Operating Grants 2007 - 2013 eForm User Guide
Contents
1. Until your form validates successfully the Submit button is disabled and it will not be possible to submit your form The Submit button turns from grey to green when validation has been carried out successfully Page 16 of 21 Version 1 8 Submission of your eForm On the final page of the form is the Submit this form button Once your form has been successfully validated the button is enabled as confirmed by its green colour Click on this button to launch the submission The following message will appear Warning JavaScript Window Submission confirmation i You are about to submit your application This process can take some time Do vou want bo continue If for any reason you do not want to continue you may click No and carry out the submission at a later time The submission process will end Once you click Yes your form will be locked and it will no longer be possible to modify its content 8 1 The mandatory save BEFORE submission If you click Yes the next step of the submission process is a mandatory save The following message appears Warning Javascript Window Save Gefore Submission You musk now save your Form before the submission process starts Please keep the SOME FILENAME For your Form Bo not change the Filename during the save When you click OK the form triggers a Save As operation You will see the classic Save As window as appears in the screenshot which follows Please note2. Version 1 A EAC LL Education and Culture DG seven Nee eeutie Agen Operating Grants 2007 2013 eForm User Guide How to complete amp submit the eForm Applications and Deadlines Deadline for Applications for Operating Grant Agreement eae Culture 2007 2013 12 a atten CET Youth in Action 2007 2013 nan aan CET Europe for Citizens 2007 2013 dint oe EFORM HELPDESK Contact Details Availability 09 30 to 12 30 Tel 32 229 90705 and Email eacea external helpdesk ec europa eu 14 00 to 16 30 CET CEST Monday to Friday Version 1 22 July 2010 Page 1 of 21 Version 1 Table of Contents MSO GUC HO Ol as saccierctu ssi E ete 3 2 Technical Requirements amp Considerations iseni i i 3 3 The Online Application Process OVervieW cccccccssssecececeeeeeeececesaeeseeceseaaeeeseeeeaeagans 5 A Working with he CBOnm 3 s2 s cscsaten sedyosehasseninndeshdvalbs sachalaevadaasenwalns dol E ie dadeualss Sars 5 4 Download ihe eform rom EAC EA ree A pasa T J 4 2 Adobe Acrobat Reader a brief introduction to some key features of the pdf form 5 4 3 EFON CONDICION rine r scan eardosdieateacneenia de asda dane we 7 4 4 Mandatory optional and calculated fields ccccccssccccccccccccecccececeneneaa es esssssseseeeeeeeeeeeeaeaaaaaaeeees 8 4 5 DOVINE VOUT OLIN ric 5ocr ssatens ba N a EA eA eG S 9 4 6 Lerne Dars ana NUME Aesiicchian eas asa nie ieee ere E 9 4 7 Using the Add and
3. and this save included the submission number Your submitted form is now locked That is to say it has been converted to a read only document changes cannot be made to it and it cannot be re submitted The attachment buttons are also locked disabled As part of the submission process an email message acknowledging receipt of your eForm is automatically sent to the email address you entered for the contact person of the Applicant Organisation Part A 3 As instructed by the earlier pop up message you should now print the form before closing it Please consult the relevant Programme Guide or Call for Proposals for details of how to submit the paper version of your eForm 9 Printing your eForm The eForm can be printed using Adobe Reader s standard menu driven print function The Print button is found on the tool bar or the Print menu can be selected from the File menu 10 How to obtain technical assistance eForm HelpDesk If this User Guide does not provide answers to all of the technical questions or problems you encounter in completing the application form a telephone and email HelpDesk service is available to assist you further eForm HelpDesk 32 229 90705 eacea external helpdesk ec europa eu Monday to Friday excluding Belgian public holidays 09 30 to 12 30 and 14 00 to 16 30 CEST CET Page 20 of 21 Version 1 Should you experience what you believe to be a significant technical issue with the eForm it w
4. until you have finished completing it as validation slightly alters the look of the form When you are ready click on the button and various checks will be automatically performed to ascertain whether your form is ready for submission For example the validation will verify that all mandatory fields have been completed that all budget table rules have been respected and that all the mandatory attachments are present If there are any errors present the total number of them will be listed on the last page of your form If there are any budget or attachment errors these will be itemised separately in the same list Submit this form 000000000 Submission number Number of mandatory field s not filled in 70 Fields of activity is mandatory in Part B 2 Please choose one of the objectives in part C 1 The declaration of honour has not been attached The errors themselves will be highlighted in pink In the example that follows the mandatory field Aims and activities of the organisation has not been completed B 2 Aims and activities of the organisation Max 1000 characters Please provide a brief description of your organisation in terms of the aims set in your articles of association Page 15 of 21 Version 1 When you validate an additional button the Go to Next Error button appears next to the Validate form button Use this button to jump from error to error in your form The function starts w
5. Delete buttons CFOrM tables cccccccccccccccccccecececece nese eseessseseseeeceeeeeeeaeaaas 9 4 8 AGO ALGAE Ep TT a EO ee SNe eT 10 4 9 Be FEN AE AE EIEN EE CONCERTO ENE Fete ORO AI TENA E E E A URE E aren Toe ne RET aT S eee 10 gt Guidance for specific Parts Of the TOM siressa e orden A ima 12 5 1 COVER T al Condi ee Nae ie ids ua tai nee Saad a odes 12 3 2 PF rtsA and B Apphicant Orsanisa hoM ii TE edie E S E IZ 5 3 Fart C Descriptonm of IVC ACHVINIECS aire a E Ee a a E 12 5 4 FO TOAD COL eere E A OAN E A A TAE ANO 12 Attaching Documents to your eForm ccseeescececeeeeeeecececeeesseceeeaaeeescesessaeeeeeeesesaeaes 13 Vandam Okyo eFON rrn a a ean abe 15 S SUDHUSSION OF VOUE ERO erdene aE E a e raa 17 8 1 The mandatory save BEFORE SUD Mission occccccccccccccc cece 17 8 2 SUL DIUS SVOM seri E a a IS 8 3 the mandatory save AFTER SUDMISSION anire icine nna E AN 19 D Penn yore Po Meee a E N 20 10 How to obtain technical assistance eForm HelpDesk cece cccceseeeeceeeeneeseeeeeeeeeees 20 Page 2 of 21 Version 1 1 Introduction Applications for operating grant agreements for the 2011 budgetary year must be made using the eForm This online submission is considered to be the master copy However in order to provide safeguards for both applicants and for the Agency paper copy must also be sent by post The purpose of this document is to provide guidance on the technical aspects of completing and subm
6. Form work and also to ensure that their own software and internet connection allow an application form to be submitted It is NOT mandatory to use this form it is provided as a help tool for applicants who are using electronic submission for the first time Page 4 of 21 Version 1 3 The Online Application Process Overview G You download the eForm from the agency website saving it to your own computer or local network drive Do not try to fill in the form directly on the agency s website The form can only be filled in once you have saved it to your local computing environment ii You complete the eForm on your own computer as an offline document You do not need to be connected to the internet for this and no connection to the EACEA website or any Commission server is required Completion of the form includes the attachment of the annexes iii You validate the form on your own computer to ensure that it is ready for submission iv You connect to the internet and press the submit button to submit your form You do not need to be connected to the EACEA website or to any particular webpage this connection to the Agency server happens automatically The submission process includes a mandatory save both before and after the submission These save operations are instigated by the form itself This is explained in detail in section 8 v Ifthe submission is successful a submission number will be automatically gener
7. are automatically copied to the address fields in Parts A 2 and A 3 If you wish to record a different address in Part A 2 or Part A 3 click the relevant checkbox to clear the address field concerned The person details that you enter in Part A 2 are automatically copied to the person details in Part A 3 If you wish to record different person details in Part A 3 because the contact person is a different person from the legal representative click the relevant checkbox to clear the A 3 person detail fields The field Internet address in Part A 1 relates to the organisation s website address 5 3 Part C Description of the activities C 2 Work Programme 2011 If you enter a number of activities in the table and then delete one of the entries in the middle of the list this will temporarily disturb the automatic numbering displayed in the Activity number field 1 e the numbering will no longer be sequential However if you save close and re open the form proper sequential numbering will automatically be restored to the table This advice relates to the following tables in this part Youth in Action Table A Activites of the organisation for 2011 excluding statutory meetings Culture and Citizenship Table B Detailed schedule of the activites of the organisation for 2011 5 4 Part D Budget If you are using the budget based grant system please ensure that all budgetary rules are respected If a budgetary rule has been b
8. ated and added to your form vi You print your form vii An email acknowledging receipt of your form is automatically sent to the email address that you entered for the contact person of the Applicant Organisation Part A 3 4 Working with the eForm 4 1 Download the eForm from EACEA A link to a read only copy of the form can be found on the EACEA eForm index page http eacea ec europa eu eforms index_en php Save the form to your local computer respecting the following filename convention programme_ applicant ISO country code_AppForm pdf e g Culture_BE_MyCompany_AppForm pdf You can now open save close print etc the file in the same way you would any other document you had saved or created on your own computer 4 2 Adobe Acrobat Reader a brief introduction to some key features of the pdf form Activate Page Thumbnails see below Activate the Highlight Fields facility VERY USEFUL ie Form version 02G EN Attach facility DO NOT USE The eForm has its own attach facility Adobe Help for common features Navigation panel on the left hand side of the screen Page 5 of 21 Version 1 Toolbar From the Tools menu you can customise your toolbar e g you can add the Save button if it is not already displayed There are also various display and navigation options that you can add File Edit a ie r mn EF Toolba
9. d indicates where you are in the document Role in the application Full name of the organisation Acronym Registered address Red frame Sweat e Right click on the indicating panel to access your os or options to enlarge location or reduce the thumbnails Country Internet address Telephone 1 Zoom in Zoom out To rapidly zoom in or out press CTRL on your keyboard and move the scroll wheel on your mouse Scroll up to zoom out increasing the size of the image Scroll down to zoom in decreasing the size of the image 4 3 eForm completion The eForm is an interactive PDF form that contains form fields that are either selected from a restricted list or filled in using free text Click inside a text field to enter data Click to select options from e g dropdown lists and radio buttons Press Tab to move forward one field or Shift Tab to move backward one field Point and click with the mouse to select a specific field Page 7 of 21 Version 1 4 4 Mandatory optional and calculated fields Field label is Mandatory accompanied by an Telephone 1 asterisk Number of participants Activity Optional Field label has no asterisk Telephone 2 Calculated Field contains diagonal Activity number Act 1 automatically grey lines How to highlight mandatory fields Click on the purple button E in the navigation panel and this will activate the Document message bar which incorporat
10. dd ons to your Adobe Reader software so that it can handle those bullets 4 9 Character Limits The free text fields in the eForm have character limits that restrict the amount of text you can enter These limits include both characters AND spaces If you try to enter more characters than the limit allows the form will simply restrict the text to the predefined limit Many word processing packages have a count tool that may help you respect the limits For the major fields the limits are displayed in the headings and sub headings of the eForm For other fields please consult the following table ww oS o o C S Telephone Land Tekphone a Rote nthe organ T E a a S OrgansaonsMemben Acivepanners w o B4 Association from at least 12 EU Member States BS pny Page 10 of 21 Version 1 C 5 Target audience 100 Culture only Page 11 of 21 Version 1 5 Guidance for specific Parts of the form 5 1 Cover Page Important Please ensure that you complete all the fields of the Cover Page page 1 before going on to complete the rest of the form This is because the selections that you make dictate how the rest of the form behaves e g the headings and options that appear in Part C Description of the activities are dependent upon the programme sub programme action and sub action that you selected 5 2 Parts A and B Applicant Organisation The registered address details that you enter in Part A 1
11. e or to upgrade your existing copy of the software If you do not have administrator rights on your computer this activity may require the intervention of your IT department You will need to specify your operating system before the download can commence http get adobe com reader otherversions Please note that there are several steps to installing version 8 1 5 You will first need to install 8 1 3 You will then need to use the Check for Updates function from the Adobe Reader Help menu and this will give you the opportunity to download and install the add on updates 8 1 4 and 8 1 5 If you are using Adobe Acrobat Standard or Adobe Acrobat Professional the version must likewise be 8 1 5 or higher The screenshots in this User Guide are based on version 8 1 5 of Adobe Reader Page 3 of 21 Version 1 You can check the system requirements for Adobe Reader 1 e the minimum required specification of your computer through the following link http www adobe com uk products reader s ystemreqs Internet Connection amp Browser software You will require an internet connection and standard browser software to retrieve and submit the online application form Test eForm A test eForm is available on the EACEA eForm index page http eacea ec europa eu eforms index_en php The form contains a small number of questions and functions It has been designed to help applicants understand how the main fields in the e
12. es the Highlight Fields feature Click on the Highlight Fields button and all mandatory and optional fields will gain highlighting that makes them easier to identify F and easier to differentiate from one another Hitt Fields Mandatory fields red border and a light blue background Optional fields light blue background and a black border when you hover the cursor over them Unhighlighted fields Highlighted fields hf Internet address Telephone 1 Telephone 2 m hone 1 Telephone 2 Please note if any mandatory field remains incomplete the eForm will not validate successfully and it will not be possible to submit your form Country Region Internet address Once you have activated the highlighting you can click the purple EE button again to remove the Document message bar and maximise the display of your form Page 8 of 21 Version 1 4 5 Saving your form To save your form click on the Save button on the toolbar or select Save from the File menu or press CTRL and S File Edit View Document Tools Window Help Se amp a 2 ee fe Eig fF Please ensure that you save your form on a regular basis If you encounter a problem in your local computing environment and your form or your computer crashes the Adobe Reader auto recovery function will only restore your form to the point of the most recent save 4 6 Entering Dates and Numbers Please respect the following rules
13. ill be worth checking the website of the programme you are applying for since in the event of a general technical problem an update bulletin would be posted You may also visit the Agency s dedicated eForm webpage which contains the latest versions of all published forms along with a Test eForm and other items of information http eacea ec europa eu eforms index_en php Non technical assistance If you require assistance with a query or problem that is not technical in nature please do not contact the eForm External Helpdesk The External Helpdesk team are only authorised and trained to help applicants who are encountering technical problems Please refer instead to the funding opportunities webpage of the programme action that you are applying for On this webpage you will find details of how to obtain non technical assistance e g assistance with questions on e the content of the eForm e the application process including instructions for providing the backup copy e the rules of the programme Call that you are applying for Generally speaking the funding opportunities webpage will include the mailbox address of the Operational Unit that is responsible for the programme action that you are applying for The page will also contain documentation that may already provide an answer to your non technical question e g a Programme Guide or Instructions for Applicants document or a link to an in country Helpdesk which can help you If y
14. ith the error nearest the top of the form i e nearest to Page and as you click the button it descends the form moving to the next error with each click Please note the following e When you fix the errors that are highlighted the Errors list is not dynamically updated It is only updated i e refreshed when you perform another validation e The Go to Next Error function works best when you fix errors one by one following the top to bottom sequence used by the Go to Next Error button If you fix errors out of sequence e g fix an error further down the form the Go to Next Error function will still follow the original sequence of errors reported by the validation e If you have fixed errors out of sequence you are recommended to perform a fresh validation so that the errors you have fixed are removed from the sequence and you would then start again from the error nearest the top of the form e If you prefer you can simply do a visual search for the pink errors in your form If you do this it is recommended that you first turn off the highlighting for mandatory fields see Section 4 4 You may find the thumbnail view a useful aid to quickly detecting the pink highlighted fields see Section 4 2 Whichever method you use fix the errors that are present and validate your form again If all errors have been resolved you will see the following pop up message Warning JavaScript Window y The Form is valid For submission
15. itting the eForm For all guidance on the content of the application form the application procedure and the rules that must be respected please consult the relevant Programme Guide or Call for Proposals for the programme you are applying for These documents can be found on the Agency s website Please note that the terms eForm form application form and online application form are used interchangeably throughout this guide You are strongly advised not to leave the preparation and submission of your application form until the last days before the deadline for applications Please read all of this User Guide before beginning your application 2 Technical Requirements amp Considerations The eForm is an interactive PDF form that requires Adobe Reader software to be installed on your computer for you to be able to complete and submit it The retrieval and submission of the form are online activities but completion of the form and its validation are offline activities This is explained in more detail in the process overview below Adobe Reader The minimum version i e lowest version of Adobe Reader that you must have installed on your computer is version 8 1 5 You may also use a higher version than this e g 9 0 9 1 etc If you have a lower version than 8 1 5 you will not be able to complete and submit the eForm Follow the link below to be directed to Adobe s website to download the software free of charg
16. nts for grant application i v E gt FE gt Youth in Action_BE_DecHon pdf ft My Recent Documents Desktop Strategic Plan for a Framework Partnership Attach a document Click on the Open button to attach the selected file to your application My Documents gs My Computer lt File name Youth in Action_BE_DecHon pdf v gt My Network Files of type All Files v Page 13 of 21 Version 1 Once a file has been successfully attached the filename is displayed and the Attach a document button is replaced by a Delete this document button and a View this document button Attachments Declaration of Honour Delete thisdocument View this document Document Youthin Action_BE_DecHon pdf Please note your ability to view a document that you have attached is subject to the security settings on your computer Please consult your IT department if you need to change the security settings in order to view an attached document This phenomenon does not affect the document itself which retains its content and integrity Once you have submitted your eForm the Delete this document and View this document buttons are locked disabled and can no longer be used Page 14 of 21 Version 1 7 Validation of your eForm The Validate Form button appears at the bottom right of every page of the form It is recommended that you do not validate your form
17. ou cannot find the answer to your question please contact the mailbox of the Operational Unit cited on the funding opportunities webpage The following table provides some examples of technical and non technical questions Technical Questions Non technical Questions handled by the External Helpdesk handled by the Operational Unit encdde oan What is required to be entered for the field Other Community Grants A dropdown list isn t working Why isn t country A in the dropdown list I can t attach my budget form or I need help with completing my budget form other annexe attachment How does the synchronisation of fields work Why is this field mandatory Our project has more than one coordinator What should I do What is the minimum maximum number of partners that is allowed What documents are required for the paper My form freezes crashes backup and where do I send it My form is working slowly I need more characters for my answer My form won t validate What do you mean by the term acronym I can t delete a table row that I have entered Where are the templates for the attachments and My form won t submit ue additional documents Pchink there ea bug mthe Torm What should I enter in the form for my project start and end dates Page 21 of 21
18. r More Tools C Lj Copy File Toolbar L open Fl Print La Save E g Attach a File C Di earch Email Start Meeting Find Toolbar Measuring Toolbar Object Data Toolbar Page Display Toolbar a Scrolling Pages e One Full Page L Single Page Continuous LI Single Page OU two up L FH Two Up Continuous L OF Screen Mode C E lRotate Counterclockwise C P Rotate Clockwise A Customise toolbar selection menu partial view LLU KHOR 4 Mt A w Explained here are some of the commonly used display and navigation options Fit form to width of screen and scroll across page boundaries ik Tools Window Help Turn on Page View 1 whole page displayed ata time Zoom Out enlarge image size Zoom In reduce image size Move forward 1 page Page 6 of 21 Version 1 Page Thumbnails If you activate the Page Thumbnails option a new panel is opened up on the left hand side of the screen It contains miniature previews thumbnails of each page e Se LG 7 Education Go e a atd i Il 7 Cwmure a Youth e Citize Form version 0 00 14 EN Adobe Reader version 8 105 e Use the thumbnails to PartA Identification of the a jump to different areas of the form A 1 Applicant Organisation e A frame outlined in re
19. roken you will see red font in your table Page 12 of 21 Version 1 6 Attaching Documents to your eForm The following mandatory annexes which are a formal part of your grant application must be attached to your eForm Declaration of Honour e Budget Flat rate Calculator If you have indicated that the type of grant you are applying for is a Framework Partnership Agreement then an additional Attach button will be displayed and a third annex should be attached Strategic Plan for Framework Partnership Agreement 2011 2013 Please employ one of the following formats for your attachments Declaration of Honour pdf jpg or jpeg Strategic Plan for Framework Partnership Agreement Attachment size limitation There is a limit to the total combined size of your attachments This is 3MB If you receive a message advising you that the total size of documents exceeds the maximum allowed please reduce the size of the image based documents e g by reducing their resolution To carry out the attach function click on the relevant Attach a document button and a window will pop up enabling you to browse locate and select the file you wish to attach Attachments Declaration of Honour JPEG document jpeg jpg or PDF document pdf Attach a document Budget Flat rate Calculator Exc t xls xlsx Attach a document ning JavaScript Window Select a data file to import Look jn B Docume
20. ssful Submission Message i Details of the result Success your submission number is Jj 915954 BCE 1 2011 1 BE YOUTH 41_ 3 Please SVE and PRINT the application Form before closing it Click OK 8 3 The mandatory save AFTER submission When you click OK the form triggers another Save As operation This is so that you cannot mistakenly close the form without saving and so lose the submission number Once again you will see the classic Save As window appear My Recent Documents FL L Desktop Example screenshot I Type Adobe Acrobat Document My Documents File Size 1538 KB Modified 31 08 2009 09 42 My Computer File name Youth In Action _BE_AppForm pdf My Network Saveastype Adobe PDF Files paf You must now perform the Save As by clicking on the Save button Very Important You must NOT change the filename of your eForm You must keep the same filename that the file had when you began the submission operation Page 19 of 21 Version 1 Click Yes when you are asked if you want to replace the existing file UsMy FilasiMy eForm application youth in Action BE_4ppForm pdf The file already exists Replace existing File When you click Yes the submission number is automatically added to the Submission number box i 515954 BCE 1 2011 1 BE YOUTH Y41_3 Submission number It is also inserted into the footer of your form The form has also been saved
21. this screenshot is simply an example of the Save As window The window that you see will reflect the filename and directory name that you have been using Page 17 of 21 Version 1 My Recent Documents ie Desktop Example screenshot I Type Adobe Acrobat Document My Documents File Size 1538 KB Modified 31 08 2009 09 42 My Computer File name Youth In Action _BE_AppForm pdf My Network Save astype Adobe PDF Files pa You must now perform the Save As by clicking on the Save button Very Important You must NOT change the filename of your eForm You must keep the same filename that the file had when you began the submission operation Click Yes when you are asked if you want to replace the existing file Usihly Files My eForm application youth in Action _BE_AppForm pd The file already exists Replace existing File Ts I 8 2 Submission Depending upon your security settings the following pop up window may now appear Security Warning The document is trying bo connect to Http feacea ec europa eu SehMLReceiver ax services SeMLReceiver4ax1 wsdl IF you trust the site choose Allow IF you do not trust the site choose Block Page 18 of 21 Version 1 If the window appears click on the Allow button in order to proceed with the submission When the submission is complete you will see a pop up message similar to the one that follows Warning JavaScript Window Succe
22. when entering dates and numbers on the form Re Example Dates _ All date fields are in the format dd mm yyyy 01 10 2009 Telephone numbers No rules this is a free text field but please provide the country code 4 7 Using the Add and Delete buttons eForm tables Some fields or groups blocks of fields are required to be completed more than once allowing you to build up a table of information e g the list of applications requested in Part B 5 Whenever you need to insert a new blank field or add rows to a table you will do this by using the Add buttons These buttons are coloured green Click on them to add the desired new field or table row Ea Activity Directorate General Programme Total amount requested Add a request Click here to delete a row Click here to add a new Activity Directorate General Programme Add a request Once you have added a field or row the delete facility an orange coloured button containing an x appears so that you can delete the field block of fields or table row concerned and its contents Page 9 of 21 4 8 Formatting Version 1 If you enter formatted content into the form e g through copy and paste from other document sources the eForm will strip off the formatting and plain text only will be pasted into the form Please do not copy bullet points into your form The formatting of some bullets can trigger the requirement to download a
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