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EVS accreditations

The Erasmus+ programme foresees accreditation process for organisations interested to work with European Voluntary Service in Eastern Partnership countries as well as in Russian Federation.

WHY to accredit?

Any organisation from Eastern Partnership countries (Armenia, Azerbaijan, Belarus, Georgia, Moldova and Ukraine) and Russia wishing to be involved into EVS as sending or receiving organisation must be accredited. As long as the organisations from the region do not have opportunity to apply directly for projects, there is no possibility to apply for coordinating accreditation. Accreditation serves to gain access to EVS and to ensure a common quality standards.

WHEN to apply?

Interested organisations can apply for accreditation at any time. Ideally, accreditation will be carried out within 2-3 months after receipt of formally eligible Accreditation Application. Due to the large geographical scope as well as support offered within accreditation (coaching phase) this period can be prolonged if needed.

By WHO?

Accreditation process in Eastern Partnership countries and Russia is carried out by the SALTO Eastern Europe and Caucasus (EECA) Resource Centre with support of external experts.

HOW to apply?

First of all interested organisations must register in the Unique Registration Facility (URF) of the European Commission's Participant Portal. Once the registration in the Participant Portal is completed, the organisation will obtain a nine-digit PIC number. The PIC is a unique identifier which enables the organisation to take advantage of on-line application forms. Please remember that the organisation must add in URF portal the following documents in electronic versions (scans):

  • the Legal Entity form in English. This form can be downloaded from the European Commission’s website. (hint: if your organisation is an association or foundation run as NGO then choose "private company", if your organisation is managed by government or authorities then choose "public entity").
  • the Financial Identification form in English. Please fill in the form relating to the country in which your bank account is located, even if your organisation is officially registered in another country. This form can be downloaded from the European Commission’s website.
  • an extract of registration (or its equivalent) clearly indicating the name of the organisation, the address of the head office, its registration number and a legal representative (or, if applicable, a document authorizing another person to sign legal documents on behalf of organisation) with certified English translation
  • organisation's VAT number (if applicable) with certified English translation

This official documents should have been issued recently and in any case no more than 6 months ago.

Detailed information how to register in URF Participants' Portal and obtain PIC number is provided in Programme Guide, page 244. Further information on accreditation one can find at page 279.

Next, the organisation is invited to fill in the electronic Accreditation Application. The application should be filled in English language. The organisation is invited to add recommendation letters from their local partners. The .pdf file might not work with web-browser or other software, make sure you open it with the newest version of Adobe Reader (it is freeware).

HOW it goes?

First the application will be assessed against the formal criteria. If it is not met, the organisation will receive e-mail with description of ineligible / missing elements of the Accreditation Application.

Next, accreditor(s) who have been appointed by SALTO EECA to carry out the accreditation (either external experts or SALTO EECA / National Agency officer) will assess submitted documents and contact organisation to plan an on-spot visit.

After the visit, organisation might receive requests to provide additional information, clarifications or assurances regarding their Accreditation Application (coaching phase) and suggestions for improvements. When the accreditors receive answers from the applicant, the organisation will be finally assessed, and soon the organisation will receive official decision on EVS Accreditation from SALTO EECA.

Successful organisations will be listed in EVS database as well as they can promote their EVS opportunities in the Volunteering Opportunities Database at European Youth Portal - Volunteering Platform (in case they create own profile there). We strongly suggest to do it! Here is more information.

If organisation would like to make any changes in their Accreditation (like adding sending or receiving status, changing the limit of hosting volunteers at the same time, adding possibility to organise short-term EVS group projects, changing general ideas for tasks of volunteers etc.), such organisation is invited to apply for new accreditation that will replace the previous one.

WHAT to prepare?

Each organisation interested to obtain EVS accreditation should be well aware of:

  1. PART A - General information about the Erasmus+ Programme (whole section)
  2. PART B - Information about the Actions covered by this Guide (chapters called "Youth" as well as "Key Action 1: Mobility Projects for youth people and youth workers")
  3. PART C - Information for Applicants (chapters called "What to do in order to submit an Erasmus+ Application" and "What happens once the application is submitted")
  4. ANNEX I - Specific rules and information (chapter called "Mobility project for young people and youth workers")
  5. ANNEX II - Dissemination and exploitation of results

Organisations interested in obtaining "coordinating status" must be additionally aware of the:

  1. PART B - Information about the Actions covered by this Guide (chapter called "Key Action 2: Capacity Building in the field of Youth")
  2. PART C - Information for Applicants (chapters called "What happens when the application is approved" as well as "Other important contractual provisions")

The organisations interested in EVS accreditation should meet the requirements prescribed in mentioned documents. In case the accreditor(s) will identify that EVS coordinator is not aware of contents of those documents, there will be no possibility to receive positive decision on accreditation.

Additionally, to rise own chances to get positive accreditation, organisation can find background information in EVS Accreditation Guidelines.

IMPORTANTS

Accreditation is a process of overall assessment of organisation's capability and doesn't refer to concrete EVS project. It is organisations, not EVS projects accredited! The accreditation doesn't represent financial support, but is a pre-requisite for a later application for a concrete project.

Accreditors might decide to suggest accreditation validity shorter than all duration of Erasmus+ programme, or to change the maximum number of volunteers the promoter can host at the same time. Bigger organisation wishing to host volunteers are recommended to have at least 1 coordinator per 10 planned volunteers and 1 mentor per 3-4 planned volunteers.

HOW the accreditation ends?

In case organisation will omit limitations agreed in the accreditation process, SALTO EECA will be obliged to immediately suspend the organisation’s accreditation informing the National Agencies network. The accreditation will be reactivated automatically when organisation informs SALTO EECA that the number of hosted volunteers drops down to agreed number. Anyway, if such situation repeats, SALTO EECA can take decision about withdrawing the accreditation at all.

In case the organisation will break basic principles of the EVS (in particular EVS charter) and disrespect to other quality elements of EVS will be observed, SALTO EECA will need to withdraw the organisation’s accreditation. In this case only reaccreditation can bring the organisation back to EVS.

The EVS accreditation can also expire when it's validity date is over. In this case also reaccreditation is required to continue organisation's involvement in EVS.

 

 

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