View our presentation from our 2017 start-up workshop: Strategic Partnerships for Exchange of Good Practice

1. 2017 Start-up workshop
Strategic Partnerships
for Exchange of Good
Practice (KA219)
#eplusstartup

2. Erasmus+

3. The UK National Agency
• The Erasmus+ UK National Agency is a partnership
between the British Council and Ecorys UK
• Higher education
• Schools
• Youth Key Actions 2 and 3
British
Council
• Vocational education and training
• Adult education
• Youth Key Action 1
Ecorys
UK

4. The Role of the National Agency
• To promote the Erasmus+ programme in the UK
• To provide information, advice and guidance
• To manage project assessment and selection
• To make payments to projects and conduct audits
• To undertake on- going monitoring of projects
• To disseminate and exploit results

5. The Role of the Beneficiary
• Responsible for project implementation, monitoring,
reporting
• Ensuring a strong, committed project is in place
• Ensuring placement content is relevant and objectives
defined
• Ensuring appropriate participant selection, preparation,
support, and contractual systems in place
• On-going evaluation
• Wide dissemination of results

6. The Role of the Partnership
• To ensure that your project achieves the results outlined in
your application.
• To establish necessary measures to deal with any
possible issues or conflicts within your partnership.
• To clearly define roles and responsibilities of partners
early on in the project.
• The National Agency is unable to intervene to solve
partner issues or conflicts.

7. Managing your Grant & Contract

8. How many countries were eligible
to take part in Key Action 2 for
Schools only projects?

9. Article I.6.2 – Communication details of
the NA
• Any communication addressed to the NA shall be sent to the
following address:
Erasmus+ National Agency
British Council Wales
1 Kingsway
Cardiff
CF10 3AQ
E-mail address: erasmusplus.applications@britishcouncil.org

10. Grant Agreement

11. Grant Agreements
Type:
• Mono-beneficiary agreements
• The school becomes the single beneficiary of the agreement
• Each school contracts with their own National Agency, gets
their own contract and own payments
Structure:
• Part I: Special Conditions (Tailored to your project)
• Part II: General Conditions (Fixed and on our
website)
• Annexes (Integral part of Grant
Agreement)

12. Part 2: General Conditions Specific
Articles of the Grant Agreement
Part 2 of your grant agreement can be found under the manage
your grant section of our website
Schools only partnerships
Part II General Conditions Mono-beneficiaries GA

13. Grant Agreement Annexes
Annexes:
• Annex I General Conditions
• Annex II Description of the Project; Estimated budget of the project
• Annex III Financial and contractual rules
• Annex IV Applicable rates
• Annex VIII Bank Details

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

15. What documents do you need
to send back to us in order to
trigger the first payment?
In order to trigger the first payment of the
grant you will need to send back to us:
• 2 physical copies of the Grant
Agreement
• The bank details form

16. Validity and duration of the Grant
Agreement
Grant Agreement is a legal document between UK National
Agency and your school (it is our contract) and is valid once it is
countersigned by the UK National Agency British Council.
The earliest projects start date is on 1 September 2017
The latest project start date is 31 December 2017
Projects must end no later than 31 August 2020
Projects can last from a minimum of 24 months with a maximum
of 36 months. This is detailed in your grant agreement.

17. Article I.2 Entry Into Force Of The Agreement
And Duration
• This section details your project start and end date.
• All activities must take place within these dates for
them to be eligible for Erasmus+ funding. Any
activities that take place outside of the dates specified
in your grant agreement will not be eligible for
funding.

18. What currency is used to pay
grants to your school?
All payments issued by the National Agency
or any discussions about funding between
yourself and the National Agency, including
reporting, will be made in Euros.

20. Article I.3 Maximum Amount and Form of the
Grant
• This section details your maximum amount of your grant
• This amount cannot be increased
• This amount could be reduced following reporting if you do
not carry out activities that you were funded to do.

21. Article I.3.3 Budget Transfers
• Budget transfers (for which no amended Grant Agreement
is needed).
• Project objectives agreed at application stage still need to
be met in line with the budgets for which you have received
funding.
• For any budget transfer queries, please contact
erasmusplus.applications@britishcouncil.org.

22. Grant Budgets
• Grant agreements are final - budgets cannot be
increased during the project
• Budget categories are found in Annex II
• Rules of budget transfers are in Article I.3.3 of your
agreement.
• Please read grant agreements and annexes carefully!

24. Expenditure &
Ineligible Costs

25. Article II.19.4 Ineligible costs
• return on capital and dividends paid by the beneficiary;
• provisions for losses or debts;
• interest owed;
• exchange losses;
• costs of transfers from the Commission charged by the bank of
the beneficiary;
• contributions in kind from third parties;
• excessive or reckless expenditure;
• deductible VAT.
• Activities that take place outside of the contract period.

26. Unit Costs vs Actual Costs
• Unit costs are based on flat rates
• provided that a triggering event happens and supporting
documentation is retained as evidence. The rates for these can
be checked on the Programme Guide.
• Actual costs are based on actual expenditure
• 100% special needs support
• 75% of eligible costs under exceptional costs
• receipts and invoices are required as evidence for real cost
expenditure
• Exceptional costs can only be paid for items that have been
awarded funding and are necessary for the implementation of
your project

27. Types of Costs
Unit Costs (lump sums/fixed rates):
• Project management and Implementation
• Transnational Project Meetings
• Learning, Teaching and Training Activities
• Travel, Individual Support and Linguistic Support
Actual Costs (real costs):
• Special Needs Support
• Exceptional Costs

28. Budget Structure
Recap

29. Ineligible categories under Schools –
Exchange of Good Practice projects
In 2017, for KA2 Schools Exchange of
Good Practice projects, the following
categories are not eligible:
• Intellectual Outputs
• Multiplier Events

31. For Each Budget Category your
grant agreement details…
• (a) Calculation of grant amount
• (b) Triggering Event
• (c) Supporting Documentation
• (d) Reporting
• Please check this information carefully in Annex III
‘financial and contractual rules’

32. Example

33. Project Management and
Implementation
Project management
e.g. Planning, finances, coordination and communication between
partners, attendance to National Agency run start-up workshops
Small scale learning/teaching/training materials, tools, approaches
Virtual cooperation and local project activities
e.g. class-room project work with learners, organisation and mentoring
of embedded learning/training activities, etc.
Information, promotion and dissemination
Brochures, leaflets, web information, etc

34. Annex III Article I.2 A - Supporting Documentation
Project Management and Implementation
• Narrative in final report, and overall project quality
score
proof of activities undertaken and outputs produced will be provided in
the form of a description of these activities and outputs in the final
report. In addition, outputs produced will be uploaded by the
coordinator in the Erasmus+ Project Results Platform and,
depending on their nature, available for checks and audits at the
premises of the beneficiary
• Reporting
on behalf of the Project as a whole, the coordinating organisation shall
report on undertaken activities and results.

35. Transnational Project Meetings
• Participation in meetings between project partners and hosted
by one of the participating organisations for implementation
and coordination purposes.
• Contribution to travel and subsistence costs (Once combined
unit cost)
• No minimum or maximum duration
• Your organisation must be able to demonstrate the formal link
with the persons participating in the transnational project
meetings, whether they are staff of pupils.
• Do not confuse Transnational Project Meetings with Learning
Teaching Training Activities.

36. Article I.2 B - Supporting Documentation
Transnational Project Meetings
• Declaration signed by receiving organisation and participants
• Detailed Agenda
For travel taking place between the sending organisation and the receiving
organisation: proof of attendance of the activity in the form of a declaration
signed by the receiving organisation specifying the name of the participant, the
purpose of the activity, as well as its starting and end date;
Proof of attendance of the transnational project meeting in the form of a
participants list signed by the participants and the receiving organisation
specifying the name, date and place of the transnational project meeting, and for
each participant: name, e-mail address and signature of the person, name and
address of the sending organisation of the person;
Detailed agenda and any documents used or distributed at the transnational
project meeting.

37. Top Tip
• Use our templates for supporting
documentation
• Certificate of Attendance:-
• Learning / Teaching and Training
activities and Transnational Project
Meetings
• Can be found under Manage your
grants - Schools- Supporting
Documentation

38. Learning, Teaching and Training
Activities (3 Budget Categories)
• Funded by one or more of budget categories Travel, Individual
Support and Linguistic Support
• They have minimum and maximum durations and further rules.
Please see page 133-134 of the 2017 Programme Guide
• At the application stage you had to justify that mobility activities
are necessary to achieve the objectives and results of the
project.
Blended mobility of learners
Short-term exchanges of groups of pupils
Short-term joint staff training events
Long-term study mobility of pupils
Long-term teaching or training assignments

39. Learning Teaching Training
Activities: Travel
• Contribution to the travel costs of participants, including
accompanying persons, from their place of origin to the
venue of the activity
• Travel distances must be calculated using the Distance
Calculator supported by the European Commission.

40. Learning Teaching Training
Activities: Individual Support
• Unit cost per day covering the subsistence of
participants, including accompanying persons during the
activity
• If necessary, the beneficiary may add one day for travel
directly before the first day of the activity abroad and one
day for travel directly following the last day of the activity
abroad; these extra days for travel will be considered for
the calculation of the individual support.
• These travel days do not count as activity days to meet the
minimum eligibility criteria

41. Article I.2 C - Supporting Documentation
Learning Teaching Training Activities: Travel and Individual Support
• Declaration (Certificate of Attendance)
For travel taking place between the sending organisation and the receiving
organisation: proof of attendance of the activity in the form of a declaration
signed by the receiving organisation specifying the name, the e-mail address of
the participant, the purpose of the activity, as well as its starting and end date;
In case of travel from a place different than that where the sending organisation
is located and/or travel to a place different than that where the receiving
organisation is located which leads to a change of distance band, the actual
travel itinerary shall be supported with travel tickets or other invoices specifying
the place of departure and the place of arrival. In duly justified exceptional cases
when the third party evidence cannot be provided the beneficiary and the
receiving organisation can sign a declaration specifying the place of departure
and the place of arrival.

43. Special Needs Support
• Additional costs directly related to participants with
disabilities
• Including costs directly related to participants with
special needs and accompanying persons taking part in
transnational teaching, training and learning activities.
• This may include costs related to travel and
subsistence, if justified and as long as a grant for
these participants is not requested through budget
categories "travel" and "individual support”.

44. Article II.2.A.c - Supporting Documentation
Special Needs Support
• Invoice
Invoices of the actual costs incurred, specifying the name and address
of the body issuing the invoice, the amount and currency, and the date
of the invoice.

45. Exceptional Costs
• Pre-approved at the application stage
• Contribution to real costs related to subcontracting or
purchase of goods and services.
• Reimbursement of 75% of the eligible costs actually
incurred
• Conditional: subcontracting has to be related to services
that cannot be provided directly by the participating
organisations for duly justified reasons. Equipment
cannot concern normal office equipment or equipment
normally used by the participating organisations.

46. Article II.2.B.c - Supporting Documentation
Exceptional Costs
• Sub-contracting: invoices of the actual costs incurred, specifying the name
and address of the body issuing the invoice, the amount and currency, and
the date of the invoice.
• Depreciation costs: proof of the purchase, rental or lease of the
equipment, as recorded in the beneficiary’s accounting statements,
justifying that these costs correspond to the period set out in Article I.2.2
and the rate of actual use for the purposes of the action may be taken into
account.

47. Unit Costs Example
Flight Tickets: €100
Subsistence: €100
Local Travel: €50
Insurance: €20
Hotel: €230
Actual Expenditure Total = €500 Eligible Unit Cost = €575
Surplus (eligible to keep) = €75
Meeting took place
Participant Attended
Supporting documentation retained
Reported into Mobility Tool+

48. Annex I Article I.3.3 Budget Transfers
• Not considered as an amendment to the agreement.
• For any activity or budget changes, please contact
erasmusplus.applications@britishcouncil.org
• Transfers to/from budget categories of unit
contributions are percentage based.
• Unit contribution rates apply after budget transfer.

49. Recap: Budget Transfers
Project Management and
Implementation
Transnational Project Meetings
Learning / Teaching / Training
Activities
Special Needs Support
Exceptional Costs
Transnational Project Meetings
Learning / Teaching / Training
Activities
Special Needs Support
Project Management and
Implementation
Can not transfer to this category
Even if no funds were requested for SNS
Can not transfer to a category where 0 was awarded
Can not increase a budget category by more than 20%
Can not reduce a budget category by more than 20%
Special needs exception – please see Article I.3.2

50. Budget Transfers: Things to remember
• You can only increase a
budget category (specified in
Annex II) by a maximum of
20%
• Example:
Learning/Teaching/Training
Travel category had an
original budget of € 2000
• You could not transfer more
than € 400 of funds to this
category as it would exceed
the 20% increase cap (€
2400).
Budget items
Total per project, in
Euros
Project management and
Implementation
6000
Transnational Project meetings 2000
Intellectual outputs 0
Multiplier events 0
Learning/Teaching/Training Travel 2000
Individual Support 7000
Linguistic support 0
Special Needs Support 0
Exceptional Costs 0
Total Calculated 23000
Total Granted 23000
€ 2400
€ 1600+ € 400
€ 2600
€ 1400+ € 600

51. Exercise
Category Awarded
(EUROS)
Maximum amount
you can transfer from
this category (20%)
Could be increased
up to…
Project Management and
Implementation
10,000
Transnational Project
Meetings
5,000
Learning, Teaching and
Training
2,000
Special Needs 1,000
Exceptional Costs 0

52. Exercise
Category Awarded
(EUROS)
Maximum amount
you can transfer from
this category (20%)
Could be increased
up to…
Project Management and
Implementation
10,000 2,000 Cannot be increased
Transnational Project
Meetings
5,000 1,000 6,000
Learning, Teaching and
Training
2,000 400 2,400
Special Needs 1,000 Cannot transfer out As much as needed
Exceptional Costs 0 0 Cannot be increased

53. Top Tip
Use Mobility Tool+ as your project
progresses. This helps to track your
project’s budget and expenditure.
Add transnational project meetings /
learning, teaching and training information
when individuals travel. You then know
how much money you have spent on an
activity!
Mobility Tool+ also helps you to track any
budget category transfers

54. Article II.27.2 Duty to keep documents
• The beneficiary shall keep all original documents,
especially accounting and tax records, stored on any
appropriate medium, including digitalised originals when
they are authorised by its national law.
• Beneficiaries obligated to keep documents for:
• 5 years if grant amount more than €60,000
• 3 years if grant amount not more than €60,000

55. Important Articles

56. • ‘Force majeure’: any unforeseeable, exceptional situation or event
beyond the control of the parties that prevents either of them from
fulfilling any of their obligations under the Agreement, which is not
attributable to error or negligence on their part or on the part of the
subcontractors affiliated entities or third parties in receipt of financial
support and which proves to be inevitable despite their exercising
due diligence.
• The following cannot be invoked as force majeure: labour disputes,
strikes, financial difficulties or any default of a service, defect in
equipment or materials or delays in making them available, unless
they stem directly from a relevant case of force majeure;
Article II.15 — Definitions: Force Majeure

57. What does this mean…?

58. You need insurance!

59. Supporting
Participants

60. • The beneficiary shall have in place effective procedures and
arrangements to provide for the safety and protection of the
participants in their project.
• The beneficiary shall ensure that insurance coverage is
provided to participants involved in mobility activities abroad.
Article 1.16.4 Health and Safety
• The beneficiary shall take all necessary measures to comply with
the requirements of the Health and Safety at work Act 1974 (or any
equivalent legislation in any applicable jurisdiction) and any other
acts, orders, regulations and codes of practice (including, without
limitation, any approved codes of practice) relating to health and
safety, which may apply to the performance of this Agreement.
Article I.7 – Protection and safety of
participants

61. • Please consult this article carefully and consider how you will
safeguard children and vulnerable adults both in local and
transnational project activities, including virtual and/or online project
activities.
Article 1.14 – Parental / guardian Consent
• The beneficiary must obtain the Parental/Guardian consent for
participants of minor age prior to their participation in any pupil
mobility activity
Article I.16.3 Protection of Children and
Vulnerable Adults

62. Impact and Dissemination

63. Increasing Project
Impact

64. What is impact?
Erasmus+ projects bring great benefits to more than just those
who take part

65. Thinking about project results
Tangible Results Intangible Results
An approach to a model to solve
a problem
Knowledge and experience
gained by participants, learners
or staff
Practical tool or product (e.g.)
handbook, curricula
Increased skills / achievements
Research reports / studies Improved cultural awareness
Evaluation reports Improved language skills
Recognition certificates
Newsletters or information
leaflets

66. Increasing Impact In House
• Implement change as a result of your project
• Share knowledge and experience
• Up skill other Teachers / Staff / Departments
• Student ambassadors
• Continue project activity after funding has finished
• eTwinning
• International School Award
• local project activities

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

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

69. Impact
What are the fundamental changes that happen as a
result of your activities?
• Learners / Participants
• e.g. What new skills will they gain?
• Partner Organisations
• e.g. How have the different partners benefitted from the project?
• Project Staff
• e.g. How has the project enabled professional development?
• Systemic
• e.g. What benefits will your project deliver to the field of
education?

72. Celebrating
your success

73. When should you disseminate?
Before the project starts:
• Draft dissemination and exploitation plan
• Definition of expected impact and deliverables
• Consider how and to whom outcomes will be disseminated
During the project:
• Update the dissemination platform
• Contact relevant media (at local or regional level)
After the project:
• Develop ideas for future cooperation
• Evaluate achievements and impact
• Contact relevant media

74. 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
• Case Studies to be published by the National Agency on the Erasmus+
website
• Information sessions / workshops / training sessions / peer reviews
• Public Events

75. • Beneficiaries are obligated to acknowledge the contribution
of the European Union programme funding.
• Two Commission documents with guidance on displaying the
European Union emblem.
• Example of standard text for a Disclaimer: “This publication
has been produced with the support of the Erasmus+
Programme of the European Union. The contents of this
publication are the sole responsibility of <name of the
beneficiary> and can in no way be taken to reflect the views
of the NA and the Commission."
Visibility of Union Funding

76. 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.

77. 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

78. Final Reporting
• In order to demonstrate your project’s impact, you will
have to demonstrate the actions you have taken and the
effect they have had in your final report.
• Give as much information and detail as possible and use
measurable data.
• For example, use surveys, questionnaires, exam results, links to
websites where you have promoted your project and its results,
etc.

79. Reporting and Monitoring

80. Reporting

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

82. Reports
Interim Report
• Coordinator will have to complete an interim report
• This will trigger the second 40% payment - only if you
have spent 70% of the initial 40% payment
• If you haven’t spent 70% of the initial payment by the
date stated on your grant agreement, the coordinator
will have to complete a second interim report when
this amount has been spent.
• Mobility Tool+ must be up-to-date at this stage

83. Reports
• Beneficiary (Final) report
• This is applicable to all projects and submitted after
project end date. The reporting deadlines are agreed
to upon signing the grant agreement . The report
must be submitted on time, regardless of school
holidays.
• Covers qualitative and financial information
• Accessed from the Mobility Tool+
• Online Submission

84. Final (Beneficiary) Report
The final report, products and outputs will be assessed by
the NA using a common set of quality criteria focusing on:
• The extent to which the project was implemented in line
with the approved grant application
• The quality of the activities undertaken and their
consistency with the project objectives
• The quality of the products and outputs produced
• The learning outcomes and impact on participants

85. Final (Beneficiary) Report
• The extent to which the project proved to be innovative /
complementary to other initiatives
• The extent to which the project proved to add value at
EU level
• The extent to which the project implemented effective
quality measures as well as measures for evaluating the
project outcomes
• The impact on the participating organisations
• The quality and scope of the dissemination activities
undertaken

86. Final (Beneficiary) Report
• In case of learning, teaching training activities: the
quality of the practical arrangements provided in support
of the mobility, in terms of preparation, monitoring and
support to participants during their mobility activity, the
quality arrangements for the recognition/validation of the
learning outcomes of participants
• The potential wider impact of the project on individuals
and organisations beyond the beneficiaries

87. 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.
• Poor quality of report narrative.

88. Create your EU Login to access
Mobility Tool+

98. Erasmus+
Project Results
Platform

99. Erasmus+
Project Results Platform
(Previously VALOR)

100. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
WHAT
is
the Erasmus+ Project
Results Platform?

101. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
The Commission's database
of all Erasmus+ projects
More than 27,000
Erasmus+ projects
but
also
Almost 5,000
Lifelong Learning
projects
Some 2,000
Youth in Action
projects
and
Good
practices
Success
stories

102. PCICFHEInternational
cooperation
WHY use it?
Share
results
Inspire
and
get inspired
Be Visible

103. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
WHO should be using it?
KA2 beneficiaries – this is compulsory
KA1 and KA3 beneficiaries –
this is recommended, but remains optional

104. WHEN to use it ?
 Before submitting your application, if you are
looking for partners working in fields that are
of interest to you
 After signing the grant agreement with your
NA, to gradually upload results, if any
 At the end of the project, to submit the
results for validation/publication by your NA
officer

105. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
HOW to use it?
Before submitting your application:
• Look for inspiration and potential partners by
using the search criteria (programme,
year, country, field of activity, keyword)
available on the public interface

106. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?

107. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
HOW to use it?
After signature of your grant agreement:
• You'll receive an automatic e-mail notification
to connect to your Dashboard, with all the
relevant links and explanations on how to log
in
• Log in and choose whether or not to display
the contact details of your organisation and
those of your partners
• Start uploading your logo, website address,
results of the project

108. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
This is what your dashboard looks like
(with some slight improvements)

109. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
HOW to use it?
After the end of your project:
• You'll receive an automatic e-mail notification
inviting you to submit results for validation
by an NA officer and publication on the
platform
• Follow the instructions in the e-mail
notification and log in to your Dashboard
again to submit your logo, website address
and results of the project

110. What if you need HELP?
Contact the
helpdesk!
EAC-PROJECTSPLATFORM-HELPDESK@ec.europa.eu

111. Date: in 12 ptsEducation
and Culture
 WHY?
 HOW?
 WHAT?
 WHEN?
http://ec.europa.eu/programmes/erasmus-plus/projects/
Change lives,
open minds
Be
visible
Inspire and
get
inspired
Share
results

112. Erasmus+ Platform
for dissemination
and exploitation of
results
Intellectual
Outputs must be
uploaded on to the
platform

113. Monitoring and
Compliance

114. Introduction
• As per contract with the European Commission, UK National
Agency is obliged to monitor the use of EU grants.
• Main principles are to:
• Establish whether the activities and mobilities actually took place (travel,
stay abroad)
• Check whether activities and mobilities undertaken fit the rules of the
programme (e.g. eligible countries, duration, type of participants)
• Check the quality of undertaken activities

115. Overview of types of Checks
Check
Interim and Progress reports – three year projects
Final reports – all beneficiaries
Desk Checks
On-the-spot – during and / or after project implementation
Monitoring visits – in conjunction with an on-the-spot check
Audit visits performed by European bodies

116. Desk Checks
• A Desk Check is an in-depth check which requests
additional supporting documentation as evidence for unit
costs and real cost for activities that have been reported
in the Final Report.
• Conducted at Final Report stage
• Original documents must be submitted to the NA for
assessment

117. Monitoring visits
• Sample of projects selected at random
• Aim to support, counsel and advise beneficiaries
• Reviews the progress of the project against the original
objectives set out in the application
• Opportunity for National Agency staff to understand
institutional practices, issues and contexts and to gather
and disseminate good practice.
• Contribute to collecting information on qualitative
aspects of programme management and impact within
the beneficiary organisation

118. On the Spot Check
• A random sample of projects will also include an on the
spot check
• Four areas which On the Spot Check aims to investigate:
• Eligibility of participants for the action
• Coherence of participants with application
• Eligibility of activities
• Quality of mobility activities

119. Audit visits by European bodies
• External audits can be performed by European Court of
Auditors
• National Agency is only informed about the check before
and does not have access to any selection list

120. What to expect?
• Each check has a different timeline
• In general:
• Beneficiary usually has at least 3 weeks to provide
documentation
• NA has up to 30 days to prepare a draft report
• Beneficiary has up to 30 days to reply
• Remediation timeline is specified for individual project
and depends on volume/severity of findings
• In case of financial error rate exceeding 2% of total
grant amount further checks will be performed

121. Best Practice

122. List of Travellers
• We issue the List of Travellers form in the UK, for school
trips to countries in the European Union (EU) for pupils on
the trip who are of a non-EU nationality.
• The List of Travellers form allows the pupils to go on the
trip without getting a visa.
• You may also hear it referred to as a ‘Visa Waiver Form’.

123. List of Travellers
• The use of the List of Travellers form has been officially
accepted by the following countries:
• For more information please visit our website here.
Austria Belgium Croatia Cyprus Czech Republic
Denmark Estonia Finland France Germany
Greece Hungary *Iceland Ireland Italy
Latvia Lithuania Luxembourg Malta Netherlands
*Norway Poland Portugal Romania Slovakia
Slovenia Spain Sweden **Switzerland

124. eTwinning

125. eTwinning and
Erasmus+
Owain Wright
eTwinning Senior Project Manager

128. What can eTwinning do for your Erasmus+ project?
• As a communication tool: Teacher to teacher; pupil to pupil
• As a planning tool
• As a place to store and share your work
• As a tool to disseminate your work: within your school; within
your partnership; to the local community and wider
• As an evaluation tool: teachers and pupils
• Carry on your project after it finishes and the funding stops
• Find partners for future/other European projects
• Other classes & staff in your school to get involved in the
project or have their own European projects

129. What can eTwinning do for your Erasmus+ project?
• Register on www.eTwinning.net
• Find your Erasmus+ partners
• Set up your project on eTwinning
• Get access to your project’s Twinspace

130. RESOURCES SUPPORT
WORKSHOPS
WEBINARS
ERASMUS+ TWINSPACE MAP TWINSPACE
Preview Video

131. Free tools and resources
• Register your Erasmus+ project on www.etwinning.net.
• When you register your project, just include either 'Teddy' or
‘VR’ in the project title and we will pop either in the post to you.
• We will also post an eTwinning wall map, homework and a
passport challenge spanning key stages one to five, all
designed to help inspire your project activity.
• Don’t forget to share your project images or videos with us on
Twitter @eTwinningUK using the hashtag #ETMAPS

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

133. British Council
Schools Online

134. 13
Bring the world into your classroom
https://schoolsonline.britishcouncil.org

135. www.britishcouncil.org 13
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
• Forums and project’s spaces
• Visit our dedicated international learning site:
• http://schoolsonline.britishcouncil.org/content/uk-home-
page

136. British Council
Schools Online –
International
School Award

137. Purpose of the Award
• prepares young people for life in a global society by increasing their
understanding of other countries and cultures
• provides a motivational framework for teachers to develop themselves
professionally , exposing educators to new practice
• Helps your school develop and embed international work
• recognises a school’s commitment to developing global citizenship in young
people, and gives opportunities to raise the schools’ profile through local and
national media
Find out more
https://schoolsonline.britishcouncil.org/accreditation-and-
awards/international-school-award%20

138. 3 Different Levels
• Foundation: Beginning the journey into the international work, looking to
establish partnerships (it is good the school to seek international partnership at
this stage but not obligatory)
– At least 1 International activity (with or without partner)
– No requirement on the number of pupils involved
• Intermediate: Enriching education, encouraging global citizenship, established
partners overseas, worked on collaborative projects with them, shared practice
– At least 3 International activities
– At least 1 activity with a partner overseas
– Around half of the pupils involved in the activities
• Accreditation: Embedded international learning and fostered a culture of global
citizenship
– At least 7 international activities
– At least 3 activities with a partner/s overseas, one of which with an element of foreign language
learning
– A whole school approach
– 2 step application process

139. Reaccreditation
- at least 7 International activities
- at least 3 activities with a partner/s overseas, one of which with an element of
foreign language learning
- a whole school approach
- Ambassadorial role - supports other schools with international work
Reaccreditation will have not only embedded but also disseminated its international
learning to other schools

140. Educational outcomes of ISA
• Encouraging global citizenship in young people (Impact on
Pupils)
– i.e. Developing skills and outlooks which encourage positive engagement with
others and the environment
• Enriching education (Impact on Teachers/Community)
– i.e. Teachers identify and describe success and good educational practice
outside their own classroom, school or community+

141. Great News for KA2 School Projects!
Schools taking part on the Erasmus+ programme
under Key Action 2 qualify for the foundation
level of the International School Award

142. Please get in touch with the ISA team with any queries
020 7389 4620 or isa@britishcouncil.org
http://schoolsonline.britishcouncil.org/isa
Support and Resources

143. Other Erasmus+ Opportunities

144. Key Action 1
School staff mobility

145. • Key Action 1 is the biggest part of the
programme
• Focus on increasing mobility and skills
Organisations apply for funding to provide
mobility opportunities
Key Action 1:
Learning Mobility of Individuals

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

147. • German Language Training
• Teacher to attend intensive language training course in Germany in
order to introduce 2nd MFL to the school
• Job Shadowing at Denmark SEN specialist
school
• Funding to job shadow and observe creative outdoor play. Funding to
visit Denmark and gain insight into good practice.
• Sending staff to conference tackling school
dropouts
• Aim to reduce young people's non-completion of upper secondary
vocational education
Examples of KA1 projects

148. School Education Gateway

149. 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

150. 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)

151. What support do we provide

152. 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

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

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

155. 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

156. 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

157. Reminders &
Evaluation Forms

158. Remember ….
• Read your Grant Agreement and Annexes carefully
• Involve other members of staff in the project management
and application
• Keep everything, record everything!
• Respect the deadlines – Submit your reports on time
• Comply with your Grant Agreement, Annexes and
Programme Guide
• Have measures in place to ensure your project and the
relationship with your partners are successful

159. 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