Event Title Name

ErasmusCo-ordinators’ Workshop June 2012

Guidelines for co-ordinatorsJoanna Collins

• Programme changes 2012-13

• Reminders

• Timetable

•UK statistics

Introduction

Programme Changes

Programme changes 2012-13

•Student monthly grants

•Allocation methods

•Mobility agreements

•Duration of mobility

•Multiple mobilities

•Widening participation

•Offsetting

Student monthly grant•Monthly grant rate set at the start of

year

•3 bands

•Institutions must pay students set rate

•No increase in grant rates with second allocation

•Zero grant students

Student grant rates All payments may be subject to audit.

Widening participation € 500 Household income of £ 25,000 or below

Priority countries € 400 See Handbook

Band 1 € 270 See Handbook

Band 2

€ 310 See Handbook

Band 3 € 370 See Handbook

Short-term work placements, students in higher voc. ed.

€ 250

€ 300

Up to two months,

Receipted travel expenses

Allocation 1

•Optimal use of available budget

•Application numbers

•historical data by institution and across Erasmus

•Further explanations from you

•Grant rates set to allow for change in numbers/months

Allocation 2

•Percentage for priority countries and widening participation

•First payment - 80% of whole allocation

•Funds can be moved between institutions at second allocation

•Virement within parameters allowed at any time

Mobility Agreements 1

•EC – sign before travel

•NA – sign within 2 months of start of mobility if impossible before start

•Provisional to be signed if possible

Mobility Agreements 2

•alterations to be approved by NA

•if templates or info not issued by NA before mobility, no penalties for non-compliance

•electronic copies of originals acceptable (scanned, photographed, faxed)

Duration: students

•Must be accurate in case of audit

•Rounded up to nearest quarter month for grants

•Grant calculator circulated for grants

•NA will check method of calculation

•Evidence – Certificate of attendance

Multiple mobilities•1 study mobility + 1 work

placement

•2 study mobilities

•2 work placements i.e. 2 mobilities in all, same or

different years

•Each minimum duration (3 months)

•Report as separate mobilities

•Same host: “combined” mobility, rules as for single mobility

Widening participation

•England: household income of £25, 000 per annum or less

•Scotland: as above, using post code as means of identification or verification.

Offsetting

•Suggestion to offset Erasmus debt against payments due

•Standard procedure for financial transactions

•Through finance offices

•Should speed up contracting and payments processes

Reminders

Staff flat rate payments

•Duration of assignment

•Subs for up to 2 days travel – not included in calculation of duration

•Proof of attendance

•HEIs decide what to pay – maximum, actuals, institutional rates

•HEIs decide use of balance (on Erasmus)

Reminders: Student entitlements

•Tuition fee waiver continues (in England) for old fee-regime students, 2012/13 and 2013/14

•Maintenance of grants and loans

Use of OM grants•To support Erasmus mobility only

•Paid per mobility

•Don’t report on how spent

•Report numbers of mobilities (outgoing, incoming from enterprise)

•Pay back if decreases (over 10%)

Use of OM grants

•Many possible uses:- Administration- Quality and m&e- Academic and other partnership arrangements - Visiting prospective partners with EUC- Selecting and supporting individuals - Language preparation- Information and publicity- Staff and student feedback - ECTS-related activity and Diploma supplementetc

Disability

•Funding for students & staff with special needs verified by doctor

•Considered case by case; many types of expenditure covered eg special transport, accommodation, care assistants, medical treatment, adapted learning materials

Disability

•Applicant supplies documentation including doctor's confirmation of need

•Coordinator submits application

•Host provides evidence of support & facilities

•Work with disability officer

•Contact: James.Wakeman@britishcouncil.org

Reminders- general

•Unsuccessful mobilities e.g. failed exams – decisions up to you

•No double funding for EC sources(Comenius assistants, LdV mobility)

• Incoming staff from enterprise (teaching)

•Use returning Erasmus students for promotion in schools

Promotion• Printed materials bi-annually: leaflets, postcards etc

• Website www.britishcouncil.org/erasmus

• Online versions of all materials http://www.britishcouncil.org/erasmus-promotional-material-2.htm

• Templates and logos on Resources page www.britishcouncil.org/erasmus-resources-2

• Bi-monthly e-newsletter

• Facebook www.facebook.com/erasmus.britishcouncil

• Youtube www.youtube.com/UKErasmus

• Annual Photo, Essay and Film Competition www.competition.lifelonglearningprogramme.org.uk/

• Ambassadors: school presentations/institution support. Recruitment call every year for new Ambassadors

Exceptions

If it is impossible to follow regulations:

•Contact the Erasmus Help Desk with details as soon as possible

•Keep documentation

•Put comments on your mobility report if appropriate (e.g. for short mobilities; force majeure)

Communications•ETT (Erasmus Tempus Talk) – for

discussion with colleagues in institutions

•Erasmus Help Desk – for communication with the NA about your Erasmus programme

•Information list – for the NA to circulate important information to coordinators

Timetable 2011-12

Timetable 2012-13

18 May 2012 Grant Agreement issued

30 September

Agreement to NA

4 weeks from GA

Initial payment Subject to signed agreement & no debt

15 November

Initial payment deadline

All payments (subject to no debt)

11 January 2013

Interim report (SM) On line by 10 Dec

8 February Interim report (TM) On line by 10 Dec

19 March Amended Agreement

end April Second payment Subject to signed agreement & no debt

Timetable 2012-13

17 June All recoveries issued

1 July Final report live

31 July Final report (SM and TM)  

30 September Validation complete; closure letter

 

31 October Recoveries issued  

30 September Individual staff and student reports

final deadline for receipt

UK Statistics

2012 Allocation

• 2011/12

- Application numbers (increase on 2010/11)

SM: 6.5% (17773:16695)

TM: 5.4% (4042:3835)

- Weighting - application : past performance

- Results - 93% of student application numbers granted

- 84% of staff application numbers granted

• 2012/13

- Application numbers (increase on 2011/12)

SM: 4.2% (18510:17773)

TM: 11.2% (4494:4042)

- Weighting - application : past performance

- Results - 85% of student application numbers granted

- Results - 71% of staff application numbers granted

UK Context:

Where are we now?

2008/09 2009/10 + / - 2010/11 + / -2011/12

(Projected) + / -

SM (Study) 7,428 8,053 8.41% 8,577 6.51% 9,187 7.11%

SM (Placement) 3,399 3,670 7.97% 4,256 15.97% 4,599 8.06%

SM Total 10,827 11,723 8.28% 12,833 9.47% 13,786 7.43%

Staff Mobility 1,733 1,778 2.60% 2,057 15.69% 2,434 18.33%

Thank you

erasmus@britishcouncil.org

www.britishcouncil.org/erasmus