Manual Application Form for applicants AE, HE, SE and VET. KA2 - Strategic Partnerships. Deadline: 12am on 31 March 2016

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1 Manual Application Form for applicants AE, HE, SE and VET KA2 - Strategic Partnerships Deadline: 12am on 31 March 2016 Version 1: January 2016

2 1 Introduction to Key Action 2 Co-operation for Innovation and Exchange of Good Practices Erasmus+ is open to organisations across all sectors of education, training, youth and sport. Any public, private or not-for-profit organisation 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: Co-operation for Innovation and 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 Higher Education, Vocational Education and Training (VET), Adult Education (AE) and School Education Education institutions and other organisations involved in higher education, VET, AE and SE can apply for Strategic Partnerships funding under Key Action 2. Strategic Partnerships in these educational fields can last for 2 up to 3 years and are a flexible way of working with partners from different countries. Strategic Partnerships in these fields must focus on activities designed to improve education provision across the participating countries and increase the employability of young people. Activities must contribute to overall project objectives and could include: Developing, testing and implementing innovative approaches and practices for study programmes, students, staff and organisations; Developing labour market skills; Facilitating the recognition and certification of skills and competences; Training, teaching and learning activities such as intensive study programmes, blended mobility of students, joint staff training events, and teaching and training assignments. Version 1: January 2016

3 1.1 Who is this guide for? This step-by-step guide is to help Dutch organisations complete the 2016 Erasmus+ Key Action 2 Strategic Partnerships application form. In the event of any conflict between information in this document and the EC documentation, the EC documentation will prevail. Please contact us if you have any doubts. 1.2 Before you begin your application, we recommend you complete the following steps: - Read more about this type of project; - Check that you are an eligible organization. Register on the European Commission s Participant Portal (only if your organisation does not have a PI-code yet); - Make sure your partners are registered and have uploaded the mandatory documents to register; - Review your operational and financial capacity (if applicable), if have doubts, please contact your agency; - Ensure you understand the quality criteria against which your application will be assessed; - Please check page Part C Information for Participants in the Programma Guide. We recommend that you read the information below and the European Commission s Erasmus+ Programme Guide to find out more about Strategic Partnerships, including 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 (specific information on KA2 and requirements for Strategic Partnerships in Education and Training), including: - Horizontal and sectoral priorities, page Eligibility and quality assessment criteria, pages Funding rules, pages Pages (specific information on Strategic Partnerships, including activities and examples of projects) - read the guide for experts on quality assessment available here. (Please note that these documents apply to the 2016 Call for Proposals. The 2014 documents have been archived. The 2016 on-line application forms and related documents are available through our website. On the website of your agency you will find supporting documents. We recommend to look at: - power point information on the call per educational field - KA2 circle - Pyramid of change 2

4 1.3 Check your organisation s eligibility Please check page 112 of the Programme Guide for a description of eligible organisations. Higher Education Institutions (HEIs) must have an Erasmus Charter for Higher Education (ECHE) in order to be able to apply (both coordinator and/or partner). If you are an organisation other than a HEI applying for or participating as a partner organisation in a project, you must first check that you meet the eligibility criteria published on page 112 of the Programme Guide. Before considering the merits of the project for which you are applying for funding, the National Agency will assess your organisation s legal status and your operational and financial capacity to manage the project(s) for which you have applied. For further details of eligibility checks on different types of organisation, please read below. 1.4 Read about your operational and financial capacity Operational capacity Applicants need to demonstrate they have adequate capacity to successfully deliver Erasmus+ projects and administer them in accordance with the grant agreement with the National Agency and the Programme Guide published by the European Commission. For HEIs in specific, this is through the accreditation process for the ECHE. HEIs that do not have the ECHE are not eligible to apply. The assessment of operational 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 National Agency. The above must be detailed in the application form but, where necessary, additional information may be requested by the NA. Capacity checks of public sector, colleges and schools may not be as detailed as for other types of organisation. Note: for HEIs operational capacity is assessed through the Erasmus Charter Higher Education. The National Agency will limit the number of projects an organisation manages if the operational capacity might stand in the way of their successful delivery. 3

5 Financial capacity Erasmus+ grants will not cover all costs grants are intended to be a contribution towards the costs of project implementation activities. Please note, a formal financial capacity check does not apply to public bodies (for instance; ministries, councils, formal education institutes, etc.) and international organisations, or where the grant request is less than In all other cases, applicants must demonstrate that they have suitable reserves or income to deliver the project successfully. Applicants must therefore provide a set of accounts. This information is mandatory as part of the registration in the Participant Portal (see point 4 below). The accounts should show a balance sheet with sufficient free reserves (e.g. cash at bank and debtors). The NA will assess the financial viability through a standard EC financial analysis tool. Partner organisations do not have to demonstrate their financial capacity. Organisations will need to upload evidence of their legal status and, if applicable, a completed financial identification form in the participant portal (see point 1.5 below). Erasmus+ grants must be used to deliver projects and should therefore not be expected to fund the running of an organisation. 1.5 Register on the European Commission s Participant Portal If your organisation has submitted an Erasmus+ KA1 application or another Erasmus+ application in 2014 or 2015, do not re-register. You have to use the same PIC for any Erasmus+ application. 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 register on the European Commission s Participant Portal before completing an Erasmus+ application form. The Participant Portal is accessible via an individual s European Commission Authentication Service (ECAS) account: How to register on ECAS, together with a Participant Portal User Manual, is available at: The Participant Portal can be accessed here. Organisations will need to upload evidence of their legal status and a completed financial identification form. Once registered, organisations will receive a nine digit Participant Identification 4

6 Code (PIC). When a PIC is entered into an application form, the organisation s details will be populated automatically. Please also see wegwijzer ECAS and wegwijzer PI code on page subsidie aanvragen at the different educational fields on the Ermasmus+ website. 1.6 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: A formal eligibility check undertaken by National Agency staff (as detailed in the application form). A qualitative assessment undertaken by (external) expert(s) who are selected based on their experience and knowledge of the relevant field of education. Experts will assess each section of the application form against the criteria described on page 115 (part B) of the Programme Guide. To be considered for funding, proposals must score at least 60 points. It is important to note that applications must score at least half of the maximum points in each of the categories of award criteria mentioned above (i.e. minimum 15 points for the categories "relevance of the project" and "impact and dissemination"; 10 points for the categories "quality of the project design and implementation" and "quality of the project team and the cooperation arrangements"). You should therefore make sure that your application is balanced and you pay attention to all aspects of the project. You will need to ensure that each section of the application form is completed in full and that the activities are in line with Erasmus+ guidelines and eligibility criteria (partners, duration, eligible teaching or learning activities and financial provisions). You should make sure that each answer refers to the question asked, avoid duplicating information and ensure consistency and clarity in the design of your project and in the application as a whole. Remember to proofread your application. 5

7 2 Step by step guide to completing the application 2.1 Introduction to the eform 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 can be downloaded from our website. It is compulsory to complete the electronic application form (eform) when applying for Key Action 2. The eform can be downloaded from our website at subsidie aanvragen. Make sure that you select the application form of the educational field that is impacted most by your project. The eform is a PDF file which needs to be opened and edited using Adobe Reader. It is recommended that applicants use the latest version of Adobe Reader which is free to download from The eform will work with some earlier versions of Adobe Reader but we recommend version 10 or above as a minimum. When you click on the link to download the eform from the Erasmus+ website, the form will open as a one page PDF displaying the following message in red text: The form has been opened inside a web browser window. Please download the form to your PC in order to be able to properly save the form after filling it in. In order to save the form on your computer or network, click on the Save a copy button in the left-hand corner of the PDF. This will save the eform locally on your computer. You will now be able to click on the form in your local files and open it up to edit. In order to avoid any older versions of Adobe Reader opening the file by default, is it best to open up the Adobe Reader software first then go to File>Open and open the eform. As long as you have saved the eform locally, 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 encoded data. Please note that you need to be connected to the internet to complete certain functions such as checking your PIC code and validating the form using the validate button at the bottom of each page. Please note that some functions, such as the automatic calculations in the budget section, might not work unless the pages are validated. You should fill in 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 6

8 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 Delete Last or the + or - buttons. It is important to remember that you 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 note you need to be connected to the internet to check your PIC code and validate the form using the validate button at the bottom of each page. Please take sufficient time to complete the eform, as functions such as copy and paste do not always work within the form. 2.2 FILLING IN THE FORM KA2 Strategic Partnerships Before you start filling in the form: All information on the content of the project, the work programme, the activities etc. should be in the application form. Each section in the form has room for characters. It is not preferable to upload an annex, other than mandatory, if you need more space, unless it is vital to your project. Consult your National Agency if you have doubts. A. General Information This section consists of an overview of the application form. B. Context This section consists of a data table containing information specific to the application being made. Data fields including Programme, Key Action, Action, Field, Call, Round and Deadline for Submission have already been pre-filled. Applicants should check that the pre-filled fields: Key Action, Action and Field correspond to the funding being applied for: Key Action: Cooperation for innovation and the exchange of good practices Action: Strategic Partnerships HE / VET / AE / SE Which field is the most impacted? please make sure you have chosen the right form. This can t be adjusted by the National Agency. Main objective of the project HE: development of innovation 7

9 Note: for VET / AE / SE you have to choose: Main objective of the project: development of innovation or Exchange of Practises If you choose Exchange of practices make sure you not fill in any Intellectual output. Language used to fill in the form: Select language from the drop-down menu. (ENG) All applications submitted to the NL NA must be completed in English. B.1 Project Identification The only pre-filled information will include organisation name (once you complete section D.1.) and the form hash code. All other sections must be completed by applicants. Project title: Please choose a name for your project that is different from your organisation s name. Project Acronym: Please enter any acronym or alternative name for your project title here. Project Start Date: Select a date from the calendar. Key Action 2, Strategic Partnerships in all fields except Youth, can start at the earliest on 1 September but no later than latest possible end date (see program guide). Consider the most appropriate date for your project to begin to ensure you will have enough time to plan and deliver your project activities successfully. Project Total Duration (Months): Key Action 2, Strategic Partnerships can last between 24 and 36 months. Please select the number of months that you wish your project to last for. The overall project duration will need to encompass all project related activities from planning through to evaluation and dissemination. It is important therefore to consider a realistic project duration to be able to carry out all project activities to a high standard. Please be mindful that you should plan in enough time before your activities start to be able to manage the costs associated with running the project, including travel fares etc. Project End Date: This field will automatically populate based on your selected Project Start Date and Project Total Duration. The latest possible end date for a Key Action 2 Strategic Partnership will be communicated per call. A project can t be validated with an end date later than this. A project of 36 months is only possible if you start on the first day possible. 8

10 Applicant Organisation Full Legal Name (Latin characters): This field will populate based on your PIC (see section D.1). B.2 National Agency of the Applicant Organisation Identification: Select NL01 from the drop down menu. C. Priorities Please select the most relevant horizontal and/or sectoral priorities from the list. You can add priorities. Please comment on your choice. Please note that for HEIs, the partner must be the institution, not a department or faculty. D. Participating Organisations D.1.1 Applicant Organisations Applicants should enter their organisation s PIC number into the application form and click Check PIC. If your organisation has applied for funding under Erasmus+ KA1, please use the same PIC for your KA2 application. Applicants are strongly advised to consult their Erasmus+/international coordinators about the PIC. Once you have entered your PIC in the box and selected Check PIC, a number of fields should populate automatically. For more information on the PI code please see chapter 4 of this help tool. If there are any changes to the information originally provided participants should log back into the Participant Portal and update the information accordingly. If you receive an error when clicking Check PIC and you have entered the right code please contact: (HE and SE) or (VET and AE) CEDEX: only applicable to French organisations 9

11 D.1.1 Profile This section of the form will also be pre-filled using the information submitted on to the European Commission s Participant Portal. Please check that this information is correct and update in the Participant Portal if necessary. If you experience problems with this stage and the fields are not populating correctly, we recommend that you check your organisation s registration in the Participant Portal. If the field Type of Organisation found in this section of the eform has not been completed in the Participant Portal then the applicant organisation details will not populate the form and this will cause an error to occur. This field is not compulsory during the Participant Portal registration process but is essential for the completion of the eform. D.1.2 Accreditation (becomes visible after entering PIC in HE application form) If you are a HEI this section will appear and will be filled in automatically. If it does not and you are a HEI, click ECHE and enter your ECHE number as requested. If you are a HEI without an ECHE, you cannot apply for an Erasmus+ grant in this round. Any HEI partner in a programme country must be accredited. HEI s outside of programme countries and most other types of organisations do not need to be accredited. D.1.2 Background and experience Brief description: Please include brief details of your organisation, including type, size and the main focus or scope of your work, as relevant to this project. Activities, experience, key people: Please describe the current activities and past experience of the organisation which are relevant to this project. Include details of the key staff involved in the project, showing clearly their relevant skills and experience. For less experienced partners, you can also summarise those aspects which the project will help to develop. Have you participated in a European Union granted project in the 3 years preceding this application? Please include details of any EU funding over the last 3 years research funding, Erasmus Mundus, Tempus, LLP, etc. Select Yes or No in the dropdown box and add details accordingly. 10

12 D.1.3 Legal Representative 1.2 Accreditation (becomes visible after entering PIC in HE application form) Please insert the details of the person who is authorised to enter into a legally binding commitment on behalf of your organization (note: For HE institutes = member of the board). If your application is approved this person will be the signatory for the Grant Agreement. Please complete every field in this section. If the appropriate contact address for the legal representative is different from the organisations included in this form, please tick the box to indicate that and complete the address details. Complete using the description given under C.1.4 but insert the name of the project lead. We will use these details as the main point of contact with your organisation. If the address for the contact person is different from the organisations in this form, please tick the box to indicate that and complete the address details. Please note: it is important that the legal representative details are consistent throughout the application form and in the Declaration of Honour. If there is inconsistency your application will be ineligible. D.1.4 Contact person Please insert the details of the contact person of the project. Insert the name of the project lead. We will use these details as the main point of contact with your organisation. If the address for the contact person is different from the organisations in this form, please tick the box to indicate that and complete the address details. If you want to add a second contact person, Click on the button Add Contact person. D.2. Partner organisation Please repeat the process above for each institution or organisation involved in your partnership. All of the information must be entered fully for all partners. To add more partners, please click on the Add Partner icon. To delete a partner, please click on the delete last partner icon. 11

13 Please note that Strategic Partnerships for HE, VET and AE must involve at least 3 partners (including the applicant), from 3 different programme countries. The maximum funding available, 150,000 per year of the project, is designed to support a maximum of 10 partners but more partners can be included if they adding value to your project and can be supported by the maximum amount of funding available. Eligibility and financial checks will vary according to the type of organisation please see pages 7 and 8 of this document for more information. Partners from outside Programme Countries can be included but must bring added value not available within Programme Countries. Each partner involved in the project must sign a Partner Mandate form authorising the applicant organisation to act on its behalf in matters related to the project implementation. The Partner Mandate form template can be found on the web page subsidie aanvragen. The mandates for all partners should be attached as annex(es) to the application form. D.2.1. Profile This section of the form will also be pre-filled using the information submitted on to the European Commission s Participant Portal. Please check that this information is accurate and update in the Participant Portal if not. If you experience problems with this stage and the fields are not populating correctly, we recommend that you check your organisation s registration in the Participant Portal. If the field Type of Organisation found in this section of the eform has not been completed in the Participant Portal then the applicant organisation details will not populate the form and this will cause an error to occur. This field is not compulsory during the Participant Portal registration process but is essential for the completion of the eform. D.2.2. Accreditation If you are a HEI this section will appear and will be filled in automatically. If you are a HEI without an ECHE, you cannot apply for an Erasmus+ grant in this round. Any HEI partner in a programme country must be accredited. HEIs outside of programme countries and most other types of organisations do not need to be accredited. 12

14 D.2.2. Background and experience Brief description: Please include brief details of your organisation, including type, size and the main focus or scope of your work, as relevant to this project. Activities, experience, key people: Please describe the current activities and past experience of the organisation which are relevant to this project. Include details of the key staff involved in the project, showing clearly their relevant skills and experience. For less experienced partners, you can also summarise those aspects which the project will help to develop. Other EU funding: Please include details of any EU funding over the last 3 years research funding, Erasmus Mundus, Tempus, LLP, etc. D.2.3. Legal Representative Please insert the details of the person who is authorised to enter into a legally binding commitment on behalf of your organisation. If your application is approved this person will be the signatory for the Grant Agreement. Please complete every field in this section. If the appropriate contact address for the legal representative is different from the organisations mentioned in this form, please tick the box to indicate that and complete the address details. Complete as per C.1.4 but insert either the name of the project lead. We will use these details as the main point of contact with your organisations. Department: Please state which department within your institution or organisation is applying for funding. Position: Please provide your position at your institution Please provide your preferred address. NB please ensure that this address is correct as we will use it to contact you in future. If the address for the contact person is different from the organisations mentioned in this form, please tick the box to indicate that and complete the address details. 13

15 D.2.4. Contact person Please insert the details of the contact person of the project. Insert the name of the project lead. We will use these details as the main point of contact with your organisation. If the address for the contact person is different from the organisations in this form, please tick the box to indicate that and complete the address details. Department: Please state which department within your institution or organisation is applying for funding. Position: Please provide your position at your institution Please provide your preferred address. NB please ensure that this address is correct as we will use it to contact you in future. If the address for the contact person is different from the organisations mentioned in this form, please tick the box to indicate that and complete the address details You can add more partners. D.4. and more: Other Organisations If relevant, please identify and explain the involvement of any other organisations not formally participating in the project. Please explain how they bring added value to the planned activities, including by investing their own resources and know-how, and also describe how they will contribute to the achievement of the project's objectives. Please upload letters of intent of the organisation(s) mentioned above. E. Description This is the qualitative section of your application. Your application will be scored against the criteria listed on page of the Programme Guide. Further information is given below: What is the rationale of this project, in terms of objectives pursued and needs and target groups to be addressed? Why should this project be carried out transnationally? 14

16 The background to the project and why it is needed: What is the situation which led to the development of this project? What problems or gaps will the partners work to address? What needs will it address? How does it relate to the Erasmus+ priorities for your specific field outlined on pages of the Programme Guide. In order to ensure a fair assessment of all applications, experts shall take due account of the size of the project and the experience and capacity of the participating organisations. The quality of each application shall thus be assessed for all award criteria considering this proportionality principle. In what way is the project innovative and/or complementary to other projects already carried out? How does this project relate to other existing projects or streams of work in your institutions or more widely? What other projects are working to address the situation described above, or how have the partners already worked on the issue? How will this project add to existing work, and why is it different? What new approach, systems, etc is it introducing? How will it change practice in the organisations and educational systems involved? How did you choose the project partners and what experiences and competences will they bring to the project? How was the partnership established and does it involve organisations that have never previously been involved in a similar project? How will the tasks and responsibilities be distributed among the partners? Strong partnership working is crucial to the successful delivery of an international project. Why did you choose these partners and how did you establish the partnership? What skill, competencies and experience do the partners have? You should demonstrate what relevant, complementary experience and expertise the partners bring to ensure the project is delivered effectively. This is also an opportunity to highlight value added by the partners being located in different countries. Why could the project and its aims and objectives not be delivered without the expertise provided by the partners involved? What will the benefit be to each organisation involved in the partnership and what will each organisation contribute? Are any partners new to this type of project, and if so what will this bring to the project and how will the new partners benefit from it? If your project includes organisations from outside the programme countries (i.e. from partner countries) it must be clear how they bring added value to the project (e.g. by introducing new practices), which partners from programme countries could not bring. This will be assessed rigorously. How will cooperation and communication happen among all project partners and with other relevant stakeholders? What will be the purpose and frequency of the transnational project meetings and who will participate in them? 15

17 These aspects are central to the success of your project delivery. Please show how all partners will communicate, how you will work together on activities, and how you will communicate with other important stakeholders, who should be identified as far as possible. Include details of planned project management meetings, including when they will be and who will participate. You need to demonstrate that each meeting is needed and is cost effective as compared with other means of communication and coordination. What are the most relevant topics addressed by your project? Taking into consideration your project s objectives, please select from the dropdown the main topic areas of your project. To add more topics click the + icon. What results are expected during the project and on its completion? Please provide a detailed description of the expected results (if they are not listed in intellectual outputs, multiplier events or learning, training, teaching activities). The results are the outputs of your project, both throughout the duration the project and on completion what you will produce or what are the immediate changes you hope to effect? For example: changes in individuals or organisations; examples are the integration of best practice into the curriculum, changes to policy, increase in entrepreneurial skills. Please note that this section overlaps with later sections, so consider carefully whether your results are intellectual e.g. articles, course materials, etc or events, or teaching, training and learning activities. These might fit better in other sections. You will also need to consider impact, see below: for example, you may aim to develop transversal skills such as IT competence in a certain number of students (result), and they may then become more employable (impact). E.1. Participants Description In this section you will need to include information about the participants of the project, whether they be learners, staff or other stakeholders that will benefit from implementation of the project, specifically those that are not benefiting from funded opportunities. Please provide estimated numbers and also detail on how these people will be involved, i.e. through Multiplier Events or other dissemination activities. If individuals with fewer opportunities are going to be involved in any aspect of the project please indicate so by selecting yes in the relevant dropdown box. If you do select yes additional questions will be asked including, the number of participants with fewer opportunities and which type of situations the people with fewer opportunities face. If your project does include participants with fewer opportunities you will need to outline what support is being offered to them to ensure their full participation in project activities. 16

18 F. Preperation Please describe what will be done in preparation by your organisation and by your partners before the actual project activities take place, e.g. administrative arrangements, etc. Please describe your inception activities how will you prepare for your project? This could include how the partners will develop detailed plans, engage stakeholders, undertake further analysis of the situation and hold start up events. F.1. Project Management Management of project budget and time: How will you manage the project budget? How will you divide responsibility between partners, transfer funds, monitor spend against the budget lines, manage supporting documentation and so on? How will you ensure that the project is keeping to its timelines and rectify any problems? Monitoring and evaluating quality: This relates to quality assurance during the project. How will you evaluate progress against your milestones as the project progresses? Who will be the key staff, what will their responsibilities be, and what is their experience in monitoring and evaluation? What systems will you establish to make sure you respond to the findings of any monitoring and evaluation activities? (See Activities and indicators of achievement below.) Risk: how will you manage risk, internal to the project and in the external environment? How will you monitor risk and make sure mitigation is working? Who will be responsible for this? You may wish to summarise the main risks and how you plan to mitigate them. Activities and indicators of achievement (quantitative and qualitative): This relates to evaluation of results and outputs. How will you measure the success of your project? What key quantitative and qualitative indicators of achievement will you put in place to measure progress against your overall objectives and targets, and what monitoring and evaluation activities will you undertake to check that you have reached your targets? Who will responsible for this? If you have not yet developed your indicators, you should say how you will do so. (See Monitoring and evaluating quality above). 17

19 G. Implementation Please elaborate on the methodology you intend to apply in your project. Please also provide detailed information about the project activities that you will carry out with the support of the grant requested under the item "Project Management and Implementation". You need to demonstrate a project methodology which is well suited to your objectives and outputs. How will your activities be organised? Who will manage and lead them? How will responsibility for the different activities be divided between partners, taking into account their individual strengths? Please complete the Timetable of Activities template (GANTT CHART) available on our website and upload it as an annex (see Section N of this guide). G.1. Intellectual Outputs Please indicate in the dropdown box if you wish to include Intellectual Output in your project. (for Higher Education projects the answer should always be yes. For VET, AE and SE the answer is only yes if you choose for Development of Innovation as main objective.) According to the Programme Guide, intellectual outputs are the tangible deliverables of the project, provided that they are substantial in quality and quantity and have the capacity to be exploited and used by a wider public (outside your partnership), even when the project is closed. Examples of intellectual outputs are: publications such as academic papers; policy recommendations at different levels; curricula and course materials; new methodologies; handbooks, advice and guidance; case studies; ICT based tools and software. Please note that it s only considered intellectual output if proven their potential for wider use and exploitation, as well as for impact. Outputs which are not considered Intellectual Outputs: - Products for internal use only, such as the partnership s dissemination plan, evaluation reports etc. - Small scale learning/teaching/training materials, tools, approaches etc. - Virtual cooperation and local project activities (e.g. class-room project work with learners, youth work activities, organisation and mentoring of embedded learning/training activities, etc.); - Documents and media mainly aimed at promoting the project and informing a wider audience (e.g. brochures, leaflets, web information, websites, blogs, wikis, newsletters etc.) - Comparative reports, surveys and guidelines intended for internal use for the project Please describe in full the output, the tasks leading to the production and the applied methodology. 18

20 Be aware that the production of an Intellectual Output is a process consisting of different steps that finally lead to the actual output itself, e.g. conducting an analysis, researching, translating, etc. These steps by themselves are not considered separate Intellectual Outputs. Conditional: staff costs for managers and administrative staff are expected to be covered already under "Project management and implementation". To prevent potential overlap with such item, applicants will have to justify the type and volume of staff costs applied for in relation to each output proposed. Please note that in case costs for managers and/or administrative staff are not duly justified they will be considered ineligible. You can add or remove outputs as you develop your application. G.2. Multiplier Events Multiplier events can only be applied for when your project produces Intellectual output. These events serve the purpose of spreading your project s output to a wider audience. There is emphasis on visibility and dissemination of results in Erasmus+ so multiplier events reaching out beyond the immediate project partners and beneficiaries are important. Each event should connect with one or more of the intellectual outputs described above. Please complete as indicated. Multiplier events can take place in any of the Programme Countries participating in the project. The total grant depends on the number of participants (local & foreign). The grant is not a contribution for the individual particpants, but is meant as a contribution to the costs related to the organisation of national and transnational conferences, seminars, events sharing and disseminating the intellectual outputs realized by the project (Number of participants do not include representatives of participating organisations involved in the event). You can add or remove events as you develop your application. Make sure that there is a direct link with the Intellectual output and the Multiplier event. Note that you can only plan a Multiplier event for realized Intellectual output. G.3. Learning/Teaching/Training Activities Do you plan to include transnational learning, teaching or training activities in your project? Learning, teaching and training activities can be funded provided they are embedded within broader activities and contribute to the overall project objectives described in your application. You need to make it clear how they contribute to the wider project outcomes. 19

21 LTT activities: Select either yes or no from the dropdown box. If yes : If LTT activities are applicable: For more information please first check Eligible Activities and Eligible participants on page. 114 and page of the Programme Guide, Funding Rules on page and Scales of unit costs in Table C on page 124. Make sure you choose the right activity. Kind of mobility HE VET AE SE Blended mobility of learners Short term exchange of groups of pupils Intensive study programmes Long- term of study mobility of pupils Long-term teaching or training assignments Short-term joint staff training events FOR HIGHER EDUACTION ONLY: In case of an Intensive Study programma: An Intensive Study Programme is defined in the Programme Guide as "a short programme of study which brings together students and teaching staff from participating higher education institutions as well as other relevant experts/specialist/professionals" (page 281). The drop-down menu of the application form for HE Learning/training activities presents three options for Intensive Study Programmes covering all the possibilities mentioned above: o Intensive programmes for higher education learners students from participating HEIs o Intensive programmes for teaching staff teaching staff from participating HEIs o Invited teachers at higher education ISP other relevant experts / specialist / professionals (meaning invited staff from HEIs not participating in the consortium, from companies or other associations) An ISP is always a combination of the groups mentioned above (learners/teachers, learners/experts, learners/teachers/experts). It can never be a programme for learners only or teachers/experts only. Be aware that for HE accompanying persons are only related to persons with disabilities. 20

22 Please complete as indicated for each different learning/teaching/training activity: - Activity number: fills automatically - Fields: select relevant sector from dropdown box - Activity type: select as appropriate from dropdown box - Activity description - Number of participants - Participants with special needs: even if you are not sure of the details, included any anticipated participation by people with special needs. - Accompanying persons only in case of accompanying participants with disabilities - Duration days: enter as appropriate based on minimum and maximum duration of activity - Duration months: enter as appropriate based on minimum and maximum duration of activity - Participating Organisations: select from partners defined in dropdown box, add + and delete - as appropriate Add and remove learning/teaching/training activity as required. Information entered here links directly to the budget section of the application. Note that activities of learners as well as long-term activities of staff or youth workers from or to Partner Countries are not eligible. The only exception being short-term joint staff training events as well as the staff from Partner Countries teaching in Intensive Study Programmes. The list of Programme and Partner countries can be found on page of the Programme Guide. Note that under Budget you will also be asked to specify the categories of staff involved: category of staff: manager; teacher/trainer/researcher/youth worker; technician; administrative assistant. However, managers and administrative assistants would normally be funded under Project management. G.3. Learning outcomes Please also describe the arrangements for recognition or validation of the learning outcomes of the participants in learning, teaching or training activities. Will your project make use of European instruments like Europass, ECVET, Youthpass, ECTS etc. or any national instruments/certificates? Learning outcomes must be validated in the same way as in Key Action 1, in accordance with the ECHE, preferably through the use of ECTS credits. You are advised to contact your institution s Erasmus coordinator if you would like more details of Key Action 1. Please indicate in this section the various methods of recognising the learning outcomes of those taking part in the learning/teaching/training activities detailed above. 21

23 H. Follow up H.1. Impact Impact is the effect of an activity and of its results, including the changes brought about for individuals, organisations, systems, practices, at all levels of society. Strategic Partnerships are expected to contribute to the overall impact of Erasmus+. This section is divided into impact on individual and organisational stakeholders in the project, and impact beyond those involved at different levels. You are advised to check the award criterium in the Programme Guide, page116, for possible impacts at individual and systemic levels and for more elaborate information on Dissemination and exploitation pages (a practical guide for beneficiaries). Impact on participants and stakeholders: Please describe the expected impact on all the groups of individuals and the organisations involved in the project. Impact beyond the project: Please describe the expected impact at local levels and beyond. Please be clear where the impact will be strongest. Depending on the size and scope of your project, you should show how any innovations may have impact on systems or policies, and how it may connect with other Erasmus+ and EU activity. Measuring impact: How will you know whether you have achieved the expected impacts? Please describe the means you will use, and, if known at this stage, your indicators of achievement, or how you will develop them. You may choose to measure impact both within the period of EC funding and after funding is completed. For inspiration, please take note of the model impact pyramid on our website. H.2. Dissemination and Use of Projects Results Dissemination and use of project results is in an important focus of Erasmus+ (see the Programme Guide, pages ). Dissemination here means communicating the project s successes and results as widely as possible. Results should be developed in such a way that they can be adapted for use by others, as widely as possible. This could include use in new sectors; sustainability beyond EC funding; or use to influence policy. The plans outlined in this section should be appropriate for your project and the needs of future target audiences. They should aim to maximize impact for participants and others into the future. 22

24 Your plan should include: Measureable, realistic objectives A timetable (you can add dissemination activities to your Timetable of Activities template} Resource planning Involvement of target groups if possible. Targets for dissemination: You are asked for details of target audiences, and justify your choice of these audiences. They might include your own organisations, beneficiaries of your activities, stakeholders, decision makers, the press, the general public. Responsibilities: You are asked to say which partners will undertake the dissemination activities, what expertise they will bring, and what resources (staff days as well as physical resources) you will make available to implement the plans described in this section. Dissemination activities: describe the activities you intend to carry out, linking them to your project activities and outputs (i.e. show how they are relevant) and describing what means (media channels, events etc.) you will use. How will you monitor your dissemination activities throughout the project? Include a timetable for activities, including any monitoring. If relevant, explain how your plans might change in line with changing needs of target groups or other aspects of the external situation. You should include a rough timetable. You may use a wide variety of media, and innovate means of dissemination are welcome. You may apply for funds to translate any materials into the languages of project partners provided it is clear why the partners cannot do this themselves.. Erasmus+ has an open access requirement for all materials developed through its projects. If your project is producing intellectual outputs/ tangible deliverables, please describe how you intend to ensure free access for the public to a digital form of this material. If you intend to put any limitation on the use of the open license, please specify the reasons, extent and nature of this limitation. Please describe your plans for ensuring that the material your project produces is open for wide and free distribution and access. How will you ensure that the project's results will remain available and will be used by others? This may include for example giving open access to resources you have developed, or making sure innovation becomes integrated into the practice of different organisations. You may add any further information in the last part of this question, with reference especially to the selection criteria and the Programme Guide. 23

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