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Strand 1.3.5: Cooperation projects with third countries

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update Deadline extension !

This information was posted on 05/02/2013

Due to discrepancies between our website, the e-form and the User Guide, the submission deadline has been extended. The new submission deadline for the e-form  is Wednesday 8 May2013 at 12:00 noon (Brussels time).
The paper submission of the application package is also extended to the 08/05/2013 (date as marked in the postmark).
We remind you that only an on-line application will be accepted (with the required supporting documents sent by post, as explained below).

Eligible third countries - Budgetary year 2013

In 2013, the eligible third countries for the special action 1.3.5 are Australia and Canada.

Reference documents

Useful documents:

  • The Culture Programme Guide
  • The Instructions for applicants pdf enupdate 05/02/2013
  • The Evaluation guide to be used by the external experts who will analyse the 2013 applications pdf en
  • The 2012 version of the Grant Agreement (subject to change) pdf en

Deadline for applications

Deadline for applications: "The application must be submitted at the latest by midday (12:00 Brussels time) on 08/05/2013.

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 find hereunder all relevant documents for Strand 1.3.5.

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

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

You need to have Adobe Reader - version 8.1.5 or higher - installed on your computer in order to able to download and complete the eForm. If you do nt have it installed on your computer,please click here to download the latest version of Adobe Reader. For more detailed advice, please see section 2 of the Culture eForm User Guide.

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


update 13/03/2013
Note: Be extra careful to insert the correct start date and end date of your project in Part C1 of the e-form (Calendar of the project). The total project duration can in no case exceed 24 months. Projects exceeding 24 months will not be eligible.

 

The section E.2 of the German version of the e-form should be read as follows: Welche Rolle hatte 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 update 05/02/2013
    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 or open source format (doc, docx, pdf or ods). There is no template provided by the Executive Agency.
  2. The signed Declaration of Honour pdf enfrde. This document has to be filled in (grant amount requested), signed, scanned and attached to the eForm (in pdf format).
  3. The Estimated Budget form (in xls, xlsx or ods format). Please use the template here excel en excel en

If you have Microsoft Office installed on your computer please use only the Excel version of the budget. You can use the Open Office version of the budget only if you have Open Office installed on your computer (otherwise formulas might not work).

 


Please make sure you download the updated version of the budget form. The old forms will not be accepted.

  • Please follow the e-Tutorial on how to fill in the budget. This tutorial was made for Strands 1.1 and 1.2.1, but it is applicable to Strand 1.3.5, except for the 15% limit for third countries which of course does not apply to Strand 1.3.5 projects.
  • Please consult the Financial Information Kit for practical guidelines concerning financial management
  • Please consult the Guidance Notes on the Report of Factual Findings on the Final Financial Report (Type I). This document gives detailed information about the auditor's report which you will have to submit at the end of your project in case it is selected. pdf en

The budget form is available in Excel 2007 or in an open source template. There is important information on how to open and work with the Excel template in the Instructions for applicants pdf en update 05/02/2013.

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 for now, 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 pdf en

Please submit your eForm application on-line before the midday deadline (12:00 Brussels time) on 08/05/2013.

Please note that we will not take any responsibility for last minute fall outs of internet, etc. It is the responsibility of the applicant to apply in time and to solve any possible technical problem before the expiration of the time limit (12:00 Brussels time). If help is needed, please consult the section on "Further assistance" below.

Step 3 - Send the application package to the Executive Agency

Send your application package to the Executive Agency (deadline: 08/05/2013, the postmark serves as proof).

The application package to be sent to the Executive Agency must include a CD-Rom or USB stick containing all requested documents. The ones that cannot be provided on CD-Rom (e.g.: copy of the balance sheet and profit & loss accounts) must be sent on paper before the deadline.

A) Document to be provided on paper:

  1. An official cover letter signed by the legal representative of the coordinator

B) Documents to be provided on CD-Rom or USB stick:

  1. A Mandate* for each coorganiser, conferring power of attorney to the coordinating organisation.
    Please download the following template: Word file en fr de
  2. The Cooperation Agreement* signed by the legal representative of the coordinator, all coorganisers and all partner(s) in the third country(ies). There is no template provided by the Executive Agency, but to give you an idea, the cooperation agreement could contain the following information:
    • a clear description of the objectives of the project,
    • a clear description of the activities which will be implemented in order to achieve these objectives,
    • a clear description of the role and obligations of the coordinator and each coorganiser in the design and implementation of the project, including the tasks assigned to each partner,
    • a clear description of the budgetary and financial framework including the amounts of financial contributions,
    • legal aspects such as duration of agreement, liability, breach of contract, termination of agreement, governing law and dispute resolution.
  3. An Estimated Budget form* signed by the legal representative of the coordinator (only the 'total estimated budget' sheet).
    Please use the template provided in Step 2 above.
  4. The Legal Entity form supported by copies of official documents (for the coordinator only)
  5. The Financial Identification form (for the coordinator only)
  6. When applying for a grant higher than 60.000 EUR, the Financial Capacity 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
  7. When applying for a grant higher than 60.000 EUR, 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)
  8. When applying for a grant higher than 60.000 EUR, an Activity Report covering the past two years for the coordinator, all coorganisers and all partner(s) in the third country(ies) (there is no template provided by the Executive Agency)
  9. When applying for a grant higher than 60.000 EUR, Curriculum Vitae of the persons responsible for the implementation of the action (as indicated in the e-form)
  10. Use this checklist pdf en in order to ensure that your application package is complete

 

* Please note that failure to include these documents in the application package makes your application ineligible (no exceptions will be granted).

 

All documents that cannot be provided on CD-Rom or USB stick (e.g.: copy of the balance sheets and profit & loss accounts) must be sent on paper before the deadline.

The application package must be sent by post at the latest on 08/05/2013 (the postmark serves as proof) to the Executive Agency, to the following address:

Education, Audiovisual & Culture Executive Agency
Culture Programme (2007–2013)
Strand 1.3.5 Third countries projects
Avenue du Bourget 1
(BOUR 04/14)
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 08/05/2013.

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 first of all carefully read the pdf Culture eForm User Guide

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 Helpdesk: eacea-helpdesk@ec.europa.eu

These services are available from Monday to Thursday, from 08:30 to 17:30 and Fridays from 08:30 to 17:00 (Brussels time), except on 08/05/2013 on which day the EACEA Technical Helpdesk will close at 12:00 midday Brussels time (deadline for submission).

If you are experiencing a technical eForm problem close to the midday deadline (12:00 Brussels time) on 08/05/2013, please ensure that you request assistance from the Helpdesk before the midday deadline has passed. If you cannot reach the Helpdesk by phone, please send them an email. If the Helpdesk is contacted after the midday deadline, your application will under no circumstances be accepted due to the principle of equal treatment between applicants.

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 or the rules applicable to the Strand, etc.)

Please start by carefully reading the Programme Guide and the Instructions for applicants pdf en update 05/02/2013

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-THIRDCOUNTRIESPROJECTS@ec.europa.eu
Please note however that the Executive Agency is not authorised to answer queries relating to the content of your application.

 

Please do not contact any other Commission services or individual people you might have been in contact with beforehand.

 

Last update: 07/05/2013  Print | Top of page