ERASMUS+

Key Action 3

European

Youth

Together

Kick-off EYT 2019

Webinar for newly selected projects

Brussels, 6th March 2020, 10.00 – 12.00EACEA

Erasmus+: Sport, Youth, EU Aid Volunteers and European Solidarity Corps

Welcome & Introduction

2

Lene MejerDeputy Head of Unit

European Commission, EACEA

Agenda

• Welcome & Introduction

• Policy Context

• EYT 2018-2019 Projects Portfolio

• Project Management

• Amendments, Monitoring, Dissemination & Reporting

Q&A after each section & Final Q&A

• Questions can be asked by using the chat function

direct messages to 'everyone'

• The webinar is recorded & will be made available to the participants & on the

EYT2019 Beneficiaries space3

10.00

–

12.00

Your partners : Accompanying your project

European Commission

• Policy making, priority setting

• Budget allocation

• Impact evaluation

EACEA

(Education, Audiovisual and Culture Executive Agency)

• Management of calls

• Supports and monitors project implementation

• Your interlocutor

At national level

• Erasmus+ National Agencies

4

Your Stakeholders

• Youth National Councils

• National & local authorities

• Other EU projects in your country / region

Youth Team in EACEA

5

Youth

Policy

CBY

Erasmus+ Key Action 3:

Support for Policy Reform

Erasmus+ Key Action 2:

Cooperation for Innovation and Exchange

of Good Practices

Civil Society Co-operation Youth

Budget: €4 mil a year

1/ N° of applications: ~ 60 (open call, operating

grants); Success rate: 23%

2/ 72 Framework Partnership Agreements

(closed call, operating grant)

- selected for 2018-2020 with yearly specific

agreements & workplan assessment

European Youth Together

Budget: €5 mil a year

N° of applications: ~90

Success rate: 12%

Designated Bodies (operating grants)

European Youth Forum

Eurodesk Brussels Link

Structured Dialogue (National Working

Groups)

Capacity Building in the

field of Youth

Budget: €9-10 mil a year

N° of applications: ~450

Success rate: 25%

Policy Context

6

Michalis MoschovakosPolicy Officer

European Commission, DG EAC

7

Tackling core areas of the youth sector, reinforcing

cross sector cooperation

EU Youth Strategy 2019-2027

Youth Goals: a vision from youth for Europe

8

1. Connecting EU with Youth

2. Equality of all genders

3. Inclusive societies

4. Information and constructive dialogue

5. Mental health and wellbeing

6. Moving rural youth forward

7. Quality employment for all

8. Quality learning

9. Space and participation for all

10. Sustainable green Europe

11. Youth organisations and European programmes

9

Synergies programmes/policy cooperation

Policy Updates

• Next trio Presidency is DE-PT-SI

• Youth work recognition and validation (Agenda &

Convention)

• Revision of the 2008 Council recommendation on mobility

of young volunteers

• Rights based approach to youth policies (poss.)

10

Policy Context

11

Questions & Answers

EYT Projects Portfolio

12

Lene MejerDeputy Head of Unit

European Commission, EACEA

13

Promote young people’s

participation in European public life

as well as cross-border exchanges

and mobility activities

European values & European

citizenship

Network-building

Active citizenship

Social inclusion related to

youth

Democratic participation &

resilience

Transnational learning and cooperation

between young people &

decision makers

Erasmus+ KA3: Support to Policy Reform

Key Facts & Figures• New activity launched in 2018 with a budget of € 5m

• Funding: 100.000€ to 500.000€

• 25 projects selected in 2018*/2019

• Over 250 organisations

• 32 programme countries

• Duration: 9 months to 2 years

Partnership:

• At least 5 partners with capacity to mobilise young people in partnerships across different countries

and regions in Europe (N-S-E-W axis)

• Target organisations: youth NGOs, public bodies, informal groups of young people

*https://eacea.ec.europa.eu/sites/eacea-site/files/brochure_europeanyouthtogheter_web.pdf

14

EYT projects 2018

15

• Raising Awareness of Youth Europeans of Second Generation with migration background (RAYSE)

• Through the Lens of the Other (TLO)

Social inclusion related to youth; European integration

• EYCA Youth Activation Campaign

• Growing Together (GROWTH)

• Red: GLOW

• Routes of our Future (ROOF)

• My Europe, My Say!

• Road to the Future

Democratic participation; network-building

• Active Citizens Living European Values (ACLEV)

• Youth Democracy Academy (YDA)

• Using Theatre to Make Politics

• Youth for Europe (Y4E)

• YES! GAM-EU: Youth Engagement Strategies and Gamification in the EU

• Eyes on EU (EEU)

European values & Active citizenship

EYT projects in the European elections 2019

16

EYCA Youth Activation Campaign

@GiveAVoteEU

ROOF – Routes of our Future (ROOF)

@roofeurope

Road to the Future

@IChooseEurope

Youth Democracy Academy (YDA)

www.euisyou.org

My Europe, My Say!

#MyEuropeMySay

YES ! GAM-EU : Youth Engagement

Strategies and Gamification in the

EU

@GamifyEU

EYT projects 2019

17

• Brave New YOU – Reloaded384.752 €, 24 months, 11 beneficiaries

• Culture, Occupation, Mobility, Europe: Operational Network! 491.040 €, 24 months, 12 beneficiaries

• Intersectional Convergence of European youth towards a Green New Deal 494.068 €, 24 months, 10 beneficiaries

• European Youth on Stage: Engage Connect Empower on the future of Europe 426.224 €, 24 months, 8 beneficiaries

Social inclusion related to youth; European integration

• The Realm of Eternal Youth 499.676 €, 18 months, 6 beneficiaries

• Cities of Learning. Youth co-design learning, civic and career pathways 478.241 €, 24 months, 10 beneficiaries

• European Change Makers Academy 413.638 €, 24 months, 11 beneficiaries

• YOU.th RO.und TRIP. for climate action 491.485 €, 24 months, 9 beneficiaries

Democratic participation; network-building

• European youth at the frontlines of active citizenship: A Roadmap towards a collective “South-North-East-West” Momentum 293.012 €, 11 months, 5 beneficiaries

• Youth AGenda 2027 - Empowered Young Women for Sense of ActiVe CItizenship and EuRopeAn values 480.000 €, 24 months, 7 beneficiaries

• Y-FED: Europe is what we make of it 399.883 €, 24 months, 20 beneficiaries

European values & Active citizenship

EYT projects 2019

18

11 coordinators98 partners

19

EYT Projects Portfolio Questions & Answers

EYT Project Management

20

Jose GUTIERREZ Head of Sector

European Commission, EACEA

Project Lifecycle

2019 2020 2021 2022

Start of eligibility period

Progress Report (if required) EACEA Audit

Grant AgreementProposals Assessment of Proposals Selection of Projects

At mid-point of the project life cycle,

beneficiaries are requested to submit a

Progress Report, providing information on

project implementation and expenditure

incurred thus far. The report is assessed

and only after its acceptance the second

instalment can be paid (if any contractually

foreseen)

Final Report & Audit Certificate

… 2025

At the end of the project, a Final Report is

submitted which provides information on

project implementation, results achieved

and expenditure incurred. The report will

be assessed on its content and financial

qualities.

Once the project has closed,

the Agency/Commission

may elect to carry out an

audit within 5 years of the

closure date.

Dissemination and Exploitation of Results

Reporting

The Eligibility Period is the time during which costs can be incurred and

covered by the European Union grant. The length of the eligibility period

depends on the project duration. Planned project activities are carried out.

End of eligibility period

Monitoring

Multi-Beneficiary Grant Agreement, means joint ownership & accountability

• Read & understand the grant agreement

• If you need assistance contact us on time: amendment requests in duly justified cases & only 1 month before the end of the project

Budget based grant (Real costs), justifying all costs and/or activities

• Ensure common understanding of financial rules within your consortium

• Keep a solid & structured documentation of all activities, administration and finances

e.g. all staff contracts/timesheets in relation to the project, service contracts, tenders, invoices, payment receipts, proof of payments (avoid cash), agendas, minutes, participants lists, boarding passes, internal reports etc.

Project visibility & long termimpact

• Put in place a solidcommunication strategy

• Communicate effectively yourproject results to your targetaudiences

• Help us demonstrateaccountability in use of EU public funds to politicians, policy makers & citizens

Key Messages

Coordinator

Partner

COORDINATOR (applicant)

• Project financial and administrative coordination on behalf of the consortium

• EACEA’s contact for the implementation of the project mandated by the partners

CO-BENEFICIARIES (partners)

• Participating organisations involved in the project and listed in Annex IV of the GA

Beneficiaries - Key Roles

YOU ALL SHARE THE LEGAL & FINANCIAL RESPONSIBILITY OF THE PROJECT

PartnerPartner

Partner

Your Grant Agreement

24

• Contains essential information about your rights & obligations

• Important to also establish a cooperation agreement with your partners

• To clarify the roles & financial contribution of each partner

• To define contingency measures & action plans challenging situations like a withdrawal of a partner which can lead to conflicts & jeopardise the project implementation

• EACEA may play a mediator role & take action for project suspension and/or termination in case of no resolution

Special conditions• Art. I.2 - Entry into force and implementation period of the

agreement • Art. I.3 - Maximum amount and form of the grant• Art. I.4 – Reporting – Requests for payment and supporting

documents (including currency and exchange rates aspects)• Art. I.5 - Payments• Art. 1.6 - Bank account for payments• Art. I.9 - Obligation to conclude an internal cooperation

agreement • Art. I.10 - Budget transfers• Art. 1.11 - Publicity Obligations• Art. 1.12 - Dissemination and exploitation of results• Art. 1.13 - Meetings between Agency and beneficiaries• Art. 1.14 - Grant reduction in the case of non-compliance with

an obligation for non-, poor, partial, or late implementation

General conditions (Annex II)Part A – Legal and administrative provisions• Art. II.1 - General obligations and roles of the

beneficiaries• Art. II.4 - Conflict of interests • Art. II.6 - Processing of personal data• Art. II.7 - Visibility of Union funding• Art II.9 - Award of contracts necessary for the

implementation of the action• Art. II. 10 - Subcontracting• Art. II.12 - AmendmentsPart B – Financial provisions• Art. II.19: Eligible costs• Article II.20 – Identifiability and verifiability of the

amounts declared• Art. II.22 – Budget transfers• Art. II.27: Checks, audits and evaluation

Key articles

Annexes

26

Annex I Description of the action Specific to your project (your application)

Annex II General Conditions Applicable to all Erasmus+ projects financed by the

Agency

Annex III Estimated budget of the action Specific to your project

Annex IV List of beneficiaries and mandates

provided to the coordinator by the

other beneficiaries

Specific to your project

Annex V Model technical report Final Narrative Report (EYT 2019 Beneficiaries Space)

Annex VI Model financial statement Final Financial Report (EYT 2019 Beneficiaries Space)

Annex VII Model terms of reference for the

certificate on the financial statements

For your audit report - Guidance Notes – Report of

Factual Findings on the Final Financial Report – Type I

Eligible Activities

• Activities facilitating access and participation of youth in EU policy activities relevant to young people.

• Exchanges of experience and good practice; networking and partnerships with other youth organisations; participation in meetings or seminars with other stakeholders and/or policy-makers also with a view to increasing policy impact on target groups, sectors and/or systems;

• Initiatives and events for developing European NGO/Civil Society organisations/EU- wide networks;

• Awareness-raising, information, dissemination and promotion activities (seminars, workshops, campaigns, meetings, public debates, consultations, etc.) on EU policy priorities in the field of youth.

• Mobility activities including large scale exchanges between young people including (but not restricted to) networking and non-formal or informal training opportunities and development of projects by young people.

27

Eligible costs | Main conditions (Art. II.19)

• Actually incurred

• Directly connected with project and budgeted

• Necessary for implementation of the project

• Reasonable and justified

• Generated during the eligibility period of the project

• Duly recorded in accounting records of Coordinator and co-beneficiaries

• Comply with the requirements of applicable tax and social legislation

• Identifiable and verifiable

Document everything: Keep invoices, staff & service contracts, timesheets etc.28

• Reminder:

• No unit costs are applicable to this action

• Income in kind is not allowed

29

Eligible costs | Types

7%

Eligible indirect costs

• Costs which are not specific costs directly linked to the implementation ofthe action and can therefore not be directly attributed to it (Art. II.19.3GA).

• A flat-rate amount of 7% of the total eligible directs costs, e.g. generaladministrative costs, stationery etc.

• In principle, if you have an EU operating grant, you cannot have indirectcosts in this grant.

Eligible direct costs

Specific costs directly linked to theperformance of the action and cantherefore be directly attributed to it,e.g. certain staff costs, travel and othersubsistence costs (Art. II.19.2 GA).

80%

Your Key resources

30

• Erasmus+ Programme Guide 2019

• EYT 2019 Call for proposals

• Your Grant Agreement

• EACEA website – EYT2019 Beneficiaries Space

will be available by end of March 2020

• Your Project Officer

• EACEA-YOUTH@ec.europa.eu

31

EYT Project Management Questions & Answers

Project Amendments, Monitoring, Dissemination & Reporting

32

Petronela BurceagProject Adviser

European Commission, EACEA

Amendments – Key Principles

Timely

• Requested without delays (up to 1

month prior to project end date)

• Always before the changes

• Discuss amendments with your

project officer in advance

Needed

• Shared by committed

partners

• Duly justified changes

• Problems & solutions backed

by evidence

Added Value

• Changes don’t alter the quality

of the project

• New partners with expertise to

deliver & improve project

outcomes Compliance

• In line with the grant agreement and the EYT 2019 Call for proposals

in terms of eligibility & quality criteria at selection stage

• Your written grant agreement signed by EACEA

Comprehensive

• Complete: request & annexes

• Correct template

• Aligned budget & work plan

• Combined for different issues

1. Changes of project activities & budget

Formal amendment request to EACEA for major changes

Email notification to EACEA for minor changes

Inform us in advance

2. Changes of the beneficiary organisations (legal

entity)

In the Participant Portal

Inform us afterwards

Amendments - Case Scenarios

Amendment Requests | EACEA

Amendment Request

Major changes:

- Coordinator and/or partner(s)

- Legal representative (coordinator)

- Eligibility period of the project

- Bank account

- Significant acitivity changes

- Budget transfers between headings

above 10%

Minor changes:

- Activity changes with no budget impact

- Contact person of partners

- Activity dates, location etc.

Notification email & reports to EACEA

- Download form on ‘EYT2019 Beneficiaries Space’ space

- Fill in & sign by your Legal representative

- Add supporting documents

- Scan & send by e-mail to EACEA-YOUTH@ec.europa.eu

Amendment Request

Amendment Requests | Participant Portal

Change of legal status, legal name,

address

o Connect to the portal via the LEAR of

your organisation

o Upload a new Legal Entity Form

o Upload a proof of registration showing

the new address or legal name or legal

status

o Colleagues from the Validation Service

will validate your change request though

the Participant Portal

Your project coordinator to inform EACEA by

email when the change is approved in the portal.

Change data in the Participant Portal

Notification email to EACEA

Do you need help?

Contact the Participant Portal Helpdesk at

ec-sedia-support@ec.europa.eu

37

Amendments

Questions & Answers

© Odua Images, Rawpixel.com, Myvisuals, Africa Studio & popcorner / Shutterstock.com

Project Monitoring

Project Monitoring | Your Project Officer

Performs regular checksto monitor if the project is on track

Supports & engages with your partnershipduring the project implementation

Assesses your progress, final reports, and requests for amendment

Identifies best practices & promotes success stories

Project Dissemination | Publicity Obligations

Use graphic logo & write 'Co-funded by the Erasmus+

Programme of the European Union' next to the EU emblem

Clearly acknowledge the European Union’s support in

all communications or publications, in whatever

form or whatever medium, including the Internet, or on the

occasion of activities for which the grant is used.

EU funds must be acknowledged

according to the grant agreement

provisions. If these provisions are not fully

complied with, the grant may be reduced

up to 20%.

Obligation of substantial visibility for results of each granted

project – dedicated project website (preferably .eu

domain) & using the Erasmus + Project Results platform

Project Dissemination | Good ‘Communication’

• Transferring the successful results to

appropriate decision-makers in regulated local,

regional, national or European systems

• Convincing individual end-users to adopt and/or

apply the results

• Communication involves

information and promotion

activities to raise

awareness and enhance

the visibility of the

project’s activities in

addition to the

dissemination and

exploitation of the project

results – during the project

and even after the funding

has ended.

Strategically planned in line

with key project milestones • Providing tailored information on the results to key actors

Dissemination

Exploitation

Project Dissemination | Your Timeline

2020-2021

• Engaging with relevant media e.g.

at local or regional level

• Organising regular information

sessions, training,

demonstrations, peer reviews

• Assessing the impact on target

groups

• Involving other stakeholders in view

of transferring results to end

users/ new areas/policies

• Adding a banner with a link to

project card within the Erasmus+

Project Platform on your project

website

2020-2021

During the

project

2019-2020

Before the

project starts

2021-2022

At final report

stage

2019-2020

• Drafting the

dissemination &

exploitation plan

• Definition of the expected

impact & deliverables

• Establishing your target

audience - how and to

whom dissemination and

exploitation outcomes will

be disseminated

2021-2022

• Uploading the final

project results and an

update of the project

description on the

Erasmus+ Project

Results Platform

2022-

After the

project

2022-

• Continuing further dissemination

• Developing ideas for future

cooperation

• Evaluating achievements &

impact

• Engaging with relevant media

• Contacting relevant policy-makers

• Providing useful inputs to the

European Commission’s

dissemination & exploitation

efforts

Project Dissemination | Key Resources

Visual Identity - Guidelines for beneficiaries, with examples of

acknowledgement of EU funding and translations

The Erasmus+ Project Results Platform :

• Includes all Erasmus+ projects (selected every year at national

and European level)

• Access to public project data (project summaries, funding

figures, websites links, contacts of Erasmus+ beneficiaries, etc.)

• Visibility for your results - products/deliverables/intellectual

outputs

• Showcases good practices & success stories - inspirational

projects for policy makers, potential applicants and other

stakeholdersArticle I.11 – Publicity Obligations

Article I.12 – Dissemination and

Exploitation of results

Annex II – Dissemination and

Exploitation of Results,

A practical guide for beneficiaries

EACEA Website

Erasmus+ Programme Guide 2019

Erasmus+ Project Results Platform

Your grant agreement

Project Reporting | Your Progress & Final Reports

PR

FR • Final eReport on activities & financial expenditure for the entire project duration

• eReport to be submitted online via the eReport system within 60 days after project end date

• Project results via the Erasmus+ Project Results platform

• Final payment or recovery order

• Based on final assessment by EACEA that you will receive in a formal letter

• Grant reduction in case of non-compliance with contractual obligations (e.g. 75% poor

implementation or 20% publicity obligations)

Final Reports

Guidance and Templates• EYT2019 Beneficiaries Space – Reporting tab

• Your e-Final Report & eReport User Guide will be available via the Funding and tender opportunities portal (Portal).• Erasmus+ Project Results Platform

Progress Reports

• Only if 40-40-20 financing distribution (due to weak financial capacity)

• Progress Report on activities & financial expenditure at the time of reporting

• To be sent by email to EACEA on the first day of the month after the midterm of the action

• if at least 70% of the first pre-financing installment have been used

• Second pre-financing payment within 60 days from the reception of the progress report

Project Reporting | Good Reports

• Joint effort and ownership, checked & verified by all partners before the

coordinator submits the report on behalf of the consortium

• Summarise & document the effectiveness of the project implementation

compared to the initial application (without copy/paste from the application)

• Give a factual & accurate account of the core dimensions/activities

throughout the project

• Backed by evidence for all activities & expenses

• Clearly highlight challenges, problems and solutions

• Present tangible outcomes as best practices & lessons learned

• Suggest improvement opportunities & recommendations for post-

project work and ideas

Think of your reader!

46

Project Monitoring, Dissemination & Reports

Questions & Answers

© European Union 2020

Unless otherwise noted the reuse of this presentation is authorised under the CC BY 4.0 license. For any use or reproduction of elements that are not owned by the EU, permission may

need to be sought directly from the respective right holders.

http://eacea.ec.europa.eu

EACEA-YOUTH[at]ec.europa.eu

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