TOPIC : Call for proposals to improve the inclusion of mobile EU citizens and their political and societal participation and to support and enhance the democratic participation of mobile EU citizens, particularly in underrepresented groups
|Publication date:||30 January 2018|
|Types of action:||REC-AG REC Action Grant|
|DeadlineModel: Opening date:||single-stage 30 January 2018||Deadline:||26 April 2018 17:00:00|
|Time Zone : (Brussels time)|
Priorities and activities to be co-financed
The aim is to support Member States' efforts to address challenges arising from intra-EU mobility whilst also promoting and facilitating the effective exercise of the free movement rights by EU citizens and their family members. Project activities should foster the successful inclusion and participation of mobile EU citizens and their family members in the host EU country's civic and/or political life and/or their participation in the democratic life of the EU, particularly with a view to the 2019 European elections. Action grants will complement but not duplicate the work the Commission is funding in this domain following the publication of the 2017 Citizenship report, and of the work being funded through the European Parliament's pilot projects on e-voting and e-democracy.
Action is needed to support and enhance the democratic participation of mobile EU citizens, particularly underrepresented groups such as women and young people. This complementary call for action grants is to elaborate on the increased focus on the exercise of democratic rights in the run-up to the European elections, and of the work being funded through the European Parliament's pilot projects on e-voting and e-democracy, as a part of the Commission’s wider work on citizens’ participation.
2. Description of the activities
Development, exchanges and dissemination of best practices amongst national/regional/local authorities and civil society organisations. Support understanding of relevant national/regional/local rules and their interaction with EU citizenship rights. Directly support the participation of mobile EU citizens in both civic and political life of their host society through information and advice. This could involve in particular (NB. The list is indicative and focusses on the intended outcome of the projects):
inclusion policies / best practices which do not solely focus on one profile of EU mobile citizens but take into account both the different needs of these EU citizens as well as the challenges big/smaller cities, are facing when welcoming EU mobile citizens (e.g. housing, schooling, inclusion to the job market, involvement in community decision-making and volunteering etc.) and which promote multiculturalism;
ways of fostering and supporting engagement in public debate (including through e.g. access to cross-border political information and facilitation of access to local political information) and participation in local and EU elections, including of young people, women and EU citizens living in another EU country than their own. This can be achieved through digital, interactive, innovative tools and/or best practices (debates, campaigns, initiatives, information, events, administrative practice etc.);
best practices/toolkits for newly arriving EU mobile citizens and their families, including on helping them settle down, find a job/training, participate in democratic life in the local community and create links in/with the local community;
dissemination of practical information and advice on what are the rights, including voting rights, and responsibilities of EU mobile citizens in a given country/region/city and assistance in seeing them through.
3. Expected results
Increased capacity of national, regional and local experts to enable and facilitate the participation of mobile EU citizens in their host Member State;
Increased capacity of national, regional and local experts to promote and welcome EU mobile citizens;
Strengthened cooperation and exchange of information between competent national, regional and local authorities in relation to enabling mobile EU citizens' participation in their host MS and local communities;
Alignment of the administrative practices in relation to the applicable EU rules in different Member States;
Improvement in the information provided to support the participation of EU citizens in the political and social life of their host communities;
Improvement in the availability, awareness and participation of mobile EU citizens in civic activities in their host communities, such as volunteering groups and local decision making bodies, including school boards and community organisations.
Topic conditions and documents
Please read carefully all provisions below before the preparation of your application.
(a) Applications must be submitted no later than the deadline for submission as indicated on the Participant Portal
2. Eligibility criteria
The applicant and partners must be public entities or private organisations, duly established in one of the countries participating in the programme, or international organisations. Organisations which are profit-oriented must submit applications in partnership with public entities or private non-profit organisations.
(a) The application must be transnational and involve organisations from at least two participating countries;
(b) The EU grant requested cannot be lower than EUR 75 000.
3. Exclusion criteria
(a) the applicant is bankrupt, subject to insolvency or winding-up procedures, where its assets are being administered by a liquidator or by a court, where it is in an arrangement with creditors, where its business activities are suspended, or where it is in any analogous situation arising from a similar procedure provided for under national laws or regulations;
(b) it has been established by a final judgment or a final administrative decision that the applicant is in breach of its obligations relating to the payment of taxes or social security contributions in accordance with the law of the country in which it is established, with those of the country in which the authorising officer is located or those of the country of the performance of the contract;
(c) it has been established by a final judgment or a final administrative decision that the applicant is guilty of grave professional misconduct by having violated applicable laws or regulations or ethical standards of the profession to which the applicant belongs, or by having engaged in any wrongful conduct which has an impact on its professional credibility where such conduct denotes wrongful intent or gross negligence, including, in particular, any of the following:
(i) fraudulently or negligently misrepresenting information required for the verification of the absence of grounds for exclusion or the fulfilment of selection criteria or in the performance of a contract, a grant agreement or a grant decision;
(ii) entering into agreement with other applicants with the aim of distorting competition;
(iii) violating intellectual property rights;
(iv) attempting to influence the decision-making process of the Commission during the award procedure;
(v) attempting to obtain confidential information that may confer upon it undue advantages in the award procedure;
(d) it has been established by a final judgment that the applicant is guilty of any of the following:
(i) fraud, within the meaning of Article 1 of the Convention on the protection of the European Communities' financial interests, drawn up by the Council Act of 26 July 1995;
(ii) corruption, as defined in Article 3 of the Convention on the fight against corruption involving officials of the European Communities or officials of Member States of the European Union, drawn up by the Council Act of 26 May 1997, and in Article 2(1) of Council Framework Decision 2003/568/JHA, as well as corruption as defined in the law of the country where the contracting authority is located, the country in which the applicant is established or the country of the performance of the contract;
(iii) participation in a criminal organisation, as defined in Article 2 of Council Framework Decision 2008/841/JHA;
(iv) money laundering or terrorist financing, as defined in Article 1 of Directive 2005/60/EC of the European Parliament and of the Council;
(v) terrorist-related offences or offences linked to terrorist activities, as defined in Articles 1 and 3 of Council Framework Decision 2002/475/JHA, respectively, or inciting, aiding, abetting or attempting to commit such offences, as referred to in Article 4 of that Decision;
(vi) child labour or other forms of trafficking in human beings as defined in Article 2 of Directive 2011/36/EU of the European Parliament and of the Council;
(e) the applicant has shown significant deficiencies in complying with main obligations in the performance of a contract, a grant agreement or a grant decision financed by the Union's budget, which has led to its early termination or to the application of liquidated damages or other contractual penalties, or which has been discovered following checks, audits or investigations by an authorising officer, OLAF or the Court of Auditors;
(f) it has been established by a final judgment or final administrative decision that the applicant has committed an irregularity within the meaning of Article 1(2) of Council Regulation (EC, Euratom) No 2988/95.
(g) for the situations of grave professional misconduct, fraud, corruption, other criminal offences, significant deficiencies in the performance of the contract or irregularity, the applicant is subject to:
(i) facts established in the context of audits or investigations carried out by the Court of Auditors, OLAF or internal audit, or any other check, audit or control performed under the responsibility of an authorising officer of an EU institution, of a European office or of an EU agency or body;
(ii) non-final administrative decisions which may include disciplinary measures taken by the competent supervisory body responsible for the verification of the application of standards of professional ethics;
(iii) decisions of the ECB, the EIB, the European Investment Fund or international organisations;
(iv) decisions of the Commission relating to the infringement of the Union's competition rules or of a national competent authority relating to the infringement of Union or national competition law.
(v) decisions of exclusion by an authorising officer of an EU institution, of a European office or of an EU agency or body.
3.2 Remedial measures
If an applicant declares one of the situations of exclusion listed above (see section 3.1), it should indicate the measures it has taken to remedy the exclusion situation, thus demonstrating its reliability. This may include e.g. technical, organisational and personnel measures to prevent further occurrence, compensation of damage or payment of fines. The relevant documentary evidence which illustrates the remedial measures taken must be provided in annex to the declaration. This does not apply for situations referred in point (d) of section 3.1.
3.3 Rejection from the call for proposals
A grant shall not be awarded to an applicant who:
(a) is in an exclusion situation established in accordance with section 3.1 ;
(b) has misrepresented the information required as a condition for participating in the procedure or has failed to supply that information;
(c) was previously involved in the preparation of calls for proposal documents where this entails a distortion of competition that cannot be remedied otherwise.
Administrative and financial penalties may be imposed on applicants who are guilty of misrepresentation
4. Selection criteria
4.1 Financial capacity
Applicants and partners must have stable and sufficient sources of funding to maintain their activity throughout the duration of the grant and to participate in its funding. Organisations participating in several projects shall have sufficient financial capacity to implement multiple projects.
The financial capacity shall consist of a financial viability check performed by the Research Executive Agency (REA) and completed by the Commission.
For the purpose of demonstrating its financial capacity, and if the total amount of the grant requested exceeds EUR 60.000, the applicant must provide the most recent closed and signed financial statements of its organisation containing the balance sheet and profit & loss accounts, for the last two closed financial years (a single financial document containing comparative data of the annual accounts of the two years under assessment is acceptable. The same applies to the statutory audit report which may cover the two financial years). In case of an application submitted on behalf of a consortium, the Commission reserves the right to verify every member of the consortium to submit this information, with the exception of public bodies, higher or secondary education establishments and international organisations. If the share of a grant requested by an organisation (applicant or partner) exceeds EUR 750.000, this organisation must also provide an audit report produced by an approved external auditor certifying its accounts for the last closed financial year. Both financial statements and the audit report must be uploaded in the Beneficiary Register when uploading the application package.
Start-up entities which do not have closed accounts at the date of request for financial assessment are requested to submit prospective financial data for one year only
Recently created entities which have closed annual accounts for one year only will be assessed based on the documents for the sole closed financial year
The REA will assess the organisation’s financial viability by checking that it:
• Has sufficient liquidity - is able to cover its short-term commitments;
• Is financially autonomous;
• Is solvent - capable of covering its medium and long term commitments;
• Is profitable – generating profits, or at least with self-financing capacity
The REA will then propose to the Commission a ranking of each organisation’s financial viability based on a qualification: insufficient, weak, acceptable or good.
The methodology used by the REA to assess the financial viability may be found at:
The Commission will assess further elements if they are available/relevant such as:
• Auditor’s findings on previous projects,
• Weak financial viability results from other projects or sources
• Involvement in case of serious administrative errors or fraud
• Pending legal procedures or judicial proceedings for serious administrative errors or fraud
• Due recovery orders
In view of the above, if the Commission considers that the financial capacity is weak, it may request further guarantees or impose risk mitigation measures (e.g. reduced or no pre-financing, bank guarantee covering the amount of pre-financing payment; replacement of the weak organisation), or reject the application in case the Commission considers the financial capacity as insufficient.
4.2 Operational capacity
The applicant and the partners must have sufficient operational and professional capacities to implement the activities for which co-funding is requested. Organisations participating in several projects shall have sufficient operational capacity to implement multiple projects.
For the purpose of demonstrating its operational capacity, the applicant must upload:
- CVs of key staff involved in the project (employed by the applicant and the partners), who must have the necessary education, skills, experience and capacity to carry out the tasks that are assigned to them during the project
- its annual activity report for the last available year. The requirement to provide such a report does not apply to public bodies (i.e. a body governed by public law, e.g. public authorities at local, regional or national level) and universities
Applicants may not be awarded a grant if they fail to demonstrate that they have the capacity, the experience and the expertise necessary for the successful implementation of the proposed activities.
5. Declarations on honour referring to points 2, 3 and 4
The applicant must provide the following declarations on honour by ticking appropriate boxes in Part A of the submission system, some of them on behalf of the partner(s). The applicant has to check with all the partners before clicking those boxes.
1) The coordinator declares to have the explicit consent of all partners on their participation and on the content of this proposal. Or the single applicant confirms the content of this proposal.
2) The information contained in this proposal is correct and complete. None of the actions foreseen in the proposal have started prior to the date of submission of the current application.
3) The coordinator hereby declares that
• he is fully compliant with the exclusion and eligibility criteria set out in the call for proposals/topic, and has the financial and operational capacity to carry out the proposed actions.
• each partner has confirmed that they are fully compliant with the exclusion and eligibility criteria set out in the call for proposal/topic, and they have the financial and operational capacity to carry out the proposed action.
Or the single applicant declares that
• he is fully compliant with the exclusion and eligibility criteria set out in the call for proposal/topic, and has the financial and operational capacity to carry out the proposed actions.
6. Award criteria
The award criteria are set in order to evaluate the quality of proposals. On the basis of these criteria, grants will be awarded to applications that best address the objectives and priorities of the present call for proposals in a cost-effective manner. Synergies and complementarities with other Union instruments and programmes shall be sought and overlaps and duplications with existing activities avoided.
(a) Relevance to the priorities of the call (25 points):
Relevance of the action and its objectives to the priorities of the call for proposals, as described under each topic notice on the Participant Portal, relevance of the issues addressed by the project, contribution of the proposal to the priorities, and complementarity with other Union activities, avoiding duplication with projects funded by other Union programmes. Every proposed action has to be based on a reliable needs assessment.
(b) Quality of the proposed action (30 points):
Quality shall be assessed in terms of the proposed methodology for implementing the activities; the organisation of work, the allocation of resources and the time schedule; the appropriateness of the envisaged activities.
The evaluation of the project's quality will also asses the strategy for monitoring the project implementation and the identification of risks and the measures to mitigate them; the proposed evaluation, including measures to assess the success of the activities and the indicators to be used; the identification of ethical issues and the proposed action to address them.
(c) European added value of the project (15 points):
The European added value of the project shall be assessed in the light of criteria such as its contribution to the consistent and coherent implementation of Union law and policies and to wide public awareness about the rights deriving from it, its potential to develop mutual trust among Member States and to improve cross-border cooperation, its transnational impact, its contribution to the elaboration and dissemination of best practices or its potential to create practical tools and solutions that address cross-border or Union-wide challenges.
(d) Expected results, dissemination, sustainability and long-term impact (20 points):
How appropriate are the expected results to achieve the objectives of the action? Is there a long-term impact of these results on the target groups and/or the general public? A clear, targeted and appropriate dissemination strategy, which will ensure that the results and/or lessons learnt will reach the target groups and/or the general public? Is sustainability of the activities after the EU funding ensured?
(e) Cost-effectiveness (10 points):
Financial feasibility of the proposed activities by means of a realistic and reasonable budget. Appropriateness of the amount requested in relation to the scale and type of the activities, to the expected results and to the size of the partnership.
As a result of the evaluation carried out against the above award criteria the proposals will be ranked according to the points attained. The list of awarded projects will be established based on the amount of budget available.
Proposals not attaining a score of 18 points for the relevance criterion will not be considered for the award of a grant. Proposals not attaining an overall score of 70 points will not be considered for the award of a grant even in case the available budget is not consumed fully.
The maximum time for the European Commission to inform all applicants is six months from the final date for the submission of complete proposals as specified in the call. The maximum time to sign grant agreements is within three months from the date of information of the successful applicants.
Those time limits may be exceeded in exceptional cases, in particular for complex actions, if there is a large number of proposals or due to delays attributable to the applicants.
8. Budget available
The indicative maximum amount earmarked for this call is EUR 1 500 000. The Commission reserves the right not to distribute all the available funds.
9. Duration of the projects
The initial duration of the projects should not exceed 24 months. No grant may be awarded retrospectively for actions already completed. A grant may be awarded for an action which has already begun only where the applicant can demonstrate the need to start the action before the grant agreement is signed. In such cases, costs eligible for financing may not have been incurred prior to the date of submission of the grant application.
10. Other practical information
10.1 Co-financing rate
The grant will be defined by applying a maximum co-financing rate of 80% to the eligible costs actually incurred and declared by the beneficiary (ies). 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.
10.2 Flat rate for indirect costs
The flat rate for indirect costs is set at 7%. However, indirect costs may not be claimed at the final payment stage, by beneficiaries/co-beneficiaries receiving operating grants from the EU budget.
10.3 Financial support to third parties
Projects through which the beneficiaries use the budget of the project to award grants to other organisations under their own procedures and authority (financial support to third parties) are not allowed.
10.4 Multi-beneficiary projects
Based on our experience with multi-beneficiary agreements, and to support our aim to co-finance efficient, practical and targeted projects, we encourage the applicants to limit the size of the proposed partnerships to a maximum of 6 organisations (applicant and co-applicants).
11. Financial provisions
Information related to the financial provisions in relation to this topic is available in the Annex on financial provisions (which forms an integral part of the topic conditions) under the below point.
12. Provisions, proposal templates and evaluation forms for the type(s) of action(s) under this topic
- Annex on financial provisions
- Guide for applicants
- Standard proposal template
- Detailed budget template to facilitate the planning of your project
- Model grant agreement for mono-beneficiary grants
- Model grant agreement for multi-beneficiary grants
- Legal basis indicators
Members of consortium are required to conclude a consortium agreement, in principle prior to the signature of the grant agreement.
LEARs, Account Administrators or self-registrants can publish partner requests for open and forthcoming topics after logging into the Participant Portal.
To access the Electronic Submission Service of the topic, please select the type of action that is most relevant to your proposal from the list below and click on the 'Start Submission' button. You will then be asked to confirm your choice of the type of action and topic, as these cannot be changed in the submission system. Upon confirmation you will be linked to the correct entry point.
To access existing draft proposals for this topic, please login to the Participant Portal and select the My Proposals page of the My Area section.
|Type of Action||REC Action Grant [REC-AG]|
|Topic||Call for proposals to improve the inclusion of mobile EU citizens and their political and societal participation and to support and enhance the democratic participation of mobile EU citizens, particularly in underrepresented groups - REC-RCIT-CITI-AG-2018|
|Guidance on proposal submission:||H2020 online manual|
Contact the REC Programme helpdesk for further assistance related to the call, topics and the content of proposals EC-REC-CALLS@ec.europa.eu.
Participant Portal FAQ – Submission of proposals.
IT Helpdesk– contact the IT helpdesk for questions such as forgotten passwords, access rights and roles, technical aspects of submission of proposals, etc.
H2020 Online Manual - Please use the manual with caution and only for the Participant Portal tools guidance, i.e. Submission service and Beneficiary register, because it is H2020 specific and does not cover the Justice Programme rules. Some aspects of the Justice Programme are different from the provisions of the H2020 programme.