Key Action 1 Start-up Seminar 2014 Call
Jul 29, 2015
Key Action 1Start-up Seminar2014 Call
Welcome and overview
Delegate SurveySurvey results:
The opportunity to ask questions, and network
Understand differences between the E+ and LLP
programme
To learn about tools for recognition of learning outcomes
How to make any changes to your grant agreement
Practical demonstrations of IT Tools
Hard copy materials.
Purpose of Today• Go through stages of the project lifecycle
• Understand rules of the Erasmus+ KA1
programme
• Opportunity to network with other delegates
• Ask questions to the National Agency / Project
Officer
• Delegate Pack
Overview of 2014 Call
2014 Call Results (R1 VET)
• Received 189
• Eligible 160
• Approved 80
• Budget awarded € 9,788,676.00
2014 Call Results (R1 VET)
Participant TypeApproved
ApplicationsParticipant Numbers
VET Learners 72 3362
VET Staff 38 856
2014 Call Breakdown by UK Country
2014 Call Results (AE)
• Received 58
• Eligible 55
• Approved 11
• Budget awarded € 641,632.00
2014 Call Results (AE)
Participant TypeApproved
ApplicationsParticipant Numbers
AE Staff 32 627
2014 CallBreakdown by UK Country
78%
3%
6% 13%
England Northern Ireland Scotland Wales
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 and conduct audits
• To undertake on- going monitoring of projects
• To disseminate and exploit results
The Role of the Beneficiary• Responsible for project implementation, monitoring,
reporting
• Ensuring a strong, committed partnership in place
• Ensuring placement content is relevant and objectives
defined
• Ensuring appropriate participant selection, preparation,
support, and contractual systems in place
• On-going evaluation
• Dissemination of results
Managing your Grant & Contract
Overview
• Grant Agreements
• Grant Agreement Annexes
• Contract Amendments
• Eligible expenditure & Ineligible costs
Grant Agreement
Grant AgreementsTypes:• Mono-beneficiary agreements
• The applicant becomes the single beneficiary of the agreement
• Multi-beneficiary agreements • All partners of the consortium become beneficiaries of the agreement
Structure:• Part I: Special Conditions (Tailored)• Part II: General Conditions (Fixed)• Annexes (Integral part of Grant
Agreement)
Grant Agreement Annexes
Grant Agreement AnnexesAnnexes:
• Annex I: Description of the Project
• Annex II: Estimated budget
• Annex III: Financial and Contractual rules
• Annex IV: Templates beneficiary/participant agreements
• Annex V – Mandates
• Annex VI – List of other beneficiaries
Part 1: Special Conditions
Specific Articles of the Grant
Agreement
Article I.3.2 – Budget Transfers
• Not considered as an amendment of the agreement.
• Transfers to/from budget categories of unit contributions are percentage based.
• Unit contribution rates apply after budget transfer.
Budget Transfer ExampleAwarded Budget
Organisational Support Budget
€22750 Special Needs Budget
€0
No of participants 65
Unit contribution per participant
€350
Transfer based on budget transfer allowance (b)
Transfer from Transfer to % or amount New estimated budget after transfer for: Organisation Support
New estimated budget after transfer for: Special Needs
Organisational Support Special Needs €500 €22250 €500
Application of Unit contributions after transfer for organisation support €22250/€350 = 63 Beneficiary can only claim organisational support for 63 participants.
Article I.4 – Reporting and Payments• 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
Article I.14 – Supporting ParticipantsBeneficiaries can provide support for the budget categories: travel, course fees, linguistic support and individual support as outlined in Annex I and IV for participants in three ways:
1.Full transfer: the beneficiary transfers the full funds to the participants to make suitable arrangements
2.Contribution in kind: the beneficiary makes suitable arrangements on behalf of the participant
3.Form of a refund: the participant makes suitable arrangements themselves without pre-financing and then reimbursed by the beneficiary
Part 2: General Conditions Specific Articles of the Grant Agreement
• Beneficiaries are obligated to acknowledge the contribution of the European Union programme funding.
• Two Commission documents with guidance on displaying the European Union emblem.
• Example of standard text for a Disclaimer: “This publication has been produced with the support of the Erasmus+ Programme of the European Union. The contents of this publication are the sole responsibility of <name of the beneficiary> and can in no way be taken to reflect the views of the NA and the Commission."
Article II.7 Visibility of Union Funding
• General provisions:
• Activity within eligible period - project start & end
date
• Necessary for implementing the Project
• No overlap between unit costs and actual costs
Article II.16 – Eligible Costs
Article II.20 Checks and AuditsArticle II.21 Monitoring and Evaluation
• Beneficiaries subjected to technical and Financial checks or audits in relation to the use of the grant. (by NA, EC, mandated bodies, OLAF)
• Beneficiaries obligated to keep documents for:• 5 years if grant amount more than €60,000 • 3 years if grant amount not more than €60,000
Contract
Amendments
• Amendments can be broken down into 2 groups
Amendments to the Agreement
Change Requested
Permitted
Not PermittedNotification only
(project change)
Significant change
(formal request)
Contact person √
Legal signatory √
Bank details √
Organisation name √
Participant/ accompanying person flows √ √
European partner √ (VET) √ (AE)
European country √ (AE) √ (VET)
Beneficiary organisation √
UK consortium √
Eligible Expenditure
& Ineligible Costs
Eligible Expenditure Eligible cost Financial
headingAmount
Travel Unit costs Distance calculator dependent €0 - €1100
Individual Support Unit costs According to country of destination, duration of placement and activity type
Organisational support
Unit costs €350 per participant up to 100 participants€200 per additional participant (above 100 participants)
Linguistic support Unit costs Mobilities separated into 3 strands – placement description, requirement and unit cost
Special needs support
Portion of eligible costs
Exceptional costs Reimbursement of portion of eligible costs
Adult Education
Eligible costs Financial heading Amount
Course fee Portion of eligible costs
100% of eligible costs
Ineligible costs
• Activity outside the contract period
• Losses on exchange rates
• Bank charges and interest
• Placements to countries not participating in the programme
• Activities not covered your contract i.e. target group, partners
• Double funding
Things to consider
• Participants
• Partners, roles and responsibilities
• KA1 Handbook
IT Tools, Monitoring & Reporting
ECAS
ECAS• European Commission Authentication System
• Common login system
• Access linked to email address
• How to register
Participant Portal• Single-entry point for participation and
administration of projects in Erasmus+
• Accessed through ECAS
• Requirement for all project partners
• May need to be updated throughout project lifetime
Mobility Tool+
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.
MT+ will be used to:
• provide all the information about projects,
• identify participants and mobilities,
• complete and update budget information,
• generate and follow up participants reports,
• generate and submit interim and final reports to the National Agency.
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
Home
Home
Search = Ctrl-F
Project Details
Project Details
Organisations
Organisations
Contacts
Contacts
Mobilities
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+
Import – Export
Import – Export
Import – Export
Budget
Budget
Budget
Monitoring
Overview of Monitoring ActivitiesNational Agency monitoring
• MT+• Monitoring calls• Audits, checks & monitoring visits
Your responsibilities• Project monitoring• Project evaluation
Audits, Checks & Monitoring VisitsFour types of visit:
• Monitoring visit (NA only)
• On the Spot Checks (NA only)
• Systems Check (NA only)
• Audit Visits (NA or other agencies)
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
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
Your responsibilities• The project partnership
• Participants
• The mobilities
• The budget
• Ongoing evaluation
Reporting
ReportsBeneficiary report• Submitted after the end of the project• Covers qualitative and financial information• Accessed from the MT+• Online Submission
Participant reports• Covers feedback from the participant about their
experiences• Generated by the MT+• Completed online via EUSurvey• 100% submission requirement
Mobilities
Katherine LattaHead of European Programmes, UK NARICand member of the UK team of ECVET Experts
Recognition of Learning Outcomes:Recognising Mobility with
Europass and ECVET
CurriculumVitae
Language Passport
Europass Mobility
DiplomaSupplement
CertificateSupplement
Europass Portfolio
European
Skills
Passport
Europass Mobility
• Often used to record work placements abroad and Erasmus+ placements
• Completed by the organisations responsible for organising and hosting the experience
• Helps individuals to identify key skills when applying for work and study
• Intended for any person undergoing a mobility experience whatever their age or level of education
Europass Mobility
What does it do?
It provides a record, and validation, of skills and competences acquired by an individual during an organised period of learning or training such as an Erasmus+ mobility placement.
How to apply:
Go to http://www.uknec.org.uk/mobility/
The Sending Organisation stamps or signs the Europass Mobility Document before issuing it to the holder in paper and/or electronic form and stores the completed document as appropriate
The Host Organisation (“Host Partner”) returns the Europass Mobility Document to the Sending Organisation (“Sending Partner”)
The Host Organisation completes either section 5a or 5b of the Europass Mobility document and signs or stamps the document
Sending Organisation (“Sending Partner”) Registers at the Europass Mobility Registration and Logs in
Partially completed Europass Mobility documents are automatically emailed to the Sending Organisation- instructions for completing the document are attached
3
The Sending Organisation completes sections 1 to 4 of the Europass Mobility Document (where it has not automatically been completed as part of the online registration)
The Sending Organisation sends the Europass Mobility Document to the Host Organisation and the individual participants take part in the mobility programme.
4
51
2
6
7
2
1
Europass Mobility
Europass Certificate Supplement
• A supplement to a vocational qualification certificate• Specific to the qualification rather than the individual• Can be issued in paper format on graduation, or made available
from an online database• Provides additional information on the degree or diploma, in
particular:• Content, key skills and grading,• Level with in the NQF and information on the issuing
awarding body,• The function of the qualification and any professional status.
• Aids recognition of qualifications• Helps employers and education providers understand the level
and content of qualifications
ECVET – the European Credit System for VET
Learners’ Personal Transcript
(Europass)Validation of LOsRecognition of LOs
Accumulation of LOs
Learning Agreement(based on units of Learning Outcomes (LOs))
Memorandum of Understanding(agreement between competent institutions)
VET programme in the UK
Assessment of LOsCredit for LOs
Placement in the Netherlands
ECVET steps for mobility
From http://www.ecvet-toolkit.eu (2013)
ECVET tools for recognition
Accumulating and recognising learning outcomes
1. Information about the participants involved
3. Qualification being prepared by the learner - including information on where the learner is in his/her learning pathway (his/her current status of acquired knowledge, skills and competence)
Title of qualification being prepared by the learner
Level 2 Diploma in Women’s Hairdressing (QCF)
EQF level (if appropriate) 3
4. Description of the learning outcomes to be achieved during mobility
Learning outcomes to be achieved
Unit – Working in the hair industry
Students will partake in the Finnish unit ‘Business and Entrepreneurship in Hairdressing’ alongside local students.
Learners will use their experiences to inform on and to complete LO1 - Be able to describe the key characteristics of the hairdressing industry from the unit
5. Assessment and documentation
Name and role of the person(s) responsible for assessing the learner’s performance
How and when will the learning outcomes be assessed?How and when will the achievements be documented?
Description of the learning activities (for instance, information on locations of learning, tasks to be completed
and/or courses to be attended)
6. Validation and recognitionName and role of the person(s) responsible for validating
the learning outcomes achieved abroadHow will the validation process be carried out?
How and when will the achievements be documented?Name and role of the person(s) responsible for recognising
the learning outcomes achieved abroad?How will recognition be conducted?
2. Duration of the training period abroad
Questions?
Katherine LattaHead of European Programmes, UK [email protected]
For further information and guidance:www.naric.org.uk www.europass.org.ukwww.ecvet.org.ukwww.ecvetexperts.org.uk
Erasmus+ UK Programme Impact Assessment14 January 2015
1. What is Impact Assessment?
2. Impact Assessment at the NA
3. NA Impact Assessment and Projects
Overview
What is Impact Assessment?
• The process of examining the effect of a Programme or activity on individuals, organisations or society.
• These effects may be positive or negative, intentional or accidental, short or long-term.
• Assessing Impact allows us to judge whether an intervention has been successful, to what extent and in what way.
What is Impact Assessment?
NA Impact Assessment Activities
• Logic Model & Indicator Framework
• Research & Evaluation projects
• Programme statistics
• Cooperation with other NAs and the EC
Impact Assessment at the NA
“…a systematic and visual way to present and share your understanding of the relationships
among the resources you have to operate your program, the activities you plan, and the changes
or results you hope to achieve.”
Source: W.K. Kellogg Foundation
What is a Logic Model?
Example
Source: W.K. Kellogg Foundation
• An essential part of the Logic Model.• Demonstrates how we will measure outputs,
outcomes and impacts.• Clearly demonstrates the [assumed] links
between outputs, outcomes and impacts.• Allows us to build a clear picture of, and track,
the intended impacts.• Helps identify potential gaps in our evidence
gathering.
Indicator Framework
NA Impact Assessment & Projects
• Projects are expected to measure their own impact but they’re not required to do additional activity specifically for National Agency Impact Assessment activities.
• We would like you to align your Impact Assessment with the UK Erasmus+ Logic Model and Indicator Framework where possible.
• We may ask you to share your Impact Assessment reports with us or to participate in some of our research projects.
Impact Assessment & Projects
• Online information & resources at www.erasmusplus.org.uk – UK Erasmus+ Programme Logic Model and
Indicator Framework– Programme statistics– Reports & research tools– Links to research and evaluation resources
Impact Assessment & Projects
Contact
Steven MurrayErasmus+ Impact AssessorT: 0845 199 2929E: [email protected]
Contact Details
Dissemination and communications resources
Promotion and dissemination• Congratulations on
starting your successful project
• How we can help?• National Agency
communications resources and activities.
How we can help
• Showcase your project case studies• Feature these in our newsletters and publications• Help promote them on Twitter, Facebook, YouTube
and more.
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Thank you for attending the Start-up Seminar and good luck with you project!