This document provides information about the Erasmus+ 2017 KA1 Convention for VET and Adult Education. It congratulates attendees on the high demand and competition for 2017 funding. It outlines the purpose of the convention in providing practical information, networking opportunities, and sharing of best practices. Statistics on funding requests and allocations are given. The document also looks ahead to the status of Erasmus+ in the UK after Brexit, upcoming events like VET Week, and the ErasmusPRO program in 2018. Information is provided on joining the ECVET Community of Practice and the project lifecycle and responsibilities of beneficiaries and coordinators.

1. Erasmus+ 2017
KA1 Convention
VET and Adult
Education

2. Congratulations!
 Most competitive
funding round to date
 40,880,329.08 Euro
requested
 26,635,267.00 Euro
allocated

3. Purpose of the Convention
 Practical information on key areas and tools necessary
for delivering a high quality project
 Opportunity to network with other delegates and the
NA as well as sharing success stories and best practice
 Webinar 1: 6 July 2017

4. 2017 Funding Review
 High demand for KA1 VET & AE funding in 2017
 Reserve list for Adult Ed
 First ever reserve list for VET
 Focus on improving quality
year on year

5. Looking Ahead
 Status of Erasmus+
• UK continues to be a full
member of the EU.
 VET Week (20-24 Nov)
• improve the attractiveness
and image of VET.
 ErasmusPRO (2018 Call)
• long-term VET mobility (3
to 12 months).

6. ECVET Community of Practice
 The UK Team of ECVET Experts is looking for new
team members to join it’s Community of Practise (CoP)
 Being a member of CoP is the opportunity to steer the
development and use of ECVET throughout the UK
 CoP will soon be exploring challenges faced by
practitioners in promoting ECVET in their organisations.
Interested in being involved? Please contact evetexperts@ecorys.org.uk for
more information!

7. Next steps and Project Lifecycle

8. Contracting

9.  Is a legally binding contract between you and the UK
NA
 Outlines contractual requirements and financial
regulations
 Contains details about your project including activities
you are contractually obliged to undertake
 Contains template documents to use with participants
of which some are a contractual requirement
Your Grant Agreement

10. Your Responsibilities
Beneficiary
 Familiarise yourself with your
Grant Agreement
 Ensure your project activities
are eligible
 Inform the NA of any
changes
 Keep all necessary
documents
 Use the IT tools
 Submit reports in line with
your Grant Agreement
Consortium coordinator
 Communicate eligibility
requirements to UK
consortium partners
 Act as a liaison between NA
and UK consortium partners
 Ensure UK consortium
partners keep Participant
Portal and documents up-to-
date

11. Project Lifecycle

12.  Project
Management
 Promotion
 Selection
 Preparation
 Partner
Management
 Placement
Planning
 Monitoring
 Recognition of
learning
 Reporting
Where do you Start?
PLUS MORE!

13. Project Lifecycle
Project
management
Mobilities Follow-up

15. Project Management and Compliance

16. Project
monitoring
Financial
evidence
Managing
change

17. Managing Project Changes
 Changes included in the Grant Agreement
• Budget transfers – article I.3.3
 Changes not included in the Grant Agreement
• Minor changes like contact details
• Significant changes like replacing partners

18. Amendment Examples
 Read the contract amendment request on your table
 Discuss whether or not you would approve it
 Consider the UK NA assessment guidance
 5 minutes

19. Approve or Reject?
Scenario A: Reject
• not enough information on the
issues with the current partner (what
do “organisational changes and
changing capacity” mean?)
• not clear what the beneficiary has
done to try and combat these issues
• unclear whether the partner has
officially requested to withdraw or if
in fact the beneficiary has made the
decision
Scenario B: Reject
• reason given for new target groups
(“staff changes”) not explained
• not clear what the beneficiary has
done to try and resolve issues
• no information about new target
group (e.g. how they will be
supported, whether existing partner
can offer appropriate activities)
• no details on activities planned for
the additional week
• no details on changes to duration of
AP mobilities - safeguarding

20. NA Project Monitoring
What? When? Timeframe
Reports and
Deadlines
Objectives
Mobility Tool+
Ongoing during
Action
Contact in case of
issues
n/a Monitor progress
Emails/Calls
Quarterly during
Action
PO & beneficiary to
agree date in
advance
Follow up email with
action points within 2
days
More in depth monitoring of
progress and possible issues
Monitoring Visits During Action 1 month notice
Report with
recommendations and
action points within 30
days; 30 days for
comments
Monitor project progress
Offer support and guidance
Identify and gather best
practices & case studies
On the Spot
Checks
During Action 2 weeks notice
Same as Monitoring
Visit
Check if the activities undertaken
are in line with the applicable
rules
System Checks
During & After
Action
1 month notice
Same as Monitoring
Visit
Analysis of procedures and
systems
On-the-spot Check after the
action

21. Financial Management
• KA1 funding is calculated on a per participant basis
• Financial management and evidence must be on a per
participant basis
• EC audits have revealed inconsistencies from
Leonardo Mobility where participants have not
received all subsistence funding
• NA checks during project visits have revealed missing,
incomplete, inappropriate evidence

22. Templates for Receipt of Funding
• The UK NA has developed a new template to help you
record and evidence receipt of individual support for
participants
• Based on issues identified during visits and best
practice from beneficiaries

23. Workshops

24. Budget Transfers
Workshop

25. KA1
Grant
Organisational
support
Individual
Support
Travel
Linguistic
support (VET)
Course fees
(AE)
Special Needs
Exceptional
costs

26. 2017 Budget Transfers
Budget from Budget to Maximum %
Applicable
field
Organisational support
Travel and/or individual support for
VET learners, VET/AE
staff/accompanying persons and
course fees (AE)
100% VET & AE
Linguistic support
Travel and/or individual support for
learners
50% VET
Travel and individual support for staff
Travel and individual support for
learners
100% VET
Travel and individual support for
learners in companies/VET schools
Travel and individual support for
learners in VET schools/companies
100% VET
Travel/ individual support/course fees
(AE) for staff
Travel/ individual support/course
fees (AE) for staff
50% VET & AE
Travel/ individual support for learners
Individual support/travel for learners 50% VET
All budget headings Special needs support Actual costs VET & AE

27. Example:
Sending more participants
Example: Originally sending 10 learners to Spain for 14
days. Due to high quality recruitment, 12 learners have
been identified for selection for mobilities.
Budget Heading Unit Cost Total budget
Organisational
Support
€ 350 € 3,500
Travel € 180 € 1,800
Individual Support € 84 € 11,760

28. Sending more participants
€ 11,760
€ 1,800
€ 3,500
Organisational
Support
Travel
Individual
Support
 € 2,352
 € 2,712
 € 360

29. Budget
Heading
Unit Cost
Original
budget
Updated
budget
Organisational
Support
€ 350 € 3,500 €788
Travel € 180 € 1,800 €2,160
Individual
Support
€ 84 € 11,760 €14,112
Sending more participants:
Final Budget

30. Mobility Tool+
Workshop

31. What is Mobility Tool+?
 Mobility Tool+ is the online management and reporting
system for all projects awarded a grant under the
European Commission’s Erasmus+ Programme
 Updating Mobility Tool+ once a month is a contractual
requirement for all Erasmus+ Key Action 1 VET & AE
projects
 Mobility Tool+ allows you to manage your mobilities
and budget.
 Allows the National Agency to monitor your project.

33. Importing and
Reporting

38. Dissemination and
Communication Resources

39. Erasmus+ Website
www.erasmusplus.org.uk
 Manage your grant section
for information on
managing your Erasmus+
project
 Promotion and
dissemination page
 EU emblem guidance
 Case studies
 Community section

40. 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.

41. 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

42. Connecting with us
Follow us on Twitter: @erasmusplusuk
Like us on Facebook:
www.facebook.com/ukerasmusplus
Watch our YouTube channel:
www.youtube.com/erasmusplusuk
Follow us on Storify:
www.storify.com/erasmusplusuk

43.  European Commission website:
https://ec.europa.eu/programmes/erasmus-
plus/anniversary_en
 UK webpage:
https://www.erasmusplus.org.uk/30-years-of-erasmus
 UK promotional materials
 Photo competition
 Annual conference, 11 October
 Exhibition at Spring Gardens
30 Years of Erasmus+

44. Projects in the news
• Each month we collate
Erasmus+ projects featured in
the news using Storify
• Download and use our press
pack to help you put together a
press release and showcase
your organisation’s successes
• Let us know about your media
coverage through social media
so we can help promote further!
www.erasmusplus.org.uk/projects-in-the-news

45. Community Events

46. Navigating
the OLS

47. Logging onto the OLS
• Login: OLS contact person receives automated email
from OLS confirming login details (May-July 2017)
• Manage Secondary Contact Person(s)

48. Beneficiary Homepage

49. …and what it should look like now

50. Allocating Assessment Licences

51. Allocating Assessment Licences

52. Allocating Course Licences

53. Re-sending Licences
 If participant has missed deadline for starting
assessment or course
 From “Expired Licences” tab
 Only possible if assessment/course not started:
 If licence started, it is “lost”
 Also possible to cancel invitations for assessment
licences (e.g. if incorrect language has been selected)
 From “Licences Usage per Participant” tab
 Only possible if assessment not started

55. Monitoring Licence Use

56. What does an Assessment
look like?
 Consists of 70 questions
 Takes 40 to 50 minutes
 Adapts to language level and answers given
 Covers:
• Grammar
• Vocabulary
• Key Communicative Phrases
• Listening comprehension
• Reading comprehension

58. What does a Course look like?

61. Additional Features
(DE, ES, FR, IT and NL only)

62. Top Tips and Common Problems
 Participants to enter correct mobility start and end
dates
 Changes to activities: contact the NA well in advance
so additional licences can be allocated if necessary
 Select licences for correct project – don’t mix fields or
Call years
 Show OLS to participants during preparation
 Clearly justify the reason for any unused licences in
your report to the NA

63. Tools, Help and References
 http://www.erasmusplusols.eu
 Beneficiary user guide and Technical Q&A
 Mobility Participant user guides to assessments and
courses
 Online technical helpdesk
 Presentations, flyers, videos and other useful documents

64. Impact and Evaluation

65. Impact+ Tool
Part of the Impact+ Exercise

66. Impact
1
• Needs of participants and stakeholders
• Relevance of the project
2
• Project objectives: against which you will
evaluate the success and measure the impact of
the project
Defined in the Programme Guide as:
The potential impact of the project on participants, beneficiaries, partner
organisations, at local, regional and national levels and the quality of
measures aimed at disseminating the results of the mobility project at
faculty and institution levels, and beyond where applicable, in both the
programme and partner countries.

67. Impact
Dissemination
Evaluation

68. Evaluation
START: Baseline to measure
progress against
DURING: to evaluate and improve practices
and procedures as you progress through the
project
AFTER: mid-term and long
term expected outcomes

69. Impact and Evaluation Tools
Evaluation
plan/strategy
– Impact+ tool
Participant
self-evaluation
form
Set KPIS with
staff
Participant/
beneficiary
questionnaires
Online
Linguistic
Support (OLS)
baseline test
Discussions
with
participants
and partners
Log book
completion
Scheduled quality control
meetings to analyse
feedback and set actions
for improvement
Specific plans to
capture long-term
impact
Evaluation of
learning cascaded
to others upon
return
EU participant
questionnaires on
MT+
OLS test

71. Dissemination
Local
Sector
stakeholders
Regional
Wider
networks
European /
International
Host
partner(s) /
Consortium
partners
National
Participants
INSIDE
participating
organisations
OUTSIDE
participating
organisations

72.  Annex I of your Grant Agreement
 Information at:
https://www.erasmusplus.org.uk/promotion-and-
dissemination
 Video on using the EU and EC’s Erasmus+ emblem and
different templates in formats JPEG, PNG and EPS
 Press Pack: press release user guide, press release
template, factsheet with tips, etc.
Promotion and Dissemination

73. EPRP
 Stands for the European Project Results Platform
 The platform is a useful tool for beneficiaries to
disseminate the outcomes of your project.
 Features an online map of over 71,000 Erasmus+
projects from across Europe to help find partners,
source project ideas and support networking.
 More information and introductory video at
https://www.erasmusplus.org.uk/news/new-
features-for-the-erasmus-project-results-
platform

74. Why are they important?
 Internal motivation: have you made a difference?
 Reporting purposes:
• monitoring calls
• monitoring visits
• Interim report
• Final report
• NA’s reporting

75. Issues in Final reports
 Information is a duplicate of application form
 Lack of detail
 Impact on partners and wider stakeholders not
explored
 No detail on long-term impact or plans to capture
mid-long term impact
 How was the evaluation used?

76. Reporting

77. Types of Report

78. Final Reports
 Must be submitted within 60 days of end date.
 Report assessed on quality and expenditure.
 Submitted alongside a Declaration of Honour
 Contractual requirement

79. Final Report Content
You also need to give:
• A Project summary
• Description of project objectives
• Description of project management and activities
• Information on learning outcomes, impact and dissemination
• Participant organisation
information
• Participant numbers,
types of mobility
• Learning recognition
• Grant amount and
expenditure

80. Supporting Documents
 Certificates of attendance
 Linguistic support evidence
 Course fee evidence
 Proof of special needs support: Invoices for any
related actual costs

81. Final Report Assessment
 Quality Assessment
• Scored out of 100
• Poor quality can result in a reduced grant
• Ensures all costs are eligible
• Checks travel bands against Distance Calculator
http://ec.europa.eu/programmes/erasmus-
plus/tools/distance_en.htm
 Financial Assessment

82. Interim Reports
 Not required for all projects
 Usually submitted as a request for the next grant payment
 Currently in Word format, expected to be integrated into
Mobility Tool+
 Report due at halfway point of project
 Article 1.4 of Grant Agreement for further information

83. Progress Reports
 Not required for all projects
 Usually submitted as a request for the next grant payment
 In Word format and will be sent to you by your Project
Officer
 Report due after first quarter of project
 Article 1.4 of Grant Agreement for further information

84. Participant Reports
 Required from all learners and staff who participate in
mobilities
 Link sent by Mobility Tool+ at end of mobility
 100% Participant report submission is a contractual
requirement. Missing reports will result in a reduction to
final grant amount.

85. The Erasmus+ Project Results
Platform
 http://ec.europa.eu/programmes/erasmus-
plus/projects/
 The summary of the project you gave within your
application is used on the Platform as the description
of your project that the general public can see when
they access it. Anyone can access the platform and
search for projects, or for results, therefore it’s a really
useful tool for you to use to promote the outcomes of
your project and build on your project’s dissemination.

86. Hints and Tips
 Keep the Mobility Tool+ updated
 Contact your Project Officer if there are any project or
organisation changes
 Have up-to-date details for all participants
 Keep on top of project documentation
 Plan ahead!

87. Final thoughts
 Webinar: 6 July 2017
Helpline: +44 (0) 121 212 8947
Email: erasmusplus@ecorys.com
www.erasmusplus.org.uk
@erasmusplusuk
www.facebook.co.uk/ukerasmusplus