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LEAR engagement and validation

Parallel to the validation of your organisation in the Participant Register, its legal representative(s) (e.g. typically the CEO of the company, the rector of the university, the Director-General of the Institute... always in accordance with the statutes of your organisation) must nominate a Legal Entity Appointed Representative (LEAR). The LEAR role, which can be performed by an authoritative staff member in the arrangement's central assistants, is cardinal: one time validated by the Committee, the LEAR will be authorised to:

• manage the legal and financial information most the organisation
• manage access rights of persons in the organisation (just non at the project level)
• appoint representatives of the system to electronically sign grant agreements ('Legal Signatories' - LSIGN) or financial statements ('Fiscal Signatories' - FSIGN) via the Funding & Tenders Portal

Further details about the LEAR's rights and responsibilities are explained in the Roles and access rights section.

How to engage a LEAR

• Delight note that validation of the organization is a prerequisite for the validation of the LEAR.

Identify the person in your arrangement who will act every bit LEAR and the legally empowered representative appointing her/him.

The person who initially registered the organisation in the Funding & Tenders Portal (the self-registrant) will be able to launch the date of the LEAR in parallel to the validation of the organisation.
Once invited to practice and so, this person can get to the 'My Organisations' menu, click on the 'Deportment' button, then 'Modify Organisation' and proceed with the following step.

Beneficiaries that are natural persons do not need to prove their capacity to become a LEAR, only still need to enter their LEAR data and signed supporting documents, including copy of identity proof, in the Participant Annals.

Encode in the Participant Register the name and contact information of the LEAR and the legal representative(s) appointing her/him:

On completion of this pace, the Participant Register will generate the necessary supporting documents to be mitt-signed:

• LEAR appointment letter and LEAR role and duties (generated as a single document)
• Annunciation of consent to the Funding & Tenders Portal Terms & Weather condition

The system automatically checks the existence of an EU Login account linked to the LEAR's e-mail address, first and concluding name, and in case of inconsistencies alerts the cocky-registrant. If no European union Login account exists, the organization volition outset creating one and the LEAR will exist requested (via a notification e-mail) to finalise the creation of her/his EU Login account (the LEAR appointment procedure volition exist blocked until this is done)

Get your organization'due south legal representative to:

• engagement, sign and stamp the LEAR appointment letter & LEAR roles and duties document generated past the system (both sections must be signed)
• read the Funding & Tenders Portal Terms and Conditions and
• date, sign and postage the declaration of consent to the Funding & Tenders Portal Terms and Conditions.

Upload a scanned version of the post-obit documents in the Participant Annals:

1. the LEAR engagement letter & LEAR role and duties (dated and signed by the legal representative(s) and the LEAR)
2. the Annunciation of consent to the Funding & Tenders Portal Terms & Conditions (dated and signed past the legal representative(s))
3. copies of an official valid proof of identity (ID-bill of fare, Passport) carrying a photo and signature of
   • the legal representative(s) and
   • the appointed representative (LEAR)
4. certificate(due south) proving that the legal representative(s) appointing the LEAR is/are empowered as such, which must:
   • clearly indicate the role/function inside the system equally legal representative(s),
   • identify and appoint a specific person (by indicating his/her personal data) as the person covering that specific function/function.

TIPS:

Don't forget to keep the originals of all documents you uploaded on file, then that they are available for EU controls, audits or ex-postal service checks. Since the Participant Register is now being built up equally a single European union organisation registry for all Eu funding and tenders, your registration will be valid for this and any time to come EU funding and tenders your organisation will e'er apply for. You must therefore go along the originals permanently; the document retention rules of individual grant agreements/contracts (2/3/v years afterward the cease of the activity) practise non utilise. Y'all should therefore not throw them away and ensure that they are maintained as well in case of insolvency, takeover or alter of control. Missing documents may atomic number 82 to serious consequences (run across Funding & Tenders Portal Terms & Conditions).

Upon receipt of the above listed documents and once the corresponding Motion picture has been validated, the Validation Services will as well validate the LEAR appointment in the Participant Register.

Actuate the LEAR's online user business relationship using:

• the activation instructions which the LEAR volition receive past electronic mail
• the business relationship activation PIN code which will be sent to the LEAR by post, or by SMS if the LEAR's mobile phone number was provided

TIPS:

Should you encounter whatever problems with the LEAR appointment, please contact the Validation Services via the messaging service in the My Organisations menu, clicking on the "Actions" push > "Modify Organisation".

Changing the LEAR or his/her data?

• In instance there is a need to supplant an already validated LEAR, the organisation tin designate a new LEAR by following the steps set out higher up under How to appoint a representative (LEAR). In that location is no alternative procedure specifically designed for replacing LEARs.
• If you are a LEAR and your e-mail accost has inverse, please inform the Validation Services via the 'messaging' pick under the My Organisations bill of fare, clicking on the "Actions" push > "Modify Organization". The electronic mail address will be updated by us.

How can I contact the LEAR of an organisation?

Go to the Participant Annals folio under the menu "How to participate" and use the "Search a Picture" office for finding the organisation. The search results contain a "Contact Organization" button on the correct-hand side. Clicking the button will open a contact course that allows y'all to transport a bulletin to the LEAR (and his/her Account Administrators) without disclosing their contact details (for reasons of personal data protection). The LEAR can then contact yous directly.

You lot can contact the LEAR of your own organisation(southward) on the My Organisations page (afterward logging in with your Eu Login account), by clicking the "Actions" button > "Contact Organisation" available for each organisation to which your EU login account is linked.

What tin the LEAR do in the participant register?

The LEAR role, which can be performed by any member of your staff (typically from the central administration), is key. They are the formally-nominated main responsible for your organisation's use of the Portal Electronic Exchange System and thus bear the final responsibility for all your deportment in the Portal. One time validated, they will be responsible for:

• keeping an overview of all the projects and applications the organisation is involved in
• managing all the legal and financial information most the organisation
• managing the access rights at organization-level and keeping an an eye on access rights at project-level
• appointing the persons which will exist able to electronically sign contracts (Legal Signatories - LSIGN) and cost claims or invoices (Financial Signatories - FSIGN)

Beneficiaries that are natural persons practise not need to prove their chapters to become a LEAR, simply even so need to enter their LEAR data and submit supporting documents.

Further details nigh the LEAR'south rights and responsibilities are explained in the Roles and access rights section.

Reference documents

• Template: LEAR date letter & LEAR role and duties (for information purposes simply, always use the documents generated by the Participant Register)
• Funding & Tenders Portal Terms & Weather condition
• Template: Declaration of consent to the Funding & Tenders Portal Terms & Weather (for information purposes only, always use the documents generated by the Participant Annals)
• LEAR appointment FAQ

Related links

• Participant Register

FAQ

• LEAR engagement FAQ

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Source: https://ec.europa.eu/research/participants/docs/h2020-funding-guide/grants/applying-for-funding/register-an-organisation/lear-appointment_en.htm

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