Info Day on New Calls and Partner Café
Brussels 10 February 2011
Application Form – Priority 1,3
How to ensure that your proposal is eligible?
How to Apply ?
Using a standard Application Form
• Part A: Administrative, Financial and Management related
information (protected Excel file) + 2 charts
• PART B: Content related information, (Word file)
• Annexes – solvency documents (in case of involvement of private
partners)
Application must
• Be completed in English
• Be completed by using the provided files only
• Be submitted any time during the time when the call is open
• Be submitted electronically via e-mail AND via post (one original
signed and stamped and one copy)
• Deadline for submission – 21 March 2011
Application Form (1)
Application Form: PART A
• Partnership information and financial overview
• Financial information on specific equipment and external expertise
• Budget breakdown per work package and per budget lines
• Payment forecast
• Overview of working hours
• Management structure
• Partnership experience
• Chart describing interlinkages in the management structure (separate
document)
• Chart describing the audit trail
Application Form (2)
Application Form: PART B
•Outline of the concept for addressing the research need and
description of the objectives of the proposed work
•Detailed breakdown of the work package activities
•Description of the scientific approach proposed
•Description of the dissemination activities foreseen
Application Form - PART A
- Protected excel file
- Filling in instructions
- Macros
- Interlinked sheets
- Color codes
- Drop down lists
- Cut/Paste function to be avoided
- Tick boxes
- Character limits
- Error messages
Error Messages
-The “Cover Sheet” and some of
the other sheets include error
messages
- In case a cell is not completed,
or incorrectly completed an error
message appears
- All error messages have to be
cleared before submission
Instruction Sheet
-Please read the instruction sheet
before filling in the form
Cover Sheet
- Select your priority first
- By selecting a priority the sheets
are automatically adjusted
- Select a theme from the drop
down list
- Complete the Acronym and the
Title cells. They will be
automatically shown in the
following sheets
Color code helps you to fill in the
cells correctly.
Financial Overview Sheet (1)
- Please consult with the documents of
the Application Pack for the timing of
the project
- You can add as many partners as you
need. Please consider a sound and
efficient management
-Please carefully select the legal status
from the drop down menu
-In case of private partners, consult
with the Application Pack for necessary
solvency documents
Financial Overview Sheet (2)
-Indicate the budget foreseen for the
Lead/Project Partners
-Budget is to be prepared on the
basis of the activities needed to carry
out project activities
-The indicated budget will appear
automatically in the following sheets
Breakdown Equipment Sheet
- Please include here the
equipment(s) per partner that are
necessary for the project
implementation
- For selecting a partner please use
the drop down menu
- The total equipment costs will be
shown in the following sheets
Breakdown External Expertise Sheet
- Please include here the external
expertise per partner foreseen for
the project implementation
- For selecting a partner please
use the drop down menu
- The total external expertise
costs will be shown in the
following sheets
Breakdown Budget Line and WP Sheet
-Please break down the
costs per budget line and
per workpackage
- Staff costs have to be
based on the number of
working hours indicated in
sheet 2 “Working Hours”
Payment Forecast Sheet
-Please plan the payment
forecast of the project
according to the
recommended duration of
the project
-Each payment claim covers
a six-month period
- Please indicate the
payment forecast of the
partners coming from CH,
NO, IS and LI separately in
table B
Overview of Working Hours Sheet
-Please include here an overview of
the working hours foreseen by the
Lead and Project Partners
- Please make the calculation in
working hours. No other unit will
be accepted
Management Structures Sheet (1)
-Each project has to appoint a
Project Coordinator and a Financial
Manager. Please include their
details in this section
- The appointment of a Project
Manager and a Communication
Manager is optional
Management Structures (2)
- Application Form Part A has to be
accompanied with two charts:
1. Chart or diagram to visualizing
interlinkages in relation to the
management process (as
required in point 3.5/b)
2. Chart or diagram to illustrating
the financial flow and the audit
trail (as requested in point 3.6 b)
- The two charts have to be sent as
annexes to the Application Form Part
A (both in original and in electronic
versions)
Partnership Description Sheet
- Please indicate here the
experience of the Lead Partner
in project management
-The scientific competences
and expertise of the Lead and
Project Partners should be
introduced here.
Consistency Sheet
-Please eliminate error
messages by selecting one of
the tick boxes.
-Please complete the sections
on EU horizontal policies
LP-Certification Signature Sheet
-Please tick all tick boxes to eliminate
error messages
- This sheet of the Application Form
has to be signed and stamped by the
representative of the Lead Partner.
Checklist for Submission Sheet
-This checklist is to be completed
before the submission of the
application in order to ensure
that all requirements listed below
are fulfilled.
-Please tick all boxes in order to
eliminate error messages.
Application Form - Part B
- Separate Word Document
- Has to be clearly “anonymous”.
- Must not include any reference or abbreviations to names of the
project partner institutions nor to the staff members or experts
In case any of the participating partners/experts/staff members
can be identified, the application will be considered ineligible.
-Each of the four chapter can be described within the maximum
number of pages indicated.
Each chapter will only be considered up to the allowed maximum
number of pages.
Before Submission
Please make sure that:
- Application Form Part A is completed entirely
- “Cover sheet” and all other sheets are cleared from error messages
- The character limits are not exceeded
- Correct information is selected from the drop down lists
- Application Form is signed and stamped by the representative of the
Lead Partner
- Charts 3.5/b and 3.6/b are attached
- In case private partners are involved, the relevant solvency documents
are attached
- Application Form Part B is completed
- Application Form Part B is clearly anonymous
- Page limits are respected
Please verify that all points of the Submission Checklist are fulfilled!
Please ensure to eliminate all error messages.
Application Forms including error message are not eligible
Submission (1)
The application has to be submitted in both
paper and electronic version by 21 March 2011
Paper version
-Application Form Part A (signed and stamped in original)
-Chart on management structure (as requested in point 3.5/b)
-Chart on financial flow (as requested in point 3.6/b)
-Application Form Part B
-Solvency related documents (if private partners are involved)
Please send TWO PAPER VERSIONS of the application: one
ORIGINAL and one COPY by mail/courier to the following address:
ESPON Coordination Unit
CRP HT – BP 144
L-4221 Esch sur Alzette
Luxembourg
The date of sending will be checked through the postal stamp on the
envelope. Please ensure that sending date can be justified.
Submission (2)
Electronic version
-Application Form Part A (excel version)
-Chart on management structure (as requested in point 3.5/b)
-Chart on financial flow (as requested in point 3.6/b)
-Application Form Part B
-Solvency related documents (if private partners are involved)
Please send the electronic version of the application to:
[email protected]
An automatic reply will be sent in order to confirm the receipt of your
application. Please carefully keep this message.
Deadline for submission of applications: 21 March 2011
Info Day on New Calls and Partner Café
Brussels 10 February 2011
Application Form – Priority 2, Expression of Interest
How to ensure that your proposal is eligible?
How to Apply ?
The Application consist of:
• Application Form for Expression of Interest (protected Excel file)
• Letters of commitment of the Lead Applicant as well as of each
participating stakeholder
Application must
• Be completed in English
• Be completed by using the provided files only
• Be submitted any time during the time when the call is open
• Be submitted electronically via e-mail AND via post (one original
signed and stamped and one copy)
• Deadline for submission – 21 March 2011
Application Form
Project idea information
• Main general characteristics/features of the territory to be
addressed
• Scope and rationale of the proposed action
• Results and operational use of the project
• Involvement of participating Stakeholders
• Project governance
• Dissemination activities
• Type of action 1 & 3
- Added value of the proposed analysis in relation to existing
ESPON results
• Type of action 2 & 3
- Experiment and innovative character of the proposed action
• Details about participating Stakeholders
Application Form
- Protected excel file
- Filling in instructions
- Macros
- Interlinked sheets
- Color codes
- Drop down lists
- Cut/Paste function to be avoided
- Tick boxes
- Character limits
- Error messages
Error Messages
-The “Cover Sheet” and some of
the other sheets include error
messages
- In case a cell is not completed,
or incorrectly completed an error
message appears
- All error messages have to be
cleared before submission
- This sheet of the Application
Form has to be signed and
stamped by the representative
of the Lead Stakeholder
Color code helps you to fill in the
cells correctly
Instruction Sheet
-Please read the instruction sheet
before filling in the form
Project Application
- Select your type of action first
- By selecting a type of action the
sheets are automatically adjusted
- Select from the drop down lists
- Complete the white cells
- Pay attention to the character
limits
Project idea information
- Complete all white cells in order
to eliminate error messages
- Pay attention to the character
limits
Lead Applicant
-Please carefully select the status of the
stakeholder from the drop down menu
according to the type of action selected
in sheet 1.
- Please consult with the Application
Pack for information about eligible
stakeholders
- Please complete the white cells and
select from the drop down menus
Participating Stakeholders
-Please carefully select the status of
the stakeholder from the drop down
menu according to the type of action
selected in sheet 1.
- Please complete the white cells and
select from the drop down menus
- You can add maximum 30
stakeholders. Please consider a
sound and efficient management
Submission checklist
-This checklist is to be completed
before the submission of the
application in order to ensure
that all requirements listed below
are fulfilled.
-Please tick all boxes in order to
eliminate error messages.
Letter of commitment (LoC)
-To be completed by the Lead
Applicant as well as each
participating stakeholder
- To be printed on headed paper
of the stakeholder
- To be signed and stamped in
original
Before Submission
Please make sure that:
- Application Form for EoI is completed entirely
- “Cover sheet” and all other sheets are cleared from error messages
- The character limits are not exceeded
- Correct information is selected from the drop down lists
- Application Form is signed and stamped by the representative of the
Lead Applicant
- Letter(s) of commitment is/are attached, all signed and stamped in
original
Please verify that all points of the
Submission Checklist are fulfilled and
all error messages are cleared!
Submission (1)
The application has to be submitted in both
paper and electronic version by 21 March 2011
Paper version
-Application Form for EoI(signed and stamped in original)
-Letter(s) of commitment is/are attached for all participating stakeholder
(including Lead Applicant), all signed and stamped in original
Please send TWO PAPER VERSIONS of the application: one
ORIGINAL and one COPY by mail/courier to the following address:
ESPON Coordination Unit
CRP HT – BP 144
L-4221 Esch sur Alzette
Luxembourg
The date of sending will be checked through the postal stamp on the
envelope. Please ensure that sending date can be justified.
Submission (2)
Electronic version
-Application Form for EoI (excel version)
- Letter(s) of commitment
Please send the electronic version of the application to:
[email protected]
An automatic reply will be sent in order to confirm the receipt of your
application. Please carefully keep this message.
Deadline for submission of applications: 21 March 2011
Further Questions
For questions regarding procedures
please send an e-mail to
[email protected]
Thank you for your attention.