E.2 Application process

E.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 small projects are organised in one step. The announcement note for each call defines the focus and particular requirements for each call. The MA/JS will ask applicants to provide a complete application by a given deadline.

Table 9 Application stages in one step call for small projects

What happens

Publishing of the announcement note on the Programme portal

Who takes the action

MA/JS

Call for application

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 projects

MA/JS and Lead applicant

Applicants have at least two months to prepare their 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.

E.2.2 Admissibility check

During the admissibility check the MA/JS verifies if the 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. The MC members or the MA/JS might contact lead applicants and request additional documents.

The MA/JS will assess the application in accordance with the quality criteria only if it fulfils the minimum technical requirements.

Table 10 Admissibility check criteria for small projects

Minimum technical requirements

1     Application is submitted via BAMOS+ by the deadline

2    Application is written in English

3    Application is complete

4     All partner declarations have been submitted to the document center

5     Minimum requirements regarding the transnational approach are met

6     Legal status of the lead partner is in accordance with the Programme requirement

7    Geographical eligibility of the lead partner is in line with the Programme requirements

8    The application fits with the focus of the call (only relevant for focused calls)

E.2.3 Quality assessment

The MA/JS carries out the quality assessment of the application in accordance with the criteria presented in table 11. 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 will receive the assessment sheet of their projects after the selection of the applications, regardless of whether their project is successful or not.

Table 11 Quality assessment criteria for small projects

I. Relevance of the proposal

Criteria
Thematic focus

Guiding question
Does the specific challenge described in the application match the selected Programme objective and the focus of the call?

Criteria
Target groups

Guiding question
Are the selected target groups relevant to address the described challenge?

Criteria
Project objective

Guiding question
Is the planned project objective in line with the needs of the target groups?

Is it clearly explained how the project addresses the selected specific aims for small projects?

Criteria
Transnational value

Guiding question
Is the need for transnational cooperation clearly explained?

Criteria
Complementarity with CBC programmes

Guiding question
Does the application sufficiently demonstrate the need for the project to be financed under the Interreg Baltic Sea Region instead of the CBC programmes in the region?

II. Partnership

Criteria
Partnership

Guiding question
Are the competences and roles of the partners clearly explained?

Does the partnership reflect the focus of the project on the needs of public authorities and/or NGOs?

Is the involvement of the partners planned in accordance with the requirements of the Programme?

Does the partnership include newcomers to the Programme?

III. Work plan

Criteria
Activities and outputs

Guiding question
Is it clear that the planned activities and outputs help reach the project objective?

Is it clear that the planned activities and outputs help reach the selected specific aims for small projects?

Is the involvement of the target groups to develop the outputs clearly explained?

Is the uptake of the outputs by the target groups clearly planned?

IV. 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 there any indications of ineligible costs in the work plan and/or ineligible project partner structures?

Have the State aid rules been followed?

E.2.4 Selection of applications

The MC selects 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 requirements to be addressed during the contracting phase.

The applicants will be informed about the outcome of the MC selection as soon as possible.