erasmus ipo-organization. erasmus one contract with the commission comenius erasmus leonardo da...
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ErasmusIPO-organization
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Erasmus
One Contract with the Commission
• Comenius
• Erasmus
• Leonardo da Vinci
• Grundtvig
Lifelong Learning Programme - LLP
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Erasmus
One Desk Officer responsible for co-ordination and the contract
Sub programme administration in different units
Lifelong Learning Programme - LLP
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Erasmus
3 Desk Officers for Erasmus:- Information, IP, EILC- Mobility grants, statistics, applications and
reporting- Mobility grants, placements
Economic unitInformation unit
Erasmus organization at IPO
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Erasmus
Swedish national model
Decentralized administration• IPO set rules based on Commission rules• National Handbook• Contracts with the HEIs• HEIs/Consortia administer individual grants to
students and reports to IPO
Erasmus organization
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Erasmus
Work Programme NA “application” to the Commission
- National context- Objectives for programme implementation- National award criteria- Budget breakdown- Grant allocation policy (no zero grant students)- Complementary funding (national study grant
scheme) - Policy for redistribution of unused funds
Lifelong Learning Programme - LLP
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Erasmus
Information, priorities, maximum grant amounts etc in General Call for proposals 2008 (not yet published)
http://ec.europa.eu/education/programmes/llp/index_en.html
Lifelong Learning Programme - LLP
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ErasmusWork Programme - Erasmus
Grant (euro)
Travel included
Per week Per month
Up to 4 weeks
1st month 2nd and further months
Min Max Min Max Min Max
BG, RO 170 170 650 650 350 350
EE, LT, LV, PL, SI, TR 170 225 650 900 350 500
CY, CZ, EL, HU, MT, PT, SK 225 250 900 1000 500 600
AT, BE, DE, ES, IT, LU, NL 225 300 900 1200 500 700
DK, FI, FR, IE, IS, LI, NO, UK 250 350 1000 1400 600 800
Student mobility placements
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Erasmus
• Application, mobility, Early spring
• Simple on-line application
• Commission model application
• HEI have to have EUC to apply
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Erasmus
Mobility application containing short information about:
• Student mobility, studies• Student mobility, placements• Teacher mobility• Staff exchange
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Erasmus
• The Charter sets out the fundamental principles and the minimum requirements underlying the Erasmus activities a higher education institution has to respect.The Charter entitles institutions to participate in decentralised Erasmus activities, as well as to act as an applicant organisation in Erasmus centralised actions managed by the Executive Agency.
Erasmus University Charter, EUC
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Erasmus
• Institutional profile– Name, statistical data etc
• Fundamental principles– Tick boxes
• Questions on Organisation of mobility– Yes/No
• Erasmus policy statement Important– 3 important policy question (to be discussed on
different levels of each HEI)
Erasmus University Charter, EUC
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Erasmus
• Application procedures managed by the Education, Audiovisual and Culture Executive Agency (EACEA) .
• Next application round planned to 30 November 2007
• On-line application through the EACEA website
http://eacea.ec.europa.eu/static/en/llp/erasmus/index_en.htm
Erasmus University Charter, EUC
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Erasmus
• Standard
• Extended (entitles also to placements)
Sweden:
40 HEIs were awarded EUC
Not all HEIs were awarded EUC
Some were not awarded extended EUC
Erasmus University Charter, EUC
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Erasmus
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Erasmus
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Erasmus
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Erasmus
• Grant award decisions based on past performance (of last two years)
• All HEIs get funds for exchange as long as they apply
• If no past performance, like this year with placements and Staff exchange, IPO take in consideration, applied number and size of institution
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Erasmus
• Besides the funds for grants the HEIs receives funds for organizing the mobility, OM
• Based on the number of mobilities• Distributed on according a formula
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Erasmus
• General Call for proposals 2007, page 28
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Erasmus
Lower Limit
Upper Limit
% of Baseline
per Capita
Per capita Grant
for Range
1 25 100% 23526 100 75% 176101 400 50% 118401 25% 59
medium instslarge insts
very large insts
Grouping
small insts
IPO model 2007/2008based on a UK model
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Erasmus
• Contracts with HEIs based on a model provided by the commission
• 80 % paid in a prefinancing payment
• Possible 2nd payment based on actual mobility reported in an Interim report
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Erasmus
• Contracts, reporting and payments sums stated in euro (not Swedish currency).
• Payments in euro may require special arrangements as it is considered as an international payment
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Erasmus
Swedish model
• Interim report in April during the ongoing academic year
• Final report in October
Reporting, HEI to NA
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Erasmus
Interim report• On-line based• Provides information for a second
payment and a possible reallocation of funds between the HEIs
• Results in an amendment to the original contract
Reporting, HEI to NA
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Erasmus
Final report• On-line based• Provides information for closing of
contracts and possible reimbursements• Provides information for the NA-report to
the Commission
Reporting, HEI to NA
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Erasmus
Commission rules stipulated in the Guide for National Agencies. Control of a certain number of HEIs after HEI report according to the number of HEIs involved in Erasmus.
• Monitoring visits• Audit visits (control of financial docs., contracts
etc)• Financial control, desk check (control of financial
docs., contracts etc)
Control and audit of HEIs
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Erasmus
LLP rules not set. During Socrates period:• Interim report (financial), 31 January• End of activity report, 30 November,
including:financial, performance and narrative report
• Final report 31 May, including:Monitoring and audit report, financial and certification of accounts
Reporting, NA to Commission
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Erasmus
During Socrates period• Report form provided by the UK NA• Reporting done through a specially
designed software• Important to fill in the information in the
right format, hence important to take in the information from the HEIs in the right format
Reporting, NA to Commission
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ErasmusEILC – Erasmus Intensive Language Courses• HEIs sending students to EILC, 150 EUR/week for
students as extra grant • Courses in Sweden (decentralised administration):
– All OI applications accepted (so far), 7 OIs, summer/winter courses for 370 students
– OIs receive student applications in May and prepare for admissions
– National clearing meeting in June, geographical distributions of students, students admitted by HEIs
– EU financing: 6743 EUR/group of about 15 students, 80 % paid before course, 20 % after Final report
– National financing: 5000 SEK/group– Final report (interim report): Excel sheet
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Erasmus
Erasmus Intensive Programmes (IP)• Short course for teacher and students from min
3 countries (min 10 days), 1-3 years• Applications on paper during spring• IPO assesses applications on technical grounds• External assessors grade the applications on
quality grounds (only first year applications)• Assessment handbook from the Commission• Evaluation committee (within IPO) to propose • Director General makes decision on distribution
of grants – (contract period september-august)
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ErasmusErasmus Intensive Programmes (IP)• IPO allocates an amount for organisational costs
of each IP as a lump sum 7 867 euros. • The Community contribution will be 75% of the
total eligible travel costs.• The National Agency will allocate funds for
accommodation and subsistence costs according to a system of daily and weekly rates for teaching staff and weekly rates for students.
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Erasmus
• NA have to organize on it’s own• LLP-link in the future?• MoveOn administrative tool which some
universities and NAs use
IPO• On-line application and reporting• Excel-sheets
Administration tools
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Erasmus
• Formal NA meetings in Brussels
• Informal NA meetings organized by one NA
• Nety – Intranet for NAs organized by the Commission
• NA-talk – E-mail list for Erasmus desk officers at all NAs
Contacts with the Commission and other NAs
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Erasmus
• National HEI-conference in May• Erasmus Co-ordinator meeting in September• Introduction day for new co-ordinators at HEIs in
September• Erasmus thematic conference in November• HEI Study visit to Brussels in December• E-mail list to all Erasmus co-ordinators• E-mail list to all heads of International Offices at
HEIs• IPO web site
Contacts with HEIs
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Erasmus
Erasmus marketing activities:• Erasmus brochures and posters created• Advertisements in national student magasines
and other publications• Information sent to media on Erasmus, leads to
articles in newspapers, radio interviews, TV• Yearly Erasmus Student photo competition • Best pictures used to make a calendar and can
be used in other marketing and information materials (students get 600 SEK/picture)
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Erasmus
• The Decision 1720/2006/EC of the European Parliament and of the Council of 15 November 2006 establishing an action programme in the field of lifelong learning
• Call for Proposalshttp://ec.europa.eu/education/programmes/llp/index_en.html• Guide for national agencies implementing
the Lifelong learning programme
Important documents
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Erasmus
• The Education, Audiovisual and Culture Executive Agency (EACEA) is responsible for the management of certain parts of the EU's programmes
• Erasmus University Charter (EUC)
• Centralized actions (Multilateral projects, Thematical Networks etc.)
http://eacea.ec.europa.eu/index.htm