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 Eighth Meeting in May 2016, the ExCo decided the launch of the Fourth Call for ECPGR-funded actions before the end of 2016.
Expected budget for each Activity involving only one WG: € 15 000 per year, with the possibility to submit proposals spanning over two years (maximum € 30 000).
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 for one year, 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.
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 three calls was 63:37, the ExCo encourages proposals to include meetings. Travel funds for meetings will be available subject to the country quota system (89 KB) 1 agreed by the SC for Phase IX.
As at September 2016, Albania, Bulgaria, Croatia, Portugal and Serbia have used their entire country quota and can participate in “meetings” only on a self-funded basis. These countries are still eligible to receive funds for “other actions”.
As at September 2016, Armenia, Azerbaijan, Georgia, 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).
1Country Quota System for ECPGR Phase IX from "Phase IX (2014-2018). Goal, Rules of Procedures and Terms of Reference for the operational bodies"
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).
Flow Chart 3 (57 KB)
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:
The templates for these forms are provided below. (Downloadable forms)
Proposals for Activities will be evaluated and selected by the ExCo, according to the following criteria:
We recommend to update the Adobe Reader to complete the forms; if you experience problems, please use the Word or Excel files.