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Do not copy a page without following the check list. A copied page no matter the status will automatically be published on saving. The location of the page must be changed to Copied pages - restricted to editors before first save to avoid this. Please, note this message as well as the check lists are not visible to the NA user group.



This check list is not visible to the National Agencies.

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    • Update status to Changes & Send request to EAC IT Training






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Relevant for...



Call YearAction Type

2020 onward

All







Before you can submit your application, you have to provide Annexes with the application.


Read the on-screen instructions carefully. The types of annexes required and on-screen instructions will vary depending on the action. Latin characters should be avoided in the file name of attachments.

The Declaration of Honour is mandatory for all applications.










Steps
1

Click "Annexes" in the side menu.

To add the relevant supporting documents, click on Annexes in the side menu. The Annexes screen will open.


The Declaration of Honour is required for all applications. Other documents may also be required, depending on the action you are applying for. 


 

At the top of the annexes screen you will find specific information on the maximum number of files, maximum file sizes and total file size allowed for your action type. As those vary per action, read this information carefully.

2

Annexing the Declaration of Honour.

A duly signed Declaration of Honour is required for all applications.

  1. Click the DOWNLOAD DECLARATION OF HONOUR button and follow the on-screen instructions to save it locally.
    Print the declaration, have it signed by the person who is legally authorised to represent your organisation. 
    Note: If available, the document will be downloaded in the language chosen in the right top corner of your application. Otherwise, it will be downloaded in English.
  2. Once signed, scan it and upload it via the ADD DECLARATION OF HONOUR button. 
  3. The file is then displayed in the table. 

Note: Check if your National Agency accepts digital signature. If yes, you can use the digital signature instead of printing and hand signing.



A signature may not be sufficient and a stamp for the organisation might be required as well. Within the Declaration of Honour you will find the field Stamp of the applicant organisation (if applicable). If this is applicable in the national context, it must be used.


3

Annexing mandates, activity timetables and other relevant documents.

Depending on the action type you will be asked to provide additional documents. The form will provide the information on the required documents per each action. 

For example:

  • A Timetable for activities is required for ESC11 - Volunteering Projects applications.
  • Mandates are required for ESC52 - Quality Label Umbrella applications


Templates may be available for download depending on the action type. If a template is available, you must use it to fill in the requested information.


  1. Click the DOWNLOAD XXX button (for example: DOWNLOAD TIMETABLE) and save the file locally.
  2. Once you have filled in the requested information and saved the file, upload the file to your application by clicking the ADD XXX button.
  3. Browse to the file you want to attach and click Open. The file will then be visible in the relevant section of the screen.


For mandates you will download a zip (archive) file containing a separate file for each of your partners. 

However, it is not possible upload zip files, therefore you can either upload each signed mandate separately, or a single scanned PDF file containing all the signed mandates.


For any other files you want/have to upload and for which no template is provided, click the ADD FILE button at the bottom of the screen and attach the files in the same way.

4

"Annexes" marked complete.

Once all mandatory files are uploaded, the Annexes section in the side navigation is marked with a green check, indicating completion. At the bottom of the screen you also find the total file size. This information helps you ensure that you do not exceed the allowed maximum (in KB).

5

Removing an Annex.

If you need to remove an already uploaded annex, click the X next to the file you need to remove and confirm deletion.

6

Technical Guidelines / Constraints for annexes.

There are some constraints for adding annexes, such as the maximum allowed number of attachments, maximum file size and the total size of all attached files. For each action type, this information is displayed at the top of the annexes screen. The maximum total file can be up to 100 MB, but not for all action types.

If you exceed these limits your form will not be valid and you will be unable submit the application. 

The allowed file types are:

  • PDF
  • DOC (a pre-2007 Word document)
  • DOCX (a post-2007 Word document)
  • XLS (a pre-2007 Excel file)
  • XLSX (a post-2007 Excel file)
  • JPG (an image file in jpeg format)
  • TXT (a text document)
  • ODT (OpenOffice word processor document)
  • ODS (OpenOffice spreadsheet document)
  • CDOC, DDOC, BDOC (electronic signature)


(lightbulb) Tip

If you need to attach a lot of documents to your application, you should scan, group and attach them so that they fit the available slots for annexes. An example for such a scenario would be the participating organisations' mandates. You can group all scanned mandates into a single PDF file and attach it to the form. 

Latin characters should be avoided in the file name of attachments.


7

How to decrease the total size of documents?

Often large size of a document is due to images. These images can be a direct file or attached inside a document like a Word or PDF file. Here are some ideas that can help you with reducing file sizes for various document types.


Before implementing any of these following solutions, please make a backup copy of your documents.

After applying the solutions, please check the quality of the result and be sure that the documents are still readable without difficulty.


There are a lot of free online tools to compress big PDF files. You can easily find them by searching "compress PDF file" online. You can use the most convenient one for your criteria: using your language, with more or less warranty of confidentiality, and so forth. 

DOC/DOCX Word document with image embedded
Recent versions of Microsoft Word have an option to compress one selected image or all images in the document. The location of this option can change from one version to another. Please consult the relevant Microsoft Word documentation or Internet sources for your specific version. 

ODF documents
Since version 4.0, LibreOffice has the option to compress all images like Microsoft Word. 

Scanned documents
If you still have the original file you could rescan the document with a lower quality. To help you with the decision if this is an option, ask yourself:

  • Do you need colour? Is grayscale or B/W enough?
  • Do you need a good resolution (ppm/ppi)? Generally 300 dpi are enough for images and even less for text.
  • Do you save the file in a compressed format?
  • Depending of the tool you use it could be difficult to know the answer and you may need to make some different tests to compare the resulted file size.
  • Please note that *.JPG is a compressed image file format.
  • The output in PDF could be compressed or not (if it is not compressed, you can apply the solution above).

Remember: Any additional effect to reduce the size of your documents will also make the submission faster as less data is needed to transfer your data online.

8

Access attachments after submission.

Attachments submitted with the application can be viewed and downloaded if the submitted form is previewed.







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