1 Key Action 2 (KA2) Guide for Applicants Strategic Partnerships in the Field of Adult Education Deadline: 11am (UK time) on Thursday 31 March 2016 Version 4: 15 March 2016
2 Overview of changes to the guide This document is version 4 of the 2016 Key Action 2 (KA2) Guide for Applicants for Strategic Partnerships in the field of Adult Education under the 2016 Call. If future versions of the Guide for Applicants are created, the table below will record an overview of changes made compared to previous versions: Page number in previous version Change Page number in this version Page 56 Updated guidance regarding potential bug in eform Page 56 & 57 Version 3 Page 36 Clarification regarding the requirement to submit the Project Timetable Spreadsheet as an annex to the application Page 36 Page 56 Update regarding the potential bug in eform Page 56 Version 2 Page 39 Further guidance on Accompanying Persons Page 39 Page 56 Solution for Learning/Teaching and Training Activities bug in eform Page 56 1
3 Table of Contents PART I - PREPARATION... 5 Introduction to Key Action 2: Cooperation for Innovation and the Exchange of Good Practices... 5 Key Action 2 for Adult Education... 5 Who is this guide for?... 6 Before you begin Read more about this type of project Check that you are an eligible organisation Review your organisational and financial capacity What is organisational capacity? What is financial capacity? What if my organisation is new or has no accounts? What kind of bank account does my organisation need in order to receive Erasmus+ funding? Check whether your organisation has a PIC (Participant Identification Code) Register on the European Commission s Participant Portal Upload or update the Legal Entity Form and Financial Identification Form Ensure you understand the quality criteria against which your application will be assessed When will results be notified? Where to find more help and advice Preparation Checklist PART II - APPLICATION FORM Step-by-step guide to completing your application Introduction to the eform A. General Information B. Context B.1. Project Identification B.2. National Agency of the Applicant Organisation C. Priorities D. Participating Organisation(s) D.1. Applicant Organisation D.1.1. Profile
4 D.1.2. Background and Experience D.1.3. Legal Representative D.1.4. Contact Person D.2. Partner Organisation D.2.1. Profile D.2.2. Background and Experience D.2.3. Legal Representative D.2.4. Contact Person Add / Remove Partner Buttons E. Description of the Project E.1. Participants F. Preparation F.1. Project management G. Implementation G.1. Intellectual Outputs (only applicable for a Development of Innovation project) G.2. Multiplier Events (only applicable for a Development of Innovation project) G.3. Learning/Teaching/Training Activities H. Follow-up H.1. Impact H.2. Dissemination and Use of Project Results H.3. Sustainability I. Budget I.1. Project Management and Implementation I.2. Transnational Project Meetings I.3. Intellectual Outputs (only applicable for Development of Innovation projects) I.4. Multiplier Events (only applicable for Development of Innovation projects) I.5. Learning/Teaching/ Training Activities I.5.1. Travel I.5.2. Individual Support I.5.3. Linguistic Support I.5.4. Exceptional Costs (OCTs Travel Costs) I.6. Special Needs I.7. Exceptional Costs J. Project Summary
5 J.1. Summary of Participating Organisations J.2. Budget Summary J.2.1. Project Total Grant K. Checklist L. Data Protection Notice M. Declaration of Honour N. Annexes O. Submission O.1. Data Validation O.2. Standard Submission Procedure O.3. Alternative Submission Procedure O.4. Submission Summary O.5. Form Printing Application Checklist After submitting your application
6 PART I - PREPARATION Introduction to Key Action 2: Cooperation for Innovation and the Exchange of Good Practices Erasmus+ is open to organisations across all sectors of education and training. Any public, private or not-for-profit organisations actively involved in these areas may apply for funding. The overall programme objectives are to: boost skills and employability; modernise education, training and youth work; and focus on young people. Key Action 2: Cooperation for Innovation and the Exchange of Good Practices is all about enabling organisations to work together in order to improve provision for learners and share innovative practices within and beyond the participating organisations. Under Key Action 2, organisations can apply for funding to work in partnership with organisations from other participating countries. The projects funded under this Key Action will focus on sharing, developing and transferring innovative practices in education, training and youth provision between participating countries. Key Action 2 aims to increase the positive impact of European activities at all levels to ensure benefits for the individuals, organisations and countries involved in projects. Key Action 2 for Adult Education UK organisations active in the field of Adult Education can apply for funding under Key Action 2 for activities that form part of Strategic Partnership in Adult Education. Each project can last between 12 and 36 months 1 and organisations can apply for funding to support a combination of activities, depending on the objectives of the project. Strategic Partnerships can fall into one of two categories: Strategic Partnerships developing innovation; or Strategic Partnerships supporting exchange of good practices Project activities must contribute to achieving the project objectives and should be proportionate to the scale and type of project, and relevant to action priorities. Some examples of the types of activities a Strategic Partnership in the field of Adult Education can deliver are included on page 279 of the of the European Commission s Erasmus+ Programme Guide. It is also possible to have cross-sectoral Strategic Partnerships involving partner institutions from different sectors working together to achieve objectives and results that will impact on the field of Adult Education. Examples 1 The latest possible end date for activities is 31 August Therefore, depending on your project s start date, you may not be able to apply for the full 36 months duration. 5
7 of cross-sector Strategic Partnership activities are provided on pages of the Programme Guide. Strategic Partnerships are a flexible way of working with partners from different countries and are expected to result in the development, transfer, and/or implementation of innovative practices at organisational, local, regional, national or European levels. Strategic Partnerships in the Adult Education field must focus on activities designed to improve adult education provision across the participating countries. Who is this guide for? This step-by-step guide is to help UK organisations complete the 2016 Erasmus+ Key Action 2 Strategic Partnerships for Adult Education (AE) application form under the 2016 Call. The guide is for organisations that are considering applying for funding for Strategic Partnerships for Adult Education, or for Strategic Partnerships in more than one sector where the main sector is Adult Education and should be read in conjunction with the 2016 Erasmus + Programme Guide. If you wish to apply for funding for a Strategic Partnership in another field or for a project under a Key Action 1 or 3, please see the 'Apply for Funding' page on the Erasmus + UK website. Please be aware that there is no separate application form for cross-sector applications. Organisations must apply using the application form for the main sector covered by the project and respect the applicable rules in terms of eligibility of organisations and activities. If you are unsure which sector your project would fall under, please have a look at the Erasmus+ UK website for further information. Before you begin Before you begin your application, we recommend you complete the following steps: 1. Read more about Strategic Partnerships and this type of project. 2. Check that you are an eligible organisation. 3. Review your organisational and financial capacity. 4. Check whether your organisation has a PIC (Participant Identification Code). 5. Register on the European Commission s Participant Portal. 6. Upload or update the Legal Entity Form and Financial Identification Form. 7. Ensure you understand the quality criteria against which your application will be assessed. 6
8 1. Read more about this type of project What are Strategic Partnerships? Strategic Partnerships aim to support the development, transfer and/or implementation of innovative practices as well as the implementation of joint activities promoting cooperation, peer learning and exchange of practice at organisational, local, regional, national or European levels. Under the Erasmus+ programme, adult education institutions can work with others to help improve adult education across Europe. Adult education institutions can work with enterprises, social partners and local or regional authorities to deliver high quality provision. Erasmus+ offers flexibility in terms of the activities that Strategic Partnerships can implement, as long as the application demonstrates that these activities are the most appropriate to reach the objectives defined for the project. Depending on the project objectives and the composition of the partnership, projects may be one of the following two types: Strategic Partnerships supporting exchange of good practices: The main objective of these projects is to allow organisations to develop and reinforce networks, increase their capacity to operate at a transnational level and exchange ideas, practices and methods. Depending on their objectives, projects may also develop tangible outputs, and are still expected to disseminate the results of their activities in a way that is proportionate to the aims and scope of the project. These results and activities will be co-financed through the standard Project Management and Implementation budget and no separate funding will be available to develop Intellectual Outputs or Multiplier Events. Strategic Partnerships developing innovation: These projects are expected to develop innovative outputs and/or undertake intensive dissemination and exploitation activities. Strategic Partnerships supporting innovation can request specific funding for Intellectual Outputs and Multiplier Events in order to support the delivery of their objectives. The type of Strategic Partnership to be developed will need to be selected within the application form. It is therefore important to give careful consideration, before applying, to the type of project that is best suited to your objectives and the experience and capacity of your partnership. Important note: To be funded all Strategic Partnerships must address either a) at least one horizontal priority or b) at least one specific priority relevant to the field of education, training and youth that is mostly impacted. 7
9 Horizontal priorities: Improve achievement in relevant and high-level basic and transversal competences in a lifelong learning perspective Inclusive education, training and youth Open and innovative education, training and youth work, embedded in the digital era Strengthening the recruitment, selection and induction of Educators Sustainable investment, performance and efficiency in education and training Transparency and recognition of skills and qualifications to facilitate learning, employability and labour mobility If your application addresses one of the above horizontal priorities you will have to clearly demonstrate how your application directly relates to and intends to impact the Adult Education field. Projects addressing the horizontal priority relating to Inclusive education and youth will be considered highly relevant. Adult Education specific priorities: Improving and extending the offer of high quality learning opportunities that are tailored to individual adult learners needs, including through innovative ways of validation, guidance and delivery to groups most in need. Extending and developing educators competences, particularly in the effective use of ICT in adult learning, for better outreach and improved learning outcomes. Designing and implementing effective provision for enhancing the basic skills (literacy, numeracy and digital) and key competences of specific adult target groups that are currently not well served. For an overview of the European initiatives in the field of Adult Education and for links to these documents, please see Other useful documents covering Adult Education policy and strategy, entrepreneurialism and multilingualism can be found at: European Agenda for Adult Learning Rethinking Education: Investing in skills for better socio-economic outcomes Entrepreneurship 2020 Action Plan ET2020 a strategic framework for European cooperation in education and training 8
10 Europe The Future of Learning: New Ways to Learn New Skills for Future Jobs Languages for Jobs Providing multilingual skills for the labour market Pathways 2.0 towards recognition of non-formal learning / education in Europe You may also wish to visit the eplatform for Adult Learning in Europe (EPALE). EPALE is a multilingual site aimed at those who deliver and organise adult education. What does a Strategic Partnership involve? Depending on the type of Strategic Partnership you choose to deliver, your project could include the following types of activities: 2 activities that strengthen cooperation and networking between organisations; exchanging best practices; activities to prepare education and training professionals for equity, diversity and inclusion challenges in the learning environment; activities promoting active citizenship and entrepreneurship; activities aimed at improving the accessibility of learning opportunities for adults; activities aimed at providing flexible pathways for adult learners, including validation of prior learning. If you choose to deliver a Strategic Partnership developing innovation, you will be expected to develop innovative outputs and ideas. For this type of Strategic Partnership it is important that you are able to demonstrate how the practices you would like to share or develop with prospective partners will provide innovative solutions to the needs identified in your proposal. An innovative and/or complementary project can broadly be described as one where: 2 Refer to Part B of the Erasmus+ Programme Guide, pg. 111, and Annex I pg for further examples. 9
11 new or additional needs are addressed; new or additional products or adult education practices are shared or developed; new or additional receiving countries, target groups or sectors are involved; and/or new or additional methods for delivering innovation or sharing approaches are used. Strategic Partnerships developing innovation may include: developing, testing and/or implementing innovative practices relevant to the field of Adult Education, such as: o new curricula, courses and accompanying learning materials and tools for adult learners; o new forms of adult learning and providing adult education, notably strategic use of open and flexible learning, virtual mobility, open educational resources and better exploitation of the ICT potential; o learning and teaching methodologies and pedagogical approaches for adult learners, especially those delivering key competences and basic skills, language skills and focusing on the use of ICT; o tools and methods for professionalization and professional development of adult education teachers and staff, with particular focus on improved initial education and in-service training for adult education teachers. Training, teaching and learning activities for adult education learners and staff can also be organised, as long as they help to achieve the aims of the project and bring clear added value. If you are interested in a project that focuses purely on providing learner or staff professional development experience through mobilities, you should consider a Key Action 1 project. See the 'Apply for Adult Education Staff Mobility funding' page on the Erasmus+ website for more details. Within a Strategic Partnership for Adult Education, training, teaching and learning activities may take the form of: Blended mobility of adult learners, where adult learners from partner organisations work together through both ICT tools, such as social media, video conferencing, live streaming etc., and through physical meetings. The physical meetings element of blended mobilities can last from a minimum of 5 days up to 2 months (excluding travel days), but the virtual element may last for the whole of the project duration. Long-term teaching and training assignments, where staff either teach or work alongside other staff in an adult education institution or relevant organisation. This can include teaching placements, participation in seminars or structured courses or observation periods. Teaching and training assignments must last between 2 and 12 months. Short-term joint staff training events, where partners can arrange training sessions for small groups of staff from each of the partner organisations. Joint staff training events must last between 5 days and 2 months, excluding travel days. 10
12 Strategic Partnerships in the field of Adult Education We recommend that you read the information below and the European Commission s Erasmus+ Programme Guide to find out more about Strategic Partnerships for Adult Education, including the eligibility and quality assessment criteria, application procedures and formal requirements. For Strategic Partnership applications, the relevant sections of the Erasmus+ Programme Guide are: Page 27 (general information on Education and Training projects, including Erasmus+ objectives and priorities); Pages 105 to 124 (specific information on requirements for Strategic Partnerships in Education, Training and Youth), including: o Eligibility and quality assessment criteria, pages 112 to 116 o Funding rules, pages 117 to 124 Pages 237 to 252 (information for applicants, including procedures and formal requirements); Pages 277 to 288 (specific information on Strategic Partnerships, including activities and examples of projects). Compulsory criteria and additional useful information, as well as project examples relating to Strategic Partnerships, can be found in Annex 1 of the Programme Guide. Interested organisations are strongly advised to carefully review the relevant sections of this Annex before submitting an application. For inspiration and case studies, you can search for projects on the Erasmus+ Project Results Platform. 2. Check that you are an eligible organisation Erasmus+ Adult Education funding is open to any public or private organisation active in the fields of education, training and youth or any public or private organisation active in the labour market, for example: a not-for-profit organisation or NGO; a public body at local, regional or national level; a public or private, a small, medium or large enterprise (including social enterprises); a school/institute/educational centre; a cultural organisation, library, museum; a body providing counselling or information services; a body validating knowledge, skills and competences acquired through formal or non-formal learning; and enterprises providing shared training (collaborative training). 11
13 Applicant organisations must be based and registered in a Programme Country. Organisations from Partner Countries can participate in KA2 projects as partners, only where their participation can be shown to bring essential added value to the project. For more information, please see the specific eligibility criteria for Key Action 2 Adult Education projects on page of the Erasmus+ Programme Guide. Important note: Please be aware that UK applicant organisations must be legally registered in the United Kingdom. Therefore, Sole traders, Partnerships (other than Scottish Partnerships and Limited Liability Partnerships), Trust and Unincorporated Associations are not eligible to apply for Erasmus+ funding. 3. Review your organisational and financial capacity 3.1 What is organisational capacity? Applicants need to demonstrate that they have adequate capacity to successfully deliver Erasmus+ projects and administer them in accordance with the grant agreement with the UK National Agency and the programme guide published by the European Commission. The assessment of organisational capacity will consider: the management of the organisation (e.g. details and roles of staff involved in delivery, management of the organisation, including details of any finance and administrative support); its past history, if any, in delivering European Commission funded projects; the number of staff and volunteers who will be involved in managing the project; access to support networks (only for smaller groups); and the results of previous monitoring or audits by the UK National Agency. The above must be detailed in the application form but, where necessary, further information may be requested. The UK National Agency will limit the number of live projects an organisation manages at any one time if it does not provide evidence of sufficient organisational capacity to successfully deliver them. Important note: Any outstanding debt your organisation has with the UK National Agency (either the British Council or Ecorys) will impact upon the approval of your application and your ability to secure funding. You are therefore strongly advised to clear any outstanding debts with the UK National Agency before applying for funding. 12
14 Furthermore, applicants will not be granted financial assistance if, on the date of the grant award procedure, they are subject to a conflict of interests or are guilty of misrepresenting the information required by the UK National Agency as a condition of participation in the grant award procedure or fail to supply that information (see the section Exclusion Criteria in Part C, pages of the Programme Guide). 3.2 What is financial capacity? All Erasmus+ projects are co-funded and Erasmus+ grants may not cover all costs the grant is intended to be a contribution towards the costs of project implementation and mobility activities. Projects must be delivered and reported using only a pre-financing payment or an advance. In certain circumstances, e.g. concerns regarding the financial capacity of the beneficiary or if the treasury situation of the EU funds on the National Agency bank accounts does not allow for a single first pre-financing payment to beneficiaries, the UK National Agency reserves the right to make staged payments. Please note, a formal financial capacity check does not apply to public bodies and international organisations, or where the grant request is less than 60,000 (see the section on Financial Capacity in Part C, page 240 of the Programme Guide). In all other cases, you must demonstrate that your organisation has suitable reserves or income to deliver the project successfully. You must therefore provide a set of accounts, to include at least a Balance Sheet and a Profit and Loss Account (or an Income and Expenditure Account), in accordance with relevant UK legislation, which is not more than 18 months old from the date of the round to which they are applying. The accounts should show a balance sheet with sufficient free reserves (e.g. cash in bank account and debtors) which will exceed the amount of co-financing required and any additional shortfall, given the amount advanced as pre-financing, and the total cost of the project. Useful tip: Erasmus+ grants should be used to deliver projects and should not therefore be expected to fund the running of an organisation. Erasmus+ grants should represent no more than 50% of an organisation s annual income. 3.3 What if my organisation is new or has no accounts? The UK National Agency may consider applicants who are recently established and/or have not prepared financial accounts, but priority may be given to established organisations who can demonstrate financial capacity. 13
15 3.4 What kind of bank account does my organisation need in order to receive Erasmus+ funding? All Erasmus+ grants are paid in Euros, therefore it is recommended that you use a Euro bank account to avoid exchange rate losses. Some UK bank accounts can accept Euro payments directly, while others require payments to be routed via another bank or bank account. It is important that the name of your bank account matches the name of your organisation so that we can make payments to you without delays. If this is not possible please contact the National Agency to discuss your options. 4. Check whether your organisation has a PIC (Participant Identification Code) All organisations that apply for Erasmus+ funding must first register with the European Commission using the Participant Portal (see step 5 below) and receive a unique Participant Identification Code (PIC). The PIC is directly linked to the information that the organisation registered on the Portal and enables organisations to enter all their details into an application form simply by inserting the PIC. We would recommend that before registering you double-check that your organisation doesn t already have a PIC. You can use the search facility to make sure your organisation is not already registered. If registered, you do not have to register again and can use that PIC number. This is because your organisation can have only one PIC and if it receives duplicate PICs, it can cause delays in processing your application while the UK National Agency resolves the issue. As part of the registration process the Participant Portal will search for organisations that are the same or have similar information to your own and will allow you to their contact person in case of any queries. However, to save time it may be worth checking beforehand that you do not already have a PIC, particularly if you are a large organisation with different departments or campuses. 5. Register on the European Commission s Participant Portal Registration is compulsory and you will not be able to submit your completed application form if you have not registered your organisation. Please note that both the applicant organisation and any partner organisations must have registered on the Participant Portal before completing an Erasmus+ application form. The Participant Portal is accessible via an individual s or organisation s European Commission Authentication Service (ECAS) account. If you haven not previously registered your organisation on ECAS, a video guide on how to register on ECAS together with a Participant Portal User Manual is available on the Erasmus+ UK website. After registering on/logging into ECAS, you will need to register on the Participant Portal. Please be aware that there are two portals: the Research Participant Portal and the Education, Audio-visual, Culture, Citizenship and Volunteering Participant Portal, which is the correct Participant Portal for 14
16 Erasmus+. A normal internet search for the Participant Portal will lead you to the Research Portal by default, so make sure you use the link below in order to register and access the correct Participant Portal. The Education, Audio-visual, Culture, Citizenship and Volunteering Participant Portal can be accessed at: Once you have registered your organisation and uploaded all the necessary documents, your organisation will receive a nine digit Participant Identification Code (PIC). When a PIC is entered into an application form, the organisation s details will be entered automatically. We would recommend that you test your PIC well in advance of submitting an application as it can take time to resolve any issues with your PIC. Please see the Erasmus+ Programme Guide, Part C Information for Applicants, from page 237 which contains detailed guidance on how to complete these steps. Important note: You will be expected to use the Participant Portal throughout your project s lifetime and each time that you apply for Erasmus+ funding. Therefore, you should take measures to ensure that your organisation s data is correct and up-to-date and that you always have the login details to access the Portal. 6. Upload or update the Legal Entity Form and Financial Identification Form Once registered, all organisations must have their legal status validated by the National Agency in their country; this includes both applicants and partner organisations in a project. Organisations cannot receive Erasmus+ funding until they have been validated. To enable UK National Agency to validate your organisation, you will need to upload certain documents onto the Participant Portal. Both you and your partners must upload a Legal Entity Form to the Participant Portal as well as supporting documents for this form. The Legal Entity Form template can be found here: Please be aware that there are three types of legal entity documents available: Individual, Private Company and Public Entity. Please choose the appropriate legal entity form, depending on whether your organisation is a Private Company or a Public Entity. For KA2 Strategic Partnerships projects you should not use the Individual legal entity form. For more information/specific examples, please visit our website. The Legal Entity Form must be completed in full and must be accompanied by evidence of your organisation s legal status. The supporting legal documents must be consistent with the information about your organisation provided on both the Participant Portal and the Legal Entity Form. For more information, please have a look on the FAQs section of the Participant Portal. 15
17 As an applicant, you will also need to upload a Financial Identification Form. You can find the Financial Identification Form template here: The Financial Identification Form should be signed, dated and stamped by your bank or alternatively should be accompanied by a recent bank statement for the given bank account. You should provide details of an account that your grant can be paid into and which is set up to receive payments in Euro. If your organisation was successful for funding, at a later stage you will be asked to upload a Refined Bank Details Form and you will need to ensure that the information on the latter is consistent with that on the Financial Identification Form. Please note that validation of your organisation is needed to process your application. However, it is a separate process and not linked to the assessment of your application. Therefore, your organisation being validated does not imply a successful outcome of your application. If you have applied for Erasmus+ funding before and have already been validated by the UK National Agency you will still need to ensure that the above documents are still correct and up to date. Outdated documents cannot be deleted, but you can simply upload another document to update information. Private organisations applying for a grant above 60,000 should also ensure that their most recent set of accounts are uploaded to the Participant Portal to enable a financial capacity check to be carried out (see page 240 of the Programme Guide for more information about financial capacity). For more information about registering and uploading documents to the Participant Portal, as well as updating information and previously uploaded documents, please refer to Useful tip: Please note that any information included in the Legal Entity Form and Financial Identification Form must match the details in the application form and the Participant Portal. 7. Ensure you understand the quality criteria against which your application will be assessed In order for you to write a high quality Key Action 2 application it is essential that you understand how your application will be assessed. The assessment of applications is carried out in two stages: 1) A formal eligibility check undertaken by the UK National Agency staff (against the eligibility criteria published in the Programme Guide). 2) A qualitative assessment undertaken by external expert(s) who will have been selected based on their experience and knowledge of the Adult Education sector. 16
18 Please bear in mind that if you were unsuccessful in a previous round and intend to submit your application again you should rework it taking the feedback given previously by external assessors into account. It is not allowed to submit the exact same application twice, so make sure you aim to improve your application as much as possible when intending to resubmit it. Please be advised that where the same or similar applications have been submitted by multiple organisations applications may be deemed ineligible and not put forward for funding. Specifically this would include, but is not limited to the same or similar wording being used in any section of the application; i.e. project description, participant profiles, main activities, project management etc. Please refer to pages of the 2016 Erasmus+ Programme Guide for further information. Experts will assess each section of the application form against the following criteria: Relevance of the project (maximum 30 points) The relevance of the proposal to: o the objectives and the priorities of the Action (see section What are the aims and priorities of a Strategic Partnership on page 107 of the Programme Guide). If the proposal addresses the horizontal priority inclusive education, training and youth, it will be considered as highly relevant. The extent to which: o the proposal is based on a genuine and adequate needs analysis; o the objectives are clearly defined, realistic and address issues relevant to the participating organisations and target groups; o the proposal is suitable of realising synergies between different fields of education, training and youth; o the proposal is innovative and/or complementary to other initiatives already carried out by the participating organisations; o the proposal brings added value at EU level through results that would not be attained by activities carried out in a single country. 17
19 Quality of the project design and implementation (maximum 20 points) Quality of the project team and the cooperation arrangements (max 20 points) Impact and dissemination (maximum 30 points) The clarity, completeness and quality of the work programme, including appropriate phases for preparation, implementation, monitoring, evaluation and dissemination. The consistency between project objectives and activities proposed The quality and feasibility of the methodology proposed. The existence and relevance of quality control measures to ensure that the project implementation is of high quality, completed in time and on budget. The extent to which the project is cost-effective and allocates appropriate resources to each activity. If the project plans training, teaching or learning activities: The extent to which these activities are appropriate to the project's aims and involve the appropriate number of participants. The quality of arrangements for the recognition and validation of participants' learning outcomes, in line with European transparency and recognition tools and principles. The extent to which: o the project involves an appropriate mix of complementary participating organisations with the necessary profile, experience and expertise to successfully deliver all aspects of the project; o the distribution of responsibilities and tasks demonstrates the commitment and active contribution of all participating organisations; o if relevant for the project type, the project involves participation of organisations from different fields of education, training, youth and other socio-economic sectors; o the project involves newcomers to the Action. The existence of effective mechanisms for coordination and communication between the participating organisations, as well as with other relevant stakeholders. If applicable, the extent to which the involvement of a participating organisation from a Partner Country brings an essential added value to the project (if this condition is not fulfilled, the project will not be considered for selection). The quality of measures for evaluating the outcomes of the project. The potential impact of the project: o on participants and participating organisations, during and after the project lifetime; o outside the organisations and individuals directly 18
20 participating in the project, at local, regional, national and/or European levels. The quality of the dissemination plan: the appropriateness and quality of measures aimed at sharing the outcomes of the project within and outside the participating organisations. If relevant, the extent to which the proposal describes how the materials, documents and media produced will be made freely available and promoted through open licences, and does not contain disproportionate limitations. The quality of the plans for ensuring the sustainability of the project: its capacity to continue having an impact and producing results after the EU grant has been used up. You will need to ensure that each section of the application form is completed in full and that the activities conform to the Erasmus+ guidelines and the eligibility criteria (target group, venues of meetings, activity durations, partners and financial provisions). You should make sure that each answer refers to the question asked, avoid duplicating information and ensure consistency and clarity. Remember to proof read your application! Important note: Any application scoring less than half the available points in any one of the four quality criteria will not be considered suitable for funding. In addition, a proposal needs to score more than 60 points in total. If these 2 criteria are not met, the proposal will not be considered for funding. For example, if an application scored 30 for relevance, 20 for quality of the project design and implementation, 20 for quality of project team, and 12 for impact, it would not be successful even though 82 is a good score overall. You should therefore make sure that your application is balanced and you give attention to all aspects of the project. Please note that any relevant text you enter will be considered in the quality assessment. Please try, however, to be concise and give the most relevant detail in the most relevant section of the form. Approved projects will be ranked in terms of their overall assessment score, and the programme budget will be allocated from the highest scoring project down to the lowest scoring project until the budget is fully utilised. Approved applications which cannot be funded due to insufficient programme funds may be placed on a reserve list. If one or more applications score the same, they will then be ranked based on the score they received under the 'Impact and dissemination' quality criterion. If the applications scored the same under this criterion they will then be ranked based on the score they received under the 'Relevance of the project', followed by 'Quality of project design and implementation' and then Quality of the project team and the cooperation arrangements. 19
21 Proportionality When assessing your application, assessors are asked to take into account the scale and type of your project, its outputs and the amount of funding requested in line with proportionality. This means that in principle the larger and more complex your project is and the more funding you request, the higher the level of detail and clarity is expected regarding your project and its activities. Additional information on quality criteria Annexes II and III of the European Commission s Erasmus+ Programme Guide contain further information on quality criteria and key terms such as informal learning. You may also find it beneficial to read the European Commission s Guide for Experts on Quality Assessment (the guide for assessors ) which sets out the assessment process and the quality criteria for the assessment of applications. Both documents can be downloaded from the Erasmus+ UK website. When will results be notified? You should expect to hear about the outcome of your Key Action 2 Strategic Partnerships for Adult Education application within 4 months of the submission deadline. Please note that if your application is selected for a reserve list place you will be asked to confirm whether you wish to accept the place and the National Agency will keep you regularly updated. For the indicative notification and project life-cycle deadlines as well as payment modalities, please have a look at pages in the Erasmus+ Programme Guide. If, once you have received the notification from the UK National Agency, you believe the UK National Agency has not followed the correct procedures as set out in the relevant Commission Call for Proposals or in the National Agency s own published guidance and you wish to appeal the decision made by the UK National Agency in relation to your Erasmus+ application, you should follow the appeals procedure indicated on the Erasmus+ UK website. Statistics and funding results will be published in due course under the 'Key Facts and Figures' section on our website. Where to find more help and advice For further information, please refer to the 'Apply for Funding' section on our website. You can have a look at previous KA2 Adult Education projects on the Erasmus+ Project Results Platform or on the 'Case Studies' page on our website. The Erasmus+ team at Ecorys UK are also here to help you with any queries you may have regarding your KA2 AE application. You can contact the team by phoning or by ing 20
22 Useful tip: The Erasmus+ helpline is particularly busy before an application deadline so, while the National Agency will try their best to answer and resolve your queries, it is always recommended that you start completing your application well in advance of the deadline to avoid any unforeseen issues. If you would like to attend an application support webinar in the run up to the deadline, you will find details of the schedule and how to register on our website once these are available. Recordings of the webinars will also be made available on our website and YouTube channel in due course. Please sign up to our newsletter to be kept up to date with the latest funding deadline reminders, news items, printed and digital resources as well as case studies and much more. Important note: Any information, advice and guidance regarding the Erasmus+ Programme should be sought directly from the UK National Agency. The UK National Agency does not take any responsibility for incorrect information provided about the Programme by other organisations. Additionally, the UK National Agency will only communicate with the applicant organisation during the application process, and if the application is approved. Any organisations claiming to broker agreement between you and the National Agency should be avoided, as we will not liaise with any third party organisation regarding any aspect of your project. Preparation Checklist Have you read the relevant sections of the 2016 Call Programme Guide? Have you checked how your application links to current EU policies? Have you checked whether this is the right Key Action and field for your project? Have you checked whether your organisation is eligible for Erasmus+ funding? Can you demonstrate the organisational and financial capacity of your organisation? Does your organisation have a PIC number? If your organisation does not have a PIC yet, have you registered on the European Commission s Participant Portal via ECAS? Have you uploaded the updated Legal Entity Form onto the Participant Portal? Have you uploaded the updated Financial Identification Form onto the Participant Portal, along with any required supporting documents? 21
23 Are all your details on Participant Portal correct and up-to-date? Are your partners aware of the Participant Portal requirements? Have you checked the quality criteria against which your application will be assessed? Does your organisation have a Euro account or an account that will accept Euro payments? 22
24 PART II - APPLICATION FORM Step-by-step guide to completing your application In order to help you put together the best possible application we have developed a step-by-step guide to assist you in filling out the electronic application form (eform). The next pages will take you through the different sections of the eform, emphasize the most important parts and highlight potential stumbling blocks. It is important to note at application stage that if approved, you will be contractually bound by the UK National Agency to the information you have provided within your application form throughout the course of your project. No deviations from this information will be permitted, as this will call into question the assessment result of your application form. Therefore when completing your application form you must ensure that the information you are presenting (including partners and project activities) are not subject to change and that all parties involved are aware of their responsibilities and are fully committed to your project. Important note: Only one application can be submitted by the same consortium of partners, to one National Agency, per deadline. Introduction to the eform It is compulsory to complete the eform when applying for Key Action 2 Adult Education funding. The eform can be downloaded from the 'Apply for adult education partnership funding' section on the Erasmus + UK website. Please ensure you download the correct application form. The eform is a PDF file which needs to be opened and edited using Adobe Reader. Please download the appropriate Adobe Reader for your software from https://get.adobe.com/uk/reader/otherversions/. Some Mac computers are not compatible with the eform, so we would recommend that where possible you use a PC to complete the application. Important note: The latest version (15.9) of Acrobat Reader DC is compatible with the eform and so is version 15.7 or earlier versions. However, please note that if you have downloaded Adobe Acrobat Reader DC Version (15.8) the eform will not work properly and will display the following error message: "The form cannot be opened. Please contact your National Agency's helpdesk for further information". Therefore, please do not use version (15.8) of Adobe Acrobat Reader DC. When you click on the link to download the eform from the Erasmus+ UK website, the form will automatically download to your computer. You might need to choose first whether to Open or Save the application form. In order to see its contents you may need to click on Enable all 23
25 features at the top right corner (depending on your version of Adobe Reader) to display the application form. Once you have saved the eform locally to your PC, you do not have to be connected to the internet to enter information into the form. The downloaded eform can be saved and closed at any moment without losing the entered data. However, please note that you will need to be connected to the internet to complete certain functions such as checking your PIC code (see section 4 of this guide) and validating the form using the Validate button at the bottom of each page. Please also be aware that some functions, such as the automatic calculations in the budget section, will not work properly unless the pages have been validated. You should fill in all the required fields on the form, using the mouse or tab keys to navigate. Please note that fields appearing in grey where you are unable to enter data are Pre-filled or Calculated Fields. You will not be able to modify these, and they will display either default values, calculation results or data already inputted in other fields or tables within the application form. If there are tables and fields in the form where multiple entries are possible or blocks/sections that can be repeated, you can add or delete rows or sections by clicking on the Add and Remove or the + or - buttons. Please note the CEDEX field is only applicable to French organisations and can be left blank where applicable. When hovering over the text boxes the character limit for each box will appear. Please note that the maximum number of characters for the narrative boxes is 5000 characters. It is important to remember that you will need to save your application as you go along in order to ensure that the information you have entered is retained in the form. This way, you can return to complete it as many times as necessary. Please allow sufficient time to complete the eform, as functions such as copy and paste do not always work within the form. If you need further guidance on completing the eform, you can also read the European Commission s technical guidelines. This document contains more detailed information on the technical requirements needed to use the eforms and solves some common problems. The technical guidelines for the 2016 Call are available on the Erasmus+ UK website. Important note: The numbering of the sections outlined in this guide is indicative only. The sections within the form will change depending on the options and activities selected. The guidance covers all possible sections of the application form, however not all sections will be applicable to all projects. You should ensure that the activities selected are relevant to the type of project you plan to deliver and to its objectives, and make sure that all relevant sections are completed. A. General Information This section consists of an overview of the application form. 24
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