4th Call for Proposals

(last updated 31.3.2020)

Notice: The signed original hard copies of annexes and submitted application have to be mailed by post to the MA by 22nd of May.

 

The 4th Call for Proposals is CLOSED.

It was open from February 3rd 9.00 (EET) until March 31st at 16.00 (Finnish time). The call was for micro-projects only!

Please remember to deliver your application form to the Managing Authority by 3.4.2020!  -See instructions below-

Methods of delivery:

  • The Authorized Representative of the Lead Partner confirms their participation by sending a PDF copy of the submitted application by email to the MA (kolarctic@lapinliitto.fi) by 3.4.2020.

or

  • The original hard copy of the submitted application with a signature has to be mailed by the Lead Partner to the MA by 3.4. (with no later date on the postal stamp).

 

 

Application methods under COVID-19 situation:

ORIGINAL METHOD

Sign all the documents (Partners: Annexes; LP: the Application) requiring a signature. The deadline for submitting the Application with Annexes in PROMAS is 31st of March 16 (Finnish time). The original hard copy of the submitted application with a signature has to be mailed by the Lead Partner to the MA by 3.4. (with no later date on the postal stamp). See the detailed instructions for regular process in the section How to Apply: Step-by-Step.

IT SHOULD BE NOTED THAT THE OFFICES OF THE MANAGING AUTHORITY AND BRANCH OFFICES ARE CLOSED AND HAND-DELIVERY/COURIER OF THE ORIGINAL DOCUMENTS IS NOT POSSIBLE.

PLEASE NOTE ALTERNATIVE METHODS!

  • if a partner cannot sign the Annexes by the deadline: The partner confirms the participation by sending the filled in Partnership Statement (Annex E) to the Managing Authority (kolarctic@lapinliitto.fi) and Lead Partner by email. The email has to state that Legal Representative of the Partner Organisation in question approves the content of the attached Annex E. The Lead Partner uploads all the required annexes and the pdf copies of emails partners sent to the MA in PROMAS. The signed original hard copies of annexes have to be mailed by post to the MA by 22nd of May.

 

  •  If the Lead Partner cannot sign and / or mail the signed application by post to the MA by 3.4.: The Authorized Representative of the Lead Partner confirms their participation by sending a PDF copy of the submitted application by email to the MA (kolarctic@lapinliitto.fi) by 3.4.2020. The email has to state that the Authorized Representative of the organization agrees with the content of the application. The signed original hardcopy of the Application form and its Annexes requiring signatures must be mailed by to the MA by 22nd of May.

 

  • All the signed Annexes and Applications have to be posted to the Managing Authority as soon as possible, but latest by 22nd of May with no later date on the postal stamp. The hard copy of the application has to be signed by the Authorized representative of the Lead Partner. The original Annexes have to be signed by the Authorized Representatives of partners.

Please note also that application documents (e.g. Guidelines) have not been updated, because the situation might change rapidly. Please contact the Managing Authority, if you have any questions. Contact information

4th Call for proposals - Materials and information

Requirements for micro-projects:

  • Thematic objectives: TO1 Business and SME development or TO6 Environmental protection, climate change adaptation and mitigation
  • Duration: maximum 12 months
  • Budget: max 50 000 EUR for projects with Russian and EU Partners; and 50 000 EUR more if Norwegian partners participate
  • Fill the required geographical requirements
  • Have minimum of: one Lead Partner and one Partner
  • Have a cross-border cooperation element

The Application form for micro-projects have been simplified. Please read the Guidelines for the 4th Call for Proposals carefully before submitting your application.
The Application form for micro-projects is simplified form from the previous calls, some questions does not need to be filled in. See the Guidelines for the 4th Call for Proposals and Model of Application form for 4th Call with instructions for detailed instruction.

“The 4th Call for Proposals is conditional until approval of the Joint Operational Programme (JOP) amendment by the EC!” This means that the programme takes your applications, and selects the ones which can be financed. The Grant Contracts between the applicants and the Managing Authority about financing the projects can be signed only after the EC has approved the amendment of the JOP.

Financing

The Kolarctic CBC programme will not provide 100% grant to the projects. Every project shall provide own funding for the project implementation. Own contribution shall be at least 10 % of the total project budget, for some projects a higher share of own contribution may be required.
In addition to own contribution, project partners in Sweden and Norway must find national co-financing from national sources.

Application procedure

The applications must be written in English and submitted using the electronic application and monitoring system PROMAS.

Please read the provided instructions and documents carefully before signing in to PROMAS:

  • Guidelines for the 4th Call for Proposals
  • PROMAS Manual
  • Administrative and eligibility checklist
  • Model of Application form
  • Templates for annexes on your application

It is recommended that before filling in the budget and financing in PROMAS you fill in Annex A: Budget specification.

 Grant Application consists of:
 – an application in the PROMAS system and
 – its annexes:

  • Annex A “Project budget specification”
  • Annex C “Registration certificate of Partners”, please note that there is no ready-made template.
  • Annex D “State co-financing or Norwegian Kolarctic financing form”
  • Annex E “Partnership statement”
  • Annex G “Decision (copy) of the state aid within the de minimis conditions” if applicable, please note that there is no ready-made template.

The templates of the Annexes for application you can download in Documents for applying section.

 

The handling, assessment and decision-making about the projects to be financed, will take minimum of 3 months. After this, the Managing authority checks the approved projects’ budgets and project plans more carefully. The Lead Partner and the Partners must write and sign between them a Partnership agreement, unless they already have one. After this, and some other minor formalities, the Lead Partner and the Managing Authority can sign between them a Grant Contract (= contract on financing the project).

PROMAS

An application must be submitted using PROMAS. Detailed instructions on using the PROMAS  can be found from the PROMAS Manual.

PROMAS is an electronic Programme Management System, which is used during the whole Project cycle. The system is used for submitting the Applications, Interim and Final reports, Payment requests, Amendment requests, Project updates etc.

PROMAS

How to apply: step-by-step

Step 1. 

Instructions and manuals

Read the instructions and manuals given by the Kolarctic CBC on this website. These instructions contain documents such as the Guidelines for the 4th Call for Proposals, templates of the annexes,  PROMAS Manual and Administrative checklist. Detailed list of the documents is provided in the Documents-section on this page. 

Step 2.

Registering your proposal

Go to PROMAS and register for the 4th Call for Proposals. Follow the instructions given in the PROMAS manual to login (p.4-7).

Step 3.

Filling in and submitting your application

Login to PROMAS and click the Fill the application form. Fill in the application in the PROMAS. The application shall be filled in carefully, according to steps given in the PROMAS Manual (p.11-25).

Please note that the application process for the 4th Call for Proposals has been simplified and you do not have to fill in all the parts found in PROMAS. Detailed sections to be filled in, can be found from the guidelines to the 4th Call for Proposals, Section 6.2: The Content of an application in PROMAS (p.22-35). See also guidelines, section 6.3: Submission procedure of a Grant application p.35-37).

After you have filled in all the required questions defined in the guidelines, upload all required annexes to your application. A completed application with all required uploaded Annexes shall be submitted to the Managing Authority in the PROMAS system prior to the deadline. Once submitted in the PROMAS, the application can no longer be changed.

Step 4.

Signature

After you have submitted the application in PROMAS, print it out and sign it. (The signature must be that of an authorized representative of the Lead Partner organisation.) 

Step 5.

Mailing the original copy

After you have submitted your application to PROMAS within the required deadline of 31.3.2020 16.00 (Finnish time), send the original copy to the Managing Authority. Send the one original copy to the Managing Authority by the deadline of 3.4.2020. The mailed copy of the application should have a post stamp on its envelope, dated 3.4.2020 at the latest

Please, note that the alternative delivery method of signed original copies has been added. The signed original copies can be delivered 4 weeks before the Joint Monitoring Committee meeting to the Managing Authority. Please see the documents provided at the beginning of this page (Alternative methods ).

Do not attach any annexes in the envelope, except the original signed Annexes D and E, if they are available to you on the date of the deadline. The original signed annexes D and E must though be sent to the Managing Authority as soon as they are available (PROMAS Manual p.24-25 & Guidelines p.34-37).

Please note that the co-financing for the entire project period must be confirmed in writing at least 4 weeks before the application is processed in the Joint Monitoring Committee.

(For the options of delivering the signed hard copy of your application to the Managing Authority, please see: Guidelines p. 36-37.)

 

The printed and signed application shall be sent to the following MA’s postal address:

Lapin liitto/ Kolarctic CBC programme
Hallituskatu 20 B
PL 8056
FI-96101 ROVANIEMI

Write the name of the Call, name and address of the Lead Partner, and text in Finnish “EI SAA AVATA” (Do not open) in the upper left corner of the sealed envelope.

Step 6.

Assessment of the application

After submitting your application, it will go through Administrative and eligibility check, Quality and Relevance evaluation and decision making and approval. For indicative timetable for the 4th Call for Proposals selection procedure, see Guidelines p.40-41.

Planning a project

In planning the project, your starting point must be formulating the problem or challenge that you want to solve, or the development possibility that your project will utilise. Second, find an answer to the question “how would the Kolarctic CBC programme region benefit from this project?” Remember also to involve project partners in the planning.

All projects shall support the selected Priority axis and at least one Thematic Objective and guarantee the clear contribution to ENI CBC objectives, bring benefits to the core area of the Programme, have cross-border impact, comply with the Programme objectives as well as EU, national and regional policies.

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Who can apply?

A project must have one Lead Partner and minimum one Partner. Formally, any legally registered organisations can act as Lead Partners or Partners.

Geographical requirements:

The programme area consists of:

In Norway: Nordland, Troms & Finnmark counties
In Sweden: Norrbotten and Västerbotten counties
In Finland: Lapland and Oulu Region
In Russia: Murmansk and Arkhangelsk regions, Nenets autonomous district, Republic of Komi, republic of Karelia

At least one Partner or the Lead Partner must be from the participating Member State (Finland or Sweden) and at least one Partner from the Russian Federation. Partners from Norway may participate as equal Partners.

Kolarctic CBC may finance bilateral projects between Norway and Russia, in cases when the there is no possibility for the project to find a relevant Partner from Finland or Sweden, and the project activities concern oil and gas industry or fisheries.

National level public entities based in Helsinki, Moscow, Oslo and Stockholm can act as project Partners if they do not have units in the Programme area. Partners from outside of the programme area can participate as equal partners, when the project activities support Barents cooperation or Euro-Arctic development.

 

 

Partner Search

Kolarctic CBC Partner Search

 

Kolarctic CBC Partner Search is the tool that helps you to find suitable partners for your project. Explore the project ideas and organisations’ profiles that are searching for the partners. Use the filters to modify/refine your search. You can also add your organisation to Partner Search. Check it out!

 

Kolarctic CBC Partner Search

 

 

Project Portal

 

This portal contains information on projects that have been financed in the framework of the cross-border cooperation programmes in Finland and Russia, and in the case of Kolarctic/Barents region, also in Norway and Sweden. Content of the portal will be further completed by adding more projects from the previous programming periods. Projects financed from the CBC 2014–2020 programmes are added after contracting.

You can filter projects by selecting keywords and criteria, or view all the projects. You can choose several search criteria from the same category by opening the menu again.

CBC PROJECTS

KEEP Database

 
KEEP is the most comprehensive source of integrated information on the projects and partners of Interreg, Interreg IPA cross-border and ENPI/ENI cross-border cooperation programmes.
 
The database covers the 2000-2006 and 2007-2013 periods and will also include the 2014-2020 period.
 
With all the information it contains, KEEP can be used for many purposes. Future lead partners can look for partners. Local, regional and national politicians can seamlessly detect opportunities for future projects… And these are just two of the many possibilities KEEP holds. Refer to FAQ to understand how you can best take advantage of KEEP. Also refer to FAQ (questions regarding data) to understand how data is collected, processed and published in KEEP.
 

CORDIS

 
CORDIS is the Community Research and Development Information Service.
 
Successful projects depend on interaction and cooperation between partners. The CORDIS Partners Service lets you take a hands-on approach to a wide range of activities related to getting support, building projects and finding opportunities. The service is also a unique place to find and create cross-disciplinary networks and groups to pursue new projects.
 
Bringing together official calls from the European Commission, social media tools, information aggregation technology, news from CORDIS and the power of user-created content, the Partners Service helps you save time and energy … while reaching thousands of your peers across Europe and beyond.