Session 5 – online submission of applications Bruno 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 3

Access Participant Portal : EACEA main page 4 europa.eu/index _en.php

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ECAS Account registration ECAS account creation is necessary to start the registration Registration takes 5 to 10 min ! An confirmation is sent Select ECAS 'external' domain (for people outside the Commission) Cookies must be enabled on our web browser 6

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 7

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 8

If lost : go to Support page, read the FAQ 9

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) 10

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. 11

Welcome page Unique Registration Facility (URF) 12

Organisation – legal address registration 13

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 14

Selection of specific programme: Eramus+ 15

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 with the PIC number will be send to the mentioned in the contact address. 16

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) 17

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 18

19 Sport e-Forms

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 ! 20 When is the E-form published? RSS feed

21 E+: Sport calls Funding pages: rasmus-plus/funding_en

22 Create your e-Form Do not wait till 12 May 2016 Prepare also the compulsory annexes provided by EACEA budget, description etc…

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e-Form creation – select your call E+ Sport 24

Insert your PIC & choose the applicant organisation and partners 25

Verify if partnership is correct and create pre- filled application form 26

Save Regularly 27 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

Attachments and Validation 28 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

Submission 29 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)

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 35

Collaborative Partnership – mistakes Duration of activities in the project description does not correspond to the one in the eForm Partnership composition (applicant, partners) 36

37 Sport Unit: PIC validation: E-form technical problems: Tel: (8h30 to 17h) Contacts