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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.
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.
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Click on the Annexes option in the content menu. The Annexes screen opens.
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.
Annexing the "Declaration on Honour" (all applications)
The Declaration on Honour is required for all applications.
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:
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.
Removing an annex
If you need to remove an already uploaded annex, click the next to the file you need to remove and confirm the deletion.
Uploading a new version of an already uploaded annex
View/download an already uploaded annex
Attachments submitted with the application form can be downloaded by clicking the filename in the Annexes screen.
Technical guidelines for annexes
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.
Accepted file formats
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.
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.
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
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.
Example of a completed "Annexes" section
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