Session 5 – online submission of applicationsBruno Breviglieri, Natasha Jovicic

Online Submission of Applications

Workshop

Natasha Jovicic Bruno Breviglieri

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

5http://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

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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 No PIC no access to e-Forms START NOW : LONG VALIDATION PROCESS (minimum 40 days)

• 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 data modification/ Add supporting documents

• Supporting documents related to the organisation can be uploaded

• official registration documents

• VAT documents• annual Balance sheets

These documents will be verified if your project is selected.

VALIDATION : 40 days min

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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 !

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 12 May 2016Prepare also the compulsory annexes provided by EACEA budget, description etc…

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https://eacea.ec.europa.eu/PPMT/

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e-Form creation – select your call E+ 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

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 lose everything including PIC info

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Attachments and Validation

Add the completed compulsory annexes10MB total limit to the total size

Click on Validation button only once finalised !If problems error list, modify, revalidate

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Submission

Submit, Click on YES, it save it without changing the file nameNo possibility to change anythingWrite down your Submission application number (appears also in the footer)

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

eForm - mistakes

• PIC – each partner of collaborative partnership

• Not all information about partners come automatically from PIC

• Eligibility period

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

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

Budget - mistakes • Not balanced• Not complete• Vague, missing detailed information about

costs • Several budgets (per partner) • Not in line with the eForm

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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Sport Unit:eacea-sport@ec.europa.euhttp://eacea.ec.europa.eu/erasmus-plus/actions/sport

PIC validation: REA-URF-VALIDATION@ec.europa.eu

E-form technical problems:Tel: +32 229 90705 (8h30 to 17h)eacea-helpdesk@ec.europa.eu

Contacts