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How to apply for Erasmus+

Technical guidelinesAuthentication, Registration and Submission

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Content

• Authentication: ECAS• Registration: URF• Submission: application eForms

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AUTHENTICATION THROUGH ECAS

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• Register to ECAShttps://webgate.ec.europa.eu/cas/eim/external/register.cgi

• ECAS manualhttp://eeas.europa.eu/media/subscribe/ecas-user-manual.pdf

www.erasmusplus.cy > Αιτήσεις > Βήμα 4 στον κάθε τομέα

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• Fill in the fields and follow the instructions

• An e-mail is sent to you• Follow the link to complete the registration

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Click here to activate your account by entering a password. You have 1.30h to activate it from the time you received this email

10 characters at least:• Upper case: A-Z• Lower case: a-z• Numeric :0-9• Special: !"#$%&'()*+ ,-./:;<=>?@[\]^_`{|}~

• A password expires 180 days after being changed or initialised.• A warning is given 5 days before password expiration• A password cannot be changed until it is at least 1 day old.• The last 5 passwords are remembered and cannot be re-used.

Enter a password of your choice

• Make sure the domain is "External"

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REGISTRATION OF ORGANIZATION THROUGH URF PORTAL

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Unique Registration Facility (URF):

Participants Portal

• Central register of organisations in EU

programmes (beneficiaries and partners)

• Register only once for all future interactions

• Unique Participant Identification Code: PIC code

• PIC is entered in applications

• Maintain Organisation data online

URF

How to Register your Organisation

• ECAS login

• Search and check to avoid duplicate PICs

• Duplicates can not be deleted (valid/invalid by NA)

• Future changes to data of organisation must be done in URF

• For centralised action applications there is different access point to URF (contact me for information)

• Landing page Erasmus+ URF (decentralised actions): http://ec.europa.eu/education/participants/portal/desktop/en/home.html

• www.erasmusplus.cy > Αιτήσεις > Βήμα 5 στον κάθε τομέα

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You need to log in with your ECAS account

Logging in to URF

• Log in with ECAS

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Contact Organisation through email

Sample Organisation

Sample Organisation

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Sample Organisation

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How to register

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Schools select:

- No for VAT number

- No for Business Registration Number

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Schools may use:

-an iconic Registration Date (i.e after 1960)

-Registration Authority: Republic of Cyprus

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1) SOS: Choose Erasmus+ here

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After selecting Erasmus+ from Programme list:

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If you have selected before Erasmus+ (previous step), you don’t have to select it again.

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check details

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UPDATE URF31

• Log in to URF and go to My Organisations

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• Click on the icon next to the organisation

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Make sure that these tabs are filled!

URF DOCUMENTSAdding documents in URF

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URF Documents

• For every Organisation, certain documents need to be added in URF:• Legal entity

• http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm

• Financial identification• http://

ec.europa.eu/budget/contracts_grants/info_contracts/financial_id/financial_id_en.cfm

• Financial Capacity for grants exceeding 60000 EUR (private companies only)

• the applicant’s profit and loss account and the balance sheet for the last financial year for which accounts were closed

• These documents cannot be added during the registration. They need to be added afterwards

• Documents can’t be deleted after they are uploaded

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URF Documents

• Click on the Documents tab

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URF Documents

• Click on Add a new document

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URF Documents

• Click on Browse to upload the document

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URF Documents

• Select the document type

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URF Documents

• Select the Year and enter a Description

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URF Documents

• Click on "Submit for processing"

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URF Documents

• The document is added successfully

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SUBMISSION OF APPLICATION EFORM

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eForms

• Electronic Application Forms• Requires Adobe Acrobat Reader version 11+ • Can be downloaded from www.adobe.com

• Paperless application (no copy to NA)• Check of PIC on application: Prefills data of

organisation• Annexes to the application eform

• Declaration of honour• Mandates of partners

• National Agencies• CY01 - Foundation for the Management of

European Lifelong Learning Programmes

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Save form

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Edit – Preferences – Javascript

Javascript Settings

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Form version: για έλεγχο ποιας έκδοσης αίτησης έχετε

Adobe Reader version: ήδη εγκατεστημένο στον υπολογιστή μου

PIC check

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URF

• Organisation details retrieved from URF at successful

check of PIC

• Not possible to change details in eForm, only from URF

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• Online distance calculator for the selection of the right band

http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm

• City level

Distance Calculator

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Print, fill, sign, stamp and scan it (to be uploaded before submission)

Declaration of Honour

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Before submitting make sure you upload the necessary documents to the eform• Declaration of honour• Mandates of partners• Invitation letters (for schools)

Acceptable formats: pdf, doc, docx, xls, xlsx, jpg, txt, odt, ods

Max 10 MB for 5 file (annexes). If more than 5 files, merge similar ones to 1 file. Zip formats are not allowed

Attachments

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If errors are spotted during validation (step 1) correct them. Form should be valid in order to submit

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1) Submit early!!!2) Check you last submission to be the correct one3) Save and keep the eform application after submission for future reference and/or distribution to partners4) You can optionally print it for your reference

Successful submission

QUESTIONS?

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