Freedom of Information

Public Authority : EUPA – European Union Programmes Agency

Description of the department/directorate/entity’s structure
European Union Programmes Agency – EUPA, is a government agency in terms of the Public Administration Act (CAP. 497).
The EUPA is led by the CEO and performs its functions through six teams: Finance Unit, Checks & Control Unit, Programme Monitoring & Support Unit, Communications and Outreach Unit, Information & Communication Technology Unit and the Internal Audit Unit.

Description of the department/directorate/entity’s functions and responsibilities
The European Union Programmes Agency (EUPA), is a legal autonomous Agency established through the legal notice 128 of 2007. The Agency was formerly a unit within the Ministry of Education, Youth and Employment set up on the 4 May 2000. The aim of the EUPA has always been to support Maltese individuals and entities in availing themselves of funding under the various educational programmes provided by the European Commission. Yet the aim of the Agency is deeper than simply a financial contribution or sponsorship through which projects may be realised. During 2007 and 2013 the EUPA was responsible for the management of the decentralised action of former generations of EU programmes for education including the Youth in Action and Lifelong learning programmes.

The Agency acts as a link between the European Commission and project promoters both at national as well as the local level and promotes as well as manages EU projects of an educational nature, content or objective. The EUPA engages itself in initiatives that are consonant with the educational policies and strategies of the Ministry responsible for education.

For the current programming period (2021- 2027) the European Commission developed the old EU programme for Education, Training, Youth and Sport under the name of Erasmus+. Erasmus+ is the EU Programme in the fields of education, training, youth and sport.
Education, training, youth and sport are key areas that support citizens in their personal and professional development. Programme decentralised actions are implemented at national level by a network of National Agencies. In Malta the National Agency responsible for the management of these actions is the European Union Programmes Agency (EUPA).

The EUPA has a number of sections that assist the organization to fulfill its functions and responsibilities efficiently and transparent, in line with its legal obligations. These sections include:

The CEO office – The Chief Executive Officer provides leadership for all aspects of the agency’s operations with an emphasis on long-term goals, programme managment success and budget absorption.

The Finance unit – The focus of the Finance and Administration office is primarily that of financial management, procurement and general administration of the Agency. The Unit compiles internal, National and European Commission reports relating to all EU programmes and initiatives managed by the Agency, while at the same time liaises with the European Commission, External Auditors, the Agency’s National Coordinator as well as
the Agency’s management and staff.

Checks & Control unit – The focus of the Checks & Controls office is primarlily that of monitrong projects and carry out the neccessary checks & audits on funded projects. Thus ensuring that the rules and regulatoins of the Erasmus+ programme are observed during project implimentaiton

The programme monioring and support unit – is committed to continuously support its beneficiaries through quality monitoring, bi-lateral meetings, on-the-spot and desk checks
throughout the project implementation. This approach enables beneficiaries to maximise the potential of respective projects implemented over the past year thus widening their personal knowledge and potential as benefciaries. The programme monitoring and support unit follows up benefciaries to ensure that they are well geared towards the fulfilment of obligations under the Erasmus+ Programme. Moreover the office provides guidance and support to beneficiaries who are partners in projects granted by other National Agencies, more specifically with respect to obligations or challenges during the managment of project.

Communications and Outreach Office – is responsable of carrying out a communicatoin campaign for the Erasmus+ programme. Furthermore, the unit undertakes several activties in order to ensure a wider and more concrete outreach with the aim to secure a substationa ltake up of the Erasmus+ funds available to the Maltese Islands.

Informaiton and Communicatoin Technology Unit – The Information and Communication Technology unit main role is that of maintaining the ICT infrastructure and equipment, developing and sustaining ICT-related Projects, as well as Data and Information Management. The unit ensures that through the systems provided, there is an optimised execution of all programmes related to the implementation of the EU funded programmes managed by the EUPA.

Internal Audit Unit – The purpose of EUPA’s Internal Audit Unit is to provide reliable independent reviews on the Agency’s operations, in accordance with its standard operating procedures and Commission regulations. The aim of this unit is to provide an independent and objective evaluation on EUPA’s operational procedures together with consulting services intended to enhance the Agency’s quality of service. Throughout the year under review the unit continued to provide reviews and assessments in respect of the audited activities.

General description of the categories of documents the department/directorate/entity holds (including exempt documents)

The following section contains a list of document categories kept at EUPA:

• Project files funded by the Erasmus+ Programme
• Project files funded by the European Solidarity Core Programme
• Grant Award Procedure Minutes
• Selection results
• Contact & Feedback information
• Mailing List subscription information
• HR records

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance with which decisions or recommendations are made in respect of members of the public (including bodies corporate and employees of the public authority in their personal capacity)

The following section contains a list of manuals used by the EUPA for the management of the Erasmus+ programme:

• Programme guide for each specific call year
• Guide for National agencies for each specific call year
• Manual of procedures

Statement of the information that needs to be available to members of the public who wish to obtain access to official documents from the public authority, which statement shall include particulars of the officer or officers to whom requests for such access should be sent

The FOI officers of EUPA may be contacted by e-mail foi.dp.eupa@gov.mt or by telephone 25552302.
FOI Requests may be submitted by e-mail to foi.dp.eupa@gov.mt, through the FOI Portal www.foi.gov.mt via the e-ID or through the online form.

Details of Internal Complaints Procedure

An applicant whose request for information is refused, or who is otherwise not satisfied with the information provided, its format or the extension of the deadline for the submission of the notification indicating whether a request would be met or not, may address a complaint to the Public Authority.

Complaints may be submitted by e-mail to foi.dp.eupa@gov.mt through the FOI portal www.foi.gov.mt via the e-ID or through the online form.

The complaint should be addressed to the Public Authority’s FOI Officer, who shall bring the complaint to the attention of the officer responsible. The officer responsible shall reply to the applicant within 10 working days from the receipt of the complaint. The applicant shall also be informed that he or she may appeal the decision or otherwise address a complaint to the Information and Data Protection Commissioner in accordance with the Freedom of Information Act (Cap. 496 of the Laws of Malta).

The officer responsible shall inform the applicant of the decision taken with respect to his or her complaint, and in the event of confirmation of a decision not to release the pertinent information, shall explain the reasons thereof. Whenever the applicant’s complaint is related to the format of the information provided or to an extension of the deadline for the submission of the notification indicating whether a request would be met or not by the Public Authority, and the original decision is upheld, the applicant shall be given an explanation as to why his or her complaint cannot be positively addressed.

An applicant may also make use of the Internal Complaints Procedure to report failure to meet deadlines or to send notifications. In those cases where the request for information can be met, but has not been met within the deadlines specified by the Act, the officer responsible shall waive any applicable fees for the submission of information.

Other Information

Office Hours

Winter Hours
07:30 – 16:15

Summer Hours
07:30 – 14:45

Cash payments should be affected at the APS Holder: ADMINISTRATIVE ACCOUNT
IBAN: MT85APSB77013000000041706910016
Swift / BIC Code: APSB MTMT and cheques made payable to the European Union Programmes Agency.

Public Authority Contact Details

Contact Us – European Union Programmes Agency (eupa.org.mt)