CONTENTS

Submission of Applications / 2
General Information / 3
Application Form Part A – Project Content and Management / 4
Title Page / 4
Section 1 / Project Partnership / 5
1.1 / List of Project Partners / 5
1.2 / Project Management / 7
1.3 / Summary of Project Partners / 9
Section 2 / Project Description / 10
2.1 / Priority and Measure / 10
2.2 / Type of Project / 10
2.3 / Project Description / 10
2.4 / Relevant Considerations for the Assessment of Projects / 11
2.5 / Follow-up of the Project / 12
2.6 / Promotion and Publicity / 12
Section 3 / Project Management Structure / 13
3.1 / Overall Co-ordination and Management of the Project / 13
3.2 / Administrative and Financial Management of the Project / 13
3.3 / Auditors / 13
Section 4 / Confirmation, Certification and Signature / 14
Application Form Part B – Budget Data / 15
Title Page / 15
Section 5 / Project Budget / 16
5.1 / Financing / 16
5.2 / Breakdown per Partner / 16
5.3 / Breakdown per Budget Line/per Year / 17
5.4 / Contributions in Kind / 17
Detailed Annual Budget Breakdown / 18
Annex I / Action Plan / 23
Annex II / Implementation Schedule / 25
Annex III / Planned Milestones for Phase 1 / 26
Annex IV / Output Indicators, Expected Results and Impacts per Measure / 27
Annex V / Map showing the geographic scope of the project / 28
Annex VI / Joint Convention between Project Partners / 29
Annex VII / Detailed Investment Sheets / 30
Annex VIII / Letters of Intent / 32
Annex IX / Bank Guarantees for Private Partners / 34
Annex X / Project Summary / 35


SUBMISSION OF APPLICATIONS

Lead Partners must ensure that:

·  One paper version of the completed Application Form (i.e. all sections of Part A and B as well as official annexes), is submitted by post to the following address in one single package:

·  The paper version must be submitted in a ring binder to ease photocopying, be post stamped before the final deadline of the Call for Proposals and be signed and stamped by the Lead Partner.

·  One electronic version of the completed Application Form (all sections of Part A and B including official annexes) is submitted on a floppy disk or a CD-ROM and sent with the paper version. The document can be ‘zipped’ in order to reduce the size of the file. Please ensure that identical applications are submitted in the electronic and paper versions.

·  The following annexes are completed and included with the hard copy of the application:

Annex I Action Plan

Annex II Implementation Schedule

Annex III Planned Milestones for Phase 1

Annex IV Output Indicators, Expected Results and Impacts per Measure

Annex V Map showing scope of project (if required)

Annex VI Negotiated and tailored Convention between partners

Annex VII Detailed Investment Sheets for each investment

Annex VIII Original, signed Letters of Intent for each partner contributing to the project

Annex IX Bank guarantees[1] (if required for private partners)

Annex X Project Summary

Information given in the authorised annexes must be consistent with the information given in parts A and B of the Application Form. Additional documents other than the officially required Annexes listed above will NOT be taken into account when assessing the project and will be returned to the Lead Partner.

·  The figures given in the Letters of Intent match the individual budget figures given for each partner in Part B of the Application Form exactly.

·  All partners contributing financially to the project are listed in the Application Form.


GENERAL INFORMATION

The Application Form is composed of both a Word document (Part A) and an Excel document (Part B).

The Word document (Part A) contains:

·  Sections 1, 2, 3 and 4 of the Application Form

·  Annex I, Annex II, Annex III, Annex IV, Annex V, Annex VI, Annex X and templates for Annex VIII.

The Excel document (Part B) contains:

·  Section 5 of the Application Form

·  Annex VII

The Application Form is designed for use with Word 97, Excel 97 or more recent versions and is not compatible with older versions of Word or Excel.

Links for the automatic transfer of data and formulas for the automatic calculation of financial data have been included in the Excel sheets of the Application Form. Fields that contain links and formulas are colour-coded and specified on the title page of the Excel part of the Form. These fields must not be filled in or changed by applicants. All input fields have to be completed if nothing else is stated in the Application Form or in this Manual.

Please note that the fields in Sections 2 and 3 of the Application Form have to be completed in a concise way. In some cases, a maximum number of pages is mentioned. This limit must be respected as the assessment team and the Programme Steering Committee will have a limited amount of time for the evaluation of project applications.

Applicants must be familiar with the INTERREG IIIB NWE Programme and have read both the Guidelines for Project Promoters and this Manual prior to completing the Application Form.

The Application Form must be completed in English as a minimum requirement but additional copies of the application can be submitted in one or more of the other partnership languages (French, German or Dutch). All submitted versions of the application will be circulated to members of the Steering Committee but if there are any differences between the English and other language versions, the English version will be taken as being the reference document.


Application Form Part A – Project Content and Management

(Word document)

TITLE PAGE

Before completing the remainder of the Application Form, applicants must complete the details required on the Title Page of Part A.

Project Title and Acronym

In addition to the Project Title, applicants are advised to give their project a short acronym which will enable the Secretariat to identify the project easily and immediately.

Project Idea Number

If the project has had a Project Idea Number assigned to it by the Secretariat, please enter the number in this field. A different (Project Application) number will be assigned to the project once it is approved by the Steering Committee.

Start Date

Please enter the date the first expenditure for the preparation of the project was incurred. This date must not precede 3rd May 2001 (the date at which the draft NWE Programme was received by the European Commission). As the duration of the preparatory phase of the project cannot exceed one year prior to the first submission of the application form, the earliest possible start date for the project is one year before the date at which the application is formally submitted to the Secretariat.

End Date

Please enter the date at which the project is expected to terminate, at the latest 30th June 2008.

Duration

Please enter the duration of the project, calculated from the Start Date to the End Date, in months.


SECTION 1 - PROJECT PARTNERSHIP

1.1  List of Project Partners

Please list all partners contributing financially to the project, starting with the Lead Partner, and enter their details as required.

The Application Form has been designed for up to 20 partners contributing financially to the project. If more than 20 partners contribute financially to the project, please contact the Secretariat for an extended Application Form (both Parts A and B). Partners which do not contribute financially to the project do not need to be mentioned in the Application Form.

If fewer than 20 partners contribute financially to the project, please ensure that spaces for additional partners are left completely blank.

Institution

Please enter the full name of the partner institution.

Legal Status

Please complete with the option that best matches the status of the partner institution. The options are:

·  National Public Authority

·  Regional Public Authority

·  Local Public Authority

·  Non-Profit Organisation

·  Private Enterprise

·  Research Institution

·  University

Please note that profit making private institutions are not able to be Lead Partners of INTERREG IIIB NWE funded projects.

Address, Postal Code, Town

Please enter the full postal address of the partner institution, including the postal code.

Country

Please fill in with the country of the partner institution. The options are:

·  Belgium

·  France

·  Germany

·  Ireland

·  Luxembourg

·  The Netherlands

·  United Kingdom

·  Switzerland

·  Others

If the partner institution is from another country, please specify which country.

Phone (office/mobile), Fax

Please enter the full telephone and fax numbers for the contact person within the partner institution, including international dialling codes.

E-mail

Please enter the e-mail address for the Contact Person within the partner institution.

Contact Person

Please enter the name of the person within the partner institution who will act as the contact for all enquiries regarding the project to the partner institution.

Is the Partner located in an Objective 1 area?

Please state whether the partner is located in an Objective 1 area. The options are:

·  Yes

·  No

If the partner is in a ‘phasing out’ Objective 1 area, please select ‘Yes’. Please refer to the Guidelines for Project Promoters for information regarding Objective 1 areas within NWE.

1.2  Project Management

Contact details for the Project Manager within the Lead Partner organisation, Financial Manager and Project Co-ordinator must be entered in this section.

All projects must have a named Financial Manager. Applicants must also name a Project Manager within the Lead Partner organisation. If this individual is responsible for the day-to-day management of the project, there is no need to appoint a Project Co-ordinator. However, if this individual is not responsible for the day-to-day management of the project, a Project Co-ordinator (either another individual within the Lead Partner institution or somebody from another organisation) must be named as well.

Project Manager within Lead Partner Organisation

Please enter all details for the Project Manager within the Lead Partner organisation as requested. As under section 1.1, the status of the Lead Partner institution has to be chosen from the list below:

·  National Public Authority

·  Regional Public Authority

·  Local Public Authority

·  Non-Profit Organisation

·  Private Enterprise

·  Research Institution

·  University

Please ensure that all information entered for the Project Manager matches the information given for the Lead Partner institution in section 1.1.

Please describe briefly the person’s experience in project management. As pointed out in the Guidelines for Project Promoters, managing international projects is not an easy task and experience is preferred.

Financial Manager

Please enter all details for the Financial Manager as requested. As under section 1.1, the status of the institution has to be chosen from the list below:

·  National Public Authority

·  Regional Public Authority

·  Local Public Authority

·  Non-Profit Organisation

·  Private Enterprise

·  Research Institution

·  University

If the task of Financial Manager is being carried out by one of the project partners, please ensure that all information entered for the Financial Manager matches the information given for one of the partner institutions in section 1.1. If the task of Financial Manager is being undertaken by an individual or organisation which is not a partner in the project, please use the space given to describe their relevant experience and justify why the task is being carried out externally.

Please describe briefly the person’s experience in financial management. As pointed out in the Guidelines for Project Promoters, the financial management of international projects is a complex task and experience is preferred.

Project Co-ordinator

Please enter all details for the Project Co-ordinator as requested, if different to the Project Manager within the Lead Partner organisation. As under section 1.1, the status of the institution has to be chosen from the list below:

·  National Public Authority

·  Regional Public Authority

·  Local Public Authority

·  Non-Profit Organisation

·  Private Enterprise

·  Research Institution

·  University

If the task of Project Co-ordinator is being carried out by one of the project partners, please ensure that all information entered for the Project Co-ordinator matches the information given for one of the partner institutions in section 1.1. If the task of Project Co-ordinator is being undertaken by an individual or organisation which is not a partner in the project, please use the space given to describe their relevant experience and justify why the task is being carried out externally.

Please describe briefly the person’s experience in project co-ordination. As pointed out in the Guidelines for Project Promoters, co-ordinating international projects is not an easy task and experience is preferred.

1.3 Summary of Project Partners

Please fill in the table following EXACTLY the same order and numbering as in section 1.1 and using EXACTLY the same name for each partner institution. Please select from the following abbreviations to show the partner’s country:

Country / Abbreviation
Belgium / BE
France / FR
Germany / DE
Ireland / IRE
Luxembourg / LUX
The Netherlands / NL
United Kingdom / UK
Switzerland / CH

Please also complete the summary table showing the number of partners contributing to the project from each EU Member State, from Switzerland and from other countries.


SECTION 2 – PROJECT DESCRIPTION

2.1  Priority and Measure

The Priorities and Measures for the INTERREG IIIB NWE Programme are listed in this section. Please refer to the CIP, the Programme Complement and the Guidelines for Project Promoters for background information regarding the various Priorities and Measures.