Gender Equality Plans for Horizon Europe: Templates & Requirements

A Gender Equality Plan (GEP) is a mandatory eligibility criterion for specific categories of organisations applying to Horizon Europe funding. According to the European Commission's official guidance, public bodies, research organisations, and higher education institutions from EU Member States and Associated Countries must have a compliant GEP in place for all calls with deadlines from 2022 onwards. This requirement affects your project eligibility and must be confirmed before Grant Agreement signature.

The European Commission has allocated over €79 million to help over 350 organisations implement Gender Equality Plans across the European Research Area. Private-for-profit organisations, SMEs, NGOs, and civil society organisations are not subject to this requirement, but project coordinators must ensure all eligible consortium partners comply with GEP obligations.

Which organisations must have Gender Equality Plans for Horizon Europe?

Three specific categories of legal entities from EU Member States and Associated Countries must have Gender Equality Plans for Horizon Europe participation. The requirement applies to organisations applying as beneficiaries as well as affiliated entities, as specified in the European Commission's GEP FAQ document.

Public bodies include government ministries, research funding organisations, municipalities, and public-for-profit organisations such as certain museums. These entities are considered public regardless of their specific legal structure or operational model. Many coordinators find that clarifying this category with potential partners early in consortium building prevents eligibility issues later in the process.

Research organisations encompass both public and private institutions that conduct research as their primary activity. This includes national research institutes, private research centres, and other entities where research and development constitutes the main organisational purpose. In practice, the distinction between research organisations and other entity types sometimes requires careful assessment of the organisation's primary activities.

Higher education establishments include universities, colleges, and other institutions providing tertiary education services, regardless of whether they operate as public or private entities. Both teaching-focused and research-intensive higher education institutions fall under this category. The requirement applies to the institution as a whole, not individual departments or faculties.

Private-for-profit organisations, including small and medium-sized enterprises (SMEs), non-governmental organisations (NGOs), and civil society organisations are not required to have Gender Equality Plans. Non-associated third countries are also exempt from this requirement, though they may choose to develop GEPs voluntarily.

What are the four mandatory building blocks for Gender Equality Plans?

Gender Equality Plans must meet four mandatory process-related building blocks to satisfy Horizon Europe eligibility requirements. These requirements, defined in the European Commission's official guidance document, ensure that organisations implement systematic approaches to gender equality rather than ad-hoc initiatives.

Publication and official endorsement requires the GEP to be publicly available on the organisation's website and formally endorsed by the organisation's leadership. This transparency demonstrates institutional commitment to gender equality objectives and enables external monitoring of progress. The plan must be easily accessible to staff, stakeholders, and external parties.

Dedicated resources means organisations must allocate specific human and financial resources to implement their Gender Equality Plan. This includes designating responsible personnel and ensuring adequate funding for planned activities and measures. Many organisations struggle with this requirement, as it demands concrete resource commitments beyond policy statements.

Data collection and monitoring involves systematically collecting sex-disaggregated data and conducting regular monitoring of gender equality progress. This data-driven approach enables evidence-based decision-making and progress tracking. Organisations must establish data collection procedures that cover all relevant areas addressed in their GEP.

Training and capacity building requires organisations to provide gender equality training for their staff and leadership, particularly focusing on unconscious bias awareness and inclusive practices in research and innovation activities. This training should be systematic and ongoing rather than one-off events.

What are the five recommended thematic areas for Gender Equality Plans?

Effective Gender Equality Plans should address five recommended thematic areas while incorporating the four mandatory process-related requirements. The European Institute for Gender Equality provides comprehensive guidance on implementing these areas according to each organisation's specific context and circumstances.

Work-life balance and organisational culture includes policies on flexible working arrangements, parental leave, childcare support, and initiatives to create inclusive workplace environments. This area addresses structural barriers that often disproportionately affect women's career progression in research and innovation sectors.

Gender balance in leadership and decision-making focuses on increasing women's representation in management positions, governing bodies, and key decision-making roles throughout the institutional hierarchy. Organisations should implement measures such as targets, mentoring programmes, and succession planning initiatives.

Gender equality in recruitment and career progression involves reviewing recruitment processes, promotion criteria, and career development opportunities to eliminate gender bias. This includes examining job descriptions, selection procedures, and evaluation criteria to ensure equal opportunities for professional advancement.

Integration of the gender dimension in research and teaching content means incorporating gender perspectives into research design, methodology, and educational curricula where relevant. For research organisations and higher education institutions, this represents a fundamental shift toward more comprehensive and inclusive research approaches.

Measures against gender-based violence, including sexual harassment requires establishing clear policies, reporting mechanisms, and support systems to prevent and address all forms of gender-based violence in the workplace. This area has gained increased attention following initiatives like the European Commission's Code of Conduct on Zero-Tolerance.

How do organisations declare Gender Equality Plan compliance?

Organisations declare GEP compliance through a self-declaration process using an online questionnaire in the Participant Register. According to the European Commission's FAQ document, this questionnaire should be completed once by the Legal Entity Appointed Representative (LEAR), unless the organisation's status changes.

The questionnaire lists the four mandatory process-related requirements and five recommended thematic areas, requiring organisations to confirm their compliance with each element. Organisations are not required to submit or upload their actual Gender Equality Plans during the application process, only to complete the self-declaration questionnaire.

For calls with deadlines in 2022 and beyond, organisations must confirm they have a compliant Gender Equality Plan in place before Grant Agreement signature, even if selected for funding during the evaluation process. This timeline provides organisations with additional time to finalise their GEPs after proposal submission if needed.

The self-declaration information becomes part of the participant database, so organisations do not need to answer the same questions in each proposal they submit. However, they must update their status if their GEP compliance situation changes or if they modify their Gender Equality Plan significantly.

Where can organisations access proven Gender Equality Plan templates?

Several comprehensive Gender Equality Plan templates are available to support organisations in developing compliant policies for Horizon Europe participation. These templates provide structured frameworks that address both mandatory requirements and recommended thematic areas based on extensive research and practical implementation experience.

The EQUAL4EUROPE project provides a detailed template specifically designed for academic institutions in the arts, humanities, social sciences, business, law, and economics fields. This template includes comprehensive guidance on stakeholder engagement, data collection methodologies, and implementation strategies tailored to academic environments. The template emphasises practical steps for conducting gender impact assessments and developing retention strategies for women academics.

The SUPERA project offers a widely-used template that provides step-by-step guidance for developing Gender Equality Plans across different organisation types. This template emphasises the importance of conducting impact assessments, identifying innovative strategies to correct gender bias, and establishing monitoring systems with clear indicators. It includes practical tools for data collection and progress evaluation.

The European Institute for Gender Equality (EIGE) maintains comprehensive toolkits and step-by-step guides through their GEAR (Gender Equality in Academia and Research) platform. These resources include practical implementation strategies, monitoring frameworks, and examples of successful Gender Equality Plans from various types of organisations across different sectors.

Professional networks such as the League of European Research Universities (LERU) and other sector-specific organisations maintain collections of good practice examples and case studies from member institutions. These resources demonstrate how different types of organisations have successfully implemented Gender Equality Plans while addressing their specific institutional contexts and operational challenges.

What implementation timeline applies to Gender Equality Plans?

The implementation timeline for Gender Equality Plans in Horizon Europe follows a structured approach that provided organisations with adequate preparation time. The European Commission implemented specific transition periods to allow institutions sufficient time for development and implementation.

For calls with deadlines in 2021, organisations were not required to have Gender Equality Plans in place, though they were encouraged to complete the GEP questionnaire for information and monitoring purposes. This transition year allowed organisations to familiarise themselves with the requirements and begin development processes.

From 2022 onwards, the GEP eligibility criterion became mandatory for all relevant organisations applying to Horizon Europe funding opportunities. Organisations must confirm they have a compliant Gender Equality Plan in place before Grant Agreement signature, providing flexibility for final adjustments during the evaluation period.

The requirement affects calls with deadlines from 2022, meaning organisations had throughout 2021 to develop their Gender Equality Plans. In practice, many organisations began their development processes in 2020 to ensure adequate time for stakeholder consultation, data collection, and formal approval procedures.

Organisations must maintain their Gender Equality Plans throughout the project lifecycle and beyond. The plans should be living documents that evolve based on monitoring results, changing circumstances, and lessons learned from implementation experience.

How should project coordinators manage GEP compliance in consortia?

Project coordinators managing Horizon Europe consortia must ensure that all eligible partner organisations comply with Gender Equality Plan requirements throughout the project lifecycle. This compliance responsibility extends beyond initial eligibility verification to ongoing monitoring and support activities that can significantly impact project success.

During consortium building, coordinators should verify GEP compliance status for all public bodies, research organisations, and higher education institutions before finalising partnership agreements. This verification process helps avoid eligibility issues that could delay project start or cause administrative complications during Grant Agreement preparation. Many coordinators maintain compliance checklists that include GEP status alongside other eligibility criteria.

Partner onboarding processes should include GEP compliance confirmation as a standard procedure. Coordinators may need to provide guidance or direct partners to appropriate templates and support services for developing compliant plans. Some coordinators establish peer-learning networks within their consortia to share good practices and implementation experiences.

Risk management strategies should address potential GEP compliance issues that could arise during project implementation. This includes establishing procedures for supporting partners in maintaining their Gender Equality Plans, monitoring compliance throughout the project duration, and ensuring continued eligibility for all consortium members.

Project coordinators should also consider how their projects can contribute to broader gender equality objectives within the European Research Area. This may include facilitating knowledge sharing between consortium partners, supporting capacity building activities, and contributing to networks focused on gender equality in research and innovation.

The Gender Equality Plan requirement represents a fundamental shift toward systematic institutional change in European research and innovation. As the European Commission continues to strengthen gender equality provisions in future work programmes, organisations that develop comprehensive, well-implemented Gender Equality Plans will be better positioned to participate effectively in EU funding opportunities and contribute to more inclusive research environments across Europe.

Frequently Asked Questions

Which organisations need Gender Equality Plans for Horizon Europe funding?

Public bodies, research organisations, and higher education institutions from EU Member States and Associated Countries must have Gender Equality Plans for Horizon Europe participation. This includes government ministries, universities, research institutes, and municipalities. Private companies, SMEs, NGOs, and civil society organisations are not required to have GEPs.

When did the GEP requirement become mandatory for Horizon Europe?

The Gender Equality Plan eligibility criterion became mandatory for all Horizon Europe calls with deadlines from 2022 onwards. A transition period applied during 2021, when organisations were encouraged but not required to have GEPs. Organisations must confirm compliance before Grant Agreement signature.

How do organisations prove they have a compliant Gender Equality Plan?

Organisations complete a self-declaration through an online questionnaire in the Participant Register, filled by the Legal Entity Appointed Representative (LEAR). They confirm compliance with the four mandatory building blocks and five recommended thematic areas but do not need to upload their actual GEP document during application.

What are the four mandatory building blocks for Gender Equality Plans?

The four mandatory building blocks are: 1) Publication and official endorsement of the GEP, 2) Dedicated human and financial resources for implementation, 3) Data collection and monitoring of progress, and 4) Training and capacity building for staff on gender equality and unconscious bias.

Where can organisations find Gender Equality Plan templates?

Several proven templates are available: EQUAL4EUROPE provides templates for academic institutions, SUPERA offers comprehensive step-by-step guidance, and EIGE's GEAR platform provides toolkits and examples. Professional networks like LERU also maintain collections of good practice examples from member institutions.