Pt E.2 APPENDIX Rules Regarding the EESC 2016 Civil Society Prize

European Economic and Social Committee

EESC-2016-01894-19-00-ANN-TRA Pt E.2 Appendix (EN) 1/10

RULES GOVERNING THE
2016 EESC CIVIL SOCIETY PRIZE

Rewarding excellence in civil society initiatives

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1. Aim and overall objective of the Civil Society Prize

The aim of the prize, which is awarded annually, is to reward and encourage initiatives of civil society organisations and/or individuals that have made a significant contribution to promoting European identity and integration.

The overall objective of the prize is to raise awareness of the contribution that civil society organisations and/or individuals can make to the creation of a European identity and citizenship in a way that underpins the common values that shore up European integration.

2. Theme of the 2016 EESC Civil Society Prize: migrants

The conflicts in the regions neighbouring Europe caused an unprecedented influx of refugees to Europe. People from war-torn countries mix with people who want to leave their countries for economic or other reasons. The EU and its Member States are facing the current massive arrival of refugees largely unprepared.

Those who stay in Europe – regardless of their origin and whether they are refugees in the sense of the Geneva Convention or economic migrants – face multiple challenges linked to a new start in a foreign country.

In addition to these challenges, third-country nationals[1] seeking a better life in Europe also have to overcome cultural and socio-economic barriers and are more strongly confronted with prejudice and problems of acceptance exacerbated by the economic crisis and the rise of particularism and nationalism. Rising intolerance and prejudice are an inappropriate answer to people facing conflicts, persecution and poverty and are not compatible with European values and principles.

The integration of migrants and refugees is a very significant challenge that the EU and its Member States need to confront. Public authorities strongly rely on civil society organisations, volunteers and other stakeholders at local level for the reception and integration of third country nationals. Refugees need particular care and it is necessary to devise particular integration measures catering for their needs and characteristics as a vulnerable group.

The EESC is convinced that integration of third-country nationals is an absolute must for our societies. A lack of integration can lead to parallel societies which may destabilize receiving countries. This is why the EESC considers that the cost of non-integration greatly exceeds the cost of integration. Integration must be linked with the values and principles set out in the Treaty, the Charter of Fundamental Rights and the European Convention on Human Rights.

Considering that integration is a two-way process in which social partners, local authorities and civil society all play an essential role, the EESC, with the 2016 Civil Society Prize, wishes to reward initiatives – undertaken by officially registered civil society organisations and/or individuals – aiming at improving migrants' lives and fostering their integration in society.

The theme of this year's prize is closely linked to the work of the European Migration Forum, the civil society platform jointly organised by the European Commission and the EESC, where organisations and the European institutions discuss challenges and priorities relating inter alia to the integration of third-country nationals in the EU. A specialised EU website ( is dedicated to integration policies and practices.

3. Eligibility

3.1 Eligible candidates

The EESC Civil Society Prize is open to civil society organisations officially registered within the European Union and acting at local, national, regional or European level. It is also open to individuals.

Civil society organisations are private-initiative, non-state organisations which are actively involved in shaping public affairs on the basis of their own concerns, drawing on their own specific knowledge, abilities and scope for action. They act autonomously and membership entails a voluntary commitment by members of the general public to take part in the work and activities of those organisations.

This definition includes the so-called labour-market players, i.e. the social partners; organisations representing social and economic players, which are not social partners in the strict sense of the term; non-governmental organisations which bring people together in a common cause, such as environmental organisations, human rights organisations, consumer associations, charitable organisations, educational and training organisations, etc.; community-based organisations i.e. organisations set up within society at grassroots level which pursue member-oriented objectives, e.g. youth organisations, family associations and all organisations through which citizens participate in local and municipal life; religious communities[2].

This definition excludes bodies and structures set up by a legislative or regulatory act and to which affiliation is partially or totally mandatory.

Individuals are natural persons. Third-country nationals are also eligible, provided they are legally resident in the territory of the EU. EESC members, CCMI delegates, staff of the EESC and members of the evaluation committee and of the selection board are not eligible to submit an entry.

3.2 Eligible initiatives

Civil society plays a vital role in dealing with the migration crisis and, more in general, with third-country nationals. Civil society actors can provide essential help in supplying the necessary first responses to migrants as they arrive. They can also adopt the people-to-people responses that are so crucial at all stages in the reception and settling of refugees. Moreover, civil society potentially has an even more important role to play when it comes to the longer term effort required to integrate third-country nationals into European society.

Against this background, which is confirmed by the experience gained by the EESC on the ground during visits to 11 Member States and Turkey between December 2015 and March 2016, the specific objective of the 2016 prize is to reward initiatives which have been already implemented or are still ongoing and which fulfil at least one of the following requirements:

• provide migrants and refugees with first responses and immediate relief;
• provide social support, housing and health services to third-country nationals;
• offer practical support and advice as regards administrative procedures and services available in the receiving country and help third-country nationals overcome practical hurdles related to access to housing, health services, education, employment, public services etc.;
• combat xenophobia, racism, discrimination and prejudice against third-country nationals;
• combat exploitation and promote the respect of third-country nationals' human rights;
• raise awareness of the rights and obligations of third-country nationals;
• raise awareness among receiving communities – including local authorities and service providers – about the reality of third-country nationals; work towards creating a cultural and social consensus that it is important and beneficial to invest in integrating immigrants into European society and the labour market; help recognise the positive contribution that third-country nationals can make to receiving communities; promote tolerance; improve the perception and acceptance of third- country nationals in receiving communities and their image in the media;
• facilitate an open-minded attitude and mutual knowledge between third-country nationals and the receiving communities;
• promote fair treatment of and equal opportunities for third-country nationals in the workplace by various means, including raising awareness among employers and tackling informal employment of third-country nationals;
• facilitate social inclusion of third-country nationals and foster their empowerment and participation in the social, economic, political and cultural life of the receiving country; cooperate with public authorities to speed up the process of inclusion (e.g. as regards early identification and classification of certificates, skills and qualifications);
• provide training for third-country nationals, including: language training or other activities aimed at learning the language of the receiving country; vocational training; tailored training that takes into consideration the cultural, educational and socio-economic background of third-country nationals and the labour market situation of the receiving country; training designed to help the children of third-country nationals to attend as quickly as possible school together with local children; cultural orientation courses; training aimed at acquainting the third-country nationals with the basic values, rights and obligations of the receiving country;
• provide training for receiving communities, particularly intercultural and interreligious training;
• raise awareness of potential migrants of the legal requirements for being granted asylum in EU Member States and paint a more realistic picture of the life in Europe in the countries of origin of migrants;
• raise awareness, exchange information and spread best practices on the integration and inclusion of third-country nationals.

4. Application procedure and deadline

Applications are to be made by filling in the attached application form (Appendix 1).

The application must contain all the information the selection board requires in order to:

• ascertain that the civil society organisations or the individuals concerned fulfil the formal entry criteria;
• ascertain that the civil society organisations or the individuals concerned comply with the exclusion criteria;
• ascertain that the civil society organisations or the individuals concerned accept the provisions concerning liability, checks, audits and applicable law;

• evaluate the substantive merits of each entry in relation to the award criteria.

To this end, each application shall include the duly filled in and signed Declaration on honour on exclusion criteria and eligibility criteria (Appendix 2).

Before the prize is awarded, nominees will be asked to send back the duly completed and signed Legal Entity Form and Financial Identification Form the relevant supporting documents. The forms are available respectively at:

and

Applications shall be submitted in one of the official languages of the EU. In order to facilitate the evaluation, they should be sent preferably in English.

Submission of an application implies acceptance of all the terms and conditions set out in the contest documents and, where appropriate, waiver of the candidate's own general or specific terms and conditions.

The duly completed and signed application form and declaration on honour shall be sent to the EESC secretariat by e-mail to the following address:

The final deadline for sending applications is 9 September 2016, at 23:59 (CET).

Candidates can submit only one entry. Costs of entering the competition shall be borne by candidates and will not be reimbursed.

Candidates will receive confirmation by e-mail that the application has been received.

5. Evaluation and award

5.1 Evaluation steps

The evaluation will be based solely on the information provided in the submitted application. It will take place in five steps:

(1)Verification of eligibility of candidates;

(2)Verification of eligibility of the initiatives proposed for the prize;

(3) Verification of non-exclusion of candidates;

(4)Evaluation of the quality of the initiatives proposed for the prize on the basis of the award criteria;

(5)Final evaluation and selection of winners.

Applications will be assessed in the order indicated above. Only candidates meeting the requirements of one step will pass on to the next step. No feedback will be provided to candidates after the first four evaluation steps. Results will be notified to all candidates after the final evaluation (step 5), indicatively at the end of November 2016.

5.1.1 Step one: verification of eligibility of candidates

This evaluation step will be carried out by EESC staff.

To be eligible, candidates shall fulfil the requirements of point 3.1 above.

To prove their eligibility, all candidates shall provide a declaration on honour (Appendix 2), duly signed and dated by an authorised representative. This declaration is part of the declaration used for the exclusion criteria (see point 5.1.3 below). Therefore, only one declaration covering both aspects should be provided by each candidate.

The EESC will evaluate the eligibility of candidates on the basis of the declaration on honour. It will ask the successful candidates (nominees) to provide a duly completed and signed Legal Entity Form with its supporting evidence (see point 4 above).

The EESC reserves the right to require the above mentioned form and supporting evidence from any candidate at any time during the evaluation procedure. In such case, the candidate must provide the form and the supporting evidence without delay. The EESC may reject the application if the form and the supporting evidence are not provided in due time.

5.1.2 Step two: verification of eligibility of initiatives

This evaluation step will be carried out by EESC staff.

Eligibility of the initiatives proposed for the prize will be checked on the basis of the application form (Appendix 1). To be eligible, the initiatives proposed for the prize shall fulfil the requirements of point 3.2 above. Other activities carried out by the candidate will not be taken into consideration.

5.1.3 Step three: verification of non-exclusion

This evaluation step will be carried out by EESC staff.

All candidates shall provide a declaration on honour (Appendix 2), duly signed and dated by an authorised representative, stating that they are not in one of the situations of exclusion listed in that declaration on honour.

The EESC reserves the right to verify whether the successful candidates (nominees) are in one of the situations of exclusion by requiring the supporting documents listed in the declaration of honour. In this case, the candidate shall provide the documents required within the deadline given by the EESC. The EESC may reject the application if the requested documents are not provided in due time.

A candidate is not required to submit a specific document if the EESC can access the document in question on a national database free of charge.

5.1.4 Step four: evaluation of quality

The quality of eligible applications will be assessed by an evaluation committee composed of four evaluators: three EESC members and one external expert. Each of the three EESC groups (Employers, Workers, Various Interests) shall propose one evaluator.

The evaluation committee will assess the quality of the applications on the basis of the award criteria set out below. The evaluators will consider only the initiatives proposed for the prize, not the other activities of the candidate. There is no minimum threshold for each individual criterion. However, candidates that fail to obtain at least 50% of the maximum total score shall be eliminated.

The evaluation committee will draw up a shortlist of maximum 15 applications (finalists), duly substantiated by a qualitative assessment, and will submit it to the selection board, which will be responsible for the selection of winners.

5.2 Step five: final evaluation and selection of winners

This evaluation step will be carried out by a selection board which comprises the president and the two vice-presidents of the EESC, the presidents of the three groups (Employers, Workers, Various Interests), and the EESC secretary-general.

The selection board will be responsible for the final selection of the winners, taking into account the results of the quality evaluation carried out by the evaluation committee. The selection board will assess only the shortlisted applications (i.e. the finalists). Assessment will be carried out on the basis of the award criteria set out in point 5.1.4 above. The final ranking of the winners will be determined by consensus.

The EESC may award a maximum of 5 prizes to the 5 best ranked candidates.

6. Prize money

The Committee plans to award a maximum of 5 prizes. The first prize has a value of EUR 14 000. The amount of the other prizes is 9 000 EUR. If place one is shared among more than one winner ex aequo, the amount of each of the first prizes is respectively EUR 11 500 for two first prizes, EUR 10 600 for three first prizes and EUR 10 250 for four first prizes and EUR 10 000 for five first prizes. The Committee is not bound to award all five prizes. The EESC may decide not to award the Civil Society Prize.

The prize award ceremony will take place on 15 December 2016, during the EESC plenary session. Two representatives per winner will be invited to the ceremony, with travel and accommodation organised by the EESC according to the rules which will be notified to winners in due time.

Prizes will be paid by bank transfer within 30 days after the award ceremony, provided the winners have submitted all the requested documents. Winners are responsible for the payment of taxes and charges applicable when using the prize money.

7. Personal data

Personal data contained in the application documents (such as name, address) will be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, the replies to the questions and any personal data requested to evaluate the application in accordance with the contest rules will be processed solely for that purpose by the Communication Department. Details concerning the processing of personal data are attached (Appendix 3).