What happens after Application Submission

All applications received by the National Agencies undergo an evaluation procedure.

 

The evaluation procedure

Project proposals are assessed by the National Agency receiving the application, exclusively on the basis of the criteria described in the Erasmus+ Programme Guide.

 

The assessment implies:

  • a formal check to verify that the eligibility and exclusion criteria are respected;
  • a quality assessment carried out by the external experts to evaluate the extent to which the participating organisations meet the selection criteria (i.e. operational and financial capacity) and the project meets the award criteria.

Such quality assessment is in most cases carried out with the support of independent experts. In their assessment, experts will be supported by guidelines developed by the European Commission

  • a verification, that the proposal does not present risks of double funding. If necessary, such verification is carried out in cooperation with other Agencies or other stakeholders.

An evaluation committee is appointed to oversee the management of the whole selection process. On the basis of the assessment carried out by the external experts, the evaluation committee will establish a list of projects proposed for selection.

 

During the evaluation process, applicants may be asked to provide additional information or to clarify the supporting documents submitted in connection with the application, provided that such information or clarification does not substantially change the proposal. Additional information and clarifications are particularly justified in case of obvious clerical errors made by the applicant, or in those cases where –for projects funded through multi-beneficiary agreements – one or more mandates of the partners are missing.

 

Final decision

At the end of the evaluation procedure, the National Agency decides on the projects to be granted on the basis of:

  • the ranking list proposed by the evaluation committee;
  • the budget available for any given Action (or any given activity within an Action)

Notification of grant award results to the applicants

The National Agency shall inform all applicants of the outcome of the grant award process and, in the case of successful grant applications, of the grant amount awarded before the start of the activities for which support has been requested. This notification shall be done in writing in hard copy or in electronic format not later than six months after the final date for submission of the grant applications.

 

Erasmus+ project checks

During the implementation of granted projects, the National Agency undertakes three (3) different types of On the Spot checks:

1. On-the-spot check during action: An on-the-spot check during the implementation of a supported activity is undertaken before final report stage; in the case of Key Action 1 (Youth) during the implementation of a mobility activity. The objective of such an OTS is to check triggering events and the quality of intermediate results based on elements that cannot be verified on the basis of supporting documentation. Worksheet to be used during this check.

2. On-the-spot check after action: A financial audit is undertaken to complement the in-depth desk check undertaken at final report stage on the basis of additional supporting documented by beneficiaries to prove triggering events for unit cost calculation and for real cost based grant items. The OTS after action shall crosscheck the beneficiary’s accounting system, staff records and other elements that can be verified on site. The On the spot check after the action is carried out on receipt of the final report and before a determination of the final grant is issued for the beneficiary. Worksheet to be used during this check

3. System checks of accredited organisations: System checks shall confirm the systems and procedures put in place by accredited organisations implementing mobility projects under Key Action 1. Worksheet to be used during this check – Phase 1

4. System checks of accredited organisations: System checks shall confirm the systems and procedures put in place by accredited organisations implementing mobility projects under Key Action 1. Worksheet to be used during this check – Phase 2