In this tab, you can see the authorised users for your registered organisation, as well as the Legal Appointed Representative (LEAR):
Click on the Manage roles button at the right of the screen if you need to add authorised users. Then, click on the Add roles button at the bottom of the screen:
A new screen appears where you can provide the required information:
Click OK to save the information or Cancel to discard it.
The Self-registrant can add an unlimited number of other so-called Self-registrants, which are basically additional contacts with the same role.
Appoint the LEAR
Note
The Add LEAR button will remain disabled until your organisation undergoes the validation process. Once validation starts, the Self-registrant receives an email with the list of required documents and the button becomes active, as well as a small red flag next to the Authorised users / LEAR tab title indicating that there is a pending action.
Click on the Add LEAR button if you have not allocated the LEAR role yet:
Complete the wizard steps by filling in the required fields and clicking on the Next button until the end of the process. You can quit the wizard anytime by clicking on the Close button but your changes will be lost. Alternatively, click on Save to keep the entered data as a draft. A line of information appears in the LEAR section. To continue working on the draft, click on Edit, or to delete it, on Discard draft.
Once you have completed the wizard, a new line of information appears under the LEAR section, with the indication Data provided. To modify the data provided in the wizard, click on the Edit button:
The LEAR information is provided through 4 steps:
LEAR EU Login
Enter EU Login information of the future LEAR. If the LEAR does not have an EU Login yet, the email address and the names entered will be used to create a new account.
If the email address of the future LEAR has not been registered yet, you have the option to invite the person to register:
By clicking Continue, an invitation to register is sent to the provided email address. You must wait for the LEAR to accept the invitation before you can continue providing LEAR data.
If the entered email address exists in the EU Login database but either the first or the last name being provided do not match what has been registered in the database, you need to correct the details. It is not possible to use a registered email address with mismatching naming details:
In this case, you have 2 options: ask the future LEAR to modify first name and/or last name accordingly directly in their EU Login account, or enter a different email address.
If no problems are found, you may click on Next to continue.
LEAR data
In the following step, the LEAR data screen displays, fill it in accordingly:
Click Copy the organisation’s contact details if you want to reuse details of the organisation previously provided in the registration process.
Make sure to enter a mobile phone number for the LEAR, so that the activation PIN for the LEAR account is sent by SMS.
When the data has been provided in the LEAR data screen, click Next to move to the following screen. Use Save instead to exit the LEAR wizard saving your changes.
Legal representative data
Enter the first and last names, and the position of the person who can represent your organisation in the Legal representative data step. They will have to sign the original documents required for appointing a LEAR. This can be the CEO of the company, the rector of the university, the Director-General of the institute, etc.
Documents
In this step, you are prompted to submit electronically both the LEAR Appointment Documents, and the Legal Representative and LEAR proof of identities:
When applicable, you are provided with a pre-filled PDF document where the data you entered in the LEAR registration wizard has been used. Click on the PDF icon to download it, then print it, get it signed and upload it again using the arrow button. A red arrow means that the document is still to be uploaded. When the document has been provided, the arrow turns brown. Click on the brown arrow if you need to replace the provided document.
Also, when a document has been provided, the time and date of the upload appears, together with the name of the file, next to its Status. Click on it to display the content, except for the identity documents, which cannot be previewed due to privacy reasons.
Note
The templates are prefilled with the information entered in Participant register where only one Legal Representative can be specified. If more than one signature as Legal Representative is needed, the second signatory should write their name and sign below the first one. In such a case, the ID documents of all signatories should be combined in a single PDF file and uploaded as document type Legal Representative Identity.
The Submit button is not available until all documents have been provided. If you do changes to the previously saved LEAR data and Legal representative data, the changes will be listed when coming back to the documents screen and the previously uploaded documents, except the ID related files, will be removed. This is so because new templates will have been generated at this point, containing the updated data, and you need to sign and upload new ones.
Important
When finished uploading the documents, click on Submit. Only after clicking this, the data will be transferred to the Central Validation Service; otherwise, any changes remain at the level of your PIC and the Central Validation Service will not be aware of any changes on the LEAR information of your PIC.
LEAR replacement
The process to change the current LEAR is the same as the one to appoint the LEAR. However, you need to meet the following condition for you to replace the LEAR in the Participant register:
- You are the current (validated) LEAR of the organisation, or you have been appointed as Account administrator for that specific PIC. Otherwise, you are not be able to edit the data.
To replace the LEAR, click on the Replace LEAR button in the LEAR section. You can see that the status of the current LEAR is Validated. After editing the LEAR details and sending for validation, the status will change into Data provided again:
Follow the same steps as you do when you appoint the LEAR for the first time. The appointed LEAR needs to have an existing EU Login account linked to their email address, otherwise this person will need to create their account first, and you will be able to resume the replacement afterwards.
If the issue is that the old LEAR is not available any more and there is no Account administrator to proceed with the replacement as described above, please see Launch a LEAR recovery action for validated organisations.
Important
You need to maintain the data of your organisation up to date, and to ensure that there is always at least one person able to manage your organisation details in the Participant register. However, if you perform changes in your organisation data, including the LEAR, but your organisation is not currently involved in any project, validation will probably not occur. As explained previously in this documentation, this is not a problem at all; validation is done only as long as involvement in grants or procurement requires so.
Nevertheless:
- If you are the current LEAR, you are strongly advised to appoint the replacement LEAR as an Account administrator as well. This ensures that they will be able to access the organisation data immediately and not need to wait for validation to be completed.
- Please remember that, if the replacement LEAR is not an Account administrator, they will not have access to the organisation data until they have been validated: as noted, this may not happen immediately. It is possible to appoint more than one Account administrator, ensuring this way that your organisation data can be updated when needed.
