1. title page - education, audiovisual and culture...

Reserved for the Executive Agency

Number Date of Postmark

EU-US ATLANTIS PROGRAMME

COOPERATION IN HIGHER EDUCATION AND VOCATIONAL TRAINING

Application Form 2011

POLICY ORIENTED MEASURE

Project Title:Acronym:

(max 10 characters)

EU Lead Institution:

EU Member State:

US Lead Institution:

CLOSING DATE FOR SUBMISSION: 07.04.2011APPLICATIONS MUST BE SUBMITTED BOTH TO

the EU (AGENCY) and the US (FIPSE)

Applications sent by post bearing a postmark after this date will not be considered

EUROPEAN UNION U.S. Department of Education

Application and selection procedureBefore completing the form, please read the Programme Guide and the Call for Proposals 2010, which contains information on specific priorities for this year. This information can also be found on the EU-US websites:

http://eacea.ec.europa.eu/extcoop/usa/index_en.htm

The form must be completed in one of the official languages of the European Union. However, bear in mind that all partners have to be able to endorse the common proposal.

The application must be typewritten or word-processed using a computer.

The original of the application must bear the original signature of the person legally authorised to sign on behalf of the applicant institution and the original stamp of this institution.

The signed original and 2 copies thereof must be sent in the same envelope.

An electronic copy of the completed EU application form is being sent before the closing date to the call’s official mailbox ([email protected]).

All questions have been answered and all pages have been numbered

All applications will be acknowledged.

In accordance with standard Executive Agency practice, the information provided in your application may be used for the purposes of evaluating the EU/US programme. The relevant data protection regulations will be respected.Applications will be judged against the eligibility and quality criteria set out in the Programme Guide.

POM – SELECTION 2011 – Call 36/2010 – NOV 2011 2 / 39

mailto:[email protected]

1. TITLE PAGE

Project title

Please use a maximum of 12 words

Acronym

Give a short title to your project , max 10 characters

Project abstractIn this section you should provide a summary of the project in not more than 5 or 6 lines.

Thematic fields covered by the project

Please use the codes indicated in Annex I. There can be more than one field.


2. TABLE OF CONTENTS

Develop a table of contents for the proposal package with pagination.


3. PARTNER IDENTIFICATION FORMS

5.1.EU lead institution:

To fill in this part, please use the type of institution codes indicated in Annex 1.Please complete the appropriate form to show the legal status of the EU Lead institution (annex IV). Specific forms by type of status can be found on the same web-address with the application forms.

5.1.1 Legal Representative

Full legal name of the institution in the national language

Acronym of the institution, if applicable

Full name of the Institution in English (formal or informal translation)

Type of institution code Erasmus ID code, for Higher Education Institutions only, If applicable

Homepage http://

Legal representative of the institution, who is authorised to sign the agreement:Last nameFirst name

Title (optional)(e.g. Prof., Dr, etc.)

Department/Unit

Official function within the institution

Legal address of the institutionStreet & Street NumberPost code & townCountry

Phone (including country and area code) + / /

Fax (including country and area code) + / /

E-mail

5.1.2 Coordinator

The address provided will be used for the acknowledgement of receipt and all further correspondence relating to the project / network.

Coordinator:Last nameFirst name

Title (optional)(e.g. Prof., Dr, etc.)

Department/Unit

Official function within the institution

Complete correspondence addressStreetPost code & townCountry & region

Phone (including country and area codes) + / /

Fax (including country and area codes) + / /

E-mail address


5.1.3 Person in charge of finance

Last nameFirst name

Title(optional)(e.g. Prof., Dr, etc.)

Department/Unit

Official function within the institution Sex F (female) M (Male)

Correspondence addressStreetPost code & townCountry & region

Phone (including country and area codes) + / /

Fax (including country and area codes) + / /

E-mail address @

5.1.4 Experience in educational exchange cooperation in bilateral/international projects ?Please, list the projects in which you/your organisation have been involved during the past three years.

Name of organisation Town, country Year of cooperation Project title


5.2. EU partner institutions

For EU partners, please use the type of institution codes indicated in Annex I.

Check the minimum number of partners required (see Guidelines).

Add copies for additional partners if necessary.

Partner Nr 2Full legal name of the institution in the national language


Full name of the Institution

Department/Unit

Type of institution Country code

Contact personLast nameFirst name

Function



Fax + / /

E-mail

Homepage

Experience in educational exchange cooperation in bilateral/international projects ?Please, list the projects in which you/your organisation have been involved during the past three years.



Partner Nr 3



Full name of the Institution

Department/Unit

Type of institution Country code

Contact personLast nameFirst name

Function



Fax + / /

E-mail

Homepage



Other relevant EU organisations

Please indicate all other relevant EU organisations such as enterprises, trade unions, industry and business groups, non-governmental organisations, publishers, government departments, chambers of commerce and research institutes, which may, whilst not official consortia partners, for example, provide internships, offer professional advice and expertise, and help your project attain the national and international visibility necessary for it to succeed beyond the funding period.

Name of organisation Town, country Contact person Role, task

Add additional lines if necessary.

5.3. US institutions :

5.3.1. US lead institution Authorising official




Type of institution

Institutional homepage http://

Authorising official of the institution:Last nameFirst name

Department/Office

Title

Legal address of the institutionNumber & StreetCity/State/ Zip code

Phone (including area code) + / /

Fax (including area code) + / /

E-mail

Project coordinator

The address provided will be used for the acknowledgement of receipt and all further correspondence relating to the project .

Project coordinator:Last nameFirst name

Department/Office

Title (optional) (e.g. Prof., Dr, etc.)

Correspondence addressNumber & StreetCity/State/ Zip code



E-mail address




5.3.2. US partner institutions

Partner Nr 2

Contact person Last name / First name

Function

Full legal name of the institution


Department/Office

Type of institution

Legal address of the institutionNumber & Street City/State/Zip code



E-mail

Homepage



Partner Nr 3

Contact person Last name / First name

Function

Full legal name of the institution


Department/Office

Type of institution

Legal address of the institutionNumber & Street City/State/Zip code



E-mail

Homepage




Please provide same information for possible additional partners

Other relevant US organisations

Please indicate all other relevant US organisations such as enterprises, trade unions, industry and business groups, non-governmental organisations, publishers, government departments, chambers of commerce and research institutes, which may, whilst not official consortia partners, for example, offer professional advice and expertise, and help your project attain the national and international visibility necessary for it to succeed beyond the funding period.

Name of organisation Town, country Contact person Role, task

Add additional lines if necessary.


4. ONE PAGE SUMMARY

The summary should include the following items:

1. Title of project (specify project format)2. Duration of the project (start and end date)3. Summary of program and project activities (maximum 20 lines)4. List of US and EU consortium institutions or organisations5. Number of planned meetings among consortia institutions and indicative locations (the annual Project

Directors' conference should count as one per year).6. Expected Results and outputs.

If your application is successful, this summary may be used in information purposes. You are therefore kindly requested to formulate it very carefully.


5. PROPOSAL NARRATIVE

Proposal Narrative - In no more than 6000 words (= ± 10 pages/font:12/single spaced), you should address each of the following points separately:

1. The development or demonstration of new ideas or strategies within the proposed discipline or group of disciplines.

2. The utility of the information, materials, processes, or techniques that will result from the proposed project.

3. The impact of the proposed project on improvements in teaching, research, and student achievement.

4. The goals, objectives, and outcomes of the project, including the role of each of the partners in the project.

5. The extent to which the design of the proposed project is appropriate to, and will successfully address, the needs of the target population or other identified needs

6. The dissemination and sustainability plan of the project.

This is to certify that this proposal narrative is identical to that submitted to FIPSE

Name, Function & Signature of the EU Project Leader

Name, Function & Signature of the US Project Leader

NAME(please write in capital letters):

FUNCTION (please write in capital letters):

SIGNATURE

NAME(please write in capital letters):

FUNCTION (please write in capital letters):

SIGNATURE

Date Date


6. PERSONNEL INFORMATION

You should clearly outline the qualifications of all key personnel related to the project. You may include in an appendix brief bios or resumes (one page), highlighting relevant skills and experience of the personnel


7. BUDGET

Duration and languages

The contractual period is to start 1 st October 2011 . The duration of the Policy Oriented Measures projects is 24 months.

Starting date/End date

Language in which you would like the grant contract to be issued

1st preference

DE EN FR

2nd preference

DE EN FR

Language in which you would like correspondence with the Executive Agency to be conducted

(to facilitate cooperation with your partners, you are advised to enter the language most commonly used for communication within the partnership)1st preference

DE EN FR

2nd preference

DE EN FR

Financial support from the USA/European Union : Has/Is the proposal, or any aspect thereof or any larger project / network to which it may belong,

A. already been supported in the past by the USA/European Union ?

No

Yes. Please specify the programme, date, type of activity (e.g. preparatory visit) and, if possible, contract number(s):

B. currently being supported under any other USA or European Union programme ?

No

Yes. Please specify the programme, date, type of activity (e.g. preparatory visit) and, if possible, contract numbers :

C. currently the subject of any other application for support from USA or the European Union ?

No

Yes. Please specify the programme(s) and provide details under section 2 Table 2.

General instructions Before completing this section, please read carefully the “Explanatory note on Budget” in Annex II. The maximum amount of financing for Policy Oriented Measures projects is EUR 70.0000


The budget should cover the entire period of the grant. The budget should be coherent with the work plan. All amounts should be provided in Euros. Please adhere strictly to the format provided in the tables, and check carefully the figures provided (applications containing

calculation errors will be penalised in the selection process).

Table 1 : Overview of expenditureType of costs Costs ( € )

1. Staff costs

2. Other Direct costs

2.1 – Travel and subsistence

2.2 – Equipment and materials

2.3 – Sub-contracting, consultancy (including expert advice on ECTS ), evaluation and other external services

2.4 – Other costs

SUBTOTAL FOR DIRECT COSTS (1+2)

3. General costs (maximum 7 % of total of staff and other direct costs)

TOTAL (identical to the total in Table 2)

Table 2 – Overview of incomeSources Amounts ( € )

1. Grant requested from the EU

2. Contribution from the regular budget of the participating institutions (amounts must be indicated in the endorsement letters of each institution)

3. Support expected from other European Community programmes provided specifically for this project / network

4. Support from public (national, regional, etc) sources, provided specifically for this project / network

5. Support from the private sector or foundations, provided specifically for this project / network

6. Other sources

TOTAL (identical to the total in Table 1)

Please attach copy of the financial request (budget summary) made to FIPSE by the US lead partner.

Specification for Table 2If income is indicated under 3), please specify the European Union programme in question, identify the nature and duration of the activities which are being supported in this way, and provide a reference (if possible, the date and official reference number) to the grant / application contract concerned.If income is indicated under 4), 5) or 6), please specify the source and amount envisaged. Add letters of intent or other supporting documents if available.


Table 3a – Specification for Contribution per participating institution

The reference numbers (Nr 1, 2, 3, etc.) of the participating institutions must correspond to those used in section 4.

All amounts in Euros Total(equals amount in table 2, point 2)

Coordinating institution

(=Participating institution Nr 1)

Participating institution

Nr 2


Nr 3


Nr ....

Contribution from the regular budget of the participating institution

Table 3b - Explanation for allocation of grant per participating institution

On what basis do you intend to distribute the EU grant among the participating institutions?


Table 4 : Specification for Staff costs

The reference numbers of the participating institutions must correspond to those used in section 4 of the application and if necessary be grouped by country, using the same order as in Annex 1. Add copies of this present page for the additional participating institutions, if necessary.

All costs in Euros Total Coordinating institution (=Participating institution Nr 1)

Participating institution Nr 2 Participating institution Nr 3 Participating institution Nr ....

Staff by category (*) : Total number of days

(a)

Average cost per

day(b)

Total staff cost(axb)

Total number of days

(a)

Average cost per

day(b)

Total staffcost(axb)


(a)

Average cost per

day(b)



(a)

Average cost per

day(b)



(a)

Average cost per

day(b)

Total staff cost

(axb)

Staff Category 1(*)

Staff Category 2(*)

Staff Category 3(*)

Staff Category 4(*)

Total

(*)Please refer to the International Standard Classification of Occupations (ISCO) as described in Annex A of the Explanatory note on the budget (Annex 2).

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Tables 5 : Specification for Direct costs

5.a - For “Travel and subsistence” :

Purpose of journey Starting point and destination

Number of return

journeys(A)

Average travel costs per journey

(€)(B)

Number of days’

subsistence (D)

Average subsistence

costs per day (€)(C)

Total cost(AxB+CxD)

Total identical to line 2.1 in Table 1 €

5.b - For “Equipment and materials”: In the case of purchase of hardware costing over 1.000 Euros per item, you must indicate the depreciation rate of 33.3 %. Before completing read carefully section D.2.3 of the explanatory note

Description Number of items Cost of purchase or rent (€)

Usage rate%

Depreciation rate%

Total cost

Total identical to line 2.2 in Table 1

€

5.c - For “Sub-contracting, consultancy (including ECTS counselling), evaluation and other external services”

Subcontract Task description Number of person days (a)

Cost per day (€)(b)

Other costs(€)(c)

Total cost(axb)+c

Subcontract 1Subcontract 2Subcontract 3

Total identical to line 2.4in Table 1

€

5.e - For “Other costs”

Description Number of items(a)

Cost per item (€)(b)

Total cost(axb)

Total identical to line 2.5in Table 1

€

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Table 6 : Subdivision of costs per project component – as per work plan

Please use below the subdivisions indicated in your work plan table under section 7 (add rows as required).

Component of the project Staff Costs (€)(a)

Direct Costs (€)(b)

General Costs (€)(c)

Total(a+b+c)

1.

2.

3.

4.

5.

6.

7.

8.

Total(identical to the total of table 1)

€

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8. WORK PLAN

For Consortia implementation and Consortia preparatory projects follow the work plan table below as appropriate ; for complementary measures please adapt the components of the project as required.

Project:

Component of project

(the items below are provided by way of an example, please adjust them according to the structure of your project)

Outputs to be achieved/produced by the end of the implementation of this component

Activities leading to this output

Activity to be started by this date

and completed by this date

Partners / Persons involved Time input

(person / days orperson / months)

1. Development of higher education and vocational training issues eg : accreditation, recognition of qualifications

2. Development of language and content integration

3. Seminars, Workshops etc

4. Structured faculty and staff exchanges (if applicable)

5. project evaluation plan

6. Development of web-based and e-learning -based technologies (if applicable)

7. Dissemination plan

8. Other (please specify)

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9. LETTERS OF ENDORSEMENT

letters of endorsement ,

must be signed by legal representatives each institution: senior academic or executive officers competent to commit the institution on legal and financial matters (e.g., rector, vice-chancellor, provost, dean, director, or president) of each of the European and US institutions.

should indicate how the project fits within the international strategy of the institution or organisation and how this project will complement that strategy.

must indicate a commitment to develop a partnership agreement signed by all institutions.

must also contain a confirmation that the institution is willing to provide financial support to the project and, the amount proposed. Other major parties involved in the consortium should also indicate in writing their commitment to this project.

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10 . LEGAL & FINANCIAL STATUS DOCUMENTATION (IF APPLICABLE)

All applicants must prove their legal status by completing the appropriate form and submitting the necessary supporting documentation. Specific forms by country and language can be found at the following website:

Legal entity: http://ec.europa.eu/budget/execution/legal_entities_en.htm

Financial identification: http://ec.europa.eu/budget/execution/ftiers_en.htm

11 . PROFIT AND LOSS ACCOUNT

Private organisations must prove that they have the financial and operational capacity to carry out the proposed project. For this purpose such applicants must submit their profit and loss account and the balance sheet for the last financial year of which the accounts have been closed.

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http://ec.europa.eu/budget/execution/ftiers_en.htm

http://ec.europa.eu/budget/execution/legal_entities_en.htm

12. DECLARATION

TO BE COMPLETED BY THE PERSON LEGALLY AUTHORISED TO SIGN ON BEHALF OF THE REQUESTING / CONTRACTING INSTITUTION.

I, the undersigned, certify that all information contained in this application, including project description, is correct to the best of my knowledge and am aware of the content of the annexes to the application form. I confirm that my institution has the financial and operational capacity to complete the proposed project.I take note that under the provisions of the Financial Regulation applicable to the general budget of the European Union 1, grants may not be awarded to applicants who are in any of the following situations:

(a) if they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

(b) if they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;

(c) if they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;

(d) if they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

(e) if they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Union' financial interests;

(f) if following another procurement procedure or grant award procedure financed by the Union budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

(g) if, in their grant application, they are subject to a conflict of interest;

(h) if, in their grant application, they are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the grant award procedure or fail to supply this information.

I confirm that neither I nor the institution for which I am acting as legal representative are in any of the situations described above, and am aware that the penalties set out in the Financial Regulation may be applied in the case of a false declaration.In the event that my grant application is successful, I authorise the Commission/ the Agency to publish on its internet site or in any other appropriate medium: The name and address of the beneficiary of the grant; The subject of the grant; The amount awarded and the rate of funding of the costs of the approved work programme.

Place: Date / / (day/month/year)

Signature Stamp of the applicant / contracting institution

Name and position in capitals

1 Council Regulation No 1605/2002 (OJ L248 of 16/09/2002) and Commission Regulation No 2342/2002 (OJ L357 of 31/12/2002). These can be consulted in the Official Journal online at http://eur-lex.europa.eu/JOIndex.do?year=2002&serie=L&textfield2=248&Submit=Search&_submit=Search&ihmlang=en

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13. CHECK LIST

Only proposals which comply with the following criteria will be subject of an in-depth evaluation:

A. the proposal is submitted latest by the specified closing date;

B. the correct application form has been used

C. the application form bears an original signature of the Legal representative of the EU applicant organisation ( see application form:Declaration section)

D. the Common Proposal narrative (point 4) is signed by both the EU and the US project co-ordinators (scanned or faxed signatures are accepted);

E. the proposal includes the signed letters of endorsement from all partner institutions (scanned or faxed versions are accepted );

F. the applicant is a legal person ( see Application form: Legal Entity form)

G. the composition of the consortium corresponds to the requirements as explained in the call notice and Programme Guide

H. the proposal has been submitted both to the Agency in Europe and to FIPSE in the USA;

I. the Application includes a budget in euros with a request for financial contribution from the European Union.

Additionally please notice:

Only proposals submitted using the official application form, completed in full, signed (original signatures required) and sent by the specified deadline, will be considered.

The application form must be accompanied by an official letter from the applicant organisation, attesting to its financial (if private organisations) and operational capacity (for further information see section 10), and all the other documents referred to in the application form.

An electronic copy of the completed EU application form is being sent before the closing date to the call’s official mailbox ([email protected]).

Pages are numbered and index is inserted (Table of content- point 2

25

mailto:[email protected]

ANNEXESANNEX I a. Codes for thematic fields, ANNEX I b. Type of institution codes, country codes, language codesANNEX II Explanatory notes on the budget – Selection 2011 (CALL 36/2010)ANNEX III Financial identification form ( website address)ANNEX IV Legal status form (website address)

ANNEX I a

You will find here the codes you will have to use when filling in Section 5 of the application form, i.e.:

Thematic fields Type of institution codes Country codes Language codes

Thematic fields

1 AGRICULTURAL SCIENCES

01.0 Agricultural sciences01.1 Agriculture01.2 Agricultural Economics01.3 Food Science and Technology01.4 Horticulture01.5 Fisheries01.6 Forestry01.7 Animal Husbandry01.8 Tropical/Subtropical Agriculture01.9 Others – Agricultural Sciences (specify in free text area)

02 ARCHITECTURE, URBAN AND REGIONAL PLANNING

02.0 Architecture, Urban and Regional Planning02.1 Architecture02.2 Interior Design02.3 Urban Planning02.4 Regional Planning02.5 Landscape Architecture02.6 Transport and Traffic Studies02.9 Others – Architecture, Urban and Regional Planning (specify in free text area)

03 ART AND DESIGN

03.0 Art and Design03.1 Fine Art (Painting, Sculpture, Printmaking)03.2 Music and Musicology03.3 Performing Arts03.4 Photography, Cinematography03.5 Design (Graphic Design, Industrial Design, Fashion, Textile)03.6 History of Art03.9 Others – Art and Design (specify in free text area)

04 BUSINESS STUDIES AND MANAGEMENT SCIENCES

04.0 Business Studies, Management Science04.1 Business Studies with languages04.2 Business Studies with technology04.3 Accountancy, Financial Management04.4 Tourism, Catering, Hotel Management04.5 Industrial Relations and Personnel Management04.6 Secretarial Studies04.7 Marketing and Sales Management04.9 Others – Business Studies, Management Science (specify in free text area)

05 EDUCATION, TEACHER TRAINING

05.0 Education, Teacher Training05.1 Teacher Training05.2 Primary Education05.3 Secondary Education05.4 Vocational and Technical Education

26

05.5 Adult Education05.6 Special Education05.7 Educational Science, Comparative Education05.8 Educational Psychology05.9 Others – Education, Teacher Training (specify in free text area)

06 ENGINEERING, TECHNOLOGY

06.0 Engineering, Technology06.1 Mechanical Engineering06.2 Electrical Engineering06.3 Chemical Engineering06.4 Civil Engineering06.5 Electronic Engineering, Telecommunications06.6 Manufacturing Sciences (including CAD, CAM, CAE)06.7 Materials Science06.8 Aeronautical Engineering06.9 Others – Engineering, Technology (specify in free text area)

07 GEOGRAPHY, GEOLOGY

07.0 Geography, Geology07.1 Geography07.2 Environmental Sciences, Ecology07.3 Geology07.4 Soil and Water Sciences07.6 Geodesy, Cartography, Remote Sensing07.7 Meteorology07.9 Others – Geography, Geology (specify in free text area)

08 HUMANITIES

08.0 Humanities08.1 Philosophy08.2 Theology08.3 History08.4 Archaeology08.9 Others – Humanities (specify in free text area)

09 LANGUAGES AND PHILOLOGICAL SCIENCES

09.0 Languages and Philological Sciences09.1 Modern EC Languages09.2 General and comparative literature09.3 Linguistics09.4 Translation, Interpretation09.5 Classical Philology09.6 Non-EC Languages09.8 Less Widely Taught Languages09.9 Others – Languages and Philological Sciences (specify in free text area)

10 LAW

10.0 Law10.1 Comparative Law, Law with Languages10.2 International Law10.3 Civil Law10.4 Criminal Law, Criminology10.5 Constitutional /Public Law10.6 Public Administration10.7 European Community/EU Law10.9 Others – Law (specify in free text area)

11 MATHEMATICS, INFORMATICS

11.0 Mathematics, Informatics11.1 Mathematics11.2 Statistics11.3 Informatics, Computer Science11.4 Artificial Intelligence11.5 Actuarial Science11.9 Others – Mathematics, Informatics (specify in free text area)

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12 MEDICAL SCIENCES

12.0 Medical Sciences12.1 Medicine12.2 Psychiatry and Clinical Psychology12.3 Dentistry12.4 Veterinary Medicine12.5 Pharmacy12.6 Nursing, Midwifery, Physiotherapy12.7 Public Health12.8 Medical Technology12.9 Others – Medical Sciences (specify in free text area)

13 NATURAL SCIENCES

13.0 Natural Sciences13.1 Biology13.2 Physics13.3 Chemistry13.4 Microbiology, Biotechnology13.5 Nuclear and High Energy Physics13.6 Biochemistry13.7 Astronomy, Astrophysics13.8 Oceanography13.9 Others – Natural Sciences (specify in free text area)

14 SOCIAL SCIENCES

14.0 Social Sciences14.1 Political Science14.2 Sociology14.3 Economics14.4 Psychology and Behavioural Sciences14.5 Social Work14.6 International Relations, European Studies, Area Studies14.7 Anthropology14.8 Development Studies14.9 Others – Social Sciences (specify in free text area)

15 COMMUNICATION AND INFORMATION SCIENCES

15.0 Communication and Information Sciences15.1 Journalism15.2 Radio/TV Broadcasting15.3 Public Relations, Publicity, Advertising15.4 Library Science15.5 Documentation, Archiving15.6 Museum Studies, Conservation15.9 Others – Communication and Information Sciences (specify in free text area)

16 OTHER AREAS OF STUDY

16.0 Other Areas of Study (specify in free text area)16.1 Physical Education, Sport Science16.2 Leisure Studies16.3 Home Economics, Nutrition16.4 Nautical Science, Navigation16.9 Others in Other Areas of Study (specify in free text area)

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ANNEX I b

Type of institution codes, country codes, language codes

Type of Institution EDU.4 Higher education institution EDU.5 Adult or continuing education provider PME Small and medium size enterprise (less than 250 workers) GE Large enterprise (250 workers and more) GRE Group or association of companies OE Employer Organisation OS Trade Union organisation OF Training organisation CC Chamber of commerce OPR Professional organisation/Federation/Groupings U University enterprise training partnershipOQ Organisations concerned with certification and recognition of qualifications ASS.1 Non-profit association (regional/national) ASS.2 Non-profit association (European / international) ASS.3 Association of Universities RES Research institute PUB.1 Public authority (local) PUB.2 Public authority (regional) PUB.3 Public authority (national)OTH Other type of organisation

Country LanguageBE Belgium IS Iceland DA Danish IS Icelandic DK Denmark LI Liechtenstein DE German NO Norwegian DE Germany NO Norway EL Greek BG Bulgarian GR Greece BG Bulgaria EN English CZ Czech ES Spain CZ Czech Republic ES Spanish EE Estonian FR France EE Estonia FI Finnish LV Latvian IE Ireland CY Cyprus FR French LT Lithuanian IT Italy LV Latvia IT Italian HU Hungarian LU Luxembourg LT Lithuania NL Dutch MT Maltese NL The Netherlands HU Hungary PO Portuguese PL Polish AT Austria MT Malta SE Swedish RO Romanian PT Portugal PL Poland GA Irish SI Slovene FI Finland RO Romania LE Letzeburgesch SK Slovak SE Sweden SI Slovenia TR TurkishUK United Kingdom SK Slovak Republic

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ANNEX II

Explanatory notes on the budget (Section 7) – Selection 2010

A. INTRODUCTION

These Notes provide information to applicants concerning the financial procedure related to budget proposal, its apporoval and to the determination of the level of the European Union grant. It also provides guidance on how to complete section 7 (Budget) of the application forms and related information on the rules for eligibility of costs.

The text of the draft grant agreement can be downloaded from the website: http://eacea.ec.europa.eu/extcoop/usa/index_en.htm

or be requested at the call’s official mailbox : [email protected]

B. FINANCIAL PROCEDURE

1. Budget proposal in the application form

The budget proposal must be submitted in a structure that the following main categories of expenditure (see section D hereafter for details): The expenditure and income of the action must be balanced in expenditure and income.

1. personnel costs2. other direct costs:

2.1 travel and subsistence costs2.2 costs relating to the purchase or rental of hardware and equipment2.3 subcontracting costs2.4 other costs

3. general costs.

2. Financial analysis of proposals

The budget proposed by the co-ordinator is analysed by the Executive Agency in order to:

a. assess whether it is consistent with the proposed project and decide whether the budget is sufficiently detailed to consider funding the project

b. assess whether the proposed budget matches the concrete objectives / expected results of the projectc. eliminate any item of expenditure or operational cost which cannot be accepted according to the rules on eligible expenditured. if necessary, propose a downward revision of the budget in relation to some items of expenditure considered as being

excessive compared to the nature of the project and/or to the volume of work that has to be implemented in order to achieve the planned results.

That analysis is made in accordance with the rules on eligible expenditure described in these notes.

At the end of that analysis, an approved budget for the project is drawn up by the Executive Agency. If the proposed budget is realistic and acceptable in relation to Union rules, the proposed budget and the approved budget will be identical, and the Union grant may correspond to the contractor’s application. In some cases, however, the analysis will result in reductions consequent upon the application of criteria (a) to (c) hereafter. In such cases, the proposed budget will be the subject of a downward revision so that an approved budget is obtained based solely on eligible costs and eligible or reasonable levels of expenditure compared to project objectives.

3. Determination of Community assistance

Once the approved budget has been defined, funding is calculated according to: the application: the total amount of funding shall not be greater than the amount applied for by the contractor the specified co-financing: the total amount of funding shall not exceed 75% of the approved budget, with a maximum of

70.000 Euros. It may be fixed at a lower level the grant may not have the purpose or effect of producing a profit for the beneficiary the policy for awarding grants defined as part of each action the available EU budget.

The grant agreement specifies the total approved budget for the project, the maximum amount of the grant and the percentage this represents of the approved budget. The final amount of the grant awarded is calculated after approval by the Executive Agency of the final report on the implementation of the project. It is calculated by applying the grant percentage specified in the agreement to the actual approved expenditure of the project, and can never exceed the maximum amount set in the agreement nor the net expenditure of the project.

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The grant will be paid in the form of- a pre-financing payment of 70% after signature by both parties payable within 45 days of the signature of the agreement by the

Executive Agency- a final balance payment of 30% payable within 45 days of the approval by the Executive Agency of the final report, submitted after

the termination of the agreement, following the rules in the agreement

C. RULES ON ELIGIBILITY

1. General Principles

The contractor (project coordinator) must ensure that: all costs presented in the proposed Budget are necessary for the performance of the project and are not unnecessarily high no member organisation of the partnership may derive a profit from financial assistance awarded by the European Union each item of expenditure is only included under one heading of the proposed Budget.

All costs must be actual expenses, except for any general (indirect) costs. At the end of the project, expenditure, except for items based on general (indirect) costs (maximum 7%), shall be justified by receipted invoices or accounting documents for an equivalent value. The documentary justification for staff costs takes the form of timesheets, salary slips, bank statements, employment contracts, etc.

Value Added Tax may be included as an item of expenditure if it represents a final cost and is not recoverable under the national VAT system.

2. Eligible costs

Costs incurred by member organisations of the partnership if they:

are incurred during the duration of the action, with the exception of costs relating to final reports and certificates on the action’s financial statements and underlying accounts;

are connected with the subject of the agreement and they are indicated in the estimated overall budget of the action; are necessary for the implementation of the action which is the subject of the grant; are identifiable and verifiable, in particular being recorded in the accounting records of the beneficiary and determined according to

the applicable accounting standards of the country where the beneficiary is established and according to the usual cost-accounting practices of the beneficiary;

comply with the requirements of applicable tax and social legislation; are reasonable, justified, and comply with the requirements of sound financial management, in particular regarding economy and

efficiency.

The beneficiary’s internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the action with the corresponding accounting statements and supporting documents.

3. Ineligible costs

The following items of costs shall not be eligible and should therefore not be included under any headings in the Budget:

return on capital; debt and debt service charges; provisions for losses or potential future liabilities; interest owed; doubtful debts; exchange losses; VAT, unless the beneficiary can show that he is unable to recover it according to the applicable national legislation; costs declared by the beneficiary and covered by another action or work programme receiving a Community grant; excessive or reckless expenditure; contributions in kind.

D. PRINCIPLES APPLIED TO THE DIFFERENT CATEGORIES AND TYPES OF COSTS

1. Personnel costs

Staff cost shall mean any payment made to a person attached to a member organisation of the partnership or working on a regular or recurrent basis for the project (regardless of his or her status). Staff costs must be broken down into categories 1 to 4 of the International Standard Classification of Occupations (ISCO). A list of the occupations included in each of these ISCO categories is given in Annex II.Staff costs shall be calculated on the basis of the actual daily salary/fees of the employee/service provider, multiplied by the number of days to be spent on the project. This calculation shall include, if necessary, all the normal charges paid by the employer, such as social security contributions and related costs, but shall exclude any bonus, incentive and profit-sharing arrangements or running costs.

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Examples of types of profession coming under each category are appended to these notes.

If it is planned to employ or hire the services of persons to work on the project, whose cost is greater than the maximum amounts expressed herein, the necessary explanations should be provided when submitting the application form.

2. Direct costs

2.1 Travel, accommodation and subsistence costs

Only travel directly related to the project and concerning precise activities, which must be clearly identifiable, shall be funded.

Travel and insurance costs are based on the actual costs incurred. The most economical fares must be used. Several travel agencies should be contacted in order to obtain the best possible prices.

Rail travel (first class if the participant prefers and if allowed by its institution) must be used for journeys of up to 400 kilometres, except in an emergency or where a sea crossing is involved.

For journeys of more than 400 kilometres (or less where a sea crossing is involved or in an emergency), air travel may be used. Apex tickets or special fares must be used as far as possible. Air travel costs higher than an economy class fare are not allowed.

In the case of travel by car, these costs shall be eligible but shall be calculated according to the following conditions:

a) in the case of a private car or taxi: the amount to be considered eligible shall be limited to the cost of one equivalent first class rail fare (regardless of how many people are travelling in the car)

b) in the case of a hired car (class A except where more than two persons are travelling, in which case maximum class B may be used), the actual costs shall be applied. However, a hired car may only be used if no other suitable transport is available.

Travel insurance cost shall be eligible.

Travel costs incurred outside of the countries participating in the EU/US programme are not eligible, unless explicit prior authorisation is granted by the Executive Agency.

Accommodation and subsistence costs shall be eligible provided:

they are indispensable and reasonable taking into consideration the place of the stay they are calculated in accordance with the internal regulations of the partner concerned they do not exceed the maximum amounts per person (detailed in the table below):

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Country Daily allowance

Maximum hotel price

Daily allowance

Maximum hotel price

BE Belgium 92 140 IS Iceland 85 160DK Denmark 120 150 LI Liechtenstein 80 95DE Germany 93 115 NO Norway 80 140GR Greece 82 140 BG Bulgaria 58 169ES Spain 87 125 CZ Czech Republic 75 155FR France 95 150 EE Estonia 71 110IE Ireland 104 150 CY Cyprus 93 145IT Italy 95 135 LV Latvia 66 145LU Luxembourg 92 145 LT Lithuania 68 115NL The Netherlands 93 170 HU Hungary 72 150AT Austria 95 130 MT Malta 90 115PT Portugal 84 120 PL Poland 72 145FI Finland 104 140 RO Romania 52 170SE Sweden 97 160 SI Slovenia 70 110UK United Kingdom 101 175 SK Slovakia 80 125CA Canada 65 165 US USA New York 100 275

US USA General 80 200

Provided these limits are respected, the reimbursement of accommodation and subsistence expenses may be made on an actual or fixed cost basis. However, when the internal regulations of the institution of the person making the journey impose a lower limit than those amounts detailed in the above table, these must be used as a basis of calculation.

2.2 Costs related to the purchase, leasing or rental of hardware and equipment

The costs relating to the acquisition of hardware and equipment, whether by purchase, leasing or rental, shall only be eligible in very exceptional cases, if such acquisition is strictly necessary for the performance of the project.

Whether it is decided to opt for leasing, rental or purchasing of hardware or equipment, that choice must be based on the least expensive method. Member organisations of the partnership must contact several suppliers in order to obtain the most economic terms.

If it is decided to opt for rental or leasing, the cost of any buy-out option at the end of the lease or rental period shall not be eligible.

Where the purchase of hardware and equipment is allowed, installation, maintenance and insurance costs may also be included, limited to the proportional use of the equipment for the project. The whole of the costs for the reference period will be considered as eligible, but adapted according to the percentage of use within the scope of the project.

When the purchase of hardware or equipment is allowed, expenditure is calculated as follows:

a) for the purpose of calculating depreciation, hardware and equipment shall be considered as having a life expectancy of three years where the purchase price is more than 1,000 EUR

b) costs per annum shall be calculated on the basis of a depreciation factor of 33.33%, but will be adjusted to the percentage use in the project concerned. For instance, the allowable cost in year one for a piece of equipment worth 10,000 EUR, which is used 50 % for the project, amounts to 1,666 EUR:

10 000 x 33.33% x 50% = 1 666 EUR.

In the second year of the project, eligible costs will also be 1,666 EUR if the percentage use of the hardware or equipment remains the same. If the hardware or equipment is not planned to be used for the project in the second year, then no cost will be eligible (depreciation or otherwise)

c) where the total value of the hardware or equipment does not exceed 1,000 EUR, the full purchase value shall be allowed as eligible expenditure for the relevant year, adjusted to the percentage use in the project concerned

d) depreciation or purchase costs will not be eligible if the hardware or equipment was purchased prior to the start of the period of eligible expenditure indicated in the contract, except in the cases of renewed projects where the depreciation costs were allowed as eligible expenditure for the previous contractual year.

2.3 Cost of subcontracting, consultancy, evaluation and commissioning other outside experts

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Any amount paid to an outside body, which is not part of a member organisation of the partnership and which carries out specific and limited work for the project, shall be charged to the heading “Subcontracting costs”. Work such as translation, interpretation and printing, for instance, carried out by bodies outside the partnership organisations, is considered as subcontracting costs.

Such expenditure may only be allowed if the personnel of the member organisations of the partnership do not have the skills required for the performance of the work concerned.

The only subcontracting expenditure allowed concerns costs in accordance with the provisions of the Agreement. If a member of the partnership is required to conclude a subcontracting contract, that member will draft an agreement which assures that the subcontractor will comply with the main Agreement concluded with the Executive Agency.

Subcontracting agreements must contain at least the following information:

subject of the subcontracting dates of start and end of subcontracting amount to be paid detailed description of costs work schedule or phases payment procedures (one or more instalments, staggered payment, etc.) penalty clause(s) in the event of non-fulfilment of the agreement or delays in the performance of work.

None of the basic activities of the project may be subcontracted, in order not to denature the partnership concept. That is why the beneficiary may not subcontract the management and general administration of the project and no member organisation of the partnership may subcontract the whole or the greater part of the activities which were assigned to it.

If the subcontracting agreement exceeds 3.500 EUR, the beneficiary or partners must obtain competitive quotes from at least three independent suppliers and be able to demonstrate that the most advantageous offer, in terms of quality and price, has been accepted. Copies of these quotations must be supplied to the Executive Agency if so requested.

Where implementation of the assisted actions requires the award of procurement contracts, beneficiaries of grants shall award the contract to the tender offering best value for money, that is to say, to the tender offering the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential contractors, care being taken to avoid any conflict of interests

If the beneficiary calls on the services of an outside expert (i.e. a person not on the payroll of the organisations involved in the project) as a consultant, the costs shall be allowed subject to the conditions mentioned above and provided that they are strictly necessary for the performance of the project and are reasonable in amount. The remuneration of the consultant should not normally exceed 400 EUR per day (VAT excluded). All the costs directly connected to sub-contracting must be declared under this budget heading whatever the nature of these costs (example, travel costs).

The total amount devoted to subcontracting may not exceed 30% of the total cost of the project.

For translations, only expenditure directly related to translations from and into the official languages of the countries formally participating in the EU/US programme is accepted, unless explicit prior authorisation is granted by the Executive Agency. Translation costs may not be higher than the market prices in the country where the translation is done.

2.4 Other direct costs

Other direct costs, not covered by those indicated above, may be allowed, provided they are:

necessary for the performance of the project reasonable in amount fully documented and clearly itemised in the application not indicated under another category or item of expenditure. recorded in the beneficiary’s or partner institution’s accounts or tax documents and be identifiable and controllable

Specific expenditure eligible under this heading include:

bank charges relating to the opening or maintaining of an account established especially for the project, as well as bank transfer and exchange costs relating to receipts and payments for eligible expenditure under the project. However, charges relating to establishing or maintaining lines of credit, overdraft or guarantee facilities are not eligible

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the hiring of conference halls or training premises, provided that it is strictly necessary for achieving the objectives of the project costs incurred in producing, translating and publishing documents, when those activities are performed by one of the member

organisations of the partnership communication costs (e.g. connection to the Internet) in duly justified cases for projects where activities require very intensive use

of communications.

3. General (indirect) costs

General costs are all administrative costs directly related to project management:

communication costs (postage, fax, telephone, mailing, etc.) infrastructure costs (rent, electricity, etc) of the premises where the project is being carried out, in proportion to the uses of these

premises by the projects office supplies photocopies.

The costs involved in reproducing documents and publishing are included under the budget item “Subcontracting costs” or “Other costs”, as the case may be.

The item “General costs” may in no way cover personnel costs or any other costs already declared for another item.

General administrative costs shall be calculated on the basis of an estimate of the actual costs borne by the beneficiary (all the member organisations of the partnership) for the activities concerned. General costs may not exceed 7% of the total eligible direct costs of the project.

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EXAMPLES OF STAFF CATEGORIES ACCORDING TO THE INTERNATIONAL STANDARD CLASSIFICATION OF OCCUPATIONS(ISCO-88 (COM))

Country Cat. 1 (€) Cat. 2 (€) Cat. 3 (€) Cat. 4 (€) Country Cat. 1 (€) Cat. 2 (€) Cat. 3 (€) Cat. 4 (€)BE 334 241 201 125 NO 317 271 200 125

DK 382 300 250 125 IS 273 233 173 125

DE 409 300 250 125 LI 293 251 185 125

GR 158 104 96 64 BG 84 61 45 34

ES 217 160 140 78 CY 274 232 137 92

FR 312 290 167 106 CZ 122 97 62 45

IT 384 211 150 107 EE 91 66 43 38

LU 450 300 240 125 HU 174 119 81 57

NL 257 236 189 125 MT 162 134 99 73

AT 369 300 241 125 LV 151 119 70 57

PT 157 127 87 50 LT 119 79 46 37

FI 277 200 174 121 PL 227 152 81 66

SE 273 223 182 125 RO 229 167 92 62

UK 219 211 176 94 SK 109 86 53 39

IE 228 216 180 96 SL 217 154 108 86

STAFF CATEGORY 1

100 Legislators, senior officials and managers110 Legislators and senior officials111 Legislators and senior government officials114 Senior officials of special-interest organisations120 Corporate managers121 Directors and chief executives122 Production and operation managers123 Other specialist managers130 Managers of small enterprises131 Managers of small enterprises

STAFF CATEGORY 2

200 Professionals210 Physical, mathematical and engineering science professionals211 Physicists, chemists and related professionals212 Mathematicians, statisticians and related professionals213 Computing professionals214 Architects, engineers and related professionals220 Life science and health professionals221 Life science professionals222 Health professionals (except nursing)223 Nursing and midwifery professionals230 Teaching professionals231 College, university and higher education teaching professionals232 Secondary education teaching professionals233 Primary and pre-primary education teaching professionals234 Special education teaching professionals235 Other teaching professionals240 Other professionals241 Business professionals242 Legal professionals243 Archivists, librarians and related information professionals244 Social science and related professionals245 Writers and creative or performing artists

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246 Religious professionals247 Public service administrative professionals

STAFF CATEGORY 3

300 Technicians and associate professionals310 Physical and engineering science associate professionals311 Physical and engineering science technicians312 Computer associate professionals313 Optical and electronic equipment operators314 Ship and aircraft controllers and technicians315 Safety and quality inspectors320 Life science and health associate professionals321 Life science technicians and related associate professionals322 Health associate professionals (except nursing)323 Nursing and midwifery associate professionals330 Teaching associate professionals331 Primary education teaching associate professionals332 Pre-primary education teaching associate professionals333 Special education teaching associate professionals334 Other teaching associate professionals340 Other associate professionals341 Finance and sales associate professionals342 Business services agents and trade brokers343 Administrative associate professionals344 Customs, tax and related government associate professionals345 Police inspectors and detectives346 Social work associate professionals347 Artistic, entertainment and sports associate professionals

STAFF CATEGORY 4

400 Clerks410 Office clerks411 Secretaries and keyboard-operating clerks412 Numerical clerks413 Material-recording and transport clerks414 Library, mail and related clerks419 Other office clerks420 Customer services clerks421 Cashiers, tellers and related clerks422 Client information clerks

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Annex III: Financial identification

The form can be found on the following webpage:


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Annex IV: Legal status form

The legal status form can be found from:

http://ec.europa.eu/budget/execution/legal_entities_en.htm

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1. title page - education, audiovisual and culture...

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