ACP-EU Co-operation Programme in Higher Education (EDULINK II)
ACP-EU Co-operation Programme in Higher Education (EDULINK II) ACP-EU Co-operation Programme in Higher Education (EDULINK II)
(3) STEP 3: VERIFICATION OF ELIGIBILITY OF THE APPLICANT AND PARTNERSThe eligibility verification, based on the supporting documents requested by the Contracting Authority (seeSection 2.4) will only be performed for the applications that have been provisionally selected according totheir score and within the available financial envelope.The Declaration by the applicant (Section 7 of Part B the grant application form) will be crosscheckedwith the supporting documents provided by the applicant. Any missing supportingdocument or any incoherence between the Declaration by the applicant and the supportingdocuments may lead to the rejection of the application on that sole basis.The eligibility of the applicant, the partners, and the action will be verified according to the criteriaset out in Sections 2.1.1, 2.1.2 and 2.1.3.Following the above analysis and if necessary, any rejected application will be replaced by the next bestplaced application in the reserve list that falls within the available financial envelope, which will then beexamined for the eligibility of its applicant and the partners.2.4 SUBMISSION OF SUPPORTING DOCUMENTS FOR PROVISIONALLY SELECTED APPLICATIONSApplicants who have been provisionally selected or listed under the reserve list will be informed in writingby the Contracting Authority. They will be requested to supply the following documents in order to allow theContracting Authority to verify the eligibility of the applicants and their partners:1. The statutes or articles of association of the applicant organisation 9 and of each partner organisation.Where the Contracting Authority has recognized the applicant’s eligibility for another call for proposalsunder the same budget line within 2 years before the deadline for receipt of applications, the applicantmay submit, instead of its statutes, copy of the document proving the eligibility of the applicant in aformer Call (e.g.: copy of the special conditions of a grant contract received during the reference period),unless a change in its legal status has occurred in the meantime.2. Where the grant requested exceeds EUR 500 000, an external audit report produced by an approvedauditor, certifying the applicant's accounts for the last financial year available.This obligation does not apply to public bodies.3. Copy of the applicant’s latest accounts (the profit and loss account and the balance sheet for the previousfinancial year for which the accounts have been closed) 10 .4. Legal entity sheet (see annex D of these Guidelines) duly completed and signed by the applicant,accompanied by the justifying documents which are requested therein. If the applicant has already signeda contract with the Contracting Authority, instead of the legal entity sheet and its supporting documentsthe legal entity number may be provided, unless a change in its legal status occurred in the meantime.5. A financial identification form conforming to the model attached at Annex E of these Guidelines,certified by the bank to which the payments will be made. This bank must be located in the country wherethe applicant is registered. If the applicant has already signed a contract with the European Commission orwhere the European Commission has been in charge of the payments of a contract, a copy of the previousfinancial identification form may be provided instead, unless a change in its bank account occurred in themeantime.This bank account must yield interest or equivalent benefits. If the costs for opening and/or maintainingsuch an account equals or exceeds the expected interest, applicants may be exempted from this obligationby submitting a declaration of honour to this fact.9 Where the applicant and/or (a) partner(s) is a public body created by a law, a copy of the said law must be provided10 This obligation does not apply to natural persons who have received a scholarship, nor to public bodies nor to international organisations. It doesnot apply either when the accounts are in practice the same documents as the external audit report already provided pursuant to Section 2.4.2.January 2012 Page 20 of 23
6. The name, complete address and contact details of the audit firm that will carry out the verificationreferred to in Art. 15.6 of the General Conditions. Please note that the selected audit firm must be amember of an internationally recognised supervisory body for statutory auditing.7. A document by the competent national authorities (e.g. Ministry of Education) that certifies that the HEIand its partners are recognised and their diplomas accredited.The requested supporting documents must be supplied in the form of originals, photocopies or scannedversions (i.e. showing legible stamps, signatures and dates) of the said originals.Where such documents are not in one of the official languages of the European Union, a translation intoEnglish or French of the relevant parts of these documents, proving the applicant’s eligibility, must beattached and will prevail for the purpose of analysing the application.Where these documents are in an official language of the European Union other than English or French, it isstrongly recommended, in order to facilitate the evaluation, to provide a translation of the relevant parts ofthe documents, proving the applicant’s eligibility, into English or French.If the abovementioned supporting documents are not provided before the deadline indicated in the request forsupporting documents sent to the applicant by the Contracting Authority, the application may be rejected.Based on the verification of the supporting documents by the Evaluation Committee it will make a finalrecommendation to the Contracting Authority which will decide on the award of grants.2.5 NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION2.5.1 Content of the decisionApplicants will be informed in writing of the Contracting Authority’s decision concerning their applicationand, in case of rejections, the reasons for the negative decision.Applicants believing that they have been harmed by an error or irregularity during the award process mayfile a complaint. See further Section 2.4.15 of the Practical Guide.January 2012 Page 21 of 23
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6. The name, complete address and contact details of the audit firm that will carry out the verificationreferred to <strong>in</strong> Art. 15.6 of the General <strong>Co</strong>nditions. Please note that the selected audit firm must be amember of an <strong>in</strong>ternationally recognised supervisory body for statutory audit<strong>in</strong>g.7. A document by the competent national authorities (e.g. M<strong>in</strong>istry of <strong>Education</strong>) that certifies that the HEIand its partners are recognised and their diplomas accredited.The requested support<strong>in</strong>g documents must be supplied <strong>in</strong> the form of orig<strong>in</strong>als, photocopies or scannedversions (i.e. show<strong>in</strong>g legible stamps, signatures and dates) of the said orig<strong>in</strong>als.Where such documents are not <strong>in</strong> one of the official languages of the European Union, a translation <strong>in</strong>toEnglish or French of the relevant parts of these documents, prov<strong>in</strong>g the applicant’s eligibility, must beattached and will prevail for the purpose of analys<strong>in</strong>g the application.Where these documents are <strong>in</strong> an official language of the European Union other than English or French, it isstrongly recommended, <strong>in</strong> order to facilitate the evaluation, to provide a translation of the relevant parts ofthe documents, prov<strong>in</strong>g the applicant’s eligibility, <strong>in</strong>to English or French.If the abovementioned support<strong>in</strong>g documents are not provided before the deadl<strong>in</strong>e <strong>in</strong>dicated <strong>in</strong> the request forsupport<strong>in</strong>g documents sent to the applicant by the <strong>Co</strong>ntract<strong>in</strong>g Authority, the application may be rejected.Based on the verification of the support<strong>in</strong>g documents by the Evaluation <strong>Co</strong>mmittee it will make a f<strong>in</strong>alrecommendation to the <strong>Co</strong>ntract<strong>in</strong>g Authority which will decide on the award of grants.2.5 NOTIFICATION OF THE CONTRACTING AUTHORITY’S DECISION2.5.1 <strong>Co</strong>ntent of the decisionApplicants will be <strong>in</strong>formed <strong>in</strong> writ<strong>in</strong>g of the <strong>Co</strong>ntract<strong>in</strong>g Authority’s decision concern<strong>in</strong>g their applicationand, <strong>in</strong> case of rejections, the reasons for the negative decision.Applicants believ<strong>in</strong>g that they have been harmed by an error or irregularity dur<strong>in</strong>g the award process mayfile a compla<strong>in</strong>t. See further Section 2.4.15 of the Practical Guide.January 2012 Page 21 of 23
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