Application Guide

Dear applicant,
Thank you for your interest in our funding programme Hospital Partnerships – Partners
strengthen Health.
The aim of this document is to provide information, explanations and key questions to guide
you through your application. To do this, we will take you through the following questions:

I. How do I apply for funding? ............................................................................... 2

II. What questions will I see in the online form?.......................................... 4
III. What documents do I need to upload with the application? .......... 9

In addition to this guide, extensive information about funding and how to apply for it can be
found on our website www.klinikpartnerschaften.de. Please use this information to prepare
for the application. If you still have any unresolved questions, we look forward to advising you
either by phone, on +49 (0)228 4460 3800, or via email: [email protected].

We look forward to receiving your application and are eager to hear about your partnership
projects.

Kind regards,

Your Team of the Hospital Partnerships

 Application Guide

I. How do I apply for funding?

Applications for the funding programme Hospital Partnerships need to be submitted online
via an application portal. We ask you for information in two different ways: You will be
required to complete and upload electronic files and upload other scanned documents. To
make sure you complete the application process successfully, we recommend that you follow
the procedure outlined below.

Preparation
Before you start filling in your application, we recommend that you closely study the criteria
for the funding programme Hospital Partnerships and the notes on application on our website.
You should make certain that the participating partner institutions, the partnership itself and
the project proposal that you have drawn up together all meet the funding criteria.
First, go through this guide to gain an overview of the documents and various pieces of
information that you will need for your application. To be sure that you have important
documents to hand before the application deadline, such as the Confirmation of Cooperation
or the certificate of tax exemption, we recommend that you request these in good time.

Registering for the application portal

Before you can start your application, you first have to register on our application portal. To
do this, please enter your email address and a password. Shortly afterwards you will receive
an email with your application ID and an activation link. Please follow the link to activate your
access to the portal and log on with the application ID that we have sent you and your
password.
Before you get to the online application form, the Hospital Partnerships’ data protection
declaration appears. Please read this carefully, and if you agree to it confirm by adding your
consent. Note that the application can only proceed if you have given this consent. Please
make sure that every individual whose personal data will be entered in the application is
informed about the data protection declaration.
During the application period, you can save the entries that you have made at any time, exit
the application portal and log in again later to continue inputting information. Always make
certain that you have saved your entries before you exit the application portal. If possible,
register as early as you can to leave enough time to enter the information and upload the
documents. If more than one person is involved in entering the data online, the registered
person must pass on the access details to the other relevant individuals. Please note that it is
not possible for more than one person to work on the application at the same time.

As at 16.07 2024, subject to change without notice

2
 Application Guide

Entering data in the online form

Once you have logged into the application portal with your registration details, you can start
entering data. Please note that your application cannot be submitted until all of the
mandatory fields have been completed. These are identified with a red line (≀) in the online
form. To make it easier for us to process your application, we would also ask you to complete
all the fields that are not marked by a red line. An overview of the details that we need from
you in the online form is provided in section II of this guide. Please save your entered
information at regular intervals in order to avoid any loss of information.

Uploading attachments
As well as entering information in the online form, at certain points you will be asked to upload
attachments via the portal. An overview of the documents that we need from you is given in
section III of this guide. Please use our templates for attachments 1–4. These are available via
the application portal and from our website. Please use Microsoft Word and the Acrobat
Reader to fill in the forms. When you are filling in the templates, please use the predefined
fields, keep within the character limit and do not make any changes to the format. We are
unable to accept attachments in any other format. You can upload other attachments such as
the certificate of tax exemption or notifications of approval as scanned files, in either jpeg or
PDF format.

Sending your application

Once you have entered all the information and uploaded all the attachments, you can create
a PDF file of your application using the ‘Print application’ option. Please check your entries
once again before sending the application. You can now submit your application to us by
clicking the ‘Send application’ button. Please note that you will not be able to make any further
changes to your entries once you have sent your application. After you have submitted your
application online via the application portal, your application is complete. There is no need for
any documents to be sent by post in addition to being sent electronically.

As at 16.07 2024, subject to change without notice

3
 Application Guide

II. What information will the online form ask me to provide?

All of the fields for entries in the online form are listed for you below, together with
explanations of how you should fill these in for your application. The grey-coloured fields refer
to attachments that you need to upload via the online form. More details of these are given
in section III of this guide.

Fields in the online form Notes

Partner in Germany (funding Please give the name of the institution in Germany submitting
the application. Note that only institutions that have been
recipient) recognised as public-benefit organisations (also public-benefit
companies) or public-law institutions can apply for funding. As
Name:
evidence, please upload a copy of your institution’s most recent
Legal structure:
certificate of tax exemption. Please be sure to provide the name
The organisation submitting the
of your organization as listed on the exemption certificate.
application is recognised as a public-
benefit organisation or a public-law body Please note that only independent legal entities can conclude a
by the German financial authorities. grant contract. Departments, faculties, etc. cannot become
Yes No contractual partners, but can be named as implementers.
Therefore, please ensure in advance that the correct applicant’s
Copy of the most recent certificate of tax
name (incl. correct address according to the imprint, etc.) is filed
exemption: 
in the application portal.

Street: Please make sure to state the name of your organisation as

House number: listed in the tax exemption certificate.
P.O. box:
Postcode: The certificate of exemption must be presented at the latest
Town/city: after notice of funding approval in order for the contract to be
State: drawn up.
Country:
Please indicate your organisation’s annual turnover or the
Institution’s annual turnover budget deployed in your unit over the past three years. If your
institution is not yet three years old, please enter ‘0’ as the
Two Three amount in the relevant year (e.g. 2023/2022/2021).
Previous
Year years years
year
ago ago
Turnover
Please add your bank account and tax details. We must have this
Bank account and tax details information in time to prepare the contract.

Account holder:
IBAN: BIC: Name
of the bank:
Tax number:
VAT identification number:

As at 16.07 2024, subject to change without notice

4
 Application Guide

The organization making the application

is entitled to reclaim input tax. Yes
No
Please enter the name of a person authorised to represent your
Person authorised to institution as laid down in its statutes, including their contact
represent the institution data.

Please make sure that the person concerned has been informed
Title:
that his or her data will be stored and processed and that he or
Last name (family name):
she has given his or her consent to this.
First name (given name):
Street:
House number:
P.O. box:
Postcode:
Town/city:
State:
Country:

Telephone:
Email address:
Please enter the name of the project manager, including their
Project manager in Germany contact data. This person will also serve as your institution’s
contact person for correspondence with the Hospital
Title: Partnerships program about this project. It is important that the
Last name (family name): person can be reached electronically via email.
First name (given name):
Street: Please make sure that the person concerned has been informed
House number: that his or her data will be stored and processed and that he or
P.O. box: she has given his or her consent to this.
Postcode:
Town/city:
State:
Country:

Telephone:
Email address:
Additional email address:
Professional field:

Brief profile of project manager in

Germany: 

Please enter the name of a contact person for commercial affairs,

Contact person for including his or her contact data. This person will serve as your
institution’s contact person for questions regarding commercial
commercial affairs
documents or concerning your requested funds and settlements.
Job Title:
It is important that the person can be reached electronically via
Title: email.
Last name (family name):

As at 16.07 2024, subject to change without notice

5
 Application Guide

First name (given name): Please make sure that the person concerned has been informed
Street: that his or her data will be stored and processed and that he or
House number: she has given their consent to this.
P.O. box:
Postcode:
Town/city:
State:
Country:
Telephone:
Email address:
Additional email address:
Brief profile of contact person for
commercial affairs: 

Please enter the names of up to 6 other individuals from

Other individuals involved Germany who will have a significant involvement in the project
implementation. The institution submitting the application must
Other individuals involved 1 ensure that the named persons have been informed their data
Title: will be stored and processed and that they have given their
Last name (family name): consent to this.
First name (given name):
Institution:
Professional field:
Role in the partnership:
Brief profile of other individual involved
1:

Other individuals involved 2

Other individuals involved 3
Other individuals involved 4
Other individuals involved 5
Other individuals involved 6
Please enter the name of the partner organisation, including its
Partner in partner country contact data. Please note that projects will be funded only in
those partner countries that meet the criteria defining them as
Name: developing and emerging countries as set by the Organisation for
Legal structure: Economic Co-operation and Development’s (OECD)
The health facility’s catchment Development Assistance Committee (DAC).
population:
The catchment population means the number of inhabitants
Street: living within travelling distance of the health facility and who
House number: could make use of the health services.
P.O. box:
Postcode:
Town/city:
Country:

As at 16.07 2024, subject to change without notice

6
 Application Guide

Please enter the name of the project manager in the partner

Project manager in partner country, including his or her contact data. This person will also
country serve as the contact person for the project that is the subject of
this application. The institution submitting the application must
Title: ensure that the person concerned has been informed that his or
Last name (family name): her data will be stored and processed and that he or she has
First name (given name):
given their consent to this.
Street:
House number:
P.O. box:
Postcode:
Town/city:
Country:
Telephone:
Email address:

Professional field:
Brief profile of project manager in
partner country:
Please indicate here whether this is an existing partnership or a
Partnership new partnership. By ‘existing partnership’, we mean a
cooperation arrangement under which projects have already
New partnership: been jointly implemented or are being implemented.
Existing partnership:
Since:
Confirmation of Cooperation:
Please select whether your application is
Project • an initial application,
• a repeat application after rejection or
Type of application: • a follow-up application.
German title: Then enter the title and objective of your planned partnership
English title: project here.
Objective:
Please enter a short description of your planned partnership
Brief description of the project: project here. Briefly describe the partner organisations involved,
the partner country, its challenges, the project objective and the
main activities planned to achieve it.
For examples of brief descriptions, please refer to our webpage
at:
https://www.hospitalpartnerships.org/partnerships/projectmap
Thematic focus:
Keywords (up to three): Please specify the planned number of experts in your partner
Number of trained experts: organisation who will take part in training measures, on-the-job
Training intended for multipliers: training, peer-to-peer exchange, etc., as part of the project.
Yes No Multipliers are key figures in the partner organisation who
Number of trained multipliers: specifically pass on their new knowledge to others in the partner
organisation or elsewhere.
Project application:
Please enter the planned term for the funding that is being
Funding applied for.
The maximum funding term is 24 months. Note that the
Planned project term: maximum amount of funding is EUR 50,000.
Amount of funding applied for:
Procurement of medical and non- Non-medical equipment includes IT (laptops, printers, servers
medical: Yes No etc.), waste management equipment (incinerators), generators,
As at 16.07 2024, subject to change without notice
7
 Application Guide

Number of procured items: UPSs. Standard furnishings (hospital beds, soap dispensers,
bedside cabinets, shelves etc.) are excluded.
Financial plan for use of funds:

Please provide information on past funding your organisation

Other funding has received from other organisations.

Other funding 1 NB: Please ensure that you do NOT simultaneously receive
Funding institution: funding from other organisations for the project activities you
Funding programme: are applying for (double funding)
Financial year:
Amount of funding:
Project content:
If applicable, copies of notifications of
approval from other external funding
sources:

Other funding 2
Other funding 3
Other funding 4
Other funding 5
Please upload further documents to support your application,
Documents such as your organisation’s organisational chart, annual
statement of accounts, latest annual report or statutes.
Organisational chart:
Annual statement of accounts:
Latest annual report:
Statutes of the institution:
Other documents:

As at 16.07 2024, subject to change without notice

8
 Application Guide

III. What documents do I need to upload with the application?

In the course of the online application, you will be asked to upload certain documents:
documents you have completed electronically and scanned documents.

Below is a list of all the relevant documents:

Attachment 1: Project application≀

Attachment 2: Financial plan for use of funds≀

Attachment 3: Brief profile of project manager in Germany≀

Brief profile of project manager in partner country≀
Brief profiles of other persons involved≀

Attachment 4: Confirmation of Cooperation

Other attachments:

− Copy of the most recent certificate of tax exemption

− If applicable, copies of notifications of approval from other external funding
sources
− Organisational chart
− Annual statement of accounts
− Latest annual report
− Statutes of the institution

Please note that attachments 1–3 are mandatory (≀). Your application cannot be completed
without them. Attachment 4 and the copy of the certificate of tax exemption, as well as your
organisation’s organisational chart, annual statement of accounts, latest annual report or
statutes are likewise essential and should ideally be sent with your application or at the latest
in time to prepare the contract. If your project has been assessed as being eligible for funding,
you will have another opportunity to submit the required documents online. Notes on how to
complete attachments 1–4 are included in the forms themselves. Please make sure that you
and your project partner are familiar with these notes in good time.

As at 16.07 2024, subject to change without notice

9