2016 call key action 2 school education strategic partnership project start-up presentation

2016 Start-up workshop

Strategic Partnerships

for Higher Education

and School Education

Erasmus+

Welcome and

Overview

@erasmusplusUK

EU Referendum update

• Submitted on June 28, 2016 - 13:40

• There is no immediate change to the UK’s participation

in the Erasmus+ programme following the EU

referendum result and the UK National Agency will

continue to manage and deliver the programme across

the UK.

• All participants and beneficiaries should continue with

their Erasmus+ funded activities and preparation for the

published application deadlines in 2016 and 2017.

Today’s Team

• Bethan Dinning – Customer Service and Events Officer

• Alex Evans – Higher Education Grants Officer

• Georgina Elson – Higher Education Grants Officer

Today’s Team

• Emma Sullivan – Higher Education Grants Manager

• Sarah Norris – Higher Education Grants Manager

• Hannah Buckingham – School Education Grants Officer

The UK National Agency

• The Erasmus+ UK National Agency is a partnership

between the British Council and Ecorys UK

• Higher education

• Schools

• Youth Key Action 2+3

British Council

• Vocational education and training

• Adult education

• Youth Key Action 1

Ecorys UK

The Role of the National Agency

• To promote the Erasmus+ programme in the UK

• To provide information, advice and guidance

• To manage project assessment and selection

• To make payments to projects and conduct audits

• To undertake on-going monitoring of projects

• To disseminate and exploit results

The Role of the Beneficiary • Responsible for project implementation, monitoring,

reporting

• Ensuring a strong, committed project is in place

• Ensuring placement content is relevant and objectives

defined

• Ensuring appropriate participant selection, preparation,

support, and contractual systems in place

• On-going evaluation

• Dissemination of results

Managing your Grant & Contract

Article I.6.2 – Communication details of

the NA

• Any communication addressed to the NA shall be sent to the

following address:

Erasmus+ National Agency

British Council Wales

1 Kingsway

Cardiff

CF10 3AQ

E-mail address: erasmusplus.applications@britishcouncil.org

Grant Agreement

Grant Agreements Type:

• Multi-beneficiary agreements

• jointly and severally responsible for carrying out the

Project in accordance with the terms and conditions of the

Agreement

• responsible for complying with any legal obligations

incumbent on them jointly or individually

• you should create and agree internal co-operation

agreements between the beneficiaries

• Lead organisation must make all payments to other

beneficiaries by bank transfer and keep appropriate

evidence of the amounts transferred to each beneficiary

for any checks and audits

Part 2: General Conditions Specific

Articles of the Grant Agreement

Part 2 of your grant agreement can be found under the manage your

grants section of our website

Strategic partnerships

Part II General Conditions Multi-Beneficiaries GA

Schools only partnerships

Part II General Conditions Mono-Beneficiaries GA

Grant Agreement Annexes Annexes:

• Annex I General Conditions

• Annex II Description of the Project; Estimated budget of the project

• Annex III Financial and contractual rules

• Annex IV Applicable rates

• Annex V Mandate Template

• Annex VIII Bank Details

Article I.2 Entry Into Force Of The Agreement

And Duration

• This section details your project start and end date. All activity

must take place within these dates for it to be eligible for

Erasmus+ funding.

• Grants are paid in Euros (€)

• Paid in 2 or 3 instalments depending on the length of your

project

• Final payment: You will receive final payment after your final report

has been submitted and assessed. This will be a payment of any

balance due. If the total amount of received payments is larger than the

contracted grant amount you will receive an invoice for sums owed.

Grant Payment

Three Year Projects

40% Pre-financing payment

20% Final payment

Two Year Projects

70% Pre-financing payment

30% Final payment

Article I.3 Maximum Amount and Form of the

• This section details your maximum amount of your grant

• This amount can not be increased

• This amount could be reduced following reporting if you do not

carry out activities that you were funded to do

Grant Budgets

• Grant agreements are final - budgets can not be

increased during the project

• Budget categories are found in Annex II

• Rules of budget transfers are in Article I.3.3 of your

agreement.

• Please read grant agreements and annexes carefully!

Expenditure &

Ineligible Costs

Article II.19.4 Ineligible costs

• (a) return on capital and dividends paid by the beneficiary;

• (b) debt and debt service charges;

• (c) provisions for losses or debts;

• (d) interest owed;

• (e) doubtful debts;

• (f) exchange losses;

• (g) costs of transfers from the Commission charged by the bank of

the beneficiary;

Article II.19.4 Ineligible costs

• (h) costs declared by the beneficiary under another action

receiving a grant financed from the Union budget.

• (i) contributions in kind from third parties;

• (j) excessive or reckless expenditure;

• (k) deductible VAT.

• Activities that take place outside of the contract period.

Article II.16 – Eligible Costs

• General provisions:

• Activity within eligible period - project start & end date

• Necessary for implementing the Project

• No overlap between unit costs and actual costs

Unit Costs vs Real Costs

• Unit costs are based on flat rates

• provided that a triggering event happens and supporting

documentation is retained as evidence

• Real costs are based on actual expenditure

• 100% special needs support

• 75% of eligible costs under exceptional costs

• receipts and invoices are required as evidence for real cost

expenditure

Unit Costs Example

Flight Tickets: €100

Subsistence: €100

Local Travel: €50

Insurance: €20

Hotel: €230

Actual Expenditure Total = €500 Eligible Unit Cost = €575

Surplus (eligible to keep) = €75

Meeting took place

Participant Attended

Supporting documentation retained

Reported into Mobility Tool+

Budget Structure

Types of Costs Unit Costs (lump sums/fixed rates):

• Project management and Implementation

• Transnational Project Meetings

• Intellectual outputs

• Multiplier Events

• Learning, Teaching and Training Activities

• Travel, Individual Support and Linguistic Support

Actual Costs (real costs):

• Special Needs Support

• Exceptional Costs

For Each Budget Category your

grant agreement details…

• (a) Calculation of grant amount

• (b) Triggering Event

• (c) Supporting Documentation

• (d) Reporting

• Please check this information carefully in Annex III

‘financial and contractual rules’

Example

Project Management and

Implementation Project management

e.g. Planning, finances, coordination and communication between

partners, attendance to National Agency run start-up workshops

Small scale learning/teaching/training materials, tools, approaches

Virtual cooperation and local project activities

e.g. class-room project work with learners, organisation and mentoring

of embedded learning/training activities, etc.

Information, promotion and dissemination

Brochures, leaflets, web information, etc

Article II.2 A - Supporting Documentation

Project Management and Implementation

• Narrative in final report, and overall project quality

proof of activities undertaken and outputs produced will be provided in

the form of a description of these activities and outputs in the final

report. In addition, outputs produced will be uploaded by the

coordinator in the Erasmus+ Project Results Platform and,

depending on their nature, available for checks and audits at the

premises of the beneficiary

• Reporting

on behalf of the Project as a whole, the coordinating organisation shall

report on undertaken activities and results.

Transnational Project Meetings

• Participation in meetings between project partners and hosted

by one of the participating organisations for implementation

and coordination purposes.

• Contribution to travel and subsistence costs (Once combined

unit cost)

• No minimum or maximum duration

• Your organisation must be able to demonstrate the formal link

with the persons participating in the transnational project

meetings, whether they are staff of pupils.

• Do not confuse Transnational Project Meetings with Learning

Teaching Training Activities.

Article II.2 B - Supporting Documentation Transnational Project Meetings

• Declaration signed by receiving organisation and participants

• Detailed Agenda

For travel taking place between the sending organisation and the receiving

organisation: proof of attendance of the activity in the form of a declaration

signed by the receiving organisation specifying the name of the participant, the

purpose of the activity, as well as its starting and end date;

Proof of attendance of the transnational project meeting in the form of a

participants list signed by the participants and the receiving organisation

specifying the name, date and place of the transnational project meeting, and for

each participant: name, e-mail address and signature of the person, name and

address of the sending organisation of the person;

Detailed agenda and any documents used or distributed at the transnational

project meeting.

Learning Teaching Training

Activities (3 Budget Categories) • Funded by one or more of budget categories Travel,

Individual Support and Linguistic Support

• They have minimum and maximum durations and further

rules. Please see page 278-280 of the 2016 Programme Guide

• At the application stage you had to justify that mobility

activities are necessary to achieve the objectives and results

of the project.Blended mobility of learners

Short-term exchanges of groups of pupils

Short-term joint staff training events

Long-term study mobility of pupils

Long-term teaching or training assignments

Activities: Travel

• Contribution to the travel costs of participants, including

accompanying persons, from their place of origin to the

venue of the activity

• Travel distances must be calculated using the distance

calculator supported by the European Commission

Activities: Individual Support

• Unit cost per day covering the subsistence of

participants, including accompanying persons during the

activity

• If necessary, the beneficiary may add one day for travel

directly before the first day of the activity abroad and one

day for travel directly following the last day of the activity

abroad; these extra days for travel will be considered for

the calculation of the individual support.

• These travel days do not count as activity days to meet the

minimum eligibility criteria

Article II.2 C - Supporting Documentation Learning Teaching Training Activities: Travel and Individual Support

• Declaration (Certificate of Attendance)

For travel taking place between the sending organisation and the receiving

organisation: proof of attendance of the activity in the form of a declaration

signed by the receiving organisation specifying the name, the e-mail address of

the participant, the purpose of the activity, as well as its starting and end date;

In case of travel from a place different than that where the sending organisation

is located and/or travel to a place different than that where the receiving

organisation is located which leads to a change of distance band, the actual

travel itinerary shall be supported with travel tickets or other invoices specifying

the place of departure and the place of arrival. In duly justified exceptional cases

when the third party evidence cannot be provided the beneficiary and the

receiving organisation can sign a declaration specifying the place of departure

and the place of arrival.

Activities: Linguistic Support

• Costs linked to the support offered to participants in

order to improve the knowledge of the language of

instruction or work

• Only for mobility activities lasting between 2 and 12

months:

• 150 EUR per participant needing linguistic support

Article II.2 C - Supporting Documentation Learning Teaching Training Activities (Linguistic Support)

• Certificate of Attendance / Invoice / Participant Declaration

Proof of attendance of courses in the form of a declaration signed by the course

provider, specifying the name of the participant, the language taught, the format

and duration of the linguistic support provided, or

Invoice for the purchase of learning materials, specifying the language

concerned, the name and address of the body issuing the invoice, the amount

and currency, and the date of the invoice, or

In case the linguistic support is provided directly by the beneficiary: a declaration

signed and dated by the participant, specifying the name of the participant, the

language taught, the format and duration of the linguistic support received.

Intellectual Outputs

• The outputs should be substantial in quality and quantity

to qualify for this type of grant support.

• The outputs should prove their potential for wider use

and exploitation, as well as for impact.

• Evidence must be uploaded on the Project

Dissemination Platform

• Intellectual outputs/tangible deliverables of the project

e.g: • curricula,

• pedagogical materials,

• open educational resources (OER),

• IT tools,

• analyses,

• peer-learning methods, etc.

Article II.16.2.5 - Supporting Documentation

• Staff time sheet, evidence of their employment and

evidence of the output produced

Proof of the intellectual output produced, which will be uploaded in the

Dissemination Platform and/or, depending on its nature, available for checks

and audits at the premises of the beneficiary or its project partner

organisations;

proof of the staff time invested in the production of the intellectual output in the

form of a time sheet per person, identifying the name of the person, the

category of staff, the dates and the total number of days of work of the person

for the production of the intellectual output;

proof of the nature of the relationship between the person and the beneficiary

(such as type of employment contract, voluntary work, etc.), as registered in the

official records of the beneficiary.

Multiplier Events

• Support for multiplier events is provided only if in direct relation to

the intellectual outputs of the project.

• Events must take place in the country where the beneficiary is

located

• Contribution to the costs linked to national and transnational

conferences, seminars, events sharing and disseminating the

intellectual outputs realised by the project

• excluding costs for travel and subsistence of representatives of

participating organisations involved in the event

• Only participants from outside the organisations participating in the

project can be counted in the number of persons on the basis of

which the grant amount is established

Multiplier Events

• Signed delegate list, agenda and narrative in final

report

Description of the multiplier event in the final report;

Proof of attendance of the multiplier event in the form of a participants

list signed by the participants specifying the name, date and place of

the multiplier event, and for each participant: name, e-mail address and

signature of the person, name and address of the sending organisation

of the person;

Detailed agenda and any documents used or distributed at the

multiplier event.

Article II.16.3 - Supporting Documentation

(Actual Costs)

• Costs must be incurred by your organisation or a project partner

• The costs must be incurred within your project start and end date

• Actual costs must be previously approved by the UK National

Agency

• Costs must be identifiable and verifiable, in particular being

recorded in the accounting records of your organisation

• Actual costs should comply with the requirements of applicable tax

and social legislation

• Actual costs must be reasonable and justified

• Actual costs must not be covered by money from budget categories

based on unit contributions

Special Needs Support

• Additional costs directly related to participants with

disabilities

• Including costs directly related to participants with

special needs and accompanying persons taking part in

transnational teaching, training and learning activities.

• This may include costs related to travel and

subsistence, if justified and as long as a grant for

these participants is not requested through budget

categories "travel" and "individual support

• Invoice

Invoices of the actual costs incurred, specifying the name and address

of the body issuing the invoice, the amount and currency, and the date

of the invoice.

Exceptional Costs

• Pre-approved at the application stage

• Contribution to real costs related to subcontracting or

purchase of goods and services.

• reimbursement of 75% of the eligible costs actually

incurred

• Conditional: subcontracting has to be related to services

that cannot be provided directly by the participating

organisations for duly justified reasons. Equipment

cannot concern normal office equipment or equipment

normally used by the participating organisations.

Exceptional Costs

• Sub-contracting: invoices of the actual costs incurred, specifying the name

and address of the body issuing the invoice, the amount and currency, and

the date of the invoice.

• Financial guarantee: proof of the cost the financial guarantee issued by the

body providing the guarantee to the beneficiary, specifying the name and

address of the body issuing the financial guarantee, the amount and

currency of the cost of the guarantee, and providing the date and signature

of the legal representative of the body issuing the guarantee.

• Depreciation costs: proof of the purchase, rental or lease of the

equipment, as recorded in the beneficiary’s accounting statements,

justifying that these costs correspond to the period set out in Article I.2.2

and the rate of actual use for the purposes of the action may be taken into

account.

For Each Budget Category your

grant agreement details…

• (a) Calculation of grant amount

• (b) Triggering Event

• (c) Supporting Documentation

• (d) Reporting

• Please check this information carefully in Annex III

‘financial and contractual rules’

Article I.3.2 Budget Transfers

• Not considered as an amendment of the agreement.

• Transfers to/from budget categories of unit

contributions are percentage based.

• Unit contribution rates apply after budget transfer.

Recap: Budget Transfers

Implementation

Multiplier Events

Learning / Teaching / Training

Activities

Exceptional Costs

Multiplier Events

Learning / Teaching / Training

Activities

Implementation

Exceptional Costs

Can not transfer to these categories

Even if no funds were requested for SNS

Can not transfer to a category where 0 was awarded

Can not increase a budget category by more than 20%

Can not reduce a budget category by more than 20%

Special needs exception – please see Article I.3.2

Bethan’s Top Tip

Use Mobility Tool+ as your project

progresses. This helps to track how

much money your project is eligible for.

Add transnational project meeting /

learning teaching training information

before individuals travel. You then know

how much money each individual has to

spend on their trip!

Mobility Tool+ also helps you to track

any budget category transfers.

Article II.27.2 Duty to keep documents

• The beneficiary shall keep all original documents,

especially accounting and tax records, stored on any

appropriate medium, including digitalised originals when

they are authorised by its national law.

• Beneficiaries obligated to keep documents for:

• 5 years if grant amount more than €60,000

• 3 years if grant amount not more than €60,000

Article I.4.9 Currency for requests for

payments and conversion into euro

• When submitting receipts you must convert the

amounts from GBP to Euro

• Any conversion into euro of costs incurred in other

currencies shall be made by the beneficiary at the

monthly exchange rate established by the

Commission and published on its website applicable

on the day when the bank account of the beneficiary

is credited.

• http://ec.europa.eu/budget/contracts_grants/info_co

ntracts/inforeuro/index_en.cfm

Important Articles

Article II.9.3 – Rights of use of the results

and of pre-existing rights by the Union

• If industrial and intellectual property rights exist prior to the

conclusion of the Agreement you must inform us as soon as

possible.

• You must establish a list specifying all rights of ownership and

use of the pre-existing industrial and intellectual property rights

• We have a template for you to complete which will become an

additional annex to your grant agreement

• Your organisations must ensure that they have all the rights to

use any pre-existing industrial and intellectual property rights

during the implementation of the Agreement.

Annex III: IV Rules and conditions for grant

reduction for poor, partial or late

implementation

• Poor, partial or late implementation of the Project may be

established by the NA on the basis of:

• The final report submitted by the coordinator and partner organisations;

• The products and outputs produced by the project;

• The NA may consider also information received from any other

relevant source, proving that the Project is not implemented in

accordance with the contractual provisions. Other sources of

information may include monitoring visits, desk checks or on the

spot checks undertaken by the NA.

Article II.5 — Conflict Of Interests

• The beneficiary must take all necessary measures to

prevent any situation of conflict of interests.

• The beneficiary must inform the Commission without

delay of any situation constituting or likely to lead to a

conflict of interests. It must take immediately all the

necessary steps to rectify this situation.

• The Commission may verify that the measures taken are

appropriate and may require additional measures to be

taken by a specified deadline.

• Amendments can be broken down into 2 groups

Amendments to the Agreement

Change Requested

Permitted

Not Permitted Notification only

(project change)

Significant change

(formal request)

Contact person X

Legal signatory X

Bank details X

Organisation name X

Participant/ accompanying person

European partner X

European country X

Beneficiary organisation X

Supporting

Participants

Article I.13 – Support to Participants

Where the implementation of the project requires giving support to

participants, you can do the following:

1. Full transfer: the beneficiary transfers the full funds to the participants

to make suitable arrangements (applying the rates for unit

contributions)

2. Provide the support in the form of provision required: the

beneficiary makes suitable arrangements for the participant. Services

must meet the necessary quality and safety standards

3. Form of a refund: the participant makes suitable arrangements

themselves without pre-financing and then reimbursed by the

beneficiary

• The beneficiary shall have in place effective procedures and

arrangements to provide for the safety and protection of the

participants in their project.

• The beneficiary shall ensure that insurance coverage is

provided to participants involved in mobility activities abroad.

Article 1.15.4 Health and Safety

• The beneficiary shall take all necessary measures to comply with

the requirements of the Health and Safety at work Act 1974 (or any

equivalent legislation in any applicable jurisdiction) and any other

acts, orders, regulations and codes of practice (including, without

limitation, any approved codes of practice) relating to health and

safety, which may apply to the performance of this Agreement.

Article I.7 – Protection and safety of

participants

• Please consult this article carefully and consider how you will

safeguard children and vulnerable adults both in local and

transnational project activities, including virtual and/or online project

activities.

Article 1.14 – Parental / guardian Consent

• The beneficiary must obtain the Parental/Guardian consent for

participants of minor age prior to their participation in any pupil

mobility activity

Article I.15.3 Protection of Children and

Vulnerable Adults

Impact and Dissemination

Impact

Assessment

Erasmus+ and Impact

• Erasmus+ Programme has clear objectives and desired

outcomes. (Key Action 2 Horizontal and sectoral

priorities)

• One of the assessment criteria's for Key Action 2 is

‘Relevance of the project’

• Since the global economic crisis in 2008, public sector

finances in Member States across Europe have been

under pressure.

• In this context, the importance of demonstrating the

purpose and value for money of public spending is vital.

What is Impact Assessment? • Measuring Impact is about ensuring that activities are

targeted at an identified need and measuring how

effective they are at meeting that need.

• The process of examining the effect of a Programme or

activity on individuals, organisations or society.

• Assessing Impact allows us (and you) to judge whether

an intervention has been successful, to what extent and

in what way.

• You should discuss impact in your final report. The more

information you can provide the better.

Impact Assessment Resources

• The UK NA has developed the Impact+ Exercise to help

applicants and projects think about what their impact

could be and how to measure it.

• The exercise involves a workshop and just needs you,

your partners and the Impact+ Exercise materials.

Download the materials using the links below:

Impact+ Exercise Workshop Guide (750 KB)

Impact+ Tool (guidance version) (214 KB)

Impact+ Tool (blank version) (201 KB)

Impact+ Table (293 KB)

All Impact+ Exercise documents (ZIP file) (1.3 MB)

Measuring Impact: Results Tangible Results Intangible Results

An approach to a model to solve

a problem

Knowledge and experience

gained by participants, learners

or staff

Practical tool or product (e.g.)

handbook, curricula

Increased skills / achievements

Research reports / studies Improved cultural awareness

Evaluation reports Improved language skills

Recognition certificates

Newsletters or information

leaflets

Impact Activity

(20 Minutes)

How will your project measure impact?

What approaches and tools will you use?

What impact will your

projects have?

Who will your project impact on? What

levels of impact will this be?

Institutional / Regional / Policy Level / ….

Who will be responsible for measuring the

impact of your organisation’s project?

Dissemination

When should you disseminate?

Before the project starts:

• Draft dissemination and exploitation plan

• Definition of expected impact and deliverables

• Consider how and to whom outcomes will be disseminated

During the project:

• Update the dissemination platform

• Contact relevant media (at local or regional level)

After the project:

• Develop ideas for future cooperation

• Evaluate achievements and impact

• Contact relevant media

Share Your Success!

In House • Erasmus+ Logo – be proud to have received funding!

• Inform all stakeholders

• Newsletters / Website / Assemblies / Social Media / Audio-visual media

– shout about your project and experiences!

• Websites and Social Media

Local / National / Global • Media Coverage – positive publicity for your school (press release etc.)

• EU Dissemination Platform

• Information sessions / workshops / training sessions / peer reviews

• Public Events

• Beneficiaries are obligated to acknowledge the

contribution of the European Union programme funding.

• Two Commission documents with guidance on

displaying the European Union emblem.

• Example of standard text for a Disclaimer: “This

publication has been produced with the support of the

Erasmus+ Programme of the European Union. The

contents of this publication are the sole responsibility of

<name of the beneficiary> and can in no way be taken

to reflect the views of the NA and the Commission."

Visibility of Union Funding

How we can help You With

Promotion and Dissemination

• Showcase your project case studies

• Feature these in our newsletters and publications

• Help promote them on Twitter, Facebook, YouTube and

Case Studies

If you would like to

write a case study to

share the story of

your Erasmus+

experience, to feature

in our marketing and

promotional

materials, please

complete the

case study pro-forma

Erasmus+

Project Results

Platform

Reporting and Monitoring

Reporting

Your responsibilities • The project partnership

• Participants

• The mobilities

• The budget

• Ongoing evaluation

Reports Progress Report

• Progress report after year 1 – project check in to let

us know how the project is progressing

• Date for submission of progress report can be found

in your grant agreement

Interim Report (6 months later)

• This will trigger the second 40% payment - only if you

have spent 70% of the initial 40% payment

• Mobility Tool+ must be up-to-date at this stage

Reports • Beneficiary (Final) report

• Applicable to all projects

• Submitted after project end date

• Covers qualitative and financial information

• Accessed from the Mobility Tool+

• Online Submission

Final (Beneficiary) Report The final report, products and outputs will be assessed by

the NA using a common set of quality criteria focusing on:

• The extent to which the project was implemented in line

with the approved grant application

• The quality of the activities undertaken and their

consistency with the project objectives

• The quality of the products and outputs produced

• The learning outcomes and impact on participants

Final (Beneficiary) Report • The extent to which the project proved to be innovative /

complementary to other initiatives

• The extent to which the project proved to add value at

EU level

• The extent to which the project implemented effective

quality measures as well as measures for evaluating the

project outcomes

• The impact on the participating organisations

• The quality and scope of the dissemination activities

undertaken

Final (Beneficiary) Report • In case of learning, teaching training activities: the

quality of the practical arrangements provided in support

of the mobility, in terms of preparation, monitoring and

support to participants during their mobility activity, the

quality arrangements for the recognition/validation of the

learning outcomes of participants

• The potential wider impact of the project on individuals

and organisations beyond the beneficiaries

Article I.10.1 – Mobility Tool+

The beneficiary is required to make use of the web based Mobility Tool

to record all information in relation to the mobility activities undertaken,

including activities with a zero grant from EU funds for the entire

mobility period, and to complete and submit the Interim and Final

reports.

Article 1.10.2 - Dissemination Platform The beneficiary shall input the deliverables of the Project in the

programme Dissemination Platform on the website

http://ec.europa.eu/programmes/erasmus-plus/projects/ in accordance

with the instructions provided in the Dissemination Platform.

The approval of the final report will be subject to the upload of the

Project deliverables in the Dissemination Platform by the time of

submission of the final report.

Article I.4.6 – Language of requests for

payments and reports

• The beneficiary shall submit all requests for payments

and reports in English

Article I.4.5 - Non-submission of documents

• Where the beneficiary has failed to submit an interim report due of

final report the NA shall send a formal reminder within 15 calendar

days of the deadline

• If the beneficiary still fails to submit such report within 30 calendar

days following this reminder, the NA reserves the right to terminate

the Agreement in accordance with Article II.15.2.1(b), and request

the reimbursement of the full amount of pre-financing payments in

accordance with Article II.19.

Project Quality • If your final report is awarded less than 50 points our of

100 National Agency will decrease the amount of the

final payment. This can be due to lateness of activities,

not undertaking all of the activities included in the grant

application or delay in delivery of the project, even if all

the activities did take place.

Erasmus+

Project Results

Platform

Date: in 12 pts

Erasmus+

Project Results Platform (VALOR)

Date: in 12 pts Education and Culture

WHAT is

the Erasmus+ Project Results Platform?

The Commission's database

of all Erasmus+ projects

More than 27,000 Erasmus+ projects

Almost 5,000 Lifelong Learning projects

Some 2,000 Youth in Action

projects

Good practic

Success stories

Date: in 12 pts

PCICFHE International cooperation

WHY use it?

Share results

Inspire and get

inspired

Be Visible

WHO should be using it?

KA2 beneficiaries – this is compulsory

KA1 and KA3 beneficiaries – this is recommended, but remains optional

Date: in 12 pts

WHEN to use it ? Before submitting your application, if you are

looking for partners working in fields that are of interest to you

After signing the grant agreement with your

NA, to gradually upload results, if any At the end of the project, to submit the

results for validation/publication by your NA officer

HOW to use it?

Before submitting your application:

• Look for inspiration and potential partners by

using the search criteria (programme, year, country, field of activity, keyword) available on the public interface

HOW to use it?

After signature of your grant agreement:

• You'll receive an automatic e-mail notification

to connect to your Dashboard, with all the relevant links and explanations on how to log in

• Log in and choose whether or not to display the contact details of your organisation and those of your partners

• Start uploading your logo, website address, results of the project

This is what your dashboard looks like (with some slight improvements)

HOW to use it?

After the end of your project:

• You'll receive an automatic e-mail notification

inviting you to submit results for validation by an NA officer and publication on the platform

• Follow the instructions in the e-mail notification and log in to your Dashboard again to submit your logo, website address and results of the project

Date: in 12 pts

What if you need HELP?

Contact the helpdesk!

EAC-PROJECTSPLATFORM-HELPDESK@ec.europa.eu

http://ec.europa.eu/programmes/erasmus-plus/projects/

Change lives, open minds

visible

Inspire and

get inspired

Share results

Erasmus+ Platform

for dissemination

and exploitation of

results

Intellectual

Outputs must be

uploaded on to the

platform

Example Project

Monitoring and

Compliance

Introduction • Compliance and Quality Assurance function is performed by

joint National Agency (British Council and Ecorys) and

European Commission

• As per contract with European Commission, UK National

Agency is obliged to monitor the use of EU grants. Therefore

there are several checks which can be undertaken during and

after the project implementation

• Main principles are to:

• Establish whether the activities and mobilities actually took place (travel,

stay abroad)

• Check whether activities and mobilities undertaken fit the rules of the

programme (e.g. eligible countries, duration, type of participants)

• Check the quality of undertaken activities

Overview of types of Checks Check

Interim and Progress reports – three year projects

Final reports – all beneficiaries

Desk Checks

On-the-spot – during and / or after project implementation

Monitoring visits – in conjunction with an on-the-spot check

Audit visits performed by European bodies

Desk Checks • A Desk Check is an in-depth check which requests

additional supporting documentation as evidence for unit

costs and real cost for activities that have been reported

in the Final Report.

• Conducted at Final Report stage

• Original documents must be submitted to the NA for

assessment

Monitoring visits • Sample of projects selected at random

• Aim to support, counsel and advise beneficiaries

• Reviews the progress of the project against the original

objectives set out in the application

• Opportunity for National Agency staff to understand

institutional practices, issues and contexts and to gather

and disseminate good practice.

• Contribute to collecting information on qualitative

aspects of programme management and impact within

the beneficiary organisation

On the Spot Check • A random sample of projects will also include an on the

spot check

• Four areas which On the Spot Check aims to investigate:

• Eligibility of participants for the action

• Coherence of participants with application

• Eligibility of activities

• Quality of mobility activities

Audit visits by European bodies

• External audits can be performed by European Court of

Auditors

• National Agency is only informed about the check before

and does not have access to any selection list

What to expect? • Each check has a different timeline

• In general:

• Beneficiary usually has at least 3 weeks to provide

documentation

• NA has up to 30 days to prepare a draft report

• Beneficiary has up to 30 days to reply

• Remediation timeline is specified for individual project

and depends on volume/severity of findings

• In case of financial error rate exceeding 2% of total

grant amount further checks will be performed

Best Practice &

Other Opportunities

Schools List of

Travelers

List of Travellers

• We issue the List of Travellers form in the UK, for school

trips to countries in the European Union (EU) for pupils on

the trip who are of a non-EU nationality.

• The List of Travellers form allows the pupils to go on the

trip without getting a visa.

• You may also hear it referred to as a ‘Visa Waiver Form’.

List of Travellers • The use of the List of Travellers form has been officially

accepted by the following countries:

• For more information please visit our website here.

Austria Belgium Croatia Cyprus Czech Republic

Denmark Estonia Finland France Germany

Greece Hungary *Iceland Ireland Italy

Latvia Lithuania Luxembourg Malta Netherlands

*Norway Poland Portugal Romania Slovakia

Slovenia Spain Sweden **Switzerland

Higher Education

Going Global • Going Global is an open forum for education world

leaders to debate international higher and further

education issues and challenges, and to discuss

collaborative solutions

• Monday 22 to Wednesday 24 May 2017, London

• 2017 Theme is Global cities: connecting talent, driving

change

• Propose a poster to be displayed at the conference to

discuss with delegates by Friday 3 February 2017.

International Higher Education • British Council International Higher Education website

• Working with higher education to promote a friendly

knowledge and understanding between the people of the

UK and other countries

Knowledge Centre • Knowledge Centre webpage

• International Higher Education reports, research, videos

and blogs.

International Higher Education • International Higher Education Digest registration

• Subscribe to the International Higher Education digest to

keep up-to-date with all British Council news,

opportunities, events and reports on international higher

education

• Aimed at promoting career opportunities and the mobility

of researchers in Europe.

• Monday 17 October, London

• Eligibility: Staff of UK HEIs who support researchers

within institutions & are interested in joining the network.

• Speakers

– The Department for Business Energy and Industrial

Strategy (BEIS)

– The UK Research Office (UKRO)

– The British Council Science Team

• Contact us

Euraxess Network Meeting

School Education

Gateway

School Education Gateway

• The website provides clear information on education

initiatives across Europe.

• Aimed primarily at teachers and school staff across

Europe, as well as experts and organisations working in

the education sector.

• Existing eTwinning logins can be used to access it

• www.schooleducationgateway.eu

School Education Gateway

• Three tools to support applications for the Erasmus+

Programme:

• Course Catalogue for teachers’ professional development (see

Erasmus+ Key Action 1)

• Mobility Opportunities including teaching assignments and job

shadowing offers (see Erasmus+ Key Action 1)

• Strategic Partnership requests to connect partners for Strategic

Partnerships (see Erasmus+ Key Action 2)

Schools

European Commission:

Teachers Corner

2017 Information Sessions

Tuesday 11 October 2016 Principality Stadium, Cardiff

Monday 17 October 2016 The Studio, Birmingham

Wednesday 2 November 2016 The Studio, Glasgow

Tuesday 8 November 2016 The Studio, Manchester

Tuesday 15 November 2016 Resource for London, Holloway, London N7

Wednesday 30 November 2016 The MAC, Belfast

www.britishcouncil.org 188

Bring the world into your classroom

John Rolfe

john.rolfe@britishcouncil.org

Schools Online

What has Schools Online got to offer?

• Free classroom resources

• British Council opportunities for schools

• International School Award

• Partnership finding tool

• Guidance on building international

partnerships

• Global online teachers’ network

Visit our dedicated international learning site:

http://schoolsonline.britishcouncil.org/content/uk-home-page

Free classroom resources

• Designed by leading educational professionals

• Suitable for schools with or without an international partnership

• Age specific activities for 4-18 year olds

• Multimedia resources on topical, curriculum-related subjects

Find the resources relevant to you:

http://schoolsonline.britishcouncil.org/classroom-Resources

Schools Online

Information on other British Council opportunities for schools

• International School Award

• Charles de Gaulle and Lefèvre funding

• UK-German Connection

• Erasmus +

• Language Assistants

Continue your journey here:

http://schoolsonline.britishcouncil.org/content/apply-funding

http://schoolsonline.britishcouncil.org/professional-development

http://schoolsonline.britishcouncil.org/programmes-and-

funding/language-assistants

Schools Online

Form your first international partnership

Using our partnership finding tool you can easily connect with:

• More than 101,000 educational professionals

• Over 75,000 schools

• Teachers in 183 different countries

Tap into the British Council’s partnership finding tool:

http://schoolsonline.britishcouncil.org/schoolsearch

Schools Online

Guidance to help you build your international partnership

• Starter activities to help unite new partners

• Online courses and face-to-face workshops

• Inspiring case studies

• Links to e-Twinning site

• Recognition for international

activity (ISA)

• Project templates on global

themes

Access the support available to you:

http://schoolsonline.britishcouncil.org/content/developing-your-

partnership www.britishcouncil.org 193

Schools Online

About the International School Award

• A supportive and motivational

framework

• From introducing international work to

embedding

• Guides and shapes international work

• Exposes educators to new practice

• Three levels of certification

Schools Online

Find out more

https://schoolsonline.britishcouncil.org/accreditation-and-

awards/international-school-award%20

Forums and project spaces

• Engage with counterparts from all over the world

• Scope possible partnerships

• Share project ideas and what has

worked well in the past

• Collaborate on different projects

with global network of schools

• Network with other educational professionals

Visit the forum homepage:

https://schoolsonline.britishcouncil.org/phpbbforum

Schools Online

https://schoolsonline.britishcouncil.org

Start your journey now

Agenda

• Purpose of the Award

• ISA Levels: Foundation, Intermediate, Accreditation,

Reaccreditation

• Design your international activity + ineligible activities

• Educational outcomes

• What are the assessors looking for ?

• What support is available?

Purpose of the Award

• prepares young people for life in a global society by increasing their

understanding of other countries and cultures

• provides a motivational framework for teachers to develop themselves

professionally

• recognises a school’s commitment to developing global citizenship in young

people, and gives opportunities to raise the schools’ profile through local and

national media

Foundation

• At least 1 International activity (with or without partner)

• No requirement on the number of pupils involved

Beginning the journey into the international work, looking to establish partnerships (it

is good the school to seek international partnership at this stage but not obligatory)

Intermediate

• At least 3 International activities

• At least 1 activity with a partner overseas

• Around half of the pupils involved in the activities

Enriching education, encouraging global citizenship, established partners overseas,

worked on collaborative projects with them, shared practice

Foundation + Intermediate:

Application procedure and deadlines

• NO deadline for submitting the Foundation or Intermediate application

• The only requirement is that a significant part of the activity has taken

place in the 12 months prior to the application date

Accreditation

- at least 7 International activities

- at least 3 activities with a partner/s overseas, one of which with an element of

foreign language learning

- a whole school approach

- 2 step application process

Embedded international learning and fostered a culture of global citizenship

Reaccreditation

- at least 7 International activities

- at least 3 activities with a partner/s overseas, one of which with an element of

foreign language learning

- a whole school approach

- Ambassadorial role - supports other schools with international work

Reaccreditation will have not only embedded but also disseminated its international

learning to other schools

Accreditation + Reaccreditation:

Application procedure and deadlines

A school applying for Accreditation / Reaccreditation level of the International

School Award follows the two step application procedure in order to:

• 1. online Action Plan: (deadline 13 November 2016)

OR Statement of Intent (no deadline, however, it must be submitted

before the Impact Evaluation)

• 2. online Impact Evaluation: 11 June 2017 (for results before school

holidays) or midnight on 16 July 2017 (regular deadline)

How to design the international activity

– international focus

– genuine classroom activities spread throughout the whole academic year

– show awareness of other cultures and countries

– broad range of subjects

– majority of young people involved

– a collaboration between your pupils and teachers with overseas partner/s

showing exchange of information between both parties

Ineligible international activity

– The following activities are not considered as eligible activities if seen as

a stand-alone activities:

– Fundraising and sponsoring

– International visits/exchanges

– After school clubs

– Language lessons

– One-day activities: ‘European Day of Languages’, etc.

Tip. However, if you manage to incorporate them into and cross your curriculum

in a relevant and meaningful way you can involve them in your application!

Educational outcomes of ISA

• Encouraging global citizenship in young people (Impact on

Pupils)

– i.e. Developing skills and outlooks which encourage positive engagement with

others and the environment

• Enriching education (Impact on Teachers/Community)

– i.e. Teachers identify and describe success and good educational practice

outside their own classroom, school or community+

What are the assessors looking for ?

• Its NOT about checking up on you ! IT IS ABOUT SHARING / CELEBRATING

YOUR ISA WORK !

• the impact that all international activities (as oppose to impact per each activity)

have had on the school, educators, young people and the local or international

community, including any relevant learning outcomes

• How you will sustain / embed this International work across your school

(encouraging other schools and promoting the importance of International work)

IMPACT

Please get in touch with the ISA team with any queries

020 7389 4620 or isa@britishcouncil.org

http://schoolsonline.britishcouncil.org/isa

Support and Resources

eTwinning

eTwinning is a free, flexible and safe resource which allows teachers from across Europe to collaborate with each other.

www.britishcouncil.org/eTwinning @eTwinningUK

#eTuk15

What is eTwinning

Free Secure Network

Partner Projects Collaboration

Resources Professional Development

Competitions & Awards

Start End

Funding

Sustainability

RESOURCES

SUPPORT

WORKSHOPS

WEBINARS

ERASMUS+ TWINSPACE

MAP TWINSPACE

Contact

etwinning@britishcouncil.org

www.etwinning.net

@etwinningUK

What support do we provide

Erasmus+ Helpline

• Helpline: Monday – Friday 08.30 – 17.30

• T +44 (0) 161 957 7755

For general enquiries:

erasmusplus.enquiries@britishcouncil.org

For project specific enquiries:

erasmusplus.applications@britishcouncil.org

Community Events and Webinars

Learning Networks

Annual Conference

Support webinars

Sector Specific Events

Erasmus+ website

www.erasmusplus.org.uk

E-newsletter-

sign up now!

• Receive the latest Erasmus+

and sector specific news

• Stay up-to-date with deadline

reminders, online booking for

events and webinars

• Feature your project news.

https://erasmusplus.org.uk/subscribe-to-our-newsletter

Social media channels

Follow us on Twitter:

@erasmusplusuk / https://twitter.com/erasmusplusuk

Like us on Facebook:

https://www.facebook.com/ukerasmusplus

View our YouTube channel:

http://www.youtube.com/erasmusplusuk

Follow us on Storify:

https://storify.com/erasmusplusuk

Post Card Activity &

Evaluation Forms

Post Card Activity- Notes to self! • Is Mobility Tool+ up-to-date?

• Let the UK National agency know if contact details

have changed

• Have we been in touch with project partners recently?

• Don’t forget to start working on the interim report

Remember …. • Read your Grant Agreement and Annexes carefully

• Involve other members of staff in the project

management and application

• Keep everything, record everything!

• Don’t leave things until the last minute before

deadlines

• Comply with your Grant Agreement, Annexes and

Programme Guide

• Record everything as your project progresses

• Utilise the Mobility Tool+ and keep it up-to-date

• Notify us of any changes to the project

• Submit reports on time and to a good standard

Remember ….

Thank you and Good Luck

Helpline: Monday – Friday 08.30 – 17.30

T +44 (0) 161 957 7755

E erasmusplus.applications@britishcouncil.org

W www.erasmusplus.org.uk/

@erasmusplusUK

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