1. European Youth Together How to prepare and submit an application EACEA
Tuesday 24th April 2018

2. Contents European Youth Together Key documents to read
2. Application process sequence
3. The eForm
4. Financial Capacity
5. Operational Capacity
6. Annex 1. Declaration on honour
7. Annex 2. Detailed description of the project
8. Annex 3. Detailed budget: indicative breakdown
9. Tips and Hints

3. Familiarise yourselves with the call page on our website:
The Call page is the main source of information of the present Call. You find the Call notice (in 23 EU languages), Guidelines (EN/FR/DE) and Instruction for Applicants, How to apply session, eForm link, all templates for compulsory annexes and our Functional mailbox to contact our Team.

4. Before starting, read carefully:
Guidelines for Applicants EACEA/16/2018
eForm User Guide

5. Steps 1 & 2: Register organisations (EU-Login-PIC)
Step 3: Select programmme, funding and participants -> eForm
Step 4: Fill in the eForm
Step 5: Attach Annexes to the eForm
Step 6: Validate the eForm
Step 7: Submit the eForm

6. Electronic application Form - eForm (1/4)
Part A - Identification of the applicant and other organisations participating in the project
Part A.1 - Organisation
Part A.2 - Person responsible for the management of the application (contact person)
Part A.3 - Person authorised to represent the organisation in legally binding agreements (legal representative)

7. Electronic application Form - eForm (2/4)
Part B – Organisation and activities
Part B.1 – Structure
Part B.2 – Aims and activities of the organisation
Part B.3 – Other EU grants

8. Electronic application Form - eForm (3/4)
Part C - Dates, Budget and Description of the Project
Part C.1 - Dates and duration
Part C.2 - Summary budget
Part C.3 - Summary of the project

9. 3.Electronic application Form - eForm (4/4)
Part D - Erasmus+ Programme topics

10. Electronic application Form
eForm
Electronic application Form
The eForm, including its attachments, duly completed must be submitted online by (midday, CEST Brussels time) on 25/05/2018.
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 evaluation process.
All applicants will be informed in writing about the results of the selection process.

11. Capacity Declaration on honour
Applicant organisation only submits a declaration on honour, completed and signed, attesting to their financial and operational capacity to complete the proposed activities.
Fill in:
the Legal representative name
details of the organisation (name, legal form, VAT, etc.)
the grant amount (not the whole application budget!)
project title
check in the "yes/no" boxes regarding the situation of exclusion
the Legal Representative name, function, signature, stamp of the organisation and signature date
Annex 1. Declaration on Honour : Templates provided on the call website MUST not be changed:
Declaration on Honour: The document certifies that all information contained in the application, including the project description, is correct, to the best knowledge of the person identified as legal representative of the applicant organisation, who is familiar with the contents of the application form and annexes. It confirms that the applicant organisation has the financial and operational capacity to complete the proposed project. The legal representative of the applicant organisation takes note that, under the provisions of the Financial Regulations applicable to the general budget of the European Union, grants may not be awarded to applicants who are in any of the situations defined in the “exclusion criteria”.
The total grant amount indicated in the Declaration must correspond with the one indicated in the eForm (section C.6) and in the budget tables in annex.
It must be printed, signed by the legal representative, scanned together with the partners' mandates and attached to the eForm.

12. Capacity Financial capacity
Applicants must have stable and sufficient sources of funding to maintain their activity throughout the duration of the grant.
The EU Validation Services (Research Executive Agency Validation Service) will contact the applicant with a request to provide supporting documents necessary to prove legal existence and status and financial capacity of the applicant organisation:
Profit and loss account
Balance sheet for the last financial year for which accounts were closed
Data supporting financial capacity should also be provided as part of the detailed budget tables (tab 'financial capacity'), together with the Declaration on Honour

13. Capacity Operational capacity
Applicants must have the professional competencies as well as appropriate qualifications necessary to complete the proposed action.
Alongside the declaration on honour, the detailed action description (annex 2 of the eForm), part III provides data on operational capacity: operational and technical capacity (skills and experience of key staff involved in the action)

14. Capacity Mandate letter
At contract stage the Agency will require mandate letters from all partners. Each partner organisation must attest to their compliance with the grant agreement.
Please do not submit mandate letters with your application!
Link to mandate letter template:

15. Annex 1. Detailed action description
Annexes
Annex 1. Detailed action description
Applicants are recommended to read carefully the Guidelines and the Instructions before filling out the Detailed Action Description.
Use the same language as in the eForm
Respect the character limit
Limit the use of pictures and diagrams to avoid problems during submission (the maximum capacity of the Application Package (eForm + annexes = 10 MB)
Eight parts –
Action summary and involvement in previous relevant projects
Action relevance
Quality of the design and implementation of the action
Quality of the partnership, the team, the cooperation arrangements
Impact, dissemination, exploitation, sustainability
Specific arrangements for mobility (if applicable)
Additional information (if applicable)
Work plan and work packages – same numbering as in the budget!!!!

16. Annex 2. Detailed budget table (1/5)
Applicants are recommended to carefully consult the applicant guidelines for the call
Please fill in all sections of the budget table: summary, detailed budget, indicative breakdown and financial capacity.
Please include all amounts in Euro.
Please note that in the estimated budget summary the EU grant cannot be under 100,000 Euros.

17. Annex 2. Detailed budget table (2/5)

18. Annex 2. Detailed budget table (3/5)

19. Annex 2. Detailed budget table (4/5)

20. Annex 2. Detailed budget table (5/5)

21. Advice Tips and hints (1/3) The project proposal
COHERENT in its entirety; avoid contradictions; avoid "patchwork"
SIMPLE: better a few well-chosen words than long/vague explanations
CONCRETE: use examples, justify your statements, bring proofs
CLEAR: Follow the questions and answer them in the right order
EXPLICIT: do not take anything for granted; don't assume that we can read your mind; avoid abbreviations or explain them
RIGOROUS: the application is the basis on which your project will be implemented; it is also the cornerstone of your partnership commitment
FOCUSED: stick to what is asked
The project proposal

22. Tips and hints (2/3) The partnership Skilled project manager and team
Clear idea of the ideal mixture of skills to form partnership
Ensure that partners involvement in the project proposal (work packages and budget) has been fully discussed and agreed
Partners who provide low quality input to the drafting of the application may not provide high quality input into the project!
Co-operates on every step of the process
The partnership

23. Advice on completing the form
Tips and hints (3/3)
Have the project idea firmly in mind before completing the documentation
Take the time to understand the different steps of submission, how the form and annexes are constructed
Allow time for drafting and reviewing and redrafting the texts
Test your draft application on an outsider
It is a time-intensive process and will require dedicated staff time
Don’t wait until the last minute of the last day before submitting the eForm!
Advice on completing the form

24. EACEA-YOUTH@ec.europa.eu Follow up event
We will be hosting a WebEx event on 27 April 2018, between 10am to 12pm.
This event will provide answers to questions surrounding the call and application process of European Youth Together.
Prospective applicants are encouraged to submit their questions to our functional mailbox by 26 April.
Send us an if you wish to join, we will send you the link for the event