Step-by-step tips based on successful cases
This part includes tips related to writing a proposal on the official KA2 templates provided by European Commission and your National Agency. After you have started planning stage, created a feasible project idea and formed the partnership by following the criteria set in Erasmus+ Programme Guide and the tips provided in last weeks’ blog – Thinking About Writing an Erasmus+ KA2 Proposal Part 1 – you can now start to conceptualize and elaborate your project on the application forms issued by EC.
4. Ensure that you have found the correct application form
The proposal forms for education, training and youth (Strategic Partnerships – KA201, KA202, KA203, KA204 and KA205) are in a standard format, without a national difference, but provided by National Agencies in their specialized platforms for project submission (check your National Agency website for this information). You should carefully check the call year written on right top of the application form, which should be the year we are currently in. Submission of a project on an old version of application form will result in automatic rejection in administrative evaluation phase. Besides, consider that there are always new amendments made by EC on the application forms every year, like new fields to fill in. For instance; in the application forms of 2017 there was a new field ‘Associated Partners’ which did not exist in the previous forms. So, if you will be developing the project on a word file, to insert the content on the application form later, ensure that you have relied on the correct form.
5. Start the adventure – writing the proposal. Where to start?
This part will provide tips relying on the KA2 Strategic Partnerships project experiences supporting innovation, not exchange of good practices which include development of intellectual outputs and multiplier events.
Although there is no standard for the sequence of filling the fields given in application forms, the common method suggests the following sequence:
- ‘Description of the Project’ – before elaborating every detail asked in this field, firstly draft a summary of needs identified and problems to be addressed, objectives and target groups relevant to the call and priorities of the action. This summary will serve another purpose mentioned below.
- ‘Intellectual Outputs’ – again without elaborating all details of intellectual outputs that you aim to develop in the lifetime of the project, just draft the main titles, one sentence summary of its context and the potential leader of development among the partnership that you have previously established.
- ‘Multiplier Events’ (if any) – just the number and possible locations of these events (among partners’ countries) which aim to promote the project and its outputs / activities.
- ‘Learning/Teaching/Training Activities’ (if any) – just the type of activity which is relevant for the field that you are applying (provided in detail in the Programme Guide), duration and possible location.
- Define a specific project duration (2 years or 3 years)
- Insert all this preliminary information on a project summary document, and send to your partners before you start elaborating on each field and others in the application form. While sending this information, ask their up to date partner information forms which is structured according to partner description fields in the form and adapted to the concept of the project.
- Start writing the key sections, which will provide insights also for other parts, in sequence; ‘Project Description’, ‘Intellectual outputs’, ‘Learning/ Teaching/Training Activities’ (if any) and ‘Multiplier Events’ (if any).
- After elaborating these fields, you can continue with any other section you may feel comfortable. The sequence given below is structured as starting from beginning to end in order of the fields given in the application form.
6. Choosing the right priorities and commenting on them
In the first pages of the form you will see Context and Project Identification sections, where the most important part is the project title which should be catchy and concise but at the same time conveying the meaning, intervention and aim of the project. Then you will directly pass through the priorities section where you can choose two or three horizontal and/or sectoral priority, second is defined for the field you are applying for. Since there are some updates on aims and priorities made on the Programme Guide every year, the available priorities on the application forms are also updated accordingly. But mostly, the main themes stay as they are.
Choosing and commenting on priorities is highly associated with the project description. Since you know the project in all respects, you will easily select the available priorities and comment on them.
For instance: If you have selected a priority ‘achievement of relevant and high-quality skills and competences’ you will explain how the project is going to support such a priority. Elaborate on the methods you will use, the concepts and their innovativeness in terms of delivering relevant and high-quality skills and competences for your target group.
7. Presenting participating organizations
Filling in partners’ information might sound to be one of the easiest parts due to the standard format and constant definitions which are made available to you previously by each partner and you have prepared yours as the applicant organization. Some of the profile information is automatically inserted in the form after you insert the PIC (Partner Identification Code) manually. Filling in other fields related to description and experiences of the partners is bit tricky. Why? Although some profile information is fixed (type of organization, year of establishment, location, no. of staff, etc.), other information related to background, expertise, experiences as well as the staff profiles can well be re-adapted to the areas relevant for the project. As all of the partners should have specific expertise in the field, the relevant activities and experiences should be put more forward than the general activities, supported with the key concepts/words also used in the project itself.
For instance: You are developing a project about ‘women entrepreneurship’. As the leader of the project, your organization already has experience in this or related fields, together with other fields not related specifically to this project. When presenting your organization, and partner organizations, what you need to do is to concentrate more on the specific experiences in this field and past / current activities directly related to your key roles in the project, in a way emphasizing the value you can bring to this project.
8. Associated Partners – a new field
This section was first take part in the last year’s forms, asking you the collaborators other than the official partners without receiving a funding from the project. These organizations are expected to somehow contribute in the project during the implementation phase, such as; support recruitment of training participants, help diffusion of project information in their network and integrate the innovative methods / outputs developed in the project to their activities, etc. A preliminary confirmation should be gathered from the potential associated partners in each partner country and all of them are shortly presented in the field given together with the summary information on what their role will be. If possible, you can gather letters of support from each, through your partners, and attach in the Annexes part at the end. This will help a better justification of their involvement.
If you want to talk about any support we may provide in your Strategic Partnership initiatives this year, please contact us at firstname.lastname@example.org.
By Merve Gül Barut, Consultant