Rights, Equality and Citizenship Programme

Questions and answers

Action grants to educate and raise the awareness of girls and boys about gender-based violence as a

way to prevent it at an early stage

Topic ref. REC-RDAP-AWAR-AG-2016

Version 1.1 21 February 2017

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History of changes

Version Date Change Page

1.0 07.02.2017 Initial version

1.1 21/02/2017 New questions and answers added 47-78 21-28

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Questions and answers

Nr Question Answer provided

1 We recently led a Daphne project. It was a

very positive experience for us and we are

thinking to submit a new proposal in the

frame of one of the upcoming calls for

proposals.

My colleagues went to Brussels, invited by DG

Justice, to attend a sort of workshop, where

different representatives of various Daphne

projects had the opportunity to share

experiences and best practices. It was very

interesting.

On the occasion of this event, a DG Justice

officer gave some anticipations regarding

future calls.

In particular, they talked about a call aiming

at educating and raising awareness of girls

and boys about gender-based violence as a

way to prevent it at an early stage.

Apparently this call should be launched at the

end this year. Do you have more information

about that? Do you think that when they say

"at an early stage", they mean to involve

specifically pupils and children also in

nurseries or primary schools?

I would really appreciate if you could help us

or give to me the contact of other officers

informed about it.

This topic is open for applications as from 24 November

2016:

http://ec.europa.eu/research/participants/portal/deskto

p/en/opportunities/rec/topics/rec-rdap-awar-ag-

2016.html

In principle yes, you can include pupils and children also

in nurseries or primary schools. If the project explains

the rationale, activities are relevant and the applicant

has expertise and capacities and relevant child

safeguarding procedures in place, why not.

2 My organisation is interested in submit a

project proposal under the call

REC-RDAP-AWAR-AG-2016 - Action grants to

educate and raise the awareness of girls and

boys about gender-based violence as a way to

prevent it at an early stage.

I read in "Topic Description" that "Selected

projects will form part of the focused actions

on violence against women that the

Commission will implement in 2017"

Does this note modify in some way the

project priorities?

Specifically:

1) Can we submit a proposal focused on a

different gender-based violence (for instance

those directed against LGBTI, ethnic or

religious minorities, migrants?)

2) From an evaluation point of view, a project

focused on violence against women is

considered most relevant?

The call says: "For the purpose of this call, gender-

based violence is defined as violence directed against a

person because of that person's gender (including

gender identity/expression) or as violence that affects

persons of a particular gender disproportionately. (…)

Awareness-raising and education activities can cover all

forms of gender-based violence or focus on specific

forms, such as female genital mutilation, forced

marriage, or target particular groups who are vulnerable

to such violence, such as LGBTI, ethnic or religious

minorities, migrants etc. "

No preference will be given to any particular group, but

projects addressing particular groups are welcome.

Applicants should ensure they provide a robust needs'

assessment justifying the choice of target group if the

proposal seeks to address a specific population – this

will be taken into account during the evaluation process

when assessing relevance.

The paragraph "NB: Selected projects will form part

of the focused actions on violence against women

that the Commission will implement in 2017.

4

Selected projects may be expected to integrate

visuals and messages developed by the

Commission in this context. Project leaders should

be ready to present or showcase their activities

and results at events during this year or through

the Commission's social media and press

activities" is an early alert to applicants that they

should be willing to participate in these activities if the

Commission so requests, and does not affect the

priorities of the call as such.

3 As organization we are working to a project

for the REC call with topic: Action grants to

educate and raise the awareness of girls and

boys about gender-based violence as a way to

prevent it at an early stage.

I would like to ask you: May Homophobic

Bullying be considered a gender-based

violence?

We are considering bullying as psychological

and physical violence and the homophobic

bullying in its consequences, not only for the

homosexual people, but even for all people

(teenager in our case) that are victim of

violence because they "betray" the norms and

social expectations about gender, so about

what is "traditionally" considered male or

female.

Do you consider this topic linked with gender

based violence?

Yes, homophobic bullying would be relevant, as long as

the activities proposed also fall within the scope of the

call.

4 I would like to ask a content related question:

the aim of this call is to contribute to

education and awareness- raising to prevent

and combat gender-based violence, in

particular by changing attitudes and

behaviours towards the phenomenon.

Should the activities envisage specifically

girls and boys under 18 years old or is it okay

to keep the audience broad? This way we can

reach both the youngsters and their parents

for example.

Indeed, the activities can also reach adults, as is

specified also in the call priorities: Capacity-building and

training for professionals and volunteers who come into

contact with girls and boys and who are or will be

involved in education to end gender-based violence,

including teachers and teacher educators, peer mentors,

school counsellors, sports coaches, youth leaders,

organisers of extra-curricular activities and similar

professionals and volunteers.

Parents are not specifically mentioned, but not excluded

a priori either.

The aim of the call is to fund projects that combat

harmful attitudes and behaviours by educating young

people, and not to fund projects that combat harmful

attitudes and behaviours in the population in general.

The idea is not to make it as broad as possible (ie a

general awareness raising campaign). Should the

proposed actions contribute to educating young people,

it could of course be included.

5 I would like to inquire about the action grant

to raise awareness about gender-based

violence and prevent it thereby.

We have been working on violence prevention

The activities are not limited to workshops and

exhibitions and could include all kind of activities that

educate and raise awareness, including ICT programmes

and games.

5

issues since 2014 worldwide and have also

used ICT to raise awareness for such issues.

In this context, I was wondering if the action

asked for is limited to workshops and

exhibitions only or if you would also consider

playful ICT programs that would raise

awareness about the issue?

6 The phrase “Although the continuation or

follow-up of successful initiatives may be

funded, the exact duplication of an initiative

will not be funded” (topic description section)

is confusing to us. Our project wants to build

on the successful experience of a Programme

tested out of Europe and that we found very

pertinent to the needs and challenges that we

face in our societies.

Of course, what we want is to replicate

(adapting existing tools and methods) to the

European reality. Would it be eligible or

should we create something new and

unrelated with other project, programme,

initiative, etc..?.

What you suggest would definitely fall in the remit of

the proposal. We do not want to fund projects that use a

same methodology or tools on a same group of

participants by same partners, essentially carrying out

the same work twice. What do want to fund are projects

using a previously developed and tested successful

methodology, adapt it if needed, and implement it in

another context, with other participants.

7 What kind of role is expected from the

partner abroad? Is it okay that they organize

the same seminars/campaigns over there or

should we bring the expected participants

from both countries together in the planned

seminars and campaigns?

For this call a transnational partnership from at least 2

participating countries is needed, cf point 2.3 Eligibility

of the application, (a) the application must be

transnational and involve organisations from at least

two participating countries.

While project activities indeed, therefore, take indeed

place in several EU countries, please do not forget to

take into account that for project coherence there

should be a link/coordination between events/actions

etc.

8 The methodology we are using was: working

with focus groups before the start of writing

the project, planning the project in working

groups with experts, and during the project

time (when the project proposal is approved

by the EC) carrying it out with the help of our

member organisations (we are an umbrella

organisation). We and the partners do the

content preparation, the organisation and the

member organisations are mobilising the

target group to take part in the campaign,

seminars and workshops.

For this call, what is the methodology you

expect?

As a general information, the guide for applicants

provides useful introduction to the structure of the Part

B template (project description) and how to complete it

(see page 26 and onwards)

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf ,

including the methodology. As the Part B template is

structured in work packages (called workstreams), this

also helps you in drafting your proposal.

Please also read carefully the text of the call and

information on what is expected.

For equal treatment reasons we are not allowed to

individually pre-evaluate any draft project ideas /

blueprints before the call's closure.

9 We are preparing an application for the Call

“Action grants to educate and raise the

awareness of girls and boys about gender-

based violence as a way to prevent it at an

6

early stage”, REC-RDAP-AWAR-AG-2016. I

have few questions considering the Call:

1. When will the applicants get the

information on the results of selection

procedure?

2. When will be the Signature of grant

agreements? When can the project start?

3. What is the maximum of EU grant that can

be applied in this Call?

1. It is expected that the selection results will be

published within 4-5 months after the call’s closure

2. The grant agreement preparation is expected to take

more or less 3 months

3. There is no maximum threshold per application.

However, please note that the total budget foreseen for

this call is 2.000.000 EUR and, as indication, usually our

projects ask for between 150.000 and 800.000 EUR,

depending on the number of partners and complexity.

10 Is it possible to apply for the following Grant

"Action grants to educate and raise the

awareness of girls and boys about gender-

based violence as a way to prevent it at an

early stage" while already having another

(funded) Daphne stand project running?

Or is the application in this case (2 at the

same time) not possible?

Yes, it would be possible (provided you estimate that

your organisation has sufficient operational capacity to

run several projects in the same time). In addition, in

line with the guide for applicants :

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf ,

page 16, please note:

Note:

The applicant may submit more than one application

under each topic and may be awarded more than one

grant under each topic. An organisation may participate

as applicant or partner in several applications.

However only one application will be accepted and

evaluated for any given project. In case there are

several applications for the same project, the applicant

will be asked to clarify which application shall be

evaluated. An action may receive only one grant from

the EU budget.

11 I am writing to ask if you could provide me

with more information for the: Action Grant to

Educate and Raise the Awareness of Girls and

Boys About Gender-based Violence as a Way

to Prevent it at an Early Stage - REC-RDAP-

AWAR-AG-2016

Specifically, what is the start date of the

project, and the duration time of the project.

Is there a call that has all of the specifics that

you can send to me?

The projects will be able to start as soon as the grant

agreements are signed. We estimate, given the time

needed to complete the evaluation and grant

preparation, projects will be able to start by end

2017. The maximum duration is 24 months.

Please also refer to useful documents and links at point

3 of Topic conditions and documents:

Provisions, proposal templates and evaluation

forms for the type(s) of action(s) under this topic

Guide for applicants

Detailed budget template to facilitate the planning of

your project

Standard proposal template

Model grant agreement for mono-beneficiary grants

Model grant agreement for multi-beneficiary grants

Legal basis indicators

7

12 We are planning to apply to one of the

projects VICTIMS OF GENDER-BASED

VIOLENCE AND EARLY PREVENTION from the

Rights, Equality and Citizenship Programme.

As we would like to have more guidelines

about the project, we would like to have a

look at similar projects which have been

financed by the EU under the same

programme. Could you give me a link to

previous projects which obtained this grant,

in order to have an idea and more information

about how it should be?

Thank you,

We have a database with information on completed

projects under our previous Daphne programme

(preventing and combating violence against women)

which ended in 2013:

http://ec.europa.eu/justice/grants/results/daphne-

toolkit/en/daphne-toolkit-%E2%80%93-active-

resource-daphne-programme

If you want to see more recent projects awarded within

the Daphne strand of the Rights, Equality and

Citizenship programme (2014-2020), look at the bottom

of page under “Selected projects” at :

http://ec.europa.eu/justice/grants1/calls/2015_action_g

rants/just_2015_rdap_ag_corp_en.htm or

http://ec.europa.eu/justice/grants1/calls/just_2014_rda

p_ag_harm_en.htm

13 I would like to ask you regarding the opening

and closing dates of the funding programme

REC-AG REC Action Grant with the specific

topic "Action grants to educate and raise the

awareness of girls and boys about gender-

based violence as a way to prevent it at an

early stage". Are these dates of the call

(Planned opening: 24 November 2016 with

Deadline: 8 March 2017) officially confirmed

or are they subject to change?

Thank you in advance.

Thank you for your interest. In principle, these dates are

not subject to change.

14 I have been forwarded this EU funding

opportunity.

I noticed this in the terms and conditions:-

2.3 Eligibility of the application

(a) the application must be transnational and

involve organisations from at least two

participating countries;

Is this a definite requirement? Please advise.

Thank you for your interest in our call for proposals.

Indeed, this eligibility requirement has to be met,

otherwise your project will be rejected and will not be

considered for evaluation under the selection and award

criteria.

15 Is Turkey an eligible county for the call in the

link below?

Best regards.

https://ec.europa.eu/research/participants/po

rtal/desktop/en/opportunities/rec/topics/rec-

rdap-awar-ag-2016.html

For this topic the eligible countries are EU Member

States and Iceland (please see under Topic conditions

and documents + More). Therefore, organisations

established in Turkey are not eligible.

16 We are currently mobilizing and preparing for

an application in the REC-VAW-AG-2016 call.

After studying the guide and general

agreements, I am still wondering:

1. Is it a correct interpretation that the

minimum requirements for participating

1. Yes, your understanding is correct. For both topics of

this call, as stated in point 2.3(a) under topic conditions

8

countries is two, i.e. us + partner from

another country?

2. In the list of eligible countries it says All EU

member states and Iceland. Is there any

exception to this where we, amongst other

partners, could include Norway?

3. Is there a function for testing our project

idea by sending a detailed draft before

applying?

and documents, the application must be transnational

and involve organisations from at least two participating

countries.

2. No, Norway is not an eligible country.

3. In line with the principle of equal treatment we are

not in position to pre-evaluate any draft project ideas

before the call’s closure. This task will be performed by

the evaluation committee for all submitted proposals,

after the deadline.

17 We are a women-led human rights non-

governmental organization working with

survivors of violence, marginalized women

and girls through advocacy and prevention

education since 2008 in rural Liberia.

I went through your website and came across

essential information concerning the topic:

Action grants to educate and raise the

awareness of girls and boys about gender-

based violence as a way to prevent it at an

early stage and as such, we are very much

interested taking advantage of this latest calls

for support to strengthen our advocacy work

over the years and for the five years. Can

small organization like ours apply for grants

from the EU or it must be through bigger

institution or a consortium. Please clarify.

We are very grateful to have come in contact

with you. We are seriously scouting for

donors because the support from the

Norwegian Human Rights Fund will come to

an end next March, 2017, and we have no

donor at the moment to assist us continue

our work.

I look forward to hearing from you again.

Finally, if it meets your approval, please send

us as an attachment all applications and

relevant information regarding the calls.

We take note of your interest, however countries from

outside of the EU (except of Iceland) are not eligible

under the Rights, Equality and Citizenship programme.

Therefore, your organisation cannot seek funding under

the below mentioned call for proposals. I suggest may

consult the European Commission International

Cooperation and Development funding opportunities at

https://ec.europa.eu/europeaid/node/1106

18 We are writing you about the call ref. REC-

RDAP-AWAR-AG-2016 Action grants to

educate and raise the awareness of girls and

boys about gender-based violence as a way to

prevent it at an early stage.

Our question is : trade union organizations

are eligible as partners?

Yes, in line with point 2.2 Eligibility of the applicant and

of the partners of Topic conditions and documents,

The applicants and partners must be public entities or

private organisations or international organisations.

Organisations which are profit-oriented must submit

applications in partnership with public entities or private

9

non-profit-oriented organisations.

Trade union organisations are normally private

organisations.

19 With reference to this call: REC-RDAP-AWAR-

AG-2016, could you please clarify the

meaning of: trans-national. It is required a

mandatory collaboration with international

partners or you can also create a national

partnership with the transnational impact and

the added European value? The national

projects are eligible?

I have another question regarding the

budget: what about the principle of co-

financing under point 2.1 of the Guide of

Applicants: The beneficiaries should ensure

that the outstanding balance is covered from

sources as income generated by the action

and from the beneficiary's own resources.

How do we measure the 20% budget? If the

budget can go even on individuals/natural

persons? An example?

According to the call’s eligibility requirements (please

see point 2.3(a) under Topic conditions and

documents):

http://ec.europa.eu/research/participants/portal/deskto

p/en/opportunities/rec/topics/rec-rdap-awar-ag-

2016.html

(a) the application must be transnational and involve

organisations from at least two participating countries;

A proposal needs to be presented by a partnership of at

least 2 partners coming from 2 different eligible

countries. National projects are not eligible under this

call.

The 20% co-financing needs to be calculated in order to

ensure a balanced budget based on the template

available in the SEP submission system (estimated

income columns). Please see also page 8 of the

standard proposal template available at:

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/rec/tpl/pt/rec-call-pt_en.pdf

The budget is broken down by partners (always

organisations, natural persons are not eligible) and costs

categories.

20 Regarding Eligibility of the applicant and the

partners:

"The applicants and partners must be public

entities or private organisations or

international organisations. Organisations

which are profit-oriented must submit

applications in partnership with public entities

or private non-profit-oriented organisations."

Can a consortium be compound by a private

organisation (SME) as leader and a few

partners including public entities (University),

other non-profit-oriented organisations, AND

ALSO another private organisation (SME)?

Yes, as long as the consortium is a mix of private for

profit and public on private non-profit organisations,

irrespective of their numbers, it is eligible.

21 I was hoping you could help me with a brief

enquiry. I have seen the notice of the

upcoming Action grants to educate and raise

awareness of girls and boys about gender-

based violence as a way to prevent it at an

early stage. We would be interested in

applying to this fund but I just wanted to

check if UK organisations are eligible. We will

Indeed, as confirmed by The Statement of 29 June 2016

of the Heads of State or Government of 27 Member

States, as well as of the Presidents of the European

Council and the European Commission, until the UK

leaves the EU, EU law continues to apply to and within

the UK, both when it comes to rights and obligations.

This includes the eligibility of UK legal entities to

participate and receive funding in the REC programme's

10

still be an EU member state at the time of

application but may not be at some point

during the grant period.

actions.

Therefore, the UK is currently an EU Member State and

as such, the entities and bodies legally established in it

are currently eligible to apply for funding under the REC

programme, in accordance with the terms and

conditions laid down in individual calls for proposals.

22 Could you please clarify whether a UK

registered entity can apply for grants from

this call for work in developing countries, for

example Malawi, Honduras or Haiti?

As stated in Topic conditions and documents, the eligible

countries are EU Member States and Iceland. The

project activities have to take place in these countries in

order to be eligible. This excludes any action in

developing countries.

23 We are interested in the project call "Action

grants to educate and raise the awareness of

girls and boys about gender-based violence as

a way to prevent it at an early stage". First of

I would like to ask if there exists a national

contact point for this programme as well?

Furthermore I would like to check whether

our financial capacity is okay in order to apply

for the project. On p. 36 of the guide there

isn't written any capacity amount.

Specific for this call is also asked to have two

participating countries. This mean 1

coordinator and 1 partner or 1 coordinator

and 2 partners?

As a relatively small and centrally implemented

programme (Right, Equality and Citizenship

programme), we do not have national contact points.

Please ask any questions you may have using this

mailbox. In a reasonable time before the call’s closure

we will publish a questions and answers document, you

may see example at:

http://ec.europa.eu/research/participants/portal/doc/cal

l/rec/rec-rrac-raci-ag-2016/1747640-questions-

answers_rec-rrac-raci-ag-2016_en.pdf

For this particular call for proposals it might be useful to

consult our database of previous projects in the area of

gender based violence ("Daphne Toolkit") at:

http://ec.europa.eu/justice/grants/results/daphne-

toolkit/en/daphne-toolkit-%E2%80%93-active-

resource-daphne-programme

You may wish to check your organisation's financial

viability yourself using the Participant Portal Financial

self-check tool at

http://ec.europa.eu/research/participants/portal/deskto

p/en/organisations/lfv.html

According to point 2.3 Eligibility of the application

(a) the application must be transnational and involve

organisations from at least two participating countries;

the project application needs to be submitted by a

partnership of at least 2 organisations from 2 different

eligible countries, i.e. an applicant (coordinator) and one

partner.

24 I’d like to ask you some clarification with

reference to the forthcoming call: “REC-

RDAP-AWAR-AG-2016: Action grants to

educate and raise the awareness of girls and

boys about gender-based violence as a way to

prevent it at an early stage”.

1. Consortium composition and

possibility to take part to more than one

project proposal:

Can the coordinator of a project be also

involved in another project, funded under the

1. Yes, in line with the following statement in the Guide

for Applicants:

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf p.

16

11

same call? For example: a professor of the

Department of Sociology applies as

coordinator of the project A. Can he/she be

also involved in a different project (project B),

funded under the same call, coordinated by a

colleague working at the same department?

Is there any limit concerning working hours

that the coordinator of the project A can

provide to the project B?

2. Applicants’ operational capacity (ref:

Applicant guideline, version 1 June 2016,

section 4.2, page 36):

Is the Coordinator’s and the co-beneficiaries’

“operational capacity” assessed in relation to

permanent staff at the moment of

application? Or is it assessed in relation to the

personnel (permanent and temporary staff)

that will be in charge of the project activities

during the implementation (including new

staff hired thanks to the funding)?

3. “Purchasing of work and services

related to the project activities” (ref:

Applicant guideline, section 1.5 Awards

of contracts, page 44)

Is the hiring of new staff components (to

develop part of the project activity) allowed

and considered an eligible cost?

“The applicant may submit more than one application

under each topic and may be awarded more than one

grant under each topic. An organisation may participate

as applicant or partner in several applications.

However only one application will be accepted and

evaluated for any given project. In case there are

several applications for the same project, the applicant

will be asked to clarify which application shall be

evaluated. An action may receive only one grant from

the EU budget. “

There is no specific guidance on the nr of working hours

knowing however that your organisation’s usual

personnel/remuneration policy applies. In the event that

both project are selected, it will be your responsibility to

eventually make adjustments at the grant agreement

preparation phase. See the Guide for applicants’ section

2.1 of the Annex on costs eligibility:

Time allocated to the project

Personnel costs shall be charged in respect of the actual

time of the staff concerned.

Where a staff member (or assimilated) works full-time

for one of the Beneficiaries, but is allocated only part-

time to the project, only the equivalent part of his/her

salary is an eligible cost for the project. This amount

cannot exceed the daily/hourly gross cost to the

employer multiplied by the number of days/hours

worked for the project. In these cases the time which

each employee spends working on the project, shall be

recorded using timesheets or an equivalent time

registration system established and certified by the

employer.

2. The capacity of the consortium is assessed on the

basis of CVs of already known project staff (Annex 1)

including permanent and temporary staff that will be in

charge of the project activities during the

implementation. The operational capacity of the

applicant is also assessed based on the information

provided in Annex 2 Annual Activity Report (if applicable

– Annex 2 is not compulsory for public bodies and

universities).

3. The costs of recruitment should be included in the

indirect costs (or overheads, category F of the budget,

limited to 7%). Please see Guide for applicants’ section

2.5 of the Annex on costs eligibility. Then actual staff

costs related to the project of recruited personnel

(salary etc) are normally eligible under Staff costs

(category A).

25 I’m contacting you on behalf of our

Association.

If your regional organisation is legally registered in

Belgium and has its own legal status then it can be

partner in the project, along with the charity (umbrella

12

We are planning on submitting our application

to the call for projects REC-RDAP-AWAR-AG-

2016 and we would very much appreciate if

you could help us clarify the sentence in the

REC Guide for Applicants (p.12):

“Under the REC and Justice programmes,

entities affiliated to a beneficiary are not

considered as project participants and their

costs are not eligible”.

The Regional branch of our Association

(registered in Brussels) is an affiliate of a

charity registered in England, so we wonder

whether they could be respectively applicant

and partner in our project proposal.

Does the sentence mean that this is not

possible or that an entity affiliated cannot be

automatically considered as a partner in the

project just for the fact of being affiliated to a

beneficiary?

organisation?) registered in the UK. What we want to

avoid it that the umbrella organisation is

applicant/partner to the project and then claims costs of

its affiliated organisation (i.e. in your case that would be

the Belgian entity) without having it among partners.

26 In the topic conditions and documents says

that “organisations which are profit-oriented

must submit applications in partnership with

public entities or private non-profit-oriented

organisations”, It means that the partnership

must have at least one public entity or private

non-profit organisation?

Yes, your understanding is correct.

27 I have a question concerning

REC-RDAP-AWAR-AG-2016 call.

I see that the total budget for this call is

2 000 000 EUR and that the EU grant applied

for cannot be lower than EUR 75 000. What is

the maximum amount that one organisation

can apply for then? I didn't find information

on how many grants can be awarded.

Thank you very much and best regards

Formally, there is no maximum amount that can be

requested by one project. For your information, our

projects usually request EU contribution of between

150.000 and 800.000 Euros depending on their

complexity and number of partners.

The number of awarded grants will depend on their

requested amount of EU contribution.

28 Regarding the budget and the Partnership

among potential partners of the funding

programme REC-AG REC Action Grant with

the specific topic "Action grants to educate

and raise the awareness of girls and boys

about gender-based violence as a way to

prevent it at an early stage" would you be

able to reply to the following questions:

What is the maximum budget that we could

claim in our proposal (approximate figure)?

What is the ideal number of partners in the

consortium to increase the chances of a

successful proposal?

Due to the focus of the programme (raising

Formally, there is no maximum budget set per project.

However, for your information, the budget of our funded

project usually varies from 150.000 to 800.000

depending on the scope and the number of partners.

There is no guidance as to an “ideal” number of partners

as this is not among evaluation criteria. You can have a

look at the partnerships of the projects selected under a

similar call for proposals from last year http://ec.europa.eu/justice/grants1/calls/2015_action_grants/just_2015_rgen_ag_role_en.htm

see Annex I of the award decision

Selected projects

13

awareness), I would like to ask you if it is

appealing to invite communication companies

to become partners to the consortium or

could they be involved as subcontractors.

Award decision (674 kB)

o Summaries (266 kB)

and at the Daphne Toolkit database with descriptions of

completed projects: http://ec.europa.eu/justice/grants/results/daphne-toolkit/

The choice of involving organisations/companies as

partners or subcontracts is yours, as long as the

principles outlined in the guide for applicants are

respected: http://ec.europa.eu/research/participants/data/ref/other_eu_prog/common/just-rec-guide-applicants_en.pdf

please see page 11 (tasks that cannot be delegated to a

subcontractor)

page 12 description if subcontractors role and limitation

to 30% of eligible costs

page 46 (annex on costs eligibility) points 1.5.2.

Implementation contracts - category E of the estimated

budget and 1.5.3. Subcontracting of tasks - category C of the

estimated budget (this list of points related to subcontracting mentioned

here above in the guide for applicants is not exhaustive)

29 We are preparing a project proposal to be

submitted in the frame of the REC-RDAP-

AWAR-AG-2016 call.

Reading with great attention the Guide for

Applicants, all documents and the application

in the Participant Portal, we have the

following questions/doubts:

1) Multibeneficiary Grant Agreement: it will

be signed by the European Commission, the

coordinator and also all the partners? In the

previous experience I had with EU funds, only

the European Commission and the coordinator

were in charge of signing the contract.

2) Is it requested that the coordinator and/or

the partners sign any documents at the stage

of submission of the project? It seems to me

that we are not requested to sign anything,

but I ask you to confirm it.

3) Do Associate partners can take part in the

proposal? In the past DG Justice projects we

lead, we had Associate partners, but I can't

find any place in the Application Form or

Annexes where I can put information and

data about them. They are never mentioned

1) Indeed, the Multibeneficiary Grant Agreement will be

signed by the Commission and the coordinator on behalf

of the partners who, in will have to sign the ACCESSION

FORM FOR BENEFICIARIES / Mandate (see Annex 3 of

the Multibeneficiary Grant Agreement).

2) Your understanding is correct. At the submission

stage the applicant needs to make a declaration on

honour that he has agreement and commitment of the

partners (see Part A declaration). No more partner

declaration forms are needed.

3) This year, in a simplification spirit, we decided to

remove the notion of associate partners. If needed, we

advise you to mention their involvement in Part B

project description (former Annex I).

14

in the call documents.

4) Concerning information we must give in

relation to the EU projects we submitted in

the current year (Part 3, point 3.1.): do you

mean 2016 or 2017? I would suppose 2017

(considering that the deadline is March 8,

2017), but I need to be sure about that.

5) Regarding again the EU projects we

submitted in the current year (Part 3, point

3.1.): the item amount is referred to the total

project cost or to the EU co-financing? And we

must communicate the cost related to the

whole project consortium or only to the

interested partner?

6) Annual activity report: we must submit the

2015 report or, if available, the 2016 one?

7) Annual activity report: being the

coordinator a local authority, it seems we do

not have to attach it. Do you confirm it?

4) Indeed, current year in this case will be 2017.

However, in order to be more informative, you may

consider indicating information over the past year, i.e.

since March 2016.

5) Please indicate the amount requested from EU budget

(EU co-financing). It concerns only the part requested

by the applicant.

6) Please submit the latest version available.

7) Indeed, as stated in the guide for applicants (see

page 30), The Annual Activity Report is not requested at

the stage of application if the applicant is a public body

(i.e. a body governed by public law, e.g. public

authorities at local, regional or national level) or a

university.

30 The asked approach and methodology, is here

expected to work with indicators as in the

Horizon2020 projects?

To be sure I'll ask to confirm: if I understand

well there is no research part required for the

application? This was the case with

Horizon2020, this is why we are a bit

confused when we read in the guide for this

call that there is a methodology and

indicators required..

For our programme we have Annex 3 Indicators (see

example Legal basis indicators ) is to be submitted with

the application. Please also consult our Standard

proposal template, the Part B is structured in

workstreams (= work packages) which helps to write

the application. The editable versions are available in

the submission system, in step 4 and 5 (left down

button “download Part B templates”).

Indeed, in principle our projects are not supposed to be

research-oriented and if so any research part/task

should be well justified, limited and lead to other

practical applications of the project.

Please note that the point 1.6 Methodology of Part B

template needs to be filled in as part of the application.

31 My question concerns a possible kick off

meeting to be organised by the Commission

for the coordinators of the granted project

proposals.

Although mentioned at page 40 of the Guide

for Applicants, it does not seem to me we

must include an amount for this activity in the

budget, while in a previous call for proposals

we took part in there was a specific request

from EU to include this cost.

Thank you for this remark. It will be indeed preferable

to include this amount in the budget from the start.

Please note however that this year the applicant only

submits a consolidated budget (please see Part A, last

point). As stated in the guide for applicants, page 26, A

detailed budget template in excel format (see ''Topic

conditions and documents'' on the Participant Portal) is also

made available by the Commission to facilitate the planning

of your project. Please note that it is not obligatory to use this

15

Can you confirm if we must include this item

in the budget or not? template when preparing your application for funding and that

it is NOT foreseen for the detailed budget to be uploaded in

the Electronic Submission System (i.e. at the application

stage). However, following the finalisation of the evaluation

procedure by the Commission, applicants recommended for

the award of a grant may be requested to provide their

detailed budget estimate (either prior to the signature of the

grant agreement or at any point during the project’s

implementation phase).

At the moment the budget template is completed with sample

data for demonstration purposes, which you need to replace

with the data corresponding to your project.

32 I have a couple of questions for you regarding

Form A of the Application Form:

1) for each participating organisation we must

indicate, if relevant I suppose, the

department(s) carrying out the proposed

work. In the project we are preparing, we are

9 partners of 7 countries. Three of them

include departments, while the others are

small NGOs non including any specific units

inside. In the case of organisations not having

departments, I think we must click on NOT

APPLICABLE box. Is it correct? Consider that,

doing so, it appears what follow:

"Department(s) carrying out the proposed

work: No department involved". And it seems

that no one in that organisation is involved in

the project.

2) for 2 of our partners, in Form A, appears

what follow:

Research and Innovation legal statuses

Public body

..................................................unknown

Legal person ..............................yes

Non-profit

...................................................unknown

International organisation

..................................unknown

International organisation of European

interest ......unknown

Secondary or Higher education establishment

.......unknown

Research organisation

......................................unknown

I suppose that those partners miss to fill

some boxes in the Participant Portal, but it

seems they can't find where the problem is.

Can it jeopardise the submission of the

proposal?

1) Yes, you can chose “not applicable” and not to

indicate any specific department carrying out the work.

The quoted by you message appearing is not a problem.

I think that still a name of contact person is indicated

somewhere else.

2) It means that these partners did not fill in / indicate

related information in the beneficiary registry. In any

case, as at the proposal submission stage it is not

necessary for applicant / partners to have a “validated”

status in the beneficiary registry, this will not jeopardise

the submission of the proposal.

16

33 In form B, your information request

regarding:

- Grant applications or offers submitted under

other grants/procurement procedures by the

applicant to the EU institutions in the current

year;

- EU Grants or contracts awarded to the

applicant in the last 4 years;

are referred only to the APPLICANT or to all

THE PARTNERS?

The information to be provided in this point of Part B

template refers only to the applicant.

34 Please can you clarify what is the maximum

amount of characters for the following

sections in part B of the template:

1.2 Definition of the problem, needs

assessment and objectives of the project

1.6 Methodology

1.12 Dissemination strategy and

communication tools

Indeed, no characters limits are set for these sections.

Therefore the individual characters limit does not apply,

however, please keep in mind that the Part B document

should exceed 30 pages in total.

35 One of our academics is preparing an

application to REC-VAW-AG-2016.

The query is: How should references be

managed within the proposal? Do you require

footnotes within the main document or do you

require references to be provided as an

annex? Having looked at pages 26 and 27 of

the call guidance, there is no specific advice. I

ask as other calls, such as RISE (page 33),

have a section (in the case of RISE, section 4)

for the inclusion of references, but the

standard template for this call does not have

such a section.

In addition, the only font which seems to be

admissible is point 11 or above, whereas in

other H2020 calls, the main text must be

point 11 but allows a minimum of point 9 for

diagrams, tables and footnotes. Can we also

assume that the margin size is in line with

other H2020 calls, being at least 15mm?

Please can you advise on these points?

If I have missed a related document for the

REC-VAW-AG-2016 call, giving these details,

please can you direct me to it?

There is indeed no specific section for references in our

Part B template, and in addition, I think, given that the

template is partially locked, it is not possible to include

footnotes. Please therefore insert any references you

would like to include in your project description directly

in the text, between brackets or similar.

As specified on page 27 of our guide for applicants (the

guide is available under topics pages, topic conditions

and documents):

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf ,

the minimum font size allowed is 11 points.

36 For “Letter from the public authority

supporting the application” means an

endorsement by a ministry, commission etc?

I f you refer to Annex 5 mentioned in the guide for

applicants “Letter from the public authority supporting

the application”, please be informed that it is not

applicable for this call, it is not among the eligibility

criteria as published on the call’s page. You do not need

to submit it.

17

I asked because in guide for applicant is

written in brackets “ .. if applicable, especially

in the area of the REC programme”. However,

if we have a letter from public authority, we

can submit? It can be evaluated positively?

Thank you for this additional explanation. In fact, for

this call the submissions system is not configured to

receive an Annex 5 and so technically it is not possible

to submit it. However, if you really want to provide it,

you may find a way to add it to another Annex (for

example Annex 1 CVs). In order to upload this annex

you will need to do a merge of pdf documents anyway.

Please be careful to respect the format of documents to

be uploaded in the submission system – single pdf file

per Part B (limited to 30 pages) and Annexes. I will also

advise you to test if the submission works correctly and

not to wait until the deadline to submit your application.

In fact, it is possible to withdraw, edit, re-submit the

proposal until the deadline (the latest version will be

taken into account by us).

37 I have a question concerning the now open

REC call REC-VAW-AG-2016:

The guide for applicants states that CVs

should be provided for key staff (project

manager, financial manager, key experts)

though “in case no person is recruited for a

key job at the stage of application, please

provide the description of the profile or job

description”.

Does this mean:

Project staff already worked at organization

before state of application (staff is not hired

for project) -> job description to be provided;

Staff hired specifically for planned project ->

CV to be provided?

If you know the names of persons who will work on the

project, also those who already work for your

organisation, please include their CVs with mention of

their names. If there are other persons who will be

recruited specifically for the project in case the

application is successful, please include only job

profiles/ descriptions.

38 Can you can confirm that for the submission

of the project the annexes are:

Standard proposal template

Budget template

Annex 1 – Curriculum vitae

Annex 2 – Annual activity Report for the last

available year (only for Applicant)

Annex 3 – Indicators

Annex 4 – Description of child policy (if

applicable..)

Partners must sign any mandate during the

submission?

I advise you to log in to the submission service (see

bottom of the topic page:

http://ec.europa.eu/research/participants/portal/deskto

p/en/opportunities/rec/topics/rec-rdap-awar-ag-

2016.html ).

In step 5 you will see the list of required documents and

annexes. Part A (administrative forms) are to be edited

using a green button “edit forms”. Part B and Annex 3

template are to be downloaded using a button on the

bottom left side “download Part B templates”.

Therefore, you will see:

Part B

Annex 1 – CVs

Annex 2 – annual activity report

Annex 3 – indicators

Annex 4 – child protection policy

The budget to be filled in is contained in Part A. It is a

general overview table, there is no more a detailed

excel sheet (the excel template published on the topic’s

18

Sorry but if I use the button on the left side I

can download only Standard proposal

template and Annex 3. I can’t see the

Annexes 1, 2 and 4. Why? Let me know,

please. Thank you.

page is only to help you in preparing your budget)

There are no more partner declarations forms to be

provided. The applicant makes a declaration on honour

on behalf of partners as well (in part A).

There are no templates for the other annexes you

mention.

Please see our guide for applicants in particular pages

30-33 for more information regarding the annexes and

their format accepted by the submission service :

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf

39 We are planning to apply for this program, we

have just one question concerning financing:

the guide for applicants mentions pre-

financing payment, does this mean that all

the finances will be paid to the chosen

applicants before the start of their programs

or only one part?

Usually, the pre-financing payment paid following the

signature of the grant agreement amounts to up to 80%

of the total EU contribution. It is paid to the coordinator

whose role is then to distribute the funds to the

members of the consortium. Please note that in some

specific circumstances (e.g. in case the financial

capacity of the coordinator has been evaluated as weak)

this payment can be reduced or split.

40 Buongiorno, Gradiremmo ricevere supporto

per l Bando eu in scadenza l' 8 marzo 2017.

Sarebbe possibile ricevere il Bando in lingua

italiana? Quale tipo di supporto potrete

concederci? È possibile avere dei contatti ai

quali rivolgerci? In anticipo ringraziamo.

Restiamo in attesa di un vostro riscontro.

Gentile richiedente,

La ringraziamo per il Suo interesse. Fa riferimento al

seguente bando pubblicato sul "Participant Portal": REC-

RDAP-AWAR-AG-2016: Action grants to educate and

raise the awareness of girls and boys about gender-

based violence as a way to prevent it at an early stage ?

Per questione di efficienza di costi e tempistiche, I nostri

bandi sono pubblicati solo in Inglese. Tuttavia, come

indicato alla pagina 27 della nostra "Guide for

Applicants" :

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf è

possibile inviare una applicazione per un progetto in una

qualsiasi delle lingue ufficiali dell'UE (quindi anche in

Italiano). Questo mailbox è il punto contatto per coloro

che sono interessati al nostro programma e siamo a

disposizione a rispondere a qualsiasi domanda e a

fornire chiarimenti, incluso in lingua Italiana.

41 We are preparing a proposal under the call

REC-VAW-AG-2016 (Topic: Action grants to

promote the access to justice and support of

victims of gender-based violence and the

treatment of perpetrators).

I am presenting a query concerning the

requirement to describe and submit a child

protection policy.

My question is the following. Should the child

The child protection policy needs to be described in Part

B and attached to the application package as Annex 4 if

the project activities involve forms of direct contact with

children (such as interviews etc). (your option a)

19

protection policy be presented (Part. B, 1.16)

and submitted (annex 4):

a) only if the project activities involve forms

of direct contact with children (such as

interviews etc.);

b) or by all partners that, outside and

irrespective of the project activities, work in

contact with children?

My confusion stems from the fact that in the

Participant Portal it is stated that "If a project

will involve direct contact with children, the

applicant must describe and submit the child

protection/safeguarding policy it will adhere

to." This support hypothesis a).

But at page 33 of the Guide for Applicants it

is said that "Any applicant and/or partner

working directly with/having contact with

children, must provide the following

documents: the written, published child

protection policy (pdf and/or hyperlink to

where it is published); the written

guidelines/behaviour protocols/codes of

conduct for adults working with/in contact

with children.

If no Annex 4 is submitted, the Commission

will assume that the applicant and/or partners

concerned don't have one in place." This, at

least to me, seems to support hypothesis b).

42 I have created my draft proposal in the

Participant Portal Submission System. How

can I add participants / partners to the list?

If not already done, your partners first need to register

in the Participant Portal beneficiary register:

http://ec.europa.eu/research/participants/portal/deskto

p/en/organisations/register.html to obtain a PIC

(Participant Identification Code). You will then be able to

add them in the submission system (in step 4 I think).

Please note that at the application stage the applicant

and partners do not need to be in "validated" status in

the beneficiary registry.

43 We have a question:

1) Child Protection: how do we prepare this

papers? We need it if we work with

youngsters of any age?

As stated in the text of the call:

"If a project will involve direct contact with children, the

applicant must describe and submit the child

protection/safeguarding policy it will adhere to. A

child protection policy should include standards that

cover four broad areas: (1) policy, (2) people, (3)

procedures, and (4) accountability. More information on

these areas can be found in "Child safeguarding

standards and how to implement them" issued by

Keeping Children Safe

(http://ec.europa.eu/justice/fundamental-

rights/files/rights_child/standards_child_protection_kcsc

_en.pdf )."

20

Therefore, this document (submitted an Annex 4) needs

to describe the child protection policy of your

organisation, measures in place in order to ensure an

equate level of protection, if within your project you

(applicant ) or your partners will work directly with

children (according to UNIFEC definition, a child is aged

18 or below).

44 I have a question about the co-financing in

the REC-VAW-AG-2016 call.

Since the documents we have addressed does

not say otherwise, we adhere to the 20 %

contribution principle (2.1. in the Guide for

applicants).

I have understood that this percentage

applies to the entire project budget.

Question: Do all partners in the project have

to co-finance the same percentage of their

respective budget, or is it up to us to decide?

For example, could one partner contribute

with 13 % of total co-financing and the other

partner 7 %?

I have read something about this, but when I

have looked in the Guide for applicants, MGA

and the EU financial regulation, I cannot find

it.

Yes, such an "unequal" distribution of co-financing is

acceptable, as long as the total budget is balanced.

Please do not hesitate to log in to the submission

system, already create a draft proposal and see how to

fill in the budget (Part A – edit forms in step 5).

45 I have a question about Travel costs:

the calculation of travel costs is based on

travel costs are based on specific amounts?

The Erasmus + program, for instance, fixed

specific amount per person based on distance

(EUR 575 if the trip is between 100 and 1999

km for example ..). It is the same for this call

or we have to travel costs are based on

specific rates or do we have to calculate it at

our discretion?

We do not have such a specific guidance for our

programme but I believe you can base yourself on the

one you quote, as both programmes concern EU

funding.

46 We are applying for REC-RDAP-AWAR-AG-

2016 Action grants to educate and raise the

awareness of girls and boys about gender-

based violence as a way to prevent it at an

early stage. I expected to see a Partner

Mandate Form template but cannot find one

in the list of documents or on the Participant

Portal. Can you please tell me if there is a

specific template we should use? Or do we

not need to supply Partner Mandates?

With the shift of the publication of our calls to the

Participant Portal and within the spirit of simplification,

partner declaration forms are not required anymore.

There are therefore no templates for them.

47 For the core project team we can also involve

external expert, not included in our staff? If

yes, we have to list the CVs?

Yes, please submit his CV in Annex 1 if you find it

relevant.

48 Regarding sub-contracting: is an individual

expert that is working in any given activity

In fact such costs could be put either under E or C

depending the status of the experts' contracts and the

21

under authors fee or service contract

considered to be a sub-contractor?

type of their involvement in the project. However, from

our experience, if the expert intervention is punctual,

this would rather fall under E category.

49 Regarding sub-contracting, is a school,

theatre or any legal entity considered to be a

sub-contractor?

We will very likely hire some experts to cover

parts of our teacher's education (techniques

for stopping the violence) but we are unsure

whether to engage private persons or legal

entities for said needs. Basically we need to

know where to put these costs (column C or

E).

If the activity mentioned by you is not punctual and is

part of the project tasks (workstreams), usually it is

considered as sub-contracted (category C)

See page 46 of the Guide for applicants (Annex on costs

eligibility):

1.5.2. Implementation contracts - category E of the

estimated budget

These contracts refer to the procurement of ordinary

services, goods or equipment needed to carry out the

project (e.g. dissemination of information, evaluation,

audits, translations, reproduction, purchase of tickets,

renting of rooms and accommodation, purchase of

consumables and supplies, website development, etc.).

These contracts do not, contrary to subcontracting,

imply any externalisation of the project activities

described in the proposal.

Such contracts have to comply with the provisions

specified above. No additional conditions need to be

complied with.

1.5.3. Subcontracting of tasks - category C of the

estimated budget

A "subcontract" is a procurement contract which covers

the implementation by a third party of tasks forming

part of the action as described in Annex I of the grant

agreement (contrary to implementation contracts

described above).

and pages 56-60 (Annex) referring to costs categories C

and E.

50 My organization would also like to know the

dynamics of reporting. If the project lasts 24

months how many reports should the

coordinator submit during that time?

Usually there is one interim report and the final report.

51 Regarding the pre-financing, what is the

percentage of pre-financing payments that

coordinator may ask for?

The pre-financing paid following the signature of the

grant agreement is in principle 80%, but can be lowered

depending on the call and the individual situation of the

beneficiary, following the assessment of the financial

capacity.

52 Can an organization calculate the value of

voluntary work and present it in the 20% of

own contribution? Could we also present the

use of our own venues as our contribution to

the project?

Volunteer time, even though it can be mentioned in the

project description (Part B) if applicable, cannot be part

of the project budget (except for covering minor

subsistence expenses of volunteers working for the

project). Please note that, as stated on page 42 of the

guide for applicants, contributions in kind from third

parties are considered as ineligible expenses.

Furthermore, as stated on page 61:

22

2.6. Contributions in kind

Contributions in kind shall not be calculated as actual

expenditure and shall not constitute an eligible cost.

They shall not be taken into account for the calculation

of total eligible costs and the final amount of the grant.

! Note Contribution in kind refer to non-cash inputs from

third parties, such as:

• Any donation of raw materials (i.e. paper and ink for

publication purposes);

• Unpaid volunteer work or unpaid provision of service;

• Any other good or service provided to the project

whose cost is borne by another organisation and not

reimbursed by the Beneficiary.

Contributions in kind do not constitute an eligible cost.

They cannot be reported either as income at final

reporting stage.

Use of your own venues, as contribution in kind, is

therefore not eligible, but as it is also linked to usual

operating / running costs of the organisation (e.g.

electricity, heating), it can be input as indirect costs (flat

rate limited at 7%). Please see page 60 of the guide for

applicants, point 2.5 Indirect Costs (category F).

53 We were also surprized to see that we could

also use income resulting from project

activities as our contribution. That was not

standard before. Therefore, I am just

verifying that I understood that correctly.

Could we charge entry fee for theatre shows?

Yes, indeed, your understanding is correct.

54 Both beneficiaries are in the PDV/DDV/VAT

system. Can we safely present all the costs

with VAT as eligible costs?

For example, we will be making publications

but they will not be further sold – they will be

gifted to schools (the example in the guide

stated that „if a project includes the

publication of a book by an NGO on an issue

relevant under the call. The books will be sold

in shops and will contain advertising space

sold to companies. The sale of advertising

space and the sale of goods for a charge are

taxed activities. The VAT paid by the NGO on

any supply needed for the publication of the

book (e.g. paper, design services, printing

services, distribution services) will be

deductible from VAT charged by the NGO

to the buyers of the advertising space

and the books. The NGO will therefore not

be allowed to declare this VAT as eligible

under this action“). Can we assume that our

publication process can include VAT on i.e.

paper and design?

In principle, VAT is eligible including for sub-contracted

activities, unless your organisation is a public body

(State, regional or local government authority or other

public body) acting as a public authority, or can recover

VAT.

Please see p.42 of the guide for applicants for more

complete information: 1.4 Eligibility of VAT.

23

55 When can we expect the results of the

proposal evaluation?

It is expected that the selection results will be published

within 4-5 months after the call’s closure.

56 What is an eligible cost for transportation

(public fare ticket or should we organize

transportation i.e. buses for our participants

that will travel to different counties or

states)?

Both options are possible. See also page 53 of the guide

for applicants (Annex on costs eligibility):

All persons travelling within the context of a grant

covered by this Guide are required to make every effort

to use the most economical fare and method.

For travel by rail, first class fares are accepted, whilst

for air travel it is the most economical fare.

However, where air/rail travel is not economical or not

possible, cost for the use of a car will be refunded as

follows:

• for private vehicles (own and company cars): on the

basis of the corresponding (or an equivalent) rail fare -

the price of one ticket only will be reimbursed, even

where several people are travelling in the same

vehicle); evidence of the corresponding rail fare should

be sought at the time of travel and documentation

evidencing this (e.g. declaration of costs from a travel

agent; on-line quote) should be readily available;

• for hire cars (maximum category B or equivalent) or

taxis: the actual cost where this is not excessive

compared with other means of travel (also taking

account of any influencing factors i.e. time, excessive

luggage);

• only where none of the above-mentioned means of

calculation can be applied, will a ‘rate per mile/km’ be

considered; where this is the case, a full explanation

should be provided as to the reason for the non-

application of the above-mentioned means of calculation

and full documentation should be readily available to

substantiate the rate applied (to include evidence of the

‘organisational’ or ‘national’ rates per mile/km and

support documentation evidencing payment of the

applied rate).

57 If we are asking for 750.000 euros in total.

Are indirect costs (the 7%) to be included

within that figure?

Yes, they are part of the eligible costs (in fact the 7%

ceiling is applied to the total project cost, not to the

maximum 80% share of EU contribution).

58 Should the coordinator submit a common

project budget per partner/beneficiary or

should each partner/beneficiary submit it? (p.

16 GFA)

One consolidated budget per project needs to be

submitted (in Part A), model is available on the topic’s

page Standard proposal template or directly in the

online submission system.

59 When completing the Beneficiary Register,

Is it necessary to appoint a LEAR prior to the

submission of the application? Is a LEAR

necessary for each beneficiary or only for us

Regarding the Beneficiary Register, I invite you to

consult relevant guidance provided on the Participant

Portal including FAQ

http://ec.europa.eu/research/participants/portal/deskto

p/en/support/faq.html (you can filter it by beneficiary

registration and validation). On our side, please note

that applicant and partners do not need to be in

24

as coordinators? which form should be used?

Which of the following certifications are

necessary for our organization and for our

partners/beneficiaries? Are they necessary

prior to submission of the application or only once this is granted?

o CoMUC is optional all throughout the

application process?

o Ex-ante assessment on Direct Costing

of Large Research Infrastructures

o Certificate on Financial Statements (CFS)

We are a SME (small company) and we have

done a “Self-Declaration”- Should we also do

a Self-Assessment? If so, prior to the

submission? How should our

partners/beneficiaries proceed in this regard (NGOs and Universities)? Leave it blank?

Should we do a Self- Check of our financial

viability? What about our

partners/beneficiaries?

Which other documents of our organization

are required? And at what stage (at the time

of the application or once the funding is

granted?)

“validated” status at the application stage.

60 A letter of confirmation from the partners is

required. Is there any specific format for this?

No, the applicant makes a declaration on honour on

behalf on the partners (in Part A).

61 There is an annex 3, concerns "indicators". Is

there any template for this we could see/use? We were unable to find it in the system.

Annex 3 Indicators (see example Legal basis indicators),

is indeed to be submitted with the application. Along

with the template for Part B (project description), the

editable versions are available in the submission

system, in step 4 and 5 (left down button “download

Part B templates”).

62 One of our partners is a federation of

organisations. Is it possible for them to create

just one budget or is it necessary: 1) to have

a budget for each organization 2) that the

person/s hired are directly hired by the federal organization?

As stated in the in the Guide for Applicants

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-

applicants_en.pdf (p.12):

“Under the REC and Justice programmes, entities

affiliated to a beneficiary are not considered as project

participants and their costs are not eligible”.

Via this measure, we want to avoid it that the umbrella

organisation is applicant/partner to the project and then

claims costs of its affiliated (local, national etc.)

organisations without having it among partners.

Therefore, such local organisations would need to

become partners to the project.

63 The Guide for Applicants, pp. 48-49, No, it means that in order to be eligible such travel costs

25

attached) "Salaries (fees) of non-permanent

staff (specially recruited for the project) may

be charged to this budget category provided

that the following conditions are fulfilled: -

travel and subsistence costs related to such a

person participation in project meetings or

other travel relating to the project is directly

paid by the beneficiary". Does this mean that

travel costs of non-permanent staff of the

organization cannot be charged to the project?

need to be paid by the beneficiary (organisation who

hired the non-permanent staff working on the project).

64 What happens with the LEAR in case of a

partner which is a one-person company? I

have not found the documentation in the

system which needs to be filled in, is there a

letter template for the appointment of the

LEAR?

From what I know you do not need to worry about the

LEAR of your partner at the application stage.

65 Furthermore, Annex 4 requests a child

protection policy (written child protection

policy) plus the written guidelines/behaviour

protocols/codes of conduct for adults working

with/in contact with children. In our case (as

coordinators) our contact will be more limited,

but in any case, could we simply

endorse/include a written child protection

policy (for example the one of our partners)?

Yes, this is possible.

66 Is it possible to submit certain documents in a

language other than English? (for example,

the child protection policy of one partner can

be written in Spanish, or some letters of

intent from some schools as well).

Yes, no problem.

67 We are preparing an application for the call

topic REC-RDAP-AWAR-AG-2016, in which we

plan to implement joint activities, among other partners, with our regional authorities.

Is it possible to include these departments as

beneficiaries receiving EU contribution or just

as external partners providing support but not receiving funding?

Thank you for your interest. According to the set-up of

your project and planned activities, both quoted by you

options are possible. In case you decide to include

them as external partners providing support but not

receiving funding, please simply mention their

involvement in Part B project description. If they are to

be partners, then you need to ensure they are

registered in the beneficiary registry with a Participant

Identification Code (PIC), are added to the proposal in

the electronic submission system and some costs for them are foreseen in the budget.

NB. Regarding 2.1.2. Costs for permanent staff of a

public organisation (see page 49 of the guide for

applicants:

http://ec.europa.eu/research/participants/data/ref/other_eu_prog/common/just-rec-guide-applicants_en.pdf)

The salary cost of permanent staff of a public

organisation may be funded only to the extent that they

26

relate to the costs of project activities that the public

organisation would not have carried out had the project

concerned not been undertaken.

68 I have a question on the child policy. The call

says that the applicant has to have a child policy in place.

However, the applicant in this case will not

have a direct contact with children in the activities, whereas the partners will.

So, wouldn’t make it more sense that each

partner doing activities with children has this

policy rather than the applicant?

Yes, of course it makes sense. The child protection

policy applies to the partnership. As stated in the text

of the call, Annex 4 needs to be submitted if the project

will involve direct contact with children. Therefore, yes,

please provide the child protection policy of the

partners, to which the partners will adhere.

69 I see that for each work stream (apart from

WS0) we need to indicate a leader? Is that

really necessary? All national partners will

play the same role; so it is difficult to choose

one.

In this case it makes sense, I think, to indicate several

“leaders” if indeed no particular organisation will be

leading a workstream.

70 In case one of the partners is a university,

which kind of costs can be recognised? Is a

portion of the salary of the staff eligible if

related specifically to project activities not

usually performed? In case of participation to

a conference abroad, are the per diem and

travel costs eligible?

Thank you for your interest. The costs quoted by you

here below are in principle eligible. Please see our guide

for applicants for more information

http://ec.europa.eu/research/participants/data/ref/other

_eu_prog/common/just-rec-guide-applicants_en.pdf in

particular from page 24 (how to fill in the budget) and Annex on costs eligibility (as of page 39).

NB the limitations regarding the Costs for permanent

staff of a public organisation (see page 48, point 2.1..2)

do not apply to universities, regardless of the their

status.

71 We are looking for partners. We do not have a specific platform for partners search

for our programme. There is a platform created for

research applicants: CORDIS Partner Service

One of the largest databases of partner profiles (self-

registered profiles).

However, we have a database with information on

completed projects under our previous Daphne

programme (preventing and combating violence against

women) which ended in 2013:

http://ec.europa.eu/justice/grants/results/daphne-

toolkit/en/daphne-toolkit-%E2%80%93-active-

resource-daphne-programme

If you want to see more recent projects awarded within

the Daphne strand of the Rights, Equality and

Citizenship programme (2014-2020), look at the bottom

of page under “Selected projects” at :

http://ec.europa.eu/justice/grants1/calls/2015_action_g

rants/just_2015_rdap_ag_corp_en.htm or

http://ec.europa.eu/justice/grants1/calls/just_2014_rda

27

p_ag_harm_en.htm

72 I have one question about Annex 4.

If the project includes training or testing

activities directly on children (to experiment

the methodologies and tools elaborated), the

Applicant or one of the partners must provide

the Annex 4?

Indeed, in such a case project activities would involve

direct contact with children, so yes please submit an

Annex 4.

73 We are filling the "budget for the proposal" in

form A, but we realized that in some boxes

it's not allowed to insert amount with decimal

figures. Should decimal figures be rounded to

the nearest whole number?

Indeed, in such a case, please round the figures to the

nearest whole number.

74 We would like to ask you if characters limit of

Part B - Standard Proposal Template include

spaces or not.

For the limits of each section of Part B we count only

characters without spaces.

75 Proposal can be submitted also in Italian

language o It is advisable in English. Can this

element be evaluated?

As stated in our guide for applicants, page 20-21, In

principle, project proposals may be submitted in any

official language of the European Union. However, for

reasons of efficiency, the Commission would strongly

advise Applicants to use English.

76 Taking into consideration the fact that:

“Grants awarded under the EU Justice and

REC programmes must comply with the

following principles:

Principle of co-financing

The funding under the Justice and the REC

programmes is based on the co-financing

principle - unless otherwise specified in the

call notice the grant cannot constitute more

than 80% of overall eligible project costs.

The beneficiaries should ensure that the

outstanding balance is covered from sources other than the EU budget such as:

- the beneficiary's own resources,

- income generated by the action,

- financial contributions from third parties.”,

are key staff salaries considered part of

own contribution – respectively

representing 20% of co-financing?

Yes, you and your partners can use staff costs as co-

financing, please just pay attention to well foresee the

concerned amounts both as costs (expenditure) and as

income in order to have a balanced budget.

77 The financial manager of the project can be

considered a direct cost and thus be included

Yes, such costs can be considered as direct staff costs

28

in the personnel costs (category A) ?

78 Should we include a bank guarantee in the

budget?

No, a bank guarantee is not needed at the application

stage.