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EU grant applications Agenda

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call for proposals - typically requires submission within 90 days. ... Promotion of Active European Citizenship [Social inclusion/ Gender equality/Non-discrimination] ... – PowerPoint PPT presentation

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Title: EU grant applications Agenda


1
EU grant applications Agenda
  • EU grant process
  • Preparations before call for proposals
  • Making the application overview
  • The written document
  • The budget
  • Financial record keeping
  • Internal grant programmes
  • External grant programmes

2
EU Grant process (1) Programme documents
  • Policy document (2 to 5 years) (policy
    objectives, themes/strands, geographic focus,
    criteria, money available, timetable) (Programme
    document)
  • Annual work programme lists calls for proposals
    when, and what they will cover
  • Call for proposals
  • call for proposals - typically requires
    submission within 90 days.
  • Very competitive e.g. only 1 in 10
    applications successful in some programmes

3
EU grant process (2)Key factors
  • Precise criteria
  • Co-financing (50 -- 10) no in-kind. Often
    must be arranged by date of application
  • Partners usually needed
  • Expenditure strict rules (eligibility,
    record-keeping)
  • EU will not fund more than agreed share - or
    total
  • Logical framework, external evaluation,
    independent audit all now standard requirements

4
Preparations before call for proposals (1)
  • Identify Programme study documentation
  • Prepare project outline (ideally using logical
    framework)
  • Be clear about purpose, target group, precise
    objectives, impact, performance indicators
  • Realistic, modest, sustainable
  • Not duplicating existing EC grant in this
    country/topic
  • Check against your organisations strategy

5
Preparation before call for proposals (2)
  • Check you have capacity
  • Must have registered organisation, constitution,
    audited accounts, annual report
  • Ensure you have, or can get, necessary skills
    (coordinator, technical knowledge, budgeting/
    planning/financial expertise)
  • Line up co-financing (e.g. EU member state
    embassies)
  • Find partners if first time find another
    organisation to be lead partner
  • Financial capacity wont grant more than 3 x
    your annual budget

6
Preparation before call for proposals (3)
Partners
  • Must be eligible Programme criteria
    organisational capacity
  • Complete understanding between partners
    essential (so project outline agree scope of
    project, roles, financial arrangements)
  • Sign letter of intent, or better still,
    complete Commission partnership agreements
    (Europeaid) in draft at this stage
  • NB Lead partner responsible for actions of all
    partners e.g. if partner fails to keep records
    of expenditure, lead partner liable

7
Call for proposals published
  • Study guidelines very carefully and follow to the
    letter!
  • Seek advice on anything which is not clear
  • Check that project meets the exact criteria
    redevelop if need be

8
Making the application The written submission
  • Clear structure (e.g. summary, background,
    objectives, activities and how conducted,
    sustainability, measurement and evaluation)
  • Clear simple language (avoid jargon, except
    theirs)
  • Avoid repetition
  • Presentation index, sections, paragraphing,
    bullet points, planning charts
  • Standardise use of capitals, define acronyms,
    explain third parties

9
Structure of written submission (1)Background
  • Clear identification of target group
  • Needs assessment (indicators)
  • Analysis of existing achievements or attempts in
    same area of activity
  • Analysis of potential resources
  • Building of reliable partnership
  • Understanding of strengths and weaknesses

10
Structure of written submission (2)Objectives
  • Show that
  • New objectives, bringing added value
  • Precisely aligned with Programme objectives
  • Realistic, achievable clearly meeting the
    identified needs
  • Real project not a feasibility study
  • Substantial and genuine capacity building

11
Structure of written submission (3)Activities
  • In line with objectives and identified needs
  • Not duplicating work already financed under EC or
    other donor funded projects
  • Real involvement of partners and local
    initiatives (as applicable)
  • Real capacity building for partners

12
Structure of written submission (4) Implementing
activities
  • Must show
  • Clear management structure, particularly
    co-ordination
  • Management capacity (technical, admin,
    accounting)
  • Clear definition of roles (partners)
  • Balanced roles to ensure capacity building for
    partners
  • Transfer of know-how
  • Well defined outputs and multiplier effects
  • Realistic, directly measurable performance
    indicators, with sufficient quantitative
    references

13
Structure of written submission
(5)Sustainability
  • Show
  • Real local ownership
  • Dissemination and use of project results
  • Guiding materials for long term training
  • If funding needed after end of project, how?
    (business plan)

14
Making the application The budget
  • Cost of all proposed activities to be clearly
    identified
  • Only costs related to proposed activities!
  • Show which project member will do the work fair
    distribution of money
  • Ensure that costs are realistic (EC evaluators
    are trained to check for value for money e.g.
    staffing)
  • staff costs based on market value

15
Administrative compliance
  • You must prove you have the capacity to manage
    the project
  • Submit every bit of documentation required! (e.g.
    annual report, certified audited accounts,
    official organisation registration papers,
    statutes, CVs of project team members (and for
    partners also))
  • Must sign!
  • 50 of external applications fail administrative
    compliance

16
Financial record-keeping
  • Expenditure no invoice no grant!
  • Must be something specified in approved budget
  • Expenditure before start date or after end date
    will not be accepted
  • Allocations transparent in the accounting
    records, and supported by evidence (e.g.
    timesheets)

17
Internal grant programmes relevant to LGBT
organisations
  • Brussels administered
  • Daphne II (violence against young people,
    children and women) (2004 - 2008)
  • Youth Community Action Programme (to 2006)
  • Culture 2000
  • Life long learning
  • Public health
  • Promotion of Active European Citizenship
  • Social inclusion/ Gender equality/Non-discriminat
    ion
  • Administered at national level
  • EQUAL (laboratory for new ideas in employment /
    social inclusion)
  • Issues identified in accession process (new
    member states)
  • Support for NGOs in ten new member states

18
External grant programmes relevant to LGBT
organisations (1)
  • All administered by Europeaid office
  • bottom-up programmes
  • TACIS (countries of former Soviet Union)
  • PHARE (Bulgaria, Romania)
  • CARDS (Western Balkans)
  • Process policy negotiated between country and EC
    country has power of veto so unless good
    contacts with relevant government ministry,
    unlikely to get LGBT issues into Programme
    priorities.
  • - projects (except v small ones) selected in
    BXL, but then admin is by local delegation
  • Possible grant areas Civil Society development
    (TACIS IBPP), human rights, HIV/AIDS, Youth etc
  • Talk through your ideas with local Delegation
    official first!

19
External grant programmes relevant to LGBT
organisations (2)
  • Top down programme
  • EIDHR (European Initiative for Democracy and
    Human Rights)
  • ILGA-Europe can try to influence terms of
    reference.
  • EU delegations have local progammes in some cases
    local groups shd try to influence terms of
    reference

20
EIDHR Campaigns relevant to LGBT groups
  • Campaign 2 Fostering a culture of human
    rights
  • promote the rights of human rights defenders
  • Campaign 3 Promoting the democratic process
  • ? promote freedom of association
    establishing networks of information?
  • (Campaign 4 Advancing equality, tolerance
    and peace unfortunately securing equal rights
    and treatment of persons and people belonging to
    minorities limited to race/ language/
    religion)
  • Next calls for proposals July 2005
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