2015 Call Key Action 2 VET, adult ed and youth Start Up Seminar presentation

• Go through stages of the project lifecycle

• Understand rules and requirements of the Erasmus+

Key Action 2 Programme

• Opportunity to network with other delegates

• Ask questions of the National Agency / Project Officer

10:00 Welcome and Introduction

10:20 Icebreaker

10:30 Managing your Grant

11:10 IT Tools & Coffee break

12:00 Monitoring

12:20 Quiz

12:30 Lunch and Networking

13:30 Guest Speaker

13:50 Reporting

14:10 Coffee Break

14:25 Panel Q&A

15:00 Impact, Evaluation & Dissemination

15:30 Overview & Close

Field No. of

applications

No. of

approved

projects

% of approved

projects

2014 2015 2014 2015 2014 2015

VET 86 122 28 40 32.6% 32.8%

Adult

ed. 76 79 15 13 19.7% 16.5%

Yout

h 88 82 8 6 9.0% 7.3%

• Launch of Erasmus+ Project Results Platform and

Online Linguistic Support tool (OLS)

• Learning Networks and Sector Consultative Groups

• EPALE and ECVET

• Europass

• Transnational Cooperation Activities (TCA)

• Inclusion and diversity strategy

• Eurodesk UK

• European Youth Week

• Support, Advanced Learning and Training Opportunities

(SALTO)

• 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

• Responsible for project implementation, monitoring,

reporting

• Ensuring a strong, committed partnership in place

• On-going evaluation

• Dissemination of results

10 minutes to talk about following:

• What is your name, organisation, what do you do?

• Introduce your project under the Erasmus+

• What do you want to achieve with your project?

• Grant Agreements and Annexes

• Contract Amendments

• Eligible Expenditure & Ineligible Costs

• Things to Consider

Type:

• 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)

Annexes:

• Annex I: Description of the Project

• Annex II: Estimated budget

• Annex III: Financial and Contractual rules

• Annex V: Mandates

• Annex VI: List of other beneficiaries

• Not considered as a formal amendment to the Grant

Agreement.

• Transfers of up to 20% to/from all budget categories

except Special Needs Support.

• ‘Project Management and Implementation’ and

‘Exceptional Costs’ budget headings cannot be

increased.

Awarded Budget

Project Management

and Implementation

(PMI) Budget

€36,000 Intellectual

Outputs Budget

€145,520

Transfer based on budget transfer allowance (b)

Transfer from Transfer to % or amount New estimated

budget after

transfer for: PMI

New estimated

budget after

transfer for:

Intellectual

Outputs

Project Management

and Implementation

Intellectual

Outputs

€2,140 €33,860 €147,660

Explanation of budget transfer:

A further 10 Researcher days are required to complete Intellectual Output 2. These days will be

completed by the Belgian partner at a rate of €214 per day, so €2,140 has been transferred from

excess Project Management and Implementation budget to Intellectual Outputs.

• Reporting deadlines and requirements

• Timescales and conditions for payment

• 1st pre-financing payment within 30 days of signed grant

agreement

• Payment of the balance/refund within 60 calendar days

on receipt of the Final report

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

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

Beneficiaries can provide support for the budget

categories: travel, course fees, linguistic support and

individual support as outlined in Annex I for participants in

two ways:

1.Full transfer: the beneficiary transfers the full unit

contributions as specified in Annex III to the

participants to make suitable arrangements

2.Contribution in kind: the beneficiary makes suitable

arrangements on behalf of the participant

Beneficiaries must:

• Make internal arrangements to ensure the successful delivery of the

project, e.g. partnership agreements

• Keep the coordinator informed of any changes or issues that could

impact on delivery

Coordinator must:

• Ensure the project is implemented in line with the terms of the

Agreement

• Be the intermediary between the beneficiaries and the NA

• Provide all necessary documents in the event of checks or audits

• Payments to the partners

• Beneficiaries are obligated to acknowledge the contribution of the

European Union programme funding

• 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"

• 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

• Costs incurred by beneficiaries during suspension period

will not be reimbursed or covered by grant

• Termination of the project or of one or more beneficiaries can be

initiated by either the NA or the coordinator

• 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

• 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

Amendments can be broken down into 2 categories

Notification only changes Significant change request

Change of contact person Change of organisation name

Change of legal signatory Withdrawal of partner

Change of bank details Change of partner

Change of address Change to the work programme

and/or budget

Article II.16 – Eligible Costs

• Activity within eligible period - project start & end

date

• Necessary for implementing the Project

• No overlap between unit costs and actual costs

•

•

• Activity outside the contract period

• Losses on exchange rates

• Bank charges and interest

• Activities in countries not participating in the programme

• Activities not covered your contract i.e. target group, partners

• Double funding

• Partners, roles and responsibilities

• Develop good internal monitoring system

• Managing participants (For training, teaching and learning

activities only)

• Financial and Contractual Rules Annex III

• KA2 Handbook

• Contact your PO in case of any queries

IT Tools:

• Participant Portal

• ECAS

• Mobility Tool +

• 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

Mobility Tool+ is an online system for management of

mobility projects that received an EU grant under the

Lifelong Learning and Erasmus+ Programmes

For KA2 projects it is used to:

• Provide all the information about projects

• Identify and monitor activities

• Complete and update budget information

• Generate, complete and submit Final Reports to the

National Agency

• 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

Search = Ctrl-F

• Web-based dissemination platform for Erasmus+ and

Creative Europe

• Aims to provide an overview of all projects funded by

Erasmus+, heighten visibility of funding, showcase

project results and highlight success stories

• Availability of educational resources

• Website address:

http://ec.europa.eu/programmes/erasmus-plus/projects/

• Article I.10.2 outlines project requirements for the

Dissemination Platform (VALOR)

• Project results must be uploaded

• FAQs are available and further instructions and

guidance will be provided by the NA

• Disseminate your project’s results to a wider audience

• Provides practitioners with access to a wide range of

innovative outputs and results

• Showcase project results and highlights success stories

to inspire potential applicants

• Partner finding

National Agency monitoring:

• MT+

• Monitoring calls

• Monitoring visits, checks & audits

Your responsibilities:

• Project monitoring

• Project evaluation

• MT+

• Sample of projects

• Monitor project progress against original objectives,

activities and outputs

• Provide advice and support

• Identify case studies and identify good practices to

promote your project and the Erasmus+ Programme

• Monitoring Visits (NA only)

• On the Spot Checks – during or after project lifetime (NA

only)

• Audit Visits (NA or other agencies)

• Sample of projects

• Review project progress against original objectives,

activities and outputs

• Provide support and identify good practices to promote

your project and the Erasmus+ Programme

• Cover key areas of the project implementation

• Random sample of projects

• Can be combined with a Monitoring visit

• Checks on the reality, eligibility and quality of project

activities

• Ongoing monitoring: activities, outputs, outcomes,

partnership, budget, participants (where applicable)

• MT+

• Evaluation: during and after the project

• Informing the NA of any change/issue/development

• Providing necessary information/documents to NA

Irena Papadopoulos Professor of Transcultural Health and Nursing

Middlesex University

London

Erasmus+ Key Action 2 Start Up Seminar – 13th October 2015

Project Training health care teams in intercultural communication and patient safety

It is an… Erasmus + Strategic Partnership KA2 - Cooperation for Innovation and the Exchange of Good Practices. Strategic Partnerships for vocational education and training

Umbrella theme for all project

INTERCULTURAL EDUCATION OF NURSES IN EUROPE (IENE)

(also incorporates the intercultural education of other health professionals (HP)

in Europe).

Training health care teams in intercultural communication & patient safety

Multidisciplinary &

Multicultural teams

Intercultural communication

Patient Safety

Training health care teams in intercultural communication & patient safety

Needs Assessment

European Training Model

Build a MOOC

Train Facilitators

Deliver and Evaluate the MOOC

Managing large scale transnational projects

Selecting partners

Know the rules

Detailed clear application document

Clear and agreed roles and responsibilities

Compassionate leadership

Regular Communication

Efficient record keeping

Use your National Agency Project Officer

Hints & tips for good consortium management

Detailed clear application document Common understanding of what the project is about

First point of reference

Consistent planning

Clear and agreed roles and responsibilities Partnership Agreement

Transparency

Fairness

Quality

Regular Communication

A variety of methods each for a specific purpose • Dropbox, Email, Telephone/skype, Social media etc

BUT…Keep it simple. Some partners may not be as

advanced as you in ITC

• Face-to-face/virtual

• Use team meetings for team building

Efficient record keeping & sound financial

support

Know the rules and keep reminding partners

Develop tools to collect info and records

If possible identify a helper!

Keep on top of it

Quality Manual – Contents

Project Objectives

Quality Policy

Quality Objectives

Quality Indicators

Communication Procedure

(protocol, list of members,

document control)

Work Plan – Contents

Project Timelines

Deliverables

Tasks and Responsibilities

Transnational Project

Meetings

Idealism <--------------------------------------->Self-interest

Culturally Competent and Compassionate

Leadership

Deep self-awareness

Genuine interest for

our fellow humans

Compassion for self

and others

Measured Courage

Non-exploitative

friendship

Professional

competence

(Toxic) (Unreachable?)

Avoiding problems & misunderstandings

- Create a compassionate ethos within the team:

Genuine friendship, professional respect, openness,

sensitivity, courage

- Deal with them as soon as you become aware of them.

- Take the time to speak to all concerned: try to

understand before you judge or jump into conclusions

- Regular evaluations

- Learn the lessons

Finally,

Use your National Agency Project Officer S/he is there to help you and has the expertise.

Don’t think that you are the only manager who has challenges

and problems.

Ask for help!

The rewards for managing a project are plenty! I love doing

my projects for the intellectual challenge, the usefulness of the

outputs, the opportunity to meet so many people and visit

other countries, the sharing and co-creation, the mentoring of

novices etc, etc.

• All Erasmus+ projects must report to their National Agency during

their project lifecycle

• Enables the National Agency to check that the project has been

carried out in line with the original application and as per funding

rules

• Contractual requirement under Article 1.4 of the Key Action 2 VET,

AE and Youth grant agreement

• Submission of Interim and Final Report through the MT+. Some

projects are also required to submit a Progress Report

• All projects must submit an Interim Report, which may represent a

request for a 2nd pre-financing payment

• Report to be submitted through the MT+ once available

• Due halfway through your project depending on project duration

• Must cover all project’s activities for the reporting period from the

beginning of the implementation of the Project specified in Article

I.2.2 to date specified in Article 1.4.2

• Final Reports must be submitted 60 days after the project end date

• Electronic submission, with signed Declaration of Honour attached

• Generated and submitted electronically through the MT+ using

information inputted into the tool

• The National Agency will not accept any Final Reports submitted

before the deadline date

Information on the participating organisations, the

participants and the final grant amount is pulled through

from the MT+

You will also need to include qualitative information:

o Project summary

o Description of the project objectives

o Project activities

o Outcomes

o Impact

o Dissemination of project results

• Evidence of individual support payments to project

beneficiaries, such as signed receipts or bank transfer

documents.

• Timesheets

• Receipts

• Scored out of 100 points in line with common quality

criteria.

• Assessed on the extent that the project was

implemented in line with original application and the

quality and impact of the completed project.

• Late, poor or partial implementation of the project will

result in a grant reduction applied to the total final

amount of eligible expenditure of between 25-75%

depending on Final Report score.

1st stage:

• The NA shall send a formal reminder within 15 calendar

days of any deadline missed regarding the Progress,

Interim or Final Report

2nd stage:

• Failure to submit such a report within 30 calendar days

following this reminder may result in the NA terminating

the Agreement and requesting a refund

• A sample of projects will be selected for additional checks

and audits

• Checks involve a financial review on project activities

• For checks and audits the coordinator must supply

supporting documents in original, including supporting

documents for partners

• Familiarise yourself with the reporting requirements for

your project

• Read guidance notes

• All reports must be completed in English and submitted

to the UK National Agency

• Work with your partners to complete reports

• Contact your NA Project Officer if you are unsure about

anything!

• The process of examining the effect of a Programme or

activity on individuals, organisations or society

• Positive or negative, intentional or accidental, short or

long-term effects

• Judge whether an intervention has been successful, to

what extent and in what way

“…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

Source: W.K. Kellogg Foundation

• Think about WHO you are going to communicate your

learning to and HOW

– Internal: organisation management, colleagues,

learners

– External: to peers in your sector, policy-makers, non-

UK partners

• What mechanisms can you use?

• Don’t forget the National Agency!

• On each of your tables discuss and identify:

– One IMPACT your project will contribute to

– A DATA COLLECTION method or methods you can

use to gather evidence

– WHO you will DISSEMINATE your findings to and

HOW

• Impact Assessment at the Erasmus+ UK National Agency:

www.erasmusplus.org.uk/impact

• Erasmus+ UK Logic Model:

www.erasmusplus.org.uk/erasmus-uk-logic-model

• Useful resources:

www.erasmusplus.org.uk/impact-assessment-resources

• Join the Erasmus+ Measuring Impact Learning Network!

www.erasmusplus.org.uk

• Showcase your project case studies

• Feature these in our newsletters and publications

• Help promote them on Twitter, Facebook, YouTube and

more.

• Receive the latest

Erasmus+ and sector

specific news

• Stay up-to-date with

deadline reminders,

online booking for events

and webinars

• Feature your project

news.

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• Read about other

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practice

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featured on our blog!

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