Ticking all the boxes in the validation process

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What follows after submitting a European Solidarity Corps funding application? 

Validation is a crucial stage after a European Solidarity Corps application passes its initial eligibility checks and your organisation must prove its eligibility in order to receive a grant. This involves getting the correct paperwork and providing consistent information. However, it is often overlooked.

Feeling a bit unsure how to sort through your paperwork, upload documents and pass the big check? Read on as we help you with the validation process.

The Participant Portal

The participant portal plays a key role in the validation process. It’s here that an organisation registers itself for a Personal Identification number (PIC), records key information and uploads the requested legal and financial documentation.

When completing a validation check, the information provided on the participant portal for your organisation will need to be verified by the National Agency. As a result, it’s vital to ensure that your organisation has provided up-to-date, correct information on the Participant Portal, as this will avoid any interruptions when your application is being processed.

Validation Documents

The National Agency may request a number of different documents from your organisation, depending on what has already been submitted to us and the type of organisation you are. There are, however, a number of mandatory documents that will need to be uploaded to the Participant Portal, if you have not done so previously.

Take a look at the examples below (both forms can be downloaded from the European Commission's website):

  • Legal Entity Form – This form can be for a natural person, private companies and/or public law bodies. The document acts as a record of your legal eligibility and requires you to input data relating to your legal address, registered name and legal form. The Legal Entity Form is a mandatory document as part of the validation process and it must be provided by all applicants.
  • Financial Identification Form – Given that any successful application may be subject to payment by the National Agency, this document acts as a record of your financial eligibility and requires data relating to the bank account registered to your organisation as well as the information you have declared to the bank. Like the Legal Entity Form, this is a mandatory document and must be uploaded to the participant portal. 

Use the validation checklist to help monitor what you and your partner organisations need to upload.

Remember, these are just some of the documents that may be requested by the National Agency. With numerous documents to compile for validation, it is easy to forget something or accidentally provide the wrong information. Therefore, the National Agency has created a validation checklist to help monitor what you and your partner organisations need to upload.

Download our checklist (119 KB) and check if you are on track with what’s required!

How to upload documents

If you do have to upload documents to the Participant Portal, you will need to ensure that you go through the following steps:

  1. Log into the participant portal using the administrators log in. This is the email address which was used to originally register your organisation on the portal.
  2. Click the ‘Organisations’ tab on the right-hand side of the screen and select ‘My Organisations’ from the drop down menu. Click the red ‘MO’ (Modify Organisation) button for the relevant organisation.
  3. You will be directed to the ‘Organisation’ tab for the relevant organisation. Click the ‘Documents’ tab and then ‘Add a new document’ button. From there, you can upload your documents onto the Participant Portal.

For a more detailed, step-by-step guide on the Participant Portal, please download the European Commission’s user guide (4.9 MB).

Final top tips

Although having your organisation successfully validated doesn’t mean that you will definitely be awarded funding, the National Agency will not contract with your organisation if it has not been validated.

For those who have applied previously, you may already have been through the process and uploaded all the information before. It is important to double-check your documents to ensure everything is still correct and up-to-date.

This is crucial if you have changes to your organisation’s details, such as its name, address or bank. Remember to update and amend your documents accordingly in order to notify the National Agency of these changes.

As we’re unable to advise organisations on their legal status, make sure you speak to the relevant departments within your organisation to gather the evidence required. If there are documents missing and you are unable to meet the deadlines given by the UK National Agency, please let us know. The validation process is time limited, so we want to ensure that contracting with your organisation is not delayed.

Finally, check that all your uploaded documents are fully complete and provide correct, consistent information. You can always contact us if you are having any problems or have any questions.

 

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