D.2.1 Objectives and main activities of extension stage projects Objectives of extension stage projects
The extension stage is an instrument of the Programme to flexibly support successful regular projects in the capitalisation of their earlier results and partnerships. It is open to all regular projects. Via the extension stage regular projects may reach higher maturity and a better use of their outcomes. This in turn should ensure a higher impact of the Programme on the Baltic Sea Region.
This extension stage should be used to verify regular project results in practical application and/or to realise investments resulting from the preceding regular project. Extension stage should help to increase the quality and durability of the preceding regular projects. Moreover, it should also encourage a stronger involvement of the private‐for‐profit sector.
Main activities of extension stage projects
Extension stage projects should realise specific follow‐up activities from the regular projects. These follow‐up activities should be implementation focused.
NOTE: Extension stage projects cannot be a simple prolongation of regular project activities. An extension stage project needs to implement a solution developed during the regular project in the form of a practical application or a physical investment.
Examples of possible extension stage activities:
● A regular stage project identifies shortcomings in the cooperation of national maritime safety actors of the Baltic Sea Region in case of major maritime accidents. The extension stage project uses the findings of e.g.
missing standard procedures, inadequate training and unclear legislative provisions etc. and improves them or implements them together with relevant target groups e.g. rescue workers.
● A regular project evaluates innovative aquaculture technologies within the Baltic Sea Region and identifies administrative obstacles to large scale nutrient neutral aquaculture production. The extension stage project continues to overcome the administrative obstacles and implements a pilot aquaculture production facility. It involves the public and private sector and uses the earlier identified latest technology.
D.2.2 Outputs of extension stage projects
Programme expectations on practical application of developed solutions Regular project outputs might reach higher maturity when a practical application is being implemented in the extension stage. Such a practical application of a solution developed in the regular project would justify an extension stage project. Its implementation for target groups and the evaluation of its success could be at the core of an extension stage project.
Please note: A prerequisite for a successful extension stage project is the unique character of the piloted solution. This means the solution cannot be based on the mere replication of existing solutions.
Examples of possible practical applications in extension stage projects:
The regular project analysed deficits of the national labour markets in the Baltic Sea Region and found that in many countries older workers are not sufficiently appreciated by their employers and existing human resource management schemes. The regular project developed human resource management schemes that better addressed the older workforce. During the extension stage project the new human resource management scheme is piloted in several selected enterprises
throughout the Baltic Sea Region. Results of the implementation are jointly monitored and evaluated.
The regular project analysed the quality and quantity of logistic services in the Baltic Sea Region. It concluded that the logistic market is not transparent enough for small scale and last minute transportation of goods. Therefore, it suggested new and more open transport offers and required coordination. The extension stage project introduced a pilot application of the solution to open up existing transport broker systems to small transport operators as well as to individual actors who might request transport services or offer them.
Programme expectations on investments
A successful extension stage project would base its investment on joint evaluation and planning activities from the regular project. Extension stage projects may be centred on an investment as its main output.
The preparatory activities for an investment during the extension stage should have a transnational character. The physical investment should either demonstrate a transnational dimension or should otherwise be of transnational added value.
The Programme does not formulate any limits on the minimum or maximum financial volume of an investment. However, expensive investments such as the building of transport infrastructure cannot be financed by the Programme due to its limited resources.
Examples of possible investments in extension stage projects:
The regular project analysed deficiencies in the treatment of waste water and found polluting substances from waste water facilities in various countries of the same sea basin. The extension stage project built on the earlier identified shortcomings and invested in waste water quality monitoring equipment in selected treatment facilities with the aim of further promoting their installation from private and public funds in other facilities of the concerned countries.
During the regular project a novel traffic monitoring prototype was developed and first test runs were have been completed successfully aboard a vessel. During the extension stage project multiple ships from various Baltic countries were equipped with the system to broadly demonstrate the added value of the innovation.
D.2.3 Composition of extension stage project partnership
It is expected that extension stage activities are a practical implementation of regular project outputs and results. For this reason, the partnership composition of an extension stage project should be based on the core partnership of the main stage project. This means, each project has to involve at least three project partners from three different countries of the programme area: a lead partner and at least two project partners. Lead partners must be located in the territory of a Member State in the Programme area or in Norway.
At least one of the partners has to be located in the territory of an EU member state in the Programme area. An organisation can only be considered as a project partner if it has a clearly defined role in the partnership and a budget (co‐financing from Programme funds and own financial contribution).
An expectation of the partnership of extension stage projects is their specific involvement of private partners in the pilot activities and investments.
D.2.4 Duration of extension stage projects
The duration of extension stage projects is divided into similar phases as those of regular projects. It consists of a contracting phase, implementation phase and closure phase. The contracting phase lasts at least two months and starts on the day after the MC approval. The closure phases last three months (for more information on project phases consult Chapter F2.) In combining these three phases an extension stage project may last up to 24 months.
D.2.5 Budget and eligibility of costs
Extension stage budgets and eligibility of costs must follow the same rules as regular projects. However, any costs of the extension stage projects are not eligible as long as the main stage project is still in its implementation phase.
Further, extension stage projects cannot claim reimbursement costs for project preparation.
D.2.6 Application, assessment and approval of extension stage projects
A call for extension stage projects would usually be announced when the regular projects are about to finalise their implementation phase.
Extension stage applicants will be asked to submit their application in a one‐
step procedure (corresponding to the second step of an application for regular projects) to the MA/JS. This application will be considered as a follow up of the regular project. Consequently, there is no need to repeat information about, for example, the thematic relevance and policy background.
The MA/JS will actively promote the possibility of applying for extension stage projects after the regular projects had sufficient time to establish their working structures and deliver their first results. The MA/JS would support the development of the extension stage projects by providing written feedback to extension stage ideas as well as arranging individual consultations in Rostock and Riga via telephone and online meetings. The MA/JS might offer further support during dedicated information events.
The assessment criteria and the assessment procedure of extension stage applications is the same as for regular projects (See Chapter D.1.9 and Annex II).
During the assessment particular attention will be paid to the links between the regular project and the extension stage project.
1. The extension stage project should be based on a successful regular project.
2. The extension stage project should be a practical implementation of regular project outputs and results.
3. The partnership of the extension stage project should be based on the regular project’s partnership.
The approval process for extension stage projects is the same as during the second step application for regular projects (see Chapter D.1.10). The MA/JS and the MC will try to be timely in announcing the approval of extension stage projects. Ideally, this would be still before the end of the regular project implementation phase of the majority of projects in a given call. This would help to maintain the regular project’s partnerships, staff competences and the overall momentum of the projects’ implementation.
As most regular projects are assumed to have an implementation time of 36 months the timeline of the extension stage calls and approvals will be accordingly adapted. In consequence, there would be a gap between the implementation periods of regular projects shorter than 36 months and their extension stages.