2015 Call Key Action 3 Start Up Seminar Birmingham, 10 September 2015

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1 2015 Call Key Action 3 Start Up Seminar Birmingham, 10 September 2015 Erasmus+ is the European Union programme for education, training, youth and sport. The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK.

2 Welcome and Introduction Corrina Hickman Senior Project Manager

3 Purpose of the seminar Go through stages of the project lifecycle Understand rules and requirements of the Erasmus+ Key Action 3 Programme Opportunity to network with other delegates Ask questions to the National Agency / Project Officer Practical demonstrations of IT Tools Hard copy materials.

4 Agenda 12:30 Registration and lunch 13:15 Welcome and Introduction 13:25 Managing your grant (part 1) 13:45 Managing your grant (part 2) 14:05 Monitoring activities 14:20 Tea & coffee break 14:35 Reporting on your project and IT tools 15:15 Overview of the EC Inclusion and Diversity Strategy 15:30 Disseminate your project and support 15:50 Q&A 16:00 Close

5 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 To undertake on-going monitoring of projects To disseminate and exploit results

6 The Role of the Beneficiary Responsible for project implementation, monitoring, reporting Ensuring a strong, committed partnership in place (if applicable) Ensuring meeting content is relevant and objectives are defined Ensuring appropriate participant selection, preparation, support and contractual systems are in place On-going evaluation Dissemination of results

7 Icebreaker!

8 Managing your Grant I Annelies Stalpaert Project Manager

9 Overview KA3 Handbook Grant Agreements Grant Agreement Annexes

10 KA3 Handbook

11 KA3 Handbook General information and background Contracting process Management of your projects Monitoring activities Financial management Reporting

12 Grant Agreement

13 KA3 Grant Agreements Types: Mono-beneficiary agreements The applicant becomes the single beneficiary of the agreement Multi-beneficiary agreements All partners of the consortium become beneficiaries of the agreement Structure: Part I: Special Conditions Part II: General Conditions Annexes (Tailored) (Fixed) (Integral part of Grant Agreement)

14 Grant Agreement Annexes

15 Grant Agreement Annexes Annexes: Annex I: Description of the Project Annex II: Estimated budget Annex III: Financial and Contractual rules Annex IV: Not applicable Annex V Mandates (if applicable) Annex VI List of other beneficiaries (if applicable)

16 Part 1: Special Conditions Specific Articles of the Grant Agreement

17 Article I.3.2 Budget Transfers Not considered as a formal amendment to the Grant Agreement. only between activities of the same type, (international/transnational meetings and national meetings) allowed to transfer up to 100% of the funds allocated to budget categories based on unit contribution for activities within the same activity type; allowed to transfer up to 10% of the funds allocated to budget categories based on reimbursement of eligible costs for activities within the same activity type.

18 Article I.4 Reporting and Payments Reporting deadlines and requirements 1st pre-financing payment within 30 days of signed contract Payment of the balance/refund within 60 calendar days on receipt of the Final report

19 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

20 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 Protection of Children and Vulnerable Adults Health and Safety

21 Part 2: General Conditions Specific Articles of the Grant Agreement

22 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 Coordinator must: Ensure the project is implemented in line with the terms of the Agreement Be the intermediary between the beneficiaries and the NA Provide all necessary documents in the event of checks or audits

23 Article II.7 Visibility of Union Funding Beneficiaries are obligated to acknowledge the contribution of the European Union programme funding. 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."

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 II.14.3 Effects of suspension any costs incurred by beneficiaries during suspension period will not be reimbursed or covered by grant

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 Article II.16 Eligible Costs General provisions: Activity within eligible period - project start & end date Necessary for implementing the Project No overlap between unit costs and actual costs

27 Article II.20 Checks and Audits Article II.21 Monitoring and Evaluation 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

28 Managing your Grant II Chante Greenaway Bramble Assistant Project Manager

29 Overview Contract amendments Eligible expenditure and ineligible costs Things to consider

30 Contract Amendments

31 Change Requested Contact person Legal signatory Bank details Organisation address Activities Add New Partner Name of organisation Organisations legal status Budget outside of Art. I.3.2 rules Beneficiary organisation Partner withdrawal/replacement (multi beneficiary only) Amendments to the Agreement Notification only (project change) Permitted Significant change (formal request) Not Permitted

32 Eligible Expenditure

33 Eligible Costs Grants are awarded according to the following budget headings: Travel Organisational Support Special Needs support (if applicable) Exceptional Costs (if applicable)

34 Eligible Expenditure Eligible cost Finance Mechanism Amount Travel Unit costs Distance calculator dependant Organisational support Special needs support Exceptional costs Unit costs Portion of eligible costs Portion of eligible costs The amount depends on the country where the activity takes place. Page Erasmus+ Programme guide) 100% of eligible costs Eligible Expenditure Online consultations, opinion polls of young people, financial guarantee and dissemination activities: 75% of eligible costs. Additional costs relating to participants with fewer opportunities,visa and visa-related costs, residents permits and vaccinations: 100% of eligible costs

35 Ineligible Costs

36 Ineligible costs Examples of costs that shall not be considered eligible: debt and debt service charges; interest owed; exchange losses; costs of opening and operating bank accounts (including costs of transfers from the NA charged by the bank of the beneficiary); VAT, when is considered as recoverable under the applicable national VAT legislation.

37 Things to consider

38 Participants Things to consider Passports, Visa s and EHIC card required? Do they meet your target group? How will you manage participant withdrawals

39 Things to consider The role of Decision makers: Have you secured their involvement? Do they understand their role? Should be included in your preparation meetings?

40 Things to consider Partners, roles and responsibilities Activities: informal and non-formal learning

41 Monitoring Activities Annelies Stalpaert Project Manager

42 Overview of Monitoring Activities National Agency monitoring MT+ Monitoring calls Audits, checks & monitoring visits Your responsibilities Project monitoring Project evaluation

43 Checks & Monitoring Visits Two types of visit: Monitoring visit On the Spot Checks

44 Monitoring Visits Sample of projects selected at random Reviews the progress of the project against the original objectives set out in the application Covers key areas of the project implementation The NA will provide support and collect examples of best practice

45 On the Spot Checks A random sample of monitoring visits will also include an on the spot check Financial checks on project activities Verify amounts claimed for mobilities are supported by relevant documentation

46 Your responsibilities The project partnership Participants Meetings The budget Ongoing evaluation

47 Tea & coffee break

48 IT Tools & Reporting Adrian Smart Project Manager

49 IT Tools - Participant Portal - Mobility Tool Overview Reporting

50 Participant Portal

51 Participant Portal Single-entry point for participation and administration of projects in Erasmus+ Accessed through ECAS Requirement for all project partners Your responsibility to update throughout project lifetime!!! Use the Education Participant Portal, not the Research Participant Portal: /home.html

52 Mobility Tool+

53 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. For KA3 projects it is used to: provide all the information about projects, identify participants and mobilities, complete and update budget information, generate final reports to the National Agency.

54 Accessing the MT+ Accessed through ECAS The ECAS account needs to be registered to the project contact person s address You will receive an from the MT+ and then you can log in with your ECAS password at

55 Home Search = Ctrl-F

56 Project Details

57 Organisations

58 Contacts

59 Mobilities

60 Adding a Mobility

61 Mobilities: Import - Export Large amounts of data can be input efficiently Uses.CSV file format similar to Excel Information is coded refer to Mobility Tool Data Dictionary Import You can add or update mobilities information You cannot delete information Export Contains information about any mobilities input into MT+ You can use this file to import information back to MT+

62 Import Export

63 Budget

64 Exceptional Costs

65 Reports

66 Reporting

67 Reports Final report Submitted after the end of the project Covers qualitative and financial information Accessed from MT+ Online Submission Assessed on the basis of quality criteria See Annex III

68 Generate Report in MT+

69 Edit Report in MT+

70 Complete Report in MT+

71 Add Annexes

72 Start Submission Process

73 EC Inclusion and Diversity Strategy in Erasmus+ Khalid Miah UK Inclusion and Diversity Officer TCA Manager

74 Background - Adverse effects of 2008 economic crisis - Targeting Young People with Fewer Opportunities (YPWFOs) Inclusion Strategy launched in 2007 in Youth in Action - Key component of Erasmus+ - Builds on previous Youth in Action strategy

75 Aims of the ID Strategy - Common Understanding - Increase in commitment - Reduce obstacles to YPWFOs - Support quality projects - Increase intercultural and social skills - Increase recognition of experience and skills

76 What does it mean for E+ beneficiaries? Outcomes a UK ID strategy and Implementation Plan Strengthened key features in Erasmus+ How? Inclusion expertise Strategic approach Reaching out Supportive approach Documenting results Making things better

77 Inclusion and Diversity Officer - Coordination - Communication - Implementation ID Officer shall work with following stakeholders: BC Youth Delivery Team Ecorys Youth Delivery Team Eurodesk TCA and External Experts UK NA Impact Assessor Youth Consultative Group ID Steering Group Wider NA ID Officers

78 Contact Details Details of next steps to follow Erasmus+ is the European Union programme for education, training, youth and sport. The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK.

79 Disseminate your project and support Angela Alves Assistant Project Manager

80 Overview Dissemination European Commission Project Results Platform What you can do How the National Agency can help Communication Ressources Additional support, networks and services

81 Dissemination

82 Erasmus+ project results platform - Overview of all the projects financed under the programme, - Heighten visibility of the various funding opportunities offered, - Showcase project results and highlight success stories to inspire potential applicants.

83 Dissemination What you can do - Website - Newsletter - Press release and articles in specialised press - Leaflets - Social media - Reports, presentations and information sessions to existing network and key stakeholders Detailed information in Annex II Programme Guide

84 Communications Resources

85 How the National Agency can help Showcase your project: case studies Feature these in our newsletters and publications

86 E-newsletter sign up now! Feature your project news Receive the latest Erasmus+ and sector specific news Stay up-to-date with deadline reminders, online booking for events and webinars

87 Erasmus+ website

88

89 Social media channels Follow us on / Like us on Facebook: View our YouTube channel: Follow us on Storify:

90 es Additional Support, networks, services

91 Community events and webinars Learning Networks Support webinars Annual Conference

92 Transnational Cooperation Activities (TCA) Enable National Agencies to collaborate and share practice Promotes capacity building and training opportunities 70% reimbursement of travel costs, 100% cover on food and accommodation Examples: The Power of Non Formal Education (Italy), European conference on youth work, social innovation and enterprise (Sweden), EVS for Employability (UK) and many more! SALTO NETWORK

93 Information network 34 European countries Many countries also have their own national network Eurodesk UK For more information go to the website: Or contact Kylie Morris via Tel:

94 European Recognition Tool Previously used under Youth in Action Describes and validates non-formal and informal learning experience Tool to help participants to become more aware of their learning process

95 Q&A session Contact Details Monday to Thursday, 9:00-17:30 Friday, 9:00-17:00:

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