2016 Call Key Action 2 school-only Strategic Partnership project start-up presentation

2016 Start-up workshop
Strategic Partnerships
for Schools only
(KA219)

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.

Your project in 30 seconds
• Your name
• Your school
• 30 second project overview
• What are you are hoping to learn today?

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 1
British
Council
• Vocational education and training
• Adult education
• Youth Key Actions 2 and 3
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 ongoing 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 Agreements
Type:
• Mono-beneficiary agreements
• The school becomes the single beneficiary of the agreement
• Each school contracts with their own National Agency, gets their
own contract and own payments
Structure:
• Part I: Special Conditions (Tailored to your project)
• Part II: General Conditions (Fixed and on our website)
• Annexes (Integral part of Grant Agreement)

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
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 VIII Bank Details

Carole’s Top Tips
Grant Agreement
• Only sign the ‘for the beneficiary’ side
• Only the legal representative printed can sign
• Please write name, job role, LOCATION & Date
Bank Details Form
• Bank details MUST be on school letter head paper
and be completed in full
• Don’t forget the full project reference number!
• WET INK SIGNATURES on everything

Validity and duration of the Grant
Agreement
Grant Agreement is a legal document between UK National
Agency and your school (it is our contract) and is valid once it is
countersigned by the UK National Agency British Council.
The earliest projects start date is on 1 September 2016
The latest project start date is 31 December 2016
Projects must end no later than 31 August 2019
Projects can last from a minimum of 24 months with a maximum
of 36 months. This is detailed in your grant agreement

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
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+

Types of Costs
Unit Costs (lump sums/fixed rates):
• Project management and Implementation
• Transnational Project Meetings
• 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’

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
• 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.

Bethan’s Top Tip
Save time and use our templates for
supporting documentation. Templates
are available on the TwinSpace and
‘Schools manage your grant’ page of our
website

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.

Article II.16.3 - Supporting Documentation
(Actual Costs)
• Costs must be incurred by your school (the beneficiary)
• 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 school
• 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
• 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.

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
Learning / Teaching / Training
Activities
Exceptional Costs
Learning / Teaching / Training
Activities
Implementation
Can not transfer to this category
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

• ‘Force majeure’: any unforeseeable, exceptional situation or event
beyond the control of the parties that prevents either of them from
fulfilling any of their obligations under the Agreement, which is not
attributable to error or negligence on their part or on the part of the
subcontractors affiliated entities or third parties in receipt of financial
support and which proves to be inevitable despite their exercising
due diligence.
• The following cannot be invoked as force majeure: labour disputes,
strikes, financial difficulties or any default of a service, defect in
equipment or materials or delays in making them available, unless
they stem directly from a relevant case of force majeure;
Article II.1 — Definitions: Force Majeure

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 PermittedNotification 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

Article I.12 – 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 1.14.4 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 1.13 – 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.14.3 Protection of Children and
Vulnerable Adults

• Since the referendum of the European Union and the 2008
global economic crisis in, public sector finances in Member
States across Europe have been under pressure.
• 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’
• In this context, the importance of demonstrating the
purpose and value for money of public spending is vital.

Thinking about project 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

Increasing impact in house
• Implement change as a result of your project
• Share knowledge and experience
• Up skill other Teachers / Staff / Departments
• Student ambassadors
• Continue project activity after funding has finished
• eTwinning
• local project activities

Increasing Impact
Local / National / Going Global
• Make your project results public and share good practice
• Host training sessions or events for external professionals /
stakeholders
• Attend or present at conferences and events
• Mentor other schools / professionals
• Offer Job Shadow at your school
• locally, nationally or internationally (advertise on School
Education Gateway and eTwinning)
• Teaching assignments in other schools / international exchange

Erasmus+ Project working
towards integrating ICT into
science lessons
Dissemination
Platform
Lesson resources and teaching
materials uploaded. Schools
around the world can use this to
deliver their own science lessons.
Teaching
Teachers
Twilight session about
best practice and
innovative lesson delivery
Job Shadow
Schools outside of the
project apply for Key
Action 1 funding.
Teachers job shadow
innovative science
lessons.
* Lesson Plans Created
* Teachers observed best practice teaching
*Students take part in joint project science
activities

• Learners
• Staff
• Whole School (and partner schools)
• Local Community
• Wider School Network (Regional, National, Global)
What impact will your
projects have?

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

ShareYour Success!
In House
• Erasmus+ Logo – be proud to have received funding!
• Inform all stakeholders, parents, other teachers, pupils, governors,
inspectors, local authorities, other schools
• 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

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)

Your responsibilities
• The project partnership
• Participants
• The mobilities
• The budget
• Ongoing evaluation

Reports (Projects 25 months+)
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

• 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

• 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 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
WHAT
is
the Erasmus+ Project
Results Platform?

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
PCICFHEInternationa
l cooperation
WHY use it?
Share
results
Inspire
and
get
inspired
Be Visible

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

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

and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?

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

and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
This is what your dashboard looks like
(with some slight improvements)

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!
EAC-PROJECTSPLATFORM-HELPDESK@ec.europa.eu

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

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

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

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
RESOURCES
SUPPORT
WORKSHOPS
WEBINARS
ERASMUS+ TWINSPACE
MAP TWINSPACE

Contact
etwinning@britishcouncil.org
www.etwinning.net
@etwinningUK

British Council
Schools Online

www.britishcouncil.org 178
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
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

Schools Online
https://schoolsonline.britishcouncil.org
Start your journey now

Agenda
• What is the International School Award?
• What are the benefits?
• 3 Levels of Recognition
• Foundation + Intermediate
• Accreditation + Reaccreditation
• Design your international activity
• What support is available?

What is the International School 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.

What are the benefits?
– Printed certificate (can request in Welsh)
– School Award Mark (Accreditation and
Reaccreditation only, valid for 3 years)
– Media pack including press release template
– International activity expert feedback +
on-going support and advice
– Schools Online newsletter

OFSTED
‘During the last week of the Summer term, we were
visited by Ofsted! We received an outstanding
grade, in all areas.
‘Global Citizenship’ including International links, was
graded as ‘exceptional’ and ‘outstanding.'
Ladybarn PS

3 Levels of Recognition
Foundation certificate
(does NOT expire)
Intermediate certificate
(does NOT expire)
Accreditation certificate
(in order to retain the status a school needs to reapply during
its 3rd year of accreditation)

Foundation
Beginning the journey into the international work, looking
to establish partnerships and introducing global
themes to the classroom
- at least 1 International activity
Retrospective award

Intermediate
Enriching education, encouraging global citizenship,
established partners overseas, worked on collaborative
projects with them, shared practise
- at least 3 International activities
- at least 1 activity with a partner overseas
Retrospective award

Foundation + Intermediate: Application process
NO deadline
Retrospective award - international activities where at least a
part of the activity took place within the past 12 months
from the date of submission.

Accreditation
- at least 3 activities with a partner/s overseas
- at least 1 language learning activity
- a whole school approach
2 step application process (forward heading)
Embedded international learning and fostered a culture of global
citizenship

Reaccreditation
Reaccreditation will have not only embedded but also disseminated its
international learning to other schools.
- at least 3 activities with a partner/s overseas
- at least 1 language learning activity
- a whole school approach
- Ambassadorial role - supports other schools with international work

Accreditation + Reaccreditation: Application process
1. Step
Statement of Intent (throughout the academic year) - shortcut
OR
Action Plan (deadline) – if expert feedback
required
2. Step
Impact Evaluation (deadline)

International Activity
– international focus (eTwinning, Erasmus+, etc.)
– 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 (Intermediate,
Accreditation levels only)

International Activity Example
Become an Estate Agent Entrepreneur as part of Erasmus+ Project ‘My house , my
culture’
Every pupil involved created a BILINGUAL Virtual tour of their house.
Having been taught the relevant vocabulary in French and/or Spanish and having been
trained on the necessary technology, pupils involved created a bilingual tour of their
house to which subtitles, using the app ‘subtitle me’, was added. These were
uploaded to the blog and saved on the school shared area.
The aim of this activity was to introduce the houses and cultures of the pupils in the 5
International Schools to each other. Other aims included those mentioned above such
as digital and communication skills.

Get in touch
Thank you for attending!
Please get in touch with the ISA team with any queries
020 7389 4620 or isa@britishcouncil.org
https://schoolsonline.britishcouncil.org

Key Action 1
School staff mobility

 Key Action 1 is the biggest part of the
programme
 63% of education, training and youth budget allocated
 Focus on increasing mobility and skills
 Organisations apply for funding to provide
mobility opportunities
Key Action 1:
Learning Mobility of Individuals

Staff Mobility
Teachers
School Leaders
Other School Education Staff
Teaching
Assignments
Abroad
Staff Training
Structured courses
Training Events
Job shadowing
Observations in Partner School
Opportunities in the Schools
Sector under Key Action 1

 German Language Training
 Teacher to attend intensive language training course in Germany in
order to introduce 2nd MFL to the school
 Job Shadowing at Denmark SEN specialist
school
 Funding to job shadow and observe creative outdoor play. Funding to
visit Denmark and gain insight into good practice.
 Sending staff to conference tackling
school dropouts
Examples of KA1 projects

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 the school 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
www.facebook.co.uk/ukerasmusplus

2016 Call Key Action 2 school-only Strategic Partnership project start-up presentation

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