European Union Concept Note - Checklist

The European Commission is a generous donor interested both in our region and the themes of our work but it requires high-level proposals and implementation. Therefore we must be especially careful when preparing a draft for submission to the EU if we dont want our work to be in vain. If you go through all the steps listed here, youll have the most attractive and solid proposals. You can follow similar procedures for other donors.

BEFORE YOU START

Take from Annex A only the parts related to the Concept Note. To do this create a new document and cut and paste these sections (usually the first 10 pages). From then on, only work on this document, so save it well. You can save it as: Annex A Doc Synthesis_Name MA_12Apr2012. The document must be written in Arial size 10 or follow any other reference detailed in the Annex. The entire document can have no more than 5 pages. You have to respond to each item listed. It is expected that the size of each section will reflect the relative importance of its heading (see the maximum score in the evaluation table and in the Guide as reference). Evaluation will be based on an evaluation table and solely on information provided by the applicant in the concept note. Read the entire document once with all instructions and keep the logical table with the summary of actions handy. Most importantly, start with the structure part, the objectives, and continue in order of priority. Dont get stuck in the title or the budget, that can be decided later.

Try to summarize the action in general and use smart, catchy names Title of action: YES -Youth Empowerment strategies NOW, VOICES, ADVANCE The Regional Office can help you find creative names Location(s) of action: Name of Applicant <Specify country(ies), region(s), zone(s) or municipality(ies) that will benefit from the Action> MA The rules should allow determining whether the organization was established by an act under the law of the country in question. That means that any legal entity whose statutes have been established in another country cannot be considered an eligible local organization. See also the footnotes to the Guidelines for Applicants

Applicants nationality

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EuropeAid ID number (EuropeAid ID)

You must inform if the organization is registered in PADOR. This number is assigned to any organization that registers its data in PADOR. For more information and to register your organization, please visit: http://ec.europa.eu/europeaid/work/onlineservices/pador/i ndex_en.htm

Current contract/legal entitys file number (if available)

If an applicant has already signed a contract with the European Commission and/or has been informed of the file number of the legal entity. If not applicable, indicate "N/A".

Legal Statute Name, EuropeAid ID, nationality, legal statute, creation date

Partners(s)

Contact information for the purpose of this action: Address: Telephone (landline and mobile): Country code + city code + number Fax number: Country code + city code + number Contact person for this action: Email address of contact person: Organizations website:

RELEVANCE OF THE ACTION No more than a maximum of 3 pages (or as determined in the guide). Text should mimic and be consistent with the information and language used in the guide. 1.2.1. Description of Relevance of the Action in relation to the objective(s) and priorities stated on the call for proposals (check the guides section 1.2, focus specifically on THE CALL FOR PROPOSALS priorities and those of the FUNDING PROGRAM in general):

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1.2 PROGRAMS OBJETICVES AND PRIORITIES The thematic program aims to support civil society organizations on actions to promote an inclusive and self-sufficient society in order to: - (i) Benefit populations out of reach of mainstream services and resource, who are excluded from the decision-making processes; - (ii) Strengthen the capacity of civil society organizations in Guatemala, to facilitate their participation in defining and monitoring public policies and strategies for sustainable development; - (iii) Facilitate interaction between State and non-governmental actors in different contexts and support further dialogue towards development. The priorities of this call for proposals are: - Promoting mechanisms/processes of negotiation and conflict resolution, and strengthening civil society networks to enhance their participation on crucial and unresolved issues that need a place in the political agenda. Among the topics covered are rural development, environment, economic activities and foreign investment, agricultural issues, water issues, food security ...
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Increasing and strengthening the effective participation of non-governmental actors and networks of Guatemalan organizations in the process of political and legislative dialogue on issues of national interest, including the creation of sustainable development strategies for the country, the generation of information and democratization of communication.

Describe the relevance of action in relation to all subthemes/sectors/areas and any other specific needs identified in the Call for Proposals Guide such as associations, local entities, and so on. The EUs cooperation strategy with Guatemala focus on effective cross-integration of actions on: gender, indigenous population, children and adolescents and the environment. Description of which specific results expected in the call for proposals guide will be addressed. If the particular results are not specifically detailed in the guidelines, you can refer to the objectives and actions that you want to include. 1.2.2 Inclusion of information about the relevance in relation to the particular needs and constraints of the target country/countries or region(s) and relevant sectors (including synergies with other EU initiatives, and avoiding duplication). Identify clearly the specific situation of pre-project in the target country/countries or region(s) and/or sectors (including, if possible, quantitative data analysis): What is the current situation in the country in regard to what is to be solved and the priorities of the call? Include countrys official data and indicators whenever possible and include references to documents used (such as footnotes). Detailed analysis of the problems to be addressed by the action and their interrelation at all levels. When dealing with question above, indicate any significant plans in place at national, regional and/or local levels relevant to the action and describe the relationship of the action with these plans.

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 If the action is the continuation of a previous action, clearly indicate how the proposed action will build on activities/results of the preceding action, referring to the main conclusions and recommendations of evaluations carried out. If the action is part of a larger program, explain clearly how it fits it integrates with this program or another planned project. Specify the potential synergies with other initiatives, in particular those of the European Commission, (in relation to both your previous programs and other programs). For more information about what the European Commission has in place you can consult the delegations website in your country or consult with the delegation during their information meetings. 1.2.3 Information about the target groups and final beneficiaries, their needs and constraints and how the action addresses such needs Include a description of each target group and each final beneficiary (if possible, quantify them), including the selection criteria. Identify the needs and constraints of each target group and final beneficiaries. Demonstrate the relevance of the proposal in relation to the needs and constraints of the target groups and final beneficiaries. Explain the participatory processes that ensure participation of target groups and final beneficiaries. Indicate each item with a specific added value, including: Promotion or strengthening of public/private organizations, Innovation and good practices Interdisciplinary issues such as environmental problems, promotion of gender equality and equal opportunities, needs of people with disabilities, rights of minorities and indigenous peoples. DESCRIPTION OF THE ACTION Maximum of one page in length Origin of actions preparation Describe the objectives of the action. (Develop the objectives mentioned in section 1.1s table above) Describe the main actors, their attitude towards the action and all communication conducted with them. Include a brief description of the type of activities planned and expected results, including a description of the links/relationships between groups of activity. Describe the overall planning of the action and the specific factors taken into account.
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 When specifically requested, you can include an estimated timeline for each activity (Month 1, Month 6-14, etc.)

BEFORE YOU SEND IT

Erase all instruction information from the document, everything that is highlighted in yellow, information inside brackets. The document must be clean, with only the information you want the evaluator to read. Make sure you have successfully completed step 2, Checklist. Make sure you have completed the checklist form of the last page. Important: If this form is not complete with each box checked, the evaluator will not read the rest of the proposal!

Make sure the Declaration of Applicant is signed.

BEFORE SENDING YOUR CONCEPT NOTE, CHECK THAT EACH OF THE FOLLOWING ITENS IS COMPLETED AND THAT IT RESPECTS THE FOLLOWING CRITERIA:
Title of Proposal: PART 1 (ADMINISTRATIVE) 1. Instructions for the concept note published on this Call for Proposals have been respected 2. The Declaration of the applicant has been completed and signed 3. The proposal is typed and written in <English, French, Portuguese or Spanish> . When more than one language is allowed, the proposal shall be written in language generally used by the target population of the country in which the action will be performed. 4. Include an original and <X copy(ies)> 5. Attach the electronic version of the concept note (CD-Rom) PART 2 (ELIGIBILITY) 6. Action will be implemented in an eligible country/countries 7. The duration of action is between <X months> and <X months> (maximum and minimum allowed) 8. The requested contribution is between <X EUROS/other currency> and <X EUROS/other currency> (minimum and maximum allowed) 9. The present Checklist and the Declaration of Applicant are filled in and sent with the Concept Note

To be completed by the applicant YES NO

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