Research & Innovation - Participant Portal H2020 Online Manual

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LEAR appointment and validation

Parallel to the validation of your organisation in the Beneficiary Register, its legal representative(s) (e.g. typically the CEO of the company, the rector of the university, the Director-General of the Institute... always in accordance with the statutes of your organisation) must nominate a Legal Entity Appointed Representative (LEAR). The LEAR role, which can be performed by an administrative staff member in the organisation's central administration, is key: once validated by the Commission, the LEAR will be authorised to:

  • manage the legal and financial information about the organisation
  • manage access rights of persons in the organisation (but not at the project level)
  • appoint representatives of the organisation to electronically sign grant agreements ('Legal Signatories' - LSIGN) or financial statements ('Financial Signatories' - FSIGN) via the Participant Portal

Further details about the LEAR's rights and responsibilities are explained in the Roles and access rights section.

How to appoint a LEAR

  • Please note that validation of the organisation is a prerequisite for the validation of the LEAR.

Identify the person in your organisation who will act as LEAR and the legally empowered representative appointing her/him.

The person who initially registered the organisation in the Participant Portal (the self-registrant) will be able to launch the appointment of the LEAR in parallel to the validation of the organisation.
Once invited to do so, this person can go to the My Organisations menu, click on the MO (Modify Organisations) action button and proceed with the following step.

Beneficiaries that are natural persons do not need to prove their capacity to become a LEAR, but still need to send to the Validation Services the hard copies of the documents listed in Step 2. All documents would only be signed by LEAR and only a copy of LEAR's ID needs to be included.
Encode in the Beneficiary Register the name and contact information of the LEAR and the legal representative(s) appointing her/him:

On completion of this step, the Beneficiary Register will generate the necessary supporting documents to be signed and sent to the Validation Services:

  • LEAR appointment letter
  • LEAR role and duties
  • Declaration of consent to the terms and conditions of use of the Participant Portal electronic exchange system

The system also automatically checks the existence of an EU Login account linked to the LEAR's e-mail address, first and last name, and in case of inconsistencies alerts the self-registrant. If no EU Login account linked to the LEAR's e-mail exists yet, the system will start creating one and the LEAR will be requested (via a notification e-mail) to finalise the creation of her/his EU Login account.

TIPS:

If you encounter any difficulty to generate the documents via the Beneficiary Register, you can always download the following forms:
When filling the LEAR appointment letter, note that if the LEAR already has an EU Login account, it is important that you use the same e-mail address as the one used for his/her EU Login account.

To receive the PIN code for the LEAR (necessary for activating the EU Login account) more quickly, provide a mobile phone number in the appointment letter; the PIN code will then be sent by SMS. This phone number will be used exclusively for sending the PIN code.

Get your organisation's legal representative to:
Send:
  1. the H2020 LEAR appointment letter (completed and signed, no copies but original version)
  2. the LEAR role and duties document (completed and signed, no copies but original version)
  3. declaration of consent to the terms and conditions of use of the Participant Portal electronic exchange system (completed and signed, no copies but original version)
  4. copies of an official valid proof of identity (ID-card, Passport) carrying a photo and signature of
    • the legal representative(s) and
    • the appointed representative (LEAR)
  5. document(s) proving that the legal representative(s) appointing the LEAR is/are empowered as such, which must:
    • clearly indicate the role/function within the organisation as legal representative(s),
    • identify and appoint a specific person (by indicating his/her personal data) as the person covering that specific role/function.

to:

European Commission
Research Executive Agency
Participant Validation and Support Unit (REA.C3)
COV2 13/132
B-1049 Brussels
Belgium

Upon receipt of the above listed documents and once the corresponding PIC has been validated, the Validation Services will also validate the LEAR appointment in the Beneficiary Register.

Activate the LEAR's online user account using:
  • the LEAR's username which the Commission will e-mail to the LEAR along with activation instructions
  • the account activation PIN code which will be sent to the LEAR by post, or by SMS if the LEAR's mobile phone number is provided in LEAR appointment letter
TIPS:
Should you encounter any problems with the LEAR appointment, please contact the Validation Services via the messaging service in the My Organisations menu, clicking on the MO (Modify Organisations) action button.

Changing the LEAR or his/her data?

  • In case there is a need to replace an already validated LEAR, the organisation can designate a new LEAR by following the steps set out above under How to appoint a representative (LEAR). There is no alternative procedure specifically designed for replacing LEARs.
  • If you are a LEAR and your e-mail address has changed, you need to update the information in the Beneficiary Register and inform the Validation Services via the 'messaging' option under the My Organisations menu, clicking on the MO (Modify Organisations) action button. The e-mail address will subsequently be updated. Please note that a new e-mail address triggers a new EU Login account meaning you will receive a new PIN code.

How can I contact the LEAR of an organisation?

Go to the Beneficiary Register under the menu "How to participate" and use the search function for finding the organisation. The search results contain a CO (Contact Organisation) action button. Clicking the button will open a contact form that allows you to send a message to the LEAR (and Account Administrators) without disclosing their contact details (for reasons of personal data protection). The LEAR can then contact you directly.

You can contact the LEAR of your own organisation(s) on the My Organisations page under My Area (after logging in with your EU Login account), by clicking the same CO (Contact Organisation) action button available for each organisation to which your EU login account is linked.

Changing the LEAR or his/her data?

Once validated by the Commission, the LEAR is the person who:

  • ensures that the validated information is up-to-date
  • provides updated information and supply relevant documents about your organisation
  • can view and download all documents related to your organisation's legal and financial data
  • can assign 'Account Administrators' rights to other colleagues (with the same LEAR's capacities, but without the right to delegate further)
  • can assign 'Legal Signatories' (LSIGN) and 'Financial Signatories' (FSIGN) roles to users in his/her organisation and keep these lists - at all times - up-to-date
  • has an overview of all the projects and proposals the organisation is involved in, and of the roles that its employees have in those projects
  • can - indirectly via the Helpdesk - correct inaccurate information about the distribution of roles

See further details in the Roles and access rights section.

Reference documents