Erasmus+

Project Handbook Annex IX of the grant agreement

Key Action 1

Erasmus Mundus

Joint Master Degrees

EMJMDs

ERASMUS+

TSIRAKIDIS Anastasios

DOCHEVA Theodora

Purpose and key aspects

Implementing rules of the grant agreement, featuring detailed

contractual obligations and management rules

Key aspects of the workshop

Composition of the grant

Management of the EMJMD scholarships

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Amendments of the grant agreement

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Composition of the grant A: Management lump sum

Contribution to the consortium management costs

Preparatory year and student intakes

Remuneration of guest lecturers/scholars

At least 4 scholars per student intake for a minimum of 8

weeks in total

o "scholar week" = 4-7 consecutive calendar days (traveling time included)

o it is not possible to consider 8 consecutive days as 2 weeks!

o reduction of 1.950 EUR / scholar week not carried out

Penalties for non-, poor, partial or late implementation

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Composition of the grant B: Student scholarships

Contribution to student participation costs

Nationality criterion and the 12-month rule

Average amount over three intakes (in line with tuition fee policy applied)

Contribution to student travel/installation costs

Residence criterion

Distance calculation

Contribution to subsistence costs

ATTENTION: Ineligible when in the country of residence and maximum 3

months for Partner Country students when mobility in any Partner Country

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Management of the EMJMD scholarships (1)

Students must acquire the totality of the ECTS credits

Minimum requirements for mandatory mobility trajectories:

two HEIs in Programme Countries

minimum ECTS credits: o 2 * 30 ECTS => 60 ECTS (1,5 or 2 years Master – 90/120 ECTS)

additional study periods in Partner Countries

physical mobility (NO virtual)

recognition, and degree-award

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Management of the EMJMD scholarships (2)

Partner/Programme Country students criterion

minimum ratio 75% Partner Country students over the three

intakes

deduction mechanisms in case of non-respect

Geographical balance criterion: 3 with the same Nationality

per scholarship category

Encoding of mobility trajectories in EACEA Mobility Tool (EMT)

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Management of the EMJMD scholarships (3)

Partner Country scholarship holders under specific geographical

windows (Heading 4 scholarships) Development Cooperation Instruments (DCI)

• Asia (Region 6): o at least 65% from Least Developed Countries (Afghanistan, Bangladesh, Bhutan,

Cambodia, Laos, Myanmar, Nepal) and the remaining scholarship holders should

come from the rest of the region, with the exception of China and India

• Central Asia (Region 7): o if there are sufficient eligible candidates, at least 65% from Low or Lower Middle

Income Countries (Kyrgyzstan, Tajikistan, Uzbekistan)

• Latin America (Region 8): o at least 25% from Lower Middle Income Countries (Bolivia, El Salvador,

Guatemala, Honduras, Nicaragua, Paraguay), maximum of 35% from Brazil and

Mexico together. 40% should come from the rest of the region.

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Management of the EMJMD scholarships (4)

Payment modalities for scholarships

General principles

Contribution to travel costs:

o 90/120 ECTS: full amount for year 1 upon arrival at first host HEI

Contribution to installation costs (students resident in a

Partner Country only): full payment upon arrival at first host HEI

Contribution to subsistence costs: paid in full on monthly

basis in maximum 18/24 instalments for 90/120 ECTS

Withdrawals, cancellations, no-shows, drop-outs, study

interruptions, overpayments

Amendments to the grant agreement

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Three categories of amendments & and modification of the

Grant Agreement by notification

1. Amendments via an EXCHANGE OF LETTERS

2. Amendments via the EACEA PARTICPANTS PORTAL

3. Amendments by EMAIL

NOTIFICATION

• They should be requested before it is due to take effect or as soon as the changes

occurs depending on the type of amendment.

• At least 1 month before the end of the eligibility period.

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Amendments to the grant agreement

EXCHANGE OF LETTERS (1)

1. Change in the consortium composition, may result:

• from the joining or the withdrawal of one or more additional partners;

• the replacement of one partner by another.

2. Change of the coordinator, may occur for several reasons:

• the former coordinator no longer exists or still exists, but proposes to withdraw

• assignment (the coordinator is replaced by a legal entity not a member of the consortium).

3. Change of the timeframe of an intake / extension of the period of eligibility,

will not be granted in the following cases:

• missed or delayed course enrolment, start of mobility, modules, internship, placement,

field work study, or Master thesis activities;

• poor academic performance and/or failure of exams.

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Amendments to the grant agreement

EXCHANGE OF LETTERS (2)

4. Changes in the content and/or structure of the Master course, like:

• The creation of new mobility tracks

• Change in the services offered to students

5. Change of bank account information, includes submission of duly signed

Financial identification form.

6. Change of the legal representative of the coordinator

• The letter (signed by the new legal representative) notifying the change to the Agency must be

accompanied by an official document.

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Amendments to the grant agreement

AMENDMENTS VIA THE EACEA Participant Portal

Change of beneficiaries' legal records – via the EACEA Participant Portal - communicated by the Legal

Entity Appointed Representative (LEAR)

Legal status updates may concern changes in the following data:

• Legal name;

• Legal address – of the coordinator only;

• VAT n°;

• Registration n°;

• Legal status (SPRL, SA, etc.);

• Legal type (legal-natural person, NGO, Public, Private, Non Profit);

• Language;

• Website.

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Amendments to the grant agreement

AMENDMENTS BY E-MAIL

1. Change of deadline for submission of reports > 30 days (without extension of eligibility period)

• Must be submitted as soon as possible, and before the initial contractual deadline has been

reached. The extension request needs to be duly justified.

2. Change of the contact person (i.e. person dealing with EMJMD on a daily basis)

• A request for amendment has to be sent, which can be an email or a letter attached to an email.

3. Change of the legal representative of the beneficiary (not of the coordinator)

• A request for amendment will have to be sent which can be an email or a letter attached

to an email.

4. Change of the address of a beneficiary (not of the coordinator)

• Such a modification is made by the LEAR of the beneficiary in the Participant Portal.

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Amendments to the grant agreement

NOTIFICATION (1)

1. Change in the scholarship allocation – via the EACEA Mobility Tool (EMT)

A necessity for a scholarship transfer may occur in case the consortium:

• is left with unused (full or partial) EMJMD scholarships following drop-outs or no-show;

The scholarship transfer must not infringe the condition of at least 75% of scholarships being

allocated to students from Partner Countries over the three intakes.

• The new scholarship recipient must be able to start the Master course within the first month of the

academic year, thus be entitled of the full EMJMD scholarship.

• A scholarship reallocation of a drop-out student to a student on the reserve list and/or non-

scholarship holders of the same intake is not allowed.

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Amendments to the grant agreement

NOTIFICATION (2)

2. Change of an associated partner within the consortium

• It does not modify the grant agreement.

• As associated partners may play an important role in the promotion and implementation of the

EMJMD, such changes must be notified to the Agency.

3. Change of deadline for submission of reports (up to 30 days)-duly justified.

• A prolongation of the submission deadline of a report up to one month may be requested via a

simple notification sent by the EMJMD contact person.

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Amendments to the grant agreement NOTIFICATION (3)

4. Changes of contact data of the legal representative / contact person

• While the change of the legal representative of the coordinator, or of the EMJMD contact person,

affects the grant agreement changes in their contact data just have to be notified in writing to the

Agency in order to update the relevant management tools.

5. Change of the timeframe of the first and second intakes

• An extension of the timeframe of the first or second intake may be requested, subject to the

conditions specified under the Change of the timeframe of an intake. • This will allow the payment of scholarships (up to the maximum number of monthly instalments of

the scholarship scheme) to the student(s) who for duly justified reasons had to extent their study

period. The extension cannot exceed 12 months.

Thank you for your attention!

Please contact us at: EACEA-EPLUS-JMD@ec.europa.eu

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