Drafting the Guidelines for applicants

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Presentation transcript:

2.6-2.7 Drafting the Guidelines for applicants EUROPEAID/121737/D/SV/RO - Training in Project Cycle Management, Procurement and Contracting of Pre-Accession Projects and Management of EU Structural Instruments 2.6-2.7 Drafting the Guidelines for applicants

Guidelines for applicants Basic document for applicants in project application preparation Should comply with: Standard format for Guidelines (Annex E3a or E3b for restricted calls) Project description set in the Financing Memorandum (project fiche) or other equivalent document Are prepared by the Contracting Authority and: Centralized: must be approved by the relevant services of the European Commission prior to issue Decentralized ex-ante: must be submitted to the Delegation of the European Commission for approval prior to issue Decentralized ex-post: no prior approval of the Guidelines for Applicants by the European Commission is required

Aim of the Guidelines Explain: the purpose of the Call for Proposals, the rules regarding the eligibility of applicants and partners, types of action, costs which are eligible for financing, the evaluation criteria, very clearly and in detail the objectives and priorities of the call for proposals. The information published here will subsequently become binding on the Evaluation Committee- the evaluation grids must be included in the Guidelines and cannot be changed!

Structure of Guidelines (1) 1. The TITLE OF programme 1.1 Background 1.2 Objectives of the programme and priority issues for year(s) 1.3 Financial allocation provided by the contracting authority 2. Rules of this call for proposals 2.1 Eligibility criteria 2.1.1 Eligibility of applicants: who may apply 2.1.2 Partnerships and eligibility of partners 2.1.3 Eligible actions: actions for which an application may be made 2.1.4 Eligibility of costs: costs which may be taken into consideration for the grant

Structure of Guidelines(2) 2.2 How to apply, and the procedures to follow 2.2.1 Application form 2.2.2 Where and how to send the applications 2.2.3 Deadline for receipt of applications 2.2.4 Further information 2.3 Evaluation and selection of applications 2.4 Submission of supporting documents for provisionally selected proposals 2.5 Notification of the Contracting Authority’s decision 2.5.1 Content of the decision 2.5.2 Indicative time table 2.6 Conditions applicable to implementation of the action following the Contracting Authority's decision to award a grant

Structure of Guidelines(3) 3. List of annexes DOCUMENTS TO FILL IN Annex A: Grant Application Form (Word format) Annex B: Budget (Excel format) Annex C: Logical Framework (Excel format)-Optional where the total amount of the grants to be awarded under the call for proposals is EUR 100 000 or less. Annex D: Legal Entity Sheet (Excel format)- Only applicable where the European Commission is the Contracting Authority or will make the payments under the contracts to be signed. Annex E: Financial identification form DOCUMENTS FOR INFORMATION Annex F: Standard Contract (Word format) Annex G: Daily allowance rates (Per diem) Lets go through the guidelines!

Lets look at the FULL APPLICATION FORM ! NEW in PRAG!- with the purpose to save time and other recourses in the evaluation CONCEPT NOTE : 1. Summary of the action 2. Relevance 3. Methodology and Sustainability 4. Expertise and operational capacity maximum of 4 pages (each section must be answered on maximum 1 page - the font size cannot be smaller than Arial 10 Lets look at the FULL APPLICATION FORM !

Open or restricted call for proposals Open call for proposals Full application form should be submitted together with concept note Restricted call for proposals Full application form should be prepared and submitted only when concept note are approved

Risks - Guideline preparation Guidelines are prepared by one person without consultations and team work Unclear requirements for application preparation To general or to strict information/requirements To complicated requirements Professional language Some more – your ideas???

Advice: Carefully check Guidelines before submitting to EC and/or publication (using checklist) Try to look at the guidelines in the designing process from the applicant point of view and if possible test it on potential applicants (do not forget conflict of interest) Sometimes it is better to leave some positions open (for example where possible legislation changes are foreseen) Where possible - simplify language