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Erasmus+ is the European Union programme for education, training, youth and sport.
The Erasmus+ UK National Agency is a pa...
Welcome and
Introduction
Corrina Hickman
SeniorProject Manager
Purpose of the seminar
• Go through stages of the project lifecycle
• Understand rules and requirements of the Erasmus+ Ke...
Agenda
12:30 Registration and lunch
13:15 Welcome and Introduction
13:25 Managing your grant (part 1)
13:45 Managing your ...
The Role of the NA
• To promote the Erasmus+ programme in the UK
• To provide information, advice and guidance
• To manage...
The Role of the Beneficiary
• Responsible for project implementation, monitoring, reporting
• Ensuring a strong, committed...
Icebreaker!
Managing your
Grant I
Annelies Stalpaert
Project Manager
Overview
• KA3 Handbook
• Grant Agreements
• Grant Agreement Annexes
KA3 Handbook
KA3 Handbook
• General information and background
• Contracting process
• Management of your projects
• Monitoring activit...
Grant Agreement
KA3 Grant Agreements
Types:
•Mo no -be ne ficiary ag re e m e nts
• The applicant be co m e s the sing le be ne ficiary o ...
Grant Agreement
Annexes
Grant Agreement Annexes
Annexes:
•Annex I: Description of the Project
•Annex II: Estimated budget
•Annex III: Financial an...
Part 1: Special Conditions
Specific Articles of the Grant Agreement
Article I.3.2 – Budget Transfers
• Not considered as a formal amendment to the Grant Agreement.
• only between activities ...
Article I.4 – Reporting and Payments
• Reporting deadlines and requirements
• 1st pre-financing payment within 30 days of ...
Article I.9 - Use of Results and IPR
Article II.8 – Rights and Ownership
Beneficiaries own rights to project results but a...
Article I.XX–Additional Provisions
Required by National Law
Beneficiaries are expected to follow these policies
throughout...
Part 2: General Conditions Specific Articles
of the Grant Agreement
Article II.1 Roles and Obligations
Beneficiaries must:
• Make internal arrangements to ensure the successful delivery of t...
Article II.7 Visibility of Union Funding
• Beneficiaries are obligated to acknowledge the
contribution of the European Uni...
Article II.14 Suspension of the Project
• Suspension of the project can be initiated by either the
NA or the beneficiary, ...
Article II.15 Termination of the Agreement
• The Agreement with one or more beneficiaries can be terminated
by the coordin...
Article II.16 – Eligible Costs
• General provisions:
• Activity within eligible period - project start & end date
• Necess...
Article II.20 Checks and Audits
Article II.21 Monitoring and Evaluation
• Beneficiaries subjected to technical and Financi...
Managing your
Grant II
Chante Greenaway Bramble
Assistant Project Manager
Overview
• Contract amendments
• Eligible expenditure and ineligible costs
• Things to consider
Contract Amendments
Amendments to the Agreement
Change Requested
Permitted
Not
Permitted
Notification only
(project change)
Significant change...
Eligible Expenditure
Eligible Costs
Grants are awarded according to the following budget headings:
• Travel
• Organisational Support
• Special ...
Eligible Expenditure
• Eligible
Expenditure
•
•
Eligible cost Finance
Mechanism
Amount
Travel Unit costs Distance calculat...
Ineligible Costs
Ineligible costs
Examples of costs that shall not be considered eligible:
• debt and debt service charges;
• interest owed...
Things to consider
Things to consider
Participants
• Passports, Visa’s and EHIC card required?
• Do they meet your target group?
• How will y...
Things to consider
The role of Decision makers:
• Have you secured their involvement?
• Do they understand their role?
•Sh...
Things to consider
• Partners, roles and responsibilities
• Activities: informal and non-formal learning
Monitoring
Activities
Annelies Stalpaert
Project Manager
Overview of Monitoring Activities
National Agency monitoring
•MT+
•Monitoring calls
•Audits, checks & monitoring visits
Yo...
Checks & Monitoring Visits
Two types of visit:
•Monitoring visit
•On the Spot Checks
Monitoring Visits
• Sample of projects selected at random
• Reviews the progress of the project against the original
objec...
On the Spot Checks
• A random sample of monitoring visits will also include an
on the spot check
• Financial checks on pro...
Yourresponsibilities
• The project partnership
• Participants
• Meetings
• The budget
• Ongoing evaluation
Tea & coffee
break
IT Tools
& Reporting
Adrian Smart
Project Manager
Overview
• IT Tools
- Participant Portal
- Mobility Tool
• Reporting
Participant Portal
Participant Portal
• Single-entry point for participation and administration of projects in
Erasmus+
• Accessed through EC...
Mobility Tool+
What is the MT+?
Mobility Tool+ is an online system for management of mobility projects
that received an EU grant under th...
Accessing the MT+
• Accessed through ECAS
• The ECAS account needs to be registered to the project
contact person’s email ...
Home
Search = Ctrl-F
Project Details
Organisations
Contacts
Mobilities
Adding a Mobility
Mobilities: Import - Export
• Large amounts of data can be input efficiently
• Uses .CSV file format – similar to Excel
• ...
Import – Export
Budget
Exceptional Costs
Reports
Reporting
Reports
Finalreport
•Submittedaftertheendoftheproject
•Coversqualitativeandfinancialinformation
•AccessedfromMT+
•OnlineSu...
Generate Report in MT+
Edit Report in MT+
Complete Report in MT+
Add Annexes
Start Submission Process
EC Inclusion and
Diversity Strategy
in Erasmus+
Khalid Miah
UKInclusion and Diversity Officer
TCA Manager
Background
- Adverse effects of 2008 economic crisis
- Targeting Young People with Fewer Opportunities
(YPWFOs) Inclusion ...
Aims of the IDStrategy
- Support quality projects
- Increase intercultural and
social skills
- Increase recognition of
exp...
What does it mean forE+
beneficiaries?
How?
• Inclusion expertise
• Strategic approach
• Reaching out
• Supportive approac...
Inclusion and Diversity Officer
ID Officer shall work with following
stakeholders:
•BC Youth Delivery Team
•Ecorys Youth D...
Erasmus+ is the European Union programme for education, training, youth and sport.
The Erasmus+ UK National Agency is a pa...
Disseminate your
project and support
Angela Alves
Assistant Project Manager
Overview
• Dissemination
European Commission Project Results Platform
What you can do
How the National Agency can help
• C...
Dissemination
Erasmus+ project results
platform
http://ec.europa.eu/programmes/erasmus-plus/projects/
- Overview of all the projects fin...
Dissemination
What you can do
- Website
- Newsletter
- Press release and articles in specialised press
- Leaflets
- Social...
Communications
Resources
How the National Agency
can help
• Showcase your project: case studies
• Feature these in our newsletters and publications
E-newsletter
sign up now!
• Feature your project
news
• Receive the latest
Erasmus+ and sector
specific news
• Stay up-to-...
Erasmus+ website
www.erasmusplus.org.uk
Social media channels
Follow us on Twitter:
@erasmusplusuk / https://twitter.com/erasmusplusuk
Like us on Facebook:
https:...
es
Additional Support,
networks, services
Community events and webinars
Learning Networks
Annual Conference
Support webinars
• Enable National Agencies to collaborate and share practice
• Promotes capacity building and training opportunities
• 70%...
• Information network
• 34 European countries
• Many countries also have their own national network
• Eurodesk UK
• For mo...
• European Recognition Tool
• Previously used under Youth in Action
• Describes and validates non-formal and informal
lear...
Q&A session
Contact Details
Monday to Thursday, 9:00 - 17:30
Friday, 9:00 - 17:00:
0845 199 2929
erasmusplus@ecorys.com
ww...
KA3 start up seminar 2015
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KA3 start up seminar 2015

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2015 Key action 3 start up seminar

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KA3 start up seminar 2015

  1. 1. Erasmus+ is the European Union programme for education, training, youth and sport. The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK. Birmingham, 10 September2015 2015 Call Key Action 3 Start Up Seminar
  2. 2. Welcome and Introduction Corrina Hickman SeniorProject Manager
  3. 3. Purpose of the seminar • Go through stages of the project lifecycle • Understand rules and requirements of the Erasmus+ Key Action 3 Programme • Opportunity to network with other delegates • Ask questions to the National Agency / Project Officer • Practical demonstrations of IT Tools • Hard copy materials.
  4. 4. Agenda 12:30 Registration and lunch 13:15 Welcome and Introduction 13:25 Managing your grant (part 1) 13:45 Managing your grant (part 2) 14:05 Monitoring activities 14:20 Tea & coffee break 14:35 Reporting on your project and IT tools 15:15 Overview of the EC Inclusion and Diversity Strategy 15:30 Disseminate your project and support 15:50 Q&A 16:00 Close
  5. 5. The Role of the NA • To promote the Erasmus+ programme in the UK • To provide information, advice and guidance • To manage project assessment and selection • To make payments to projects • To undertake on-going monitoring of projects • To disseminate and exploit results
  6. 6. The Role of the Beneficiary • Responsible for project implementation, monitoring, reporting • Ensuring a strong, committed partnership in place (if applicable) • Ensuring meeting content is relevant and objectives are defined • Ensuring appropriate participant selection, preparation, support and contractual systems are in place • On-going evaluation • Dissemination of results
  7. 7. Icebreaker!
  8. 8. Managing your Grant I Annelies Stalpaert Project Manager
  9. 9. Overview • KA3 Handbook • Grant Agreements • Grant Agreement Annexes
  10. 10. KA3 Handbook
  11. 11. KA3 Handbook • General information and background • Contracting process • Management of your projects • Monitoring activities • Financial management • Reporting
  12. 12. Grant Agreement
  13. 13. KA3 Grant Agreements Types: •Mo no -be ne ficiary ag re e m e nts • The applicant be co m e s the sing le be ne ficiary o f the ag re e m e nt •Multi-be ne ficiary ag re e m e nts • Allpartne rs o f the co nso rtium be co m e be ne ficiarie s o f the ag re e m e nt Structure: •Part I: Special Conditions (Tailored) •Part II: General Conditions (Fixed) •Annexes (Integral part of Grant Agreement)
  14. 14. Grant Agreement Annexes
  15. 15. Grant Agreement Annexes Annexes: •Annex I: Description of the Project •Annex II: Estimated budget •Annex III: Financial and Contractual rules •Anne x IV: No t applicable •Annex V – Mandates (if applicable) •Annex VI – List of other beneficiaries (if applicable)
  16. 16. Part 1: Special Conditions Specific Articles of the Grant Agreement
  17. 17. Article I.3.2 – Budget Transfers • Not considered as a formal amendment to the Grant Agreement. • only between activities of the same type, (international/transnational meetings and national meetings) • allowed to transfer up to 100% of the funds allocated to budget categories based on unit contribution for activities within the same activity type; • allowed to transfer up to 10% of the funds allocated to budget categories based on reimbursement of eligible costs for activities within the same activity type.
  18. 18. Article I.4 – Reporting and Payments • Reporting deadlines and requirements • 1st pre-financing payment within 30 days of signed contract • Payment of the balance/refund within 60 calendar days on receipt of the Final report
  19. 19. Article I.9 - Use of Results and IPR Article II.8 – Rights and Ownership Beneficiaries own rights to project results but are required to: •Provide free, open, online access to any educational materials produced by the project •List all rights of ownership, including any pre-existing IPR, and disclose the list to the National Agency •Ensure you have all the rights to use any pre-existing IPRs •Grant the Union and the NA the right to use the results of the project and any pre-existing IPR
  20. 20. Article I.XX–Additional Provisions Required by National Law Beneficiaries are expected to follow these policies throughout the lifetime of the project. •Data Protection •Equal Opportunities •Protection of Children and Vulnerable Adults •Health and Safety
  21. 21. Part 2: General Conditions Specific Articles of the Grant Agreement
  22. 22. Article II.1 Roles and Obligations Beneficiaries must: • Make internal arrangements to ensure the successful delivery of the project, e.g. partnership agreements • Keep the coordinator informed of any changes or issues that could impact on delivery Coordinatormust: • Ensure the project is implemented in line with the terms of the Agreement • Be the intermediary between the beneficiaries and the NA • Provide all necessary documents in the event of checks or audits
  23. 23. Article II.7 Visibility of Union Funding • Beneficiaries are obligated to acknowledge the contribution of the European Union programme funding. • Example of standard text for a Disclaimer: “This publicatio n has be e n pro duce d with the suppo rt o f the Erasm us+ Pro g ram m e o f the Euro pe an Unio n. The co nte nts o f this publicatio n are the so le re spo nsibility o f < nam e o f the be ne ficiary> and can in no way be take n to re fle ct the vie ws o f the NAand the Co m m issio n. "
  24. 24. Article II.14 Suspension of the Project • Suspension of the project can be initiated by either the NA or the beneficiary, in the circumstances outlined in the agreement • Either party must formally notify the other, explaining the reasons and the conditions/likely timescales for resuming the project • II.14.3 – Effects of suspension – any costs incurred by beneficiaries during suspension period will not be reimbursed or covered by grant
  25. 25. Article II.15 Termination of the Agreement • The Agreement with one or more beneficiaries can be terminated by the coordinator or the NA • Any request for termination by the coordinator must be duly justified and accepted by the NA • If the NA decides to terminate the agreement, the coordinator will be formally notified and can submit observations • If the NA decides to pursue the termination, the coordinator will be advised of the reasons, the date of termination and the effects/any action required
  26. 26. Article II.16 – Eligible Costs • General provisions: • Activity within eligible period - project start & end date • Necessary for implementing the Project • No overlap between unit costs and actual costs
  27. 27. Article II.20 Checks and Audits Article II.21 Monitoring and Evaluation • Beneficiaries subjected to technical and Financial checks or audits in relation to the use of the grant. (by NA, EC, m andate d bo die s, O LAF) • Beneficiaries obligated to keep documents for: • 5 years if grant amount more than €60,000 • 3 years if grant amount not more than €60,000
  28. 28. Managing your Grant II Chante Greenaway Bramble Assistant Project Manager
  29. 29. Overview • Contract amendments • Eligible expenditure and ineligible costs • Things to consider
  30. 30. Contract Amendments
  31. 31. Amendments to the Agreement Change Requested Permitted Not Permitted Notification only (project change) Significant change (formal request) Contact person      Legal signatory      Bankdetails      Organisation address     Activities    Add New Partner    Name of organisation  Organisations legal status  Budget outside of Art. I.3.2 rules  Beneficiary organisation    Partnerwithdrawal/replacement (multi beneficiary only)    
  32. 32. Eligible Expenditure
  33. 33. Eligible Costs Grants are awarded according to the following budget headings: • Travel • Organisational Support • Special Needs support (if applicable) • Exceptional Costs (if applicable)
  34. 34. Eligible Expenditure • Eligible Expenditure • • Eligible cost Finance Mechanism Amount Travel Unit costs Distance calculator dependant €0 - €830 Organisational support Unit costs The amount depends on the country where the activity takes place. Page 185 2015 Erasmus+ Programme guide) Special needs support Portion of eligible costs 100% of eligible costs Exceptional costs Portion of eligible costs Online consultations, opinion polls of young people, financial guarantee and dissemination activities: 75% of eligible costs. Additional costs relating to participants with fewer opportunities ,visa and visa-related costs, residents permits and vaccinations: 100% of eligible costs
  35. 35. Ineligible Costs
  36. 36. Ineligible costs Examples of costs that shall not be considered eligible: • debt and debt service charges; • interest owed; • exchange losses; • costs of opening and operating bank accounts (including costs of transfers from the NA charged by the bank of the beneficiary); • VAT, when is considered as recoverable under the applicable national VAT legislation.
  37. 37. Things to consider
  38. 38. Things to consider Participants • Passports, Visa’s and EHIC card required? • Do they meet your target group? • How will you manage participant withdrawals
  39. 39. Things to consider The role of Decision makers: • Have you secured their involvement? • Do they understand their role? •Should be included in your preparation meetings?
  40. 40. Things to consider • Partners, roles and responsibilities • Activities: informal and non-formal learning
  41. 41. Monitoring Activities Annelies Stalpaert Project Manager
  42. 42. Overview of Monitoring Activities National Agency monitoring •MT+ •Monitoring calls •Audits, checks & monitoring visits Your responsibilities •Project monitoring •Project evaluation
  43. 43. Checks & Monitoring Visits Two types of visit: •Monitoring visit •On the Spot Checks
  44. 44. Monitoring Visits • Sample of projects selected at random • Reviews the progress of the project against the original objectives set out in the application • Covers key areas of the project implementation • The NA will provide support and collect examples of best practice
  45. 45. On the Spot Checks • A random sample of monitoring visits will also include an on the spot check • Financial checks on project activities • Verify amounts claimed for mobilities are supported by relevant documentation
  46. 46. Yourresponsibilities • The project partnership • Participants • Meetings • The budget • Ongoing evaluation
  47. 47. Tea & coffee break
  48. 48. IT Tools & Reporting Adrian Smart Project Manager
  49. 49. Overview • IT Tools - Participant Portal - Mobility Tool • Reporting
  50. 50. Participant Portal
  51. 51. Participant Portal • Single-entry point for participation and administration of projects in Erasmus+ • Accessed through ECAS • Requirement for all project partners • Your responsibility to update throughout project lifetime • !!! Use the Education Participant Portal, not the Research Participant Portal: http://ec.europa.eu/education/participants/portal/desktop/en/home.h tml
  52. 52. Mobility Tool+
  53. 53. What is the MT+? Mobility Tool+ is an online system for management of mobility projects that received an EU grant under the Lifelong Learning and Erasmus+ Programmes. For KA3 projects it is used to: •provide all the information about projects, •identify participants and mobilities, •complete and update budget information, •generate final reports to the National Agency.
  54. 54. Accessing the MT+ • Accessed through ECAS • The ECAS account needs to be registered to the project contact person’s email address • You will receive an e-mail from the MT+ and then you can log in with your ECAS password at https://webgate.ec.europa.eu/eac/mobility
  55. 55. Home Search = Ctrl-F
  56. 56. Project Details
  57. 57. Organisations
  58. 58. Contacts
  59. 59. Mobilities
  60. 60. Adding a Mobility
  61. 61. Mobilities: Import - Export • Large amounts of data can be input efficiently • Uses .CSV file format – similar to Excel • Information is coded – refer to Mobility Tool Data Dictionary Import • You can add or update mobilities information • You cannot delete information Export • Contains information about any mobilities input into MT+ • You can use this file to import information back to MT+
  62. 62. Import – Export
  63. 63. Budget
  64. 64. Exceptional Costs
  65. 65. Reports
  66. 66. Reporting
  67. 67. Reports Finalreport •Submittedaftertheendoftheproject •Coversqualitativeandfinancialinformation •AccessedfromMT+ •OnlineSubmission •Assessedonthebasisofqualitycriteria– SeeAnnexIII
  68. 68. Generate Report in MT+
  69. 69. Edit Report in MT+
  70. 70. Complete Report in MT+
  71. 71. Add Annexes
  72. 72. Start Submission Process
  73. 73. EC Inclusion and Diversity Strategy in Erasmus+ Khalid Miah UKInclusion and Diversity Officer TCA Manager
  74. 74. Background - Adverse effects of 2008 economic crisis - Targeting Young People with Fewer Opportunities (YPWFOs) Inclusion Strategy launched in 2007 in Youth in Action - Key component of Erasmus+ - Builds on previous Youth in Action strategy
  75. 75. Aims of the IDStrategy - Support quality projects - Increase intercultural and social skills - Increase recognition of experience and skills - Common Understanding - Increase in commitment - Reduce obstacles to YPWFOs
  76. 76. What does it mean forE+ beneficiaries? How? • Inclusion expertise • Strategic approach • Reaching out • Supportive approach • Documenting results • Making things better Outcomes •a UK ID strategy and Implementation Plan •Strengthened key features in Erasmus+
  77. 77. Inclusion and Diversity Officer ID Officer shall work with following stakeholders: •BC Youth Delivery Team •Ecorys Youth Delivery Team •Eurodesk •TCA and External Experts •UK NA Impact Assessor •Youth Consultative Group •ID Steering Group •Wider NA ID Officers - Co o rdinatio n - Co m m unicatio n - Im ple m e ntatio n
  78. 78. Erasmus+ is the European Union programme for education, training, youth and sport. The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK. Contact Details Khalid.Miah@ecorys.com Details of next steps to follow…
  79. 79. Disseminate your project and support Angela Alves Assistant Project Manager
  80. 80. Overview • Dissemination European Commission Project Results Platform What you can do How the National Agency can help • Communication Ressources • Additional support, networks and services
  81. 81. Dissemination
  82. 82. Erasmus+ project results platform http://ec.europa.eu/programmes/erasmus-plus/projects/ - Overview of all the projects financed under the programme, - Heighten visibility of the various funding opportunities offered, - Showcase project results and highlight success stories to inspire potential applicants.
  83. 83. Dissemination What you can do - Website - Newsletter - Press release and articles in specialised press - Leaflets - Social media - Reports, presentations and information sessions to existing network and key stakeholders De taile d info rm atio n in Anne x IIPro g ram m e Guide
  84. 84. Communications Resources
  85. 85. How the National Agency can help • Showcase your project: case studies • Feature these in our newsletters and publications
  86. 86. E-newsletter sign up now! • Feature your project news • Receive the latest Erasmus+ and sector specific news • Stay up-to-date with deadline reminders, online booking for events and webinars https://erasmusplus.org.uk/subscribe-to-our-newsletter
  87. 87. Erasmus+ website www.erasmusplus.org.uk
  88. 88. Social media channels Follow us on Twitter: @erasmusplusuk / https://twitter.com/erasmusplusuk Like us on Facebook: https://www.facebook.com/ukerasmusplus View our YouTube channel: http://www.youtube.com/erasmusplusuk Follow us on Storify: https://storify.com/erasmusplusuk
  89. 89. es Additional Support, networks, services
  90. 90. Community events and webinars Learning Networks Annual Conference Support webinars
  91. 91. • Enable National Agencies to collaborate and share practice • Promotes capacity building and training opportunities • 70% reimbursement of travel costs, 100% cover on food and accommodation • Examples: The Power of Non Formal Education (Italy), European conference on youth work, social innovation and enterprise (Sweden), EVS for Employability (UK) and many more! • www.erasmusplus.org.uk/transnational-cooperation-activities • Email: erasmusplustca@ecorys.com SALTO NETWORK • https://www.salto-youth.net/ Transnational Cooperation Activities (TCA)
  92. 92. • Information network • 34 European countries • Many countries also have their own national network • Eurodesk UK • For more information go to the website: www.eurodesk.org.uk • Or contact Kylie Morris via • Email: kylie.morris@eurodesk.eu • Tel: 0121 212 8916
  93. 93. • European Recognition Tool • Previously used under Youth in Action • Describes and validates non-formal and informal learning experience • Tool to help participants to become more aware of their learning process https://www.youthpass.eu/en/youthpass/
  94. 94. Q&A session Contact Details Monday to Thursday, 9:00 - 17:30 Friday, 9:00 - 17:00: 0845 199 2929 erasmusplus@ecorys.com www.erasmusplus.org.uk/contact

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