which foresee that costs will not be incurred in euros shall use the monthly exchange rate published on the Infor-euro website available at http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm on the date of the publication of this invitation.

e) Implementation contracts/subcontracting Where the implementation of the action requires the award of procurement contracts (implementation contracts), the beneficiary must award the contract to the bid offering best value for money or the lowest price (as appropriate), avoiding conflicts of interests and retain the documentation for the event of an audit. Entities acting in their capacity of contracting authorities in the meaning of Directive 2004/18/EC1 or contracting entities in the meaning of Directive 2004/17/EC2 shall abide by the applicable national public procurement rules. Sub-contracting, i.e. the externalisation of specific tasks or activities which form part of the action as described in the proposal and which cannot be performed by the beneficiary itself must satisfy the conditions applicable to any implementation contract (as specified above) and in addition to them the following conditions:

1 http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2004:134:0114:0240:en:PDF

2 http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2004:134:0001:0113:en:PDF

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- it may only cover the implementation of a limited part of the action; - it must be justified having regard to the nature of the action and what is necessary for its implementation; - it must be clearly stated in the proposal or prior written authorisation from the Agency must be obtained.

f) Financial support to third parties.

The applications may not envisage provision of financial support to third parties. 11.2 Funding forms – Reimbursement of eligible costs in combination with flat

rate covering overheads

The grants financed through reimbursement of eligible costs in combination with flat rate covering overheads are calculated on the basis of a detailed estimated budget, indicating clearly the costs that are eligible for EU funding.

Maximum amount requested Financial contribution from the EU cannot exceed 80% of the total costs. Consequently, part of the total eligible expenses entered in the estimated budget must be financed from sources other than the Union grant. The amount of the own resources indicated in the revenue part of the estimated budget is regarded as secured, and the same %, as a minimum, must be entered in the revenue section of the final account. The grant amount may neither exceed the eligible costs nor the amount requested. Amounts are indicated in euros. Acceptance of an application by the Executive Agency does not constitute an undertaking to award a grant equal to the amount requested by the beneficiary.

Contributions in kind

The external co-financing may be made up of contributions in kind in order to cover other costs necessary to carry out the project. Such contributions must not exceed: - either the costs actually borne and duly supported by accounting documents; - or, in the absence of such documents, the costs generally accepted on the market in question. In-kind contributions shall be presented separately in the estimated budget to reflect the total resources allocated to the action. Their unit value is evaluated in the provisional budget and shall not be subject to subsequent changes. In-kind contributions shall comply with national tax and social security rules.

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Eligible costs

Eligible costs are costs actually incurred by the beneficiary of a grant which meet the following criteria:

− They are incurred during the duration of the action as specified in the Grant Decision, with the exception of costs relating to final reports and certificates.

The period of eligibility of costs will start as specified in the Grant Decision. Under no circumstances can the eligibility period start before 1 January 2015 (see section 10.1b).

− They are indicated in the estimated overall budget of the action; − they are incurred in connexion with the action which is the subject of the grant and

are necessary for the implementation of the action; − they are identifiable and verifiable, in particular being recorded in the accounting

records of the beneficiary and determined according to the applicable accounting standards of the country where the beneficiary is established and according to the usual cost-accounting practices of the beneficiary;

− they comply with the requirements of applicable tax and social legislation; − they are reasonable, justified, and comply with the requirements of sound financial

management, in particular regarding economy and efficiency. The beneficiary's internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the action with the corresponding accounting statements and supporting documents. Eligible direct costs: The eligible direct costs for the action are those costs which, with due regard for the conditions of eligibility set out above, are identifiable as specific costs directly linked to the performance of the action and which can therefore be booked to it directly, such as:

− the costs of personnel working under an employment contract with the applicant or equivalent appointing act and assigned to the action, comprising actual salaries plus social security contributions and other statutory costs included in their remuneration (as specified on the payroll of the organisation), provided that these costs are in line with the applicant's usual policy on remuneration. NB: this cost must be actual cost incurred by the beneficiary These costs may include additional remuneration, including payments on the basis of supplementary contracts regardless of their nature, provided that it is paid in a consistent manner whenever the same kind of work or expertise is required and independently from the source of funding used; The corresponding salary costs of personnel of national administrations are eligible to the extent that they relate to the cost of activities which the relevant public authority would not carry out if the project concerned was not undertaken;

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− subsistence allowances (for meetings at national level, including kick-off meetings where applicable, etc.) provided that these costs are in line with the beneficiary's usual practices;

− costs of travel (for meetings at national level, including kick-off meetings where applicable, etc.), provided that they are in line with the beneficiary's usual practices on travel;

− depreciation costs of equipment (new or second-hand), only the portion of the equipment's depreciation corresponding to the duration of the action and the rate of actual use for the purposes of the action may be taken into account by the Agency, except where the nature and/or the context of its use justifies different treatment by the Agency;

− costs of consumables and supplies, provided that they are identifiable and assigned to the action;

− costs entailed by other contracts awarded by the beneficiary for the purposes of carrying out the action, provided that the conditions laid down in the Grant Decision are met;

− costs arising directly from requirements linked to the performance of the project (dissemination of information, specific evaluation of the action, translations, reproduction, etc.),

− non-deductible value added tax ("VAT") for all activities which are not activities of the public authorities in the Member States

Eligible indirect costs (overheads) - a flat-rate amount, equal to 7% of the eligible direct costs of the action, is eligible under indirect costs, representing the beneficiary's general administrative costs which can be regarded as chargeable to the action/project. Indirect costs may not include costs entered under another budget heading.

− Applicants’s attention is drawn to the fact that in the case of organisations receiving an operating grant, indirect costs are no longer eligible under specific actions.

Ineligible costs

The following costs shall not be considered eligible:

- return on capital; - debt and debt service charges; - provisions for losses or debts; - interest owed; - doubtful debts; - exchange losses; - costs of transfer from the Agency charged by the bank of the beneficiary; - costs declared by the beneficiary and covered by another action receiving a

European Union grant. In particular, indirect costs shall not be eligible under a grant for an action awarded to the beneficiary who already receives an

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operating grant financed from the Union budget during the period in question;

- excessive or reckless expenditure. - others (in accordance with the relevant legal base).

Contributions in kind shall not constitute eligible costs.

However, if considered necessary and appropriate, the Agency may accept that the co-financing of the action should be made up entirely or in part of contributions in kind. In this case, the value calculated for such contributions must not exceed:

- the costs actually borne and duly supported by accounting documents of the third parties who made these contributions to the beneficiary free of charge but bear the corresponding costs;

- the costs generally accepted on the market in question for the type of contribution concerned when no costs are borne.

Calculation of the final grant amount – Supporting documents The final amount of the grant to be awarded to the beneficiary is established after completion of the action, upon approval of the request for payment containing the following documents:

- a final report providing details of the implementation and results of the action;

- the final financial statement of costs actually incurred.

The beneficiary is required to submit the following sample of supporting documents:

Budget item/heading

Sample to be annexed to the Final Financial Report

Staff

5% of all costs declared under this budget item

Subcontracting The three highest value subcontracts

Travel and subsistence

25%3 of the highest costs declared under this budget item

Example of underlining documents to be submitted in support of the final payment: 1) Staff costs: employment contract (or equivalent document), payslips (or remuneration’s receipts), proof of payments (if applicable) and, if foreseen by the call for proposals, the time sheets or equivalent documents showing the manpower’s work effort (i.e. number of working days); 2) Subcontracting: quotes (if applicable), contracts, invoices and proofs of payments;

3 The beneficiary can choose the sample of supporting documents. However, the Responsible Authorising Officer (RAO) has the right to increase the verification percentage for travel and subsistence costs if the associated risk for the Programme/Strand is particularly material.

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3) Travel and subsistence: copy of tickets and boarding passes, hotel invoices (and proof of payments).

If the eligible costs actually incurred by the beneficiary are lower than anticipated, the Agency will apply the rate of co-financing stated in the Grant Decision to the expenditure actually incurred. In the event of non-execution or clearly inadequate execution of an activity planned in the application attached to the funding decision, the final grant will be reduced accordingly. 11.3. Payment arrangements

A pre-financing payment corresponding to 80% of the grant amount will be transferred to the beneficiary within 30 days of the date of the notification of the Grant Decision, provided all requested guarantees have been received. The Agency will establish the amount of the final payment to be made to the beneficiary on the basis of the calculation of the final grant amount. If the total of earlier payments is higher than the final grant amount, the beneficiary will be required to reimburse the amount paid in excess by the European Union through a recovery order. 11.4. Pre-financing guarantee Not applicable

12. PUBLICITY

12.1. European Union – Obligations with regard to publicity

With the exception of scholarships paid to natural persons and other direct support paid to natural persons in most need, all information relating to grants awarded in the course of a financial year shall be published on the Internet site of the European Union institutions no later than the 30 of June of the year following the financial year in which the grants were awarded. The Agency and/or the Commission will publish the following information:

− name of the beneficiary, − locality of the beneficiary: address of the beneficiary when the latter is a legal

person, region when the beneficiary is a natural person, as defined on NUTS 2 level4 if he/she is domiciled within the EU or equivalent if domiciled outside EU,

− the amount awarded, − nature and purpose of the grant.

4 European Union Official Journal L39, of 10 February 2007.

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Upon a reasoned and duly substantiated request by the beneficiary, the publication shall be waived if such disclosure risks threatening the rights and freedoms of individuals concerned as protected by the Charter of Fundamental Rights of the European Union or harm the commercial interests of the beneficiaries.

12.2. National Working Groups – Obligations with regard to publicity

Beneficiaries must clearly acknowledge the European Union’s contribution in all publications or in conjunction with activities for which the grant is used. In this respect, beneficiaries are required to give prominence to the name and emblem of the European Union on all their publications, posters, programmes and other products realised under the co-financed project. To do this they must use the text, the emblem and the disclaimer available at http://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space_en If this requirement is not fully complied with, the beneficiary’s grant may be reduced in accordance with the provisions of the Grant Decision.

13. DATA PROTECTION All personal data (such as names, addresses, CVs, etc.) will be processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the European Community institutions and bodies and on the free movement of such data.5 Unless marked as optional, the applicant's replies to the questions in the application form are necessary to evaluate and further process the grant application in accordance with the specifications of the restricted call for proposals. Personal data will be processed solely for that purpose by the department or Unit responsible for the Union grant programme concerned (entity acting as data controller). Personal data may be transferred on a need to know basis to third parties involved in the evaluation of applications or in the grant management procedure, without prejudice of transfer to the bodies in charge of monitoring and inspection tasks in accordance with European Union law. In particular, for the purposes of safeguarding the financial interests of the Union, personal data may be transferred to internal audit services, to the European Court of Auditors, to the Financial Irregularities Panel or to the European Anti-Fraud Office and between authorising officers of the Commission and the executive agencies. The applicant has the right of access to, and to rectify, the data concerning him or her. For any question relating to these data, please contact the Controller. Applicants have the right of recourse to the European Data Protection Supervisor at any time. A detailed Privacy statement, including contact information, is available on EACEA's website: http://eacea.ec.europa.eu/about/documents/calls_gen_conditions/eacea_grants_privacy_statement.pdf

5 Official Journal L 8, 12.1.2001.

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Applicants and, if they are legal entities, persons who have powers of representation, decision-making or control over them, are informed that, should they be in one of the situations mentioned in:

- the Commission Decision of 16.12.2008 on the Early Warning System (EWS) for the use of authorising officers of the Commission and the executive agencies (OJ, L 344, 20.12.2008, p. 125), or

- the Commission Regulation of 17.12.2008 on the Central Exclusion Database – CED (OJ L 344, 20.12.2008, p. 12), their personal details (name, given name if natural person, address, legal form and name and given name of the persons with powers of representation, decision-making or control, if legal person) may be registered in the EWS only or both in the EWS and CED, and communicated to the persons and entities listed in the above-mentioned Decision and Regulation, in relation to the award or the execution of a procurement contract or a grant agreement or decision.

14. INTELLECTUAL PROPERTY RIGHTS In the framework of the activities planned in the Grant Decision: 14.1. The beneficiary warrants that it is the original author and thus owns, or that he has acquired ownership or as the case may be he has acquired the appropriate licences/authorisations from the original author or right-holder regarding, all intellectual property rights pertaining to all the results of the programme, explicitly including texts, videos, images and other content related to the European Youth Portal, as well as the reports and other documents relating to the implementation of the action (hereafter referred to as "Results") created, produced or sourced in the performance of this Decision. Moreover, the beneficiary warrants that it owns, or has acquired the appropriate licences/authorisations from the original author or right-holder regarding, all intellectual property rights pertaining to the Results existing prior to this Decision being entered into ("pre-existing intellectual property rights"). The beneficiary warrants that it is therefore entitled to license the above-mentioned intellectual property rights to the Agency and the European Union. 14.2. The beneficiary grants to the Agency and the European Union a non-exclusive licence covering all intellectual property rights, pre-existing and coming into being after the signature of the Grant Decision, pertaining to the Results. In particular, the rights licensed include, but are expressly not limited to: a) the right to copy and reproduce the Results:

• by any means or process such as printing, drawing, photography, audio-visual, recording, etc.;

• in two and three dimensions; • in any form or medium such as mechanical, optical, magnetic, analogue,

electronic or digital; • permanently or temporarily; • in whole or in part.

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b) the right to use and re-use the Results: • by the staff of the Agency and the European Commission as well as by other

persons and entities working for the European Commission or cooperating with it, including: contractors, subcontractors whether legal or natural persons, institutions, agencies and bodies of the European Union, Member States institutions, etc.;

• in whole or in part; • for all purposes. c) the right to display, communicate, publish and distribute the Results: • by any form, means or process such as in paper copies, in electronic form as

downloadable/non-downloadable file, CD-ROM, DVD, Dual Layer and Blu-Ray, USB keys, SD cards, on the Internet, broadcasting by wave transmission, cable transmission and satellite transmission, public presentation or display, through a press information services, inclusion in widely accessible databases or indexes, etc.;

• in whole or in part. d) the right to modify the Results, including: • shortening; • editing; • making a summary; • re-writing; • resizing, cropping, shrinking, sketching, blurring, etc.; • technical changes to the content, • addition of new elements; • preparation in audio form, preparation as a presentation, animation, pictograms

story, slide-show, public presentation etc.; • extracting a part and/or dividing it into parts; • use of a concept and/or preparation of a derivate work; • digitisation; • translating, subtitling and dubbing the Results in any languages. e) the right to integrate and incorporate the Results into any existing or future works f) the right to include the Results in the indexes and databases g) the right to store and archive the Results in any format h) the right to compile or decompile the Results i) the right to sub-license the above-mentioned rights to third parties The licence covers all territories worldwide, is valid for the whole duration of the rights concerned and is included in the grant paid to the beneficiary. Finally, the beneficiary grants the Agency and the European Union the right to use its name and other contact details. 14.3. Concerning image rights of recognisable person(s) depicted in a photograph or film, the beneficiary shall obtain a statement of these depicted persons giving their permissions (and the permissions of the parents in case of minors) for the described use of their images, including the use by the Agency and the European Union.

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15. SUBMISSION OF PROPOSALS

15.1 Registration in the Participant Portal

Before submitting their electronic application, applicants must have registered their organisation in the Education, Audiovisual, Culture, Citizenship and Volunteering Participant Portal and receive a Participant Identification Code (PIC). The PIC will be requested in the electronic application form. The Participant Portal is the tool through which all legal and financial information related to organisations are managed. Information on how to register can be found in the Portal under the following address: http://ec.europa.eu/education/participants/portal The tool also allows applicants to upload different documents related to their organisation. These documents must have already been uploaded for the EU Grant awarded under the present action for the first selection in 2014 and are no longer requested for the present application. However, applicants are required to submit a new Financial Identification file if the bank account of the applicant organisation has changed: Financial Identification file http://ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm

15.2 Submission of the grant application

The official application form fully completed, using the correct electronic form (eForm) and including all requested annexes, must be submitted by 16 December 2014, 12pm CET. The application which does not respect the deadline will not be considered.

The submission of electronic forms is always set at 12pm (midday CET/Brussels time). Applicants established in countries that have a different time zone should carefully consider the time differences to avoid rejections.

The application and the supporting documents may be drafted in all official EU languages, although it is preferable to draft them in one of the Commission’s working languages (English, French, and German) to speed up the selection and the preparation of the Grant Decisions.

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The application must consist of the eForm and the three following annexes: - Annex A – The Detailed Description of the Project (typed):

This annex describes the objectives that the National Working Group aims to achieve for the Structured Dialogue in its respective country, the methodology, the action plan, the expected impact of the activities envisaged and the dissemination strategy. Please note that the action plan shall only encompass National Working Groups activities.

- Annex B – The Budget The application must present a detailed and balanced budget in terms of expenditure and revenue, with a clearly specified amount of the grant requested from the Agency.

- Annex C – The Declaration of Honour This document needs to be completed, dated, signed, stamped and scanned (only in PDF format).

Please note that the total grant amount (and not the total amount of the budget) indicated in the Declaration must correspond with that indicated in the Excel budget table.

All additional information considered necessary by the applicant can be included in the Description of the Project. It is not possible to add supplementary annexes.

The three annexes must be attached to the eForm and their total size cannot exceed 10MB altogether. Applicants are required to use the forms available on the following links:

eForm

https://eacea.ec.europa.eu/documents/eforms_en Annexes

http://eacea.ec.europa.eu/erasmus-plus/funding_en (together with the present restricted call) Once the eForm and annexes have been submitted, a reference number is automatically generated on the eForm. In addition, a notification message will be sent by email to the e-mail address indicated under section A2 "Person responsible for the management of the application (contact person)" of the eForm.

In case of multiple submissions of the same application in the same selection round, the Agency will always consider valid the last version submitted before the deadline has expired. Applications sent by post, courier service, fax or email will not be accepted.

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The Agency reserves the right to disregard the proposal that is still incomplete by the deadline.

No modifications to the application are allowed once the deadline for submission has elapsed. However, if there is a need to clarify certain aspects or for the correction of clerical mistakes, the Agency may contact the applicant for this purpose during the evaluation process.

16. APPLICABLE RULES

The award of European Union grants is governed by the Financial Regulation and must respect the procedures laid down in:

Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on the financial rules applicable to the general budget of the Union (OJ L 298, 26.10.2012, p.1).

Commission Delegated Regulation (EU) No 1268/2012 of 29 October 2012 on the rules of application of Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on the financial rules applicable to the general budget of the Union (OJ L 362, 31.12.2012, p.1)

Regulation of the European Parliament and of the Council establishing Erasmus+: the Union Programme for Education, Training, Youth and Sport and repealing Decisions n° 1719/2006/EC, n° 1720/2006/EC and n° 1298/2008/EC.