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Participant Registration and User Roles

2. Participant Registration and User Roles

2.1 Participant Registration

The European Commission has set up an online register – called the Participant Register – for organisations or individuals (i.e. natural persons) referred to below as the "organisation", who wish to participate in EU calls for proposals or tenders, using the register "once only" principle (i.e. that data related to a participant's organisation needs to be submitted only once). Following the registration, each organisation or individual obtains a unique Participant Identification Code (PIC).

The PIC is the unique identifier of the organisation in the context of grants and procurement procedures.

When you create a PIC, your are immediately defined as a self-registrant. Your PIC data is accessible from the Manage My Area left menu > My Organisation(s) section once logged-in and registered.  

For more information concerning the Participant Registration and requirements, please follow the instructions on the dedicated Funding & Tender Opportunities Online Manual page.

Please note that all the Contractors for the current Framework Contracts SIEA 2018, AUDIT 2018, PSF 2019, EVA 2020 and EVENTS 2020, have already been registered. So presently, no further registration is required for these Framework Contracts.

The registration procedure will be updated for future Framework Contracts, and the procedure will be communicated herein when available.

2.2 Overview of User Roles and Permissions

A user role is based on the user's function within their organisation, or in relation to a particular project. User roles also define the permissions (user rights) with respect to the information a user can view/edit/manage, and the tasks that they can perform.

Roles and permissions are therefore characterised into two main types depending on the scope:

  • Organisation-level Roles and permissions that allow users to manage their organisation's data. The roles and permissions to manage your organisation data are set during the initial participant registration of the organisation, and can be further managed by the responsible role(s) from the Manage My Area left menu > My Organisation(s) section of the portal. These roles do not have access any details concerning specific invitations/submissions/tenders/contracts (projects)/interventions, etc.


  • Procedure/Contract (Project)/Intervention-level – Roles and Permissions that allow users to manage their Invitations, Submissions, Contracts, or Interventions that have been assigned to them:

i) Procedure These roles and permissions are assigned per invitation or submission. They allow access to view and manage the invitation and/or submission.

ii) Contract (Project) These roles and permissions are assigned per contract (project). They allow access to view and manage the contract.

iii) Intervention – These roles and permissions are granted per intervention. They allow access to view an intervention, and create and manage logframe data (including results, indicators and current values).


All roles and permissions are individually assigned to a responsible person within the organisation.


2.2.1 Organisation

Please find in the table below an overview of the main organisation-level roles, description and permissions.

RolesDescription and Permissions (user rights)

Self-registrant

Organisation-level

The self-registrant of an organisation is the person who registered your organisation and obtained a PIC for their organisation.

They are the main contact person for your organisation and the European Commission (until the LEAR is appointed).

They are able to define back-up self-registrant persons (i.e. other members of the organisation as self-registrant).

Adding a back-up person ensures that the organisation's data can always be maintained, and that the requested documents can be added by multiple persons.

When registering your organisation, if you indicate another person as contact person in the form, this person will also be automatically granted the role of self-registrant, have access to the PIC information.

(info) If you want to modify any contact person, then you must follow the procedure detailed in My Organisation(s).

Legal Entity Appointed Representative (LEAR)

Organisation-level

Following the registration of your organisation and the creation of the PIC, and in parallel to the validation of your organisation, its legal representative(s) (e.g. typically the CEO of the company) will have to nominate a member of the staff as the Legal Entity Appointed Representative (LEAR)

The LEAR is officially appointed once the organisation has been validated. 

There can only be one LEAR per organisation.

Once valid, the LEAR can:

  • Manage the legal and financial information of the organisation;
  • Access and manage all organisation-level user roles and permissions;
  • Appoint or revoke all organisation-level user roles and permissions. 

Only the appointed LEAR and the Account Administrator can access the organisation's data and update it.

Once the LEAR has been defined and validated, that person becomes the main administrative contact between your organisation and the European Commission. Self-registrants therefore no longer have access to the organisation's and PIC data once the LEAR is appointed. 

Upon closure of the Opening Session, the LEAR of each participating organisation will receive an e-mail notifying them that the PIC of their organisation was used in a submission for a call for tenders. As a LEAR, you will only receive this communication if the tender was marked as “In Order” during the Opening Session. In the case of a consortium, the LEARs of the group leader and group members will receive this notification.

(info) Only an existing LEAR can nominate a replacement LEAR for the organisation, and/or manage all organisation-level user roles and permissions by following the procedure detailed in My Organisation(s).

Account Administrator (AccAd)

Organisation-level

The Account Administrator is nominated by the LEAR to another person of the same organisation.

The LEAR may delegate tasks to one or more Account Administrators. However, the LEAR retains full responsibility for the organisation.

An Account Administrator appointed by the LEAR will be able to modify the data and provide supporting document(s) for the organisation.

Legal Signatory (LSIGN)

Organisation-level

Legal signatories are nominated for an organisation by the LEAR or an Account Administrator. Subsequently, they can be assigned to a particular project or contract as PLSIGN by a Coordinator Contact (CoCo or PCoCo).

LSIGNs have the right to sign contracts and amendments on behalf of the organisation, which are managed through the portal.

An organisation can have an unlimited number of LSIGNs.

Financial Signatory (FSIGN)

Organisation-level

Financial signatories are nominated for an organisation by the LEAR or an Account Administrator. Subsequently, they can be assigned to a particular project or contract as PFSIGN by a Coordinator Contact (CoCo or PCoCo).

FSIGNs have the right to sign financial statements on behalf of the organisation, which are managed through the portal.

An organisation can have an unlimited number of FSIGNs.


2.2.2 Procedure

When you respond to a call (reopening of competition, open procedures, etc.) or an invitation for submission (Request for Specific Contract under a Framework Contract), you are automatically assigned as the Primary Coordinator Contact (PCoCo) for that procedure. As the PCoCo, you are the main contact and responsible person between your organisation (or consortium) and the European Commission for that particular submission/procedure.

Role and LevelPermissons (user rights)Can Nominate or RevokeIs Nominated or Revoked By

PCoCo

(Primary Coordinator Contact)

Project-level

  • Can only be one PCoCo per procedure/submission.
  • Primary point of contact between European Commission and the Organisation/Consortium.
  • View and edit permissions to all the forms of their own organisation, and to common forms of the Consortium.
  • Can submit forms to the European Commission.
  • Can nominate or revoke CoCos, Task Managers (TaMa) and Team Members (TeMe) within their own organisation.
  • Can nominate or revoke LSIGN to a project within their own organisation.
  • Can nominate or revoke Participant Contacts (PaCo) for any organisation within the Consortium.
  • CoCo submission initiator of a tender is automatically nominated as PCoCo.
  • Can only be modified or revoked by the Project Officer (PO)

(info) Please note that in the case of a modification of the PCoCo, the LEAR must provide to the Contracting Authority the full name, e-mail address and EU Login username of the new PCoCo.


2.2.3 Contract (Project)

Once a contract is awarded, the PCoCo of the initial procedure is automatically assigned as the PCoCo for the contract. As the PCoCo, you are the main contact and responsible person between your organisation (or consortium) and the European Commission for that particular contract. As such, the PCoCo will be able to manage the tasks and documents relating to the contract, submit reports (deliverables), and initiate amendments to the contract of behalf of the organisation/consortium (if required).

There can be only one PCoCo per contract/project, but the PCoCo can nominate as many Coordinator Contacts (CoCos) as required for the contract.

CoCos have the same contract/project-level permissions as the PCoCo.

The PLSIGN is a person who has the right to sign contracts and amendments on behalf of the organisation. An organisation can have one or more PLSIGNs per project.

Once appointed by the LEAR of the organisation as LSIGNs, PLSIGNs are nominated for a particular project by a Coordinator Contact (CoCo or PCoCo) of the project.

PLSIGNs can only be revoked by the Coordinator Contact (PCoCo or CoCo) of the project.

PLSIGNs have the same permissions as the Coordinator Contacts (CoCos and PCoCos) for contract information (view and edit), but they cannot assign or revoke any roles.

As PCoCo/CoCo of a project, if you need to add or modify a CoCo or PLSIGN for the project, then you must follow the procedure detailed in Manage CoCo and PLSIGN Roles.

Role and LevelPermissons (user rights)Can Nominate or RevokeIs Nominated or Revoked By

PCoCo

(Primary Coordinator Contact)

Project-level

  • Can only be one PCoCo per project.
  • Primary point of contact between European Commission and Consortium.
  • View and edit permissions to all the forms of their own organisation, and to common forms of the Consortium.
  • Can submit forms to the European Commission.
  • Can nominate or revoke CoCos, Task Managers (TaMa) and Team Members (TeMe) within their own organisation.
  • Can nominate or revoke LSIGN to a project within their own organisation.
  • Can nominate or revoke Participant Contacts (PaCo) for any organisation within the Consortium.
  • CoCo submission initiator of a tender is automatically nominated as PCoCo.
  • Can only be modified or revoked by the Project Officer (PO)

(info) Please note that in the case of a modification of the PCoCo, the LEAR must provide to the Contracting Authority the full name, e-mail address and EU Login username of the new PCoCo.

CoCo

(Coordinator Contact)

Project-level

  • Can be as many CoCos as required per project.
  • View and edit permissions to all the forms of their own organisation, and to common forms of the Consortium.
  • Can submit forms to the European Commission.
  • Can nominate or revoke other CoCos within their own organisation - all Coordinator Contacts (CoCo and PCoCo) have the same permissions within their own organisation.
  • Can nominate or revoke LSIGN to a project within their own organisation.
  • Can nominate or revoke Participant Contacts (PaCos) for any organisation within the Consortium.
  • Can be nominated or revoked by another Coordinator Contact of their own organisation (CoCos and PCoCos).

PLSIGN

(Project Legal Signatory)

Project-level

  • Can be as many PLSIGNs as required per project.
  • Signs contracts and amendments for a particular project on behalf of an organisation.
  • PLSIGNs have the same view and edit permissions as the Coordinator Contacts (CoCos or PCoCos)
  • PLSIGNs cannot nominate or revoke any roles.
  • Once appointed by the LEAR of the organisation as LSIGNs, PLSIGNs are nominated for a particular project by a Coordinator Contact (CoCo or PCoCo) of the project.
  • PLSIGNs can only be revoked by the Coordinator Contact (CoCo or PCoCo) of the project.


2.2.4 Intervention

For the results and monitoring of Interventions, Operational Managers (OM) assign Lead Implementing Partners (LIP) to manage Interventions. The assigned Lead Implementing Partner then receives a notification via e-mail, and can access the Intervention that has been assigned to them from the Manage My Area > My Intervention(s) section of the portal.

Additionally, the LIP can grants access to Implementing Partners (IP) belonging to the same Consortium, so that they can manage the Logframe of the Intervention.

LIPs and IPs do not have access to Interventions and Logframes that have not been assigned to them.

Please also consult the dedicated online documentation:



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