Justice Programme
Questions and answers
Action grants to support European judicial
training
Topic ref. JUST-JTRA-EJTR-AG-2016
Version 2.0
10 November 2016
History of changes
Version
Date
Change
Page
1.0
27.10.2016

2.0
10.11.2016
 Second version (new questions and answers are added as of
the Q21)
8-11
Initial version
2
Questions and answers
Nr
1
Question
While reading the call for "grants to support
European judicial training", I read that
" priority will be given to projects that do not
duplicate existing training material[1] or on-going
projects but that act in complementarity or that
innovate":
Answer provided
Thank you for your interest in our call and for spotting this
omission. Most of the materials which can interest you for to
prepare a good proposal and us for you to avoid duplication
is on the e-Justice Portal. Please follow this link: https://ejustice.europa.eu/content_european_judicial_training-120en.do
I don't find the footnote n. 1. It may be missing.
How do we find out which existing material
already exists (and how can we avoid duplicating
a previous proposal)? Any additional suggestion?
Thanks,
2
3
I would like to ask for your assistance in
accordance with Justice grants published on
European Commission website. Polish NGO
where I work in is interested in getting more
information about two grants: (1) Action grants
to support national and transnational projects to
foster judicial cooperation in civil matters and
(2) Action grants to support European judicial
training. First of all, I would like to ask if there is
a need to apply for a grant with additional
partner? I read documentation provided by
Commission but it still is not clear for me.
Furthermore, I would like to ask about financial
issues: are there any specific areas in which
applicant needs to spend money in? For
example, is it possible to use these 20% for
project coordination or indirect costs? Do we
need to have this amount of money on another
bank account whilst submitting an application or
is it possible to indicated that we used them for
established reasons at the end of the project, in
the financial report? Could you also tell me
whether is a maximum amount of subsidy?
1. In the call of the judicial cooperation in civil matters, your
project can be national and application may be submitted by
only one organisation.
2. In the call of the judicial training, your project shall involve
organisations from at least two participating countries (so, all
EU MS except for UK and Denmark).
3. You don’t have to earmark your 20% contribution to any
specific cost category, or keep it in a bank account; it is
simply 20% of all eligible project costs. This can be also in
form of project staff personnel, i.e. you are paying salaries of
your staff now working on the project, or a conference, etc.
We cover 80% and you 20%.
4. We set only the minimum requested EU funding. The
maximum, if you want, is the call budget.
I would like to also ask about one last thing:
Thank you for your email. All information is already publicly
whether is available any form consisting formal
available on Participants Portal. However, we do a recap here
requirements from the organization applying for
of what you need:
the grant (e.g. a list of all documentation that we
need to provide, list of all features we need to
1. Part A: Application form and Part B: project
have as an NGO etc.). If such documents does not
description and implementation
exist, would it be possible for you to prepare such
2. Annex 1 CVs
a list for both of the projects?
3. Annex 2 – annual activity report of your organisation
from last year
3
4. Annex 3 – legal base indicators (quantitative
reporting on policy related outputs which serves you,
but mainly us for our reporting on the Justice
Programme achievements)
Please read more in our Guide for Applicants:
http://ec.europa.eu/research/participants/data/ref/other_eu_pr
og/common/just-rec-guide-applicants_en.pdf (pages 22-29)
4
I'd like to know if it's possible to find in some of
your websites/databases other projects previously
funded in this kind of topics, to be inspired during
the development of new proposals for the next
deadline of November 2016.
We publish project summaries on our website with every call
for proposals. See here for 2015 call:
http://ec.europa.eu/justice/grants1/files/2015_action_grants/2
015_jtra_ag_ejtr/just_2015_jtra_ag_ejtr_summary_of_the_
selected_projects.docx
We have also lot of information and knowledge gathered on
e-Justice Portal: https://ejustice.europa.eu/content_european_judicial_training-120en.do
5
I'd like to know if it is possible to propose training
activities on Intellectual Property (IP), even if it is
not included in the priority topics of the call
description.
Indeed, you can present a topic which is not mentioned
among our priorities. Now, we are referring to the possibility
mentioned in the call text 'Proposals outside of these priority
topics'. In such case we require that you demonstrate the
usefulness of such project by an evidence-based needs
assessment. Such needs assessment is absolutely crucial
during the evaluation of a proposal. It should include relevant
and reliable data and should contain a robust analysis clearly
demonstrating the need for action. You can refer to existing
research, studies, previous projects which had already
identified the need. It must make it clear to what extent the
action will meet the needs and this shall be quantified.
Please don’t limit the analysis to general statements.
6
I would like to clarify whether proposals
Such proposals are eligible under JUST-JTRA-EJTR-AG-2016.
concerning the European Private International Law
are eligible under the call “Action grants to
support European judicial training"- JUST-JTRAEJTR-AG-2016 (deadline 16 November).
7
I would like to inquire if it would be eligible to
apply for grants for a training programme
supporting the development of child friendly
justice in EU Member States under the
call “JUST-JTRA-EJTR-AG-2016”. The training
intends to deal with the appropriate treatment of
child victims as well as juvenile delinquents.
For the reason of equal treatment of all applicants the
Commission cannot give his opinion on the eligibility of your
idea. To be eligible and to be awarded, the project application
would need to comply with all the criteria indicated in the call
for proposals. Moreover, the applicant should take good care
of justifying the training needs supporting the project.
Regarding to the above topic, the material would
focus on the implementation of the following two
Directives:
Directive 2012/29 on establishing minimum
4
standards on the rights, support and protection of
victims of crime
Directive 2016/800 on procedural safeguards for
children who are suspects or accused persons in
criminal proceedings
8
Could you tell me please if subsistence and
accommodation is provided for in the form of per
diems for this call? It was not expressly stated
and the guide for applicants 2016 says that per
diems can be claimed if they are supported by the
call.
The system of per diem can be accepted only if it can be
demonstrated that such a system was officially in place
before the grant was awarded. Please refer to chapter 2.2.3
of the ANNEX ON ELIGIBILITY OF COSTS of the Guide for
Applicants (on page 55):
http://ec.europa.eu/research/participants/data/ref/other_eu_pr
og/common/just-rec-guide-applicants_en.pdf
9
We would like to submit a proposal for the abovementioned topic but I seem to have some
problems with downloading the documents from
Priamos. The above-mentioned reference does
not work in there.
We do not work with Priamos anymore. The right entry point
to submit your proposal is on the Participant portal:
http://ec.europa.eu/research/participants/portal/desktop/en/op
portunities/just/topics/just-jtra-ejtr-ag-2016.html
If your ECAS does not work, please contact the helpdesk
through the online contact form:
http://ec.europa.eu/research/participants/api/contact/index.ht
ml
When passing via the submission tab at the
Research and Innovation website, the submission
tab brings me to ECAS but my login and password
does not work in here.
10
Je me permets de vous contacter concernant la
subvention JUST-JTRA-EJTR-AG-2016 (deadline :
16 novembre 2016)
Nous avons identifié les documents support
suivants :
Tous les appels à propositions prévus dans le programme de
travail 2016 sont déjà publiés sur notre portail ou vous
trouverez les dates exactes d'ouverture et aussi les délais de
soumission.
Par exemple l'appel à propositions de formation judiciaire:
http://ec.europa.eu/research/participants/portal/desktop/en/op
portunities/just/topics/just-jtra-ejtr-ag-2016.html
- Description de l’action
(http://ec.europa.eu/research/participants/portal/de est ouvert depuis le 14 septembre et se clôture le 16
sktop/en/opportunities/just/topics/just-jtra-ejtr-ag- Novembre 2016 à 17:00.
2016.html)
- Work program 2016
- Guide for Applicants 2016
Pourriez-vous m’indiquer si l’appel à proposition,
tel qu’il existait dans les appel DG Justice et où
figurait notamment le calendrier est également
disponible où doit-on se référer uniquement aux
éléments figurants dans le work programm
2016 ?
11
In Part B of the proposal application (the word
template) are spaces included as part of the
character count limit?
Part B - Project description and implementation must not be
longer than 30 pages. The minimum font size allowed is 11
points. The page size is A4. For the individual limits of each
part we count only characters without spaces.
12
It is our understanding of the Guide for Applicants We suggest that if needed you add such letters of
5
that only the organisations – Applicant and
commitment at the end of Annex 1 – CVs, convert into PDF
Partner(s) – receiving Union co-financing for the
and then upload together as one file.
costs incurred during the implementation of the
project are obliged to register through the
European Commission’s Beneficiary Register
(ECBR). In other words, if an Applicant intends to
work with organisations who do not receive any
Union co-financing, but (for example) simply
“host” training events, the latter are not obliged to
register on the ECBR. If this interpretation is
correct, the Applicant can prove by any means the
commitment of the hosting organisation(s), for
example by providing the European Commission –
either in the application phase or later on request
– with a letter of commitment of these
organisation(s) expressing the willingness to host
training events and to deal with logistical support.
13
I would like to as with regards to the Action grants For this topic there is no maximum grant amount. Of course
to support European judicial training (JUST-JTRA- we cannot accept requests which go beyond the budget
earmarked in total for this topic which is 5.700.000,00 EUR.
EJTR-AG-2016)
I see that the grant must be over 50,000 EUR.
Is there any highest amount possible?
14
I am contacting you in order to know whether the
Call JUST-AG-2016 topic JUST-JTRA-EJTR-AG2016 still foresees the role of "associate partner",
i.e. the organisations not receiving budget from
the EC? This role was foreseen in the previous
calls.
If the involvement of "associate partners" is still
possible, how can we demonstrate it in the
application? Compared to the application form of
the previous call, it seems there is neither an
equivalent of the Annex 3 – Partner/Associate
Partner Declaration, nor of the section 1.6.
Information about the Associate Partners in the
application form.
You are right; the term associate partner(s) has disappeared
to avoid confusion. If you intend to have third party
organisation(s) involved in the project on a non-paid basis,
please indicate their name(s) in the narrative part of Part B Project description and implementation.
If needed, you may also add an additional ''commitment
document'' (i.e. letter, declaration) at the end of Annex 1 –
CVs, convert into PDF and then upload together as one file.
We do not have a template for such type of documents as
they are not required.
15
I found the information that 80% of the final
budget is financed by EU and 20% needs to be
financed by grant's recipee. Due to the above, I
would like to ask about this 20%. Whether this
20% needs to be money, or can it be e.g. in - kind
contribution or work of the employee? Maybe I
can specify through example: if the whole budget
is 100 euro and EU can grants us with 80 euro, do
we need to gather 20 euro, or maybe we can say
that our employee or the rent for the office and
office materials costs us 20 euro? Could you send
me some specific information or "guidebook" how
to create a proper budget?
You don’t have to earmark your 20% contribution to any
specific cost category, or keep it in a bank account; it is
simply 20% of all eligible project costs. This can be also in
form of project staff personnel, i.e. you are paying salaries of
your staff now working on the project, or a conference, etc.
We cover 80% and you 20%.
In order to help you with budget preparation a detailed
budget template (see ''Topic conditions and documents'' on
the Participant Portal) is also made available by the
Commission. Please note that it is not obligatory to use this
template when preparing your application for funding and
that it is NOT foreseen for the detailed budget to be
6
uploaded in the Electronic Submission System (i.e. at the
application stage).
At the moment the budget template is completed with
sample data for demonstration purposes, which you need to
replace with the data corresponding to your project.
16
We are applying for action grant with call
identifier JUST-JTRA-EJTR-AG-2016, under priority
topic "other priorities" and we have a question
related to application methods. Are we supposed
to use Priamos system, or where do we find the
application forms? Do you have a new kind of
application system similar to horizon 2020
funding?
Should we send a PDF application form in which
we attach the necessary annexes ( Annex 1
Project Description, Annex 2 Budget and Annnex 3
signed Partner Declaration) as in the previous
judicial training call?
17
I would like to know which documents I need for
the submission of my project proposal.
I did not find any document check list so I don't
want to make mistakes.
Could you help me to find the COMPLETE and
DETAILED list of documents required by this call
for proposals?
18
Which are the three Annexes I have to attach?
for example, Profits&losses Balance, the CVs of
the employees of the applicant and co-applicant
organisations... Do I need it in this first phase of
the application?
19
I am writing to enquire about topic “Action grants
to support European judicial training” (JUST-JTRAEJTR-AG-2016).
We would like to apply as a coordinator - the
Ministry of Justice, which involves the training of
judges from the National School of the Judiciary
and Prosecution in our country. The National
School of the Judiciary and the Prosecution is
subordinate to the Ministry and the remainder
under the supervision of the Minister of Justice.
We do not work with Priamos anymore. The right entry point
to submit your proposal is on the Participant portal:
http://ec.europa.eu/research/participants/portal/desktop/en/op
portunities/just/topics/just-jtra-ejtr-ag-2016.html
Correct, you are supposed to complete a pdf form and then
to attach the required annexes, which are not the same as
last year. Please refer to the section 2.3 – Annexes of the
Guide for applicants:
http://ec.europa.eu/research/participants/data/ref/other_eu_pr
og/common/just-rec-guide-applicants_en.pdf
You are required to submit the following documents:
- Part A, which includes the administrative information
and the estimated budget table;
- Part B, which comprises of the technical content of
the proposal; and
- 3 Annexes
For detailed information please refer to B. SUBMISSION OF
PROPOSALS, especially section 2. APPLICATION FOR A
PROJECT as of page 23 of the Guide for applicants:
http://ec.europa.eu/research/participants/data/ref/other_eu_pr
og/common/just-rec-guide-applicants_en.pdf
There are 3 Annexes required:
Annex 1 - Curriculum Vitae,
Annex 2 - Annual Activity Report for the last available year,
Annex 3 - Indicators (quantitative reporting on policy-related
outputs indicators),
Please refer to page 30 of the Guide for applicants:
http://ec.europa.eu/research/participants/data/ref/other_eu_pr
og/common/just-rec-guide-applicants_en.pdf
First of all, please note that the application must be
transnational and involve organizations from at least two
participating countries (Eligibility and admissibility conditions).
Financial support to third parties refers to cases where grants
would be awarded by a EU grant beneficiary to another
organization. Funds must be managed and expenses incurred
directly by the beneficiaries listed in the Agreement with the
Commission to be eligible. Participation to a training session
is not considered as financial support to third parties.
7
Therefore, we do not expect for him as a partner,
and the only entity associated with our
organization.
Doubts induces us this passage: "Projects through
which the beneficiaries use the budget of the
project to award grants to other organizations
under their own procedures and authority
(Financial support to third parties) cannot be
financed under the Justice and the REC
programmes.” (guide for applicants, page 14).
Am I right that this passage does not apply to our
situation? National School would only participate
in training sessions organized by our partner. They
won’t receive financial support, persons belonging
to it would only be our target group.
20
Our doubts concern more the part concerning the
preparation for the submission of the proposal,
rather than the application for a project.
It is only before granting funding, the Commission will check
your organisation's financial capacity, depending on the type
of organisation and various other criteria:
http://ec.europa.eu/research/participants/docs/h2020-fundingI read that “coordinators must: Submit to the
guide/grants/applying-for-funding/register-ancoordinator in good time: Individual financial
organisation/financial-capacity-check_en.htm
statements for itself and its affiliated entities (if If you do not upload your financial statements we will not be
applicable)
able to check your and participants' financial capacities.
and, if required, certificates on the financial
You may upload any document which could enable us
statements (see Article 15 of MGA);” (p. 12)
conducting the necessary legal and financial verification as
Does the financial statement have to presented if long as a single file does not exceed 6 megabytes.
the proposal is successful, as information at this
link suggests:
http://ec.europa.eu/research/participants/docs/h20
20-funding-guide/grants/applying-forfunding/register-an-organisation/validation-oforganisation_en.htm ?
Or does it have to be uploaded during the
registration in the Beneficiary Register, as instead
information at page 19 of the Guide suggests?
Here, it is written “To complete this registration
process, you will need to provide information
about your entity legal status and its finances.
The uploaded documents are essential to check
the eligibility of participants and financial
capacity of the applicant/coordinator by the
Research Executive Agency (REA).”
I suppose the applicants have to upload here
financial statements and also the legal entity
form, is it correct? Are there other documents
needed, such as the proof of registration?
21
Regarding submitting an application for Call :
JUST-AG-2016 I would like to ask whether the
No, this is not necessary. When you fill in the submission
form, your partners are automatically notified. You can also
8
applicant must submit together with the
application any supportive documents
(declaration, mandate etc) that verify that the
partners acknowledge and accept their
participation in the project.
grant them read access rights. For more info you can go
through the H2020 manual:
http://ec.europa.eu/research/participants/docs/h2020funding-guide/grants/applying-for-funding/submitproposals_en.htm.
22
However, I have another set of questions. (1)
Could you tell me, whether I can apply for the
funding with a partner who has already received
a funding (last year) and is implementing the
project right now? (2) Could you tell me also
where can I find some more information about
the priorities? There is only a list of the priorities
on the website - is the only one available
document about the priorities, or maybe there is
an explanations for them, where I can find more
details.
You can apply with an organisation that received funding
from us. There is absolutely no limitation. You can profit from
their experience.
We don’t give more information on the priorities than put
already on the website. Maybe you are interested in seeing
what projects we have supported in the past. Please have a
look here:
http://ec.europa.eu/justice/grants1/files/2015_action_grants/
2015_jtra_ag_ejtr/ejtr_2015_project_summaries_with_cont
act_details.pdf
23
On page 30 of your Guide you note:
It is this document.
http://ec.europa.eu/research/participants/data/ref/other_eu_pr
“2.3.3. Annex 3 - Indicators (quantitative reporting og/justice/guide/pse/just-legal-b-indicators_en.pdf
on policy-related outputs indicators)
On the Participants Portal you see a pdf version, but when
The output indicators need to be provided by
you submit of your proposal, you will be able to download an
using an Indicators excel sheet provided. Once the excel sheet.
file has been filled in, the excel file should be
converted to PDF file and uploaded into the
Electronic Submission System.”
Could you please indicate where the applicant
can find this excel sheet as in the “Topic
conditions and documents” Section at
https://ec.europa.eu/research/participants/portal/d
esktop/en/opportunities/just/topics/just-jtra-ejtrag-2016.html there is no such excel sheet.
24
Please find below one question in relation to the
abovementioned call for proposals concerning
“JUST/2016/Action Grants – Part B – Submission
template – Project description and
implementation”:
Yes, indeed, the proposal number is generated by the system.
In the first box we have to insert the ‘Proposal
number’ and the ‘Proposal acronym’. We
understand that the ‘Proposal acronym’ has to be
chosen by ourselves but what exactly is the
‘Proposal number’? Will it be generated
automatically by the submission system?
25
Can you please inform us where we can find the
% of co-funding requested under the specific call
For the judicial training call the grant cannot constitute more
than 80% of overall eligible project costs.
9
in order to make sure we provide all required
amount for the project in the budget?
Can we still request our partners to cover such %
together with us? Where do we show it in the
budget?
What if some partners do not wish to receive any
amount in the action but will only participate to
some activities? Will we have to include "0" in the
budget next to them?
The beneficiaries should ensure that the outstanding balance
is covered from sources other than the EU budget such as:
- the beneficiary's own resources,
- income generated by the action,
- financial contributions from third parties.
The overview budget table is available towards the end of
part A.
If you intend to have third party organisation(s) involved in
the project on a non-paid basis, please indicate their name(s)
in the narrative part of Part B - Project description and
implementation.
26
Can we (the applicant) do the registration on the We suggest that each partner/beneficiary registers on its
beneficiary register for the partners in order to
own.
obtain their PIC - see pag. 16 of the guidelines - ?
The documents we are referring to at page 12 of the Guide
Do partners have to send us their financial
for applicants are meant to check each co-beneficiaries
statements - see pag. 12 of the guidelines financial capacity. This information will be required only at
intended as their last annual balance and other
the granting stage.
financial information?
27
I really appreciate if you could confirm me the 1. The Annual Activity Report is not requested at the stage of
next 2 points:
application if the applicant is a university.
2.
-If the applicant is an university it is not
3. It is not necessary to add any extra Annex regarding to a
necessary to submit the Annex 2 - Annual Activity support letter signed for the Legal representative of each
Report to the proposal. Is it correct?
Beneficiary’s organizations.
-In this topic is not necessary to add an annex
regarding to a support letter signed for the Legal
representative of each Beneficiary’s
organizations. Is it correct?
28
We are aware that according to the programme it
is not possible to have a UK country as partner.
But is it possible for us to have a subcontractor
from London? Moreover is it possible for us to
undertake activities that will involve payments
with the EU budget in London?
Finally, how many countries do we have to cover
as minimum in the call and can non-paid partners
from other countries be considered as satisfying
the geographic criterion or they have to be cobeneficiaries from different countries - meaning
partners that do receive money as compulsory?
29
But do our non-paid organisations involved in the
It is possible that organisations based in the UK are
subcontractors in your project.
No, an English subcontractor must deliver a good or a service
in an eligible country and he needs to follow the appropriate
procurement rules. Please refer to the Guide for Applicants
for the rules of subcontracting.
In order to satisfy the eligibility criteria the application must
be transnational and involve organizations from at least two
participating countries. These two organizations must incur
costs.
Non-paid organizations involved in the project do not have to
10
project and indicated in the narrative part B also
have to register in the Beneficiary Register?
register in the Beneficiary Register.
Please note that at pag. 34 of the Guidelines, it is
indicated that "to prove the eligibility
requirements, applicants will have to provide
information and upload documents showing the
organisations legal status in the Beneficiary
Registry".
It is only before granting funding, the Commission will check
your organisation's financial capacity, depending on the type
of organisation and various other criteria:
http://ec.europa.eu/research/participants/docs/h2020funding-guide/grants/applying-for-funding/register-anorganisation/financial-capacity-check_en.htm
However when we registered we did indicate our
date and number of registration but we were not
requested to upload any document. Why is it so?
If you do not upload your financial statements we will not be
able to check your and participants' financial capacities.
You may upload any document which could enable us
conducting the necessary legal and financial verification as
long as a single file does not exceed 6 megabytes.
In order to satisfy the eligibility criteria the application must
Can they (non-paid organisations) be considered
be transnational and involve organizations from at least two
as satisfying the criterion of having at least two
participating countries. These two organizations must incur
other (apart from the applicant) countries covered costs.
in the project? Or they rather have to be cobeneficiary partners?
30
Will this be requested by us only afterward, as in
the case of checking our financial capacity as
applicant?
31
As far as we understand the application guide we
need to appoint a LEAR in order to submit the
application. Today we have sent the ‘Lear
Appointment Letter’ to the Research Executive
Agency.
Is there any fast track procedure to be given the
PIN code which activates the LEAR account?
You do not need to have a LEAR appointed in order to submit
the application. It is done by the person who registers the
organisation, called 'self-registrant'. Please note that in case
if the registered organisation receives EU funding, the 'selfregistrant' will be replaced by the appointed representative
LEAR (Legal Entity Appointed Representative).
32
Does the upload of all financial and legal
documents have to be done at the stage of the
presentation of the proposal or it can be done
also afterwards?
You can do it later.
11