G.4 Application process

G.4.1 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. This information is provided in the announcement notes. The MC approves the announcement notes.

The conditions of the calls may include, for example, the amount of funding dedicated to the call or specific requirements for the work plan and tasks to be covered.

Usually the calls are open for two to three months. The call for the organisation of a Strategy Forum is open permanently throughout the Programme implementation. The MA/JS will announce the specific deadlines for applications for each Strategy Forum.

The MA/JS publishes the announcement notes on the Programme portal. Once the call is open, the MA/JS asks applicants to provide a complete application by the given deadline. The table below shows the application process.

Table 16 Application process for the Strategy governance

What happens

Publishing of the announcement note on the Programme portal

Who takes the action


Development of the applications


Submission of the applications

Lead applicant

Admissibility check

MA/JS and applicant

Quality assessment


Decision on applications


Information about the outcomes

(Approval or rejection letter)


Contracting of applications

MA/JS and applicants

G.4.2 Development of applications

Partners usually have two to three months to prepare an application. They should develop their application in close cooperation with relevant bodies representing the EUSBSR governance structure. The policy area coordinators should involve their steering groups in defining tasks and activities of PACs in applications. Partners applying for a Strategy point should establish contacts with the group of the National Coordinators (NC) of the EUSBSR and develop their application based on the NC group advice. The partners applying for the organisation of a Strategy Forum should involve the NC group and the Strategy point, once it has been set up.

The MA/JS provides further guidance to the applicants in events, tutorials and consultations. In addition, the application contains guiding questions.

G.4.3 Submission of applications and additional documents

The MA/JS explains what to submit and when in the announcement note. In addition to the application, the PACs and organisers of a Strategy Forum should submit further documents. The PACs need to submit a letter of support from the PA steering group to the activities planned in the application. The organisers of a Strategy Forum need to submit a letter of support from the NC group to be eligible for the Programme support.

G.4.4 Admissibility check

During the admissibility check, the MA/JS verifies if the applications fulfil the minimum technical requirements. The list of criteria that the MA/JS applies is available in table 16. As part of the admissibility check, the MC verifies the compliance of the legal status of all project partners with the Programme requirements. The explanation on these requirements is available in chapter C. The MC members or the MA/JS may contact the applicants and request additional documents.

The MA/JS assesses the application according to the quality criteria if it fulfils the minimum technical requirements. The MC will formally confirm this decision and the applicants will be informed about it as soon as possible.

Table 17 Admissibility check criteria for the Strategy governance

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 centre

5    Compulsory letters of support have been submitted to the document centre (for PAC assistance and organisation of Strategy Forums).

6    Draft budget has been submitted to the document centre (for the Strategy Forum)

7    Requirements regarding the partnership composition are met

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

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

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

11  Minimum requirements regarding the transnational approach are met 

G.4.5 Quality assessment

The MA/JS carries out the quality assessment of applications in accordance with the criteria presented in table 17. The assessment outcomes are summarised in assessment sheets. The applicants receive the assessment sheet of their projects after the selection of the applications regardless of whether their project is successful or not.

For the Strategy point, in addition to the assessment by the MA/JS, the group of the National Coordinators of the EUSBSR provides feedback to the applications.

Table 18 Quality assessment criteria for the Strategy governance projects: assistance to the policy area coordinators of the EUSBSR, assistance to a Strategy point, and organisation of Strategy Forums

I. Relevance of the proposal

Relevance for the EUSBSR

Guiding question
Are the planned activities in line with the EUSBSR Action Plan and the focus of the call?

Does the application clearly explain what aspects of the governance, coordination and/or communication of the EUSBSR and its Action Plan it aims to improve?

Additional value

Guiding question
Are the planned activities clearly additional to regular activities of the organisations hosting PACs? (applicable to PAC applications only)

Are the planned activities clearly additional to regular activities of the organisations applying for the Strategy point? (applicable to Strategy point applications only)

II. Work plan


Guiding question
Is the work plan clearly described and realistic?

Do the planned activities help reach the planned project objective?

Do the planned activities include other relevant stakeholders, in addition to the EUSBSR governance structure? Do the activities plan to engage new stakeholders in the EUSBSR?

Is the approach to supporting project generation and implementation clear and realistic? (applicable to PAC applications only)

Is the target for the result indicator set by the project realistic?

Link to the EUSBSR governance structure

Guiding question
Is the approach to the involvement of relevant bodies representing the EUSBSR governance structure (the EUSBSR National Coordinators and the steering groups of the policy areas) in line with the EUSBSR Action Plan?

Is the approach clear and coherent?

III. Partnership

Partnership potential

Guiding question
Does the partnership have the necessary competence to implement the planned activities and to achieve the planned objective?

Are the roles of the partners clearly described?

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

Do the partners have sufficient human and financial capacity?

IV. Budget

Budget adequacy

Guiding question
Is the budget appropriate in relation to the planned activities, objectives and involvement of partners?

Are there any indications of ineligible costs in the work plan and ineligible project partner structures?

G.4.6 Selection by the MC

The MC selects applications for funding. The MC bases its strategic assessment on the results of the quality assessment. For the Strategy point, the MC additionally considers feedback provided by the EUSBSR NC group. The MC might consider additional factors, for example, availability of Programme funds. At the time of selection, the MC may set specific requirements which the selected projects need to address during contracting and implementation. For the Strategy point, the EUSBSR NC group may provide additional recommendations together with their feedback to the applications.