This presentation was delivered at the 2016 Call start-up event for Key Action 1 school staff mobility projects.

1. Key Action 1
Schools Staff Mobility Project
(KA101 Projects)
September 2016
@erasmusplusUK

2. Agenda
• Details of your Grant
• Project Management
• Impact and Dissemination
• School Education Gateway
• Mobility Tool+
• Monitoring, Reporting and Compliance
• How eTwinning can benefit your project

3. Staff Mobility
Teachers
School Leaders
Other School Education Staff
Teaching
Assignments
Abroad
Staff Training
Structured courses
Training Events
Job shadowing
Observations in Partner School
What has your school
been funded for?

4. POLL

5. Managing your Grant & Contract

6. Grant Agreements
Type:
• Mono-beneficiary agreements
• The applicant becomes the single beneficiary of the agreement
• Structure:
• Part I: Special Conditions (Tailored to your project)
• Part II: General Conditions (Fixed) on our website
/erasmus-grants
• Annexes (Integral part of Grant Agreement)

7. Part 2: General Conditions
Specific Articles of the Grant
Agreement
• Part 2 of your grant agreement can be
found under the grants section of our
website
• Part II General Conditions Mono-
beneficiaries GA

8. Grant Agreement Annexes
• Annexes:
• Annex I: Description of the Project
• Annex II: Estimated budget
• Annex III: Financial and Contractual rules
• Annex IV: Rates applicable for unit costs
• Annex VII: Bank Details

9. POLL

10. Article I.2 Entry Into Force Of
The Agreement And Duration
• Grant Agreement is a legal document between UK
National Agency and your school (it is a contract) and
is valid once it is countersigned by the UK National
Agency (British Council)
• 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.
• Any activity that takes place outside of the project
start and end date will be deemed ineligible.

11. Payment Structure

12. Grant Payment
• Grants are paid in Euros (€)
• Final payment: Once you submit your final report.
Should it pass the quality threshold you will receive final
payment after 60 days of submitting your final report.
• If the total amount of received payments is larger than
the contracted grant amount you will receive an invoice
for sums owed.
• One /Two Year Projects
• 70% Pre-financing payment
• 30% Final payment

13. Article I.4 – Reporting and
Payments
• 1st pre-financing payment within 30 days of counter-
signed contract
• Final reports should be submitted within 60 days of your
project end date
• Payment of the balance/refund within 60 calendar days
on receipt of the Final report
• All reporting takes place on the Mobility Tool+. We send
you information when it is available for you to use

14. Budget Structure

15. Article I.3 Maximum Amount and Form of the
Grant
• This section details your maximum amount of
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

16. Grant Budgets
• Grant agreements are final - budgets can not be
increased during the project
• Budget categories and funded amounts are found in
Annex II of your grant agreement
• Rules of budget transfers are in Article I.3.3 of your
agreement. – to be discussed later
• Please read grant agreements and annexes
carefully!

17. Types of Costs
• Unit Costs (lump sums/fixed rates):
• Organisational Support
• Travel
• Individual Support
• Course Fees
• Actual Costs (real costs):
• Special Needs Support
• Exceptional Costs
Rates can be
found in Annex
IV: Applicable
rates

18. Budget Categories
Budget items Examples
Organisational
Support
Costs directly linked to the implementation of mobility activities (excluding
subsistence for participants), including preparation (pedagogical, intercultural,
linguistic), monitoring and support of participants during mobility, validation of
learning outcomes.
Travel
Contribution to the travel costs of participants, including accompanying persons,
from their place of origin to the venue of the activity and return.
Individual
Support
Costs directly linked to the subsistence of participants, including accompanying
persons, during the activity
Course Fees Costs directly linked to payment of fees for the enrolment in courses.
Special Needs
Support
Additional costs directly related to participants with disabilities and accompanying
persons(including 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").
Exceptional
Costs
Costs for providing a financial guarantee, if the National Agency asks for it.

19. Article II.16 – Eligible Costs
• Activity within eligible period - project start & end date
• Costs must be Necessary for implementing the Project
• No overlap between unit costs and actual costs
• Must be evidenced by supporting documentation as
detailed in grant agreement

20. Article II.16.5 Ineligible costs
• Activity outside the contract period (project start + end
date)
• Losses on exchange rates
• Bank charges and interest
• Placements to countries not participating in the
programme
• Activities not covered your grant agreement
• Double funding
• Additional examples in your agreement. Please check!

21. 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.

22. Recap: Budget Transfers
Organisational Support
Organisational Support
Travel
Individual Support
Course Fees
Special Needs Support
Travel
Individual Support
Special Needs Support
Organisational Support
Up to 100%
Can not transfer to this category
Even if no funds were requested for SNS

23. Recap: Budget Transfers
In any case the following categories are more or less based
on a per mobility basis:
• Organisational Support (flat rate per participant)
• Travel (flat rate according to distance)
• Individual Support (daily rate)
So effectively if the person travels as planned you will be
entitled to all the above to carry out the mobility. You could
almost treat them as one combined budget to carry out the
activity.

24. Supporting
Documentation

25. Article II.16.2 - Supporting
Documentation (Unit Costs)
• Your grant agreement details exactly what information
your are required to keep to evidence your expenditure
for each budget category
• the units must be actually used or produced within your
project start and end date.
• the units must be necessary for implementing the Project
or produced by it;
• the number of units must be identifiable and verifiable
supported by records and documentation (supporting
documentation)

26. Budget Categories - Reminder
Organisational Support Unit Cost
Travel Unit Cost
Individual Support Unit Cost
Course Fees Unit Cost
Special Needs Support Actual Cost (Real)
Exceptional Costs Actual Cost (Real)

27. Annex III (1.1)- 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 a unit contribution as
specified in Article II.16.1.

28. Annex III (1.2 C) - Supporting Documentation
Organisational Support – UNIT COST
• Narrative in final report and certificate of attendance
per participant
proof of attendance of the activity abroad in the form of a declaration
signed by the receiving organisation specifying the name of the
participant, the purpose of the activity abroad, as well as its starting and
end date.

29. Annex III (1.2 D) - Supporting Documentation
Course Fees – UNIT COST
• Certificate of Attendance and Invoice
proof of enrolment in the course and of payment of a course fee in the
form of an invoice or other declaration issued and signed by the course
provider specifying the name of the participant, the name of the course
taken as well as the start and end date of the participant's participation
in the course

30. Annex III (1.2 A+B) - Supporting Documentation
Travel and Individual Support – UNIT COST
• Certificate of Attendance
For travel taking place between the sending organisation and the receiving
organisation: proof of attendance of the activity abroad in the form of a
declaration signed by the receiving organisation specifying the name of the
participant, the purpose of the activity abroad, as well as its starting and end
date;
• Certificate of Attendance and Further Proof of Travel (If
applicable)
In exceptional cases 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 change of distance band, the
actual travel itinerary shall be supported with travel tickets or other involved
specifying the place of departure and the place of arrival.

31. Article II.2 (A) - Supporting Documentation
Special Needs Support – ACTUAL COST
• 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.

32. Article II.2 (B) - Supporting Documentation
Exceptional Costs – ACTUAL COST
• In the case of the costs for travel for participants from
outermost regions and OCT’s proof of payment of the related
costs on the basis of invoices specifying the name and
address of the body issuing the invoice, the amount and
currency, and the date of the invoice.

33. Supporting Documentation
• Please check your grant agreement carefully.
• You will be required to upload supporting documentation
as evidence for unit costs.
• If you do not have evidence for unit costs, they may be
removed from your final payment.
• Please make sure supporting documentation matches
the information you input into the activities sections of
Mobility Tool+.

34. POLL

35. Article II.27 Checks and Audits
• Beneficiaries subjected to technical and Financial checks
or audits in relation to the use of the grant. (by NA, EC,
mandated bodies, OLAF)
• 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

36. Article II.15 – Force Majeure
• II.15.1 A party faced with force majeure must send a formal
notification to the other party without delay, stating the nature
of the situation or of the event, its likely duration and
foreseeable effects.
• II.15.2 The parties must take the necessary measures to limit
any damage due to force majeure. They must do their best to
resume the implementation of the action as soon as possible.
• II.15.3 The party faced with force majeure may not be
considered in breach of its obligations under the Agreement if
it has been prevented from fulfilling them by force majeure

37. Article I.1.1 – Supporting Participants
In accordance with the documents provided in Annex V, you
can:
• Either transfer the financial support for the budget
categories travel / individual support / course fees in full
to the participants
• Or provide the support for the budget categories travel /
individual support / course fees to participants in the form
of the provision of the required
travel/subsistence/courses.

38. Article I.8.1 – Mobility Tool+
The coordinator must make use of the web based Mobility
Tool+ to record all information In relation to the activities
undertaken under the project and to complete and submit
the final report.
At least once a month during the mobility project, the
beneficiary must encode and update any new information
regarding the participants and the mobility activities.
Not optional!

39. Overview of types of Checks
Check
Final reports
Desk Checks
On-the-spot – during implementation
Monitoring visits – in conjunction with an on-the-spot check
Audit visits performed by European bodies

40. • Be proud to have received funding!
• Beneficiaries are obligated to acknowledge the
contribution of the European Union programme funding.
• There are two Commission documents with guidance on
displaying the European Union emblem.
Article I.10 Visibility of Union Funding

41. Article I.5.2 – 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

42. Amendments can be broken down into 2 groups
Amendments to the Agreement
Change Requested
Permitted
Not PermittedFormal Notification
(project change)
Significant change
(formal request)
Contact person X
Legal signatory X
Bank details X
Organisation name
(Legal Status!)
X
Participant/ accompanying
person flows
X X
European partner X
European country X
Beneficiary organisation X
UK consortium X

43. Impact and Dissemination

44. Impact
Assessment

45. Erasmus+ funding
• Erasmus+ Programme has clear objectives and desired
outcomes
• Since the global economic crisis in 2008, public sector
finances in Member States across Europe have been
under pressure.
• In this context, the importance of demonstrating the
purpose and value for money of public spending is vital.

46. What is Impact Assessment?
• Measuring Impact is about ensuring that activities are targeted at an
identified need and measuring how effective they are at meeting that
need.
• The process of examining the effect of a Programme or activity on
individuals, organisations or society.
• These effects may be positive or negative, intentional or accidental,
short or long-term.
• Assessing Impact allows us (and you) to judge whether an
intervention has been successful, to what extent and in what way.
• You should be discussing impact in your final reporting. The more
information you have the better.

47. French and Spanish teachers from an MFL department have
attended an immersion course to improve their Spanish language
skills. They have also undertaken job shadowing opportunities at an
MFL department in France to learn new innovative ways of
delivering language lessons.
What results would be seen as tangible and intangible results
following this mobility?
Tangible Results Intangible Results
Spanish is now offered at post 16
level as teachers able to deliver
higher level lessons
Students have said that language
lessons are more fun
French GCSE grades improve in
the two years following the
Erasmus+ project
The MFL Department’s classes are
now more interactive
More teachers from the department
can now deliver Spanish lessons up
to year 9
Teachers are using different
resources to help deliver more
cultural focussed lessons

48. Erasmus+
beyond mobility
and project
Sharing your success

49. In house
• Continuation of personal development
• Share knowledge and experience
• Up skilling other Teachers / Department / School
• Share experiences
• Inset day
• Training session
• Job Shadow
• Be observed
• Presentation
• Mentor / One to One

50. Local / National / Going global?
Continue personal development and showcase your
school’s best practice!
• Host training session or event for external
professionals / stakeholders
• Offer Job Shadow at your school
• locally, nationally or internationally (advertise on
School Education Gateway and eTwinning)
• Small Teaching Assignments
• Mentor / One to One professionals at other schools

51. Teacher who delivers
science lessons in
innovative ways
Based in France
Department at
School
Receive best practice
training from UK
Teacher during inset
day
Teachers from
other local
schools
Job shadow teacher
upon return from
France
Teachers from
other EU countries
KA1 application for
Job Shadow UK
school in 2017
UK Teacher
Job Shadows in France
and learns best practice

52. Celebrating
your success

53. 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

54. 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.

55. 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

56. Mobility Tool+

57. Reports
• Beneficiary report
• Submitted after the end of the project
• Covers qualitative and financial information
• Accessed from the Mobility Tool+
• Online Submission
• Participant reports
• Covers feedback from the participant about their experiences
• Generated by the Mobility Tool+
• Completed online via EU Survey
• 100% submission requirement

58. 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.
• 41 – 50 points – 25% reduction of the grant
• 26 – 40 points – 50% reduction of the grant
• 0 – 25 points – 75% reduction of the grant

59. What is the MT+?
Mobility Tool+ is an online system for management of
mobility projects that received an EU grant under the
Lifelong Learning and Erasmus+ Programmes.
MT+ will be used to:
• provide all the information about projects,
• identify participants and mobilities,
• complete and update budget information,
• generate and follow up participants reports,
• generate and submit interim and final reports to the
National Agency.

60. Accessing the MT+
• Accessed through ECAS
• Use our step by step guide!
• Mobility Tool+ User guide
• 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

62. Add mobility info

64. Narrative Report

65. Annexes and DOH

66. What happens if my final
report does not score the
minimum of 50 points?

67. If your final report is awarded less than 50 points out of 100
the UK 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.
Please note that the following information is for guidance
only and may not represent the true reductions made.
Reductions will be made on a case by case basis.
41 – 50 points – 25% reduction of the grant
26 – 40 points – 50% reduction of the grant
0 – 25 points – 75% reduction of the grant

68. Can I submit my final report
before the project end
date?

69. You should not submit your final report until after
your project end date. The final report should
reflect the activities of the whole project duration,
from project start date to project end date. Please
note that submitting a final report early will not
trigger an earlier final grant payment.

70. What happens if I submit my
report late

71. If you do not submit the Interim or Final Report by
the specified deadline in your grant agreement, the
UK National Agency will send a formal reminder.
If you do not submit the required documentation
within 30 days from the date when the reminder
has been sent, the UK National Agency has a right
to terminate the contract and request a return of
the full amount granted to the beneficiary.

72. What happens if I don’t have
supporting documentation

73. Failure to provide supporting documentation as
evidence for costs could relate in the associate
costs being removed from the project budget.
Please check your grant agreement carefully to
ensure that all required supporting
documentation is annexed correctly in the final
report on Mobility Tool+.

74. When will I receive my final
grant amount payment?

76. Article I.8.2 Erasmus+ Project Results Platform
The beneficiary may use the Erasmus+ project results
platform to disseminate project results, in accordance with
the instructions provided therein.
http://ec.europa.eu/programmes/erasmus-plus/projects/
Optional for Key Action 1.

77. School
Education
Gateway

78. 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

80. 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)

82. eTwinning

83. POLL

84. What is eTwinning?
eTwinning is a free online community for schools in Europe
which allows you to find partners and collaborate on
projects

85. eTwinning and Erasmus+
• Start, collaborate, grow and extend your school
partnership
• Partner finding
• Prepare outgoing staff
• Impact and dissemination
• Get children involved in your project
• Keep in contact with teachers abroad
• Access to professional development and further funding

86. Find out more
• www.britishcouncil.org/etwinning
• www.etwinning.net
• @etwinninguk
• eTwinning Impact Report :
http://www.britishcouncil.org/etwinning/what/w
hy

87. www.britishcouncil.org 97
Bring the world into
your classroom

88. www.britishcouncil.org 98
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

89. www.britishcouncil.org 99
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

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

91. Questions?
If you have a microphone and
would like to ask a question
verbally
please raise your hand.

92. What support do we provide

93. Self Access Support
Reporting and Mobility Tool+
• Mobility Tool+ quick start guide for Key Action 1 School
staff mobility projects (422 KB)
• Mobility Tool+ guide (352 KB)
• Completing beneficiary reports in the Mobility Tool+
• Hints and tips sheet
• Website

94. 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

95. Community Events and Webinars
Learning Networks
Annual Conference
Support webinars
Sector Specific Events

96. Erasmus+ website
www.erasmusplus.org.uk

97. 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

98. 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

99. Remember ….
• Read your Grant Agreement and Annexes carefully
• Involve other members of staff in the project
management and application
• If possible, keep grant funds in a separate account
• Keep everything, record everything!
• Don’t leave things until the last minute before
deadlines

100. • 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
• Comply with your Grant Agreement, Annexes and
Programme Guide
Remember ….

101. 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