ERASMUS+ : SPORT Call for proposals 2019 (EAC/A03/2018)

Deadline: Apr 4, 2019  
CALL EXPIRED

1. INTRODUCTION

This document is intended to help applicants for the sport actions of the Erasmus+ Programme to find the information they need, to complete their applications and to prepare their projects. It should not be used for any other type of action. In order to prepare and submit an application, applicants have to refer to a range of other documents. Information that is contained in the documents listed below will not be repeated in these instructions, although references are made where appropriate:

The Legal Basis: http://eur- lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2013:347:0050:0073:EN:PDF

This provides you with the rationale for the Erasmus+ Programme and emphasises its aims and priorities.

The Call for Proposals: https://eur-lex.europa.eu/legal- content/EN/TXT/?uri=uriserv:OJ.C_.2018.384.01.0004.01.ENG&toc=OJ:C:2018:384:TOC

This is the official notification of the General call for proposals. It is a short document that provides, inter alia, information on the countries that can participate, budgetary details and deadlines.

The Erasmus+ Programme Guide: http://ec.europa.eu/programmes/erasmus-plus/resources_en

This is a key document covering definitions and rules for all the actions included in the General Call for Proposals. There you will find general information regarding the content and management of the programme and specific information on sport projects. You should not attempt to make an application without referring to the relevant sections of the Programme Guide. It is structured as follows:

•   Introduction

•   Part A – General Information about the Erasmus+ Programme

•   Part B – Information about the actions covered by this guide

•   Part C – Information for applicants

•   Annex I – Additional rules and information relating to the actions covered by the Programme Guide

•   Annex II – Dissemination guidelines for beneficiaries

•   Annex III – Glossary of key terms

•   Annex IV – Useful references and contact details

This text provides the complete funding framework including rules relating to project budgets, explanations on the assessment procedures and information on dissemination and exploitation strategies. This document also provides information on different eligibility, exclusion and selection criteria that are applied to each application through the selection procedure.

The Proposal Submission User Guide: http://eacea.ec.europa.eu/documents/eforms_en
This is a technical user guide that you will need to follow to ensure that you register your organisations correctly and complete the electronic application form correctly and under optimal conditions.

Frequently asked questions (FAQ): https://eacea.ec.europa.eu/erasmus-plus/actions/sport 3

The Agency publishes answers to questions that are frequently asked by potential applicants. It is very important for applicants to check them in order to benefit from clarification that has been asked for by other applicants. These FAQs are made public to ensure that all applicants are treated fairly with respect to having access to the same information. The FAQs include clarification on eligibility and interpretations / clarification of aspects of the official documents.

2. ABOUT THE CALL AND THE APPLICATION PROCEDURE

2.1 Innovations introduced for the Erasmus+ Programme

Although there is a significant amount of continuity from the previous generation of programmes, there are a number of changes that will affect the preparation of applications:

•   Registration of all organisations in the Participant Portal: the applicant will need to first register in the Participant Portal described below. Many organisations linked to the EU research programmes are already in the Participant Portal.

•   Award criteria and scoring mechanism: there has been a simplification and harmonisation of award criteria and scoring mechanisms.

2.2 Registration in the Participant Portal

The applicant organisation must ensure that all partner organisations (in case of collaborative partnerships) that will participate in the application have been registered in the EAC/EACEA Participant Portal. Each organisation that is registered in the Participant Portal is allocated a unique Participant Identification Code (PIC). The PIC is a 9 digit number that helps the European Commission and Agencies to identify a participant. It is used in all grant-related interactions between the participants and the Commission. If an organisation does not have a PIC number it cannot be a partner in an application.

Please note that not-for-profit European sport events have only one applicant organisation, no partner organisations. The transnational element of the event is secured via participants from the defined number of different Programme Countries. This is an eligibility criterion. However, the sending organisations (the organisation which recruit and send the participants to the event) are not partners of the project, will not sign a grant agreement and will not receive any part of the EU grant. The sending organisations do not need a PIC number.

You will need an ECAS account in order to register your organisation in the Participant Portal. The home page of the Participant Portal includes a link to the ECAS registration website (click on the link 'Are you a new user?').

To enter the Participant Portal, click on the following link:

http://ec.europa.eu/education/participants/portal/desktop/en/home.html

If your organisation has already received a grant from the EU, it is likely that the organisation has already received a PIC number. You can search for existing PIC numbers in the Participant Portal via the 'My Organisation' option.

The registration of your organisation in the Participant Portal will not take more than 10 minutes. At the time of registration, organisations must also upload the documents as indicated in the Erasmus+ Programme Guide (Part C).

If your PIC is already validated, you do not have to upload any further documents. However, you can make modifications (e.g. change of phone number), if needed.

2.3 Presentation and organisation of instructions

The purpose of this document is to offer a guidance regarding the content of Application Form, the application procedure and the rules that must be respected.

These detailed instructions follow the same order as the application itself. The applicants who do not follow the instructions and guidance therein, risk submitting an incomplete or incorrect application, and therefore significantly reduce the chances of their application being successful.

2.4 Contents of the Application Package

The Application Package consists of the following elements and must be downloaded from the website of the Executive Agency: http://eacea.ec.europa.eu/erasmus-plus/actions/sport. The application package consists of several documents, the content of which is summarised below. Each of these must be completed and submitted as instructed.

Application Form (eForm)

Part A: Identification of the applicant (administrative information)
A.1. Applicant's data
A.2 Person responsible for the management of application (contact person)
A.3 Person authorised to represent the organisation in legally binding agreements (legal representative)

Part B: Description of the project (general information) B.1 Summary of the project
B.2 Topics
B.3 Dates and languages

B.4 Budget summary
Part C: Statistical information (action specific information)

C.1 Estimated amount of the members of sport organisations involved in the project C.2 Participants involved in the Not-for-profit European Sport Events (for events only)

Project Description (MS Word template)

Please choose the relevant template according to the type of action you apply for (collaborative partnership, small collaborative partnership, not-for-profit European sport event).

• Part D. Organisation and activities
• Part E. Project characteristics and relevance
• Part F. Quality of the project design and implementation
• Part G. Quality of the project team (and cooperation arrangements) Part H. Impact and dissemination
• Check-list

Declaration of Honour (PDF)

There is only one type of the declaration of honour for all sport actions.

Please do not forget to fill in the relevant fields underlined with dots and to tick the boxes. The declaration needs to be printed, completed, signed, dated and attached to the application form as PDF.

Detailed Budget Table (Excel template)

Standard Excel table contains details of all planned expenditure and revenues. Please choose the relevant template according to the type of action you apply for (collaborative partnership, small collaborative partnership, not-for-profit European sport event).

Warning

If any of the above parts of application package is not submitted, not completed or not signed, the application may not be accepted.

2.5 Deadlines and submission of the Application Package
The applications must be sent by 4 April 2019, 12 pm (midday, not midnight) Brussels time (CET).

Applications sent by post, fax or email will not be accepted. Applicants cannot make any changes to their grant application after the submission deadline.

Once the eForm and annexes have been submitted, a reference number is automatically generated on the eForm. In addition, a notification message will be sent by email to the contact person of the applicant organisation (or coordinating organisation, if applicable) to the e-mail address indicated in the eForm. Please ensure that the presentation of the package conforms to the instructions printed in the Call for Proposals, notably:

•  The application must be completed electronically by computer and submitted online (no paper, no handwritten submissions, or submissions completed using a typewriter will be accepted).

•   No information or documents other than the Application Package can be sent. Any further documents will not be taken into consideration in the evaluation of application.

•   No changes to the application can be made after the deadline has expired. However, if there is a need to clarify certain administrative aspects (e.g. contact details), the applicant may be contacted for this purpose.

•   Please note the date and time of the online submission. Applicants are STRONGLY advised to submit their application well in advance of the deadline and to keep proof of the safe arrival of the application in the system.

•   If you experience any technical problems during the submission, please contact the eForm Helpdesk immediately (eacea-helpdesk@ec.europa.eu).

•   If you have questions on the content of the eForm and the Annexes, please contact the EACEA Sport (EACEA-SPORT@ec.europa.eu).

Note on submission of application package (please read it carefully)

Before applying, you must carefully check whether you meet all the eligibility criteria.

It is your responsibility to complete your online registration application in time. We strongly advise you not to wait until the last few days before applying, since heavy internet traffic or a problem with the internet connection could lead to your online registration application being interrupted before you are able to submit it. Once the deadline has passed, you will no longer be able to submit.

The EACEA Erasmus+ Sport team as well as the EACEA IT Helpdesk are willing to provide technical support during the application phase if needed. However, please make sure that, if need be, you contact them well before the deadline.

Please note that if you cannot validate and send the eForm because you e.g. did not fill in all mandatory fields, you filled them in wrongly or you put contradictory information (e.g. in the budget table), not reading and respecting the Guidelines for applicants and other instructions, this cannot be considered as a technical problem on our side.

Please note that if you try to send us the application per e-mail just before or after 12.00 pm (midday) CET claiming there was a technical problem on our side, we will carefully check and verify when you last modified your application and if the application was valid or not before the deadline. If we find out that your application was not filled in correctly and as a result, the system prevented you to send us your application, it can be rejected even if sent to the EACEA IT Helpdesk per e-mail before the deadline.

Once you complete and submit your online application, an acknowledgement receipt of your application will be sent to the e-mail address of contact person indicated in your application. It is your responsibility to verify providing the correct e-mail address. The e-mail address must be correct and valid during the whole selection process.

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