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EUROPEAN COMMISSION

The European Union’s

People to People Programme

Guidelines for Applicants to Call for Proposals 2000

Budget line B7-4100

Contents

1. THE EU’S PEOPLE TO PEOPLE PROGRAMME ............................................... 1

1.1 Historical Background.......................................................................................1

1.2 Description of the People to People Programme...............................................1

1.3 Objectives of the People to People Programme and Priority Issues for 2000...3

1.4 Financial support by the European Community................................................4

2. RULES CONCERNING THE PRESENT CALL FOR PROPOSALS ................ 5

2.1 criteria for eligibility..........................................................................................5

2.1.1 Eligibility of Applicants: who may apply............................................5

Legal and administrative status............................................................5

Financial and technical capacity..........................................................6

Eligibility of partners...........................................................................6

2.1.2 Eligibility of projects: projects for which an application may be made6

2.1.3 Eligibility of costs: costs that may be taken into consideration for the grant.....................................................................................................7

Eligible direct costs..............................................................................7

Eligible indirect costs (overhead costs)...............................................8

Ineligible costs.....................................................................................8

2.2 How should an application be made and the procedures followed....................9

2.2.1 Application form..................................................................................9

2.2.2 Where and how to send the applications.............................................9

2.2.3 Deadline.............................................................................................10

2.2.4 Further Information............................................................................10

2.2.5 Acknowledgement of receipt.............................................................10

2.3 Evaluation and Selection of Applications........................................................11

2.4 Information concerning the Commission decision on the award of grants.....11

2.5 Conditions applicable following the Commission’s decision to award a grant12

3. LIST OF ANNEXES ................................................................................................ 14

1. THE EU’S PEOPLE TO PEOPLE PROGRAMME

1.1 HISTORICAL BACKGROUND

Civil Society in the Middle East has played an important pioneering role on the difficult path to a just and lasting peace between Arabs and Israelis. Long before the first political agreements were forged, Palestinian and Israeli civil society actors played a central role in setting the stage for the Madrid Peace Conference in 1991 and the Oslo Agreement in 1993. These civil society actors have also co-operated with each other to prepare their respective constituencies for bringing about a process of reconciliation and peaceful co-existence. In the post Oslo era, the same movements have continued their efforts to maintain the momentum of peace when the peace process seemed to be deadlocked and at times when official contacts were all but frozen.

Working against a background of mutual suspicion and mistrust resulting from decades of conflict, People to People activities have proved to be a useful vehicle for open and frank dialogue between non-officials. These contacts have helped Arabs and Israelis to explain and convey their views to each other. Thus, People to People activities not only maintained a dialogue between the peace camps on both sides but also stimulated other political forces to join in.

In brief, civil society did more than just set the stage for the Middle East peace process to start; it also acted as a safety net for the peace process, especially on the Palestinian-Israeli track. Therefore, People to People programmes are an important and effective means for promoting dialogue and consolidating peaceful co-operation at the regional level in the Middle East and elsewhere.

1.2 DESCRIPTION OF THE PEOPLE TO PEOPLE PROGRAMME

Civil society co-operation is an important component of the EU's new Mediterranean policy launched at the Barcelona Conference in 1995. The Euro-Mediterranean Partnership, established as a result of this conference, has opened a new chapter in the relations between the EU and 12 Mediterranean countries.1 The Barcelona Declaration adopted at this conference2 states in its preamble that the 27 partners are:

…convinced that the general objective of turning the Mediterranean basin into an area of dialogue, exchange and co-operation guaranteeing peace, stability and prosperity requires a strengthening of democracy and respect for human rights, sustainable and balanced economic and social development, measures to combat poverty and promotion of greater understanding between cultures, which are all essential aspects of partnership, …

Within the Political and Security Partnership, the 27 partners undertake to:

…Promote conditions likely to develop good-neighbourly relations among themselves and support processes aimed at stability, security, prosperity and regional and subregional co-operation. …

1 Morocco, Algeria, Tunisia, Malta, Egypt, Israel, West Bank & Gaza, Jordan, Lebanon, Syria, Turkey, and Cyprus.

2 http://www.euromed.net/key-docs/barcelona.htm

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The European Union’s People to People Programme – Guidelines for Applicants 2000

Within the Partnership in Social, Cultural and Human Affairs, the 27 partners

“… recognise that the traditions of culture and civilisation throughout the Mediterranean region, dialogue between these cultures and exchanges at human, scientific and technological level are an essential factor in bringing their peoples closer, promoting understanding between them and improving their perception of each other.

In this spirit, the participants agree to establish a partnership in social, cultural and human affairs. To this end:

they reaffirm that dialogue and respect between cultures and religions are a necessary pre-condition for bringing the peoples closer. …

they recognise the essential contribution civil society can make in the process of development of the Euro-Mediterranean partnership and as an essential factor for greater understanding and closeness between peoples;”

Acknowledging these political goals, the Regulation governing the EU’s financial instrument in support of the Euro-Mediterranean Partnership – the MEDA budget line (B7-4100) – explicitly mentions civil society regional and cross-border co-operation initiatives as eligible for support:3

“Annex II

III. Regional and cross-border co-operation shall be supported in particular by: …(a) establishing and developing structures for regional co-operation between Mediterranean partners;…(c) other regional activities including the Euro-Arab dialogue;…”

In the context of the Euro-Mediterranean Partnership, the EU has also continued to support the efforts to find a just and lasting peace in the Middle East. As part of this support, the European Council of Luxembourg in 1997 recommended that the EU actively support initiatives of the civil societies in the Middle East that aim at increasing co-operation and mutual understanding:

“81. The European Council stressed the importance of People to People programmes as an essential means of reinforcing dialogue and restoring mutual confidence between the parties at the level of civil society.”

Until 1998, a number of People to People projects had received Community support under different headings such as MEDA “micro actions” or through other budget-lines, namely MEDA Democracy (B7-705). In order to focus and increase its support to civil society in the region acting in support of peace, the European Commission decided to set up a specific People to People programme. The initiation of the People to People programme may be regarded as an essential instrument translating the goals of the Barcelona Declaration and the EU’s policy in support of peace in the Middle East into concrete initiatives.

3 Council Regulation (EC) No 1488/96 of 23 July 1996 on financial and technical measures to accompany (MEDA) the reform of economic and social structures in the framework of the Euro-Mediterranean partnership, Official Journal L 189, 30/07/1996, p. 1 – 9.

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1.3 OBJECTIVES OF THE PEOPLE TO PEOPLE PROGRAMME AND PRIORITY ISSUES FOR 2000

The overall objective of the People to People Programme is to help provide a solid foundation at the civil society level for a just and lasting peace in the Middle East. The programme should foster wider public exposure to and involvement in the efforts aimed at finding peace in the region. It should strengthen and increase direct People to People relationships and co-operation based on equality and reciprocity between Arabs and Israelis. Priority is given to initiatives that have a potential to act as a bridge between large audiences in Israeli and Arab societies. The programme emphasises the role of NGOs in direct People to People interaction and “grass roots” co-operation. The specific objectives and priority issues of the People to People Programme are to:

(a) Strengthen relations between Arabs and Israelis on the popular level in functional areas such as culture, education, media, environment, health, youth encounters, cross-border co-operation, political dialogue and research.

(b) Broaden the base of support for the peace process in both Israeli and Arab societies, especially among Israel’s Arab neighbours (Palestinians, Jordan, Egypt and eventually Syria and Lebanon) by reaching out to those who are traditionally against or indifferent to peace in the region.

(c) Support civil society initiatives in the respective countries that contribute to create general public awareness about the benefits of peace and to prepare the public opinion for peace.

(d) Create channels of communication on informal levels in order to provide civil society input into the political peace negotiations.

(e) Enable the media through coverage of People to People projects to challenge entrenched taboos in Arab and Israeli societies. The media on both sides play a crucial role in changing the tonality and substance of political discourse among Arabs and Israelis. Media coverage will help as well in changing misconceptions and creating an atmosphere conducive to durable and lasting peace.

(f) Support civil society in the region by promoting and strengthening NGOs and facilitating co-operation between Arab and Israeli NGOs to create pressure groups that are supportive of issues of a regional nature and of common concern.

(g) Help Arab and Israeli intellectuals to better understand and relay their concerns through joint participatory efforts in conferences, study groups and seminars.

(h) Co-operation by regional partners on the issues connected to the permanent status of peace is essential and therefore considered a specific objective of the People to People Programme. In this regard, research activities that explore how Arabs and Israelis think about the complexities of permanent status issues are a specific objective. Academics and intellectuals can play an important supportive role by presenting their views and their recommendations regarding the modalities for resolving these issues. Such views can be also instrumental to the political negotiations.

Proposed projects should have a regional vocation and impact and should include organisations from more than one country involved in the Middle East peace process, preferably involving at least one Arab and one Israeli civil society partner.

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1.4 FINANCIAL SUPPORT BY THE EUROPEAN COMMUNITY

The global indicative amount available under the present Call for Proposals is 5 million euro.

The following minimum and maximum amounts apply to the grants for the individual projects that may be financed under the programme:

- Minimum amount: 150.000 euro

- Maximum amount: 500.000 euro

Moreover, a grant may not exceed 80% of the total project costs. The balance must be financed from the applicant’s or partners’ own resources, or from sources other than the European Community budget.

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2. RULES CONCERNING THE PRESENT CALL FOR PROPOSALS

The following rules apply to the present call for proposals and are in application of the “Vade-mecum on Grant Management” adopted by the European Commission in 1998.4

2.1 CRITERIA FOR ELIGIBILITY

There are three sets of eligibility criteria. These concern:

the organisations who may request a grant, the projects for which a grant may be awarded, the types of cost which may be taken into account for the amount of the grant.

2.1.1 Eligibility of Applicants: who may apply

Applicants must comply with the following conditions in order to be eligible for a grant.

Legal and administrative status

Applicants must:

be non-profit-making organisations, with the exception of media organisations, which may apply for a grant even if they are profit-making;

be non-governmental organisations, including academic institutions, charitable associations or foundations, acting either individually or in consortium with other eligible entities (in the latter case, the leading consortium member will act as the applicant and represent the consortium);

have their headquarters in a Member State of the European Union or in a beneficiary country covered by the budget line under which the application is to be funded5; applications by organisations having their headquarters in a country outside the European Union and outside a beneficiary country may be considered in exceptional cases;

be directly responsible for the preparation and management of the proposed project, not acting as an intermediary;

not be in one of the following situations:

bankruptcy, liquidation or suspension of payments, or be under legal proceeding which may lead to such a situation;

have been convicted, by final judgement, of any crime or offence concerning their professional conduct;

be guilty of serious misrepresentations with regard to information required for participation to any contract financed by the European Community;

be party to another contract financed by the European Community and terminated by the Commission for breach of contract.

4 http://europa.eu.int/comm/secretariat_general/sgc/info_subv/vm_gm.htm

5 Morocco, Algeria, Tunisia, Malta, Egypt, Israel, West Bank & Gaza, Jordan, Lebanon, Syria, Turkey, Cyprus.

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Financial and technical capacity

Applicants must:

have stable and sufficient sources of finance to ensure the continuity of their organisation throughout the project and, if necessary, to play a part in financing it;

be experienced and able to demonstrate their capacity to manage larger scale activity corresponding with the size of the project for which a grant is requested.

Documents to be provided are detailed in 2.2.1 and in the Checklist at the end of the application form.

Applicants who have previously received a grant are required to submit evidence of successful project implementation in order to be eligible for further assistance. Such evidence is the approval by the Commission of the final report or, if no such approval has yet been given, the approval of interim reports, as the case may be and, if possible, the date of submission of the final report.

Eligibility of partners

Partners of applicants must satisfy the same criteria as those for applicants.

Subcontractors involved in the project for a limited and specific part may be commercial enterprises provided that their participation is strictly on a non-profit basis.

The applicant will be the lead organisation and, in case of selection, the contracting party (the “Beneficiary”).

2.1.2 Eligibility of projects: projects for which an application may be made

The project must be within the areas of activity and in the countries or region covered by the budget line under which the application is made.

Grants will be awarded, within the limits of the funds available, to those eligible applicants who have submitted applications of the highest technical and financial quality.

Priority will be given to applications which:

comply with one of the thematic priorities detailed in Part 1 of the present Guidelines;

use the Project Cycle Management approach (see Logical Framework table attached to the annexed Grant Application Form as Annex C);

are politically inclusive: involve partners and/or target populations currently and/or formerly opposed to the peace process;

offer potential for promoting the concept of peace to a larger public: e.g. media programmes emphasising the message that, in addition to being the sole valid long-term option, peace is perfectly feasible and that the basic rights and legitimate demands of both sides are not incompatible;

involve a network of local Arab and Israeli NGOs even if this is established with the sole purpose of implementing the project.

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Inenligible types of activities are:

individual sponsorships for the participation in workshops, seminars, conferences, congresses;

individual scholarships for studies, training courses;

projects supporting individual political parties;

projects with a period of implementation exceeding 36 months.

Organisations may submit grant applications to several Commission departments for separate operations or for the same operation, providing that there is no double financing of the same expenditure. In this case, applicants must indicate in their grant application what other grant applications they have submitted or will be submitting to the European institutions and/or to the EU Member States during 2000, indicating for each grant the Community programme concerned, the title of the operation and the amount of the grant. However, only one grant can be awarded on the European Community budget for the same project.

2.1.3 Eligibility of costs: costs that may be taken into consideration for the grant

Costs that may be taken into account for a grant are “eligible” costs. The expenditure side of the budget must be sufficiently detailed to allow “eligible costs” to be distinguished from any “ineligible costs”. The attention of the applicant is drawn to the fact that the eligible costs must be real costs and cannot take the form of lump sums exceeding the real costs. Therefore the budget is both an estimate and a maximum.

Eligible direct costs

To be considered eligible in the context of the project, costs must:

be necessary for carrying out the project, be provided for in the Contract annexed to the present Guidelines (Annex F) and comply with the principles of sound financial management, in particular value for money and cost-effectiveness;

have been incurred during the duration of execution of the project and following the signature of the contract (as defined in Article 2 of the Special Conditions);

have actually been incurred, be recorded in the Beneficiary’s or Beneficiary’s partners' accounts, be identifiable and verifiable, and be backed by originals of supporting evidence.

The following direct costs are eligible:

the cost of staff assigned to the project, corresponding to actual salaries plus social security charges and other remuneration-related costs; salaries and costs must not exceed those normally borne by the Beneficiary, and rates must not exceed those generally accepted on the market in question;

travel and subsistence costs for staff taking part in the project, provided they correspond to market rates and do not exceed the scales generally accepted by the Commission (including economy-class air fares);

purchase costs for equipment (new or used) and services (transport, rent, etc.), provided they correspond to market rates;

costs of consumables and supplies; expenditure on subcontracting or expenditure incurred by the Beneficiary's partners; costs deriving directly from the requirements of the Contract (dissemination of information,

specific evaluation of the project, audit, translation, reproduction, insurance, targeted training

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for those involved in the project, etc.) including financial service costs (in particular the cost of transfers and financial guarantees);

taxes, without prejudice to the terms of Article 14(4) of the contract; a contingency reserve of no more than 5% of eligible direct costs, which may be used only with

the prior written (by letter) authorisation of the Commission.

Eligible indirect costs (overhead costs)

A fixed percentage of the Beneficiary's overheads, up to a maximum of 7% of the total amount of eligible direct costs, are eligible as indirect costs.

Indirect costs are eligible provided that they do not include costs assigned to another heading of the budget provided for by the Contract.

Indirect costs are not eligible where the Contract concerns the financing of a project conducted by a body which is already receiving an operating (running cost) grant from the Commission.

Ineligible costs

The following are ineligible costs:

provisions for possible future losses or debts; interest owed; purchases of land or buildings, except where necessary for the direct implementation of the

project, in which case ownership must be transferred to the Beneficiary's local partners (where applicable) or the final recipients of the project once the latter has come to an end;

currency exchange losses, without prejudice to the terms of Article 15(7) of the Contract; VAT which the Beneficiary is able to reclaim; costs of preparatory studies or other preparatory activities; inputs which are the subject of a contribution in kind;

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2.2 HOW SHOULD AN APPLICATION BE MADE AND THE PROCEDURES FOLLOWED

2.2.1 Application form

Applicants must be submitted with the application form annexed to the present Guidelines (Annex A) and available on the Europa web-site http://europa.eu.int/comm/scr/tender/index.htm. Carefully respect the application format and follow the page order.

Applicants must apply in English or French.

Please complete the application form carefully and as clearly as possible in order to facilitate its evaluation. Be precise and provide sufficient details to ensure clarity, particularly concerning how the aims of the project will be achieved, the benefit that will flow from the project, and the way in which the proposed project is relevant to the programme’s objectives.

The application and its annexes must be typed. Hand-written applications will not be accepted.

Supporting documents

Applications must be accompanied by the following supporting documents, namely:

1. Statutes and/or Articles of Association of the applicant organisation and of each of the partners (where applicable).

2. Most recent annual report and accounts of the applicant.

3. Statements from any partners of the applicant confirming that they would participate in the project if it were selected for EC funding.6

2.2.2 Where and how to send the applications

Applications must be sent in a sealed envelope by registered mail, by express messenger or by hand-delivery (a signed and dated certificate of receipt will be given to the deliverer) to the Commission address indicated below:

Postal addressEuropean CommissionSCR/E/4LOI – 41 Office 7/158Rue de la Loi / Wetstraat 200B-1049 BrusselsBelgium

6 Such statements may take the form of a letter signed by the partner organisation.

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http://europa.eu.int/comm/scr/tender/index.htm


Address for Hand deliveryEuropean CommissionSCR/E/4Rue de la Loi / Wetstraat 41Office 7/158B-1040 BrusselsBelgium

Delivery by private courier serviceEuropean CommissionSCR/E/4 (LOI – 41 Office 7/158)Rue de Genève 1B-1049 BrusselsBelgium

Applications sent by any other means (e.g. by fax or by e-mail) or delivered at other addresses (including those of Commission’s Delegations in beneficiary countries) will be rejected.

Applications (application form and annexes) must be submitted in one original and five copies.

The envelope must bear the reference number of the notice of publication for the Call for Proposals, the full name of the applicant, and the address of the organisation.

Applicants must verify that the application is complete on the basis of the checklist annexed to the present Guidelines (see: last page of Annex A).

2.2.3 Deadline

The deadline for submission of applications is 16 October 2000 at 16.00 h. Any application arriving after the deadline will be automatically rejected (even if the postmark indicates a date preceding the deadline).

2.2.4 Further Information

Questions may be sent by e-mail or by fax to the addresses listed below, indicating clearly the reference of the Call for Proposals. Questions that may be relevant to other applicants, together with their answers, will be published on the Europa website: http://europa.eu.int/comm/scr/tender/index.htm

E-mail address: [email protected]: +32-2-296 53 36

2.2.5 Acknowledgement of receipt

Following the session for opening of proposals, the Commission will send an acknowledgement of receipt to all applicants, indicating whether or not the application was received prior to the deadline and informing them of the reference number of the application.

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mailto:[email protected]

http://europa.eu.int/comm/scr/tender/index.htm)


2.3 EVALUATION AND SELECTION OF APPLICATIONS

Applications will be examined and evaluated by the European Commission with the possible assistance of external experts. All applicants' projects will be evaluated according to the following criteria:

(1) Administrative compliance

Verification that the application is complete in accordance with the checklist.

(2) Eligibility

Eligibility of the applicant and of the project according to the criteria in section 2.1.1 and 2.1.2. (3) Evaluation of quality of proposals

Relevance: Relevance of the proposed project to the target countries, target groups and the objectives of the People to People Programme.

Methodology: Quality of the work programme. Effectiveness of the methods and activities proposed. Innovative nature of the project.

Sustainability: Potential impact on the target groups, multiplier effects, sustainability of the activities beyond the period of direct financial support by the EC.

Budget: Eligibility of the costs in accordance with the criteria in section 2.1.3, and cost-effectiveness.

Management: Previous project management experience, current management capacity, and expertise on the topics covered by the project, of the applicant and partner organisations.

2.4 INFORMATION CONCERNING THE COMMISSION DECISION ON THE AWARD OF GRANTS

Applicants will be informed of the Commission's decision concerning their application, including any decision to put the application on a reserve list for reasons of insufficiency of available funds. In the latter case, the project may be taken into account for additional funds that may become available before the end of 2000. The reserve list will be valid until the date of publication of a new call for proposals during 2001. A decision to reject an application or not to award a grant will be based on the following grounds:

The application was received after the closing date.

The application is incomplete or otherwise non-compliant with the stated administrative conditions.

The applicant or one or more partners are ineligible.

The project is ineligible.

The relevance and technical quality of the proposal is considered lower than that of the selected proposals.

The financial quality of the proposal is considered insufficient.

The Commission's decision to reject an application or not to award a grant is final.

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2.5 CONDITIONS APPLICABLE FOLLOWING THE COMMISSION’S DECISION TO AWARD A GRANT

Following the decision to award a grant, a contract will be proposed to the Beneficiary according to the European Commission’s standard contract annexed to the present Guidelines (Annex F). This contract will, in particular, provide the following rights and obligations:

Final amount of the grant

The maximum amount of the grant will be stipulated in the contract. As mentioned in 2.1.3, this amount is based on the budget, which is only an estimate. Therefore this amount only becomes final following completion of the project and presentation of the final accounts (cf. articles 17(1) and 17(2) of the General Conditions of the Contract).

Failure to meet the objectives

If the Beneficiary fails to implement the project as undertaken and agreed in the contract, the European Commission reserves the right to interrupt payments and/or to terminate the contract (cf. article 11 of the General Conditions). The European Commission’s contribution may be reduced if the beneficiary does not fulfil the terms of the contract.

Amendments to the contract and variations within the budget

Any modification of the contract must be set out in a written amendment to the original contract (Article 9(1) of the General Conditions). However, some modifications (addresses, bank account, etc.) may simply be notified to the European Commission (cf. article 9(2) of the General Conditions).

Furthermore, budget items may vary from the original figures provided that the following conditions are met:

(a) the variation does not affect the basic purpose of the project; and

(b) the financial impact is limited to a transfer within a single budget heading or to a transfer between budget headings involving a variation of less than 10% of the original amount of the budget heading.

In this case, the Beneficiary may apply the variation and must inform the European Commission without delay.

This method may not be used to amend the heading for indirect (overhead) costs or the contingency reserve, for which the prior approval of the European Commission is still necessary (cf. Article 9(2) of the General Conditions).

In all other cases, a written request must be made in advance to the European Commission and a contract amendment will be required.

Reporting

Reports must be drafted in the language provided for in the contract. Technical and financial reports are to be supplied together with payment requests. A plan of action and budget for the next period of implementation must accompany reports submitted for interim payments.

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Additional information

In accordance with Article 2.1 of the General Conditions, the European Commission may request additional information.

Payments

An advance payment will be made to the beneficiary. If the total duration of the project does not exceed 12 months or the grant does not exceed 100,000 euro, the advance payment is 80% of the grant amount.

If the total duration of the project exceeds 12 months and the grant exceeds 100,000 euros, the advance payment is 80% of a forecast budget for the first 12 months of the operation (cf. article 15(1) of the General Conditions). In this case, subsequent intermediate payments can be made upon submission by the beneficiary, and approval by the European Commission, of the intermediate report and a plan of action and budget for the following period (cf. article 15(1) of the General Conditions).

The final balance will be paid upon submission by the beneficiary and approval by the European Commission of the final report (cf. article 15(1) of the General Conditions).

Records and accounts of the project

The Beneficiary must keep accurate and regular records as well as separate and transparent accounts of the implementation of the project (cf. article 16(1) of the General Conditions). The Beneficiary must keep records for five years.

Audit

If the size of the grant is 100,000 euros or more, a final audit will be carried out when the project ends. Furthermore, if the project’s duration exceeds 18 months, an annual audit will be carried out for every 12-month period of implementation after the start of the project.

The contract will provide for the possibility of inspections to be carried out on documents and on the project site(s) by the European Commission’s services and by the European Court of Auditors (cf. article 16(2) of the General Conditions).

Publicity

Appropriate visibility and credit must be given for the grant of the European Community, for example, in reports and publications made available as a result of the project or publicity displays associated with the project, etc. (cf. Article 6 of the General Conditions).

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3. LIST OF ANNEXES

Annex A: Grant Application Form

Annex B: Budget (Excel format)

Annex C: Logical Framework (Excel format)

Annex D: Recommended standard CV

Annex E: Daily Allowance Rates (per diems) as of 1 January 2000

Annex F: Standard Contract

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Annex A

Grant Application Form

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EUROPEAN COMMISSION

European Union

People-to-People Programme

Grant Application Form

Budget Line B7-4100

Country of project implementation:

Dossier No(for internal use only)

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THE APPLICANT

1. Identity

Full legal name:(business name)

Acronym: (where applicable)

Legal status:

VAT registration number:(where applicable)

Official address:

Postal address:

Contact person:

Telephone n° :

Fax n°:

E-mail address:

Webpage:

2. Bank details(The bank must be in the country in which the applicant is registered)

Account name:

Bank account no:

Bank code:

SWIFT code:

Bank name:

Bank address:

Name(s) of signatory(ies):

Position(s) of signatory(ies):

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3. Description of the Applicant3.1 When was your organisation founded and when did it start its activities?

3.2. What are the main activities of your organisation?

3.3. Provide a full list of the management board/committee of your organisation.

4. Capacity to manage and implement projects4.1 Experience with similar projects

Detailed description of projects promoting People to People contacts over the past five years, identifying for each project managed by your organisation (maximum 1 page per project) the object and location of each project the applicant’s role and involvement in the project identification of the donors of the project (name, address, telephone number) the project cost the results of the project

4.2 Resources

Detailed description of the various resources at the disposal of the applicant (maximum 3 pages) including: the annual income over the past three years, mentioning for each year the names of the main

financial contributors and the proportions of annual income contributed by them the number of full-time and part-time staff by category equipment and offices other relevant resources

5. Other applications submitted to European institutions or EU member states5.1 Grants, contracts or loans obtained during the last three years from European Institutions

or EU Member States:

Title of operation EC budget line Amount (EUR) Date of award

5.2 Grant applications submitted (or due to be submitted) to European institutions or EU Member States in the current year:

Title of project EC budget line Amount (EUR)

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PARTNERS OF THE APPLICANT PARTICIPATING IN THE PROJECT*

(This should be completed for each partner organisation)

Partner 1 Partner 2 Partner 3Full legal name(business name)

Nationality

Legal status

Official address

Contact person

Telephone n°

Fax n°

E-mail address

Number of staff

History of co-operation with the applicant

Role and involvement inpreparing the proposed project

Role and involvement in implementing the proposed project

* to be provided in all cases where there is a partner in addition to the main applicant

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THE PROJECT

1. Description 1.1 Title

1.2 Location(Country or countries, region, city)

1.3 Summary (maximum 10 lines)

1.4 Objectives (maximum 1 page)Description of the objectives of the project and their relevance to the objectives of the budget line.

1.5 Justification (maximum 3 pages)Identification of perceived needs and constraints in the target countries and reasons for the selection of the target groups and activities and the reasons for the proposed methodology.

1.6 Detailed description of activities (maximum 10 pages)

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1.7 Methodology (maximum 3 pages)Detailed description of methods of implementation, procedures for internal evaluation and co-operation with other organisations also involved in the project.

1.8 Duration and plan of action

The duration of the project will be ___ months.

Note: The indicative plan of action should not mention actual dates, but should start with “month 1”, month 2”, etc. Applicants are advised to foresee a security margin in the proposed plan of action. The plan of action should not contain detailed descriptions of activities, but only their titles (please ensure that these match the titles listed in section 1.6).

The plan of action for the first year of implementation must be sufficiently detailed to provide insight into the preparation and implementation of each activity. The plan of action for each of the following years (depending on project duration) may be more general and should only list the main activities foreseen for those years.7 The plan of action must be provided in accordance with the following model:

Year Activity Location (city) Implementing body

Year 1Month 1 Preparation of Activity 1 Leader

Preparation of Activity 2 Partner 1Month 2 Implementation of Activity 1

Preparation of Activity 3

Year 2Month 1 Implementation of Activity …

2. Expected results

2.1 Estimated impact on target group (maximum 2 pages)

2.2 Publications and other outputs (maximum 1 page)

2.3 Sustainability of activity after end of co-financing (maximum 3 pages)

7 A more detailed plan of action for each of the following years will be required for the release of interim payments in

accordance with Article 2(2) of the General and Administrative Provisions of the Grant Contract (see Annex F).

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3. Budget for the project

Provide a budget for the total duration of the project and for the first 12 months of the project. See Guidelines for Applicants, section 2.5 (payments) for further information.

Note: The budget must be provided in accordance with Annex B (Excel file). The budget format is contained in Worksheet 1 (3. Budget).

4. Expected sources of fundingProvide information on the expected sources of funding for the project.

Note: this information must be provided in accordance with Annex B (Excel file). The format is contained in Worksheet 2 (4. Sources of Funding).

To switch between Excel Worksheets, click the tab at the bottom of the screen.

22

DECLARATION BY THE APPLICANT

I, the undersigned, being the person responsible in the applicant organisation for the project, certify that the information given in this application is correct.

Name:

Position:

Signature:

Date and Place:

6. Checklist

Before sending your proposal, please check that your application is complete:

The application form

the proposal is complete and filled out in accordance with the application form;

one original and 5 copies of all documents;

the proposal is typed and is in English or French;

the applicant and all partners are eligible according to the Guidelines;

partnership statements signed by each partner are annexed to the application form;

the budget and the expected sources of funding are presented in the format of the application form (Annex B);

in the budget the European Commission’s contribution is identified and is maximum 80% of total eligible project costs;

in the budget the administration costs are 7% or less of eligible project costs;

in the budget the contingencies are no more than 5% of eligible costs;

the declaration by the applicant is signed ;

the logical framework for the project is complete (Annex C);

Annexes

the statutes or articles of association of the applicant and of all the partners are included;

the most recent annual reports of the applicant and the partners are included;

the most recent accounts of the applicant are included.

Annex B

Budget (note: this document is in Microsoft Excel format and is contained in a separate file)

Annex C

Logical Framework (note: this document is in Microsoft Excel format and is contained in a separate file)

Annex D

Standard CV

Curriculum Vitae

Proposed Position in the Project

1 Family Name:

2 First Name:

3 Date of Birth:

4 Nationality:

5 Civil Status:

6 Education / Professional studies:Institution:Date From/To:Degree/Diploma:

7 Language Skills: (Mark from 1 (notions) to 5 (excellent) for competence) (*=mother tongue)

Language Speaking Reading WritingEnglishFrench…

8 Membership of Professional Bodies:

9 Other Skills:

10 Present Position:

11 Years with the applicant organisation:

12 Key Qualifications:(relevant projects which he/she has directed or in which he/she has been involved).

13 Experience in Specific People to People Countries:

Country : Date :Details...

14 Professional Experience Record:

Date :Location :Company / Organisation :Position :Responsibilities :

15 Publications:

Annex E

Daily Allowance Rates (per diems) as of 1 January 2000

The latest per diem can be found on http://europa.eu.int/comm/scr/perdiem. Per diems include all costs: hotels, food and transport within the city.

Country Maximum daily allowance

(EUR)EU Member States:Austria 122Belgium 150Denmark 179Finland 156France 130Germany 127Greece 113Ireland 165Italy 130Luxembourg 143Netherlands 148Portugal 143Spain 141Sweden 157United Kingdom 199Other:Afghanistan 69Albania 178Algeria 176American Samoa 166Angola 351Anguilla 220Antigua and Barbuda 220Argentina 212Armenia 129Aruba 203Australia 175Azerbaijan 266Bahamas 208Bahrain 193Bangladesh 179Barbados 210Belarus 158Belize 113Benin 143Bermuda 213Bhutan 59Bolivia 168Bosnia and Herzegovina

148

Botswana 110Brazil 125Brunei 174Bulgaria 167Burkina Faso 126Burundi 86


(EUR)Cambodia 139Cameroon 126Canada 153Canary Islands 110Cape Verde 107Cayman Islands 206Central African Republic

116

Chad 112Chile 198China 107Colombia 110Comoros 136Congo 216Congo, Dem. Rep. (New Zaire)

234

Cook Islands 112Costa Rica 138Cote d'Ivoire 123Croatia 168Cuba 191Cyprus 104Czech Republic 223D.P.R of Korea 178Djibouti 215Dominica 183Dominican Republic 115Ecuador 145Egypt 183El Salvador 154Equatorial Guinea 108Eritrea 233Estonia 124Ethiopia 128Fiji 97French Guiana 141French Polynesia 172Gabon 110Gambia 133Georgia 341Ghana 198Gibraltar 124Greenland 192Grenada 294Guadeloupe 146Guam 153Guatemala 128


(EUR)Guinea 110Guinea Bissau 133Guyana 140Haiti 173Honduras 150Hong Kong 199Hungary 158Iceland 217India 213Indonesia 141Iran 141Iraq 99Israel 285Jamaica 158Japan 327Jordan 142Kazakhstan 218Kenya 187Kiribati 153Kuwait 209Kyrgyzstan 158Laos, People's Dem.Rep.

79

Latvia 191Lebanon 148Lesotho 114Liberia 161Libyan Arab Jamahiriya

206

Lithuania 142Macao 121Madagascar 130Malawi 180Malaysia 104Maldives 101Mali 137Malta 216Marshall Islands 153Martinique 151Mauritania 112Mauritius 161Mexico 194Micronesia 98Monaco 200Mongolia 120Montserrat 155Morocco 151Mozambique 150Myanmar 139Namibia 92Nauru 85Nepal 123Netherlands Antilles 217


(EUR)New Caledonia 141New Zealand 153Nicaragua 165Niger 117Nigeria 228Niue 77Northern Mariana Islands

206

Norway 173Oman 150Pakistan 77Palau, Republic of 143Panama 151Papua New Guinea 118Paraguay 176Peru 211Philippines 159Poland 229Puerto Rico 197Qatar 142Republic of Korea 273Republic of Moldova 204Republic of Yemen 196Reunion 146Romania 194Russian Federation 249Rwanda 150Saint Kitts and Nevis 246Saint Lucia 235Samoa 114Sao Tome & Principe 145Saudi Arabia 183Senegal 101Seychelles 237Sierra Leone 180Singapore 206Slovakia 140Slovenia 155Solomon Islands 86Somalia 80South Africa 130Sri Lanka 93St. Vincent and the Grenadines

231

Sudan 152Suriname 130Swaziland 80Switzerland 174Syrian Arab Republic 144Tajikistan 186Tanzania, United Rep. of

219

TFYR of Macedonia 198


(EUR)Thailand 130Togo 117Tokelau Islands 95Tonga 84Trinidad and Tobago 195Tunisia 132Turkey 115Turkmenistan 120Turks and Caicos Island

163

Tuvalu 68Uganda 174Ukraine 252United Arab Emirates 196United States of 233


(EUR)America Uruguay 152Uzbekistan 220Vanuatu 171Venezuela 276Viet Nam 107Virgin Islands (UK) 282Virgin Islands (USA) 175Wallis & Futuna Islands

127

West Bank and Gaza Strip

82

Yugoslavia 164Zambia 129Zimbabwe 199

Annex F Standard Contract

The standard contract is available for consultation or download at the following address:

http://www.cc.cec/SCR/contrats_type/index_fr.htm

The standard contract consists of three separate documents:

Special Conditions (Word format)

General Conditions (Acrobat PDF format)

Contract Award Procedures (Acrobat PDF format)

A file containing a set of frequently asked questions and their answers is also available (in French only; Word format).

http://www.cc.cec/SCR/contrats_type/index_fr.htm