Support for bodies active at European level in the field of youth Training and Information Day

1. Support for bodies active at European level in the field of youth Training and Information Day European Youth Forum 15 October 2007

2. Support for bodies active at European level in the field of youth • Youth in Action Programme • Call for proposals • Application form • Supporting documents

3. Youth in Action Programme Legal Basis Decision 1719/2006/EC of the European Parliament and of the Council of 15 November 2006 establishing the YOUTH IN ACTION Programme for the period 2007-2013

4. Youth in Action Programme Objectives • Promotion of young people’s European active citizenship • Development of solidarity and tolerance among young people • Fostering of mutual understanding between young people from different countries • Improvement of the quality of support systems for youth activities and development of the capabilities of civil society organisations in the youth field • Promotion of European cooperation in the youth field

5. Youth in Action Programme Priorities • European Citizenship • Participation of young people • Cultural diversity • Inclusion of young people with fewer opportunities

6. Youth in Action programme Actions of the Programme • Action 1 Youth for Europe • Action 2 European Voluntary Service • Action 3 Youth in the World • Action 4 Youth Support Systems • Action 5 Support for European Cooperation in the Youth Field

7. Youth in Action Programme Action 4.1 Support for bodies active at European level in the field of Youth

8. Call for proposals EACEA 20/2007 Full text published by Education, Audiovisual & Culture Executive Agency http://eacea.ec.europa.eu/youth/calls2008/action41/index_en.htm Europa Server http://ec.europa.eu/youth/index_en.html Short version published in the Official Journal n° C 210, available in 22 languages Proposals must comply with the provisions set out in the full text

9. Call for proposalsObjectives Main aspects • Youth in Action objectives and priorities • Operating grants • Annual Call for proposals • Framework partnership agreement (2008 - 2010)

10. Call for proposalsOperating agreement If • an organisation decides to present an application for a framework partnership agreement and an annual operating agreement • both applications are selected Priority will be given to the framework partnership agreement

11. Call for proposalsObjectives Bodies concerned • Non-profit-making body performing its activities on behalf of young people at European level • European network representing bodies working on behalf of young people

12. Call for proposalsTimetable • Deadline for application 31 October 2007 • Eligibility checking November 2007 • Evaluation process Dec. 2007- Jan. 2008 • YiA Committee and EP February 2008 • Decision March 2008 • Communication of results March 2008 • Contractualisation March 2008

13. Call for proposalsBudget • Total budget Min. 2.400.000 € • Maximum grant by application: • 40.000 € for a framework partnership agreement • 35.000 € for an annual operating agreement If both types of grant are requested, maximum grant for 2008 = 35.000 € Grants cannot exceed 80% of the total eligible operating costs

14. Call for proposalsEligibility criteria • Eligible bodies • Eligible countries • Eligible activities • Eligible proposals

15. Call for proposalsEligible organisations To be eligible for an operating grant, a body must: • Be non-governmental • Have been legally established at the date of submission of the application for at least: • One year (annual operating agreement) • Four years (framework partnership agreement) • Be non-profit-making

16. Call for proposalsEligible organisations To be eligible for an operating grant, a body must: • Be a youth organisation, or a network with a broader scope but including a section dedicated to youth • Involve young people in managing activities conducted for their benefit • Have at least one (salaried on non-salaried) permanent member of staff (exception for bodies not having received a Youth operating grant so far)

17. Call for proposalsLegal entity The beneficiary must submit a legal entity form signed in original by the legal representative http://europa.eu.int/comm/budget/execution/legal_entities_en.htm This form must be accompanied by: • Any official document serving to identify the name of the legal entity, the address of the registered office and the registration number given by the national authorities • A copy of the VAT registration document (if applicable)

18. Call for proposalsEligible countries • Member States of the European Union: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovak Republic, Slovenia, Spain, Sweden, United Kingdom • EFTA countries in the EEA: Iceland, Liechtenstein, Norway • Pre-accession: Turkey • Countries of the Western Balkans: Albania, Bosnia and Herzegovina, Croatia, Former Yugoslav Republic of Macedonia, Montenegro, Serbia • Certain Eastern European Countries: Belarus, Moldova, Russian Federation, Ukraine

19. Call for proposalsEligible countries Applicants must have active organisations in at least: • 8 eligible countries (annual operating agreement) • 12 eligible countries (framework partnership agreement) The organisations should be active in the field of youth, non-governmental, legally established for at least one year, non-profit-making, and registered in one of the eligible countries

20. Call for proposalsEligible activities Activities must contribute to the strengthening and effectiveness of Community actions • Group 1: Representation of the views and interests of young people in their diversity at European level • Group 2: Youth exchanges and voluntary services • Group 3: Non-formal and informal learning and activity programmes targeted at young people • Group 4: Promotion of intercultural learning and understanding • Group 5: Debate on EU matters, EU policies or youth policies • Group 6: Dissemination of information on Community action • Group 7: Actions promoting participation and initiative by young people

21. Call for proposalsEligible proposals • Official application form • Completed in full • Signed in original • Deadline respected • Official grant request letter • Balanced budget • Ceiling for Community cofinancing (80%) and 40.000 € (framework partnership agreement) or 35.000 € (other cases)

22. Call for proposalsCriteria for exclusion Situations described in Articles 93 and 94 of the Financial Regulation: • Bankrupt • Judgment concerning the professional conduct • Grave professional misconduct • Obligations related to the payment of social security contributions or taxes not fulfilled • Judgment for fraud, corruption, involvement in criminal organisation or any illegal activity • Serious failure to comply contractual obligations linked to the Community budget • Conflict of interests • Misrepresentation in supplying the information required, failure to supply this information => Declaration on honour

23. Call for proposalsSelection criteria • Technical capacity • Financial capacity

24. Call for proposalsSelection criteriaTechnical capacity Organisations must submit, together with their applications: • A copy of the organisation's duly registeredarticles of association • No recent prove of existence • An annual activity report for: • The most recent year available (annual operating agreement) • The two most recent years available (framework partnership agreement)

25. Call for proposalsSelection criteriaFinancial capacity Organisations must submit, together with their applications: • The financial identification form signed in original by the legal representative and certified by the bank http://europa.eu.int/comm/budget/execution/ftiers_en.htm

26. Call for proposalsAward criteria • Qualitative criteria • Quantitative criteria

27. Call for proposalsAward criteriaQualitative criteria Eligible organisations will be assessed on the following qualitative criteria: • Suitability in terms of the programme’s objectives • Quality of the activities planned • Impact and likely multiplier effect of these activities on young people • Geographic impact of the activities planned • Involvement of young people in the organisation of the bodies concerned

28. Call for proposalsAward criteriaQualitative criteria Methodology Each of the criteria is assessed on a maximum of 5 points Applications for a framework partnership agreement must obtain a minimum of 3 points as regards: • The suitability in terms of the programme’s objectives • The quality of the activities planned • The impact and likely multiplier effect of these activities on young people

29. Call for proposalsAward criteriaQuantitative criteria Eligible organisations will be assessed on the following quantitative criteria: • Number of activities planned • Number of themes covered (European Citizenship, Participation of young people, Cultural diversity, Inclusion of young people with fewer opportunities) • Number of young people taking part in the activities, in particular those with fewer opportunities • Number of groups of activities involved • Number of eligible countries involved 4 priorities

30. Call for proposalsAward criteriaQuantitative criteria Methodology Each of the criteria is assessed on a maximum of 5 points Priority will be given to proposals offering the widest range of: • Activities planned • Themes covered • Young people taking part in the activities, in particular those with fewer opportunities

31. Call for proposalsFinancial conditions • No decreasing rate • No financial guarantee • Payment procedures • Double financing • Eligible costs • Ineligible costs • Legal entity

32. Call for proposalsFinancial conditionsPayment procedures In the event of approval of the application by the Executive Agency • Framework partnership agreement or annual operating grant agreement • Signed by the Beneficiary and by the Executive Agency • Pre-financing (80% of the annual grant) paid 45 days after signature by both parties • Final payment established on the basis of the activity report and financial report • Application of the rate of funding to the actual eligible costs

33. Call for proposalsFinancial conditionsPayment procedures Framework partnership agreement: EACEA will request in 2008 and 2009 a simplified grant application, together with a work programme and corresponding annual budget The work programme approved will be the basis for awarding an annual operating grant A new call for framework partnership agreement will be launched in 2010 for a 3 year period (2011 – 2013)

34. Call for proposalsFinancial conditionsDouble financing • Applicant may receive only 1 operating grant from the budget of the European Communities • In case of organisations receiving operating grant, indirect costs are no longer eligible under specific actions • Membership fees paid to applicant organisations under the operating grant within Action 4.1 and 4.2 are not considered as eligible

35. Call for proposalsFinancial conditionsEligible costs Eligible operating costs include: • Personnel costs (Maximum 55.000 € for a full time equivalent) • Overheads • Rental and associated costs • Equipment (if > 1.000 €, only 33,33% as annual depreciation) • Telecommunication / post • Office supplies • Meetings • Travel and subsistence costs for the organisation’s personnel • Publication, information, dissemination • Other costs (bank charges, insurance costs, fees)

36. Call for proposalsFinancial conditionsEligible costs The Executive Agency may accept a co-financing of the activities made up of contributions in kind The value calculated for such contributions must not exceed: • the actual costs as substantiated by accounting documents of the third parties who made these contributions to the beneficiary free of charge but bear the corresponding costs • the costs generally accepted on the market in question for the type of contribution concerned when no actual costs are borne Contributions involving buildings are not covered by this possibility

37. Call for proposalsFinancial conditionsMain ineligible costs • Debts and debt service charges • Reserves • Exchange rate losses • VAT, unless the beneficiary shows that it cannot be recovered • Costs declared and covered in connection with another action or work programme receiving a Community grant • Unnecessary, inordinate or ill-considered costs • Expenditure on infrastructure purchases (except annual depreciation of purchased equipment) • Expenditure not linked to the functioning or normal activities of the organisation • Expenditure not linked to eligible countries

38. Call for proposalsSubcontracting Where implementation of the activities requires subcontracting, the beneficiary must obtain competitive tenders from prospective contractors and award the contract to the bid offering best value for money, observing the principles of transparency and equal treatment and taking care to avoid conflicts of interests

39. Call for proposalsPublicity With the agreement of the beneficiary, the Executive Agency will publish the following information: • name and coordinates of the beneficiary • purpose of the grant • amount awarded and rate of funding Beneficiaries must clearly acknowledge the European Union’s contribution in all publications or any other items produced under the operating grant agreement

40. Call for proposalsSubmission of proposals • Grant applications must be presented in one of the official EU languages, using the form specifically designed for this purpose • Only typed applications will be considered • Applications must be submitted in duplicate (both originals) • Envelopes should be marked "Grant application for “Youth in Action” – Action 4.1 – 2008” • Applications must be sent by 31 October 2007 at the latest • Applications sent by fax or e-mail will not be accepted

41. Call for proposalsSubmission of proposals • The Executive Agency will give applicants the opportunity to correct errors of form • Applicants will be informed of the receipt of their proposal within 15 working days via the e-mail address given in their applications • Only applications that fulfil the eligibility criteria will be considered for a grant • If an application is deemed ineligible, a letter indicating the reasons will be sent to the applicant • All unsuccessful applicants will be informed in writing

42. Application Form • Part I Applicant organisation • Part II Organisation and activities • Part III Programme of activities • Part IV Other information • Part IV Budget

43. Supporting documents • Legal basis • Financial Regulation • Rules for implementation • List of organisations having received a grant in previous years

44. Any supplementary information NGO Help desk Bruno Breviglieri (Tel: +32 2 295 25 84 - Email: bruno.breviglieri@ec.europa.eu) Guido Salvatore (Tel: +32 2 298 42 28 – Email: guido.salvatore@ec.europa.eu) Michèle Grombeer (Tel: +32 2 298 68 77 – Email: michele.grombeer@ec.europa.eu) Education, Audiovisual & Culture Executive Agency Youth Unit (P6) Avenue du Bourget, 1 (BOUR) B -1140 Brussels +32 2 292 13 30 (fax) http://eacea.ec.europa.eu/index.htm

45. Thank you for your attention!