The new year has arrived and with it comes a new opportunity to apply for Erasmus+ funding, so let's get started on a strong foot.
If you are planning to apply, you may have already read ways to improve your application and prepare effectively for an Erasmus+ project. But what about the process afterwards?
In recent years, some applicants have faced problems they did not expect. Sometimes this is as a result of having no prior experience with European projects, but even experienced organisations get caught out.
Let’s take you through the three aspects to keep in mind when submitting your application so you can hit the ground running this year.
Changes in staff
One issue is staff changes within applying organisations. Although it is perfectly understandable that organisations cannot prevent these changes, precautions can be taken.
If you are submitting an application, inform your colleagues. You might also want keep all information and documentation in a central place that is accessible to other members of staff.
If possible, explain what Erasmus+ is and make members of staff aware of your project’s title. Although this needs to follow General Data Protection Regulation (GDPR) and you might not be able to reveal all the details, it is crucial to assure a general awareness that your organisation has applied for funding and the UK National Agency might get in touch.
In some cases, you may have applied for more than one project or have a project already running. The UK National Agency cannot update you on your organisation's activities in the case of staff changes. Therefore, ensure that your application does not depend on one person alone.
EU Login details
It is equally important for your organisation to be aware of your EU Login details and where to find them. EU Login is your central access point for the Organisation Registration System, from which you can manage your organisation’s details.
The Organisation Registration System is the profile of your organisation, holding all its information and supporting documents. It is also the channel to provide the National Agency with additional information and required documents.
Having only one person within your organisation aware of its EU Login details causes problems if they leave. You can only have one profile on the Organisation Registration System, as it will be used to validate your organisation in the case of a successful application. As EU Login is managed centrally by the European Commission and not the National Agency, a new request has to be sent to the European Commission’s IT service.
After application deadlines, these requests are especially high and the processing time for them to send you new login details might delay the processing of your application.
Organisation validation and documents
After you have submitted an application, waiting for the outcome might seem like a long time. However, while you wait, the National Agency is busy processing your application, which includes validating your organisation.
The National Agency takes precautions to ensure that you are who you say you are within your application. This is a rather complex process and requires certain documents.
The forms you are asked to provide include:
- Legal Entity form;
- Financial Identification form;
- Certificate of Incorporation (e.g. Companies House certificate, etc.).
The Legal Entity Form and Financial Identification Form can be downloaded from the European Commission's website, while the Certificate of Incorporation should be in your organisation's records. Additional documents or information may also be required. If any documents are missing after you submit your application, the National Agency will contact you in order to request them.
Once you receive the request to submit these documents, it is absolutely crucial that you:
fill in the forms correctly and consistently;
complete the forms entirely and do not leave any gaps; and
submit the documents through the right channel and choose the replace function on the Organisation Registration System if you have to re-submit the same document more than once.
While some of these issues may arise unexpectedly after submitting your application, being aware of them in advance gives you time to prepare.