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Key Action 2
VET, Adult
education & Youth
Start-up Seminar
29 January 2015
Welcome and introductions
Morning Agenda
10:45 a.m. Overview of the 2014 Call
11:00 a.m. Managing your Grant
(Grant Agreement & its annexes, consortium management)
11:45 a.m. Coffee break
12:00 noon Managing your Grant
(budget, grant changes, monitoring & reporting)
12:45 p.m. Mobility Tool+ & VALOR
1:00 p.m. Lunch and networking
Afternoon Agenda
1:50 p.m. Support Networks
(ECVET, EPALE)
2:10 p.m. Impact Assessment
2:25 p.m. Coffee break
2:45 p.m. Panel Discussion
3:30 p.m. Dissemination
(Use of Social Media)
4:00 p.m. Close
Overview of Erasmus+ and 2014 Call
Erasmus+ is for…
Adult
education
Youth
Sport
Higher
education
Vocational
education and
training
Schools
Strategic Partnerships - Key Characteristics
• Enhanced role of the coordinating organisation
• Broad consistency in approach across all fields
• Variations in Youth (deadlines and project duration)
• Flexibility supported by a range of cost headings
• Working with partners in Europe and beyond
• Cross-field Strategic Partnerships
Strategic Partnership Project Activities
• Curriculum/course
development
• Learning, teaching,
training, youth work
methods, approaches
and tools
• Collaboration and peer-
learning
• Capacity building and
networking
• Information, advice and
guidance activities
• Surveys, evidence
gathering, case studies
• Development of
standards and profiles
• Improvement of
qualification frameworks
• Teaching, training and
learning activities
Field
No. of
applications
No. of
approved
projects
% of approved
projects
VET 86 28 32.6%
Adult ed. 76 15 19.7%
Youth 31 4 12.9%
Strategic Partnerships in 2014
The Role of the NA
• 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 partnership
• Ensuring project outcomes are consistent with those initially
defined
• On-going evaluation
• Dissemination of results
Your Grant
Agreement and
Annexes
Jessica Keller
Senior Project Manager
Overview
• Grant Agreement and Structure
• Part 1: Key Articles of the Grant Agreement
• Part 2: Key Articles of the Grant Agreement
• Grant Agreement Annexes
Grant Agreement
Type
Multi-beneficiary agreements
• All partners of the consortium are beneficiaries of the
agreement
Structure:
• Part I: Special Conditions (Tailored)
• Part II: General Conditions (Fixed)
• Annexes (Integral part of Grant Agreement)
Part I: Special Conditions
Key Articles of the Grant Agreement
Article I.3.2 – Budget Transfers
• Offer some flexibility to transfer budget between headings
• Are not considered a formal amendment to the Grant Agreement
• Conditions and restrictions apply!
Article I.4 – Reporting and Payments
• Reporting deadlines and requirements
• Timescales and conditions for payment
• Penalties for failing to meet the reporting deadlines
• Rules around currency conversion
Article I.9 - Use of Results and IPR
Article II.8 – Rights and Ownership
Beneficiaries own rights to project results but are required to:
• Provide free, open, online access to any educational
materials produced by the project
• List all rights of ownership, including any pre-existing IPR,
and disclose the list to the National Agency
• Ensure you have all the rights to use any pre-existing IPRs
• Grant the Union and the NA the right to use the results of
the project and any pre-existing IPR
Mobility Tool:
• Reporting tool for all actions
• For interim and final reports
Dissemination Platform (VALOR):
• Compulsory upload of project results by coordinator
• Limited editing rights
• Publication by NA
Article I.10 – Use of IT Tools
Article I.XX –Additional Provisions
Required by National Law
Beneficiaries are expected to follow these policies
throughout the lifetime of the project.
• Data Protection
• Equal Opportunities
• Health and Safety
• Protection of Children and Vulnerable Adults
Part II: General Conditions
Key Articles of the Grant Agreement
Article II.1 Roles and Obligations
Beneficiaries must:
• Make internal arrangements to ensure the successful delivery of the project,
e.g. partnership agreements
• Keep the coordinator informed of any changes or issues that could impact
on delivery
• Submit any documents or information required by the coordinator without
delay
Coordinator must:
• Ensure the project is implemented in line with the terms of the Agreement
• Be the intermediary between the beneficiaries and the NA
• Make payments to other beneficiaries without unnecessary delay
• Provide all necessary documents in the event of checks or audits
Article II.7 Visibility of Union Funding
• Beneficiaries must acknowledge European funding and
display the EU logo on project publications, results or
materials
• The grant agreement includes links to EC guidelines on use of
the logo and graphic identity
• All project materials and publications produced by the project
must include a disclaimer to indicate that the contents reflect
only the views of the author and not of the NA or EC.
Article II.12 Assignment of Claims for
Payments to Third Parties
• Claims for payments from third parties should be made to
the coordinator/beneficiary
• Any third party claim for payment to the NA should be
duly justified and must be accepted by the NA
• If accepted by the NA, the beneficiary/coordinator is still
responsible for complying with the requirements of the
Agreement
Article II.14 Suspension of the Project
• Suspension of the project can be initiated by either the NA or
the beneficiary, in the circumstances outlined in the agreement
• Either party must formally notify the other, explaining the
reasons and the conditions/likely timescales for resuming the
project
• Costs incurred during the period of suspension will not be
covered by the grant
• If the project resumes, beneficiaries must request an
amendment to the Grant Agreement and the NA will need to
approve the changes
Article II.15 Termination of the Agreement
• The Agreement with one or more beneficiaries can be
terminated by the coordinator or the NA
• Any request for termination by the coordinator must be duly
justified and accepted by the NA
• If the NA decides to terminate the agreement, the coordinator
will be formally notified and can submit observations
• If the NA decides to pursue the termination, the coordinator will
be advised of the reasons, the date of termination and the
effects/any action required
Grant Agreement Annexes
• Annex I: Description of the Project
• Annex II: Estimated budget
• Annex III: Financial and Contractual rules
• Annex IV: Templates beneficiary/participant
agreements (if applicable)
• Annex V – Mandates
• Annex VI – List of other beneficiaries
CONSORTIUM MANAGEMENT
BEST PRACTICES
A Coordinator’s Experience
William Robb
KEY CONSIDERATIONS
PROJECT 1 - BRIEF OVERVIEW
• A UK Leonardo project submission was approved in
2009 and successfully developed with project
partners and contributing voluntary partners the
’Evaluation and Implementation of Chainsaw
Operators Certification’
through to completion in 2011.
• Total partners - 9 eight core partners, one associated partner from 6
countries: UK, DK, BE, DE, ES, NL
• 2 partners from BE merged together before start of the project →
effect changed budget & contract for partners, total number of
partners: 8
• One partner did not want to specify tasks in the partner agreement
• During the beginning of the project the representative of DK partner
was seriously ill → effect changed allocation of tasks
• Allocation of WP2 (research), WP6 (QA) → re-allocation of tasks
• Planned meetings - 7 (4 management; 1
technical; 1 dissemination; 1 meeting with NA)
• Actual meetings - 17 (8 management; 4
technical; 5 dissemination) includes virtual
partner meetings
CONFLICT RESOLUTION
• Some partners did not contribute to the WP2 (research, analysis).
Some partners requested a budget amendment to support those
with the extra workload which was agreed at a management
meeting & with the UK NA.
• The main problem encountered was gaining full partner agreement
on the most appropriate structure for the organisation to act as an
umbrella body for chainsaw skills certification.
• The external evaluator raised a discussion paper on a 2nd option.
Unfortunately this led to a strong difference in opinions within the
partnership. This was finally resolved within the partnership
following an extra management meeting hosted in London after
consultation with the UK NA Project Officer.
• A tentative agreement was reached in time before the final
meetings in September 2011 and allowing them to progress
smoothly.
• Not all partners contributed adequately to the
progress, interim, final reports. Templates circulated,
reviewed & updated regularly.
• Post-project due to failure in the London agreement
some of the partners continued with the development
of the organisational structure proposed by the
external evaluator & ABA International was founded in
2012 as a result www.aba-skills.com .
 This has continued the sustainability of the project
products and has been highly successful with current
involvement from VET organisations representing over 20
different countries including Canada.
 E-tools developed include an international skills passport
(e-Passport) for certificate holders (not only chainsaw
awards) and development of a new electronic knowledge
hub (e-Hub) as a resource for skills trainers & assessors.
e-Passport
e-Hub
PROJECT 2 - BRIEF OVERVIEW
• A UK Leonardo project submission was approved in 2011 and
successfully developed with project partners and contributing
voluntary partners the
Development of European occupational training & assessment
standards for registered Independent LOLER inspectors in
the workplace (LOLER)
through to completion in 2013.
• Total partners – 6 partners changed to 7
partners during the project (due to no
contribution from one partner & resultant delay
in expected outcomes) from countries: UK, CZ,
DK, IE, IT, ES
• Allocation of WP2 (research)→ effect changed
allocation of tasks and budget
Lessons learned: Partner selection needs to
consider motivation, relevant skills and most
importantly commitment to the project
Planned meetings - 8 (4 management; 3 technical; 1
dissemination)
Actual meetings - 16 (4 management; 7 technical; 5
dissemination) includes virtual partner meetings
Partner Agreements
Only with one partner who requested it
(University)
Lessons learned: It is good practice to sign
agreements with all partners & discuss details
with each individually
Other:
One partner had an undeclared conflict of
interest relating to some of the product
research
Lessons learned: A face to face meeting was
organised with the legal representative of the
partner and the issue was solved. Critical point
here was that the research IPR was covered in
the contract
RESULTS
• LOLER certification & products have been integrated into the
ABA International framework and adopted by partners this
includes City & Guilds following acceptance by the UK Health &
Safety Executive therefore sustainability is ongoing
• Recently trained instructor/assessors include representatives
from Poland, Latvia, Slovenia, Ireland, Croatia & requests from
instructors from African universities
• New ‘Rope Inspector’ device due for production in 2015: will
improve current inspection methods
TIPS FOR COORDINATORS
• Select the right partners AND ALWAYS CHASE THEM
• Sign partner contracts which contain clear roles,
responsibilities AND TASKS
• Ensure budget distribution for partners is based on
their workload and contribution to the project
activities and results. Don’t be scared to make
amendments where necessary
• Ensure partners get involved in the WORKLOAD
REQUIRED TO COMPLETE the progress/interim/final
reports
• Ensure regular contact is maintained with PARTNERS &
the UK NA PROJECT OFFICER
• CONSTANTLY evaluate & record feedback
• Develop a Project Steering Committee to
maintain oversight & share responsibility
• Stick to your Management Plan & Application
Form but don’t be scared to CHANGE the MP
where necessary & REVIEW it at each partner
meeting
• Identify potential problems at an early stage &
always inform the UK NA Project Manager
• Use a ‘Bite Size’ management approach. Break
the project down into a serious of smaller
outcomes, use focus groups & deadlines
GOOD LUCK!
Financial
Management
Francesca Menozzi
Project Manager
• Financial management of your project
• Eligibility of expenses (eligible and ineligible costs)
• Budget categories and required documentation
Overview
General Principles of
Financial Management
• 2014 Erasmus+ Programme Guide
• Grant Agreement (GA)
• GA Annexes:
o II Estimated budget
o III Financial and Contractual rules
o IV Templates for agreements between beneficiaries
and participants (if applicable)
Reference Documents
Your KA2 Grant
• Stated in Annex II and Article I.3.I
• Made up of unit contributions and reimbursement of
eligible costs actually incurred
• Non retroactivity, non-cumulative, no-profit and co-
financing
• All grant payments from the NA are in Euros
Annex II
Budget items Total per project, in Euros
Project management and Implementation 36,000.00
Transnational project meetings 22,345.00
Intellectual Outputs 66,677.00
Multiplier events 25,000.00
Travel 4,065.00
Subsistence 8,500.00
Linguistic support 0.00
Special Needs Support 0.00
Exceptional Costs 10,500.00
Total Calculated 173,087.00
Total Granted 173,087.00
General Principles of Financial
Management
• General obligations and role of beneficiaries (Art. II.1.1,
II.1.2, II.1.3)
• Checks and audit provisions, including duty to keep
documents (Art. II.20)
• Economy, efficiency, best value for money, etc.
• Sound internal financial monitoring/reporting and
maintaining financial records and supporting
documents
Eligible Costs
• Incurred by the beneficiary
• Incurred during the project lifetime (Art. I.2.2)
• Indicated in Annex II (or eligible following budget
transfers)
• Necessary for the project implementation
• Identifiable and verifiable
• No overlapping between unit costs and actual costs
• Pre-financing guarantee and VAT if not recoverable
under applicable national legislation
Ineligible Costs
• Debt and debt service charges
• Interest owed
• Exchange losses
• Costs of opening and operating bank accounts
• Costs declared within another project receiving a grant from
EU budget
• Contributions in kind from third parties
• VAT, when is recoverable under the applicable national VAT
legislation
Budget Categories
Project Management and Implementation
Unit costs
Transnational Project Meetings
Intellectual Outputs (if applicable)
Multiplier Events (if applicable)
Training, Teaching and Learning Activities (if applicable)
Special Needs Support (if applicable)
Real costs
Exceptional Costs (if applicable)
Project Management and Implementation
Eligible
Costs
• Project management
• Small scale learning/teaching/training materials, tools, approaches etc.
• Virtual cooperation and local project activities
• information, promotion and dissemination
• Max € 2,750 per month
Financing
Mechanism
Unit costs
Calculation Total number of months of the project multiplied by applicable unit contribution :
• 500 € for Co-ordinator
• 250 € for Partner
Triggering
Event
Activities and outputs were developed/produced as planned and approved by NA
Supporting
Docs
• Description of undertaken activities and produced outputs in final report
• Outputs uploaded in the Dissemination Platform and, depending on nature, available for
checks and audits at the premises of the beneficiaries
Transnational Project Meetings
Eligible
Costs
• Partnership meetings, hosted by one of participating organisations
• Need for meetings (including number) and number of participants to be justified
• Max € 23,000 per year (pro-rata adjustment for shorter projects)
Financing
Mechanism
Unit costs
Calculation Number of participants multiplied by applicable unit contribution:
• 575 € for 100 to 1999KM
• 760 € for 2000KM or over
EC distance calculator: ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm
Triggering
Event
The participant actually participated in the meeting and undertook reported travel.
Supporting
Docs
A. Travel between sending and receiving organisation: declaration signed by receiving
organisation with participant name, activity purpose and starting/end date
B. Travel from/to a different location of sending/receiving organisation: as above plus
• travel itinerary
• tickets or other invoices specifying place of departure and arrival
• reason provided
Intellectual Outputs (IOs)
Eligible
Costs
• IOs approved by NA in Annex I
• Attention to manager and administrative costs
• Tangible deliverables, substantial in quality and quantity
Financing
Mechanism
Unit costs
Calculation Number of staff days of work multiplied by applicable unit contribution (per
category/country)
See Annex III for rates.
Triggering
Event
IO was produced as planned and is of an acceptable quality level, as per NA evaluation
Supporting
Docs
• IOs uploaded in Dissemination Platform and, depending on nature, available for checks
and audits at the premises of the beneficiaries
• Time sheet per person: name, category of staff, dates, total n. of days of work
• Type of employment contract, voluntary work, etc., as registered in the organisation’s
official records
Multiplier Events
Eligible
Costs
• Multiplier events approved by NA in Annex I
• National and transnational conferences/seminars/events to share and disseminate IOs
• Taking place in organisations’ Programme Countries
• Max € 30,000 per project
Financing
Mechanism
Unit costs
Calculation Number of participants from organisations other than participating organisations multiplied
by applicable unit contribution:
• 100 € for local participants
• 200 € for international participants
Triggering
Event
Multiplier event took place as planned and is of an acceptable quality level, as per NA
evaluation
Supporting
Docs
• Description of the event in the final report
• Participants list signed by the participants with:
- name, date and place of event
- for each participant: name, e-mail, signature, name/address of organisation
• Detailed agenda and documents used and/or distributed at the event
Training, Teaching and Learning activities
Eligible
Costs
• Activities approved by NA in Annex I
• Blended mobility combining short-term physical mobility (5 days to 2 months) with
virtual mobility; long-term mobility of youth workers (2 to 12 months); short-term joint
staff training events (5 days to 2 months).
• Taking place in in organisations’ countries, but activities of learners and long-term
activities of staff or youth workers from/to Partner Countries not eligible
.
• Participants need a direct formal link with the organisation and this needs to be
demonstrated but such formal link is not required for young people in blended mobility
and youth workers in short-term staff training events.
Financing
Mechanism
Unit costs
Training, Teaching and Learning Activities
Travel Individual support Linguistic support
Calculation Number of participants
multiplied by applicable unit
contribution:
• 275 € for 100 to 1999KM
• 360 € for 2000KM or over
EC distance calculator
number of days/months
per participant multiplied
by applicable unit
contribution (per
day/month, type of
participant and host
country)
See annex III for rates.
total number of
participants multiplied by
applicable unit
contribution:
• 150 per participant
Triggering
Event
The participant has actually
undertook the reported travel
The participant has
actually undertook the
activity abroad
The participant actually
undertook an activity
abroad over 2 months
and language
preparation in the
language of instruction
or work abroad
Training, Teaching and Learning Activities
Travel Individual
support
Linguistic support
Supporting
Docs
A. Travel between sending and
receiving organisation:
declaration signed by receiving
organisation with participant
name, activity purpose and
starting/end date.
B. Travel from/to a different
location of sending/receiving
organisation: as above plus
• travel itinerary
• tickets or other invoices
specifying place of departure
and arrival
• reason provided
Declaration
signed by
receiving
organisation
with
participant
name, activity
purpose and
starting/end
date
Declaration signed by course provider
with participant name, language
taught, format and duration of support
or
Invoice for purchase of learning
materials with: language,
name/address of the body issuing the
invoice, amount and currency, date of
invoice
or
if support provided directly by
organisation declaration signed dated
by the participant with name,
language taught, format and duration
of support
Special Needs Support
Eligible
Costs
• Costs directly related to participants with disabilities, indispensable to allow them
to participate in the project
• Additional to costs supported by a unit contributions
• Accompanying persons
Financing
Mechanism
Real costs
Calculation Reimbursement of 100% of the eligible costs actually incurred
Supporting
Docs
Invoices of the actual costs incurred with:
• name and address of body issuing the invoice
• amount and currency
• date of invoice
Exceptional Costs
Eligible
Costs
• Sub-contracting and purchase of goods/services as approved by the NA in Annex II
• Financial guarantee, if required
• Cost related to depreciation costs of equipment or other assets (new or second-hand)
as recorded in the accounting statements of beneficiary, under conditions
Financing
Mechanism
Real costs
Calculation Reimbursement of 75% of eligible costs actually incurred or € 50.000 (excluding costs of
financial guarantee, if required) - whichever is the lowest
Supporting
Docs
• Sub-contracting: invoices of actual costs incurred with name/address of body issuing the
invoice, amount and currency, date of invoice
• Financial guarantee: proof of the cost the financial guarantee issued by body providing
the guarantee, specifying name/ address of the body, amount and currency, date and
signature of legal representative of the body
• Depreciations costs: proof of the purchase, rental or lease of the equipment, as
recorded in organisation’s accounting statements, justifying that these costs correspond
to the project period and rate of actual use for project purposes
Other Provisions
Sub-contracting
• Procurement rules are outlined in Article II.9
• Subcontracts should be awarded on the basis of best
value for money and where there is no conflict of
interest
• All documents must be retained for possible audits
and checks
• The sub-contracting of project and financial
management activities are not eligible
Suggestions for Good Financial
Management
• Use a project specific Euro bank account
• Outline financial arrangements in partnership agreements
• Appoint a Financial Officer
• Develop internal financial monitoring systems
• Maintain all financial records and audit trail
• Contact your Project Officer if in doubt.
Changes to your Grant
Gavin Askew
Project Manager
Change Requested
Minor Significant change
Contact person 
Legal signatory 
Bank details 
Beneficiary Organisation name & address 
Project activities 
European partner withdrawal 
Project duration 
Reporting schedule 
Project budget
(when outside of the parameters set out in Article 1.3)

Amendments to the Agreement
Amendments can be broken down into two groups
Budget Transfers (Article 1.3)
• Transfer up to 20% of allocated funds from all budget
headings to any other budget category with the
exception of budget categories Project Management
and Implementation and Exception Costs.
• Budget transfers shall result in an increase of
maximum 20% of the amount awarded to that budget
category as specified in Annex II
• Funds can be transferred to the Special Needs
support, even when nothing has been previously
allocated as per Annex II
It’s important to remember...
• Changes to your project should be kept to a minimum
• Any changes to the project or the consortium should
not substantially change the quality and viability of the
project or the project objectives
• Any changes must be made inline with the relevant
contractual rules outlined in your Grant Agreement
and its annexes
• Contact your Project Officer if in doubt to prevent any
changes being deemed ineligible.
Instructions for Quiz
• URL: http://b.socrative.com/login/student/
• Room Number: 62596c4d
• Include your name
• Questions are multiple choice or true/false
• Some questions have more than one correct answer!
• Have fun!
Monitoring and Reporting
Menzi Sigelagelani
Project Manager
• Your Monitoring Responsibilities
• National Agency Monitoring Activities
• Monitoring Calls and Visits
Monitoring Overview
As Coordinator you are required to:
• Ensure the project is implemented in
accordance with the Grant Agreement
• Be the intermediary for all communications
between the beneficiaries and the NA
• Provide all necessary documents in the event
of any NA checks and audits
Your Monitoring Responsibilities
National Agency Monitoring
Activities
• Mobility Tool+
• Monitoring Calls
• Monitoring Visits
• Checks and Audits
Monitoring Calls
• Check progress of the project
• Identify any changes or difficulties
Monitoring Visits
• Reviews the progress of the project against the original
objectives set out in the application
• Covers key areas of the project implementation
Monitoring Calls & Visits
Reporting
Reporting Overview
• Types of Reports
• Submission of Reports
• Checks and Audits
• Non-submission of Documents
• Final Report Scoring
• Key Points
Types of Reports
• Progress Reports
• Interim Reports
• Final Reports
Submission Dates
• Progress Reports are due 30 days after the reporting
period as identified in the Grant Agreement
• Interim reports are due 60 days after the halfway point
of project
• Final reports are due 60 days after the end date of the
project
Non-submission of Documents
1st stage:
The NA shall send a formal reminder within 15
calendar days of any deadline missed regarding the
Progress, Interim or Final report.
2nd stage:
Failure to submit such a request within 30 calendar
days following this reminder may result in the NA
terminating the Agreement and request a refund.
Checks and Audits
• A sample of projects will be selected for
additional checks and audits
• Checks involve a financial review on project
activities
• For checks and audits the coordinator must
supply supporting documents in original,
including supporting documents for partners
Final Report - Scoring
Score Corresponding reduction in total
final amount of eligible expenses
41 - 50 25%
26 - 40 50%
0 - 25 75%
• Familiarise yourself with the reporting requirements
for your project
• All reports must be completed in English and
submitted to the UK National Agency
• Work with your partners to complete reports
• Ask us if you are unsure about anything!
Reporting Key Points
IT Tools:
Mobility Tool+
Kim Whitehall
Project Manager
What is the MT+?
Mobility Tool+ is an online system for management of projects that
receive an EU grant under the Lifelong Learning and Erasmus+
Programmes.
MT+ will be used to:
• provide all the information about projects
• identify participants and any mobilities
• complete and update budget information
• generate and follow up participants reports if required
• generate and submit interim and final reports to the National
Agency
Accessing the MT+
• Accessed through ECAS
• The ECAS account needs to be registered to the
project contact person’s email address
• You will receive an e-mail from the MT+ and then you
can log in with your ECAS password at
https://webgate.ec.europa.eu/eac/mobility
Home
Search = Ctrl-F
Project Details
Organisations
Contacts
Import – Export
Your MT+ responsibilities
• Creating and managing your ECAS account
• Accurately reporting project activities in MT+
• Alerting the NA to any problems completing the MT+
• Completing Interim and Final reports
IT Tools:
VALOR
Kristina Lukacova
Assistant Project Manager
Dissemination Platform
• Website address:
http://ec.europa.eu/programmes/erasmus-plus/projects/
• Article I.10.2 outlines project requirements for the Dissemination
Platform
• Project results must be uploaded
• FAQs are available and further instructions and guidance will be
provided by the NA.
EPALE
Kathleen Wabrowetz
Theme Project Manager,
EPALE NSS
EPALE –
ePlatform for
Adult Learning in
Europe
With the support of the Erasmus+ Programme of the
European Union
29 January 2015,
Kathleen Wabrowetz
What is EPALE?
• A new multilingual
community of adult
learning professionals
• An online resource of
adult learning material
• An area to share and
exchange best practice
with other adult
education professionals
in Europe
• A networking tool
• Funded by European
Commission
EPALE Objectives
EPALE is designed to become the reference
point on adult learning in Europe, and should
become essential to any professional in the
field.
With the support of the Erasmus+ Programme of the
European Union
Who is it for?
Professionals involved in organising, funding or delivering adult education
• Providers and their staff
• National associations of AE
• Universities / researchers
• Media / journalists
• Policy-makers
• Local administrations
EPALE is not….
• Targeted at adult learners
• Just about LLP or Erasmus+ projects and stakeholders
With the support of the Erasmus+ Programme of the
European Union
What it offers
• Main pages (home, about, user directory)
• Open membership
• Calendar of events
• Newsroom (blog)
• EPALE glossary
• Interactive FAQs
• eNewsletter
• Resource centre
With the support of the Erasmus+ Programme of the
European Union
Why register?
• Meet and exchange with other
adult learning professionals
• Access to high quality tools and resources
• Learn about events, news and latest developments in
the adult learning sector
• Participate in online theme based discussions
• Search for Erasmus+ project partners
With the support of the Erasmus+ Programme of the
European Union
EPALE Themes
With the support of the Erasmus+ Programme of the
European Union
Join the
EPALE community!
ec.europe.eu/epale
With the support of the Erasmus+ Programme of the
European Union
For any questions or queries, contact our helpline:
Email: epaleuk@uk.ecorys.com
Phone: 0121 212 8930
Any questions?
With the support of the Erasmus+ Programme of the
European Union
ECVET
Katherine Latta
Head of European
Programmes, UK NARIC
Katherine Latta
Head of European Programmes, UK NARIC
and member of the UK team of ECVET Experts
Recognition of Learning Outcomes:
Europass and ECVET
Curriculum
Vitae
Language
Passport
Europass
Mobility
Diploma
Supplement
Certificate
Supplement
Europass Portfolio
Europass Mobility
• Often used to record work placements abroad and
Erasmus+ placements
• Completed by the organisations responsible for organising
and hosting the experience
• Helps individuals to identify key skills when applying for
work and study
• Intended for any person undergoing a mobility experience
whatever their age or level of education
The Sending
Organisation stamps
or signs the Europass
Mobility Document
before issuing it to the
holder in paper and/or
electronic form and
stores the completed
document as
appropriate
The Host Organisation
(“Host Partner”)
returns the Europass
Mobility Document to
the Sending
Organisation
(“Sending Partner”)
The Host
Organisation
completes either
section 5a or 5b of
the Europass
Mobility document
and signs or stamps
the document
Sending
Organisation
(“Sending Partner”)
Registers at the
Europass Mobility
Registration page at
http://www.uknec.
org.uk/mobility/
Partially completed
Europass Mobility
documents are
automatically emailed
to the Sending
Organisation-
instructions for
completing the
document are attached
3
The Sending
Organisation
completes sections 1
to 4 of the Europass
Mobility Document
(where it has not
automatically been
completed as part of
the online
registration)
The Sending
Organisation sends the
Europass Mobility
Document to the Host
Organisation and the
individual participants
take part in the
mobility programme.
4
5
1
2
6
7
2
1
Europass Mobility
Europass Certificate Supplement
• A supplement to a vocational qualification certificate
• Specific to the qualification rather than the individual
• Can be issued in paper format on graduation, or made available
from an online database
• Provides additional information on the qualification, in particular:
• Content, key skills and grading,
• Level with in the NQF and information on the issuing
awarding body,
• The function of the qualification and any professional status.
• Aids recognition of qualifications
• Helps employers and education providers understand the level
and content of qualifications
ECVET – the European Credit System for VET
Learners’ Personal Transcript
(Europass)Validation of LOs
Recognition of LOs
Accumulation of LOs
Learning Agreement
(based on units of Learning Outcomes (LOs))
Memorandum of Understanding
(agreement between competent institutions)
VET programme in the UK
Assessment of LOs
Credit for LOs
Placement in the
Netherlands
ECVET: the building blocks
• Learning outcomes:
Statements of what a learner knows, understands and is able
to do on completion of a learning process
• Unit:
Components of qualifications. A coherent set of knowledge,
skills and competence that can be assessed and validated
• Credit:
For units which have been assessed, and which can be
accumulated towards a qualification or transferred to other learning
programmes or qualifications
ECVET is based on…
ECVET steps for mobility
From http://www.ecvet-toolkit.eu (2013)
ECVET tools for recognition
Questions?
Katherine Latta
Head of European Programmes, UK NARIC
katherine.latta@naric.org.uk
For further information and guidance:
www.naric.org.uk
www.europass.org.uk
www.ecvet.org.uk
www.ecvetexperts.org.uk
Erasmus+
UK Programme Impact
Assessment
Steven Murray
Erasmus+ Impact Assessor
1. What is Impact Assessment?
2. Impact Assessment at the NA
3. NA Impact Assessment and Projects
Overview
What is Impact Assessment?
• The process of examining the effect of a Programme
or activity on individuals, organisations or society.
• These effects may be positive or negative, intentional
or accidental, short or long-term.
• Assessing Impact allows us to judge whether an
intervention has been successful, to what extent and in
what way.
What is Impact Assessment?
NA Impact Assessment Activities
• Logic Model & Indicator Framework
• Research & Evaluation projects
• Programme statistics
• Cooperation with other NAs and the EC
Impact Assessment at the NA
“…a systematic and visual way to present and share your
understanding of the relationships among the resources
you have to operate your program, the activities you plan,
and the changes or results you hope to achieve.”
Source: W.K. Kellogg Foundation
What is a Logic Model?
Example
Source: W.K. Kellogg Foundation
• An essential part of the Logic Model.
• Demonstrates how we will measure outputs, outcomes
and impacts.
• Clearly demonstrates the [assumed] links between
outputs, outcomes and impacts.
• Allows us to build a clear picture of, and track, the
intended impacts.
• Helps identify potential gaps in our evidence gathering.
Indicator Framework
NA Impact Assessment & Projects
• Projects are expected to measure their own impact but
they’re not required to do additional activity specifically
for National Agency Impact Assessment activities.
• We would like you to align your Impact Assessment
with the UK Erasmus+ Logic Model and Indicator
Framework where possible.
• We may ask you to share your Impact Assessment
reports with us or to participate in some of our
research projects.
Impact Assessment & Projects
• Online information & resources at
www.erasmusplus.org.uk
– UK Erasmus+ Programme Logic Model and
Indicator Framework
– Programme statistics
– Reports & research tools
– Links to research and evaluation resources
Impact Assessment & Projects
Contact
Steven Murray
Erasmus+ Impact Assessor
T: 0845 199 2929
E: steven.murray@uk.ecorys.com
Contact Details
Dissemination and
Communication
Resources
Jonathan Lear
Communications Assistant
Project Manager
Promotion and dissemination
• Congratulations on starting your successful project
• How we can help?
• National Agency communications resources and activities.
Erasmus+ website
www.erasmusplus.org.uk
How we can help
• Showcase your project case studies
• Feature these in our newsletters and publications
• Help promote them on Twitter, Facebook, YouTube and
more.
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
Community events and webinars
Learning Networks
Annual Conference
Support webinars
www.erasmusplus.org.uk
@erasmusplusuk
www.facebook.co.uk/ukerasmusplus
Thank you!

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Key Action 2 Start up seminar VET, Adult Education & Youth (2014 Call) 29.1.15

  • 1. Key Action 2 VET, Adult education & Youth Start-up Seminar 29 January 2015
  • 3. Morning Agenda 10:45 a.m. Overview of the 2014 Call 11:00 a.m. Managing your Grant (Grant Agreement & its annexes, consortium management) 11:45 a.m. Coffee break 12:00 noon Managing your Grant (budget, grant changes, monitoring & reporting) 12:45 p.m. Mobility Tool+ & VALOR 1:00 p.m. Lunch and networking
  • 4. Afternoon Agenda 1:50 p.m. Support Networks (ECVET, EPALE) 2:10 p.m. Impact Assessment 2:25 p.m. Coffee break 2:45 p.m. Panel Discussion 3:30 p.m. Dissemination (Use of Social Media) 4:00 p.m. Close
  • 5. Overview of Erasmus+ and 2014 Call
  • 7. Strategic Partnerships - Key Characteristics • Enhanced role of the coordinating organisation • Broad consistency in approach across all fields • Variations in Youth (deadlines and project duration) • Flexibility supported by a range of cost headings • Working with partners in Europe and beyond • Cross-field Strategic Partnerships
  • 8. Strategic Partnership Project Activities • Curriculum/course development • Learning, teaching, training, youth work methods, approaches and tools • Collaboration and peer- learning • Capacity building and networking • Information, advice and guidance activities • Surveys, evidence gathering, case studies • Development of standards and profiles • Improvement of qualification frameworks • Teaching, training and learning activities
  • 9. Field No. of applications No. of approved projects % of approved projects VET 86 28 32.6% Adult ed. 76 15 19.7% Youth 31 4 12.9% Strategic Partnerships in 2014
  • 10. The Role of the NA • 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
  • 11. The Role of the Beneficiary • Responsible for project implementation, monitoring, reporting • Ensuring a strong, committed partnership • Ensuring project outcomes are consistent with those initially defined • On-going evaluation • Dissemination of results
  • 12. Your Grant Agreement and Annexes Jessica Keller Senior Project Manager
  • 13. Overview • Grant Agreement and Structure • Part 1: Key Articles of the Grant Agreement • Part 2: Key Articles of the Grant Agreement • Grant Agreement Annexes
  • 14. Grant Agreement Type Multi-beneficiary agreements • All partners of the consortium are beneficiaries of the agreement Structure: • Part I: Special Conditions (Tailored) • Part II: General Conditions (Fixed) • Annexes (Integral part of Grant Agreement)
  • 15. Part I: Special Conditions Key Articles of the Grant Agreement
  • 16. Article I.3.2 – Budget Transfers • Offer some flexibility to transfer budget between headings • Are not considered a formal amendment to the Grant Agreement • Conditions and restrictions apply! Article I.4 – Reporting and Payments • Reporting deadlines and requirements • Timescales and conditions for payment • Penalties for failing to meet the reporting deadlines • Rules around currency conversion
  • 17. Article I.9 - Use of Results and IPR Article II.8 – Rights and Ownership Beneficiaries own rights to project results but are required to: • Provide free, open, online access to any educational materials produced by the project • List all rights of ownership, including any pre-existing IPR, and disclose the list to the National Agency • Ensure you have all the rights to use any pre-existing IPRs • Grant the Union and the NA the right to use the results of the project and any pre-existing IPR
  • 18. Mobility Tool: • Reporting tool for all actions • For interim and final reports Dissemination Platform (VALOR): • Compulsory upload of project results by coordinator • Limited editing rights • Publication by NA Article I.10 – Use of IT Tools
  • 19. Article I.XX –Additional Provisions Required by National Law Beneficiaries are expected to follow these policies throughout the lifetime of the project. • Data Protection • Equal Opportunities • Health and Safety • Protection of Children and Vulnerable Adults
  • 20. Part II: General Conditions Key Articles of the Grant Agreement
  • 21. Article II.1 Roles and Obligations Beneficiaries must: • Make internal arrangements to ensure the successful delivery of the project, e.g. partnership agreements • Keep the coordinator informed of any changes or issues that could impact on delivery • Submit any documents or information required by the coordinator without delay Coordinator must: • Ensure the project is implemented in line with the terms of the Agreement • Be the intermediary between the beneficiaries and the NA • Make payments to other beneficiaries without unnecessary delay • Provide all necessary documents in the event of checks or audits
  • 22. Article II.7 Visibility of Union Funding • Beneficiaries must acknowledge European funding and display the EU logo on project publications, results or materials • The grant agreement includes links to EC guidelines on use of the logo and graphic identity • All project materials and publications produced by the project must include a disclaimer to indicate that the contents reflect only the views of the author and not of the NA or EC.
  • 23. Article II.12 Assignment of Claims for Payments to Third Parties • Claims for payments from third parties should be made to the coordinator/beneficiary • Any third party claim for payment to the NA should be duly justified and must be accepted by the NA • If accepted by the NA, the beneficiary/coordinator is still responsible for complying with the requirements of the Agreement
  • 24. Article II.14 Suspension of the Project • Suspension of the project can be initiated by either the NA or the beneficiary, in the circumstances outlined in the agreement • Either party must formally notify the other, explaining the reasons and the conditions/likely timescales for resuming the project • Costs incurred during the period of suspension will not be covered by the grant • If the project resumes, beneficiaries must request an amendment to the Grant Agreement and the NA will need to approve the changes
  • 25. Article II.15 Termination of the Agreement • The Agreement with one or more beneficiaries can be terminated by the coordinator or the NA • Any request for termination by the coordinator must be duly justified and accepted by the NA • If the NA decides to terminate the agreement, the coordinator will be formally notified and can submit observations • If the NA decides to pursue the termination, the coordinator will be advised of the reasons, the date of termination and the effects/any action required
  • 26. Grant Agreement Annexes • Annex I: Description of the Project • Annex II: Estimated budget • Annex III: Financial and Contractual rules • Annex IV: Templates beneficiary/participant agreements (if applicable) • Annex V – Mandates • Annex VI – List of other beneficiaries
  • 27. CONSORTIUM MANAGEMENT BEST PRACTICES A Coordinator’s Experience William Robb
  • 29. PROJECT 1 - BRIEF OVERVIEW • A UK Leonardo project submission was approved in 2009 and successfully developed with project partners and contributing voluntary partners the ’Evaluation and Implementation of Chainsaw Operators Certification’ through to completion in 2011.
  • 30.
  • 31. • Total partners - 9 eight core partners, one associated partner from 6 countries: UK, DK, BE, DE, ES, NL • 2 partners from BE merged together before start of the project → effect changed budget & contract for partners, total number of partners: 8 • One partner did not want to specify tasks in the partner agreement • During the beginning of the project the representative of DK partner was seriously ill → effect changed allocation of tasks • Allocation of WP2 (research), WP6 (QA) → re-allocation of tasks
  • 32. • Planned meetings - 7 (4 management; 1 technical; 1 dissemination; 1 meeting with NA) • Actual meetings - 17 (8 management; 4 technical; 5 dissemination) includes virtual partner meetings
  • 33. CONFLICT RESOLUTION • Some partners did not contribute to the WP2 (research, analysis). Some partners requested a budget amendment to support those with the extra workload which was agreed at a management meeting & with the UK NA. • The main problem encountered was gaining full partner agreement on the most appropriate structure for the organisation to act as an umbrella body for chainsaw skills certification. • The external evaluator raised a discussion paper on a 2nd option. Unfortunately this led to a strong difference in opinions within the partnership. This was finally resolved within the partnership following an extra management meeting hosted in London after consultation with the UK NA Project Officer. • A tentative agreement was reached in time before the final meetings in September 2011 and allowing them to progress smoothly.
  • 34. • Not all partners contributed adequately to the progress, interim, final reports. Templates circulated, reviewed & updated regularly. • Post-project due to failure in the London agreement some of the partners continued with the development of the organisational structure proposed by the external evaluator & ABA International was founded in 2012 as a result www.aba-skills.com .  This has continued the sustainability of the project products and has been highly successful with current involvement from VET organisations representing over 20 different countries including Canada.  E-tools developed include an international skills passport (e-Passport) for certificate holders (not only chainsaw awards) and development of a new electronic knowledge hub (e-Hub) as a resource for skills trainers & assessors.
  • 36. PROJECT 2 - BRIEF OVERVIEW • A UK Leonardo project submission was approved in 2011 and successfully developed with project partners and contributing voluntary partners the Development of European occupational training & assessment standards for registered Independent LOLER inspectors in the workplace (LOLER) through to completion in 2013.
  • 37.
  • 38. • Total partners – 6 partners changed to 7 partners during the project (due to no contribution from one partner & resultant delay in expected outcomes) from countries: UK, CZ, DK, IE, IT, ES • Allocation of WP2 (research)→ effect changed allocation of tasks and budget Lessons learned: Partner selection needs to consider motivation, relevant skills and most importantly commitment to the project
  • 39. Planned meetings - 8 (4 management; 3 technical; 1 dissemination) Actual meetings - 16 (4 management; 7 technical; 5 dissemination) includes virtual partner meetings
  • 40. Partner Agreements Only with one partner who requested it (University) Lessons learned: It is good practice to sign agreements with all partners & discuss details with each individually Other: One partner had an undeclared conflict of interest relating to some of the product research Lessons learned: A face to face meeting was organised with the legal representative of the partner and the issue was solved. Critical point here was that the research IPR was covered in the contract
  • 41. RESULTS • LOLER certification & products have been integrated into the ABA International framework and adopted by partners this includes City & Guilds following acceptance by the UK Health & Safety Executive therefore sustainability is ongoing • Recently trained instructor/assessors include representatives from Poland, Latvia, Slovenia, Ireland, Croatia & requests from instructors from African universities • New ‘Rope Inspector’ device due for production in 2015: will improve current inspection methods
  • 42. TIPS FOR COORDINATORS • Select the right partners AND ALWAYS CHASE THEM • Sign partner contracts which contain clear roles, responsibilities AND TASKS • Ensure budget distribution for partners is based on their workload and contribution to the project activities and results. Don’t be scared to make amendments where necessary • Ensure partners get involved in the WORKLOAD REQUIRED TO COMPLETE the progress/interim/final reports • Ensure regular contact is maintained with PARTNERS & the UK NA PROJECT OFFICER
  • 43. • CONSTANTLY evaluate & record feedback • Develop a Project Steering Committee to maintain oversight & share responsibility • Stick to your Management Plan & Application Form but don’t be scared to CHANGE the MP where necessary & REVIEW it at each partner meeting • Identify potential problems at an early stage & always inform the UK NA Project Manager • Use a ‘Bite Size’ management approach. Break the project down into a serious of smaller outcomes, use focus groups & deadlines
  • 46. • Financial management of your project • Eligibility of expenses (eligible and ineligible costs) • Budget categories and required documentation Overview
  • 48. • 2014 Erasmus+ Programme Guide • Grant Agreement (GA) • GA Annexes: o II Estimated budget o III Financial and Contractual rules o IV Templates for agreements between beneficiaries and participants (if applicable) Reference Documents
  • 49. Your KA2 Grant • Stated in Annex II and Article I.3.I • Made up of unit contributions and reimbursement of eligible costs actually incurred • Non retroactivity, non-cumulative, no-profit and co- financing • All grant payments from the NA are in Euros
  • 50. Annex II Budget items Total per project, in Euros Project management and Implementation 36,000.00 Transnational project meetings 22,345.00 Intellectual Outputs 66,677.00 Multiplier events 25,000.00 Travel 4,065.00 Subsistence 8,500.00 Linguistic support 0.00 Special Needs Support 0.00 Exceptional Costs 10,500.00 Total Calculated 173,087.00 Total Granted 173,087.00
  • 51. General Principles of Financial Management • General obligations and role of beneficiaries (Art. II.1.1, II.1.2, II.1.3) • Checks and audit provisions, including duty to keep documents (Art. II.20) • Economy, efficiency, best value for money, etc. • Sound internal financial monitoring/reporting and maintaining financial records and supporting documents
  • 52. Eligible Costs • Incurred by the beneficiary • Incurred during the project lifetime (Art. I.2.2) • Indicated in Annex II (or eligible following budget transfers) • Necessary for the project implementation • Identifiable and verifiable • No overlapping between unit costs and actual costs • Pre-financing guarantee and VAT if not recoverable under applicable national legislation
  • 53. Ineligible Costs • Debt and debt service charges • Interest owed • Exchange losses • Costs of opening and operating bank accounts • Costs declared within another project receiving a grant from EU budget • Contributions in kind from third parties • VAT, when is recoverable under the applicable national VAT legislation
  • 55. Project Management and Implementation Unit costs Transnational Project Meetings Intellectual Outputs (if applicable) Multiplier Events (if applicable) Training, Teaching and Learning Activities (if applicable) Special Needs Support (if applicable) Real costs Exceptional Costs (if applicable)
  • 56. Project Management and Implementation Eligible Costs • Project management • Small scale learning/teaching/training materials, tools, approaches etc. • Virtual cooperation and local project activities • information, promotion and dissemination • Max € 2,750 per month Financing Mechanism Unit costs Calculation Total number of months of the project multiplied by applicable unit contribution : • 500 € for Co-ordinator • 250 € for Partner Triggering Event Activities and outputs were developed/produced as planned and approved by NA Supporting Docs • Description of undertaken activities and produced outputs in final report • Outputs uploaded in the Dissemination Platform and, depending on nature, available for checks and audits at the premises of the beneficiaries
  • 57. Transnational Project Meetings Eligible Costs • Partnership meetings, hosted by one of participating organisations • Need for meetings (including number) and number of participants to be justified • Max € 23,000 per year (pro-rata adjustment for shorter projects) Financing Mechanism Unit costs Calculation Number of participants multiplied by applicable unit contribution: • 575 € for 100 to 1999KM • 760 € for 2000KM or over EC distance calculator: ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm Triggering Event The participant actually participated in the meeting and undertook reported travel. Supporting Docs A. Travel between sending and receiving organisation: declaration signed by receiving organisation with participant name, activity purpose and starting/end date B. Travel from/to a different location of sending/receiving organisation: as above plus • travel itinerary • tickets or other invoices specifying place of departure and arrival • reason provided
  • 58. Intellectual Outputs (IOs) Eligible Costs • IOs approved by NA in Annex I • Attention to manager and administrative costs • Tangible deliverables, substantial in quality and quantity Financing Mechanism Unit costs Calculation Number of staff days of work multiplied by applicable unit contribution (per category/country) See Annex III for rates. Triggering Event IO was produced as planned and is of an acceptable quality level, as per NA evaluation Supporting Docs • IOs uploaded in Dissemination Platform and, depending on nature, available for checks and audits at the premises of the beneficiaries • Time sheet per person: name, category of staff, dates, total n. of days of work • Type of employment contract, voluntary work, etc., as registered in the organisation’s official records
  • 59. Multiplier Events Eligible Costs • Multiplier events approved by NA in Annex I • National and transnational conferences/seminars/events to share and disseminate IOs • Taking place in organisations’ Programme Countries • Max € 30,000 per project Financing Mechanism Unit costs Calculation Number of participants from organisations other than participating organisations multiplied by applicable unit contribution: • 100 € for local participants • 200 € for international participants Triggering Event Multiplier event took place as planned and is of an acceptable quality level, as per NA evaluation Supporting Docs • Description of the event in the final report • Participants list signed by the participants with: - name, date and place of event - for each participant: name, e-mail, signature, name/address of organisation • Detailed agenda and documents used and/or distributed at the event
  • 60. Training, Teaching and Learning activities Eligible Costs • Activities approved by NA in Annex I • Blended mobility combining short-term physical mobility (5 days to 2 months) with virtual mobility; long-term mobility of youth workers (2 to 12 months); short-term joint staff training events (5 days to 2 months). • Taking place in in organisations’ countries, but activities of learners and long-term activities of staff or youth workers from/to Partner Countries not eligible . • Participants need a direct formal link with the organisation and this needs to be demonstrated but such formal link is not required for young people in blended mobility and youth workers in short-term staff training events. Financing Mechanism Unit costs
  • 61. Training, Teaching and Learning Activities Travel Individual support Linguistic support Calculation Number of participants multiplied by applicable unit contribution: • 275 € for 100 to 1999KM • 360 € for 2000KM or over EC distance calculator number of days/months per participant multiplied by applicable unit contribution (per day/month, type of participant and host country) See annex III for rates. total number of participants multiplied by applicable unit contribution: • 150 per participant Triggering Event The participant has actually undertook the reported travel The participant has actually undertook the activity abroad The participant actually undertook an activity abroad over 2 months and language preparation in the language of instruction or work abroad
  • 62. Training, Teaching and Learning Activities Travel Individual support Linguistic support Supporting Docs A. Travel between sending and receiving organisation: declaration signed by receiving organisation with participant name, activity purpose and starting/end date. B. Travel from/to a different location of sending/receiving organisation: as above plus • travel itinerary • tickets or other invoices specifying place of departure and arrival • reason provided Declaration signed by receiving organisation with participant name, activity purpose and starting/end date Declaration signed by course provider with participant name, language taught, format and duration of support or Invoice for purchase of learning materials with: language, name/address of the body issuing the invoice, amount and currency, date of invoice or if support provided directly by organisation declaration signed dated by the participant with name, language taught, format and duration of support
  • 63. Special Needs Support Eligible Costs • Costs directly related to participants with disabilities, indispensable to allow them to participate in the project • Additional to costs supported by a unit contributions • Accompanying persons Financing Mechanism Real costs Calculation Reimbursement of 100% of the eligible costs actually incurred Supporting Docs Invoices of the actual costs incurred with: • name and address of body issuing the invoice • amount and currency • date of invoice
  • 64. Exceptional Costs Eligible Costs • Sub-contracting and purchase of goods/services as approved by the NA in Annex II • Financial guarantee, if required • Cost related to depreciation costs of equipment or other assets (new or second-hand) as recorded in the accounting statements of beneficiary, under conditions Financing Mechanism Real costs Calculation Reimbursement of 75% of eligible costs actually incurred or € 50.000 (excluding costs of financial guarantee, if required) - whichever is the lowest Supporting Docs • Sub-contracting: invoices of actual costs incurred with name/address of body issuing the invoice, amount and currency, date of invoice • Financial guarantee: proof of the cost the financial guarantee issued by body providing the guarantee, specifying name/ address of the body, amount and currency, date and signature of legal representative of the body • Depreciations costs: proof of the purchase, rental or lease of the equipment, as recorded in organisation’s accounting statements, justifying that these costs correspond to the project period and rate of actual use for project purposes
  • 66. Sub-contracting • Procurement rules are outlined in Article II.9 • Subcontracts should be awarded on the basis of best value for money and where there is no conflict of interest • All documents must be retained for possible audits and checks • The sub-contracting of project and financial management activities are not eligible
  • 67. Suggestions for Good Financial Management • Use a project specific Euro bank account • Outline financial arrangements in partnership agreements • Appoint a Financial Officer • Develop internal financial monitoring systems • Maintain all financial records and audit trail • Contact your Project Officer if in doubt.
  • 68. Changes to your Grant Gavin Askew Project Manager
  • 69. Change Requested Minor Significant change Contact person  Legal signatory  Bank details  Beneficiary Organisation name & address  Project activities  European partner withdrawal  Project duration  Reporting schedule  Project budget (when outside of the parameters set out in Article 1.3)  Amendments to the Agreement Amendments can be broken down into two groups
  • 70. Budget Transfers (Article 1.3) • Transfer up to 20% of allocated funds from all budget headings to any other budget category with the exception of budget categories Project Management and Implementation and Exception Costs. • Budget transfers shall result in an increase of maximum 20% of the amount awarded to that budget category as specified in Annex II • Funds can be transferred to the Special Needs support, even when nothing has been previously allocated as per Annex II
  • 71. It’s important to remember... • Changes to your project should be kept to a minimum • Any changes to the project or the consortium should not substantially change the quality and viability of the project or the project objectives • Any changes must be made inline with the relevant contractual rules outlined in your Grant Agreement and its annexes • Contact your Project Officer if in doubt to prevent any changes being deemed ineligible.
  • 72. Instructions for Quiz • URL: http://b.socrative.com/login/student/ • Room Number: 62596c4d • Include your name • Questions are multiple choice or true/false • Some questions have more than one correct answer! • Have fun!
  • 73. Monitoring and Reporting Menzi Sigelagelani Project Manager
  • 74. • Your Monitoring Responsibilities • National Agency Monitoring Activities • Monitoring Calls and Visits Monitoring Overview
  • 75. As Coordinator you are required to: • Ensure the project is implemented in accordance with the Grant Agreement • Be the intermediary for all communications between the beneficiaries and the NA • Provide all necessary documents in the event of any NA checks and audits Your Monitoring Responsibilities
  • 76. National Agency Monitoring Activities • Mobility Tool+ • Monitoring Calls • Monitoring Visits • Checks and Audits
  • 77. Monitoring Calls • Check progress of the project • Identify any changes or difficulties Monitoring Visits • Reviews the progress of the project against the original objectives set out in the application • Covers key areas of the project implementation Monitoring Calls & Visits
  • 79. Reporting Overview • Types of Reports • Submission of Reports • Checks and Audits • Non-submission of Documents • Final Report Scoring • Key Points
  • 80. Types of Reports • Progress Reports • Interim Reports • Final Reports
  • 81. Submission Dates • Progress Reports are due 30 days after the reporting period as identified in the Grant Agreement • Interim reports are due 60 days after the halfway point of project • Final reports are due 60 days after the end date of the project
  • 82. Non-submission of Documents 1st stage: The NA shall send a formal reminder within 15 calendar days of any deadline missed regarding the Progress, Interim or Final report. 2nd stage: Failure to submit such a request within 30 calendar days following this reminder may result in the NA terminating the Agreement and request a refund.
  • 83. Checks and Audits • A sample of projects will be selected for additional checks and audits • Checks involve a financial review on project activities • For checks and audits the coordinator must supply supporting documents in original, including supporting documents for partners
  • 84. Final Report - Scoring Score Corresponding reduction in total final amount of eligible expenses 41 - 50 25% 26 - 40 50% 0 - 25 75%
  • 85. • Familiarise yourself with the reporting requirements for your project • All reports must be completed in English and submitted to the UK National Agency • Work with your partners to complete reports • Ask us if you are unsure about anything! Reporting Key Points
  • 86. IT Tools: Mobility Tool+ Kim Whitehall Project Manager
  • 87. What is the MT+? Mobility Tool+ is an online system for management of projects that receive an EU grant under the Lifelong Learning and Erasmus+ Programmes. MT+ will be used to: • provide all the information about projects • identify participants and any mobilities • complete and update budget information • generate and follow up participants reports if required • generate and submit interim and final reports to the National Agency
  • 88. Accessing the MT+ • Accessed through ECAS • The ECAS account needs to be registered to the project contact person’s email address • You will receive an e-mail from the MT+ and then you can log in with your ECAS password at https://webgate.ec.europa.eu/eac/mobility
  • 94. Your MT+ responsibilities • Creating and managing your ECAS account • Accurately reporting project activities in MT+ • Alerting the NA to any problems completing the MT+ • Completing Interim and Final reports
  • 96.
  • 97.
  • 98. Dissemination Platform • Website address: http://ec.europa.eu/programmes/erasmus-plus/projects/ • Article I.10.2 outlines project requirements for the Dissemination Platform • Project results must be uploaded • FAQs are available and further instructions and guidance will be provided by the NA.
  • 100. EPALE – ePlatform for Adult Learning in Europe With the support of the Erasmus+ Programme of the European Union 29 January 2015, Kathleen Wabrowetz
  • 101. What is EPALE? • A new multilingual community of adult learning professionals • An online resource of adult learning material • An area to share and exchange best practice with other adult education professionals in Europe • A networking tool • Funded by European Commission
  • 102. EPALE Objectives EPALE is designed to become the reference point on adult learning in Europe, and should become essential to any professional in the field. With the support of the Erasmus+ Programme of the European Union
  • 103. Who is it for? Professionals involved in organising, funding or delivering adult education • Providers and their staff • National associations of AE • Universities / researchers • Media / journalists • Policy-makers • Local administrations EPALE is not…. • Targeted at adult learners • Just about LLP or Erasmus+ projects and stakeholders With the support of the Erasmus+ Programme of the European Union
  • 104. What it offers • Main pages (home, about, user directory) • Open membership • Calendar of events • Newsroom (blog) • EPALE glossary • Interactive FAQs • eNewsletter • Resource centre With the support of the Erasmus+ Programme of the European Union
  • 105. Why register? • Meet and exchange with other adult learning professionals • Access to high quality tools and resources • Learn about events, news and latest developments in the adult learning sector • Participate in online theme based discussions • Search for Erasmus+ project partners With the support of the Erasmus+ Programme of the European Union
  • 106. EPALE Themes With the support of the Erasmus+ Programme of the European Union
  • 107. Join the EPALE community! ec.europe.eu/epale With the support of the Erasmus+ Programme of the European Union For any questions or queries, contact our helpline: Email: epaleuk@uk.ecorys.com Phone: 0121 212 8930
  • 108. Any questions? With the support of the Erasmus+ Programme of the European Union
  • 109. ECVET Katherine Latta Head of European Programmes, UK NARIC
  • 110. Katherine Latta Head of European Programmes, UK NARIC and member of the UK team of ECVET Experts Recognition of Learning Outcomes: Europass and ECVET
  • 112. Europass Mobility • Often used to record work placements abroad and Erasmus+ placements • Completed by the organisations responsible for organising and hosting the experience • Helps individuals to identify key skills when applying for work and study • Intended for any person undergoing a mobility experience whatever their age or level of education
  • 113. The Sending Organisation stamps or signs the Europass Mobility Document before issuing it to the holder in paper and/or electronic form and stores the completed document as appropriate The Host Organisation (“Host Partner”) returns the Europass Mobility Document to the Sending Organisation (“Sending Partner”) The Host Organisation completes either section 5a or 5b of the Europass Mobility document and signs or stamps the document Sending Organisation (“Sending Partner”) Registers at the Europass Mobility Registration page at http://www.uknec. org.uk/mobility/ Partially completed Europass Mobility documents are automatically emailed to the Sending Organisation- instructions for completing the document are attached 3 The Sending Organisation completes sections 1 to 4 of the Europass Mobility Document (where it has not automatically been completed as part of the online registration) The Sending Organisation sends the Europass Mobility Document to the Host Organisation and the individual participants take part in the mobility programme. 4 5 1 2 6 7 2 1 Europass Mobility
  • 114. Europass Certificate Supplement • A supplement to a vocational qualification certificate • Specific to the qualification rather than the individual • Can be issued in paper format on graduation, or made available from an online database • Provides additional information on the qualification, in particular: • Content, key skills and grading, • Level with in the NQF and information on the issuing awarding body, • The function of the qualification and any professional status. • Aids recognition of qualifications • Helps employers and education providers understand the level and content of qualifications
  • 115. ECVET – the European Credit System for VET Learners’ Personal Transcript (Europass)Validation of LOs Recognition of LOs Accumulation of LOs Learning Agreement (based on units of Learning Outcomes (LOs)) Memorandum of Understanding (agreement between competent institutions) VET programme in the UK Assessment of LOs Credit for LOs Placement in the Netherlands
  • 116. ECVET: the building blocks • Learning outcomes: Statements of what a learner knows, understands and is able to do on completion of a learning process • Unit: Components of qualifications. A coherent set of knowledge, skills and competence that can be assessed and validated • Credit: For units which have been assessed, and which can be accumulated towards a qualification or transferred to other learning programmes or qualifications ECVET is based on…
  • 117. ECVET steps for mobility From http://www.ecvet-toolkit.eu (2013)
  • 118. ECVET tools for recognition
  • 119. Questions? Katherine Latta Head of European Programmes, UK NARIC katherine.latta@naric.org.uk For further information and guidance: www.naric.org.uk www.europass.org.uk www.ecvet.org.uk www.ecvetexperts.org.uk
  • 120. Erasmus+ UK Programme Impact Assessment Steven Murray Erasmus+ Impact Assessor
  • 121. 1. What is Impact Assessment? 2. Impact Assessment at the NA 3. NA Impact Assessment and Projects Overview
  • 122. What is Impact Assessment?
  • 123. • The process of examining the effect of a Programme or activity on individuals, organisations or society. • These effects may be positive or negative, intentional or accidental, short or long-term. • Assessing Impact allows us to judge whether an intervention has been successful, to what extent and in what way. What is Impact Assessment?
  • 124. NA Impact Assessment Activities
  • 125. • Logic Model & Indicator Framework • Research & Evaluation projects • Programme statistics • Cooperation with other NAs and the EC Impact Assessment at the NA
  • 126. “…a systematic and visual way to present and share your understanding of the relationships among the resources you have to operate your program, the activities you plan, and the changes or results you hope to achieve.” Source: W.K. Kellogg Foundation What is a Logic Model?
  • 128. • An essential part of the Logic Model. • Demonstrates how we will measure outputs, outcomes and impacts. • Clearly demonstrates the [assumed] links between outputs, outcomes and impacts. • Allows us to build a clear picture of, and track, the intended impacts. • Helps identify potential gaps in our evidence gathering. Indicator Framework
  • 129.
  • 130. NA Impact Assessment & Projects
  • 131. • Projects are expected to measure their own impact but they’re not required to do additional activity specifically for National Agency Impact Assessment activities. • We would like you to align your Impact Assessment with the UK Erasmus+ Logic Model and Indicator Framework where possible. • We may ask you to share your Impact Assessment reports with us or to participate in some of our research projects. Impact Assessment & Projects
  • 132. • Online information & resources at www.erasmusplus.org.uk – UK Erasmus+ Programme Logic Model and Indicator Framework – Programme statistics – Reports & research tools – Links to research and evaluation resources Impact Assessment & Projects
  • 134. Steven Murray Erasmus+ Impact Assessor T: 0845 199 2929 E: steven.murray@uk.ecorys.com Contact Details
  • 136. Promotion and dissemination • Congratulations on starting your successful project • How we can help? • National Agency communications resources and activities.
  • 138. How we can help • Showcase your project case studies • Feature these in our newsletters and publications • Help promote them on Twitter, Facebook, YouTube and more.
  • 139. 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
  • 140.
  • 141. 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
  • 142. Community events and webinars Learning Networks Annual Conference Support webinars