The illustrations in the Application Forms wiki pages are for consultation purpose only and may not always 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 supported by internal policy funds (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.
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 must be used.
Click on the Annexes option in the content menu. The Annexes screen opens.
Throughout 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.
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.
The Declaration on Honour is required for all applications, only for the applicant.
Depending on the key action and the type of activities you plan to carry out, 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:
The procedure for preparing and uploading accession forms and activity timetables is the same as the one described for the Declaration on Honour above.
Accession forms are downloaded as an archive file of type .ZIP. Once the .zip file is downloaded locally, use an IT tool of your choice to extract (i.e. unzip) the files from the archive.
Upload the signed accession forms as individual files, because .zip is not supported for upload.
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 Other documents section and attach the files in the same way.
If you need to remove an already uploaded annex, click the Delete (X) icon next to the file you need to remove and confirm the deletion by clicking on Delete in the pop-up window.
It is only possible to remove annexes before the application is submitted.
Attachments submitted with the application form can be downloaded by clicking the filename in the Annexes screen.
Latin characters should be avoided in the file name of attachments. Each annex you upload must have a unique filename.
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.
These are the accepted file formats for upload into the application forms. If you attempt to upload an unsupported format, an error message is displayed.
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 accession forms. You can group all scanned accession forms into a single PDF file and attach it to the form.
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.
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.
Since version 4.0, LibreOffice has the option to compress all images, similar to Microsoft Word.
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 greyscale 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).
Any additional effort to reduce the size of your documents will also reduce the upload time for the files.