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Frequently Asked Questions


The following is a selection of common questions that seem to be asked every time a Call is launched. In every case the answer to the question can be found in the Call documentation.

1. What is the essential documentation I need?

Answer: The following Documents are essential reading for any proposer:

The work programme for the IAP programme, The call for proposals published in the Official Journal ( Hotlines ,Filtering/rating and awareness ), The technical background document for the call ( Hotlines , Filtering/rating and awareness ), The model contract  for Community activities under the IAP, The guide to proposers  for the call andproposal forms .

All of the above can be downloaded as RTF files.

All documentation about the calls can be found on the I*Europe website at the following address:

http://www.echo.lu/iap/

Please download the documents and in particular, obtain an electronic copy of the proposal forms as it will allow co-ordinators (and partners) to prepare the forms directly on their word processors.

1. Will there be an Information Day for the Calls?

Answer: An information day for proposers is being organised in Luxembourg on the 19 April 1999. Full details of how to register for the event and how to find the JMO are available on the website at:

http://www.echo.lu/iap/

After the event copies of the slide presentations will be available for download off the web.

The Information day is intended to clarify the objectives of the call, administrative procedures, and to offer participants a chance to meet each other to aid consortium building.

2. Can I submit a proposal as an individual organisation (or even as a person)?

Answer for the Filtering Rating and Awareness call: No. Proposals are to be made jointly by a group of partners, all of whom must normally be established within the European Union. The partners must include at least 2 entities independent 1 of each other and established in different Member States of the European Union.

Answer for the Hotlines call: Yes, but all nodes have to join the network and have to share support from their local community.

3. Can companies from outside the EU join in?

Participation by third country and international organisations may be allowed, without funding from the European Community , where there is an effective contribution to Action Plan implementation and subject to the specific agreement of the Programme Committee and the Commission.

Pursuant to article 7 of the Decision, participation in this Action Plan may be opened to legal entities established in EFTA States which are members of the European Economic Area (EEA), to legal entities established in associated Central and Eastern European countries, and to legal entities established in Cyprus. Proposals may therefore be submitted by such legal entities once the necessary procedures have been completed. Presently no such agreements are in place.

4. How many organisations should I include in my proposal?

Answer: At least 2. There is no maximum, but experience shows that large consortia (over 6) are difficult to manage and often fail. Select your partners with care to ensure they make a significant contribution to the project and demonstrate commitment to its success.

5. What is the difference between a partner and a co-ordinator?

Answer: Nothing in terms of the technical work they perform. The co-ordinator, however, is the organisation who has to sign the contract and who handles all communications between the project and the Commission (including money).

6. What is the difference between a partner and a sub-contractor?

Answer: Sub-contractors do not need to be identified in the proposal, but financial resources for their use should be allocated under External Services on Form A4. A sub-contractor may expect to be paid 100% by the organisation contracting their work. The Commission will accept up to 50% of those costs as allowable against the contract, provided the sub-contract has been approved in advance.

7. Is there a limit to the size of the project?

Answer: No upper limit, but there is a limit to the funds available. Community support will normally be calculated at up to 50% of the allowable costs of project work. An indicative budget for the support of actions in both the first and the reserve lists from this call (in mio Euros) is:

content self-rating - 1.9
third-party rating - 2.0
awareness actions - 2.5

Proposals will only be examined where the allowable cost is estimated at a minimum of 200,000 Euros.

8. Is there a limit to the funding available?

Answer: Yes. Community support will normally be calculated at up to 50% of the allowable costs of project work. An indicative budget for the support of actions in both the first and the reserve lists from this call ( in mio Euros ) is:

content self-rating - 1.9
third-party rating - 2.0
awareness actions - 2.5

9. Do all partners get the same funding?

Answer: No. Funding is determined by the costs of the partners and the funding model applied to them. Either up to 50% of Full Costs, or 100% of Additional Costs. The model is determined by the ability of the organisation to demonstrate analytical accounting. Normally universities, research institutes, and public administrations fall into the additional cost category .

10. What is the difference between the Additional Costs model and the Full Costs model?

Answer: The funding paid to each partner is determined by the cost model, either up to 50% of Full Costs, or 100% of Additional Costs. The model is determined by the ability of the organisation to demonstrate analytical accounting. Normally universities, research institutes, and public administrations fall into the additional cost category. For a full description of cost models see the model contract.

Additional costs cover new staff employed specifically for the contract plus 20% to cover overheads. See the model contract for a full description .

11. Who decides if the Additional Costs model or the Full Costs model is to be used?

Answer: The Commission, based on the ability of the organisation to prove its accounting systems performance, and on previous experience with the organisation in other EU projects. Normally universities, research institutes, and public administrations fall into the additional cost category. Proposers should indicate their expectation on the Proposal form A4.

12. When is the funding paid?

Answer: An advance is (normally) paid within 60 days of contract signature. The subsequent payments, at six monthly intervals, are conditional on acceptance of progress reports and cost statements. A bank guarantee may be required before the advance payment is released - it is triggered by a poor credit rating .

13. Can I merge this project with a similar one already under support?

Answer: The Community financial contribution under the present programme may not be cumulated with a payment from any other European Community programme or source for the same project work. The contribution may not include any payment relating to work already carried out.

14. What is the difference between the Action Plan and Action Lines?

Answer: The Action Plan is set out in the Council Decision and that is elaborated in a work programme that comprises several Action Lines that address specific issues. In this Call the following Action Lines from the Work Programme are open:

AL1.1 Creating a European network of hot-lines.
AL2.1 Demonstrating the benefits of filtering and rating.
AL3.1 Prepare the ground for awareness actions.

A proposer should indicate on their forms which action line the project will address.

15. Can my proposal cover more than one action line?

Answer: No. Each proposal must address only one action line. If several proposals are envisaged they must be submitted individually .

16. Can I send in an outline proposal for comment?

Answer: Outline proposals for comment are not permitted in this Call. We would, however, welcome a faxed notification of intent to submit a proposal, but this is optional.

17. When will we hear the results of the Call?

Answer: The table below gives an indicative timetable for activities, from announcement to commencement of the project work:

Event Date
Announcement of Call in Official Journal 1 April 1999
Close of Call for first evaluation 2 July 1999
Evaluations, consultation with other Commission services and the Programme Committee, formal Commission decision, contract negotiation July - November 1999
First list projects start from January 2000
Reserve list projects start from March 2000
Deadlines for subsequent hot-lines evaluations (illustrative dates - definitive dates to be fixed) For example -31 December 1999, 31 August 2000, 31 August 2001

The open Call for proposals for Hot-lines has a first evaluation in June 1999. Further evaluations will take place at dates which will be fixed by the Commission and which will be announced in advance on the Action Plan web site. The second evaluation is envisaged for late 1999 - see table above.

The call for Filtering and Rating takes part in two stages. The first stage is intended for the development of prototypes, which will then be evaluated for selection for further funding in a second stage. A limited possibility will also exist for projects not selected in the first stage to be presented. A restricted call for proposals for the second stage iss cheduled for March - June 2001. Consortia will only be eligible for the second stage if either a) they show substantial continuity in membership and activities with a consortium selected under the first stage or b) their proposals constitutes substantial innovation.

18. Is there any limit on the duration of the project?

Answer: There is no fixed limit. However, proposals for the hot-lines are expected to cover a period of a minimum of two years and a maximum of four years.

19. Can the project be in two, or more phases (e.g. Definition and Implementation)?

Answer: There is a concept of stages for

  • filtering and rating . In the second stage, after a new call for proposals, projects will be selected for further financing based on the evaluation of the first phase
  • awareness actions this action will be carried out in two stages. In the first, preparatory stage the best means of achieving the objectives will be identified and pilot projects will be launched . The present Call for proposals is for a preparatory action. In the second stage, after an new call for proposals, multiplier organisations in the Member States - such as consumer bodies and other relevant associations - will be assisted to implement actions nationally

20. Will there be a further evaluation (and extra money) for a follow-up phase?

Answer: Yes. The open call for hot-lines permits further evaluations, modifications to projects. In the Filtering and Rating Call there is a concept of stages.

21. What geographic coverage should we try to achieve?

Answer: Proposals must exemplify co-operation across national boundaries in order to justify support action at the European level, and should represent relevant interests both public and private across a number of Member States. It is not necessary to attempt to propose a project involving partners from all Member States. Such a project would probably be unworkable.

22. Can I fax my proposal, or send it by email (the paper copy will follow in the post)?

Answer: No. It is clearly stated that proposals by Fax and Email will not be accepted.

23. Can I send two proposals in one package?

Answer: No. For administrative reasons responses to individual calls must be transmitted in separate packages, as they will be evaluated separately .

24. Do I have to include letters of commitment (or original signatures) from all partners?

Answer: Yes. There should be an original signature on at least one copy of form A1 (for the Co-ordinator) and form A3 for each other participant. A separate letter of mandate could be used, but is not necessary if the forms are signed.

25. Can I bring the proposal to you by hand?

Answer: Yes, but registered post before the deadline is just as safe and gives you more time.

26. How many copies of the proposal must I send?

Answer: 1 original and a further 4 copies. 5 in Total. However, one copy of any company statutes and supporting material will be adequate .


1 independent means less than 25% owned by another enterprise or group from which it is said to be independent


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