VOLUNTEERING AND EU FUNDING. Funding Application Guide. - European Union Programmes

Transcription

1 Funding Application Guide VOLUNTEERING AND EU FUNDING Funding Application Guide - European Union Programmes

2 Funding Application Guide 2 CONTENT: I. Introduction to the new programmes... 3 II. Registration... 4 III. Erasmus + A. Programme information and eligibility... 6 B. Preparing the application C. Submitting the application IV. Europe for Citizens A. Programme information and eligibility B. Preparing the application C. Submitting the application V. Conclusions VI. Resources

3 Funding Application Guide 3 I. INTRODUCTION TO THE NEW PROGRAMMES 2014 marks the start of a new multi annual financial framework for the EU. This coincides with the launch of several new and amended EU funding programmes for civil society organisation (CSOs). Some of these are suitable for funding and co-funding projects that involve volunteers and/or aim to support volunteering. This guide will focus on the two main programmes in the Education, culture and citizenship field: A. Erasmus + B. Europe for Citizens Within each programme there are various Actions and Key Actions. Funding proposals can be developed in two ways: 1) Decide what project you want to do and identify if its objectives match with the stated objectives of any of the programme and actions. 2) Identify a programme and action that you would like to request funding from and write a project proposal that fits with the stated objectives. This guide will help non-governmental, not-for-profit organisations to successfully: Complete the registration process to be able to be recognised as an eligible partner for a project. Put together a suitable group of organisations (Partnership) in order to develop an eligible application. Recognise how to match project aims and objectives with programme and action aims and objectives in order to increase the chances of success. Understand the calculation mechanism for the project budget Develop a project proposal with a realistic funding basis as compared with the desired objectives. Introduction to the New Programmes

4 Funding Application Guide 4 Registration II. REGISTRATION In order to qualify as a partner in a project application an organisation or person needs to be properly registered. The registration service is accessed through the online web interface Unique Registration Facility (URF). It is a European Commission service producing unique identification for organisations and, in certain cases, individual people (natural persons). Registration in this way is required in order to apply to several European Programmes as such Erasmus+, Creative Europe, Europe for Citizens, EU Aid Volunteer, Horizon 2020, CIP, COSME, etc. A person or organisation is only required to register once URF then assigns you a unique Participant Identification Code (PIC) that can be used for all future communication and interactions with the European Commission and its Agencies for the given organisation. The use of a PIC for each organisation helps to avoid repeated requests for information and facilitates the effort to keep participant-related information up-to-date.

5 Funding Application Guide 5 Step 1 Register your organisation in the European Commission Authorisation Service (ECAS) 1.1. Go here 1.2. Choose External 1.3. Need more info? Get it here Step 2 Get the Personal Identification Code (PIC) number 2.1 Go to the Participant Portal 2.2 Enter your ECAS registration information* 2.3 Add your type of organisation** 2.4 Choose No when asked if For Profit *** That s it! Now you have a PIC number! *Among the information required there will be the Registration extract and VAT data so be prepared. **You shouldn t finish the process before you choose the type of organisation since it is difficult to add it later on. ***Be careful to correctly identify yourself as not for profit organisation by answering No when asked if you are for Profit. See example below: Step 3 Add your organisation s information 3.1. Log in to Participant Portal 3.2. Go to MO button to modify info 3.3. Upload the requested documents: - Legal Entity Form - Financial statement* - NGO statute - Extract of registration** - VAT exemption and registration - VAT extract Your organisation is now being verified! * Stamped by the bank and your legal responsible ** Proof that the organisation is registered as a non-governmental organisation After registration the process for submitting an application is different depending on the programme that you are applying for. NB. Sometimes there are different procedures within one programme for different Actions. Registration For access to the portals for other EU programmes please consult here.

6 Funding Application Guide 6 III. ERASMUS + AND VOLUNTEERING A. PROGRAM INFORMATION AND ELIGIBILITY General information The new Erasmus+ programme aims to support actions in the fields of Education, Training, Youth, and Sport for the period Erasmus+ replaces seven programmes, bringing together: Lifelong Learning Programme Grundtvig Erasmus Leonardo Comenius Youth in Action International Higher Education programmes Erasmus Mundus Tempus Alfa Edulink bilateral programmes 1. Learning mobility of individuals Erasmus + 2. Cooperation for innovation and exchange of good practices Specific Actions Jean Monnet Sport 3. Support for policy reform Erasmus+ and Volunteering Picture 1. 1 Erasmus + provides grants for a wide range of actions and activities in the fields of education, training, youth and sport. The programme gives opportunities to students, trainees, staff, and volunteers to spend time in another country to increase their skills and employability. It supports organisations to work in transnational partnership and to share innovative practices in the fields of education, training and youth so in that sense providing many opportunities to implement projects with volunteering as a topic. The actions of the Erasmus + programme are divided into: decentralised actions: The decentralised actions are managed by National Agencies that are appointed by their national authorities. Be aware that in some countries there is more than one National Agency for Erasmus +. You should check which is the right agency depending on the Action you are applying for. centralised actions: The Education, Audio-visual, and Culture Executive Agency (EACEA), located in Brussels, manage the centralised actions at a European level. 1 Picture is taken from the European Youth Forum Erasmus Plus Guide for MOs

7 Funding Application Guide 7 Erasmus+ aims to strengthen the quality of youth work and non-formal learning for volunteers in Europe. It provides opportunities for volunteers from the youth and education field, or for young volunteers in any field, to experience learning mobility in Europe and beyond and for professionals in youth and education organisations to develop skills and improve their employment prospects through training, volunteering, and networking opportunities. The following sections Key Action 1 (KA1) and Key Action 2 (KA2) present concrete actions that are designed to achieve the Programme objectives. The opportunities for volunteering and supporting volunteers are specially addressed in the following Key Actions and their sub-actions: 1. European Voluntary Service (KA1) 2. Training and networking events (KA1) 3. Strategic partnerships (KA2) Erasmus+ and Volunteering

8 Funding Application Guide 8 KEY ACTION 1: MOBILITY PROJECTS IN THE FIELD OF EDUCATION, TRAINING AND YOUTH Education, training, and youth activities play a key role in providing people of all ages with the necessary means to actively participate in the labour market and in society at large. Projects under this Action: - promote transnational mobility activities targeting: learners (students, trainees, apprentices, young people and volunteers) 4 staff (professors, teachers, trainers, youth workers and people working in organisations active in the education, training and youth fields) - aim to: Support learners in the acquisition of competences (knowledge, skills and attitudes) with a view to improving their personal development and employability in the European labour market; Support the professional development of those who work in education, training and youth with a view to innovating and improving the quality of teaching, training and youth work across Europe; Enhance notably the participants foreign language competencies; Raise participants awareness and understanding of other cultures and countries, offering them the opportunity to build networks of international contacts, to actively participate in society and develop a sense of European citizenship and identity; Increase the capacities, attractiveness and international dimension of organisations active in the education, training and youth fields so that they are able to offer activities and programmes that better respond to the needs of individuals, within and outside Europe; Reinforce synergies and transitions between formal, non-formal education, vocational training, employment and entrepreneurship; Ensure a better recognition of competencies gained during the learning periods abroad. 5 Erasmus+ : Key Action 1 4 Program Guide for Erasmus + Programme 5 Program Guide for Erasmus + Programme

9 Funding Application Guide 9 Volunteering related opportunities under Key Action 1 (in the field of youth)- Mobility projects for young people and young workers: a. EUROPEAN VOLUNTARY SERVICE (EVS) The European Voluntary Service (EVS) provides young people aged between with the unique chance to express their personal commitment through unpaid and full-time voluntary activities in a foreign country within or outside the EU. In this way, it seeks to develop solidarity, mutual understanding, and tolerance among young people, thus contributing to reinforcing social cohesion in the European Union and to promoting young people s active citizenship. Participation is free for the volunteers (with the exception of a possible contribution for travel costs) who also get board and lodging, insurance cover and an allowance for the duration of the project. A successful EVS project requires co-operation amongst three categories of actors: 1) sending organisations 2)host organisations 3)volunteers One of the organisations involved in this partnership also plays the role of coordinating organisation and applies for a EU grant on behalf of the partnership. The organisations role is to: 1. Identify volunteering opportunities 2. Develop projects that benefit the local community 3. Recruit and prepare the volunteers, host them, and ensure follow-up. In order to apply, you need to receive an accreditation for your organisation. You can download the accreditation here. In most cases, the application for funding and accreditation must be submitted to the Erasmus+ National Agencies. The application is available for download at the websites of NAs, here. Beside the projects with smaller number of volunteers, Large-scale European Voluntary Service projects are a special action that aims to support events with a minimum of 30 volunteers. Specifically, for these grants your organisation needs to apply at the EACEA: To support large-scale volunteering projects in the framework of European or worldwide events, in the field of youth, culture and sport; To allow young people aged to express their personal commitment through unpaid and full-time voluntary service in another country (different from the home country of the volunteer); To allow young volunteers to contribute to the run-up of activities and initiatives organised in the framework of a European/international event. Erasmus+ : Key Action 1 - Types of Projects

10 Funding Application Guide 10 b. TRAINING AND NETWORKING EVENTS (youth workers training and networking) Mobility of learners and staff: opportunities for students, trainees, young people and volunteers, as well as for professors, teachers, trainers, youth workers, staff of education institutions and civil society organisations to undertake a learning and/or professional experience in another country. These opportunities help professionals in their professional development by enabling them to acquire new skills and professional experiences. A mobility activity can last from 2 days to 8 weeks. Opportunities are available for workers or volunteers involved in the personal, educational, and social development of young people. 140,000 professionals are expected to benefit from mobility projects in the period The Training courses and networking events could be used mainly to empower the staff, trainers, projects coordinators and so on from your organisation to gain necessary knowledge in project and organisational management, fundraising skills or maybe social media and in that way increase organisational performances. Using those tools, you can also address the needs of volunteers and increase their motivation to be active on the local level. Volunteers can participate if they are: Active in a youth organisation working in any field. Active in an education/training organisation. Regulations vary from country to country about how organisations are recognised as an Education/training organisation so you should check the requirements with the national agency where you will apply. In some countries there is an official legal registration for this kind of organisation. Between the ages of 17 and 30. The organisations involved will develop new learning methods, as well as longterm cooperation with organisations abroad. The following mobility opportunities are available across the EU, and to/from non-eu countries: Training and networking activities; Job shadowing; Organisations active in the fields of education, training and youth can receive support from the Erasmus+ Programme to carry out projects promoting different types of mobility. A mobility project will consist of the following stages: Preparation (including practical arrangements, selection of participants, set up of agreements with partners and participants, linguistic/ intercultural/ task-related preparation of participants before departure); Implementation of the mobility activities; Follow-up (including the evaluation of the activities, the formal recognition, where applicable, of the learning outcomes of participants during the activity, as well as the dissemination and use of the project s outcomes). An important innovation introduced in Erasmus+ compared to many actions of mobility supported under past European programmes is that Erasmus+ reinforces the support offered to the participants of mobility activities in improving their foreign language competences before and during their stay abroad. Erasmus+ : Key Action 1 - Types of Projects

11 Funding Application Guide 11 KEY ACTION 2: COOPERATION FOR INNOVATION AND THE EXCHANGE OF GOOD PRACTICES This Key Action supports: Strategic Partnerships in the field of education, training and youth; Knowledge Alliances; Sector Skills Alliances; Capacity Building in the field of youth. The Actions supported under this Key Action are expected to bring positive and long-lasting effects on the participating organisations, on the policy systems in which such Actions are framed as well as on the persons directly or indirectly involved in the organised activities. For the volunteering opportunities, the strategic partnerships are best tool to develop long-term cooperation with different actors working on volunteering. This Key Action is expected to result in the development, transfer, and/or implementation of innovative practices at organisational, local, regional, national, or European levels. For the participating organisations, projects supported under this Key Action are intended to produce for example, the following outcomes: Innovative approaches to addressing their target groups; Greater effectiveness of activities for the benefit of local communities; Improved management competences and networking capacity of organisations and individuals; Reinforced cooperation with partners from other countries, other fields of education, training and youth and/or other socio-economic sectors; Increased quality in the preparation, implementation, monitoring and follow-up of EU/international projects. Erasmus+ : Key Action 2 The projects funded under this Key Action will focus on sharing, developing, and transferring innovative practices between participating countries. It provides many opportunities to develop new tools for better and innovative volunteering activities and events. Contacts Education Audiovisual & Culture Executive Agency Avenue du Bourget 1, BOUR / BOU2* BE-1049 Brussels, Belgium EACEA-YOUTH@ec.europa.eu Guide National Agencies:

12 Funding Application Guide 12 Eligible Countries An organisation can be either an applicant or a partner in the projects: Applicant organisation: is the organisation that applies for the project. It is the coordinating organisation for the project. There is only one applicant per project (the rest of the organisations can act as partners). Once chosen and registered as such, the applicant organisation cannot be modified. Partner organisation: A partner organisation participates in a project as a co-beneficiary. All partner organisations need to sign a mandate to confer to the coordinating organisation (applicant) the responsibility of acting as main beneficiary. As a general rule, the mandates of each partner to the applicant will have to be provided at application stage. If these mandates are provided at a later stage, they must be made available at the latest by the time of the grant agreement signature. Depending on the country of origin, an organisation can be eligible as an applicant and/ or as a partner, according to the list below: These countries can act as Applicants or partners: All EU Member States: Belgium, Bulgaria, Czech Republic, Denmark, Germany, Estonia, Ireland, Greece, Spain, France, Croatia, Italy, Cyprus, Latvia, Lithuania, Luxembourg, Hungary, Malta, Netherlands, Austria, Poland, Portugal, Romania, Slovenia, Slovakia, Finland, Sweden, United Kingdom. Non-EU countries: Turkey, FYROM/ Macedonia and EFTA countries (Iceland, Lichtenstein, Norway, Switzerland). Erasmus+ : Eligibility These countries can act as Partners only (they cannot act as applicants): Countries neighbouring the EU: o Western Balkans: Albania, Bosnia and Herzegovina, Kosovo 2, Montenegro, Serbia 3 o Eastern Partnership countries: Armenia, Azerbaijan, Belarus, Georgia, Moldova, Ukraine o Southern Mediterranean countries: Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia o Other: Russian Federation Actions Under Erasmus+ Programme 2 This designation is without prejudice to positions on status, and is in line with UNSCR 1244 and the ICJ Opinion on the Kosovo declaration of independence. 3 On 19 June 2014, Albania, Bosnia and Herzegovina and Montenegro respectively signed an Agreement establishing their partial participation in Erasmus+

13 Funding Application Guide 13 B. APPLICATION PROCESS How to apply - for all mentioned Erasmus+ actions For Erasmus Plus programme, you need to apply using the online application form, which you can download here after you obtain the PIC number. Preparing the application Step 1 Download the documents for submission 1.1. Go here and download: application form calculator 1.2 Right click and Save As the document on your computer Erasmus+ : Application Process Step 2 Fill in e-form 2.1 Collect the mandates 2.2 Calculate the budget Limited size & number of docs can be attached to the e-form. Tip: you can put all signed and scanned partnership agreements in the same pdf document.

14 Funding Application Guide 14 Budget NB: Budgets are calculated using a flat rate system meaning that co-funding is not formally required. I.e you do not need to prove it in the project financial reporting. In practice however it is extremely challenging to fund a quality project relying exclusively on the basis of the EU funding. The amount of funding allocated by the EU is calculated using an automatic calculation that takes into account the distance travelled by participants to attend face-to-face activities implemented as part of the project. This does not mean that this is the actual amount you will spend on those journeys (you might spend more or less than that amount) it is just a basis on which to calculate a flat rate payment for a project. Erasmus+: Budget

15 Funding Application Guide 15 C. SUBMITTING THE APPLICATION Important information: For most actions of the Programme, applicants are required to submit their application online to the appropriate National or European Executive Agency (EACEA) using the correct electronic form and including all requested annexes. The electronic form must be completed in one of the official languages used in Programme Countries. In case of Actions managed at centralised level by the EACEA, applicants must fill in the form in one of the EU official languages. Applications sent by post, courier service, fax or will not be accepted. Some centralised Actions of the Programme may not be supported by electronic forms. For these Actions (For example Large scale EVS events) applications must be sent by post or courier service (date of receipt by the courier service) to the Executive. In case of multiple submissions of the same application in the same selection round to the same National Agency or the Executive Agency, the National or Executive Agency will always consider valid the last version submitted before the deadline has expired. Deadlines All deadlines for submission of applications specified below end at (noon), Brussels time. Key Action 1: - Mobility of individuals in the field of youth: 4 February 2015 / 30 April 2015 / 1 October 2015 (depending on the starting date of the project) - European Voluntery Service: 3 April 2015 Key Action 2: - Strategic partnerships in the field of youth: 4 February 2015 / 1 October Strategic partnerships in the field of education, training and youth: 30 April Knowledge Alliances, Sector Skills Alliances: 26 February Capacity building in the field of higher education: 10 February Capacity building in the field of youth: 3 April 2015 / 2 September 2015 Europe +: Submitting the application

16 Funding Application Guide 16 IV. EUROPE FOR CITIZENS A. PROGRAMME INFORMATION AND ELIGIBILITY General Information Based on Council Regulation N.390/2014 of 14 April 2014, Europe for Citizens programme for the period was established. One of the main values that the programme supports is volunteering. In the Programme Guide it is mentioned: Volunteering Volunteering expression of active European citizenship Volunteering is an essential element in active citizenship: by giving one s time for the benefit of others, volunteers serve their community and play an active role in society. They develop the sense of belonging to a community thereby also gaining ownership. Volunteering is therefore a particularly powerful means to develop citizens commitment to their society and to its political life. Civil society organisations, associations of a European general interest, town twinning associations and other participating organisations often rely on volunteer work to carry out and to develop their activities. Therefore, particular attention is paid within this Programme to the promotion of volunteering. 6 The Europe for Citizens programme is the only EU funding programme with the promotion of volunteering as a specific objective. As such it is a very important source of support for volunteer organisations wishing to put their work in the EU context. The aims of the programme are: To contribute to citizens understanding of the EU, its history and diversity; To foster European citizenship and to improve conditions for civic and democratic participation at EU level; To raise awareness of remembrance, common history and values; To encourage democratic participation of citizens at EU level, by developing citizens understanding of the EU policy making-process and, by promoting opportunities for societal and intercultural engagement and volunteering at EU level; Europe for Citizens: Programme information 6 PROGRAMME GUIDE, PAGE 30.

17 Funding Application Guide 17 Strands/Actions The projects essentially are a series of face-to-face activities. Activities/events, number of participants, as well as number of partners, varies for each strand. STRAND 1: EUROPEAN REMEMBRANCE According to Article 3 of the Treaty of the European Union, the EU s aim is to promote peace, its values, and the well being of its peoples. In the context of this article and the general description of Strand 1, the Europe for Citizens programme will support projects reflecting on causes of totalitarian regimes in Europe s modern history as well as projects concerning other defining moments and reference points in recent European history. Historical moments which were commemorated in particular in 2014 were the 100th anniversary of the beginning of World War I, the 25th anniversary of the Fall of the Berlin Wall and the 10 years of enlargement of the European Union to Central and Eastern Europe. These key moments of European modern history were therefore chosen as annual priorities for Strand 1 of the Europe for Citizens Programme for the year Projects under this strand should: Include different types of organisations (local authorities, NGOs, research institutes etc.); Develop different types of activities (research, exhibitions, public debates, non-formal education etc.); Involve citizens from different target groups; Be implemented on a transnational level, or with a clear European dimension; Volunteers whose activities are connected to any of these themes can be supported through projects granted under this action. Europe for Citizens: Strands / Actions

18 Funding Application Guide 18 STRAND 2: DEMOCRATIC ENGAGEMENT AND CIVIC PARTICIPATION In this context, under Strand 2 of the Europe for Citizens Programme priority will be given to projects dealing with citizens participation in the democratic life of the EU, ranging from local democracy to the empowerment of citizens to play a full part in EU policy. What is it for? To foster European citizenship and improve conditions for civic and democratic participation at EU level; To encourage democratic participation of citizens at EU level; To support concrete participation in the EU policy-making process; This strand supports: Activities covering civic participation, focusing in particular on European Union policies; Initiatives developing opportunities for mutual understanding, intercultural learning, solidarity, societal engagement and volunteering at the EU level. The strand includes three specific measures that can be the framework for project funding - see next page. Strand Activities/Events Number of Participants Number of Partners The activities must take place in any of the eligible countries participating to the project The activities must take place in any of the eligible countries. At least 4 events per project have to be foreseen A project must involve a minimum of 25 invited participants. Invited participants are international participants sent by eligible partner/s A project must involve a minimum of 30%of invited participants (see above) From 25 to 300 participants 2.3 Activities must take place in any of the eligible countries. NA A project must involve municipalities from at least 2 eligible countries of which one is an EU Member State A project must involve municipalities from at least 4 eligible countries of which at least one is an EU Member State There is no a minimum number of partners. Project must involves at least 3 eligible countries of which at least one is a EU Member State Town twinning (Strand 2.1) - supporting projects bringing together citizens from twinned towns. By mobilising citizens at local and EU levels to debate on concrete issues from the European political agenda, this measure will seek to promote civic participation in the EU policy making process and develop opportunities for societal engagement and volunteering at EU level. Networks of towns (Strand 2.2) - providing funding to municipalities and associations (including volunteer organisations) working together on a common theme in a long-term perspective, and wishing to develop networks of towns and potentially volunteers and their organisations in those towns, to make their cooperation more sustainable. Civil society projects (Strand 2.3) - supporting projects gathering citizens in activities directly linked to EU policies, providing an opportunity for direct participation in the policy making process. Funded activities may include: promotion of societal engagement and solidarity, gathering of opinions and volunteering. Europe for Citizens: Strands / Actions

19 Funding Application Guide 19 Eligible Countries EU Member States: Belgium, Bulgaria, Czech Republic, Denmark, Germany, Estonia, Ireland, Greece, Spain, France, Croatia, Italy, Cyprus, Latvia, Lithuania, Luxembourg, Hungary, Malta, Netherlands, Austria, Poland, Portugal, Romania, Slovenia, Slovakia, Finland, Sweden, United Kingdom. Candidate countries: Iceland, Liechtenstein, Norway, Switzerland (EFTA Countries which are parties to the EEA Agreement) Former Yugoslav Republic of Macedonia, Turkey, Serbia, Albania Montenegro Western Balkans: Western Balkans: Bosnia and Herzegovina, Kosovo 7. - Applicant organisation: is the organisation that applies for the project. It is the coordinating organisation for the project. There is only one applicant per project (the rest of the organisations can act as partners). Once chosen and registered as such, the applicant organisation cannot be modified. - Partner organisation: A partner organisation s participation role is defined in the project itself. Europe for Citizens: Eligibility The applicant/partner must be established in one of the 28 EU member states plus Montenegro, Serbia, Bosnia and Herzegovina, Albania, The former Yugoslav Republic of Macedonia under condition that a Memorandum of Understanding is signed. All partner organisations participating in a project need to have a PIC number. All applicants/partners must be either PUBLIC BODIES or NON-PROFIT ORGANISATIONS with legal personality. All applicants/partners must be ESTABLISHED in one of the countries participating in the programme. Care must be taken that organisations are registered with the correct status or the organisation will not be an eligible partner and cannot be included. 7 This designation is without prejudice to positions on status, and is in line with UNSCR 1244 and the ICJ Opinion on the Kosovo declaration of independence.

20 Funding Application Guide 20 Eligibility Criteria Strand 1 Applicants/Partners can be: Public local/regional authorities Non-profit organisations including CSOs Survivors associations Cultural/youth/educational/research organisations Association of twinned towns Strand Applicants/Partners can be: o Towns/municipalities o Twinning committees representing local authorities o Non-profit organisations representing local authorities 2.2 Applicants/Partners can be: o Towns/municipalities o Town Twinning/Committees/networks o Other levels of local/regional authorities o Federations/Associations of local authorities o Non-profit organisations representing local authorities o ONLY AS PARTNERS: Non-profit CSOs 2.3 Applicants/Partners can be: o Non-profit organisations including CSOs o Educational/cultural/research institutions o ONLY AS PARTNERS: Public local/regional authorities Town twinning committee/networks Europe for Citizens: Eligibility

21 Funding Application Guide 21 Contacts EACEA - Unit C1 Europe for Citizens Strand 2- Democratic engagement and civic participation: eacea-c1@ec.europa.eu (Town twinning & Networks of Towns) eacea-c1-civilsociety@ec.europa.eu (Civil society projects) Guide The European Commission established the Europe for Citizens Contact Points. These national structures are responsible for ensuring the targeted, effective dissemination of practical information on the Programme implementation, its activities and funding opportunities. Europe for Citizens: Programme Contacts

22 Funding Application Guide 22 B. APPLICATION PROCESS How/When To Apply: You need to apply using the online application form; you can download it here after you obtain the PIC number. Preparing the application Step 1 Download the documents for submission 1.2. Go to: or to strands/democratic-engagement-and-civic-participation_en and download: Application form Calculator 1.3 Right click and Save As the document on your computer Budget NB: Budget is flat rate meaning that co-funding is not formally required. I.e you do not need to prove it in the project financial reporting. In practice however it is extremely challenging to fund a quality project relying exclusively on the basis of the EU funding. The amount of funding allocated by the EU is calculated using an automatic calculation that takes into account the numbers of countries and partner organisations involved in the project and the number of individual participants that will attend face to face activities implemented as part of the project. Lump sums are also provided for Preparatory actions and this amount is calculated based on the numbers of partner organisations involved in the project. Europe for Citizens: Application Process The maximum budgets for Europe For Citizens projects are: Strand 1:EUR Strand 2: To be distinguished in: 2.1 Town Twinning where the maximum budget is EUR Networks of Towns where the maximum budget is EUR Civil Society Projects where the maximum budget is EUR

23 Funding Application Guide 23 C. SUBMITTING THE APPLICATION Important Information o For most actions of the Programme, applicants are required to submit their application online using the correct electronic form and attaching all requested annexes. The electronic form has to be completed in full in one of the 23 EU official languages. o It is only necessary to upload a pdf of a single, signed declaration of honour document from the applicant organisation. o Possible errors in submitting the E-Form One possible error that could appear while submitting the application is the Error 26 Java code. The error is caused by your security settings. Follow the instructions here to disable the Enhanced Security in Adobe Reader: documents/adobe_reader_advice_on_ security_settings_problems_during_ submission.pdf Europe for Citizens: Submitting the application

24 Funding Application Guide 24 Deadlines Strand 1. Deadline for submission is 1 March for projects that start between 1 August of the same year and 31 January of the year after the deadline Strand Town Twinning: Deadlines for submission are: - 1 March for projects that start between 1 July of the same year and 31 March of the year after the deadline - 1 September for projects that start between 1 January and 30 September of the year after the deadline 2.2 Networks of Towns: Deadlines for submission are: - 1 March for projects that start between 1 July and 31 December of the same year as the deadline - 1 September for projects that start between 1 January and 30 June of the year after the deadline 2.3 Civil Society Projects: Deadline for submission is 1 March for projects that start between 1 August of the same year as the deadline and 31 January of the year after the deadline. Europe for Citizens: Submitting the application

25 Funding Application Guide 25 V. TECHNICALITIES For technical issues related to URF or the Participant Portal please send an to the following address: All questions concerning Erasmus+ actions managed by National Agencies should be addressed to your local National Agencies as they play a key role in the practical implementation of the Programme and can reply in your language. The list and contact information of National Agencies can be found at the Participant Portal (SUPPORT / Contact) or directly at the following address: Technicalities All questions concerning Erasmus+ actions managed by the Education, Audiovisual and Culture Executive Agency (EACEA) and questions concerning Creative Europe, Europe for Citizens and EU Aid Volunteers should be addressed to the appropriate EACEA Helpdesk: EACEA-PORTAL-ERASMUSPLUS@ec.europa.eu EACEA-PORTAL-CREATIVE-EUROPE@ec.europa.eu EACEA-PORTAL-EUROPE-FOR-CITIZ@ec.europa.eu EACEA-PORTAL-EU-AID-VOLUNTEER@ec.europa.eu All questions concerning Europe for Citizens Programme should be addressed to EACEA: o Strand 1. eacea-c1-remembrance@ec.europa.eu o Strand 2. eacea-c1-civilsociety@ec.europa.eu (Civil society projects) eacea-c1@ec.europa.eu (Town twinning & Networks of Towns) o Operating grants: eacea-c1-operatinggrants@ec.europa.eu o All technical question concerning Europe for Citizens should be addressed to: eacea-helpdesk@ec.europa.eu

26 Funding Application Guide 26 Note about the authors: European Volunteer Centre (CEV) is the Brussels based European network of over 80 national, regional and local volunteer centers and volunteer support agencies across Europe. CEV works to promote and support volunteering through advocacy, knowledge sharing, capacity building and training. It acts as a bridge for communication between volunteer infrastructure organisations and the work of the European institutions, contributing to the development of policies to promote and support the role of volunteering as an expression of active citizenship in Europe. CEV s vision is a Europe in which volunteering is central in building a cohesive and inclusive society based on solidarity and active citizenship. CEV s mission is to contribute to the creation of an enabling political, social and economic environment in Europe where the full potential of volunteering can be realised. CEV operates by organising conferences, workshops, study visits and projects, and but it also performs studies and research. OUT OF THE BOX INTERNATIONAL is a Network which brings together different actors working on social innovation and advocating for a more creative Europe with a main mission to provide fresh ideas and solutions acting as a catalyst for positive changes across Europe and worldwide. Our main goal is to design innovative social projects to respond to the persistent social and economic challenges in order to empower people s potential and facilitate their active engagement in society. The Members of the Network are Expert Non-Governmental Organisations, Small and Medium Sized Enterprises (SMEs), Municipalities and Universities ensuring a variety of expertise and experience in building different kind of innovative social projects. We are experts in different areas such as youth, education, culture, business, research, public policy, and believe that innovation, fresh ideas and active involvement of citizens in the political process together represent the sine qua non of making our societies better, fairer, more sustainable and just. The Headquarters of our organisation are in Brussels.

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