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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: [email protected]
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
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
Grant
• 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
Recap
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
score
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
Learning Teaching Training
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
Learning Teaching Training
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.
Learning Teaching Training
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
Intellectual Outputs
• 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
Article II.16.2.5 - Supporting Documentation
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
Article II.16.4.3 - Supporting Documentation
Special Needs 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.
Article II.16.4.3 - Supporting Documentation
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
Project Management and
Implementation
Transnational Project Meetings
Intellectual Outputs
Multiplier Events
Learning / Teaching / Training
Activities
Special Needs Support
Exceptional Costs
Transnational Project Meetings
Intellectual Outputs
Multiplier Events
Learning / Teaching / Training
Activities
Special Needs Support
Project Management and
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
flows
X X
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
more.
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
WHY?
HOW?
WHAT?
WHEN?
WHAT is
the Erasmus+ Project Results Platform?
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
The Commission's database
of all Erasmus+ projects
More than 27,000 Erasmus+ projects
but
also
Almost 5,000 Lifelong Learning projects
Some 2,000 Youth in Action
projects
and
Good practic
es
Success stories
Date: in 12 pts
PCICFHE International cooperation
WHY use it?
Share results
Inspire and get
inspired
Be Visible
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
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
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
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
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
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
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
This is what your dashboard looks like (with some slight improvements)
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
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!
Date: in 12 pts Education and Culture
WHY?
HOW?
WHAT?
WHEN?
http://ec.europa.eu/programmes/erasmus-plus/projects/
Change lives, open minds
Be
visible
Inspire and
get inspired
Share results
Erasmus+ Platform
for dissemination
and exploitation of
results
Intellectual
Outputs must be
uploaded on to the
platform
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 189
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
www.britishcouncil.org 190
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
www.britishcouncil.org 191
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
www.britishcouncil.org 192
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
www.britishcouncil.org 194
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
www.britishcouncil.org 195
Schools Online
Schools Online
www.britishcouncil.org 196
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
form.
• 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 [email protected]
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.
All images © Mat Wright
www.britishcouncil.org/eTwinning @eTwinningUK
All images © Mat Wright
www.britishcouncil.org/eTwinning @eTwinningUK
All images © Mat Wright
www.britishcouncil.org/eTwinning @eTwinningUK
#eTuk15
www.britishcouncil.org/eTwinning @eTwinningUK
What is eTwinning
Free Secure Network
Partner Projects Collaboration
Resources Professional Development
Competitions & Awards
Start End
Funding
Sustainability
All images © Mat Wright
www.britishcouncil.org/eTwinning @eTwinningUK
All images © Mat Wright
www.britishcouncil.org/eTwinning @eTwinningUK
RESOURCES
SUPPORT
WORKSHOPS
WEBINARS
ERASMUS+ TWINSPACE
MAP TWINSPACE
What support do we provide
Erasmus+ Helpline
• Helpline: Monday – Friday 08.30 – 17.30
• T +44 (0) 161 957 7755
For general enquiries:
For project specific enquiries:
Community Events and Webinars
Learning Networks
Annual Conference
Support webinars
Sector Specific Events
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
W www.erasmusplus.org.uk/
@erasmusplusUK
