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Frequently Asked Questions about the Preparatory Projects Call
[05/04/2013]

The deadline for the Preparatory Projects Call is next week, 12th of April. Many applicants are contacting the Programme Secretariat with practical questions. Here we try to answer the most common questions.

 

Questions

  1. Does the hard copy need to be at the NPP Secretariatiat on the deadline, 12th April?

  2. When do I need to send the electronic copy?

  3. I am still waiting for signed forms from my partners. What should I do?

  4. Should travel costs and subsistence for the ‘Main project development clinic’ and ‘The How to apply seminar’ be included as costs in the preparatory project application? Where will the events take place?

  5. How does the 10% source for Non Member State partners work? Are Canadian and/or Russian partners budgets limited to maximum 10% of the total project budget resources?

  6. Can partners from EU Member States, but outside the programme area participate in Preparatory projects?

  7. When can I expect to hear something from the NPP?

  8. Other useful tips from the Programme Secretariat

 

1. Q: Does the hard copy need to be at the NPP Secretariat on the deadline, 12th of April?

A: No, the hard copy needs to have a post stamp no later than 12th of April. Normally, this means that it arrives 2-3 working days after the deadline. Please make sure that your envelope is stamped!

2. Q: When do I need to send the electronic copy?

A: The electronic copy should be received at the latest on 12th of April to applications@northernperiphery.eu. Please make sure that:

  • The electronic application form and partners forms are identical to the hard copy
  • The forms are in Word. Please do not scan signatures into the electronic forms because they will become too big!

3. Q: I am still waiting for signed forms from my partners. What should I do?

A: It is allowed to replace original signed documents with signed copies, scans or faxes in the hard copy, as proof that the original blue ink signed documents exist. You can send the originals later in agreement with your desk officer at the Programme Secretariat.

4. Q: Should travelling costs and subsistence for the Main project development clinic and The How to apply seminar be included as costs in the preparatory project application?

A: Traveling costs and staff costs to attend these seminars are eligible and should be budgeted in the preparatory project. We expect the LP (maximum 2 people) to participate to these events, which will take place in the programme area. The locations have not been defined yet, but it is likely that one event will take place in Copenhagen.

5. Q: How does the 10% source for Non Member State partners work? Are Canadian and/or Russian partners budgets limited to maximum 10% of the total project budget resources?

Organizations that are located in the adjacent regions of Canada and Russia can participate as partners in a preparatory project. As such, they are entitled to receive ERDF grants under the terms of the so called 'geographical flexibility rule' (Programme Manual part I, page 7).

The 10% funding source works in a similar way as the regular ERDF source funding, and there are no fixed thresholds for partner budgets. The only exception is that the costs are first checked against national rules in Russia/Canada, and then checked against European and programme rules by the First Level Controller (FLC) of the Lead Partner, before submitting the claim to the Programme for reimbursement (see Programme Manual part I, page 28). It is up to the partnership to decide on who in the partnership shall pay for the extra control regarding the 10% NMS partner expenditure. 

Be aware that, as for the EU partners, Canadian and Russian partners will have to ensure public match funding in order to release ERDF reimbursement.

6. Q: Can partners from EU Member States, but outside the programme area participate in Preparatory projects?

European project partners from outside the area can be part of an application, provided that there is a good justification. In general, the project idea should have a clear relevance for the NPP, the majority of the partners should be from the programme area and involvement of outside partners should benefit the programme area. The Monitoring Committee will assess this on a case-by-case basis.

The minimum requirements for participating in the Preparatory call are that 2 partners from 2 programme partner countries apply for preparatory project funding. The programme expects the Lead Partner to come from the programme area.

For assistance with partner search, we have a network of Regional Contact Points in each of the 9 NPP partner countries. Contact details can be found on the website.

7. Q: When can I expect to hear something from the NPP?

A: All applicants will receive a notice that their application has been received in good order. Next, all applications will be assessed on their admissibility. If an application does not pass the admissibility check, the Lead Partner will be contacted directly.

Once an application is admissible, it will enter the technical and eligibility assessment procedure involving both the Programme Secretariat and Regional Advisory Groups in all 9 programme partner countries. It is likely that you will not hear much from the programme during this period. All eligible applications together with a decision proposal will be presented to the Programme Monitoring Committee on 18th June 2013.

As soon as possible after the meeting, the Programme Secretariat will informally let the Lead Partner know if the project has been approved or not. Project decisions are not official until the minutes from the meeting are approved by the Chair. In case of conditional approval, projects will be informed of the PMC conditions and how to respond to these conditions within the given time period (normally one month). A formal decision will be issued by the Managing Authority.

8. Other useful tips from the Programme Secretariat

  • Make sure you use the most recent version of the application pack. The application form is updated before each call. 
  • Remember that we can only base our assessment on the written word. So please include all information relevant for approval in the application form. Also, please keep the reader(s) in mind and use plain English that is understandable for non-experts. 
  • Double check that all supporting documents are in place. Only complete applications submitted by the deadline and containing all signed documents will be accepted by the Northern Periphery Secretariat. 

Please feel free to contact  contact the Programme Secretariat and the Regional Contact Points for further advice and assistance on preparing a project proposal.

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