1. 2.6-2.7 Drafting the Guidelines for applicants
EUROPEAID/121737/D/SV/RO - Training in Project Cycle Management, Procurement and Contracting of Pre-Accession Projects and Management of EU Structural Instruments
Drafting the Guidelines for applicants

2. Guidelines for applicants
Basic document for applicants in project application preparation
Should comply with:
Standard format for Guidelines (Annex E3a or E3b for restricted calls)
Project description set in the Financing Memorandum (project fiche) or other equivalent document
Are prepared by the Contracting Authority and:
Centralized:
must be approved by the relevant services of the European
Commission prior to issue
Decentralized ex-ante:
must be submitted to the Delegation of the
European Commission for approval prior to issue
Decentralized ex-post:
no prior approval of the Guidelines for Applicants by the European Commission is required

3. Aim of the Guidelines Explain: the purpose of the Call for Proposals,
the rules regarding the eligibility of applicants and partners,
types of action,
costs which are eligible for financing,
the evaluation criteria,
very clearly and in detail the objectives and priorities of the call for proposals.
The information published here will subsequently become
binding on the Evaluation Committee- the evaluation grids must
be included in the Guidelines and cannot be changed!

4. Structure of Guidelines (1)
1. The TITLE OF programme
1.1 Background
1.2 Objectives of the programme and priority issues for year(s)
1.3 Financial allocation provided by the contracting authority
2. Rules of this call for proposals
2.1 Eligibility criteria
2.1.1 Eligibility of applicants: who may apply
Partnerships and eligibility of partners
2.1.3 Eligible actions: actions for which an application may be made
2.1.4 Eligibility of costs: costs which may be taken into consideration for the grant

5. Structure of Guidelines(2)
2.2 How to apply, and the procedures to follow
2.2.1 Application form
2.2.2 Where and how to send the applications
2.2.3 Deadline for receipt of applications
2.2.4 Further information
2.3 Evaluation and selection of applications
2.4 Submission of supporting documents for provisionally selected proposals
2.5 Notification of the Contracting Authority’s decision
Content of the decision
Indicative time table
2.6 Conditions applicable to implementation of the action following the Contracting Authority's decision to award a grant

6. Structure of Guidelines(3)
3. List of annexes
DOCUMENTS TO FILL IN
Annex A: Grant Application Form (Word format)
Annex B: Budget (Excel format)
Annex C: Logical Framework (Excel format)-Optional where the total amount of the grants to be awarded under the call for proposals is EUR or less.
Annex D: Legal Entity Sheet (Excel format)- Only applicable where the European Commission is the Contracting Authority or will make the payments under the contracts to be signed.
Annex E: Financial identification form
DOCUMENTS FOR INFORMATION
Annex F: Standard Contract (Word format)
Annex G: Daily allowance rates (Per diem)
Lets go through the guidelines!

7. Lets look at the FULL APPLICATION FORM !
NEW in PRAG!- with the purpose to save time and other recourses in the evaluation
CONCEPT NOTE :
1. Summary of the action
2. Relevance
3. Methodology and Sustainability
4. Expertise and operational capacity
maximum of 4 pages (each section must be answered on maximum 1 page - the font size cannot be smaller than Arial 10
Lets look at the FULL APPLICATION FORM !

8. Open or restricted call for proposals
Open call for proposals
Full application form should be submitted together with concept note
Restricted call for proposals
Full application form should be prepared and submitted only when concept note are approved

9. Risks - Guideline preparation
Guidelines are prepared by one person without consultations and team work
Unclear requirements for application preparation
To general or to strict information/requirements
To complicated requirements
Professional language
Some more – your ideas???

10. Advice:
Carefully check Guidelines before submitting to EC and/or publication (using checklist)
Try to look at the guidelines in the designing process from the applicant point of view and if possible test it on potential applicants (do not forget conflict of interest)
Sometimes it is better to leave some positions open (for example where possible legislation changes are foreseen)
Where possible - simplify language