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Call key data
Union Civil Protection Mechanism Funds
Estimated EU contribution per project
between € 400,000.00 and € 1,000,000.00
Link to the call
Link to the submission
The overall objective is to improve civil protection preparedness to all kinds of disasters inside or outside the Member States/Participating States of the Mechanism by providing funding for institutional preparedness and individual capacity strengthening initiatives.
This topic aims to increase the overall preparedness of the UCPM and its stakeholders through activities that address ongoing and emerging issues of systemic relevance. Preparedness, as defined in Decision No 1313/2013/EU, is understood as “a state of readiness and capability of human and material means, structures, communities and organisations enabling them to ensure an effective rapid response to a disaster, obtained as a result of action taken in advance” and is a key area in which the UCPM can support Member States’ DRM activities.
While proposals under this topic are free to focus on multi-hazard or hazard specific activities, the overall approach should aim to go beyond traditional civil protection authorities. The integration of scientific expertise in preparedness and the stimulation of relevant research can be facilitated by including scientific community stakeholders in the proposals. Linking preparedness activities to other relevant sectors of society (e.g., technical and political decision makers or the public) are key to connecting preparedness to other DRM initiatives. It also increases the impact and sustainability of the specific preparedness activities.
Stakeholders should tailor proposals to address their identified needs and can either be broad in scope by focusing on gaps across sectors, borders and disciplines or specific to a region, organisation type or hazard. Central to the proposal should however be the systemic relevance of the activities for the UCPM and applicability of the results for stakeholders beyond those involved in the consortium.
Activities funded under this topic should complement or link to European Union, national, regional or previous UCPM preparedness initiatives, particularly with challenging dimensions such as emerging disaster risks and the complexities associated with prolonged emergencies or concurrent disasters. Results should be presented in a way to support their adaptation and implementation by other stakeholders. Outputs such as training materials or IT tools should be designed with a low adoption threshold, in mind, thereby encouraging stakeholder uptake.
In order to contribute to achieving the above general objective, applicants are invited to select one or several of the following topic priorities.
Both priorities – institutional preparedness and individual capacity strengthening - correlate with the Union disaster resilience goal No. 5: ‘Secure – Ensuring a robust civil protection system’, as well as the preparedness elements addressed by disaster resilience goal No. 2: ‘Prepare – Increasing risk awareness and preparedness of the population’.
Priority 1: Institutional preparedness
Institutional preparedness plays a crucial part in efficiently meeting the demands placed on civil protection and DRM authorities. Increasing complexities during disasters, changing parameters as a result of climate change and the ever-growing risk of concurrent disasters or prolonged emergencies, require institutions with a role in DRM to adapt and prepare themselves accordingly.
Proposals addressing the institutional preparedness priority of the call will be able to place their focus on activities aimed at advancing preparedness, both within and between organisations, sectors and borders, especially in the context of applying lessons learnt to existing structures and processes. Activities can aim to encourage or even institutionalise cooperation between different stakeholders, including the general public, improve communication, information management and facilitate the transfer of knowledge or integrate new approaches and innovative research in the interest of increasing preparedness at an institutional level.
Priority 2: Individual capacity strengthening
This priority aims to increase preparedness through activities that develop skills, expand relevant knowledge, and improve capacity and performance of individual experts or functional groups. While the primary responsibility for this process lies within each organisation, this call intends to complement efforts within individual stakeholders, by funding initiatives that gather resources beyond those typically available to the individual organisation. Bringing together different stakeholders, sharing knowledge, and developing formats to effectively make knowledge and skills available to relevant audiences throughout the UCPM community is the central objective of Priority 2.
While any identified gaps on relevant topics can be addressed, areas of focus that have already been identified include floods, wildfires, earthquakes, Chemical Biological Radiological Nuclear (CBRN) and medical emergencies.
All activities included in the proposals aimed at capacity strengthening should be structured in a manner that is complementary to UCPM and national training programmes and not duplicate ongoing efforts. The gained knowledge and experience should be applied nationally, bilaterally or internationally in a way that benefits the UCPM in the disaster risk prevention, preparedness or response activities. This includes relevant activities conducted in the framework of EU macro-regional strategies.
Expected effects and impacts
For Priority 1: Institutional preparedness
Project activities and outputs should lead to the achievement of at least one of the following outcomes:
- Development of solutions to integrate lessons learnt into existing structures and processes.
- Integration of a broader range of stakeholders such as science and research, political and technical decision makers or the general public into preparedness activities.
- Strengthened relationships between stakeholders already being part of the DRM community while broadening the communities' reach into other sectors.
- Facilitated transfer of research and innovation outcomes into civil protection and DRM planning and operations through agile learning and feedback mechanisms.
- Development and sharing of knowledge and capabilities at organisational and systemic levels against critical/common risks, new emerging risks, prolonged emergencies or concurrent disasters.
Examples of project outputs to be funded include, among others:
- Analyses, feasibility studies, background studies, ex-ante evaluations for scenario-based capacity-development and applied science activities.
- Scenario frameworks, manuals, guidelines and planning tools, action plans, evaluation reports and other analytical products on developed, tested and assessed disaster risk scenarios.
- Proposals on integrating scenario-based capacity-development and applied science activities into the existing UCPKN activities.
- Information Technology (IT) tools, processes, and methodologies for collecting, processing, creating and disseminating information.
For Priority 2: Individual capacity strengthening
Project activities and outputs should lead to the achievement of at least one of the following outcomes:
- Lessons learnt at individual level are integrated into existing or new capacity strengthening activities.
- Development of knowledge sharing at individual level against critical/common risks (floods, wildfire, earthquakes, CBRN and medical emergencies), new emerging risks, prolonged emergencies or concurrent disasters.
- Integration of research and innovation outcomes into civil protection and DRM capacity strengthening activities.
- Identification and showcasing of relevant capacity-development activities at regional, national, and local levels that could be applied in other contexts.
Examples of project outputs to be funded include, among others:
- Development of training modules and corresponding training materials to build relevant skills for changing work environment in DRM.
- Guidance material for translating lessons learnt into existing learning initiatives.
- Scenario frameworks, manuals, guidelines and planning tools, action plans, evaluation reports and trainings on their use and adaptation.
- Information Technology (IT) tools, processes, and methodologies for collecting, processing, creating and disseminating information and knowledge.
Under Priority 1 (Institutional preparedness), the call will look to fund activities that strengthen the ability of institutions tasked with civil protection or DRM to effectively prepare for future disasters. The activities can focus on any or all of the following aspects: identifying institutional preparedness gaps, developing strategies to overcome identified gaps, as well as investigating the efficiency of new or existing tools, methodologies and approaches.
Under Priority 2 (Individual capacity strengthening), the call is seeking to support civil protection and DRM actors by funding activities that improve the individual capacity to react during disasters. The focus of the activities should lie on expanding knowledge, skills and performance in order to strengthen capacity at an individual scale. Projects can focus on any or all of the following elements: gathering of knowledge and good practices from different DRM stakeholders, integrating input from science and research institutions into knowledge sharing activities relevant for DRM, elaboration of methodologies for skill and knowledge transfer as well as the development and implementation of specific activities. Activities may also focus on integrating lessons learnt from recent emergencies into capacity strengthening initiatives.
Projects under either priority can include but are not limited to any of the following activities:
- Research and studies (scoping, comparative, feasibility), qualitative analyses,
- Awareness-raising and communication for preparedness activities,
- Guidance material, Standard Operating Procedure (SOP) templates,
- Trainings (modular, training of trainers, pilot trainings, vocational educational training in the area of civil protection and DRM),
- Exposure and exchange visits and other mobility activities, coaching and mentorship,
- Development, testing and support to uptake of new or adaptation of existing technologies and IT tools,
- Workshops, seminars and conferences,
- Small scale exercises to test methods/solutions, simulations.
Regions / countries for funding
Moldova (Moldova), Albania (Shqipëria), Bosnia and Herzegovina (Bosna i Hercegovina / Босна и Херцеговина), Island (Ísland), Montenegro (Црна Гора), North Macedonia (Северна Македонија), Norway (Norge), Serbia (Srbija/Сpбија), Türkiye, Ukraine (Україна)
Education and training institution, International organization, Non-Profit Organisation (NPO) / Non-Governmental Organisation (NGO), Other, Private institution, incl. private company (private for profit), Public Body (national, regional and local; incl. EGTCs), Research Institution incl. University, Small and medium-sized enterprise (SME)
Proposals must be submitted by a consortium consisting of at least three beneficiaries from a minimum of three different eligible states.
The project coordinator must be an entity from a UCPM Member/Participating State.
Affiliated entities are not counted towards the minimum consortium requirements.
Reminder: Only entities from EU Member States, UCPM Participating States, IPA States, European Neighbourhood States and International Organisations21 are eligible. International organisations may work in cooperation with entities from EU Member and UCPM Participating States but cannot act as lead consortium partner nor does their participation count for the “minimum number of entities” above-mentioned.
The proposal needs to show that a meaningful contribution to the project is made by all of the beneficiaries participating in the consortium, which ensure that the minimum eligibility criteria are met, and to demonstrate that activities and results will be developed jointly in partnership. All the proposals, regardless of the composition of the consortium, must demonstrate relevance and added value for the UCPM.
Applications will only be considered eligible if their content corresponds wholly (or at least in part) to the topic description for which they are submitted.
For KAPP Prevention and Preparedness topics, eligible applicants (beneficiaries and affiliated entities) must:
- be legal entities (public or private bodies)
- be established in one of the eligible countries, i.e.:
- EU Member States (including overseas countries and territories (OCTs))
- Participating States in the UCPM: Albania, Bosnia and Herzegovina, Iceland, Moldova, Montenegro, North Macedonia, Norway, Serbia, Türkiye and Ukraine.
- Instrument for Pre-Accession (IPA) beneficiary countries not participating in the UCPM: Kosovo.
- European Neighbourhood Policy countries not participating in the UCPM: East (Armenia, Azerbaijan, Georgia) and South (Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine and Tunisia).
Other entities may participate in other consortium roles, such as associated partners, subcontractors, third parties giving in-kind contributions, etc. (see section 13 of the call document).
other eligibility criteria
Natural persons — Natural persons are NOT eligible (with the exception of self-employed persons, i.e. sole traders, where the company does not have legal personality separate from that of the natural person).
International organisations — International organisations are eligible. The rules on eligible countries do not apply to them.
Entities without legal personality — Entities which do not have legal personality under their national law may exceptionally participate, provided that their representatives have the capacity to undertake legal obligations on their behalf, and offer guarantees for the protection of the EU financial interests equivalent to that offered by legal persons.
EU bodies — EU bodies (with the exception of the European Commission Joint Research Centre) can NOT be part of the consortium.
Associations and interest groupings — Entities composed of members may participate as ‘sole beneficiaries’ or ‘beneficiaries without legal personality’. Please note that if the action will be implemented by the members, they should also participate (either as beneficiaries or as affiliated entities, otherwise their costs will NOT be eligible).
Countries currently negotiating association agreements — Beneficiaries from countries with ongoing negotiations (see list above) may participate in the call and can sign grants if the negotiations are concluded before grant signature (with retroactive effect, if provided in the agreement).
Relevance for EU Macro-Region
EUSAIR - EU Strategy for the Adriatic and Ionian Region, EUSALP - EU Strategy for the Alpine Space, EUSBSR - EU Strategy for the Baltic Sea Region, EUSDR - EU Strategy for the Danube Region
UN Sustainable Development Goals (UN-SDGs)
max. 24 months
Proposals must be submitted electronically via the Funding & Tenders Portal Electronic Submission System (accessible via the Topic page in the Search Funding & Tenders section). Paper submissions are NOT possible.
Proposals (including annexes and supporting documents) must be submitted using the forms provided inside the Submission System ( NOT the documents available on the Topic page — they are only for information).
Proposals must be complete and contain all the requested information and all required annexes and supporting documents:
- Application Form Part A — contains administrative information about the participants (future coordinator, beneficiaries and affiliated entities) and the summarised budget for the project (to be filled in directly online)
- Application Form Part B — contains the technical description of the project (to be downloaded from the Portal Submission System, completed and then assembled and re-uploaded as PDF in the system)
- mandatory annexes and supporting documents (to be uploaded as PDF files/included in Part B):
- Detailed budget table (mandatory excel template available in the Submission System)
- CVs (standard) of core project team
- Activity reports of last year (all participants) (not applicable to public bodies, Member State authorities, international organisations, private higher education institutions that have been established for more than 5 years)
- List of previous projects (key projects for the last 4 years) (dedicated section included in Part B)
- Letter of support from the competent national civil protection authority of each country participating in the consortium that will benefit directly from the action’s results (except for participants which themselves are the national authority). Only letters submitted from the competent civil protection authority acting at national level will be accepted. This requirement also applies to proposals dealing with a particular hazard (for instance, marine pollution), for which authorities other than the national civil protection authority may be responsible. Guidance on the information to be provided to the national authority when seeking endorsement is available here (specific word template available in the Submission System).
Your application must be readable, accessible and printable. Proposals are limited to 50 pages (Part B), excluding annexes. Evaluators will not consider any additional pages.