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Kick-off Meeting Calls under the 2014 Annual Work Programme
The Internal Security Fund – Police
& the Justice Programme
16 February 2016
Migration and Home Affairs
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Table of Contents
Agenda 3
Overview of the 2014 Calls
Preventing Radicalisation to Terrorism and Violent Extremism (RADX) 4
Law Enforcement Information Exchange (LAWX) 4
EU Drugs Policy Initiatives (DRUG) 5
Simplified Organigram – DG HOME 6
List of Projects & Participants
Preventing Radicalisation to Terrorism and Violent Extremism (RADX) 7
Law Enforcement Information Exchange (LAWX) 7 EU Drugs Policy Initiatives (DRUG) 8
Part I – "The Grant Agreement & Amendments" 10
Part II – "Financial Provisions & the Final Report" 15
General Guidelines on Amendments 21
Useful Links 22
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Agenda
Morning session
09:00 – 09:15 Arrival and registration of participants
Room Borsellino
09:15 – 09:30 Welcome and Introduction
09:30 – 10:30 Part I – "The Grant Agreement & Amendments"
10:30 – 11:00 Coffee break and networking (on Commission's premises,
coffee/tea/water provided)
11:00 – 12:30 Part II – "Financial Provisions & the Final Report"
12:30 – 13:30 Lunch break (individual lunch outside Commission's premises)
Afternoon session
13:30 – 13:45 Return to Borsellino Meeting Room
13:45 – 14:45 Presentation by policy units in parallel groups
Policy presentation on RADX by Ilona von Bethlenfalvy Room 04/SDR099
Policy presentation on LAWX by Christian Krassnig Room 01/SDR175
Policy presentation on DRUG by Andrzej Kosnikowski Room Borsellino
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Overview of the 2014 Calls
Preventing Radicalisation to Terrorism and Violent Extremism – RADX
Preventing the phenomenon of radicalisation and recruitment of individuals to depart to
conflict zones and joining armed, terrorist groups including in particular:
addressing the motivations of would be foreign fighters, and/or,
addressing the issue of the online content which can lead to radicalisation, and/or,
developing tools of outreach, engagement and assistance to local actors and families
to prevent people to depart to conflict zones, and/or,
raising the awareness and training first-line practitioners to recognise and respond to
the process of radicalisation of would be foreign fighters.
Developing targeted exit programmes enabling radicalised individuals to disengage, reject
violence and rehabilitate.
Law Enforcement Information Exchange - LAWX
The establishment or streamlining of structures and methods for cross-border information
exchange in line with the recommendations of the European Information Exchange Model
(EIXM). This encompasses transnational projects or transnational projects in cooperation
with Europol or other relevant EU or international bodies, including pilot projects, related to:
the universal message format (UMF II), the concept of Single Points of Contact, the use of
the Europol channel/SIENA, information sharing with Europol data systems, automation and
increasing of interoperability of information systems or information exchange via Police
and Customs Cooperation Centres.
Supporting the exchange of PNR data and of analytical information obtained from PNR
data between national Passenger Information Units (PIUs) of different Member States. This
includes transnational projects aiming at setting-up secure communication channels
between PIUs for the exchange of such information, the development of appropriate data
formats and the drafting of guidelines for this exchange, including funding operational
meetings, pilot projects and test runs.
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EU Drugs Policy Initiatives – DRUG
New psychoactive substances: to support the implementation of EU legislation on new
psychoactive substances by improving the capacity to identify and assess new
psychoactive substances, to respond effectively to the rapid spread of such substances
across the EU, by reducing the availability of harmful substances, monitoring the extent and
patterns of use of such substances, and by sharing best practices on prevention.
Rehabilitation: to develop and share innovative approaches aimed at preventing relapse
and models of good practice for reintegration and rehabilitation of (long-term) drug users,
including those released from prison, inter alia by exploring alternatives to coercive
sanctions.
Best practices: to exchange best practices on cooperation between public authorities
involved in drug related services, including at local or regional level, and civil society, to
ensure that drug supply and demand reduction activities are joined up, with a view to
enhancing the effectiveness of prevention, harm reduction and law enforcement activities
to help prevent and reduce the number of drug-related offences.
Civil society: to support the involvement of civil society in the implementation of the
objectives of the EU Drug Strategy 2013-2020 and of the specific actions under the EU
Drugs Action Plan 2013-2016, with a view to helping reduce the negative consequences of
illicit drugs on individuals and society.
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Simplified Organigram – DG HOME
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List of Projects & Participants
Preventing Radicalisation to Terrorism and Violent Extremism – RADX
Contacts DG HOME E1:
Programme Coordinator: Marie Maurey (as of 16.03) [email protected]
Project Manager: Beata Mazur [email protected]
Selected Projects:
Local Institutions against Extremism – LIAISE II (7193)
Coordinator: European Forum for Urban Security (France) Joana Judice DG HOME: Beata Mazur Countering Propaganda by Narration towards Anti-Radical Awareness – CONTRA (7532)
Coordinator: Federal Criminal police office Germany (Germany) Eva Rainer DG HOME: Beata Mazur FIRST LINE – Practitioners Dealing with Radicalization Issues - Awareness Raising and Encouraging
Capacity Building in the Western Balkan Region (7533)
Coordinator: Ministry of the Interior of the Republic of Slovenia, Police (Slovenia) Rajko Kozmelj DG HOME: Beata Mazur Semantic Analysis against Foreign Fighters Recruitment Online Networks – SAFFRON (7540)
Coordinator: Viseo technologies SAS (France) Philippe Arnod Prin, Frédérique Segond, and Paolo Cesaro DG HOME: Beata Mazur Bounce Resilience Training, Network and Evaluation – STRESAVIORA II (strengthening resilience
against violent radicalisation) (7541)
Coordinator: Service Public Federal Interieur (Belgium) Noel Klima, Ineke de Bisschop, and Amaury Marion DG HOME: Beata Mazur
Law Enforcement Information Exchange - LAWX
Contacts DG HOME E1:
Programme Coordinator: Arnoud Peter Heeres [email protected]
Project Managers: Anita Braun [email protected]
Monika Marek [email protected]
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Selected Projects:
Strengthening of PCCC Activities in the European Union (6958)
Coordinator: Federal Police (Germany) Mathias Schaef and Götze Sören DG HOME: Anita Braun Universal Message Format 3 (6982)
Coordinator: Federal Criminal police office Germany (Germany) Not present DG HOME: Monika Marek DNASTR – Massive Sequencing & International Information Exchange (7135)
Coordinator: National Institute of Toxicology and Forensic Science (Spain) Antonio Alonso DG HOME: Anita Braun OC CN – Organised Crime Coordinators Network for Law Enforcement Information Exchange
(7142)
Coordinator: Federal Ministry of the Interior/Criminal Intelligence Service (Austria) Markus Trattnig and Christian Honsa DG HOME: Monika Marek Development of Integrated Information Exchange Platform (7143)
Coordinator: Police Department – Ministry of Interior (Lithuania) Vidmantas Vadeikis DG HOME: Anita Braun Strengthening the Capacity of the Forensic Institutes of Bulgaria, Slovakia and Hungary (7148)
Coordinator: Ministry of Interior (Bulgaria) Not present DG HOME: Monika Marek Pilot Programme for Data Exchange of the Passenger Information Units (7150)
Coordinator: Ministry of Interior (Hungary) László Szikorszky and Zsuzsa Pethő DG HOME: Anita Braun
EU Drugs Policy Initiatives – DRUG
Contacts DG HOME E1:
Programme Coordinator: Christina Naneva [email protected]
Project Managers: Petar Kovachev [email protected]
Mercedes Revuelta – Mercedes.REVUELTA- Zaldo [email protected]
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Selected Projects:
ReWIND - Rehabilitation Way in New Directions (6629)
Coordinator: Eughenia s.c.s. (Italy) Michele Bulzis and Jonida Sheremeti DG HOME: Mercedes Revuelta – Zaldo PRIDE – Profiling Relations in Drug Trafficking in Europe (7074)
Coordinator: Catholic University of the Sacred Heart (Italy) Fidelia Cascini DG HOME: Mercedes Revuelta – Zaldo New Psychoactive Substances – transnational project on different user groups, user characteristics,
extent and patterns of use, market dynamics, and best practices in prevention (7077)
Coordinator: University of Amsterdam (the Netherlands) Marije Wouters and Jeroen van Wolferen DG HOME: Mercedes Revuelta – Zaldo Predicting Risk of Emerging Drugs with In silico and Clinical Toxicology – PREDICT (7082)
Coordinator: Maastricht University (the Netherlands) Jan Ramaekers and Corry van Gurp DG HOME: Petar Kovachev Identification and Assessment of New Psychoactive Substances: a European Network (7086)
Coordinator: Mario Negri Institute for Pharmacological Research (Italy) Ettore Zuccato and Riccardo Sclavi DG HOME: Petar Kovachev Triple R – Rehabilitation for Recovery and Reinsertion (7092)
Coordinator: Comunità San Patrignano Società Cooperativa Sociale (Italy) Sara Carrena and Andrea Rivalta DG HOME: Petar Kovachev B.A.O.N.P.S. – Be Aware On Night Pleasure Safety (7107)
Coordinator: Alice Onlus Social Cooperative (Italy) Lorenzo Camoletto and Elisa Fornero DG HOME: Petar Kovachev
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Part I – "The Grant Agreement & Amendments"
Kick off meeting16 February 2016
The Grant Agreement & Amendments
DG Migration and Home Affairs
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Content
1. Project life cycle
2. Communicating with the EU Commission
3. Your Grant Agreement
4. Amendments
5. Conclusions
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1. Project life cycle
ProposalGrant
ImplementationFinal Report
Amendments
!Start eligibility* End eligibility
* Only exception: kick-off meeting travel costs and audits 3
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2. Communicating with the Commission
Project Manager:
Main contact point in the Commission
Provides guidance to the project coordinators
Monitors the project implementation
Assesses the progress and final reports
All project communication will be between the Commission and the Coordinator only
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Keep us informed• Update us on the status of your project implementation, we are
here to guide you and to monitor the good implementation of your project;
• Invite us to your events and pass by if you are in Brussels;
• If something is going wrong with your project, consult us as soon as possible!
• Do you have a question (general, legal, or financial)?
Write us an email
• Do you need our official agreement to amend your Grant
Agreement? Write a formal letter using the address provided in Art. I.6.2
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3. Your Grant Agreement
Common responsibility for implementing the project
= joint legal and financial liability
The Commission The Partnership
Coordinator
by signing the grant agreement
Co –beneficiaries
by signing the mandates
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What is a “multi-beneficiary” grant agreement?
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What provisions are included?
• Eligibility of costs Art. I.2
• Flat rate (related to indirect costs) Art. I.3.iv
• Pre-financing and audit certificates Art. I.4
• Rules on EU visibility Art. II.7 and Annex X
• Rules on sub-contracting Art. I.10
• Costs related to EU officials Art. I.11
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A closer look at some provisions…
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ARTICLE 1.7 - INELIGIBILITY OF VALUE ADDED TAX
By way of derogation from Article II.19.2(h), amounts of value added tax (VAT) paid are not eligible for activities engaged in as a public authority by the beneficiary, where it is a State, regional or local government authority or another body governed by public law.
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A closer look at some provisions…
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ARTICLE 1.9 - SPECIAL PROVISIONS ON BUDGET TRANSFERS
By way of derogation from the first subparagraph of Article II.22, budget transfers between budget categories (headings) above 10%* of the amount of each budget category (heading) for which the transfer is intended require written prior approval from the Commission.
* 20% for projects under the Justice Programme (i.e. DRUG Call)
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Example of transfer exceeding 10% of heading "E" (Formal amendment required)
A Staff 230.800,00 220.800,00
B Travel 30.424,00 30.424,00
C Equipment 0,00 0,00
D Consumables 0,00 0,00
E Other direct costs 66.082,00 76.082,00
Total Direct Costs 327.306,00 327.306,00
F Indirect costs 22.554,70 22.554,70
Total Eligible Costs 349.860,70 349.860,70
Estimated Income
I
Financial contributions specifically assigned by donors to the financing
of the eligible costs
& Income generated by the financed activities.
0,00 0,00
K
Other income, including own contribution from the beneficiary/-ies
& financial contributions not specifically assigned by donors to the
financing of the eligible costs.
34.992,37 34.992,37
EU Contribution 314.868,33 314.868,33
Total Income 349.860,70 349.860,7010
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Example of transfer NOT exceeding 10% of heading "A" (Formal amendment not required)
A 230.800,00 238.800,00
B 30.424,00 30.424,00
C 0,00 0,00
D 0,00 0,00
E 66.082,00 58.082,00
327.306,00 327.306,00
F 22.554,70 22.554,70
349.860,70 349.860,70
Estimated
Income
I 0,00 0,00
K 34.992,37 34.992,37
314.868,33 314.868,33
349.860,70 349.860,70
EU Contribution
Total Income
Total Direct Costs
Indirect costs
Total Eligible Costs
Financial contributions
specifically assigned by
donors to the financing of the
eligible costs
& Income generated by the
financed activities.
Other income, including own
contribution from the
beneficiary/-ies
& financial contributions not
Staff
Travel
Equipment
Consumables
Other direct costs
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4. Amendments
• II.12.1 Any amendment to the Agreement shall be made in writing.
• II.12.2 An amendment may not have the purpose or the effect of making changes to the Agreement which would call into question the decision awarding the grant or be contrary to the equal treatment of applicants.
• II.12.3 Any request for amendment shall be duly justifiedand shall be sent to the other party in due time before it is due to take effect, and in any case one month before the end of the period set out in Article I.2.2, except in cases duly substantiated by the party requesting the amendment and accepted by the other party.
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Requesting an amendment
• Legal representative
Who
• Before the change takes effect and at least one month before the end of the eligibility period When
• In writing
• Duly justified
• Supporting documentsHow
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5. Conclusions
• Read your Grant Agreement and the Guide for Applicants carefully before starting the implementation of your project
• Update us on your progress
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Thank you
Questions?
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Part II – "Financial Provisions & the Final Report"
Kick off meeting16 February 2016
Financial Provisions & the FinalReport
DG Migration and Home Affairs
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Content
1. Eligibility of Costs
2. Final Report and Final Payment
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ELIGIBILITY OF COSTS
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GA provisions:
the maximum amount of the EU contribution (Art. I.3)
the maximum % of the total eligible costs (Art. I.3)
non-profit rule
The EU contribution may be proportionally reduced, if the action is
implemented poorly, partially or late (Art. II.25.4)
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Eligible costs – Art. II.19 they are incurred in the period set out in Article I.2.2, with the
exception of costs relating to the request for payment of the balance and the corresponding supporting documents referred to in Article II.23.2;
they are indicated in the estimated budget of the action set out in Annex III;
they are incurred in connection with the action as described in Annex I and are necessary for its implementation;
they are identifiable and verifiable, in particular being recorded in the accounting records of the beneficiary and determined according to the applicable accounting standards of the country where the beneficiary is established and with the usual cost accounting practices of the beneficiary;
they comply with the requirements of applicable tax and social legislation;
they are reasonable, justified, and comply with the principle of sound financial management, in particular regarding economy and efficiency. 5
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Budget headings
Categories of costsA: Staff
B: Travel (and subsistence – DSAs)
C: Equipment
D: Consumables
E: Other direct costs (Subcontracting, Conferences and seminars, Publication and dissemination, Other possible direct costs)
More information can be found in Art. II.19 of the Grant Agreement and on page 7-20 of the Guide for Applicants
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A: Staff CostsExamples of ineligible costs
Staff contracted by partners/organisations other than the beneficiary/co-beneficiary
Daily/hourly rates claimed are above the limit set by the budget or not respecting the maximum daily rate of the relevant Annex
Wrong calculation of daily/hourly rates
Inflated daily/hourly rates
Lack of timesheets or unsuitable timesheets provided
Volunteer work
Work done outside the eligibility period
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B: Travel costsExamples of ineligible costs
Missing attendance list signed by the participants
Missing original supporting documents – e.g. missing boarding pass or other proof of travel (e.g. proof of actual travel by car: receipt of fuel purchase)
Invoice not clearly stating the amount paid
Use of taxi where public transport could have been used
Missing proof of payment/bank transfer
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C: EquipmentExamples of ineligible costs
Invoice not addressed to beneficiary/co-beneficiary
Full cost claimed for equipment where only the depreciated cost should be claimed
Cost claimed does not reflect the period and percentage used for the implementation of the grant
Inadequate procurement procedures
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D: ConsumablesExamples of ineligible costs
Invoice not addressed to beneficiary
General office supplies (pens, paper, folders, ink cartridges, phone bills, postal services etc.) which are not eligible as direct costs and are covered as indirect costs (overhead) under budget heading F
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E: Other direct costsExamples of ineligible costs
Lack of visibility of the EU financial support and EU logo on publications
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F: Indirect costs (overhead)Examples of ineligible costs
Overhead requested is higher than agreed in Art. I.3 of the Grant Agreement
The beneficiary/co-beneficiary receives an operating grant in the same period as the action grant
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FINAL REPORT AND FINAL PAYMENT
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Final Technical Report
• Article I.4.1 - Reporting Periods, Payments And Additional Supporting Documents
• Instructions and Template: Annex V of the GA• ISFP: http://ec.europa.eu/dgs/home-affairs/financing/fundings/index_
en.htm
• DRUG: http://ec.europa.eu/dgs/home-affairs/financing/fundings/drug-policy-initiatives/index_en.htm
• SPBX: http://ec.europa.eu/dgs/home-affairs/financing/fundings/security-and-safeguarding-liberties/other-programmes/cooperation-between-public-private/calls/2014/ppxx-ag-spbx/index_en.htm
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Final Payment (Payment of Balance)
• Payment request shall be accompanied by:
• - a final technical report covering the whole eligible project period as indicated in Art. I.2.2;
• - a final financial statement in accordance to GA Annex III (budget).
• All reporting packages must be submitted both electronically and in hard copy
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Financial assessment by the Commission
The final amount of the grant is determined by the EC on the basis of the reports, cost claim, and the findings of audit certificate (if applicable).
The EC checks that:
the cost claim is signed
the financial statement has been filled in correctly
the costs as described in the cost claim are eligible
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Financial assessment by the Commission
In principle no supporting documents are requested with the cost claim
BUT
Sometimes the EC might request clarifications and/or supporting documents during the final evaluation or ex-ante audits
• In which case the payment period of 90 days will be suspended until the requested information and documents have been received
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Conclusions
• Think about proof from the start and keep in mind the 6 elements of Art. II.19
• Describe your costs in detail in the cost claim
• Keep close track of supporting documents!
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General Guidelines on Amendments
* This table merely serves as a general guideline to assist in making the optimal choice. Every modification requires careful individual consideration taking into account all elements. ** Any change that calls into question the grant award decision or breaches equal treatment between beneficiaries is not acceptable. *** Formal request means that it has to be signed by the legal representative. **** Informal acceptance means reply by letter or mail.
# Nature of modificationRequest and
supporting docs
Normal
amendment
Amendment
by exchange
of letters
Acknowledg
ement of
receipt
/informal
acceptance
1
Change of legal representative or legal
address of beneficiaryFormal request x
2
Change of contact person or mailing address
of beneficiaryRequest + justification x
3Change of bank account Formal request + BAF x
4
Change of name, change in legal personality of
beneficiary (merger, split, takeover,
reorganisation)
Formal request +
certificate of
registration + LEF
x
5
Addition or replacement of beneficiaries
Formal request +
justification+ certificate
of registration + LEF+
updated annexes
x
6
Extension of the duration of the project /
change in starting date
Formal request +
justification + updated
annexes
x
7
Modification of budget estimate involving
transfer(s) between headings below threshold
foreseen in grant agreement (cf. Art. I.3.4
mono-benef. grant, Art. I.4.4 multi-benef. grant,
Art. I.3.3 operating grant)
Request + justification x
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Modification of budget estimate involving
transfer(s) between headings exceeding
threshold foreseen in grant agreement
Formal request +
justification+ updated
budget
x
9
Substantial change(s) regarding Annex:
Description of the action (objectives, content of
project, core staff, i.o.w. changes affecting the
selection of the project)
Formal request +
justification + updated
Annex/Description of
the action
(x) x
10
Non-substantial changes regarding Annex:
Description of the action (meeting venue,
number of meetings, i.o.w. changes not
affecting the selection of the project and with
no or minor budgetary impact)
Request + justification x
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Useful Links
Preventing Radicalisation to Terrorism and Violent Extremism – RADX
http://ec.europa.eu/dgs/home-affairs/financing/fundings/security-and-safeguarding-
liberties/internal-security-fund-police/calls/2014/ispf-ag-radx/index_en.htm
Law Enforcement Information Exchange - LAWX
http://ec.europa.eu/dgs/home-affairs/financing/fundings/security-and-safeguarding-
liberties/internal-security-fund-police/calls/2014/isfp-ag-lawx/index_en.htm
EU Drugs Policy Initiatives – DRUG
http://ec.europa.eu/dgs/home-affairs/financing/fundings/drug-policy-
initiatives/calls/2014/jdru-ag-drug/index_en.htm
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