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PADOR HELP GUIDE FOR CO-APPLICANTS WHAT IS PADOR? .............................

PADOR HELP GUIDE FOR CO-APPLICANTS WHAT IS PADOR? ................................................................................................................................ 1 WHO CAN REGISTER IN PADOR? .................................................................................................... 1 WHY register my organisation in PADOR? Is registration obligatory? ................................................. 2 WHEN to register? When to update an account? .................................................................................... 2 HOW to register an organisation in PADOR? ........................................................................................ 3 STEP 1. Getting started: Information required and documents to be submitted ................................. 3 STEP 2. Personal Identification - ECAS ID and Password ................................................................. 4 STEP 3. Registering your organisation in PADOR ............................................................................. 6 Registration of your organisation in PADOR.................................................................................. 7 Only two pages to be completed: ‘administrative data’ and ‘profile’ ......................................... 7 SCREEN: ADMINISTRATIVE DATA ..................................................................................... 7 SCREEN: PROFILE ................................................................................................................... 9 Strategy and Methodology ............................................................................................................ 10 SCREEN: ADDITIONAL INFORMATION ............................................................................ 10 STEP 4. Submission: Validate the registration & Get your EuropeAid ID....................................... 11 SCREEN: DECLARATION OF HONOUR, SIGN .................................................................. 11 * Update your PADOR account ............................................................................................................ 12 * User management ............................................................................................................................... 12 * Search for Partners? ............................................................................................................................ 13 1 WHAT IS PADOR? The Potential Applicant Data On-Line Registration (PADOR) is an on-line database in which organisations register themselves and update regularly their data. This data concerns the organisation itself, it is not linked to a particular project proposal, and is used by the European Commission for evaluating the operational and financial capacity criteria as well as for checking the eligibility of the organisations that participate in calls for proposals. PADOR was launched by EuropeAid to:  Make it no longer necessary for potential applicants to provide all the data concerning their organisation in paper form each time they participate in a Call for proposals. Applicants now only need to indicate in their application forms their unique identification number, called EuropeAid ID (PADOR number), which is created after registering in PADOR;  Allow EuropeAid to have a better knowledge of its (potential) partners in development cooperation. WHO CAN REGISTER IN PADOR? Registration in the database is open, in principle, to all organisations which: - are active and have capacities in the Development field; - require subventions from EuropeAid, on the long or short run; - have officially registered statuses (or equivalent documents) and have their own established -annual accounts; - have the ability to speak on behalf of their members. Registration in PADOR is not open to individuals. Individuals who wish to take part in calls for proposals must make sure that the general rules of the call allow them to. The Commission deals only with the body signing the contracts (which has the responsibility of the budget and the payments.) Only organisations having this capacity will be eligible for grants. Examples: 1. A laboratory working for a university does not have a legal status. Only its headquarters have the authority to sign a contract. The administrative data that must be introduced in PADOR concern the headquarters, not the laboratory. 2. A European organisation may have branches in several other countries. If a branch is legally registered in a country, with the authority to sign contracts and execute payments (on a bank account not linked to the headquarters), it will be considered eligible for grants, but the data introduced by the branch in PADOR must correspond to its own experience (at the branch level) and not the experience of the headquarters or of other branches belonging to the same "family" of organisations. 2 In other words, the legal personality of an organisation and its eligibility is recognized by the Contracting authority based on its statuses. The eligibility is established based on the law under which the office is registered and the place of registration and not on the shareholding or management structure of the entity. WHY register my organisation in PADOR? Is registration obligatory? Registration in PADOR is necessary for organisations in order to: (a) obtain an identification number (EuropeAid ID), (b) upload all information concerning their profile to be taken into consideration by the Evaluation Committee of the Call for proposals they apply for (administrative and financial data, previous experience etc.), (c) make their existence known to the European Commission, but also to other organisations through the "search for local partners" tool. Registration in PADOR is obligatory for all Co-applicants and Affiliated Entities to Call for proposals, non state actors, public administration bodies, including local authorities, who apply for a grant over 25.000€. However, there may be exceptions to the obligation to register in PADOR. Please always refer to the Guidelines of the Call you are interested in to check whether a derogation from the PADOR registration requirement is applicable. One such example is when PADOR registration is objectively impossible, for Calls launched in countries in war situations or where access to the internet is very difficult. When derogation from the PADOR registration requirement is applicable it is compulsory for the applicant concerned to complete the PADOR off-line form (Annexed to the Call Guidelines) and to send it together with the Concept Note in line with the instructions in Section 2.3 of the Call guidelines. A justification, as well as supporting documents substantiating this request (where possible), are required. For all those organisations to which derogation is granted, EuropeAid undertakes to initiate the registration of the said organisation in PADOR, and if, at a later stage, the organisation wishes to update its data, an access request should be sent to the PADOR Helpdesk. Any derogation applies only to the Call for proposals in the context of which it was requested. WHEN to register? When to update an account? Organisations interested in EU co-funded development cooperation are encouraged to approach the PADOR registration not as a requirement to be met by a certain Call for Proposals deadline, but rather as a one-off exercise in view of future Calls. Co-applicants and Affiliated Entities must be registered in PADOR before the deadline for the submission of Full Applications (specified in the guidelines of each Call for proposals). 3 Once registered, Co-applicants and Affiliated Entities should update their PADOR account by this same deadline. It is important to remember that the Evaluation Committee in charge for each Call for proposals will only take into account the data that have been most recently. Filled in  Saved (in the relevant screens)  AND Submitted (via the "Sign" Screen)! It is advisable for users to reserve at least 10 days before the deadline of a Call for proposals in order to successfully complete a PADOR registration. HOW to register an organisation in PADOR? STEP 1. Getting started: Information required and documents to be submitted To register in PADOR you will need: - a sufficiently stable internet connection – for all functionalities to work at their maximum capacity, it is indicated to use Internet Explorer V8 or higher or Mozilla Firefox V3 or higher - an email address of your organisation - a personal email address - a username (login) and ECAS password for personal identification. You will be asked to fill in information regarding: - the type of your organisation - the target groups of your organisation - the sectors and geographical areas your organisation is active in - the experience of your organisation in the above areas (number, duration, size of projects etc..) - the financial data and sources of your organisation - for an overview of the mandatory data required in each PADOR screen, please consult the table displayed at the beginning of each section of this guide. You will also need to upload the following document PLUS a translation in English, French or Spanish (obligatory, if the original documents are not in an EU language): - statutes (to register in PADOR an organisation must be legally recorded in a country). PADOR is accessible in English, French and Spanish. Once all the above documents and information are available and ready to be uploaded / encoded, the registration in PADOR takes approximately 2 hours to be completed. 4 STEP 2. Personal Identification - ECAS ID and Password PADOR is a database of organisations. Nevertheless the management of PADOR data within the organisations is done by individuals, who have to be identified with his/her own access rights (via the European Commission Authentication Service - ECAS UserID and password). 1. GO to the PADOR website http://ec.europa.eu/europeaid/pador If you already have an ECAS login and password, proceed to Step 3. 2. Click on the link in the 'New user?' section. When you click on the 'Continue' hyperlink, you will be re-directed to the ECAS registration page. Once your ECAS registration is completed, return to the PADOR website (see step 1). 3. Click on the 'CREATE' hyperlink in the 'LOGIN to PADOR' section. 4. Fill in at least the fields displayed in orange: - Organisation Name - Organisation's email - Legal type - Country - Postal Code and/or P.O Box. 5. Click on "SUBMIT", to submit the organisation's details. The system now checks whether your organisation is already registered in PADOR. This may take a few moments. 6. A list of organisations with similar data to the one you have submitted (Name, E-mail address, PO Box/Postal code, VAT number) appears on your uploads/Management/ pador-help-guide-for-co-applicants.pdf