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Take note

The illustrations in the Application Forms wiki pages are for consultation purpose only and may not reflect the latest implementation.

There may be minor changes to the screen appearance and layout which are described on the updated page: How to complete the application form

Before you can submit your application, you have to attach Annexes to it. This page explains the types of annexes required and how to attach them to your application.

Our example below shows how to complete the Annexes section using a Mobility of higher education students and staff (KA131-HED) application form

You should only attach the supporting documents that are required/relevant for the type of organisation or key action in question. For further reference, please check the national requirements that your National Agency may have set and the applicable rules for your type of organisation.

Important

The documents to be annexed vary per key action. Read the instructions carefully to upload the correct files. The Declaration on Honour is mandatory for all applications. If templates are available for download, they have to be used.

 Relevant For...

This page is relevant for:

  • Erasmus+ Call year 2022
    • KA1 - Mobility of individuals
    • KA3 - Support for policy reform 
    • KA2 - Cooperation for innovation and the exchange of good practices 
  • European Solidarity Corps Call year 2022
    • All

Detailed Steps


1. Access the "Annexes"

Click on the Annexes option in the content menu. The Annexes screen opens.

Open Annexes section

At the top of the annexes screen you will find specific information on the maximum number of files, maximum file sizes and total file size allowed for your action type.

As those vary per action type, read this information carefully.

Maximum annexes allowed for this Application form


2. Upload annexes

Take note

Templates for specific document formats may be available for download depending on the action type. If a template is available, you must use it to fill in the requested information.

2.1. Annexing the "Declaration on Honour" (all applications)

The Declaration on Honour is required for all applications. 

  1. Click the DOWNLOAD DECLARATION ON HONOUR button which will download the Declaration on honour to your default download folder.
    Note: If available, the document will be downloaded in the language chosen in the application context settings. Otherwise, it will be downloaded in English.
  2. Print the declaration and have it signed by the person who is legally authorised to represent your organisation.
  3. Once signed, scan it and upload it via the ADD DECLARATION ON HONOUR button. 
  4. The file is then displayed in the table. 

Take note

  • Only a signed and completed version of the provided template is a valid document and is required for all applications. 
  • A signature may not be sufficient and a stamp for the organisation may be required as well. Within the Declaration on Honour you will find the field Stamp of the applicant organisation (if applicable). If this is applicable in the national context, it must be used.
  • Check if your National Agency accepts digital signature. If yes, you can use the digital signature instead of printing and hand signing.


Download draft Declaration of honour form


Complete and sign document


Upload signed document


View list of uploaded documents



2.2. Annexing mandates, activity timetables and other relevant documents

Depending on the key action you will be asked to provide additional documents. The application form will provide the information on the required documents per action and provide the templates that have to be used.

Such documents are for example:

  • A Timetable for activities. The timetable template is available for download in:
    • KA151, KA152, KA153, KA154 application forms
  • Mandates from partner organisations to the applicant/consortium coordinator to act on their behalf for applications. Please note that only signed versions of the provided mandates are valid documents. Mandates are available for:
    • KA131, KA121 if applying on behalf of a consortium
    • KA151, KA152, KA153, KA154, KA210, KA220 if applying with partner organisations

The procedure for preparing and uploading required documents, such as mandates or activity timetables are the same as just described for the Declaration on Honour above

For any other files you want/have to upload and for which no template is provided, click the ADD DOCUMENT button at the bottom of the screen and attach the files in the same way.

Add other document(s)



3. Removing an annex

If you need to remove an already uploaded annex, click the (error) next to the file you need to remove and confirm the deletion.

Remove an Annex


4. Uploading a new version of an already uploaded annex

To upload a new version of an already uploaded document, you need first to remove the old version.  You can then upload a new version of it.


5. View/download an already uploaded annex

Attachments submitted with the application form can be downloaded by clicking the filename in the Annexes screen.


6. Technical guidelines for annexes

6.1. File Names

Latin characters should be avoided in the file name of attachments. Each annex you upload must have a unique filename.

6.2. Limitations

There are some constraints for adding annexes, such as the maximum allowed number of attachments, maximum file size and the total size of all attached files. For each action type, this information is displayed at the top of the annexes screen. The maximum total file size can be up to 100 MB, but not for all action types. If you exceed these limits your form will not be valid and you will be unable to submit the application. 

6.3. Accepted file formats

  • PDF
  • DOC (a pre-2007 Word document)
  • DOCX (a post-2007 Word document)
  • XLS (a pre-2007 Excel file)
  • XLSX (a post-2007 Excel file)
  • JPG (an image file in jpeg format)
  • TXT (a text document)
  • ODT (OpenOffice word processor document)
  • ODS (OpenOffice spreadsheet document)
  • CDOC, DDOC, BDOC, ADOC, asice (electronic signature)

6.4. Bulk upload

If you need to upload multiple documents to your application, you should scan, group and attach them so that they fit the available slots for annexes. An example for such a scenario would be the participating organisations' mandates. You can group all scanned mandates into a single PDF file and attach it to the form.

6.5. How to decrease the total size of documents?

Images are often large files which can increase the size of a document significantly. These images can be a standalone file or embedded inside a document like a Word or PDF file.

Please consider if the images are important for the assessment of your application and otherwise remove them. 

Here are some ideas that can help you reduce the file size for various document types.

Important

Before implementing any of the following solutions, please make a backup copy of your documents. After applying the solutions, please check the quality of the result and be sure that the documents are still readable without difficulty.

There are numerous free online tools available which can compress big PDF files. You can easily find them by searching "compress PDF file" online. You should use the one, most convenient for your needs: such as using your language, with offering a certain level of confidentiality, etc. 

DOC/DOCX Word document with embedded image
Recent versions of Microsoft Word have an option to compress a specific selected image or all images in a document. 

The location of this option is depending on the version of word you are using. Please consult the relevant Microsoft Word documentation or Internet sources for your specific version. 

ODF documents
Since version 4.0, LibreOffice has the option to compress all images, similar to Microsoft Word. 

Scanned documents
If you still have the original paper file you may rescan the document(s) in a lower quality.
To help you with the decision if this is an option, ask yourself:

  • Do you need colour? Is grayscale or B/W enough?

  • Do you need high resolution (ppm/ppi)? Generally 300 dpi is sufficient for images and even normal text.

  • Does your tool offer an option to save the file / picture in a compressed format? If so, use it.

  • Depending of the tool you use it may be difficult to know the exact resolution and you may need to make different tests to find the optimum file size vs. quality.

  • Please note that *.JPG a already a compressed image file format.

  • The output in PDF may already be compressed (if it is not compressed, you may apply the solution suggested above).


Remember: Any additional effort to reduce the size of your documents will also reduce the upload time for the files.


Expected Outcome

  • Once all mandatory files are uploaded the Annexes section is marked complete.
  • The total file size is displayed at the bottom of the screen. This information helps you ensure that you do not exceed the allowed maximum (Total Size (kB)).
  • The total number of annexes uploaded is displayed in the Context menu.

Annexes section complete