Online Submission of
Applications
Workshop
Natasha Jovicic
Bruno Breviglieri
Overview
• EACEA Participant Portal
• European Commission Authentication System (ECAS)
• Participant Identification Code (PIC)
• Erasmus +: Sport e-Forms
• Most frequently made mistakes
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Access Participant Portal : EACEA main page
http://eacea.ec.
europa.eu/index
_en.php
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http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html
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ECAS Account registration
•
•
•
•
•
ECAS account
creation is necessary
to start the
registration
Registration takes 5
to 10 min !
An email
confirmation is sent
Select ECAS
'external' domain (for
people outside the
Commission)
Cookies must be
enabled on our web
browser
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EACEA Participant Portal
• Unique entry point for registration of Organisations willing to
apply for the following programs:
- Erasmus+
- Creative Europe
- Europe for Citizens
- EU Aid Volunteers
http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html
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Participant Identification Code (PIC)
• Organisations
• + Full Partners
• MUST register to receive a Participant Identification Code
(PIC of 9 digit numbers) before submitting a project
proposal via the official e-Form
START NOW : LONG VALIDATION PROCESS (min 40 days)
• No PIC no access to e-Forms
- Verify if you do not have an existing PIC
- Collect all legal documents
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If lost : go to Support page, read the FAQ
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Organisation/Company – Search tool
•
The Search tool
allows to look if
your organisation
exists already in
the database.
•
If your organisation
exists and has a
PIC, no new one
should be
created.
•
Please note that the
database is
common to other
Commission
services (example
Research)
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Organisation/Company – Registration
•
If your organisation does not
exists, it can be created by
chosing the "Register
organisation" button.
•
The botton will redirect to the
unique registration facility.
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Welcome page Unique Registration Facility (URF)
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Organisation – legal address registration
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Organisation – contact data registration
•
Contact data
are the general
contacts of an
organisation, not
the ones related
to a particular
project.
•
Contact person
will be contacted
in case of
questions related
to organisation
or before
validation
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Selection of specific programme: Eramus+
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Registration of Programme specific information
•
For each programme,
different organisation
types will be presented.
•
After this last step, you
will be redirected to the
previous screen and you
can click on "Finish your
registration".
•
An email with the PIC
number will be send to
the email mentioned in
the contact address.
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Participant Portal – See My Organisations
•
All organisations
created with the ECAS
account will be visible
in the "My
organisation" tab.
•
In order to modify the
organisation data or to
upload official
documents, click on
Modify Organisations
(MO)
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Organisation – modify data, add supporting
documents
•
Supporting documents
related to the
organisation can be
uploaded (official
registration documents,
VAT documents, annual
Balance sheets, etc)
•
Check the call
documentation to see
which documents need
to be uploaded.
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Sport e-Forms
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When is the E-form published? RSS feed
Subscribe to
EACEA RSS
feed : up to
date with the
latest news and
documents
published on a
website, no
browsing, info
comes to you
in real time !
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E+: Sport calls
Funding
pages:
http://eacea.ec.europa.eu/e
rasmus-plus/funding_en
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Create your
e-Form
Do not wait
till 14 May
2015
Prepare also
your annexes
early budget,
description
etc…
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https://eacea.ec.europa.eu/PPMT/
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e-Form creation – select your call sport
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Insert your PIC & choose the applicant
organisation and partners
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Verify if partnership is correct and create
pre-filled application form
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Save Regularly
Once created
pop up
message to
save the eForm (CTRL
and S or save
button)
immediately
to your local
computer or
network drive
Otherwise
you loose
everything
including PIC
info
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Attachments and Validation
Add the
completed
compulsory
annexes
10MB total
limit to the
total size
Click on
Validation
button only
once finalised !
If problems
error list,
modify,
revalidate
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Submission
Submit, Click on YES,
it save it without
changing the file name
No possibility to
change anything
Write down your
Submission application
number (appears also
in the footer)
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General mistakes
•
•
•
•
•
No electronic application sent
Application sent after deadline
Mandatory fields not filled in
Application not valid for submission
Technical problems not reported before
deadline
eForm - mistakes
• PIC – each partner of collaborative
partnership
• Not all information about partners come
automatically from PIC
• Eligibility period
Application - general mistakes
• Use of compulsory templates
• Submitted empty documents
• 12 pm - midday (not midnight) CET –
Brussels time
• Read the Guidelines for applicants
• Read the FAQ
Declaration of honour - mistakes
• Not signed
• Signed by other person than the one in the
eForm
• Mandatory fields not filled in, no stamp
• Information not readable
• Different amount of grant requested than in
the eForm
Budget - mistakes
• Not balanced
• Not complete
• Vague, missing detailed information about
costs
• Several budgets (per partner)
• Not in line with the eForm
Collaborative Partnership – mistakes
• Non-profit organisations vs. profit
organisations
• Programme vs. Partner Countries
• Partner Countries vs. partner organisations
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Collaborative Partnership – mistakes
• Duration of activities in the project
description does not correspond to the one in
the eForm
• Partnership composition (applicant, partners)
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Not-for-profit European Sport Events mistakes
• The events are only for applicants and
participants from Programme Countries
• The number of participants from at least 3 or
12 Programme Countries
• The sending organisations must be clearly
identified in the eForm
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Contacts
Sport Unit:
[email protected]
http://eacea.ec.europa.eu/erasmus-plus/actions/sport
PIC validation: [email protected]
E-form technical problems:
Tel: +32 229 90705 (8h30 to 17h)
[email protected]
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