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Education, Audiovisual and Culture Executive Agency

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Strand 1.2.1: Cooperation projects

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Reference documents

Useful documents:

  • The Culture Programme Guide
  • The Instructions for applicants pdf en
  • The Evaluation guide to be used by the external experts that will analyse the proposals for the 2011 applications pdf en
  • The draft version of the Grant Agreement (subject to change) pdfen

Deadline for applications

The application must be sent at the latest by 12:00 Brussels time on 05/10/2011.

For more information about the agenda of the procedure, please consult the Calendar 2008-2013.

Application procedure

The Executive Agency has developed an on-line submission tool.

Please read the instructions on how to apply with the electronic form (referred to as the "eForm" below).

You will find hereunder all relevant documents for the Strand 1.2.1.

Step 1 - Download the electronic form ("eForm")

pdf Download the eForm: Please download the relevant eForm for the Culture Programme.

You need to have the Adobe Reader version 8.1.5 or higher installed on your computer in order to able to download and complete the eForm. If you don't have it on your computer, please click here to download the latest version of Adobe Reader.

You will also find on this page all technical issues related to the eForm:

The section E.2 of the German version of the e-form should be read as follows: Welche Rolle hat Ihre Einrichtung bei der Durchführung des Projekts (bitte fassen Sie Ihre Antwort von Punkt B.2 zusammen)'

Leider hat sich im deutschen Text des E-Formulars ein Fehler eingeschlichen. Im Abschnitt E wird nach der Rolle des Koordinators und der Koordinatoren bei der Planung, der Durchführung und der Kofinanzierung gefragt. Was die Durchführung anbelangt, muss der Formulartext richtig heißen: 'Welche Rolle hat Ihre Einrichtung bei der Durchführung des Projekts (bitte fassen Sie Ihre Antwort von Punkt B.2 zusammen)'

 

Step 2 - Fill in and submit the eForm

In order to fill in your application eForm properly:

- please carefully read the Instructions for applicants. pdf en
The document contains useful information on how to fill in the application form and the budget form.

- please carefully read the Culture eForm User Guide.
It contains useful technical information.

The following annexes will have to be attached to the eForm and submitted on-line at the same time:

1/ the detailed description of the project, in word or pdf format (there is no template for this document).
2/ the signed Declaration on honour pdf enfrde (you should sign, scan and attach the document to the eForm)
3/ the estimated budget form excel en

The budget form is an Excel 2007 template. There is important information on how to open and work with the Excel template in the Instructions for applicants pdf en

The minimum requirement for Mac users is Office 2004. A known problem for Mac users is that the drop-down menu in column B of the ‘Detailed budget by activities’ part of the budget form does not appear. As no technical solution for this problem is available, we provide the list of values for this field in the first sheet called 'Content of the budget' of the budget form. If the values are copied exactly (case-sensitive), the formulas behind the field work.

For information: Daily subsistence allowances excel en

 

Step 3 - Send the paper version of your application to the Executive Agency.

Send your application package to the Executive Agency (deadline: 05/10/2011, the postmark serves as proof).

As from this year, the application package to be sent to the Executive Agency must include both hard copies of a number of documents as well as a CD-Rom containing CV's and activity reports.

A) Documents to be provided on paper:

1/ an official cover letter signed by the legal representative of the coordinator

2/ one printed copy of the submitted eForm

3/ one copy of each annex to the eForm:

  • the detailed description of the project
  • the signed Declaration on honour
  • the signed estimated budget form (3 parts: detailed budget by activity, total estimated budget and summary)

4/a mandate for each coorganiser, conferring power of attorney to the coordinator (failure to include this document makes your application ineligible). The following template document must be used: pdf enfrde

5/ the legal entity form supported by copies of official documents (for the coordinator only)

6/ the Financial Identification Form (for the coordinator only)

7/ the financial capability form (for the coordinator only)
Word file en fr de cs da el et es hu fi it lt lv mt nl pl pt sk sl sv

8/ a copy of the official accounts of the coordinator for the last financial year for which the accounts have been closed (Balance sheets and Profit/Loss accounts)

B) Documents to be provided on CD-Rom:

9/ an activity report covering the past two years for the coordinator and the coorganisers (there is no template for this document)

10/ Curriculum Vitae of the persons responsible for the implementation of the action

Use this checklist in order to ensure that your application package is complete pdf en

You must send all the documents by post at the latest on 05/10/2011 (the postmark serves as proof) to the Executive Agency, at the following address:

Education, Audiovisual & Culture Executive Agency
Culture Programme (2007–2013)
Programme Strand 1.2.1: Cooperation projects
Avenue du Bourget 1
(BOUR 04/13)
B – 1140 Brussels Belgium

Documents can be sent:
- by post
- by express courier service
- delivered in person by applicants themselves, not later than 16:00 on 05/10/2011.

Further assistance

Depending on the type of question or problem encountered – technical or non-technical – there are different services that should be contacted.

Technical problems (e.g. you are not able to download the eForm, the eForm crashes or freezes, you encounter problems during the submission, etc.)

Please also consult the list of 'Known issues'.
If after this you still have a question or have encountered a technical problem which could not be solved, please contact the HelpDesk services that are available to assist you by phone or email.
Phone HelpDesk: +32 229 90705
Email help desk: eacea-external-helpdesk@ec.europa.eu

These services are available until 05/10/2011 at 12:00 Brussels time, from 09:30 to 12:30 and from 14:00 to 16:30 (Brussels time), except on 05/10/2011 where the help desks will close at 12:00 Brussels time (deadline for submission).

If you are experiencing a technical eForm problem in the approach to the midday deadline on 05/10/2011, please ensure that you request assistance from the Helpdesk before the midday deadline has passed. If the Helpdesk is contacted after the midday deadline, your application will under no circumstances be accepted due to the principle of equal treatment.

When contacting the Helpdesk by e-mail, clearly describe the technical problem you are encountering. It is advisable to attach a document with print screens to illustrate the problem (e.g. a print screen of any error message encountered).

Non-technical questions (e.g. problems with filling in the budget form, questions concerning the content of the eForm application or the rules which are applicable to the Strand, etc.)

- Please start by carefully reading the Programme Guide and the Instructions for applicants pdf en

- If you still have questions after this, please contact the Cultural Contact Point for your country, which can provide valuable information and assistance.

- As last resort, you can send an email to the Executive Agency, at the following address: EACEA-P5-COOPERATIONPROJECTS@ec.europa.eu

Please note however that the Executive Agency is not authorised to answer queries relating to the content of your application.

Information concernin Bosnia and Herzegovina

Bosnia and Herzegovina is an eligible country under the Culture Programme (the Memorandum of Understanding has been signed on 21/12/2010. Please refer to this page for more information http://ec.europa.eu/culture/key-documents/doc1209_en.htm).

Information concerning Albania:

Albania will participate in the Culture Programme (2007-2013) as from 01/01/2012 onwards on the condition that a Memorandum of Understanding concerning their participation in the Culture Programme is signed with the European Union. Please refer to this link to have an update on this question.

Under the condition that the Memorandum of Understanding is signed by both parties and enters into force on 01/01/2012, organisations having their registered legal seat in Albania will be eligible under the Culture Programme as from 01/01/2012.
In the meantime, applications sent by organisations having their registered seat in Albania and starting as from 01/01/2012 will be provisionally considered eligible for the next deadlines of strands 1.1 and 1.2.1 (05/10/2011).

Coorganisers having their registered seat in Albania and involved in projects submitted under the above deadline for strands 1.1 and 1.2.1 will also be provisionally considered eligible.

If the Memorandum is not signed or is signed with a starting date later than 01/01/2012, the applications and/or coorganisers from Albania will be considered ineligible or eligible as from the date of entry into force of the Memorandum.

Therefore it is advisable to add a supplementary coorganiser to the minimum of coorganisers requested in case you want to involve a coorganiser from Albania.

 

Last update: 12/12/2013  Print | Top of page