FAQ
The purpose of the information provided in this document is only to clarify points regarding relevant example questions we received in the framework of the previous and current ALF Call for Proposals. Only information mentioned in official documents of the Call for Proposals (Guidelines, etc.) reflects the official position of the Anna Lindh Foundation.
Please note that questions have been anonymized in order to avoid disclosure of personal, confidential data provided by applicants.
Questions asked by info sessions’ participants are now available in a downloadable format on our webpage “Guidelines”: https://www.annalindhfoundation.org/grants/guidelines
In order to ensure a fair treatment of all applicants, overly specific questions on/concerning the eligibility of a proposal, an applicant, a partner or the type of activity have been removed.
The same applies to questions that have already been addressed in these FAQs or during the info sessions (live and written answers).
15. Can I be a Partner in more than one project?
1. PROPOSAL SUBMISSION
1.1 Where shall I submit my project proposal?
1.2 How can I submit my proposal?
1.3 What happens if my proposal does not reach the ALF before the deadline?
1.4 Can we submit our proposals in Arabic?
2. ELIGIBILITY AND EVALUATION
2.1 Will expenses related to the preparation of the project proposal be eligible?
2.5 Who can apply? From which countries?
2.12 In the 1 +1 formula of participation, do both partners have to be members to the ALF Network?
3. APPLICATION FORM AND BUDGET
3.1 Do I have to fill in the budget in Euros?
3.2 How detailed must the budget be?
3.3 What can we include under indirect and administrative costs?
3.4 How do we have to prove the co-financing?
3.5 What are units, numbers of units and unit cost? Do I have to use this format?
3.7 Can costs for participation in other organised seminars or events be included in the budget?
3.8 Can visibility costs, etc. be included in the budget?
3.10 What is the difference between “methods” and “activities”?
3.11 What do you mean by ‘target group’ and ‘beneficiaries’?
3.13 Shall we submit a budget (Annex C) for each Partner or just one whole budget, or both?
3.18 Is the preparation of a publication a project itself or is it part of the visibility?
4. GENERAL QUESTIONS
4.1 How can we have some more information on the Foundation?
4.3 Can an applicant inquire about, or ask for advice on the pertinence of its proposal?
4.4 How will the applicants be informed about the outcomes of this Call for Proposals?
4.5 Is it necessary for the entire amount to be audited at the end?
4.6 How can I find Partners for my project?
4.8 Can we apply for a project to do research and real events on a wider Euro-Med level?
4.9 Where are the Special Conditions listed?
4.11 What does it mean to have a sponsor for a certain activity or expense? Is it better or not?
4.12 Should all the partners involved in the project sign and stamp the Partnership Agreement?
4.13 What is the age range meant for “youth”?
4.14 Can children under 14 be the main target group of a project?
4.17 Is it possible to recall only the main activity in the budget and not the sub activity?
1. If the applicant doesn't have the last 2 balance sheets (formally approved), is it possible to indicate in the application form data referred to bank statement or income statement (even if not officially approved) but corresponding to the truth and to the current financial situation?
Kindly note that the official/ approved documents you are mentioning will ONLY be requested at a later stage if your proposal has been provisionally selected. Please refer to section 7 of the Guidelines (Provisional Selection).
2. We would like to apply for your call for proposals. We have already been registered in your platform, but we cannot find our profile. Can we register again?
Please refer to answers 2.2 and 4.21 of these FAQs.
3. I am contacting you because we would like to apply for your call for proposals. We are a non-formal education association based in France. We would like to know if it is possible to carry out a project having 6 partners (4 from the North and 2 from the South).
Yes, it is possible. There is no limit to the number of partners. For more information, please refer to answer 2.13 of these FAQ and to section 2.1 (Number of partners and countries involved in the implementation of this project) of the online application.
4. Can you confirm that my organisation is a member of the ALF Network according to the criteria established for this Call?
Please note that, in order to apply as a Project Leader under Lot 1, you need to be a member of one of the 42 ALF National Networks by the 1st of February 2020. For more information, please refer to answer 2.2 of these FAQ.
Kindly also note that the criteria established by this Call for Proposals do not define your membership to the ALF Network. Rather, it is the date of membership to one of the 42 ALF Networks that defines your eligibility for this Call. If you are not sure, please contact the Head of the ALF National Network in your country.
5. The project that I would like to submit includes three intercultural exchanges for three groups of young people, all of whom are part of the same foundation from the North, with three organisations from the South. Is it possible to include three youth exchanges, each of which will have a different public, within the same global project?
In order to ensure a fair treatment of all applicants, the ALF will not give any opinion either on the eligibility of a proposal, an applicant, a partner or the type of activity. Applicants are requested to read carefully the objectives of the call and the eligibility for the proposed project, as stated in the Guidelines For more information, please refer to answer 2.4 of these FAQ.
6. I have read the following on this call for proposals: “The following types of projects are ineligible: o Sub-granting of a project is not allowed.” What does that mean? Would our organisation, which is an independent, national legal entity, be considered to be doing “sub-granting” if we submit a project for three of our centres in France?
Sub-granting in not allowed under this call, which means you cannot offer funds to a third party.
The purpose of this grant is to cover the direct expenses stated in the budget for both the Leader and Partner(s).
7. The project that we will submit might be co-funded by a grant from the French Agency for Development (French Ministry of Europe and Foreign Affairs) that our organisation has already received. Would this public funder be considered eligible for co-financing?
Yes, the contribution of the French Agency for Development can constitute a source of funding other than the ALF’s. For more information, please refer to section 3.1 of the Guidelines (Size of Grants).
8. I would like to receive some clarification regarding the partners, especially regarding the 1+1 formula and the consortium definition.
Could you confirm that the 1+1 formula means that it is compulsory to submit a proposal that includes at least one partner from the North and one partner from the South? If I add one partner from the South, do I have to add (in order to respect this formula) another partner from the North ?
To sum up, would you consider a group formed by three partners (one partner from the North and two partners from two different countries in the South) to be a consortium of three partners?
Yes, a group of three partners) is considered to be a consortium of three partners. There is no need to have the same number of partners from the North and from the South. There is no limit to the number of partners. For more information, please refer to answer 2.13 of these FAQ and section 2.2 of the online application.
9. According to the extension of the Call and new deadline that is not visible in the Guidelines (on that document the initial one, April 28th, still appears), is it possible to have some changes in the beginning and ending dates/months of the project proposals? Please see section 4.5 of the Guidelines: Eligibility of the Duration of the Implementation of the Project.
Since the deadline for submission of applications has been postponed until May 28th as per the announcement the ALF made to the HoNs in each of the 42 EuroMed countries, the start date should now fall between October 1st 2020 and January 1st 2021, and the end date should be no later than August 31st 2021. However, these dates may change depending on how the current pandemic crisis unfolds. Please check the ALF Grants and ALF News websites regularly for further updates.
10. Our HoN status has not yet been approved and therefore cannot apply under Lot 2. In light of this, as a long standing member of the ALF, can we instead apply as a member under Lot 1 instead?
Yes, you can still apply as a member under Lot 1 if you meet the requirements set in section 4.1 of the Guidelines (Eligibility of the Project Leader (applicant): Who May Apply under Lot 1?). For more information, you can also refer to answer 2.2 of these FAQ.
11. I am an NGO representative. Should I upload the Legal Entity File for public bodies (Annex M2) or the one for private bodies (Annex M1)?
This depends on the legal status of your organisation vis à vis the applicable law of the country under which it was established.
12. In section 4.7 of the Guidelines (Partnerships) it is mentioned that "the consortium of at least three organisations from three different member countries is strongly recommended". Does this means that each organisation must be from a different country?
No, there could be two organisations from the same country as long as there is one more Partner from a different country on the other shore of the Mediterranean according to the 1+1 Partnership formula. For more information about it, please refer to answers 2.12 and 2.13 of these FAQs.
13. In section 8 of the Guidelines (Further information), you mention online information sessions regarding this Call. Can we have them? Are they available?
The presentation “Information for applicants – April 2020” is available online on the ALF website: https://www.annalindhfoundation.org/sites/default/files/documents/page/alf_grants_cfp_2020_en.pdf.
14. Do Annex F (Financial Identification Form) and Annex M (Legal Entity File) must be filled in by the Leader and the Partner(s)?
Please refer to answer 1.7 of these FAQs.
15. Can I be a Partner in more than one project?
Yes, even if you can only submit one project proposal as a Leader, you can be a Partner in more than one project.
1. PROPOSAL SUBMISSION
1.1Where shall I submit my project proposal?
Applications can ONLY be sent electronically using the online system (NO e-mails). Applications sent to any of the ALF staff members email addresses will be automatically excluded from the call.
1.2 How can I submit my proposal?
Information related to project proposal applications is available on our website https://www.annalindhfoundation.org/grants. All relevant documents are available on https://annalindhfoundation.org/grants/guidelines. Please read carefully the Guidelines for applicants, in particular section 5 (Procedures for the submission of the proposals).
1.3 What happens if my proposal does not reach the ALF before the deadline?
Any application received after the deadline will be automatically rejected.
The NEW deadline for the ALF to receive applications is the 28th of May 2020 at 16.00 hrs Egypt time (GMT+2). You can use this time zone converter to calculate the corresponding time in your country: https://www.thetimezoneconverter.com/.
1.4 Can we submit our proposals in Arabic?
No. The proposals should be submitted in English or French only. Please refer to section 5.1 of the Guidelines (Application: General Instructions).
1.5 Can a single entity submit more than one project proposal? Is it possible to hand in more than one application? We have two projects; in one we are the Leader and in the other one we are a Partner.
An applicant CANNOT submit more than one proposal as Project Leader in the framework of this call. However, an applicant can be Leader in one project and Partner in another.
1.6 I have already submitted my application, but I have realised the deadline for submission has been extended and I would like to modify it. How can I proceed?
You should inform the ALF, as the Contracting Authority, about your willingness to withdraw the application you have already submitted. You will be able to do so through the online platform while working on your new application.
1.7 Do Financial identification form and Legal Entity form need to be filled in just by the lead applicant, or by all partners?
The Financial Identification Form only needs to be signed by the Leader, but the Legal Entity File and the Partnership Agreement need to be filled in by the Leader and all the Partners.
2. ELIGIBILITY AND EVALUATION
2.1 Will expenses related to the preparation of the project proposal be eligible?
No, any costs related to the preparation of the project proposal are considered ineligible by the ALF and may not be included in the project budget. Please refer to section 4.9 of the Guidelines (Eligible/Non eligible costs).
2.2 In order to present our proposal, do we need to be a member of one of the National Networks of the Anna Lindh Euro Mediterranean Foundation for the Dialogue between Cultures?
Yes. This new Call for Proposals includes two different lots: one for ALF members and one for Heads of ALF National Networks.
In order to apply as a Project Leader under Lot 1, you need to be a member of one of the 42 ALF National Networks by the 1st of February 2020. In order to apply as a Project Leader under Lot 2, you need to be the Head of one of the 42 ALF Networks by the deadline of submission of the Call. Please refer to sections 4.1 (Eligibility of the Project Leader (applicant): Who May Apply under Lot 1?) and 4.2 (Eligibility of the Project Leader (applicant): Who May Apply under Lot 2?) of the Guidelines for more information.
If your organisation is not a member of the ALF Network, you can still participate as a Partner. Please refer to section 4.3 of the Guidelines (Eligibility of the Project Partner(s).
2.3 Do you offer funding for young researchers to get their PhD? I would like to know if the Call for Proposals is open to individual artists’ proposals.
No, individual applications or applications related to individual persons’ study, training, courses, scholarships, etc. are non-eligible. Please refer to sections 4.4 Eligibility of the Contents and Type of Activity(ies), 4.6 (Eligibility of the Location(s) for the Project and Origin of Participants), and 4.9.5 (Ineligible Costs) of the Guidelines.
The ALF only funds projects implemented by legal persons as per sections 4.1 (Eligibility of the Project Leader (applicant): Who May Apply under Lot 1?) and 4.2 (Eligibility of the Project Leader (applicant): Who May Apply under Lot 2?) of the Guidelines.
2.4 Can the ALF give a preliminary opinion on the eligibility of a project on the basis of a short presentation?
In order to ensure a fair treatment of all applicants, the ALF will not give any opinion either on the eligibility of a proposal, an applicant, a partner or the type of activity. Applicants are requested to read carefully the objectives of the call and the eligibility for the proposed project.
If you have any question which has not been answered in this page, please complete the contact form available online on the link https://www.annalindhfoundation.org/grants/support no later than 21 days before the deadline for submission of the applications. The question(s) must clearly indicate the reference of the Call for Proposals (ALF/CFP/2020/ICD). The responses will be regularly updated online until 11 days before the deadline for submission of proposals. In the interest of equal treatment of all applicants, no answers will be sent directly to the applicant who raised the question(s). Instead, answers to the questions will be posted regularly on the FAQ web page. No further clarifications will be given after this date.
2.5 Who can apply? From which countries?
Depending on the lot under which it is applying, the applicant (Leader) must be a either an accepted member of one of the 42 ALF National Networks by the 1st of February 2020 or the authorised Head of one of the 42 ALF National Networks by the deadline for submission of proposals under this Call. Furthermore, it needs to be a legal person under the national law of one of the 42 EuroMed Partnership countries:
Albania, Algeria, Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Israel, Italy, Jordan, Latvia, Lebanon, Lithuania, Luxembourg, Malta, Mauritania, Monaco, Montenegro, Morocco, Netherlands, Palestine, Poland, Portugal, Romania, Slovak Republic, Slovenia, Spain, Sweden, Tunisia, Turkey, United Kingdom.
Partners must be a legal person registered as an NGO, an association, an institution, etc. under the national law of one of these countries, but they do not have to be member of the ALF Network.
2.6 What is a Project Leader?
The Project Leader (applicant) acts as the lead organisation and is the one who is responsible for the preparation of the project, the submission of the proposal, the signature of the Contract, the operational and financial management of the Grant and the final reporting. Please refer to section 4 of the Guidelines (Eligibility Criteria for the Present Call for Proposals).
2.7 We are not registered as an NGO yet. If we apply to be part of a National Network this week, would be eligible to submit a proposal for this specific Call?
In order to be eligible to apply as a Project Leader, the NGO must be an accepted member of one of the 42 ALF National Networks by the 1st of February 2020 or an authorised Head of Network by the deadline for submission of applications.
Partners must be registered as an NGO, an association, an institution, etc. under the national law of one of the 42 EuroMed Partnership countries, but they do not have to be members of the ALF Network.
For more information, please refer to section 4 of the Guidelines (Eligibility Criteria for the Present Call for Proposals).
2.8 We are French foundation which carries out projects in ten African countries. I guess this call for proposals is only for Projects in the Mediterranean area, but please, confirm us if we could participate.
Projects must ONLY take place in one or more of the 42 EuroMed Partnership countries (Albania, Algeria, Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Israel, Italy, Jordan, Latvia, Lebanon, Lithuania, Luxembourg, Malta, Mauritania, Monaco, Montenegro, Morocco, Netherlands, Palestine, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Tunisia, Turkey, United Kingdom). For more information, please refer to section 4.6 of the Guidelines (Eligibility of the Location(s) for the Project and Origin of Participants).
2.9 We are a Head of Network with branches in different countries on both shores of the Mediterranean, but our branches are not members of the ALF. Can we apply for the grants as Project Leader taking into consideration our southern branches as Partners in the 1+1 formula?
Yes, you can apply as the Project Leader having your branches as Partners, since the partners do not have to be members of the ALF. For more information, please refer to section 4.3 (Eligibility of the Project Partner(s)) and 4.6 (Eligibility of the Location(s) for the Project and Origin of Participants) of the Guidelines.
2.10 What about short-term projects (3 months) that require less funding than the minimum that is stipulated in the Call? Is there any opportunity for this kind of projects?
No, the project implementation must last a minimum of 8 consecutive months and maximum of 11 consecutive months including the preparation and implementation of all project activities indicated in the Work Plan and the Application. The requested Grant should be within a minimum of EUR 35,000 and maximum of EUR 50,000.
2.11 We would like to invite participants from countries other than the EuroMed countries. Is this possible? And do these countries have to be members of the ALF Network?
Projects should involve persons with official residence in one of the EuroMed Partnership countries (Albania, Algeria, Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Israel, Italy, Jordan, Latvia, Lebanon, Lithuania, Luxembourg, Malta, Mauritania, Monaco, Montenegro, Morocco, Netherlands, Palestine, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Tunisia, Turkey, United Kingdom). For more information, please refer to section 4.6 of the Guidelines (Eligibility of the Location(s) for the Project and Origin of Participants).
Any exception for participation of nationals of a EuroMed member state who reside outside the geographical zone will have to be approved by the Anna Lindh Foundation before any cost is engaged. The ALF grant cannot cover expenses for persons who are non-nationals AND non-residents of a member state.
2.12 In the 1 +1 formula of participation, do both partners have to be members to the ALF Network?
The applicant who is submitting the project proposal shall be considered the Project Leader and therefore must be an accepted member of the ALF Network by the 1st of February 2020, or an authorised Head of one of the 42 ALF National Networks by the deadline for submission of proposals under this Call. The Leader must have at least 1 Partner from the other shore of the Mediterranean in order to fulfil the 1+1 formula (North + South). It is not mandatory for the partner(s) to be member(s) of one of the ALF National Networks.
The consortium of at least three organisations from three different member countries of the 42 countries which signed the EuroMed Partnership is strongly recommended as it will be reflected in the evaluation scores. For more information, please refer to section 4.7 of the Guidelines (Partnerships).
2.13 What is the 1+1 formula?
Please refer to section 4.7 of the Guidelines for this Call (Partnerships).
The involvement of more partners does not affect the formula. In fact, the consortium of at least three organisations from three different member countries of the 42 countries which signed the EuroMed Partnership is strongly recommended as it will be reflected in the evaluation scores.
The ALF supports ONLY multilateral projects built upon a 1+1 partnership formula (North + South) according to the following:
- at least one organisation from one of the following European countries:
Albania, Austria, Belgium, Bosnia-Herzegovina, Bulgaria, Cyprus, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Monaco, Montenegro, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom; AND
- at least one organisation from one of the following Mediterranean partner countries: Algeria, Egypt, Israel, Jordan, Lebanon, Mauritania, Morocco, Palestine, Tunisia, Turkey.
2.14 Does the partnership between two organizations already have to exist before they work together on this project or can the partnership begin with the project?
As established in section 4.7 (Partnerships) of the Guidelines, priority will be given to projects developed and implemented in real established several Partnerships, where the Partners already know each other and where all of them will contribute to the project. Please note that partner organisations should at least know each other before applying for a Grant under this Call for Proposals.
3. APPLICATION FORM AND BUDGET
3.1 Do I have to fill in the budget in Euros?
Yes. If the budget is not in Euros, your proposal will be disqualified.
3.2 How detailed must the budget be?
The budget should be presented according to the template (Annex C to the Guidelines) and must be as detailed as possible. You are not allowed to write lump sums amounts (please refer to section 4.9 of the Guidelines, Eligible/Non Eligible Costs). All items must be broken down into their basic elements.
Please refer to the Instructions on how to fill in the budget in the first sheet of the budget template.
3.3 What can we include under indirect and administrative costs?
Administrative costs include general costs, which are not included in the budget for specific costs and do not correspond to the Project budget items, such as office rental costs, electricity, telecommunication costs, consumables, photocopies, bank transfers and financial charges, etc. Administrative costs cannot exceed a maximum amount of 7% of the direct costs of the project. Please refer to section 4.9.2 of the Guidelines (Eligible Indirect Costs).
3.4 How do we have to prove the co-financing?
The evidence of co-financing is a must and will be requested by the ALF if the Project is awarded a grant.
However, the applicant must declare in the proposed budget whether the co-financing is requested or confirmed at the time of submitting the proposal. The applicant declares that it will cover the contribution from other sources in case these contributions are not available at the start of the Project.
Co-financing is necessary for the viability of the Project. It is in the interest of the applicant and its Partners to have co-financing secured.
If the co-financing is not secured, the applicant and its Partners will have to find other sources of funds in case the Project is awarded.
3.5 What are units, numbers of units and unit cost? Do I have to use this format?
Yes, this format must be used. As for units, here are some examples:
If staff members are not working full time on the project/activity, the percentage of time worked per month must be indicated in brackets and multiplied by the number of months. The percentage of time worked multiplied by the number of months should be entered in Column C/Number of Units. The monthly gross salary for full time work should be entered in Column D/Unit Cost.
Example: Project Coordinator working 8 months, 40% per month, with a monthly gross salary for full time work of 2,000 EUR: The brackets should read: (8 months, 40 %) Column C/Number of Units should read: 8*40%=3.2 months, Column D/Unit Cost should read: 2,000 EUR, and Column E/Total Cost should read: 3.2*2,000 = 6,400 EUR.
3.6 What is the Per Diem?
Per diem costs (subsistence costs) consist of coverage of costs as accommodation, meals transportation to and from airports and sundry expenses. Per-diem costs for participation requiring an overnight stay away from the base of operations should not exceed those normally borne by the Leader or its Partners. Per diem costs must be duly justified by hotel accommodation invoices and should not exceed the scales approved by the European Commission published on the following link:
https://ec.europa.eu/international-partnerships/system/files/per_diem_rates_20191218.pdf
3.7 Can costs for participation in other organised seminars or events be included in the budget?
The costs included in the budget must be solely related to the activities listed in the Work Plan and Application. If the participation in other activities is justified in the Application and Work Plan, the related costs can be included in the Budget.
3.8 Can visibility costs, etc. be included in the budget?
Yes, visibility costs must be included under the Communication/Visibility Costs section in the budget template (Annex C). Please refer to the section 4.8 of the Guidelines (Communication and Visibility).
3.9 Can the Project include costs for services which are provided outside of the 42 countries of the Euro-Mediterranean Partnership?
Eligible costs must occur in one of the 42 eligible countries. Please refer to section 4.9 of the Guidelines (Eligible/Non Eligible Costs).
3.10 What is the difference between “methods” and “activities”?
Methods refer to the techniques used to achieve the goals and objectives of the Project in order to ensure effective and efficient implementation of the activities and to reach the expected results.
3.11 What do you mean by ‘target group’ and ‘beneficiaries’?
Beneficiaries are those who benefit in whatever way from the implementation of the project. Distinction might be made between:
The target groups are the groups/entities who will be directly positively affected by the project at the project purpose level.
The final beneficiaries are those who will benefit from the project in the long term at the level of the society and/or the civil sector at large.
3.12 Regarding the minimum and maximum amounts (35,000 – 50,000 Euros) stated in section 3. 1 (Size of Grants) of the Guidelines for this Call, do those amounts correspond to the ALF contribution, or do they refer to the total cost of the project?
These amounts refer to the ALF financial contribution to the final global budget of the Project, provided that the amount requested does not exceed 90% and is not less than 25% of the total eligible costs of the Project (please refer to section 3.1 of the Guidelines, Size of Grants).
The ALF reserves the right to correct the budget for the awarded proposals. Please find below examples of reasons to correct the budget:
1- If miscalculations are found in the proposed budget.
2- If some clarifications are required or more itemization and details of the costs are needed.
3- If the cost of some items is considered overestimated or underestimated.
4- If the budget seems to omit a major cost necessary for the implementation of the project.
The final financial contribution of the ALF to the global project budget will be calculated based on the percentage of contribution agreed in the contract between the ALF and the applicant.
3.13 Shall we submit a budget (Annex C) for each Partner or just one whole budget, or both?
Only one global budget is required for each proposal submitted, including the total estimated cost of the project and including all sources of funds by the Leader, the ALF and the Partner(s), or any other source of financing (please refer to the section Expected Sources of Funding included in the first sheet of the budget template).
3.14 How has the consortium of Partners to be constituted and how are the funds distributed to each Partner?
It is in the interest of the Leader and its Partner(s) that projects are developed and implemented in real established partnerships, where the Partners already know each other and where all of them contribute to the project by sharing tasks and responsibilities regarding the planning and implementation of the project.
Previous projects granted by the ALF showed that, in several cases, unclear and non-solid partnerships created most of the challenges and difficulties faced while managing and implementing the project itself, therefore it is suggested that applicant has built an active and concrete partnership when submitting the project proposal.
The Leader of the project shall submit to the ALF the signed and stamped Partnership Agreement signed by itself and its partner(s) in line with Annex D to the Guidelines. The Leader shall include provisions as appropriate in its Partnership Agreement.
The Leader alone shall be accountable to the ALF for the implementation of the project and the management of the grant. The ALF shall transfer the funds to the Leader of the project.
Project Partners participate in designing and implementing the project, and the costs they incur are eligible in the same way as those incurred by the applicant.
3.15 If the applicant organisation is a brand new organisation, without any previous revenue, should they refrain from applying? Will it be a disadvantage for them that they have to leave that part of the application blank?
Brand new organisations are ineligible to apply. The applicant organisations must have been established by 2018 and have one to two-year experience managing international activities.
3.16 We will do video production and we will call for quotations from different sub-contractors, for example, regarding the subtitling of short films or video production, editing, etc. Which budget line do you think would be most appropriate to report these?
You can include all cost elements related to this production under the section Communication/Visibility Costs of the budget template (Annex C).
3.17 Should we count maximum amounts for per diems or provide an estimated value that isn't higher than that dictated by the EU Commission for each state?
Yes, you can provide an estimated value as long as it doesn’t exceed the scales approved by the European Commission published on the following link: https://ec.europa.eu/international-partnerships/system/files/per_diem_rates_20191218.pdf
But remember that per diem costs must be duly justified by hotel accommodation invoices later on. Please refer to Question 3.6 of these FAQ for more information.
3.18 Is the preparation of a publication a project itself or is it part of the visibility?
All publications resulting from the project make part of the visibility costs. The preparation of publications might appear under the activities if it responds to the criteria of the type of activities, and it will be evaluated like the other proposals. For more information, please refer to sections 4.4 (Eligibility of the contents and type of activity(ies)) or 4.8 (Communication and Visibility) of the Guidelines.
3.19 Are costs for the rental of a premise not only for the time of the exchange but the whole project duration eligible?
Rental costs for the whole project duration will be eligible provided that the premises will be used for the implementation of the project throughout all the project duration.
Rental costs are subject to the eligibility criteria explained under section 4.9 of the Guidelines (Eligible/Non Eligible Costs).
3.20 I have downloaded the application form but the PDF format does not allow me to fill in the document. Could you provide the application in an editable format?
The application form is provided in PDF format ONLY for information and overall view. No editable version will be used. In order to apply, please go to the grants tab in ALF website and register then go to fill the online application, here is the link: (https://grants.annalindhfoundation.org/node/add/2019_call_application).
3.21 Is it possible that the request for funding is financed only in part with respect to the percentage indicated in the project budget? (e.g. The project leader asks 80% - The ALF funds only 70%.)
If it happened, could the partnership remodel the costs of the budget on the basis of the financing actually obtained, or should they finance the part not financed by the ALF anyway? (In the example provided, the 10% requested but not financed.)
If your project is selected, the ALF will fund the percentage you indicated in your budget as long as it falls between 25 % and 90 % of the of the total eligible cost of the project as per section 3.1 of the Guidelines (Size of Grants), and provided that all the costs listed in the budget are eligible as per sections 4.4 (Eligibility of the Contents and Type of Activity(ies)) and 4.9 (Eligible / Non Eligible Costs) of the Guidelines.
Please also note that the financial contribution of the Project Leader is compulsory, as per section 3.1 of the General Conditions (Size of Grants).
3.22 Is the phrase "leader organisation/institution" at the bottom of page 3 of Annex D (Partnership and sworn statements) referred to the applicant (the leader) or the partner(s)?
Please note that the phrase “leader organisation/institution” at the bottom of page 3 of Annex D (Partnership and sworn statements) is referred to the partners since it makes part of paragraph number 2 (Partnership Statements), referred to all partners.
3.23 I wanted to know if Annex M (Legal Identity form) should be completed and uploaded also by project partners or only by the leader?
Please refer to answer 1.7 of these FAQ.
3.24 Is it possible to indicate the human resources (point 1.13 of the application form: Human Resource capacity) that collaborate (e.g. freelancers) with the organization if there are no employees or it is necessary to indicate only those who are in an employment relationship (full/part time)?
Please note that you can only include employees or volunteers already working for your organisation under section 1.13 of the online application (Human Resources Capacity).
If you hire more staff for the purpose of the project, you can include these under the Human Resources section of the budget (Annex C). If there are freelancers, experts or facilitators that will not work for the whole duration of the project but just for one part, you can include their costs under the heading of the specific activity(ies) that they work for.
4. GENERAL QUESTIONS
4.1 How can we have some more information on the Foundation?
Please consult our website www.annalindhfoundation.org to find information on our mission and objectives, background, programmes, events, publications and many other relevant details.
4.2 How do I prepare a proposal? Where can I find more information on how to apply to a Call for Proposals?
Please download the Guidelines uploaded on our website https://www.annalindhfoundation.org/grants/guidelines and read them carefully as they are the basis for preparing a proposal. Applications must be submitted by filling the online application form and uploading the completed Logical Framework, Budget, Work Plan, Partnership Agreement, Financial Identification Form and Legal Entity File, all of which you can download from the same link where you will find these Guidelines (https://www.annalindhfoundation.org/grants/guidelines). Applicants should follow the format of the provided templates and fill in the pages following the order of the numbered sections. Applicants must apply in English or French only.
The application form should be completed carefully and as clearly as possible so that it can be assessed properly. Please be precise and provide enough details to ensure the application is clear, particularly as to how the aims and expected results of the projects will be achieved and the way in which it is relevant to the Call for Proposal’s objectives and the ALF’s strategic plan.
4.3 Can an applicant inquire about, or ask for advice on the pertinence of its proposal?
No advice or reply of any kind can be given to issues related to the content of a proposal. It would be against the principle of equal treatment that applies to this Call.
Queries with reference to the Call for Proposals should be addressed to the ALF by completing the contact form available at https://www.annalindhfoundation.org/grants/support no later than 21 days before the deadline for submission of the applications. The latter is the only tool to be used to address queries. Queries will be inserted in the FAQ.
Please refer to Question 2.4 of these FAQ for more information on this matter.
4.4 How will the applicants be informed about the outcomes of this Call for Proposals?
Applicants (Leaders) will be informed in writing about the ALF's decision concerning their application. A list of the awarded projects will be posted on the ALF website.
4.5 Is it necessary for the entire amount to be audited at the end?
Yes, the global budget of the project is subject to audit/expenditure verification and not only the part covered by ALF contribution.
4.6 How can I find Partners for my project?
You may contact the Head of the National Network in your country.
You may also check the Search for Partners tool available on the page of each of our National Networks. Please go to https://www.annalindhfoundation.org/networks and choose your country. You will find the Search menu on the right of the page.
Based on the experience of previous proposals awarded by the ALF, it is highly recommended to establish solid partnership with a clear division of tasks and responsibilities among the project Partners in term of design, preparation, implementation and evaluation in order to avoid changing partners once the contract has been signed or to avoid termination of the project.
4.7 We applied to become members of the Anna Lindh National Network, but when I checked the website I still couldn’t see the name of my organisation. How can I be sure and see the name of my organisation?
As the Anna Lindh Networks are independent and autonomous, the decision about admission of your membership application will be taken by the concerned Heads of Network to whom your membership application was sent.
For more information about the status of your membership request (approved or declined), please contact the Head of Network in your country.
4.8 Can we apply for a project to do research and real events on a wider Euro-Med level?
Yes.
It is up to the applicant to choose the approach, the methodology as well as all the elements for a project proposal.
4.9 Where are the Special Conditions listed?
The term “Special Conditions” refer to the Standard Grant Contract which you can find on the same page where you will find the Guidelines: https://www.annalindhfoundation.org/grants/guidelines.
4.10 Regarding the evaluation at the end of the project, is it possible to do it virtually or should the Partners really meet?
It is possible to do it virtually.
The evaluation of a project, as well as monitoring component, is as important as all the other steps of the project for both the Leader and Partner(s) and for the funding entities. It should be carefully considered from the beginning.
4.11 What does it mean to have a sponsor for a certain activity or expense? Is it better or not?
It is positive if a sponsor contributes to the budget. Please indicate if the contribution is in cash or in-kind. If it is an in-kind contribution, then it should be limited to a maximum of 5% of the total direct eligible cost of the project and shall be clearly listed in the project budget as well as in the final financial report on the project.
At the end of the project, the eligibility of the contribution in-kind is subject to external audit/expenditure verification during the final reporting of the project and shall be based on the conditions listed in article 4.9.3 of the Guidelines for the Call (Contributions In-Kind by the Leader or the Partners).
4.12 Should all the partners involved in the project sign and stamp the Partnership Agreement?
Yes, the Partnership Agreement is for Partners who are specifically involved and make part of the project by, for example, having a role in the team or having clear tasks assigned in the implementation of the project, based on the 1+1 formula (for more information about this, please refer to question 2.13).
4.13 What is the age range meant for “youth”?
By “youth” we mean people between 15 and 24 years old.
4.14 Can children under 14 be the main target group of a project?
Yes. The project can involve young people under 18 years old provided that the role of the adults and the way they will work with the children are clearly defined. In any case, the proposal should clearly explain why this specific target group has been chosen.
4.15 We are an NGO implementing a 3-year EU-funded project. Can we apply for one of your grants as a co-financing?
No, it would not be eligible. Kindly note that the ALF grants are conceived to fund full projects which take place within a limited timeframe, and that the costs incurred before the starting date stipulated in the Grant contract are considered ineligible, including any preparation costs. For more information, please refer to sections and 4.5 (Eligibility of the Duration of the Implementation of the Project) and 4.9 (Eligible / Non Eligible Costs) of the Guidelines.
Please also note that a beneficiary may not receive more than one grant financed by the EU per project or per financial year, in accordance with the non-cumulative award principle established by the EU. This could be considered double-funding.
4.16 Is it possible to indicate in the Logical Framework and in the Application form Main Activity and Sub Activity or do all the activities (also preparatory ones) have to be indicated with a progressive number?
Please note that only activities that generate costs need to be included in the budget and the work plan. We strongly recommend that you read carefully the Instructions tab included in the budget template (Annex C) before filling it in. You can find these templates in the Guidelines section of the ALF Grants website (https://www.annalindhfoundation.org/grants/guidelines).
Kindly note that all items must be broken down into their basic elements and that anything that is not included in the budget will not be covered by the ALF Grant. Please note that any costs incurred in the managing and evaluation of your project should be reported under the Human Resources section of the budget.
Please note that in the logical framework you are only requested to add the main activities through which you will achieve the specific objectives/outcomes of your project. You can be more specific about the activities in the application and the work plan.
Kindly note that all these documents should be filled in by the same person in order for them to be consistent.
4.17 Is it possible to recall only the main activity in the budget and not the sub activity?
Please refer to answer number 6 of these FAQ.
4.18 Is it possible to define Management and evaluation as Activity 0 and not to report it into the budget?
Please refer to answer number 6 of these FAQ.
4.19 Is it permissible to apply for funds from another donors?
And does it impact the chances for success?
Yes, it is permissible to apply for a grant from another donor for the same project as long as there is no double-financing and provided that the same project is not already funded by the EU, according to the EU non-cumulative award principle. Kindly note that it will not affect your chances for success as long as we are the main donor, since we are willing to cover up to 90 % of the total eligible cot of the project.
If you apply for a grant from another donor other than the EU, you will have to include it in the budget under “Contributions from other sources, including partners” and indicate if this contribution has been confirmed or if it has just been requested for the time being.
Please remember that, in order for your project to be eligible in the framework of this ALF Call for Proposals, the percentage requested to the ALF must fall between 25 % and 90 % of the of the total eligible cost of the project and that the financial contribution of the applicant (Leader) is compulsory, as per section 3.1 of the Guidelines (Size of Grants).
4.21 We are a Latvian non-for-profit organisation with five years’ experience working in different fields, including climate change, migration and mental health. Are we eligible to join the network and to apply for funding?
Please note that, in order to apply as a Project Leader under Lot 1, you need to be a member of one of the 42 ALF National Networks by the 1st of February 2020. For more information, please refer to answer 2.2 of these FAQ.
If you are interested in joining one of our networks and apply for a grant during our next call for proposals, please visit the “Join our Networks” page to know more about the membership process: https://www.annalindhfoundation.org/join-our-networks.
4.22 We are a member of the UK National Network. Our entity was established in 2008, however we have not got any formal ID number or registration of it. Do we need this registration to apply for an ALF grant?
Yes, please note that the ALF would need your registration document and your Legal Entity File in order to proceed with your application either under Lot 1 or under Lot 2, and even to participate as a Partner you need to be a legal person registered in one of the 42 EuroMed countries. Please refer to section 4.1 of the Guidelines (Eligibility of the Project Leader (applicant): Who May Apply under Lot 1?).
4.23 If a local stakeholder (local authority or enterprise) is involved in the project without any budget, do we have to include it in the partnership or do we only have to mention it in the application form? Is it possible for example to attach a letter of support?
Kindly note that an entity's involvement in the project should be clearly defined from the onset. If the given entity participates in the designing and implementation of the project, they should be included in the partnership declaration and in the application even if they do not contribute financially (as per answer 3.14 of these FAQ). But please note that the financial contribution of the partners(s) is strongly encouraged, even if not compulsory, as per section 3.1 of the Guidelines (Size of Grants).