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Beneficiaries that are natural persons do not need to prove their capacity to become a LEAR, but still need to enter their LEAR data and signed supporting documents, including copy of identity proof, in the Participant Register.
Don't forget to keep the originals of all documents you uploaded on file, so that they are available for EU controls, audits or ex-post checks. Since the Participant Register is now being built up as a single EU organisation registry for all EU funding and tenders, your registration will be valid for this and any future EU funding and tenders your organisation will ever apply for. You must therefore keep the originals permanently; the document retention rules of individual grant agreements/contracts (2/3/5 years after the end of the action) do not apply. You should therefore not throw them away and ensure that they are maintained also in case of insolvency, takeover or change of control. Missing documents may lead to serious consequences (see Funding & Tenders Portal Terms & Conditions).
Should you encounter any problems with the LEAR appointment, please contact the Validation Services via the messaging service in the My Organisations menu, clicking on the "Actions" button > "Modify Organisation".
Template: LEAR appointment letter & LEAR role and duties (for information purposes only, always use the documents generated by the Participant Register)
Funding & Tenders Portal Terms & Conditions
Template: Declaration of consent to the Funding & Tenders Portal Terms & Conditions (for information purposes only, always use the documents generated by the Participant Register)
LEAR appointment FAQ
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 administrative staff member in the organisation's central administration, is key: once validated by the Commission, the LEAR will be authorised to:
Further details about the LEAR's rights and responsibilities are explained in the Roles and access rights section.
The person who initially registered the organisation in the Funding & Tenders Portal (the self-registrant) will be able to launch the appointment of the LEAR in parallel to the validation of the organisation.
Once invited to do so, this person can go to the 'My Organisations' menu, click on the 'Actions' button, then ' Modify Organisation ' and proceed with the following step.
On completion of this step, the Participant Register will generate the necessary supporting documents to be hand-signed:
The system automatically checks the existence of an EU Login account linked to the LEAR's e-mail address, first and last name, and in case of inconsistencies alerts the self-registrant. If no EU Login account exists, the system will start creating one and the LEAR will be requested (via a notification e-mail) to finalise the creation of her/his EU Login account (the LEAR appointment process will be blocked until this is done)
Upon receipt of the above listed documents and once the corresponding PIC has been validated, the Validation Services will also validate the LEAR appointment in the Participant Register.
Go to the Participant Register page under the menu "How to participate" and use the " Search a PIC " function for finding the organisation. The search results contain a "Contact Organisation" button on the right-hand side. Clicking the button will open a contact form that allows you to send a message to the LEAR (and his/her Account Administrators) without disclosing their contact details (for reasons of personal data protection). The LEAR can then contact you directly.
You can contact the LEAR of your own organisation(s) on the My Organisations page (after 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.
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 organisationβs use of the Portal Electronic Exchange System and thus bear the final responsibility for all your actions in the Portal. Once validated, they will be responsible for:
Beneficiaries that are natural persons do not need to prove their capacity to become a LEAR, but still need to enter their LEAR data and submit supporting documents.
Further details about the LEAR's rights and responsibilities are explained in the Roles and access rights section.
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