ECPGR Activity Grant Scheme (Phase IX) - Sixth Call

24 November 2017

Sixth Call - Deadline for submission: 31 March 2018

As decided by the Thirteenth ECPGR Steering Committee Meeting in Vienna (December 2012), the Working Groups carry out Activities mandated by the Steering Committee (SC) or proposed by the Working Groups (WGs) and approved by the SC or by the Executive Committee (ExCo).
At its Tenth Meeting in October 2017, the ExCo decided the launch of the Sixth Call for ECPGR-funded actions during 2017, with deadline for submission 31 March 2018.

  • Expected budget: The maximum amount for each Working Group should not exceed € 15 000. In case more WGs are involved in a single Activity, the budget for each Activity and the number of funded WG members can be increased (for example, for an Activity involving two WGs, 12 WG members from each WG can be funded up to € 30 000).


Proposed Activities should address elements of the ECPGR objectives (outcomes, outputs and activities for Phase IX). Proposals are expected to clearly highlight the impact that Activities can have on reaching specific ECPGR objectives and how these will be reached.

On-farm activities should address elements described in the “ECPGR Approach”, pp. 5-11 of the  ECPGR On-farm concept. (723 KB)

Eligible expenditures

Eligible expenditures to carry out proposed Activities include staff costs, equipment, supplies, travel and meeting costs. Overheads are not eligible. The actions proposed within each Activity can consist of “meetings” and/or “other actions” and the budget needs to be broken down according to these two categories of actions. Whereas within the entire Phase IX the overall budget proportion of “meetings” vs. “other actions” is fixed to a ratio of 75:25, within each single Activity the proportion between funds dedicated to “meetings” and to “other actions” is at the discretion of the proponents. As the cumulated ratio for the first four calls was 56:44, the ExCo encourages proposals to include meetings. Travel funds for meetings will be available subject to the  country quota system (89 KB) agreed by the SC for Phase IX.

Although a few countries have exhausted their country quota, the ECPGR Executive Committee will be prepared to use its discretionary quota in order to guarantee the participation of valuable partners.
As at November 2017, Armenia, Azerbaijan, Georgia, Israel, Malta, Poland, Russian Federation, Spain and Ukraine are not eligible to receive ECPGR funds according to Rule of Procedure 1.7 (non-payment of ECPGR contributions for more than two years).

Preparation for proposal submission

Proposals can only be submitted by the Chairs of ECPGR WGs. However, any member of an ECPGR WG can be Activity Coordinator and submit proposals through the channel of his/her respective WG Chair. Each proposal can involve more than one WG but will be only submitted by one agreed Chair. Chairs can submit several proposals, however normally each WG cannot carry out more than one Activity per year, i.e. not spend more than € 15 000 per year. Chairs should identify and select potential proposed Activities in consultation with the WG members. Then, in order to select participants in a proposed Activity, the WG Chairs/Activity Coordinators should seek Expressions of Interest from among the nominated WG experts (see WG lists here). Expressions of Interest should indicate which contribution(s) are planned for the Activity and the level of commitment of each interested participant. The WG Chairs/Activity Coordinators will then select the final participants, with the assistance of the Secretariat, when needed (see also "Evaluation of proposals" - point 5). Unless justified otherwise, it is recommended to limit the participation to 12 members per Activity plus one or more self-funded participant(s).

Steps for submission of proposals

 Flow Chart 3 (57 KB)

  1. WG Chair promotes/seeks ideas for Activities from the WG
  2. WG Chair selects ideas and invites WG members to sign Expressions of Interest (EoIs) to participate in specified Activities
  3. Based on received EoIs, WG Chair selects the participants for the proposed Activity (this might be done in consultation with Secretariat)
  4. WG Chair fills in the online Activity proposal form and the budget table (or delegates this to the agreed Activity Coordinator, if different from the Chair)
  5. In case several WGs are participating in the same proposal, the submitting WG Chair should seek the required endorsements (to be copied to the Secretariat) from each of the other relevant WG Chairs
  6. WG Chair uploads and submits the documents using the online application form.

Submission of proposals

The submission of the proposal must be done by the Working Group Chair by completing the online Proposal Application form (below) and attaching the following forms:

  • Proposal for Activity (to be prepared by Activity Coordinator and sent to WG Chair)
  • Budget table (to be prepared by Activity Coordinator and sent to WG Chair)
  • Expressions of Interest (to be completed by each Partner and sent to WG Chair)

The templates for these forms are provided below (Downloadable forms)

Evaluation of proposals

Proposals for Activities will be evaluated and selected by the ExCo, according to the following criteria:

  1. The anticipated impact of the Grant Proposal on the effectiveness of the contribution to the implementation of the agreed ECPGR Objectives/outcomes/outputs/activities) (see: ECPGR Objectives). The quality of the proposal and the likelihood of the Activity reaching the expected results.  (Weighting of 50%)
  2. The applicability of the results to the entire European Region versus just a few countries or a single country.  (Weighting of 20%)
  3. Contributions (financial and/or in kind) of the applying Working Group(s) and the selected Activity members to the total cost of the Activity as well as the cost effectiveness of the Activity in advancing the implementation of the ECPGR Objectives. (Weighting of 20%)
  4. The appropriateness, quality and diversity of the partnership submitting the Grant (i.e. countries; institutions; multi-sectoral – NGOs, public and private sector and/or others; gender). (Weighting of 10%)
  5. The Secretariat will verify the availability of country quota(s) for the participation of each partner in meetings and/or the presence of self-funding arrangements. Before granting the successful proposals, National Coordinators will be consulted for endorsement of the final list of participants in successful Activities, in particular from their respective country’s perspective. In case of objections by a NC, the ExCo will take final decisions regarding the list of participants.

Related Information

Online Proposal Application form

Downloadable forms

We recommend to update the Adobe Reader to complete the forms; if you experience problems, please use the Word or Excel files.

  •  Proposal for Activity (84 KB) - (includes list of Activity Partners) - to be completed by the Activity Coordinator (if different from the Chair) and sent to the WG Chair. The WG Chair will submit the proposal online. 
  •  Budget table (113 KB) - to be completed by the Activity Coordinator and sent to the WG Chair. The WG Chair will submit the budget table online.   Budget table (37 KB)

Helpdesk for the Activity Grant Scheme

Please note that the ECPGR Secretariat is readily available for informal consultation in case you have doubts about the appropriate scope, eligible expenditures or any other aspect of your proposed Activity before submission!