2016 call convention for vet and adult education
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Erasmus+ 2016
Key Action 1
VET & AE
Conventi0n
Congratulations!
Most competitive funding round to date
95% of funding allocated Diverse range of learner
and staff mobilities
Purpose of the Convention Practical information on key areas and tools necessary
for delivering a high quality project
Opportunity to network with other delegates and the NA
as well as sharing success stories and best practice
Webinar 1: 28th June 2016
Webinar 2: 30th June 2016
Morning Agenda 10:00am Welcome and Introduction
10:20am Next Steps
10:40am ‘This much I know’
11:10am Icebreaker
11:35am Coffee break
11.50am Interactive Sessions
12.30pm Lunch
Afternoon Agenda 13:30pm Workshops:
1. Budget transfers
2. Mobility Tool+
3. Dissemination
15.00pm Refreshment break
15.15pm Monitoring, impact, evaluation and final reports
16.00pm Round up and close
16.15pm Meet your Project Officer
2016 Funding Results High demand for KA1 VET & AE funding in 2016
Reserve list for Adult Ed
Possibility of VET reserve list
Focus on improving quality
year on year
Increase in apprentice
inclusion
2017 Priorities Longer term mobilities
VET Mobility Charter
Education and Training
TCA
European Skills Agenda
Next Steps: How to
manage your grant
Overview The Grant Agreement
What to expect – your responsibilities and the UK NA
Ensuring eligibility
Managing changes
What is the Grant Agreement?
Legally binding contract between you and the UK NA Key details about your project
Guidance for successfully managing your grant
Template documents to use with participants
The Grant Agreement All agreements
Special Conditions
Annex I General Conditions
Annex II Description of the Project
Annex III Financial and Contractual Rules
Annex IV Applicable Rates
Special Conditions Key Action, Field and Project-specific conditions for
managing the project.
What’s new for 2016? Easier to navigate Explanation of articles in the General Conditions
Key articles I.3.3 Budget
transfers
I.4 Reporting and payments
I.9 IT tools
I.11 Visibility of funding
I.12 Support to participants
I.15 UK provisions
The Grant Agreement All agreements
Special Conditions
Annex I General Conditions
Annex II Description of the Project
Annex III Financial and Contractual Rules
Annex IV Applicable Rates
General Conditions Standard conditions for all EU grants.
What’s new for 2016? Not specific to Erasmus+ Should be read alongside article I.18 of the Special Conditions
Key articles
II.2 Beneficiary obligations
II.13 Agreement amendments
II.16 Suspension
II.17 Termination
II.19 Eligible costs
II.27 Checks and audits
The Grant Agreement All agreements
Special Conditions
Annex I General Conditions
Annex II Description of the Project
Annex III Financial and Contractual Rules
Annex IV Applicable Rates
Description of the Project Breakdown by budget heading and activity types as well
as a list of participating organisations.
What’s new for 2016? More detailed Includes partners
The Grant Agreement All agreements
Special Conditions
Annex I General Conditions
Annex II Description of the Project
Annex III Financial and Contractual Rules
Annex IV Applicable Rates
Financial and Contractual Rules Key Action and Field specific information about eligible
costs, triggering events, reporting, and evidence requirements.
What’s new for 2016? New layout Relevant information moved here from General Conditions
The Grant Agreement All agreements
Special Conditions
Annex I General Conditions
Annex II Description of the Project
Annex III Financial and Contractual Rules
Annex IV Applicable Rates
The Grant Agreement Multi beneficiary agreements
Annex V Mandates
Annex V Templates
Mono beneficiary agreements
Annex VI Templates
Templates The exact templates included are dependent on your project.
Adult Education VET
Learners Staff Learners and staff
Staff grant agreement
Learner grant agreement
Staff grant agreement
Staff grant agreement
Mobility agreement Learning agreement Mobility agreement Mobility agreement
VET quality commitment
VET quality commitment
Learner grant agreement
ECVET learning agreement
ECVET learning agreement Learning agreement
ECVET MoU ECVET MoU VET quality commitment
ECVET learning agreement
ECVET MoU
Your responsibilities Beneficiary Familiarise yourself with your
Grant Agreement Ensure your project activities
are eligible Inform the NA of any
changes Keep all necessary
documents Use the IT tools Submit reports in line with
your Grant Agreement
Consortium coordinator Communicate eligibility
requirements to UK consortium partners
Act as a liaison between NA and UK consortium partners
Ensure UK consortium partners keep Participant Portal and documents up-to-date
How we can help
UK NA
Project Officer
E+ website
Helpline
KA1 Handbook
‘This much I know’ Beneficiaries share
their experiences
Clare Jeffries Head of Apprenticeships
ISA Training
Aim
To share our experiences with Erasmus+ and VET
Learner mobilities
Make Mobility Projects part of a bigger picture!
The Impact on the participants
• 100% of participants reported that they learnt new vocational skills
• All participants felt that their CV
had been enhanced as a result of the experience
• Participants reported developments in their employability, life and social skills
• 100% participants reported an
increase in confidence and self esteem levels
• Participants gained new qualifications outside the normal framework requirements
• Broadened participants horizons and they now have bigger, bolder dreams
The Impact for ISA
• Increased PR and Marketing opportunities
• Coverage in 9 regional newspapers • Stories in trade publications
• Supports our USP – Oyster Strategy
• Helps us to make a difference to the learning experience
Accreditation, Recognition and Certification
Formal Units from City and Guilds Employability suite of qualifications; • 403 Work-based experience • 437 Understanding the language and
culture of a community
Additional • References from work placements • Europass documents
How this project has helped future projects
Icebreaker!
Coffee break
Interactive Sessions
Lunch
Coffee break
Workshops
Budget Transfers workshop
Managing changes Changes included in the Grant Agreement Budget transfers – article I.3.3
Changes not included in the Grant Agreement Minor changes like contact details Significant changes like replacing partners
Discussion What changes do you
think might occur? What unexpected
changes have you dealt with? Have you used budget
transfers?
Project Changes
Send more participants
Increase duration of
mobility
Change accompanying
persons
Increase duration of
course
Higher travel distance
band
Include Special Needs
Support
Increase duration of
course
Higher travel distance
band
Key Points Different types of amendments for different situations
Budget transfers allow greater flexibility to manage
your grant but must be explained in Final Report Minor changes only need notification
Significant changes need a fully justified request
Always keep in touch with your Project Officer
Sending more participants Example: Originally sending 10 learners to Spain for 14 days. Due to high quality recruitment, 12 learners have been identified for selection for mobilities.
Budget Heading Unit Cost Total Amount
Organisational Support
€ 350 € 3,500
Travel € 180 € 1,800
Individual Support € 84 € 11,760
Sending more participants
€ 11,760
€ 1,800
€ 3,500 Organisational Support
Travel
Individual Support
€ 2,352
€ 2,712
€ 360
€ 14,112
€ 2,160
€ 788
Increasing course duration Example: Originally sending 4 staff on different courses in France. The receiving organisation running a course for one of your staff informs you that it will now last for 4 days rather than 3 as planned.
Budget Heading Unit Cost Total Amount
Organisational Support
€ 350 € 1,400
Course Fees € 70 € 840
Individual Support € 100 € 2,800
Increasing course duration
€ 2,800
€ 840
€ 1,400 Organisational Support
Course Fees
Individual Support
€ 100
€ 170
€ 70
€ 2,900
€ 910
€ 1,230
Changing accompanying persons Example: Originally 1 accompanying person was attending a 14 day mobility with 10 participants in Germany. Due to staff changes they need to stay for 7 days and then swap halfway through the mobility.
Budget Heading Unit Cost Total Amount
Organisational Support (participants)
€ 350 € 3,500
Travel (APs) € 275 € 275
Individual Support (APs)
€ 120 € 1,680
Changing accompanying persons
€ 1,680
€ 275
€ 3,500 Organisational Support
Travel
Individual Support
€ 0
€ 275
€ 275
€ 1,680
€ 550
€ 3,225
Including Special Needs Support Example: Out of 10 participants, 1 has been recruited who needs to transport temperature sensitive medicine to take while on mobility. The accompanying persons will need to keep this with them at all times and will need a medical cool bag to ensure safe transport.
Budget Heading Unit Cost Total Amount
Organisational Support
€ 350 € 3,500
Special Needs Support
N/A € 0
Including Special Needs Support
€ 0
€ 3,500 Organisational Support
Special Needs Support
€ 100
€ 100 € 100
€ 3,400
Increasing distance bands Example: Originally the distance band was chosen based on the sending and receiving organisations locations. From the 20 participants recruited, 3 live in very rural locations which has increased the distance they will travel.
Budget Heading Unit Cost Total Amount
Organisational Support
€ 350 € 7,000
Travel € 275 € 5,500
Increasing distance bands
€ 5,500
€ 7,000 Organisational Support
Travel
€ 255
€ 255 € 5,755
€ 6,745
Increasing mobility duration Example: Originally sending 150 learners to Malta for a 21 day mobility. For one of the flows of 20 participants, there is a public holiday during the mobility period so to meet the same number of days on placement they will need to stay an extra day.
Budget Heading Unit Cost Total Amount
Organisational Support
€ 200 € 45,000
Individual Support € 84 (1-14 days)
€ 59 (15-60 days) € 238,350
Increasing mobility duration
€ 238,350
€ 45,000 Organisational Support
Individual Support
€ 1,180
€ 1,180 € 239,530
€ 43,820
Mobility Tool+ Workshop
What is the Mobility Tool+? Mobility Tool+ is an online system for management of mobility
projects that received an EU grant under the Lifelong Learning and Erasmus+ Programmes.
Updating the Mobility Tool+ once a month is a contractual
requirement for all Erasmus+ Key Action 1 projects. Allows you to manage your mobilities and project budget. Allows the National Agency to monitor your project.
Interactive Quiz
Rules Each table will need to answer at least one question
Interactive questions which will require using the
computer to access the Mobility Tool+ to show solution
5 points for a correct answer
2 points for a partially correct answer.
If your table can’t answer the question you can pass and
another table can volunteer to answer in your place.
How can you add a new contact to the project?
Question 1 What should you do if you see this screen when you first log in?
How can you add a single mobility?
How can you check and edit the details for one of the mobilities?
How can you check which participants have submitted their reports?
How can the contact person update their email address in the MT+?
How can you view a completed participant report?
The distance band for Tom Hiddlestone’s mobility is wrong. How would you check and correct which distance band you should use for the mobility?
How would you export the mobility data?
Why is the amount for Course Fees Grant in ‘Current Budget (in Mobility Tool)’ shown in red and what would you do to resolve it?
The amount for EU Special Needs Support in ‘Current Budget (in Mobility Tool)’ is shown in red . This is due to an eligible budget transfer.
Which budget area should you reflect this transfer in?
Importing and Reporting
Dissemination Getting the word out!
Overview ‘Dissemination is a planned process of providing
information on the results of programmes and initiatives to key actors.’
Workshop 2 - Dissemination
• Group Task Group 1 – End Users/Learners/Staff/Organisation Group 2 – Industry Experts/Practitioners Group 3 – Press and Media Group 4 – General Public/Local Community
Workshop 2 - Dissemination
• Discussion Examples of dissemination platforms. What can be disseminated (tangible/intangible)? What stages/milestones are opportunities to disseminate? Creating a dissemination plan, what aspects should be
considered?
• Duration – 15-20 mins
Dissemination Plan • Review your project objectives, expected outcomes and
results, and identify what can disseminated. • Identify the relevant target groups. • Consider what methods/platforms can be used to
disseminate the results. • Prepare timescales throughout the project. • Consider how you will evaluate and monitor the success
of the results/outcomes/objectives. • Draw up your plan and SHARE!!
Key Points • Disseminate throughout the project lifecycle and even
after it has ended. • Tangible and intangible results. • Ensure platforms reach audiences on a local, regional,
national and international level. • UKNA Support – Project Results Platform, NA Events,
Case Studies, Press Pack, Social Media. • Erasmus+ Logo https://www.erasmusplus.org.uk/promotion-and-
dissemination
• Programme Guide – Annex II Pg 299-304.
Monitoring
Purpose of Monitoring Activities Monitor ongoing progress of the project
Provide continuous support
Identify potential problems and offer solutions
Contractual obligation to provide project
information as requested
Overview of Monitoring Activities National Agency monitoring MT+ Email updates Monitoring calls Audits, checks & monitoring visits
Monitoring Visits On the Spot Checks System Checks Audit visits
Mobilities input under the wrong activity type (e.g. VET-COMP
instead of VET-SCHOOL)
No comments for different sending or hosting locations
Incorrect days (activity days & travel days)
Missing Mobilities / Participant Reports
Quarterly emails or calls Difficulty to agree date
Short notice cancellations
Unpreparedness
Potential Email and Call content Project objectives and activities Working within the partnership Financial arrangements Outcomes and outputs Evaluation and dissemination Possible issues Chance to raise questions to the NA
Monitoring Visits Problems with meeting place (main office or
where documents are kept) Not possible to meet with participants
More theoretical than practical
On the Spot Checks Problems with meeting place (main office or where
documents are kept) Relevant people not present
Missing documents
Wrong information on documents (participant names,
dates etc.)
Documents needed for On the Spot Checks Declaration of Travel and Attendance Learning Agreements Evidence showing payment of grant to
participants Recognition of learning outcomes Signed agreements with partners Management spreadsheets Original invoices (esp. For special needs
support and exceptional costs) Dissemination materials
Changes to monitoring activities NA can propose changes to monitoring activities at
any time Depends on progress of project or outcomes from
monitoring visits or On the Spot checks Changes cannot be requested by beneficiaries
System Checks Only apply to recurrent beneficiaries Top receivers Random sample selected at final report stage
Priority to VMC holders Phase 1: Analysis of procedures and systems in place
within the beneficiary organisation. Phase 2: An On the Spot Check after the action Original documents should be available
Overview
When? Timeframe Reports and Deadlines Objectives
Mobility Tool+ Ongoing during Action
Contact in case of issues
n/a Monitor progress
Emails/Calls Quarterly during Action
PO & beneficiary to agree date in advance
Follow up email with AP within 2 days
More in depth monitoring of progress and possible issues
Monitoring Visits
During Action 1 month notice Report with recommendations and AP within 30 days; 30 days for comments
Monitor project progress Offer support and guidance Identify and gather best practices & case studies
On the Spot Checks
During Action 2 weeks notice Same as monitoring visit Check if the activities undertaken were in line with the applicable rules
System Checks
During & After Action
1 month notice Same as monitoring visit Analysis of procedures and systems On-the-spot Check after the action
Impact and Evaluation
Impact
“…the effect that the activity carried out
and its results have on people, practices,
organisations and systems”
Low student progression
into work KA1 grant VET
placement
40 VET students trained
Improved skills
Secured employability
Planned work Intended Results
Rationale / policy
context
Resources / Input Activities Outputs Outcomes Impact
Impact
Evaluation
What are you evaluating?
Who should be involved?
What methods should you use?
When should you evaluate?
How should you use your findings?
Promotion
Recruitment & Selection
Preparation
Mobility activity
Final evaluation
Dissemination
Why are they important?
Internal motivation: have you made a difference?
Reporting purposes: Monitoring calls monitoring visits Interim report Final report NA’s reporting
Issues in Final reports
Information is a duplicate of application form
Lack of detail
Impact on wider stakeholders not explored
No detail on long-term impact
How was the evaluation used?
Impact and evaluation tools
Self-assessment before, during and after the mobility
Involve everyone else, e.g. observation of
teaching/training before and after
Participants’ diaries
Non conventional tools e.g. Blobtree
Existing frameworks for monitoring KPIs
Further information
More resources and tools:
https://www.erasmusplus.org.uk/impact-
assessment-resources
Impact+ model
Get involved – discuss impact at our Learning
Networks!
https://www.erasmusplus.org.uk/learning-networks
Reporting
Types of Report
INTERIM REPORT
Final Reports
Must be submitted within 60 days of end date
Report assessed on quality and expenditure
Submitted alongside a Declaration of Honour
Contractual requirement
Final Report Content
You also need to give: A Project summary Description of project objectives Description of project management and activities Information on learning outcomes, impact and dissemination
Participant organisation information
Participant numbers, types of mobility
Learning recognition Grant amount and
expenditure
Supporting Documents
Certificates of attendance Linguistic support evidence
Course fee evidence
Proof of special needs support: Invoices for any
related actual costs
Final Report Assessment
Quality Assessment
• Scored out of 100 • Poor quality can result in a reduced grant
• Ensures all costs are eligible • Checks travel bands against Distance Calculator
http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm
Financial Assessment
Interim Reports Not required for all projects
Usually submitted as a request for the next grant payment
Currently in Word format, expected to be integrated into
Mobility Tool+
Report due at halfway point of project
Article 1.4 of Grant for further information
Participant Reports
Required from all learners and staff who participate in mobilities
Link sent by Mobility Tool+ at end of mobility
100% Participant report submission is a contractual requirement. Missing reports will result in a reduction to final grant amount
The Erasmus+ Project Results Platform
http://ec.europa.eu/programmes/erasmus-plus/projects/
Hints and Tips Keep the Mobility Tool+ updated
Contact your Project Officer if there are any project or
organisation changes
Have up-to-date details for all participants
Keep on top of project documentation
Plan ahead!
Final thoughts
Final thoughts Webinar 1: 28th June 2016
Webinar 2: 30th June 2016
Helpline: +44 (0) 121 212 8947 Email: erasmusplus@ecorys.com www.erasmusplus.org.uk
@erasmusplusuk
www.facebook.co.uk/ukerasmusplus
Safe Journey, and feedback please!
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