How to Apply

The application process is in three stages. 

Initially, all organisations must first establish their eligibility to apply for Structural Fund assistance.   This is determined via the registration process.  Once an organisation has been registered there is no requirement to re-register for subsequent applications. 

Once registered, applicants must submit a First Stage Application Form for each individual project.  The aim of this stage is to filter out projects which do not meet eligibility criteria, allow for early liaison with the IAB and also to flag up any potential for collaborative bids between projects. 

Assuming a project receives approval from the First Stage to proceed, applicants are required to submit a Second Stage Application Form, again for each individual project. 

The Application Forms for Stages One and Two are currently in word based format but it is anticipated that this will change to on-line format in Spring 2008. 

Deadlines will be clearly advised on this website but it is anticipated that there will be two application rounds in 2008, one in Spring and a second in Autumn.  The timescale from First Stage Application deadline to formal Ministerial decision will be approximately 5 months.

Registration
Applicant Organisations are responsible for all aspects associated with implementation, monitoring and reporting on projects.  This includes application, acceptance of grant, project implementation including cash-flow management, submission of claims, monitoring and reporting progress, monitoring and verification visits, retention of project documentation for the prescribed period and maintenance of a full audit trail vouching expenditure incurred and defrayed.

Such responsibilities are onerous.  Organisations therefore require significant and sufficient administrative and financial capacity. 

There are three main categories of eligible applicant: Public Sector, Voluntary or Charitable Organisations and Joint Ventures (Public/Private Partnerships). 
To assist in the Registration Process, all organisations must provide to the IAB: A copy of Memorandum and Articles for the organisation; List of Board Members; Details of the organisational management structure; A copy of the most recent annual accounts.  If these are more than 6 months old, or if there are no audited, annual or endorsed accounts, unaudited or management accounts for the subsequent period may be required; A copy of the business plan, or similar. 

While all organisations are required to register, the following types of organisation are only required to submit the registration form and not any additional information: Scottish Executive; Other Government Departments; SDBs; Local Authorities; Enterprise Networks; NGOs / NDPBs; Colleges. 

Further details on this can be found within the Registration Guidance Notes found in the Downloads section of this site.

First Stage Application
To formally notify interest in applying for Structural Funds, applicants are requested to submit an outline of their proposed project that will include the following information:

• Structural Fund Programme and Priority;
  Proposed outline of expenditure;
• Level of Grant sought and proposed grant intervention rate;
• Sources of co-finance and anticipated dates of confirmation;
• A brief description of the proposed project, including an outline of anticipated timescales, objectives, target groups, geographical coverage, partnerships and outputs and results.

Once completed, you should submit your form to us both electronically and in hard copy format.  Please send the form as a file attachment to stage1@hipp.org.uk The hard copy should be sent to our Inverness office.  If you have any questions on the First Stage Application process please contact the Inverness office.

Second Stage Application
After receiving confirmation of approval of the Stage One Application, applicants can go on to complete and submit a Stage Two Application. 

There is only one version of the application form regardless of whether projects are seeking ERDF or ESF assistance within the Highlands and Islands or Lowlands and Uplands Scotland Programme areas. 

The form is split into six sections: (1) Project Summary, (2) Participant Characteristics (for ESF projects only), (3) Core Indicators and Targets, (4) Justification (which includes strategic fit, evidence of demand, structure and management), (5) Project Costs, (6) Compliance and Declaration.

Prior to completion of this form, applicants should familiarise themselves with the National Rules which provide important guidance on eligibility of expenditure in addition to the Stage Two Guidance Notes.  Both documents are available from the Downloads section of this website.