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User's Guide of the Unique Registration Facility (URF) and

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1. 1 0 Page 32 of 73 English en ADDRESS CONTACT PROGRAMME SUBMIT Thank you for completing the first EE You can finish the first step of the registration and get a PIC or you can come back later if you saved your draft Now you can either finish your registration and receive Finish your registration the Participant Identification Code or provide additional information relating to a Specific Programme select a You can also continue your registration with filling in program specific information After filling in specific Programme from the list on you will return here and you can finish your registration the right hand side and follow the instructions in the submission form Programme pages that will open for the specific programme you will return to the current page when done Select a Programme fram the lisi Delete Draf Figure 16 Finishing registration URF PP User s Guide 2013 12 06 1 0 Page 33 of 73 Registration Wizard SUBMIT Summary On the SUBMIT page you can review and verify all the data that you have submitted during the registration process Figure 17 Registration Summary of your data English en WELCOME ADDRESS CONTACT PROGRAMME iE Summary Review the organisation information you entered Once you review and verify your Organisation Address Specific programs organisation data click Confirm to submit it Organisation information decir elc E chatted leie Establishment Regis
2. Belgium E Region County R gion de Bruxelles Capitale Br Le Legal Name DEDE Official Language French Le Figure 22 Registration Data Modifications Delete Draft You can delete your draft using the button available on each page read only if no draft has been saved The Registration Wizard will close Note URF will keep your draft for up to 12 months as of the latest draft save If you do not resume the registration within a year s time your draft data will be automatically deleted URF PP User s Guide 2013 12 06 1 0 Page 41 of 73 Modifying the Registered Data After submitting your registration datayou can modify the registered data from the Organisations gt My Organisations tab To do so click the button next to the organisation see Figure 23 Registered organisationsbelow Contact Legal Notice English v Education Audiovisual Culture Citizenship and Volunteering Commission Participant Portal European Commission gt Education And Formation gt Participant Portal gt My Organisations HOME ORGANISATIONS e EXPERTS e SUPPORT My organisations LEGEND a View Organisations Modify Organisations o View Proposals E View Roles View Profile Show 10 D entries Search ZE NAME PIC gt VAT STATUS ACTIONS Demo Organisation 949701296 BE123456789 DECLARED C9 Showing 1 to 1 of 1 entries PREVIOUS 1 next Eur
3. European Commission ee User s Guide of the Unique Registration Facility URF and Participant Portal for Education Audio visual Culture Citizenship and Volunteering 2013 12 06 URF PPversion 1 0 URF PP User s Guide 2013 12 06 1 0 Page 1 of 73 Table of Contents Contents INTRODUCTION WE 4 Main Features and requirements nene nennen 4 COnNtaCt ee UODO ue Re ette t a Oe kD a dD 9 URF Ee a RE 6 e 6 The megisStrauoti Gre ler 6 Organisation Data Modification amp Updates naaannnannnennnnennnennnnnrnnennnnnrnnerernnresnrrnn 7 Document Management EE 8 Message and Error Management 8 Biel 8 VIEWING OrganisSauon Details EE 9 REGISTRATION IN UR Psat E 10 Registration Access to ECAS SUE 10 Registration The Registration Ward 15 Registration Wizard WELCOME Preliminary Check 17 Registration Wizard ORGANISATION Data eese 21 Registration Wizard Legal ADDRESS Data 26 Registration Wizard CONTACT Data 28 Registration Wizard PROGRAMME Specific Data 31 Registration Wizard SUBMIT Summary eseeeesseeeeeeeennnnenn enne 34 Registration Wizard CONEIDMATION 35 Save Draft amp Resume RegistratiON s nennen 38 Modifying the Registered Dala E 42 Viewmo the Registered DAI EE 43 Uploading Supporting Documents 44 DATA MODIFICATIONS AND DPDAT ES erit ed tede e edu un Re cu eec eege 49 M
4. 2013 12 06 1 0 Page 25 of 73 Registration Wizard Legal ADDRESS Data On the ADDRESS page of the Registration Wizard URF will prompt you for the legal address of your organisation and for other data related to this such as internet address phone numbers etc You are required to fill in all the mandatory entry fields marked with an asterisk and it is recommended to provide as much information as possible in all other input prompts In the Address page seeFigure 11 Organisation Legal Address related information perform the following steps 1 Enter the Street name as part of the Legal Address as stated in the official legal statute of the organisation in most cases this is the address of the headquarters not the address of subsidiaries departments and so on English en WELCOME ORGANISATION ADDRESS CONTACT PROGRAMME Legal address data Enter Legal Address information Whee Address the organisation If you are registering on Street Name and Number behalf of another organisation please Rue Demo provide the relevant Legal Address DO Box 1 information for the other entity Postal Code CEDEX City Bruxelles Region County Arr Admin Bruxelles Capitale Je Country Belgium Phones Mam Phone 02123456 Fax secondary Phone Internet Address Internet web address website ovest dim xc Mandatory data Close Save Draft Delete Draft lt Back Figure 11 Organisation Legal
5. Europe for Citizens and EU Aid Volunteers should be addressed to the EACEA Helpdesk EACEA PORTAL ERASMUSPLUS ec europa eu EACEA PORTAL CREATIVE EUROPE ec europa eu EACEA PORTAL EUROPE FOR CITIZ Q ec europa eu EACEA PORTAL EU AID VOLUNTEER ec europa eu URF PP User s Guide 2013 12 06 1 0 Page 5 of 73 URF REGISTRATION PROCESS The Unique Registration Facility URF is responsible for the organisation registration and data update but it is also important for keeping a unified registration method and consistent organisation data Overview There are two main scenarios in URF usage the registration of a new organisation and the post registration modification of organisation data Outside URF some additional activities add to the registration process such as the preliminary ECAS registration The following diagram illustratessome basic steps in the URF workflow Registration in ECAS Modify registered data and upload supporting documents Registration of an by Self Registrant until organisation validation process start Entry of Programme specific data TheRegistration Process Entry of core organisation data In URF you can register e your own organisation an organisation you work for or to which you are involved in a close business relationship when you self register or e a different organisation when you register on behalf of another organisation an option in the registration wizard T
6. On this page you can review add Filter Document Type Registration Document and update documents for the Year 0 ipis You m gei Description This is a scan or the registration document upload document files with sizes 44 up to 6 Mb per file Company Registration pdf RECEIVED a Date gie 11 29 t Registration Document R Important Your updates here take Gemeen Size 84106 bytes immediate effect when you click the Submit for processing button Original Language true Document Status RECEIVED Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration n Choose your Framework Progran v Update your data Quit User manual Figure 44 Updates Adding a New Document replace document 1 URF PP User s Guide 2013 12 06 1 0 Page 62 of 73 2 Click Replace to open the document properties in editing mode Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en x Messages Documents Organisation Legal Address Contact Person LEAR Documents On this page you can review add and update documents for the current organi
7. Aid Volunteers If you plan to submit a project proposal under one of these programmes or wish to participate as an independent expert you are required to register your or expert details here In the Organisation tab you will be able to search for registered organisations Are you a new user Do you already have an ECAS account Figure 3 Participant Portal page after log in 3 Click Organisations tab and then Registerto open a registration page Figure 4 Participant Portal Register anOrganisation URF PP User s Guide 2013 12 06 1 0 Page 13 of 73 Contact Legal Notice English v Education Audiovisual Culture Citizenship and Volunteering Commission Participant Portal European Commission gt Education And Formation gt Participant Portal gt Register An Organisation HOME ORGANISATIONS EXPERTS SUPPORT Register an Organisation To participate in proposals and projects you must register your organisation first After registration a unique identifier is assigned to your organisation This is the 9 digit PIC Participant Identification Code number that will be used as a reference by the Commission in any future interactions A single registration is required for each organisation in the system Organisation Registration Please keep the legal data of the organisation and programme related information at hand You can check the information you will need for the registration
8. Facility the Documents tab in the URF Update Panel enables authorised users to upload new supporting documents and to modify the metadata descriptions of the documents uploaded by them Welcome DEMO USER you can edit Demo Organisation 949701296 English en Messages Documents Organisation Legal Address Contact Person LEAR EAC emm Documents File name Company Registration pdf On this page you can review add Filter Document Type Registration Document and update documents for the Year 0 current organisation You can Sort v upload document files with sizes 44 up to 6 Mb per file Company Registration pdf RECEIVED Update Date oath Registration Document Sowce URF 2013 11 29 Size 84106 bytes Original Language true Document Status RECEIVED Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Description This is a scan or the registration document Important Your updates here take immediate effect when you click the Submit for processing button Erasmus Update your data Figure 35 Modifications of the validated data Documents tab You can upload docu
9. Your registration in the E C Unique Registration Facility URF Dear Mr Mrs DEMO USER The Education and Culture Directorate General and the Education Audiovisual and Culture Executive Agency of the European Commission thank you for having registered a legal entity in our database of participant URF PP User s Guide 2013 12 06 1 0 Page 35 of 73 organisations The record has been successfully created The TEMPORARY Participant Identification Code PIC for the legal entity you have registered is 949701296 You can now use your PIC in order to submit a proposal for the EAC EACEA programmes If your organisation is selected for the projects managed by EACEA then your organisation will need to pass a Legal Entity validation and your organisation will have to provide supporting documents Please find downloadable forms and instructions on http ec europa eu budget contracts grants info contracts legal entities legal entities en cfmzffr In case your organisation is applying for the projects managed by the national agencies hyperlink to the list of NAs and list of projects actions managed by NA your organisation should then provide the supporting documents as requested in the Guide for applicants and by your National Agency this can be done by uploading the supporting documents in URF Please note that the validation could result in a possible change of the PIC if e g the validation reveals that the same legal entity alr
10. and correctly The registration Number ee lakes about 5 10 minutes to Does it have a website Yes C No BEE The current Welcome page will prompt you for some preliminary information about your organization required to check if this organisation has already been registered as well as to identity any existing PIC numbers of similar organisations that could potentially match your request Please enter the data of the organization that you are registering If you register on behalf of another entity please fill in the data accordingly Mote To access a previous registration af yours close this window and select the relevant PIC number from My Organisations gt Organisation tab in the Participant Portal Figure 5 Registration Welcome 2 Enter the legal name of the organisation 3 Provide the VAT number of the organisation if available e if the organisation has a VAT number click Yes and enter the number in the entry field that appears next to the button row e else click No and proceed to the next step 4 Provide the business registration number of the organisation if available e if the organisation has a business registration number click Yes and enter the number in the entry field that appears next to the button row If there is any national identification of the organisation different from PIC and VAT numbers it can be entered here URF PP User s Guide 2013 12 06 1 0 Page 17 of 73
11. code Reset filter 123456769 01 01 1990 Demo Authority Computer programming consultz User manual Figure 24 Registration Data Submitted URF PP User s Guide 2013 12 06 1 0 Page 43 of 73 Uploading Supporting Documents You are able to upload additional documents up to 6 MB per document file Once uploaded these documents cannot be withdrawn or modified IMPORTANT For full details about Document Management in URF see section DOCUMENT MANAGEMENT The current section only provides a step by step procedure for uploading documents as a Self Registrant To access the Document Management facility click go to the My Organisations gt Organisations tab in the main menu of the Participant Portal then click the M9 button next to the organisation for which you want to upload documents The Organisation tab page inthe URF Update Panel will open by default To upload a document go to the Documents tab as shown in Figure 25 Registration Documents Page Welcome DEMO USER you can view Demo Organisation 949701296 English en Documents ES Add a new document On this page you can review add and update documents for the current organisation You can No documents have been submitted for upload document files with sizes _ this organisation yet up to 6 Mb per file 0 Important Your updates here take To add a supporting document click immediate effect when you click the Add new document
12. digits optional 11 Specify the Secondary phone number for official communication with the organisation Use the following format without any spaces CCCNNNNNNNNNNNNNNXBBBBB international code C 1 3 digits no zeros followed by your phone number N max 14 digits followed by extension B x char max 5 digits optional 12 Specify the Internet address for official communication with the organisation The format must be www homepage domain for example www mycompany com 13 Click to proceed to the next step URF PP User s Guide 2013 12 06 1 0 Page 27 of 73 Registration Wizard CONTACT Data On the CONTACT page of the Registration Wizard URF will prompt you to enter the contact information of the person who will be the official point of contact for this organisation If you are registering on behalf of another organisation the Participant Identification Code PIC that is assigned at the end of the registration process will be associated with that other organisation so please provide contact data that is relevant to that legal entity including a Contact Person who will be requested to provide supporting documents during the process of validation of the data You are required to fill in all the mandatory entry fields marked with an asterisk and it is recommended to provide as much information as possible in all other input prompts In the Contact page seeFigure 12 Registration Contact Informat
13. if the document is in the original language of the organisation for example the place of establishment of the organisation Submit for processin 7 Finally clic Submit for processing to save your data and to upload your file URF PP User s Guide 2013 12 06 1 0 Page 47 of 73 ee Welcome DEMO USER you can view Demo Organisation 949701296 English en pem Messages Documents Organisation Legal Address Contact Person LEAR Documents SC Aga anew documen On this page you can review add and update documents for the curent organisation You can Sort v upload document files with sizes up to E Mb per file Company Registration pdf RECEIVED Important Your updates here take Registration Document immediate effect when you click 2013 11 29 the Submit for processing button Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Choose your Framework Progran v Figure 29 Registration Uploaded Document List Your document has been uploaded in the document list area on the left hand side of the page Figure 29 Registration Uploaded Document List you can no
14. max 5 digits optional c Specify the Secondary phone number of the Contact Person Use the following format without any spaces x CCCNNNNNNNNNNNNNNXxBBBBB international code C 1 3 digits no zeros followed by your phone number N max 14 digits followed by extension B x char max 5 digits optional 10 Click to proceed to the next step URF PP User s Guide 2013 12 06 1 0 Page 30 of 73 Registration Wizard PROGRAMME Specific Data On the PROGRAMME page of the Registration Wizard you have completed the first part of the registration process Before clicking on Finish your registration please provide programme specific information about your organisation related to the Programme you intend to apply for English en xiu Programme Specific Information Thank you for completing the first SEA UN A WR IDEST You can finish the first step of the registration and get a PIC or you can come back later if you saved your draft Mow you can either finish your registration and receive Finish your registration the Participant Identification Code or provide additional information relating to a Specific Programme select a You can also continue your registration with filling in program specific information After filling in Specific Programme from the list on you will return here and you can finish your registration the right hand side and follow the instructions in the submission form Programme pag
15. of the validated data Document Types selection list The type names are descriptive of their purpose and content When you upload a supporting document please select the type that best matches the document you are about to upload If URF PP User s Guide 2013 12 06 1 0 Page 57 of 73 none of the pre defined types is suitable select type Other and add consistent information about the document in its Description Limitations You may not upload executable files and script files these are not accepted by the system For example files with extensions exe bat Com vbs vbx ocx tlb js bas dl war cmd pl php sh are such files You may not upload files with sizes larger than 6 Mb per file Uploading a new document To upload add a new document perform the steps below 1 Click Add new document and the document properties pane will appear on the right hand side of the page Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en E Messages Documents Organisation Legal Address Contact Person LEAR Documents x E SE Add a new document On this page you can review add Filter File and update documents for the current organisation You can Sort v Document Type Archive Iz upload document files with sizes up to 6 Mb per file Company Registration pdf RECEIVED Important Your updates here take TEMOR HMM CHR 2013 11 23 immediate effect when you click the Su
16. registration e Core data o Organisation Data name registration number VAT number etc o Legal Address e Common data o Contact Person o Document Management e Specific data o EAC organisation type URF PP User s Guide 2013 12 06 1 0 Page 50 of 73 Updating Core Organisation Data Core data updates cover the modification of core organisation information and legal address data in the Organisations and Legal Address tabs Organisation data In the Organisation tab you can modify all the core data of the organisation that was Originally provided during the initial registration process See section Registration Wizard ORGANISATION Data for details about each field Whenyou modify the Legal Name the Business Registration Number and or the Establishment Registration Countryof the organisation you are required to specify the Effective Date when this modification is toenter into force This information is required for grant amendment reasons Note The Effective Date entry field is read only by default and will only become editableafter one or more of the updates mentioned above is made Welcome DEMO USER you can edit Demo Organisation 949701296 English en Messages Documents Organisation Legal Address Contact Person LEAR _EAC Effective Date Organisation Data d A Please enter the data for the PIC mE 949701296 organisation Is the organisation a Legal Person WW Yes C No am a Natural Pe
17. registration page e Click to go back to quit the Registration Wizard and return to the Participant Portal page URF PP User s Guide 2013 12 06 1 0 Page 19 of 73 Could you please contact me concerning Demo Organisation where you are acting as a LEAR or contact person DEMO USER Close Send email Figure 8 Explanatory email to thecontact personof a similar organisation Enter the content of your email to the contact of the organisation and click to send Close the email or click to cancel URF PP User s Guide 2013 12 06 1 0 Page 20 of 73 Registration Wizard ORGANISATION Data On the ORGANISATION page of the Registration Wizard URF will prompt you for the core data of your organisation such as legal name business registration number and authority and more You are required to fill in all the mandatory entry fields marked with an asterisk and it is recommended to provide as much information as possible in all other input prompts In the Organisation page seeFigure 9 Registration Organisation coredata perform the following steps 1 In the first prompt Do you register on behalf of another organisation select Yes if you are registering on behalf of another organisation The default value is No Any ECAS user can register on behalf of an organisation different than their own one for example a Project Coordinator Note If you are registering on behalf of anothe
18. the Contact Person is different 7 Enter the First name of the Contact Person The system automatically displays the first name of the self registrant modify it if the Contact Person is different 8 Inthe Address section click Yes if you want to use the previously entered address information for the Legal Person This option will automatically copy the address data provided in the previous step If you leave the option to No default please provide new address information as follows a Enter the Street name of the Contact Person s address b Enter the Street number or the name of the building on the street in the Contact Person s address can be up to 20 alphanumerical characters long c Enter the P O Box number if the Contact Person has a postal box English en Contact data During this step you are prompted to provide Address i EE Use the existing Legal Person s ES No official contact information for communication address relating to your organisation during the Street Name and Number Rue D validation process and as a future adel participant The Validation Services will use P O Box this information to contact you or the m 1 designated Contact Person during the Postal Code process of validation of your organisation data CEDEX France only City Bruxelles Region County Arr Admin Bruxelles Capitale Je Country Belgium Phones Use the existing L
19. uploaded in the URF Document Management Facility URF PP User s Guide 2013 12 06 1 0 Page 64 of 73 NOTIFICATION MESSAGESMANAGEMENT Communication amongorganisation contact persons The back end system of URF supports a communication system using Notification Messages These messages can be of the following types e System generated for system events like Document received or similar e Internal for internal communication among system users and e External for inbound and outbound communication to from persons with participant The Message Management Facility in the URF Update Panel enables you to create and send out notification messages of the External type These messages will be received by all the persons that are related to the organisation Note In URF notification messages can only contain text and may not be deleted by the user To create a new notification message invoke the URF Update Panel and perform the following steps 1 To add a new message click Add new message URF PP User s Guide 2013 12 06 1 0 Page 65 of 73 ee Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en z Messages Documents Organisation i Legal Address Contact Person LEAR On this page you can review add and update Add new message messages for the Type Subject e Message e Date e e current organisation No data available in table Messages Showing 0 to 0 of 0 e
20. 789 Business Registration Number 123456789 Registration Date 01 01 1990 Registration Authority Demo Authority NACE code Computer programming consult Erasmus Update your data User manual Figure 30 The URF Update Panel The URF Update Panel contains the following tab pages e Messages e Documents e Organisation e Legal Address URF PP User s Guide 2013 12 06 1 0 Page 49 of 73 e Contact Person e Legal Status e LEAR e EAC Note To show all these tabs select a framework programme from the drop down list located at the bottom left corner of the panel Common Options in the Update Panel All Update Panel tabs contain the SE option when you Click this button URFwill save ALL the modified data from ALL tabs and will then close the Panel The only exception is the Documents facility all the uploads and changes made there are implemented immediately when the data is submitted Erasmus Le Update your data User manual Figure 31 The URF Update Panel common options You can also reset the list of specific programmes in the list in the left corner of the Update Panel using the button The Quit button allows you to discard your changes and close the Update Panel without Saving any updates Core Common and Specific Data Updates The Update Panel allows updating Core Common and Specific organisation data generally following the order of data feed during the initial
21. Address related information 2 Enter the Street number or the name of the building on the street in the organisation s Legal Address can be up to 20 alphanumerical characters long 3 Enter the P O Box number if the organisation has a postal box 4 Enter the Postal code the Postal ZIP Code of the organisation s Legal Address 5 Enter the CEDEX code only applicable for France URF PP User s Guide 2013 12 06 1 0 Page 26 of 73 6 Select the City of the organisation s Legal Address from the list This is the official name of the City where the organisation was established 7 Specify the Region County where the organisation was established 8 Select the Country of the organisation s Legal Address from the list This is the official name of the Country where the organisation was established 9 Specify the Main phone number for official communication with the organisation Use the following format without any spaces CCCNNNNNNNNNNNNNNxBBBBB international code C 1 3 digits no zeros followed by your phone number N max 14 digits followed by extension B x char max 5 digits optional 10 Enter the Fax number for official communication with the organisation Use the following format without any spaces CCCNNNNNNNNNNNNNNxBBBBB international code C 1 3 digits no zeros followed by your phone number N max 14 digits followed by extension B x char max 5
22. ain only possessions e g foundation The legal entity corresponding to a human being A natural person can be an enterprise and can be registered in a trade register Organisations has appointed by each Erasmus Programme Country to implement the Programme at national level and to act as the link between the European Commission and participating organisations at national regional and local level A legal entity or bona fide organisation URF PP User s Guide 2013 12 06 1 0 Page 71 of 73 Participant PIC Participant Identity Code PIC Private body or private corporation Public Body Any legal or natural person that has some dealings with FP or CIP programmes For example Legal Entity as partner to a grant agreement department or institute of such person working in participating organisation and relevant to the programmes expert Participants are external to the Commission In order to structure this participant concept into further details a clear distinction should be made between The executing participant proposing and executing an action e g a department within a university or an independent expert The participating legal entity endorsing the responsibility of this proposition and execution e g a university or the expert as a legal natural person A participating legal entity is any Legal Entity that has participated participates or will participate in the programmes o
23. anisation You can Sort v upload document files with sizes i This is a scan or the registration up to 6 Mb per file Company Registration pdf RECEIVED document Important Your updates here take Registration Document immediate effect when you click 2013 11 29 _ the Submit for processing button Description Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which Original Language Iv may potentially harm recipient user systems It is recommended to use etc GE MT jave Delete ance PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Choose your Framework Progran v Update your data E33 Figure 43 Updates Adding a New Document edit document properties 2 3 Modify the document properties as needed 4 Click to save your changes or click to cancel the update URF PP User s Guide 2013 12 06 1 0 Page 61 of 73 Replacing a document To replace an uploaded document 1 Click on the surrounding box of that document to display its properties in the document properties pane Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en e Messages Documents _ Organisation i Legal Address Contact Person LEAR Documents File name Company Registration pdf
24. bmit for processing button aM Description Disclaimer Before you upload a pt supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user Original Language systems lt is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration nm submit for processing Choose your Framework Prograr Update your data User manual Figure 40 Updates Adding a New Document browse URF PP User s Guide 2013 12 06 1 0 Page 58 of 73 2 Click to browse for the file you want to upload 3 Select the Document Type from the drop down list If your document does not fall under any of the types in the list select type Other 4 In the Description field enter a description of the file author subject content and SO On Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en Messages Documents Organisation Legal Address Contact Person LEAR Documents e On this page you can review add Filter File C Users osmenmi Deskto Browse and update documents for the current organisation You can Sort v Document Type Other x upload document files with sizes up to 6 Mb per file Company Registration pdf RECEIVED This is a proof of our a
25. button above the Submit for processing button Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Choose your Framework Prograr Figure 25 Registration Documents Page Note The Update Panel where the Document Management Facility is located will show additional tabs when a specific programme is selected from the drop down list at the bottom left corner of the page To upload a new document perform the steps below URF PP User s Guide 2013 12 06 1 0 Page 44 of 73 1 Click and the document properties pane will appear on the right hand side of the page Welcome DEMO USER you can view Demo Organisation 949701296 English en Messages Documents Organisation Legal Address Contact Person LEAR Documents a Add a new document On this page you can review add File and update documents for the 7 current organisation You can No documents have been submitted for Document Type Archive upload document files with sizes this organisation yet up to 6 Mb per file To add a supporting document click Important Your updates here take the Add ne
26. ddress Important Your updates here take Registration Document immediate effect when you click 2013 11 29 the Submit for processing button Description Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for m viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration vr Choose your Framework Progran v Update your data Figure 41 Updates Adding a New Document properties 5 Check the Original language box if the document is in the original language of the organisation for example the place of establishment of the organisation Submit for processing 6 Finally click to save your data and to upload your file Editing the properties of a document To edit the properties of an uploaded document 1 Click on the surrounding box of that document to display its properties in the document properties pane URF PP User s Guide 2013 12 06 1 0 Page 59 of 73 Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en lz Messages Documents Organisation i Legal Address Contact Person LEAR Documents Add a new document File name Company Registration pdf On this page you can revi
27. e Update Panel allows users associated with the organisation to create and send custom messages concerning the organisation as internal or external communication to other parties dealing with this organisation Error Messages URF will display an error message whenever the data entered is incorrect incomplete or missing Error messages are displayed on the left hand side of the respective page of the Registration Wizard and the problematic entry field is highlighted Roles When you submit the organisation data as a new participant you are assigned the Self registrant role as the actively logged in user in ECAS The Self registrant role is also assighed to the Contact Person if the contact provided in the Registration Wizard is a different person and not the actively logged in user When you register your organisation the Self registrant role is also assigned in IAM Identity and Access Management to the Contact Person IAM is synchronized with ECAS soOn the next synchronisation between IAM and ECAS ECAS will automatically send an invitation to the Contact Person s email address if it does not have this account registered URF PP User s Guide 2013 12 06 1 0 Page 8 of 73 Viewing Organisation Details To view the details of an organisation you are linked to log in to the Participant Portal and open the My Organisations tab From the Organisations tab page you can view a list of your organisations cl
28. e confirmation page shows a quick summary of your organisation legal data and displays your newly assigned PIC number seeFigure 18 Registration Confirmation English en Next steps You have registered the following data for this organisation You can now use the following PIC number to identify your organisation in your further E Legal Name Demo Organisation European Commission and its Agencies You Legal Address Rue Demo Bruxelles Belgium VAT BE 123456789 Business Registration Number 123456789 You are now able to modify your EAC EACEA specific information will receive an email confirming your registration shortly organisation s data and upload supporting Organisation type Other documents from the My Organisations tab in Is it a Small Medium Enterprise SME No BEE Organisation description other organisation riv number 949 0122 Weg Thank you for using the Participant Portal Figure 18 Registration Confirmation At this point URF will immediately send a confirmation e mail containing the data you have submitted and the Participant Identification Code PIC of the organisation The email will be sent to the emails of the self registrant as defined by their ECAS account and to the Contact Person using the Professional email provided in the Contact page An example of a confirmation e mail follows below including Erasmus programme specific information From fp7 pdm noreply ec europa eu Subject
29. e else click No and proceed to the next step 5 Provide the address of the website of the organisation if available e if the organisation has an official website click Yes and enter the website address in the entry field that appears next to the button row e else click No and proceed to the next step 6 Click Next to proceed to the next screen or click Close to cancel the registration at this time Note During this step you cannot save a draft of the registration data The system will display a list of any similar organisations matching or close to the criteria you have entered Organisation status can vary DECLARED VALIDATED etc as shown onFigure 6 Matching organisations below The following organisations were found based on your search criteria Next steps I 4 Click More details if Avenue Brussels 1 1234 Bruxelles RESET PIC 950003742 VAT BE123456789 National the data found E registration number 123456783 corresponds to the data of Status DECLARED your organisation More details 2 Click Next to continue the registration process for the new entity in case the data found does not correspond to the data of your organisation Figure 6 Matching organisations e f you cannot find your organisation in the list click to start the registration procedure e f your organisation is displayed in the list then it has already been registered in URF Cic va details D the r
30. eady exists under another PIC The Validation Service You can find below a summary of the entered data Organisation Data Legal name Demo Organisation Business name DEMO Organisation Registration country Belgium Official language English NACE code Computer programming consultancy and related activities Legal form UNKNOWN Legal form free text VAT number BE123456789 Registration number 123456789 Registration date 01 01 1990 Registration authority Demo Authority Legal Address Street name and house number Rue Demo URF PP User s Guide 2013 12 06 1 0 Page 36 of 73 PO box 1 Region County Arr Admin Bruxelles Capitale Admin Arr Brussel hoofdstad Postal Code 1000 CEDEX City Bruxelles Country Belgium Internet homepage www demo com Fax Main Phone 322123456 Secondary Phone Main Contact Person Contact title Mr Contact gender M Contact position in organisation CEO Contact department Contact last name USER Contact first name DEMO Contact country Belgium Contact street Rue Demo Contact street number Contact PO box 1 Contact region county Arr Admin Bruxelles Capitale Admin Arr Brussel hoofdstad Contact postal code 1000 Contact CEDEX Contact city Bruxelles Contact fax Contact primary phone 322123456 Contact secondary phone Contact e mail demo demo com EAC EACEA related info Organisation type Other Organisation scope Organi
31. earch for a message using keywords in the Search field at the top right corner of the page URF PP User s Guide 2013 12 06 1 0 Page 68 of 73 Error Messages Error Management in URF URF will display an error message in the left hand side pane of the URF Update Panel whenever the data entered is incorrect incomplete or missing Error messages will list the entries that must be amended and the problematic entry fields will be highlighted on the screen as shown in the example below Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en Messages Documents Organisation i Legal Address Contact Person LEAR Effective Date PIC Is the organisation a Legal Person Is it a Non Profit Organisation Is it a Public Body Is it a NGO Legal Name Business Name Official Language Establishment Registration Country Legal Form VAT number Business Registration Number Registration Date Registration Authority NACE code 949701296 n Yes C No am a Natural Person Yes No Q Yes No Yes No Demo Organisation Ltd DEMO Organisation Ltd Select a language D Belgium D D Yes No Q BE123456789 123456789 01 01 1990 Demo Authority WW Computer programming consultd v Choose your Framework Prograr v Update your data User manual Figure 49 Error Messages URF PP User s Guide 2013 12 06 1 0 Page 69 of 73 GLOSSARY Auton
32. egal Persons ES No phone numbers Main Phone 1322123456 Fax Secondary Phone Mandatory data Close Figure 13 Registration Contact Information scroll down d Enter the Postal code the Postal ZIP Code of the Contact Person e Enter the CEDEX code only applicable for France f Select the City of the Contact Person s address from the list URF PP User s Guide 2013 12 06 1 0 Page 29 of 73 g Specify the Region County of the Contact Person s address h Select the Country of the Contact Person s address 9 In the Phones section select Yes if the phone numbers of the Contact Person are the same as previously entered for the Legal Person This option will automatically copy the phone data provided in the previous step If you leave the option to No default please provide new phone number information as follows a Specify the Main phone number of the Contact Person Use the following format without any spaces CCCNNNNNNNNNNNNNNxBBBBB international code C 1 3 digits no zeros followed by your phone number N max 14 digits followed by extension B x char max 5 digits optional b Enter the Fax number of the Contact Person Use the following format without any spaces CCCNNNNNNNNNNNNNNXBBBBB international code C 1 3 digits no zeros followed by your phone number N max 14 digits followed by extension B x char
33. eir consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Add a new document Document Type Description Original Language Choose your Framework Progran v User manual Pert Decl Current Patrimony Certification Methodology External Auditor s Report FEL Form private entity FEL Form public entity FEL form natural person FP7 Verification Check List ICM Justification ID Card Passport Copy International Treaty LEAR Appointment Letter LEAR Roles Tasks Form Last Income Tax Law Decree Extract List of Debts Certified Low economic activity note Other Profit Loss Accounts Registration Document SME Certificate SME Check List SME Validation Form SME Verification Form Staff Headcount State Guarantee Statutes Statutory Auditor s Report VAT Exemption VAT Extract Validation Printscreen Figure 27 Registration Upload Document Document Type Note If your document does not fall under any of the types in the list select type Other See section DOCUMENT MANAGEMENT for more information about document types URF PP User s Guide 2013 12 06 1 0 Page 46 of 73 Welcome DEMO USER you can view Demo Organisation 949701296 Englis
34. elps to avoid redundant requests for information and facilitatesthe effort to keep participant related information up to date URF PP User s Guide 2013 12 06 1 0 Page 4 of 73 The ECAS Prerequisite Before you start using URF note the following about ECAS the European Commission s user Authentication Service and URF e ECAS enables authorised users to log in to a wide range of Commission information systems using a single username and password e You must have an ECAS European Commission s user Authentication Service account to be able to start the initial registration procedure For more information see ECAS help at https webgate ec europa eu cas help html Contact amp Support For technical issues related to URF or the Participant Portal please send an email to the following address EC RESEARCH IT HELPDESK ec europa eu All questions concerning Erasmus actions managed by National Agencies should be addressed to your local National Agencies as they play a key role in the practical implementation of the Programme and can reply in your language The list and contact information of National Agencies can be found at the Participant Portal SUPPORT Contact or directly at the following address http ec europa eu education participant portal support contact All questions concerning Erasmus actions managed by the Education Audiovisual and Culture Executive Agency EACEA and questions concerning Creative Europe
35. er NACE code English en PROGRAMME C Yes e Mo C Yes No DEMO Organisation 123456789 01 01 1990 Demo Authority Belgium D Arr Admin Bruxelles Capitale Demo Organisation English D s Yes C No BE123456789 Computer programming consultd n Legal Form UNKNOWN Mandatory data Save Draft Delete Draft Figure 10 Registration Organisation core data scroll down 6 Enter the which the established registered The Registration Authority is Registration authority under organisation that organisation was registered before for example the administrative body of the was the authority your city region the Chamber of Commerce and so on 7 Select the Establishment Registration Country of the organisation from the drop down list Usually this is the location of the headquarters of the organisation 8 Select the Region County where the organisation was established registered Even if marked as optional this information is essential for the Education Programme It is strongly suggested to fill the region 9 Enter the Legal Name of the organisation The Legal Name must correspond to the official legal name in the statute of the organisation This field can be up to 240 characters long 10 Select the Official Language for the organisation This is the language officially used for communication within the organisation 11 Provide the VAT number of the or
36. es that will open for the specific Hodac a Proaamme kom the ist programme you will return to the aa current page when done Creative Europe Europe for Citizens EU AID Volonteers Save Draft Delete Draft Figure 14 Programme specific information select a programme In the case of Erasmus and once the programme selection is chosen you will see a page similar to presented below URF PP User s Guide 2013 12 06 1 0 Page 31 of 73 English en Please select from the lists the type and scope of your organisation If none of the options is relevant for your organisation select OTHER and add a short description of your organisation Organisation type esoe Is your organisation a small medium C Yes C Mo sized enterprise SME Small or medium sized enterprise SME is an enterprise with Organisation description ess than 250 employees A balance sheet lower than SOM A year turnover of less than 43M Save Draft Save and Retum Figure 15 Programme specific information page Select your organisation type from the list provided If none of the options is relevant for your organisation select OTHER and add a short description of your organisation in the Organisation description field Once you finish click to continue to the previous page Finish your registration Next click to see a summary of your organisation you are registering URF PP User s Guide 2013 12 06
37. espective organisation to start using this organisation as a participant and to view available information about it See Figure 7 Previously registered organisation URF PP User s Guide 2013 12 06 1 0 Page 18 of 73 Next steps The following data was previously registered for your organisation You can now use the following PIC number PIC number 950003742 STATUS DECLARED to identity your organisation in your further ERCO 1 Avenue Brussels Bruxelles BE communication or interactions with the VAT BE123456789 Registration 123456789 European Commission and ts Agencies Thank you for using the Participant Portal European Commission Validation Services Team Email me Contact Print z Back Figure 7 Previously registered organisation In the Done page you have the following options e Click IO send anemail to the contact person for the similar organisation SeeFigure 8 Explanatory email to thecontact personof a similar organisation The objective of such communication could be for example to formally check with the contact person if the organisation is the correct one to useor not so you can proceed with the registration of a new entity e Click Email me receive a mail containing some data of the similar organisation See image below Note This option is not available when a new organisation is being registered e Clic to print a summary of the data of the organisation e Click to go back to the fresh
38. ew add Filter Document Type Registration Document and update documents for the Year 0 Gegen ee You uu EN Description This is a scan or the registration document upload document files with sizes PTE Company Registration pdf RECEIVED Update Date 2013 11 23 up to 6 Mb per file ie URF Registration Document 2013 11 29 Size 84106 bytes Original Language true Document Status RECEIVED Important Your updates here take immediate effect when you click the Submit for processing button Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Choose your Framework Progran v Update your data User manual Figure 42 Updates Adding a New Document edit document properties 1 URF PP User s Guide 2013 12 06 1 0 Page 60 of 73 to open the document properties in editing mode Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en Messages Documents Organisation Legal Address Contact Person LEAR Documents e File name Browse On this page you can review add Filter and update documents for the Document Type Registration Document D current org
39. f FP and CIP whether in Grant Agreements contracts or proposals only List of Agreements PDM URF WG as of 14th January 2007 Contacts by the executing participants and participating legal entities for exchange of information e g a professor within the university department the financial officer of the university an expert him herself etc Contacts typically play roles within participating entities and may have a specific address It is worth to notice that the executing participant and the participating legal entity can be the same legal entity e g a private company or that several legal entities could collectively endorse the responsibility for a single executing participant case of a consortium Participant Identity Code is a unique ID of an organisation The PIC is a 9 digits code obtained through URF registration and used in each step of the process to identify an organisation The PIC received during registration needs to be validated by the VS and will then become permanent Participant Identification Code A legal person mainly governed by public law in particular concerning establishment composition and audit A Public Body is a Legal Entity established as such by national laws and international organisations URF PP User s Guide 2013 12 06 1 0 Page 72 of 73 Registration Wizard The Registration Wizard is a facility offering easy and user friendly organisation registration procedure to
40. formation you will need for the registration in the documentation of the call for proposals Please note that you have to register your organisation before submitting a project application You can pause the registration process at any time and continue it later The system automatically saves your draft registration and will keep it until you edit complete it or for up to one year afte REGISTER ORGANISATION RESUME REGISTRATION Note If you have performed some of the registration steps before and you have then saved B Resume Registration your draft registration click there Registration The Registration Wizard The URF Registration Wizard provides an easy step by step procedure for initial registration including a preliminary check for an organisation duplicate in the system Note that the following buttons are available in all pages of the Registration Wizard b lt back e Click KE to go to the next previous registration page note that you can browse this way only if you have completed the mandatory fields in the currently open page BE oue Diet MEME e Click to save your current data in a temporary URF database This option is available from the Registration Wizard ORGANISATION Data page onwards URF PP User s Guide 2013 12 06 1 0 Page 15 of 73 Save Draft amp Resume Registration for more information e Click EE to delete your registration draft if you have saved one This button is read onl
41. ft or other activities and partnerships or associations regularly engaged in an economic activity FP7 7 Framework Programme of Research and Technological Development of the European Commission Identity and Access Management International organisation An intergovernmental organisation other than the European Community which has legal personality under international public law as well as any specialised agency set up by such an international organisation Legal Commitment Legal base of the obligations and rights between the Commission and another legal entity URF PP User s Guide 2013 12 06 1 0 Page 70 of 73 Legal Entity Legal Person or Natural Person Natural Person National Agencies Organisation An abstraction representing rights and obligations with regard to law and possessions A legal entity is said to have legal personality Any organisation registered as a legal entity personne morale under the law applicable to it or any natural person acting in a legal relation personne physique which enters in relation with the Commission contractor legal entity supplier customer beneficiary person A legal abstraction representing rights and obligations with regards to national law of its place of establishment community law or international law and possessions It is opposed to natural persons A legal person can group other legal entities natural or legal or cont
42. ganisation if available click Yes and enter the VAT number in the field that is will appear next to the button The VAT number is a unique number given to every organisation that pays Value Added Tax VAT URF PP User s Guide 2013 12 06 1 0 Page 24 of 73 12 Provide the NACE code of the organisation if applicable The statistical classification of economic activities in the European Community in French Nomenclature statistique des activit s conomiques dans la Communaut europ enne commonly referred to as NACE is a European industry standard classification system using a 6 digit code format For more information http ec europa eu eurostat ramon index cfm TargetUrl ZDSP PUB WELC 13 Specify the Legal form of your organisation expand the drop down list and select the option that best corresponds to the legal registration form of your organisation Select OTHER if you cannot find a suitable legal form in the list The legal form is usually noted in the registration act statute of the organisation It depends on the type of the legal entity and the country of registration For example if your organisation is a private body its legal form could be LLP Ltd PLC SA GmbH etc After validation of the organisation data the Legal Form field will be shown as validated by the European Commission Note University and Public Body are not valid legal forms 14 Click Bem URF PP User s Guide
43. h en el Messages Documents Organisation i Legal Address Contact Person LEAR Documents E Add a new document On this page you can review add File Company Registration _pdf Browse and update documents for the current organisation You can No documents have been submitted for Document Type Registration Document D upload document files with sizes this organisation yet up to 6 Mb per file Q This is a scan or the registration Important Your updates here take To add a supporting document click document the Add new document button above immediate effect when you click the Submit for processing button Disclaimer Before you upload a supporting document always ensure their consistency and p quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration I Original Language Submit for processing Choose your Framework Progran v Figure 28 Registration Upload Document Description amp Official Language 5 n the Description field Figure 28 Registration Upload Document Description amp Official Language enter a description of the file author subject content and so on 6 Check the Original language box
44. he process for both variants is identical the only difference being in the Contact page whereyou are prompted if you register on behalf of another organisation and if so you must refer a relevant Contact Person for the organisation being registered The Contact Person must be formally associatedwith the organisation The initial registration process involves the use of the Registration Wizard a series of data input fields and selection lists are organised thematically across several pages where you URF PP User s Guide 2013 12 06 1 0 Page 6 of 73 are prompted to provide information about the organisation as well as additional related data The last step enables you to provide programme specific information to better identify your organisation as a future participant The Registration Wizard contains a preliminary step the Welcome page in order to check whether the organisation that is to be registered already exists in the database If the organisation data matches an existing legal entity URF will offer you a list of similar organisations that you could choose to use Saving a Draft and Resuming Registration After you complete the initial step in the registration process you are enabled to save a draft of the registration data submitted up to that point and resume the registration at a later time Save Draft You can save your draft using ME Save Drait button available on each page from Step 2 onwards When you sa
45. ick the vo button next to an organisation to view its details To view the details of any organisation registered in URF use the Search where you can search for an organisation by its unique PIC number or by other search criteria URF PP User s Guide 2013 12 06 1 0 Page 9 of 73 REGISTRATION IN URF Registration Access to ECAS amp URF Registration in URF is the registration of an organisation from the Participant Portal page You can register e your own organisation as a participant Le an organisation you are part of or are associated with in business terms or e on behalf of an organisation different than your own one for example if you are a Project Coordinator for a project involving a Consortium of several organisations Any ECAS user can register an organisation To self register in URF you must first log in to ECAS from the Participant Portal page Follow the procedure below to perform the preparatory steps logging in to ECAS and accessing the URF registration wizard 1 In your browser open the Participant Portal page at http ec europa eu education participants portal 2 Log in to ECAS click theLogin button as indicated in the visual example in Figure 1 Participant Portal Welcome Page below URF PP User s Guide 2013 12 06 1 0 Page 10 of 73 Contact Legal Notice English v 7 7A D 7 Education Audiovisual Culture Citizenship and Volunteering European Ce
46. in the documentation of the call for proposals Please note that you have to register your organisation before submitting a project application You can pause the registration process at any time and continue it later The system automatically saves your draft registration and will keep it until you complete it or for up to one year after its last edit REGISTER ORGANISATION RESUME REGISTRATION Figure 4 Participant Portal Register anOrganisation 4 Click the RegisterOrganisationlink to proceed to the actual organisation registration process URF PP User s Guide 2013 12 06 1 0 Page 14 of 73 Contact Legal Notice English v ier Education Audiovisual Culture Citizenship and Volunteering European Commission Participant Portal European Commission gt Education And Formation gt Participant Portal gt Register An Organisation HOME ORGANISATIONS v EXPERTS v SUPPORT FL Register an Organisation To participate in proposals and projects you must register your organisation first After registration a unique identifier is assigned to your organisation This is the 9 digit PIC Participant Identification Code number that will be used as a reference by the Commission in any future interactions A single registration is required for each organisation in the system Organisation Registration Please keep the legal data of the organisation and programme related information at hand You can check the in
47. ion perform the following steps 1 Enter the Title of the Contact Person Mr Mrs Prof Dr etc English en ADDRESS CONTACT Contact data Enter contact information VQ ins Contact official contact information for communication Title relating to your organisation during the validation process and as a future Position in the organisation participant The Validation Services will use this information to contact you or the Department designated Contact Person during the process of validation of your organisation Professional E mail demo demo com data Gender Ze Male C Female Last Name USER First Mame DEMO Address Use the existing Legal Person s Yes No address Street Name and Number Rue Demo DO Box 1 Postal Code CEDEX France only City Bruxelles Gave Draft Delete Draft e Figure 12 Registration Contact Information 2 Enter the Contact Person s Position in the organisation 3 Enter the organisation Department division where the Contact Person sits 4 Enter the official Professional e mail address of the Contact Person It must belong to the Contact Person and not to a function team group in the organisation URF PP User s Guide 2013 12 06 1 0 Page 28 of 73 5 Specify the Gender of the Contact Person 6 Enter the Last name of the Contact Person The system automatically displays the last name of the self registrant modify it if
48. low Contact Legal Notice English v EST Education Audiovisual Culture Citizenship and Volunteering European Commission Participant Portal European Commission gt Education And Formation gt Participant Portal gt Register An Organisation HOME ORGANISATIONS e EXPERTS v SUPPORT v FE Register an Organisation To participate in proposals and projects you must register your organisation first After registration a unique identifier is assigned to your organisation This is the 9 digit PIC Participant Identification Code number that will be used as a reference by the Commission in any future interactions A single registration is required for each organisation in the system Organisation Registration Please keep the legal data of the organisation and programme related information at hand You can check the information you will need for the registration in the documentation of the call for proposals Please note that you have to register your organisation before submitting a project application You can pause the registration process at any time and continue it later The system automatically saves your draft registration and will keep it until you complete it or for up to one year after its last edit REGISTER ORGANISATION E o RESUME REGISTRATION ee Figure 21 Registration Resume a draft registration Note The system will only resume registration from your latest draft you cannot keep more than one regi
49. ment files with sizes up to 6 Mb per file There is no limitation about the overall size of all the uploaded documents for an organisation You must provide the Description Type and Author for each document you upload these fields are mandatory You can also read and download all the uploaded documents for the respective organisation However you may not delete a document once uploaded in the system even if it was you who uploaded it IMPORTANT See section DOCUMENT MANAGEMENT for full details about document management in URF as well as for detailed step by step procedures describing each document management action URF PP User s Guide 2013 12 06 1 0 Page 54 of 73 Validating Your Updates All the tabs in the URF Update Panel contain the Update your data i Sema buttons Figure 36 Update Quit buttons located in all the tabs Erasmus Update your data Reset filter User manual Figure 36 Update Quit buttons located in all the tabs To discard your updates Click to close the URF Update Panel without saving your latest updates To validate your updates Click to save all the updates made in ALL of the tabs A confirmation prompt will appear asking you if you are sure you want to submit your changes Figure 37 Confirmation of modifications Message from webpage i Changes were made in the following tabs u Legal Address Organisation Are you sure you want te submit your changes Fig
50. ntries First Previous Next Last l Choose your Framework Progran v Update your data Figure 46 Messages Management empty 2 Anew dialog box will open where you can provide the Subject and the content of your message Figure 47 Messages Management create a new message You Can use standard editing and formatting tools from the available formatting toolbar URF PP User s Guide 2013 12 06 1 0 Page 66 of 73 Subject Message B 7 U A 997 FontSize send the message Figure 47 Messages Management create a new message Send the message 3 When you enter the message content click To discard the message click Close 4 Your message is now added to the message list Figure 48 Messages Management message list URF PP User s Guide 2013 12 06 1 0 Page 67 of 73 e Welcome DEMO USER you can edit Demo Organisation Ltd 949701296 English en e Messages Documents _ Organisation i Legal Address Contact Person LEAR On this page you can review add and update Add new message messages for the Type Subject Message e Date lt lt gt current organisation Update information This is update information about an organisatio 2013 11 29 11 44 Messages l a Showing 1 to 1 of 1 entries First Previous 1 Next Last Choose your Framework Prograr v Update your data Quit User manual Figure 48 Messages Management message list 5 You can s
51. ocuments for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Important Your updates here take immediate effect when you click the Submit for processing button Erasmus Update your data Figure 38 Modifications of the validated data Documents tab You can upload document files with sizes up to 6 Mb per file There is no limitation about the overall size of all the uploaded documents for an organisation You must provide the Description Type and Author for each document you upload these fields are mandatory You can also read and download all the uploaded documents for the respective organisation However you may not delete a document once uploaded in the system even if it was you who uploaded it URF PP User s Guide 2013 12 06 1 0 Page 56 of 73 View Sort and Search e View To view the properties of a document just click somewhere in the box surrounding it in the list The document details will appear in the right hand side where you can edit the metadata e Sort The documents in the list are sorted by upload date Use the small arrow button next to the Sort label to switch the sort order ascending descending e Search You can search for the su
52. odiiyng Ordganisallom DAla aisece hti eel etcortiietine dido eii etenetidet ise lean etieendubcruas 49 The URF Update Panel EE 49 Core Common and Specific Data Updates ce eeccceecccsececeeeeseeeeseueeseneeseneesanees 50 Wodating Gore Organisation Dala studui cesi tte Proto Bee oco Pom t euren Uo Remi cade 51 Updating Common Organisation Data 53 DOCUMENT MANAGE ME RE 56 NOTIFICATION MESSAGES MANAGEMENT 65 URF PP User s Guide 2013 12 06 1 0 Page 2 of 73 Communication among organisation contact persons cccccseeeeeeeeeeeeeeesaeeeesaaeees 65 Error Messages Error Management in URF ccccceecceeeeceeeeeeeeneeeseeeseueeneeeseeesees 69 GLOSSAR aceti e RU IM PM IM M ee a 70 URF PP User s Guide 2013 12 06 1 0 Page 3 of 73 INTRODUCTION The Unique Registration Facility URF is an online web interface that provides access to the registration service It is a European Commission service producing unique identification for organisations and in certain cases natural persons required to apply to several European Programmes as Erasmus Creative Europe Europe for Citizens EU Ad Volunteer Horizon 2020 FP7 CIP COSME etc Access to URF is provided through asingle entry point theParticipant Portal The Participant Portal for the Education Programme Erasmus Audio visual Culture Citizenship and Volunteering can be found here http ec europa eu education participants portal desktop en home html Main Fea
53. omous organisation An autonomous organisation is an organisation that is independent of other legal entities it might be related to is self governing and will typically make its own decisions about how to spend its money and what its business focus is An independent organisation usually has its own management A Legal Entity which can participate in a FP7 grant Bona fide organisation Not a Legal entity but may act as an enterprise grouping other legal entities Coordinator The participant designated as the coordinator in a consortium and in the grant agreement Document Management The Document Management Facility is available from the Documents Facility tab page in the URF Update Panel which enables self registrants to upload supporting documents European Commission General Directorate for Education and Culture EAC EA The European Commission s Education Audiovisual and Culture Executive Agency Executive Agency is responsible for the implementation of the centralised Actions of the Erasmus Programme ECAS European Commission s user Authentication Service EC Officer European Commission s Project Scientific Officer or Administrative Officer representing the European Commission during the negotiations Enterprise Any Legal Entity engaged in an economic activity irrespective of its legal form This includes commercial companies but also in particular self employed persons and family businesses engaged in cra
54. opean Communities Figure 23 Registered organisations For more information see section Modifying Organisation Data URF PP User s Guide 2013 12 06 1 0 Page 42 of 73 Viewingthe RegisteredData To view your registration data as a self registrant after submitting it but prior to the start of its validation go to the Organisations My Organisations tab and click the button next to the respective organisation The My Organisation tab page in the organisation data update panel will open by default You can view the organisation legal address and contact person details from the respective tab pages seeFigure 24 Registration Data Submitted Welcome DEMO USER you can view Demo Organisation 949701296 English en Messages Documents _ Organisation Legal Address Contact Person LEAR Effective Date Organisation Data wl PIC 949701296 Is the organisation a Legal Person Yes No Iam a Natural Person nie C Yes No C Yes No C Yes No Please enter the data for the organisation Is it a Non Profit Organisation Is it a Public Body Is it a NGO Legal Name Demo Organisation Business Name DEMO Organisation a English Official Language Establishment Registration Country O Belgium D Li UNKNOWN D 1 5E123456789 Legal Form VAT number Choose your Framework Prograr Business Registration Number Registration Date Registration Authority NACE
55. pporting documents related to an organisation using the Filter box just above the document list not visible when there are no documents in the list The document search is performed using the following metadata file Name Type Author Status Document Types The URF Document Management Facility provides a list of pre defined document types for selection during document upload The Document Type selection list is available in the right hand side pane when you add a new document or edit the data of an existing one see below Messages Documents Organisation LegalAddress ContactPerson LEAR EAC gt Documents Add a new document On this page you can review add Filter and update documents for the current organisation You can Sort v upload document files with sizes up to 6 Mb per file Registration doc REPLACED Important Your updates here take Archive 2013 12 03 immediate effect when you click the Submit for processing button Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration vr Erasmus Update your data Reset filter Figure 39 Modifications
56. r Participant Portal European Commission gt Education And Formation gt Participant Portal gt Home HOME ORGANISATIONS EXPERTS SUPPORT H Welcome to the Education Audio visual Culture Citizenship and Volunteering Participant Portal The Participant Portal is your entry point for the electronic administration of EU funded projects under the programmes Creative Europe Erasmus Europe for Citizens EU Aid Volunteers If you plan to submit a project proposal under one of these programmes or wish to participate as an independent expert you are required to register your or expert details here In the Organisation tab you will be able to search for registered organisations Are you a new user Do you already have an ECAS account Figure 1 Participant Portal Welcome Page If you are not registered in ECAS yet please make a new registration by clicking on Register as shown on Figure 2 Participant Portal Registration on ECAS For more information on the ECAS registration process see ECAS help at https webgate ec europa eu cas help html URF PP User s Guide 2013 12 06 1 0 Page 11 of 73 Contact Legal Notice English wv Education Audiovisual Culture Citizenship and Volunteering Eu an Participant Portal European Commission Education And Formation gt Participant Portal gt Home HOME ORGANISATIONS EXPERTS SUPPORT Welcome to the Education Audio visual Cultu
57. r organisation the Participant Identification Code PIC that is assigned at the end of the registration process will be associated with that other organisation so in the next stages of registration you will be required to provide contact data that is relevant to that organisation including a Contact Person who will be requested to provide supporting documents during the process of validation of the data English en ADDRESS CONTACT PROGRAMME Organisation data Enter information about your organisation Please enter the data for the organisation Are you registering on behalf of e No C Yes More info on NACE code another organisation Is the organisation a Legal Person f Yes C No l m a natural person Is it a non profit organisation CYes No Is it a public body C Yes No Is it a NGO C Yes No Business Name DEMO Organisation Business Registration Number 123456789 Registration Date 01 01 1990 Registration Authority Demo Authority Establishment Registration Country Belgium el Region County Arr Admin Bruxelles Capitale Legal Name Demo Organisation Official Language English Save Draft Delete Draft Figure 9 Registration Organisation coredata 2 In the next four prompts specify the type of the organisation you are registering URF PP User s Guide 2013 12 06 1 0 Page 21 of 73 FIELD COMMENT Legal Person A Legal Person has a legal personality can act on its own name exercise right
58. re Citizenship and Volunteering Participant Portal The Participant Portal is your entry point for the electronic administration of EU funded projects under the programmes e Creative Europe Erasmus Europe for Citizens e EU Aid Volunteers If you plan to submit a project proposal under one of these programmes or wish to participate as an independent expert you are required to register your or expert details here In the Organisation tab you will be able to search for registered organisations Are you a new user Do you already have an ECAS account gt European Communities Figure 2 Participant Portal Registration on ECAS URF PP User s Guide 2013 12 06 1 0 Page 12 of 73 Once you log in the Welcome page of the Participant Portal will open seeFigure 3 Participant Portal page after log in2 Apa To apyeio rrpo Aeuong rnc avadop g ev BPEONKE Contact Legal Notice English v E Education Audiovisual Culture Citizenship and Volunteering European Commission Participant Portal European Commission gt Education And Formation gt Participant Portal Home HOME ORGANISATIONS EXPERTS SUPPORT FL d Welcome to the Education Audio visual Culture Citizenship and Volunteering Participant Portal The Participant Portal is your entry point for the electronic administration of EU funded projects under the programmes e Creative Europe e Erasmus Europe for Citizens EU
59. rson Is it a Non Profit Organisation n C Yes No ls it a Public Body We CYes No Is it a NGO Yes No Legal Name Demo Organisation Business Name DEMO Organisation Official Language on English Establishment Registration Country nie Belgium DN Legal Form n UNKNOWN VAT number Yes No DP 5E123456789 Business Registration Number 123456789 Registration Date 01 01 1990 Registration Authority Demo Authority NACE code A Computer programming consulti Erasmus Update your data User manual Figure 32 Modifications of the validated data Organisation Data URF PP User s Guide 2013 12 06 1 0 Page 51 of 73 Legal Address In the Legal Address tab you can modify any information related to the legal address of the organisation When you modify the Street Name Street Number Postal Code City and or Country the hidden Effective Date field will be shown and will be automatically set to the current day s date You can then set a different date when the updates made are to enter into force This information is required for grant amendment reasons Welcome DEMO USER you can edit Demo Organisation 949701296 English en Street Name and Number Legal Address Rue Demo Enter the official registered address P O Box 4 of the organisation Postal Code CEDEX City Bruxelles Country Belgium Region County Arr Admin Bruxelles Capitale v Phones Main Phone 322123456 Fa
60. s and be subject to obligations A Legal Person is established on the basis of an act of incorporation and usually also a registration is required A Legal Person exercises rights and is subject to obligations with regard to the national law of its place of establishment community law or international law A Legal Person can group other legal entities natural or legal or contain only possessions e g foundation Natural Person A Natural Person is a citizen to be distinguished from a Legal Person which refers to corporations etc For informal groups of young people one member of the group should register as anatural person in the Organisation tab on behalf of the group Natural Persons always have legal personality and are therefore legal entities without other proof being required than their identification papers Please note that an individual who is registered as a freelance professional and has a VAT number can also be considered a Legal Person in addition to being a Natural Person As a result a citizen who is a freelance professional must choose whether to apply as a Natural Person or as a Legal Person Non ProfitOrganisation A legal entity is qualified as a Non Profit Organisation when it is considered as such by national or international law international organisations as well as any specialised agency set up by international organisations As a general consequence any possible profits have
61. sation You can upload document files with sizes up to 6 Mb per file Important Your updates here take immediate effect when you click the Submit for processing button Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Filter Sort v Company Registration pdf RECEIVED Registration Document 2013 11 29 File name Browse Document Type Registration Document D This is a scan or the registration document Description v Original Language Choose your Framework Progran v Update your data E31 Figure 45 Updates Adding a New Document replace document 2 URF PP User s Guide 2013 12 06 1 0 Page 63 of 73 3 Click Logg File to browse for the replacement file 4 Click to save your changes or click to cancel the update Downloading a document To download a document click on its name in the document list Usually a file download prompt will pop up depending on your browser If you cannot download a document file check the security settings of your browser Deleting a document You may not delete a document that has been
62. sation description other organisation URF PP User s Guide 2013 12 06 1 0 Page 37 of 73 Save Draft amp Resume Registration After you complete the initial step in the registration process you are enabled to save a draft of the registration data you have entered up to that point and resume the registration at a later time Save Draft To save a draft click the button available on each page fromRegistration Wizard ORGANISATION Data onwards URF will display two notification messages on the screen as shown on Figure 19 Registration Save Draft notification 1 and Figure 20 Registration Save Draft notification 2 The registration data draft is stored in our database for up to 12 months if not used until then it will be automatically deleted Figure 19 Registration Save Draft notification 1 URF PP User s Guide 2013 12 06 1 0 Page 38 of 73 WELCOME ORGANISATION Draft saved successfully Back to Organisation page Figure 20 Registration Save Draft notification 2 Each time you save a registration draft you will receive an automatically generated notification email to the email address provided during ECAS registration URF PP User s Guide 2013 12 06 1 0 Page 39 of 73 link inthe Resume a draft registration area in the Register tab see Figure 21 Registration To resume the registration from a saved draft log in and click the Resume a draft registration be
63. sation in latin characters when the legal name is written in a different alphabet This will facilitate the communication across Europe It can be up to 40 characters long 4 Enter your Business registration number of the organisation if available This is usually a unique code identifying your organisation usually provided by the Chamber of Commerce of the country of registration establishment of the organisation Tips The Registration Number the Registration Authority and the Registration Date are usually provided in the same document Contact your financial department for more information Any other national identification of the organisation different from PIC and VAT numbers can be entered here If your organisation does not have a Business Registration Number you can enter not applicable 5 Enter the Registration date when the organisation was established registered The Registration Date is the date when your organisation was established or registered as such for example with the Chamber of Commerce in your country URF PP User s Guide 2013 12 06 1 0 Page 23 of 73 WELCOME ORGANISATION Organisation data Please enter the data for the organisation More info on NACE code Is it a public body Is it a NGO Business Name Business Registration Number Registration Date Registration Authority Establishment Registration Country Region County Legal Name Official Language VAT numb
64. stration draft at a time Note The BSSSIuIit ieirIHiiifi y is only available if you have an existing draft saved The Registration Wizard will open the page where you last saved your draft sothat you can complete any remaining registration steps and modify verify your current data from the respective pages seeFigure 22 Registration Data Modifications URF PP User s Guide 2013 12 06 1 0 Page 40 of 73 ADDRESS CONTACT PROGRAMME Organisation data Enter information about your organisation Please enter the required data for the Are you registering on behalf of ig Mo Ates organisation you are registering another organisation Is the organisation a Legal Person Yes No I m a natural person If you are registering on behalf of another organisation click es on the respective Is it a non profit organisation Yes No prompt at the top of the page In this case the Participant identification Code PIC that is assigned at the end of the registration Is it a public body 5Yes Na process will be associated with that other ls it a NGO Yes Mo organisation so please provide contact data that is relevant to that entity including a Contact Person who will be requested to Business Name DEDE Labs provide Supporting documents during the Par Heni a Messdps process of validation of the data 0123456783 Registration Date 01 03 2013 Registration Authority ABCDE Establishment Registration Country
65. the registrants using step by step screen forms with all the required fields and lists for entry of organisation registration data The Registration Wizard is invoked from the EAC Participant Portal page when the user starts a new organisation registration or resumes a draft registration Small and Medium sized Enterprise Service Oriented Architecture Supporting documents Official documents in any of the EU official language to be provided by participants as justification of their declared administrative financial or legal data The Unique Registration Facility This is a service providing unique registration for participants in the Framework Programmes at proposal and contract stages It encompasses a set of rules for data acquisition and validation URF PP User s Guide 2013 12 06 1 0 Page 73 of 73
66. to be reinvested within the organisation itself and may not be distributed The quality of being a Non Profit Organisation has to be proven by your statute URF PP User s Guide 2013 12 06 1 0 Page 22 of 73 FIELD COMMENT Public Body A Public Body stands for any legal entity established as such by national public law and international organisations Established signifies that the legal entity must be either incorporated as a Public Body in the formal act and or governed by public law usually both are required To define a legal entity as a Public Body more criteria are required than just the direct supervision of a legal entity by the State the public financing or the public service mission A Non Government Organisation NGO stands fora legally constituted corporation created by natural or legal persons that operate independently from any form of government The term normally refers to organisations that are not a part of a government and are not conventional for profit businesses In the cases in which NGOs are funded totally or partially by governments the NGO maintains its non governmental status by excluding government representatives from membership in the organisation NGOs are typically non profit organisations 3 Enter the Business name of the organisation optional The Business Name can bethe official acronym of your organisation This field can also be used to enter the name of the organi
67. tration Country Belgium supporting documents Legal Name Demo Organisation Official Language English Business Name DEMO Organisation Business Registration Number 123456769 VAT number BE123456789 NACE code Computer programming consultancy and related activities Registration Date 1990 01 01 Registration Authority Demo Authority Legal Form UNKNOWN Legal Address information Street Name and Number Rue Demo HO Box 1 Save Draft Delete Draft Figure 17 Registration Summary of your data Perform one of the following actions e o print a summary of your data click Print e To suspend the verification of the data click Save Draft to save a registration draft Then the data is saved and the pop up is closed e To delete your saved registration draft if any click Delete Draft e f you find a mistake or you want to make a correction for any other reason click the relevant button on the top of the page Organisation Address Contact or Programme to go to the respective page that needs some of its data modified e When you check all your data and ensure that it is correct and consistent click to submit the information When you submit your registration data the Registration Wizard will display its final confirmation page Figure 18 Registration Confirmation with the newly assigned PIC number of your organisation URF PP User s Guide 2013 12 06 1 0 Page 34 of 73 Registration Wizard CONFIRMATION Th
68. tures and requirements URF enables potential applicants to perform two main types of actionspertaining to the process of registration of an organisation e the organisation registration itself registration of your own organisation or registration on behalf of another organisation and e the update of organisation data Registration The registration procedure is performed intheURF Registration Wizard a step by step user friendly tool for entry of all the information required for an organisation to be registered The URF Registration Wizard is invoked from the Participant Portal page when a new registration is started or when a draft partially completed and saved registration is resumed The URFRegistration Wizard uses a heuristic method of detection of organisation duplicates during the registration process Data Update The updating of organisation datais mainly managed from theURF Update Panel that contains the relevantorganisation details pages The URF Update Panel is accessed from the Participant Portal page and covers options for updating core common and specific data as well as facilities for management of supporting documents As a participant you are only required to register once URF then assigns you a unique Participant Identification Code PIC that you can usefor all future communication and interactions with the European Commission and its Agencies for the given organisation The use of a PIC for each organisation h
69. ure 37 Confirmation of modifications e f you cancel the validation URF will keep your latest updates and you will return to the last tab you had open You can go on with your updates as well as introduce new changes e When you confirm the validation URF will save your updates and will close the Update Panel Next you can either return to the EACParticipant Portal pageor log out URF PP User s Guide 2013 12 06 1 0 Page 55 of 73 DOCUMENT MANAGEMENT The Document Management Facility the Documents tab in the URF Update Panel enables authorised users to upload new supporting documents and to modify the metadata descriptions of the documents uploaded by them Welcome DEMO USER you can edit Demo Organisation 949701296 English en Messages Documents Organisation Legal Address Contact Person LEAR j EAC Documents File name Company Registration pdf On this page you can review add Filter Document Type Registration Document and update documents for the Year 0 isati Sort v SS current organisation You can Description This is a scan or the registration document upload document files with sizes 44 up to 6 Mb per file Company Registration pdf RECEIVED Update Date cnr thes i Source URF Registration Document 2013 11 29 Size 84106 bytes Original Language true Document Status RECEIVED Disclaimer Before you upload a supporting document always ensure their consistency and quality Scan your d
70. ve a registration draft you will receive an automatically generated notification email to the email address provided during ECAS registration You can delete your draft using the Achen button URF will keep your draft for up to 12 months as of the latest draft save If you do not resume the registration within a year s time your draft data will be automatically deleted Organisation Data Modification amp Updates You can modify your organisation s data from the My Organisations tab by clicking the OD button next to the respective organisation in the main menu When you modify organisation data URF presents the data in the same structure as during the registration and validation processes e Core organisation data updates e Common organisation data updates e Specific organisation data updates legal organisation status information programme specific data modifications and so on See section DATA MODIFICATIONS AND UPDATES further in this document URF PP User s Guide 2013 12 06 1 0 Page 7 of 73 Document Management As a self registrant you can upload supporting documents for an organisation and modify their metadata You can also read and download all the uploaded documents for the respective organisation However you cannot delete a document once uploaded in the system even if you uploaded it Message and Error Management Messages Communication to Self Registrant The Message management facility in th
71. w document button above immediate effect when you click the Submit for processing button 9 Disclaimer Before you upload a Description supporting document always ensure their consistency and quality Scan your documents for viruses or any other data which may potentially harm recipient user systems It is recommended to use PDF file format when you submit Submit for processing the following document types FEL Form Legal Entity Form VAT extract VAT exemption and Registration Documents Extract of registration Original Language E Choose your Framework Progran User manual Figure 26 Registration Upload New Document Page l Browse l 2 Click to browse for the file you wantto upload 3 Select the desired document file and die Pe URF PP User s Guide 2013 12 06 1 0 Page 45 of 73 4 Select the Document Type from the drop down list Figure 27 Registration Upload Document Document Type ee Welcome DEMO USER you can view Demo Organisation 949701296 English en el Messages Documents _ Organisation i Legal Address Contact Person LEAR Documents On this page you can review add and update documents for the current organisation You can upload document files with sizes up to 6 Mb per file Important Your updates here take immediate effect when you click the Submit for processing button Disclaimer Before you upload a supporting document always ensure th
72. w see all your uploaded files Note See sectionDOCUMENT MANAGEMENT for more information about document statuses 8 Now you can to upload another document or to exit the Documents Management Facility URF Update Panel Note All changes made in the Documents tab are recorded immediately However if you have made other updates in the remaining tabs you must click e eu den to save all the changes before quitting URF PP User s Guide 2013 12 06 1 0 Page 48 of 73 DATA MODIFICATIONS AND UPDATES Modifying Organisation Data You can modify your registration data The update option is indicated by the accessible button on the URF Update Panel The URF Update Panel The URF Update Panel Figure 30 The URF Update Panel enables users to update organisation data Welcome DEMO USER you can edit Demo Organisation 949701296 English en Messages Documents Organisation j Legal Address Contact Person LEAR j EAC i Effective Date Organisation Data EC PIC 949701296 Please enter the data for the m Is the organisation a Legal Person a Yes C No am a Natural Person organisation Is it a Non Profit Organisation n C Yes No ls it a Public Body We CYes No Is it a NGO Q Yes No Legal Name Demo Organisation Business Name DEMO Organisation Official Language a English Establishment Registration Country n Belgium D Legal Form UNKNOWN VAT number Yes No DP 5E123456
73. x Secondary Phone Internet Address Internet web address website www demo com Erasmus Update your data User manual Figure 33 Modifications of the validated data Legal Address URF PP User s Guide 2013 12 06 1 0 Page 52 of 73 Updating Common Organisation Data Common data updates cover the modification of organisation information in the Contact Person and Documents Contact Person In the Contact Person tab you can modify the details of the Contact Person Welcome DEMO USER you can edit Demo Organisation 949701296 English en Have you registered on behalf of or No C Yes another organisation If no LEAR has been nominated yet Title Mr for the organisation you can modify your Contact Person information The Contact Person can be contacted by the Validation Services prior to LEAR nomination Professional E mail Contact Person Position in the organisation Department demo demo com Gender Male Female First Name DEMO Last Name USER Address Street Name and Number Rue Demo P O Box 1 Postal Code CEDEX France only City Bruxelles Country Belgium EN Region County Arr Admin Bruxelles Capitale Je Phones Minin Dhanna Erasmus Update your data User manual Figure 34 Modifications of the validated data Contact Person URF PP User s Guide 2013 12 06 1 0 Page 53 of 73 Documents Document Management The Document Management
74. y when no draft exists e Click to exit the Registration Wizard without saving the data entered sinceyour last saved draft if any or since your last login when no draft exists e Most of the entry fields and selection drop down lists provide additional help tips via the o buttons hover with the mouse on the respective button to display useful information about the required entry URF PP User s Guide 2013 12 06 1 0 Page 16 of 73 Registration Wizard WELCOME Preliminary Check On the Welcome page of the Registration Wizard URF performs a registrationduplicate check prior to the actual registration process in case the same organisation has already been registered in the system in the past In the Welcome page see Figure 5 Registration Welcome perform the following steps 1 Enter the legal name of the organisation WELCOME ORGANISATION ADDRESS CONTACT PROGRAMME SUBMIT DONE o_o _o eo wo co we Registration overview Welcome The Registration Wizard will quide you What is the Legal Name of your through the process of registration At the organisation Demo Organisation ene Vhat is the Country of registration Belgium Identification Code PIC of your organisation Please keep the basic legal information Does your organisation have a Value e Yes C No BE4123456789 Registration extract VAT data of the Added Tax VAT number EE EE Does it have a Business Registration e Yes No 493456789 forms quickly

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