D.2.1 Calls for applications
The Programme allocates its funding to projects through calls for applications. The MC defines the timing and specific conditions of the calls. These conditions may include, for example, the amount of funding dedicated to the call or its thematic focus. The MA/JS publishes this information on the Programme portal in an announcement note.
The calls for core projects are organised in either one or two steps. The announcement note for each call defines which approach the applicants need to follow. Within a one-step call applicants should provide a complete application by the given deadline. With a two-step call applicants should submit a concept note which briefly outlines the project. The MA/JS invites applicants to submit a complete application only if the MC approves the concept note.
Table 3 Application stages in one step call for core project
What happens
Who takes the action
Publishing of the announcement note on the Programme portal
MA/JS
Development of the applications
Lead applicant
Submission of the applications to the MA/JS
Lead applicant
Admissibility check
MA/JS and lead applicant
Quality assessment
MA/JS
Approval of applications
MC
Information about the outcomes
(Approval or rejection letter)
MA/JS
Contracting of applications
MA/JS and Lead applicant
Table 4 Application stages in two steps call for core projects
What happens
Publishing of the announcement note on the Programme portal
Who takes the action
MA/JS
Step 1
Development of the concept notes
Lead applicant
Submission of the concept notes to the MA/JS
Lead applicant
Admissibility check
MA/JS and lead applicant
Quality assessment
MA/JS
Approval of concept notes
MC
Information about the outcomes
(Approval or rejection letter)
MA/JS
Step 2
Development of the applications
Lead applicant
Submission of the apploications to the MA/JS
Lead applicant
Admissibility check
MA/JS and lead applicant
Quality assessment
MA/JS
Approval of applications
MC
Information about the outcomes
(Approval or rejection letter)
MA/JS
Contracting of applications
MA/JS and Lead applicant
Applicants have at least two months to prepare their concept note or complete application. The MA/JS provides further guidance in events, tutorials and consultations. In addition, the application form contains guiding questions.
The announcement note contains information on what to submit and when.
D.2.2 Admissibility check
During the admissibility check the MA/JS verifies if the concept notes or applications fulfil the minimum technical requirements. The table below includes the list of applied criteria. As part of the admissibility check, the MC verifies the compliance of the legal status of all project partners with the Programme requirements. These requirements are listed in chapter C.2. The MC members or the MA/JS might contact lead applicants and request additional documents.
The MA/JS will assess the concept note or application according to the quality criteria only if it fulfils the minimum technical requirements.
Table 5 Admissibility check criteria for core projects
Minimum technical requirements
1Â Â Â Concept note/application is submitted via BAMOS+ by the deadline
2Â Â Concept note/application is written in English
3Â Â Concept note/application is complete
4Â Â Â All partner declarations have been submitted to the document center
5Â Â Â Minimum requirements regarding the transnational approach are met
6Â Â Â Legal status of the lead partner is in accordance with the Programme requirement
7Â Â Geographical eligibility of the lead partner is in line with the Programme requirements
8Â Â The application fits with the focus of the call (only relevant for focused calls)
D.2.3 Quality assessment
The MA/JS carries out the quality assessment of the concept note or application according to the criteria presented in tables 6 and 7. To ensure equal treatment of all applicants the MA/JS does not request any additional clarifications during the quality assessment process. The assessment sheets summarise the assessment outcomes. Lead applicants receive the assessment sheet of their projects after the selection of the applications regardless of whether their project is successful or not.
Table 6 Quality assessment criteria for core projects in one step call
I. Relevance of the proposal
Criteria
Thematic focus
Guiding question
Does the challenge tackled by the project match the selected Programme objective and the focus of the call?
Criteria
Target groups
Guiding question
Are the selected target groups relevant to tackle the identified challenge, e.g. regarding geographical coverage and types of sectors involved?
Are the needs of the target groups clearly described?
Criteria
Transnational value
Guiding question
Does the application clearly explain the need for transnational cooperation to address the identified challenge?
Criteria
Project objective
Guiding question
Is the planned project objective in line with the needs of the target groups?
Criteria
Contribution to the policies and strategies
Guiding question
Does the project plan to contribute to the implementation of the Action Plan of the EU Strategy for the Baltic Sea Region (EUSBSR)?
Does the project plan to contribute to achieving specific goals or implementing actions of other strategic documents relevant to the Programme area?
Criteria
Additional value
Guiding question
Is it clearly explained how the project plans to build on the outcomes of other projects?
Does the application demonstrate additional value to implemented and running projects, in particular to the projects of Interreg Baltic Sea Region?
Is cooperation with other projects planned?
II. Partnership
Criteria
Partnership potential
Guiding question
Does the partnership have the necessary competence to implement the planned activities and to achieve the planned objective?
Are the selected target groups involved as partners?
Are the roles of all partners in project implementation clearly explained?
Is the involvement of the partners planned in accordance with the requirements of the Programme?
Are the involvement and responsibilities of the partners in the project planned in a balanced way?
Are the roles of the associated organisations clearly explained?
Do the partners have sufficient human and financial capacity?
III. Work plan
Criteria
Preparing,
piloting and evaluating,
transferring solutions
Guiding question
Do the planned solutions address the identified specific challenge?
Is there a clear approach on how the project plans to develop or adapt solutions?
Does the project plan pilots to validate the usefulness of the solutions?
Does the project evaluate and adjust solutions?
Does the application present a realistic plan on how to communicate and transfer the ready solutions?
Does the project encourage an active and continuous use of the solutions after the project end?
Criteria
Target groups
Guiding question
Is the involvement of the target groups well planned in each work package?
Criteria
Transnational cooperation
Guiding question
Does the project plan to implement activities and outputs in a transnational setting?
Criteria
Output und results indicators
Guiding question
Does the project contribute to the output and result indicators defined by the Programme?
Are the targets set by the project realistic?
IV. Durability
Criteria
Durability of the outputs
Guiding question
Is the use of the developed solutions well planned by partners and other organisations in different countries, also beyond the project end?
Does the developed durability concept include institutional and financial support to keep the outputs functional after the project end?
V. Budget
Criteria
Budget adequacy
Guiding question
Is the budget appropriate in relation to the planned activities, outputs, results and involvement of partners?
Criteria
Eligibility
Guiding question
Are the cost category specifications (external services, equipment, infrastructure and work) precise, clear and justified?
Are there any indications of ineligible costs in the work plan and/or ineligible project partner structures?
Have the relevant rules for investments in infrastructure/productive investments been followed?
Have the State aid rules been followed?
Table 7 Quality assessment criteria for core projects in two steps callÂ
Quality assessment criteria of concept notes
I. Relevance of the proposal
Criteria
Thematic focus
Guiding question
Does the specific challenge described in the concept note match the selected Programme objective and focus of the call as specified in the announcement note?
Criteria
Target groups
Guiding question
Are the selected target groups relevant to address the specific challenge identified in the concept note?
Are the needs of the target groups clearly described?
Criteria
Project objective
Guiding question
Is the planned project objective in line with the needs of the target groups?
Criteria
Transnational value
Guiding question
Is the need for transnational cooperation clearly explained in the concept note?
Criteria
Additional value
Guiding question
Is it clear from the concept note how the project plans to build on the outcomes of other projects?
Does the concept note demonstrate additional value to implemented and running projects, in particular to the projects of Interreg Baltic Sea Region?
II. Partnership
Criteria
Partnership potential
Guiding question
Do the present and intended partners have the necessary competence to implement the planned project?
Are the selected target groups already involved or are planned to be added in the project’s partnership?
III. Work plan
Criteria
Solution for the target groups
Guiding question
Does the concept note include solutions to be developed with and for the target groups?
Does the concept note include pilot activities to test the solutions?
Does the concept note include activities to transfer the developed solutions to the target groups?
Quality assessment criteria of application forms
I. Relevance of the proposal
Criteria
Thematic focus
Guiding question
Does the challenge tackled by the project match the selected Programme objective and the focus of the call?
Criteria
Target groups
Guiding question
Are the selected target groups relevant to tackle the identified challenge, e.g. regarding geographical coverage and types of sectors involved?
Are the needs of the target groups clearly described?
Criteria
Transnational value
Guiding question
Does the application clearly explain the need for transnational cooperation to address the identified challenge?
Criteria
Project objective
Guiding question
Is the planned project objective in line with the needs of the target groups?
Criteria
Contribution to the policies and strategies
Guiding question
Does the project plan to contribute to the implementation of the Action Plan of the EU Strategy for the Baltic Sea Region (EUSBSR)?
Does the project plan to contribute to achieving specific goals or implementing actions of other strategic documents relevant to the Programme area?
Criteria
Additional value
Guiding question
Is it clearly explained how the project plans to build on the outcomes of other projects?
Does the application demonstrate additional value to implemented and running projects, in particular to the projects of Interreg Baltic Sea Region?
Is cooperation with other projects planned?
II. Partnership
Criteria
Partnership potential
Guiding question
Does the partnership have the necessary competence to implement the planned activities and to achieve the planned objective?
Are the selected target groups involved as partners?
Are the roles of all partners in project implementation clearly explained?
Is the involvement of the partners planned in accordance with the requirements of the Programme?
Are the involvement and responsibilities of the partners in the project planned in a balanced way?
Are the roles of the associated organisations clearly explained?
Do the partners have sufficient human and financial capacity?
III. Work plan
Criteria
Preparing, piloting and evaluating, transferring solutions
Guiding question
Do the planned solutions address the identified specific challenge?
Is there a clear approach on how the project plans to develop or adapt solutions?
Does the project plan pilots to validate the usefulness of the solutions?
Does the project evaluate and adjust solutions?
Does the application present a realistic plan on how to communicate and transfer the ready solutions?
Does the project encourage an active and continuous use of the solutions after the project end?
Criteria
Target groups
Guiding question
Is the involvement of the target groups well planned in each work package?
Criteria
Transnational cooperation
Guiding question
Does the project plan to implement activities and outputs in a transnational setting?
Criteria
Output and result indicators
Guiding question
Does the project contribute to the output and result indicators defined by the Programme?
Are the targets set by the project realistic?
IV. Durability
Criteria
Durability of the outputs
Guiding question
Is the use of the developed solutions well planned by partners and other organisations in different countries, also beyond the project end?
Does the developed durability concept include institutional and financial support to keep the outputs functional after the project end?
V. Budget
Criteria
Budget adequacy
Guiding question
Is the budget appropriate in relation to the planned activities, outputs, results and involvement of partners?
Criteria
Eligibility
Guiding question
Are the cost category specifications (external services, equipment, infrastructure and work) precise, clear and justified?
Are there any indications of ineligible costs in the work plan and/or ineligible project partner structures?
Have the relevant rules for productive investments/infrastructure been followed?
Have the State aid rules been followed?
D.2.4 Selection by the MC
In one step call the MC selects application forms for funding. In two steps call the MC selects concept notes for further development and subsequently the applications for funding. The MC bases its strategic assessment on the results of the quality assessment. The MC might take additional factors into account such as existing portfolio of approved projects or availability of funds in each priority of the Programme. At the time of the selection, the MC may set some requirements for applications that would need to be addressed during the contracting phase. The applicants are informed about the outcome of the MC selection as soon as possible.
