he ka1 accreditation application1 na training 20140212 13

Erasmus+

Application Form for AccreditationCall: 2014

KA1 - Learning Mobility of IndividualsForm Version: 1.02

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THIS FORM IS ONLY FOR TESTING AND ONLY FOR INTERNAL EUROPEAN COMMISSION / NATIONAL AGENCIES USE. PLEASE DO NOT DISTRIBUTE!

ENVIRONMENT: ACC

A. General Information

This form is to be filled out by organisations wishing to be accredited under the Erasmus+ programme. Please see the Erasmus+ Programme Guide for more information about accreditation.

This application form consists of the following main sections:

- Context: this section asks for general information about the type of accreditation you want to apply for and about the Agency that will receive, assess and select your application;

- Participating organisation(s): this section asks for information about the applicant organisation and if relevant about any other organisation involved;

- Description of the main activities: this section asks for information about the organisation strategy in preparation, implementation and follow-up of the activities they plan to implement;

- Check List/Data Protection Notice/Declaration of Honour and, if relevant, background documents: in these sections, the applicant is made aware of important conditions linked to the submission of the grant request;

- Annexes: in this section, the applicant needs to attach additional documents that are mandatory for the completion of the application;

- Submission: in this section, the applicant will be able to confirm the information provided and to submit the form online;

For more information on how to fill in this application form, please refer to the e-Forms Guideline.

B. Context

Programme Erasmus+

Action Type Accreditation of Higher Education Mobility Consortia

Call 2014

Language used to fill in the form Danish

B.1. National Agency of the Applicant Organisation

Please choose the National Agency in the country where your consortium is based.

Identification DK1 LLP (Danish Agency for International Education)

For further details about the available Erasmus+ National Agencies, please consult the following page:

http://ec.europa.eu/education/participant-portal/support/contact/index_en.htm

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C. Applicant Organisation

PIC 949593626

Full legal name (National Language) The University of A

Full legal name (Latin characters) The University of A

Acronym

National ID (if applicable) 11222333

Department (if applicable)

Address A-vej 20

Country Denmark

Region DK03 - Syddanmark

P.O. Box

Post Code

CEDEX

City Vejle

Website

Email

Telephone 1 +34952248454

Telephone 2

Fax

C.1.1. Profile

Type of Organisation Other

Is your organisation a public body? Yes

Is your organisation a non-profit? Yes

C.1.2. Accreditation

Have you received an Erasmus Charter for Higher Education as an accreditation before submitting this application?

Accreditation Type Accreditation Reference

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C.1.3. Background and Experience

Please briefly present your organisation, including information on its aims, target groups, regular activities and other relevant aspects.

The University A was established in 1920. It consists of five faculties: Faculty of Science, Faculty of Engineering, Faculty of Health Sciences, Faculty of Business and Social Sciences and Faculty of Humanities. The student population is 20.000. The aim of the university is to offer as many young people as possible a research-based degree at the highest academic level. Research aims to create new knowledge and to contribute to meeting the challenges that face our society. The university has a large number of international students and staff, and aims to increase this number by attracting more students and researchers from other countries.

What are the activities and experience of your organisation in the areas relevant for this consortium? Did your organisation already coordinate an Erasmus placement consortium?

The University A cooperates with more than 200 different universities and administers exchange places across the world. It has taken part in the Erasmus programme since the beginning, sending over 7000 students on mobility. In recent years, about 250 students have taken part in Erasmus mobility for studies. The fastest growing action of the programme is student traineeship with the record-breaking academic year 2012-13, during which 98 students took part. The university continues to attract exchange students from all over the world, who can seek advice and support from the International Office, which has eleven permanent staff members. University staff has also engaged actively in mobility actions, mostly in terms of teacher exchanges with other universities. The University A does not have experience with coordinating an Erasmus placement consortium. It has been an active member of an international consortium of technical universites, preoccupied with issues regarding the education and training of engineering students across the Europe. The key themes include inter-professional working, curriculum development and globalisation, and the outputs are an annual conference, projects/publications, interest group debate, and teacher exchanges. It has taken part in two Erasmus Mundus External Cooperation Window programmes; EWKK and JOEC. Furthermore, it has coordinated a national consortium for political science, which includes the various centers, institutes, programes, and faculty and staff teaching and conducting research on topics related to that field.

What are the skills and expertise of key staff/persons of your organisation related to the purpose of this consortium?

Through its extensive experience with student mobility, the The University A is in a good position of leading this consortium. It has throughout the years placed emphasis on reinforcing its International Office. The staff members are highly equipped with the skills needed to oversee this project, including taking part in various in-service training courses and learning activities and exchanging experience with colleagues at partner universities. This administrative work will be lead by Mrs. Helker and Mr. Gutenberg at the International Office, who have been engaged in this kind of assignments from 2003 and 2008 respectively. The International Office has 9 permanently employed staff members in total and one student trainee. The International Office works in close collaboration with the financial service of the university, which would oversee the financial and contractual aspects of the proposed consortium. In all international activities, the university recognise the importance of regular monitoring and evaluation, as well as benchmarking with peers, in order to inform and influence future practice, policy and strategy.

Have you applied for/received a grant from any European Union programme in the 12 months preceding this application?

Yes

Please indicate:

EU Programme Year Project Identification or Contract Number Applicant/Beneficiary Name

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LLP 2013 54635465465 The University A

C.1.4. Legal Representative

Title

Gender Male

First Name xxx

Family Name xx

Department

Position xx

Email [email protected]

Telephone 1 +3254444

If the address is different from the one of the organisation, please tick this box

C.1.5. Contact Person

Title

Gender Female

First Name sss

Family Name sss

Department

Position sss




Please add your national partners of the mobility consortium.

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D. Partner Organisation

PIC 949593529

Full legal name (National Language) The University of B

Full legal name (Latin characters) The University of B

Acronym



Address B-vej 20

Country Denmark


P.O. Box

Post Code

CEDEX

City Kolding

Website

Email

Telephone 1 +325445587415

Telephone 2

Fax

D.1.1. Profile


Is your partner organisation a public body? No

Is your partner organisation a non-profit? No

D.1.2. Accreditation

If your partner organisation is a higher education institution, has it received an Erasmus Charter for Higher Education as accreditation?


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D.1.3. Background and Experience

Please briefly present the partner organisation.

The University B was created in 2008 as the result of a merger between four higher education institutions in the south of the country. It offers study programmes in the following fields: Nursing, Design, and Engineering, construction and business. The student population is 4500. One of the aims of the universities is to offer international study programmes that are designed in close cooperation with the industries in question. The objective is to convey knowledge between the business community, the institution and the students, both nationally and internationally, in order to ensure that students are already equipped for employment when they graduate.

What are the activities and experience of the partner organisation in the areas relevant for this consortium?

The University B has taken part in the Erasmus programme since it was established in 2008, and before that, as individual institutions predecessing the university. Every year, around 100 of its students take part in mobility, from which around 40 are Erasmus students. There has been a steady increase in the number of incoming students, and in 2012-13, 120 exchange students from all over the world spent a semester or two at the university. Mobility of academic and administrative staff is a priority for the university. This includes support of co-operation projects, professional training, teaching delivery and programme development. Every year, the university hosts a staff training week for colleagues and representatives of partner universities. These events have a different focus every time, with the one in 2014 discussing the new opportunities and challenges of Erasmus+. By hosting international colleagues, the university offers an excellent platform for different stakeholders to exchange experience and promote its own policy and methods. The focus on attracting international staff members in reflected in the fact that at the university, there is a specific international staff office, designated to support staff members from abroad to stay for a longer or shorter period of time. Through this office, they receive support in terms of practical issues, establishing contacts with current staff and more.

What are the skills and expertise of key staff/persons of the partner organisation related to the purpose of this consortium?

In addition to its excellence in the study fields on offer, the University B is confident that its experience with staff training will be a valuable asset to the consortium. The director of the international office, Mrs Lund, will be the consortium's expert in matters involving the organisation, implementation and dissemination of staff training events and individual training activities.

D.1.4. Legal Representative

Title

Gender Female

First Name ssss

Family Name ssss

Department

Position ssssss


Telephone 1 +32541544485

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E. Partner Organisation

PIC 949593432

Full legal name (National Language)

Full legal name (Latin characters) The C Institute of Business and Technology

Acronym



Address C-Vej 20

Country Denmark


P.O. Box

Post Code

CEDEX

City Odense

Website

Email


Telephone 2

Fax

E.1.1. Profile




E.1.2. Accreditation



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E.1.3. Background and Experience


The C Institute of Business and Technology was established in 1995 and consists of three campuses in the south of the country, offering Bachelor degree programmes for a steadily growing number of international as well as Danish students. The institute has a strong educational profile, which is continually being updated and expanded in adherence to the business sectors call for ever higher levels of education and students expectations of quality training. In all of the three campuses the programmes are taught in modern study environments, with stimulating teachers and an academic reach combining general education, social competence, and progressive teaching methods. The student population is approximately 2500, and there are about 100 full-time academic teachers.


The institution works with university researchers and private companies to enable students to engage in practical, real-world problem solving. The mandatory internships of a duration of 2 to 12 months include placements with xxx or international companies. Every year a large number of companies work with students from the institution, offering them internships and project assignments. For a student, teaming up with a company is a valuable opportunity to link academic theory with solid hands-on that offers them the best possible career start. During the academic year 2012-13, 190 of these placements took place within the framework of Erasmus. In the daily teaching, lecturers use cases from small, medium sized and large companies, and students are often invited to come up with solutions for both established and start-up businesses. External speakers are also often invited as part of the obligatory elements of programs as well as in extra activities. The institution has been an active member in an Erasmus placement consortium consisting of four HEIs and two enterprises active in the field of technology.


By placing practical training in the centre of its study programmes, the institution has gained valuable experience and contacts with companies. This strong connection to real life business will be valuable to the consortium, especially in terms of traineeship and invited staff from enterprises.

E.1.4. Legal Representative

Title

Gender Male

First Name wwwwww

Family Name wwwwww

Department

Position wwwwwww



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F. Partner Organisation

PIC 949589843

Full legal name (National Language)

Full legal name (Latin characters) D Chamber of Commerce

Acronym



Address D Vej 20

Country Denmark

Region DK01 - Hovedstaden

P.O. Box

Post Code

CEDEX

City Copenhagen

Website

Email

Telephone 1 +3254554415254

Telephone 2

Fax

F.1.1. Profile




F.1.2. Accreditation



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F.1.3. Background and Experience


The D Chamber of Commerce acts as an umbrella network for the business industry in Denmark. It has more than 100 employees and offices in Copenhagen, Odense and Brussels. The Chamber represents 12,000 Danish companies and 60 trade associations within business services. The aim of the Chamber is to make running a business easier for our members by creating conditions that will make global business more attractive. It offers expert advice to its members and ensures that members receive up-to-date information on new legislation in areas relevant to all employers.


The D Chamber of Commerce has the vision that student trainees not only bring a fresh perspective and innovative ideas to employers, but they also bring a contagious level of energy and excitement to staff, customers and the business community as a whole. The Chambers experience with trainees has been positive for the past several years and we continue to encourage students and other employers to take advantage of the traineeships. The Chamber connects employers looking for trainees and students looking for traineeship opportunities through its web portal. Employers can create their own hiring profile for trainees to apply to their company. As a member of the consortium, The D Chamber of Commerce will act as intermediary organisation for connecting employers and higher education institutions looking for traineeship opportunities for their students. By basing this on current experience, valuable insight and best-practice will be exploited.


Mrs. Caravella, who is the Chamber's expert in matters related to traineeships, will be the Chamber's contact person for the consortium. She will overlook work on the web portal and be in charge of promotional activities carried out among employers.

F.1.4. Legal Representative

Title

Gender Female

First Name Gudrun

Family Name Herman

Department

Position Chairman




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G. Description of the Consortium

What are the objectives of the mobility consortium? What are the issues and needs you are seeking to address through the consortium, in particular compared to the individual higher education institutions member of the consortium? What mobility activity types will be carried out over the 3 years? Please also specify if mobility to/from partner countries is foreseen.

The mobility consortium will promote mobility activities of students and staff in the fields of engineering and technology in all three higher education institutions. The main objectives are a) increasing the employability of students and b) supporting the professional development of staff. The fourth member of the consortium is a chamber of commerce, acting as an intermediary organisation to connect students and companies. In terms of students, the institutions involved share the view that study programmes that offer close link to the business community are essential for equipping young graduates with the skills needed in today's society. The mobility consortium will place emphasis on traineeships in its cooperation, relying greatly on the experience and international contacts of C Institute of Business and Technology in this area. However, the mobility consortium will also organise student mobility for studies, as this action also contributes to increasing competences that are valued on the labour market. It is the conviction of the consortium that student mobility, both in terms of placements and studies, will enable students to develop the skills needed to adapt to new situations, as well as to build networks of international contacts, both of which are valuable when applying for a job. Furthermore, the consortium welcomes the initiative of Erasmus+ to allow also recent university graduates to undertake a traineeship and intends to prioritise mobility funds so that this group of students come first. In terms of academic and non-academic staff, the mobility consortium emphasises the need of mobility to ensure professional development and to improve the quality of teaching and training. Mobile staff members have insight into other cultures and countries and they are able to bring back the experience and contacts needed to increase the capacity and international dimension of their home institution. The experience of member institutions with staff mobility has shown that it is also an important factor of promoting mobility activities to students. Whereas all three member HEIs have considerable experience with outgoing teacher exchanges, The University B has far the most knowledge of incoming exchange for non-academic staff. Their annual staff training weeks have proven to be very successful, and the mobility consortium intends to collaborate in the future when offering international colleagues similar activities. Finally, C Institute of Business and Technology has been inviting more staff from enterprises to teach at their institutions than the other two members and will consequently share their expertise in that field. The mobility consortium intends to expand its mobility activities also to and from partner countries. Here, the focus will be on universities and companies in East Africa, which is an area that C Institute of Business and Technology already has intensive knowledge on and contacts with. The activities will include opportunities for students and teachers of member universities to study or train in East Africa and vice-versa, and to create business links between companies in the two continents. Collaboration with institutions in other parts of the world are also possible. While Universities B and C offer specific expertise in the aforementioned fields, the fact remains that University A has the longest experience with mobility and by far the biggest number of staff involved in international affairs. As coordinators, they will oversee the administrative side, but also share their valuable experience of taking part in Erasmus for 26 years. Their experience with Erasmus Mundus External Cooperation Window will surely be a great asset to the consortium once it has started exchanging students and teachers with partner countries.

Why and how did you choose your consortium partners? If applicable, what experiences and competences will enterprises and/or other organisations bring to the consortium?

The three HEIs have cooperated closely in the fields of Technology and Engineering, and some of the staff members are regular guest lecturers at the others. The geographical approximity is a clear advantage, and will for example allow for smooth cooperation in terms of the foreseen staff training events for partner universities from abroad. The two partner HEIs of the consortium have limited resources to administer a mobility project, but do however bring valuable expertise to the consortium, as explained above. The Chamber of commerce was chosen due to its experience and resources to connect students with companies.

G.1. Consortium Management

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Please describe your consortium management with reference to, for instance, pooling and sharing of tasks/resources within the consortium, setting up of inter-institutional agreements with transnational/international partners, finding host organisations/enterprises and preparing learning agreements or mobility agreements with participants if it offers an added value compared to organising it individually by the HEIs members of the consortium.

The University A is the largest HEI in the consortium and has the most experiences and resources to administer mobility activities. Therefore, this institution will take the lead in terms of applying for funding, submitting final reports to the NA, overseeing the preparation of learning and mobility agreements for individual participants, setting up inter-institutional agreements, receiving funding from the NA on behalf of the consortium, distributing grants to individuals as agreed upon by the consortium and monitoring the process of a project with the help of the Mobility Tool. The possibility of carrying out mobility activities within a consortium instead of as individual HEIs increases the scope of opportunities for the students and staff of all member HEIs immensely, as well as increasing the effectiveness of the management. The two partner universities would have difficulties taking care of the administration on their own due to their limited resources. Pooling in different areas will lead to an increased quality and support in terms of mobility actions. This includes the issue of recognition of student mobility, which has been a barrier to participating in the programme for some students, as reported by their HEIs. In line with Erasmus+ objectives, the consortium aims to make sure that all students have enough information on what is expected from them throughout the mobility process so that their plans as described in their learning agreements will be carried out and recognised after their mobility period. Mrs. Derby, who is a Bologna Expert employed at The University A, will take the lead in the consortium's collaboration on recognition issues, providing information and support to participants and departments at all three HEIs. Another area which will benefit greatly from the collaboration of the three HEIs is that of staff training, with University B being a leading institution in receiving non-academic staff and organising their mobility period within the strictest quality framework. For years, it has been the aim of University B to bring quality to staff training weeks, so that the needs of individual participants are addressed, and to ensure that the activities have impact on their professional carrier. All three institutions will benefit from the surveys that the University B has carried out for the last couple of years, in which satisfaction rates and impact of staff training activities are analysed. Finally, including the Chamber of Commerce in the consortium will reinforce the link that the HEIs have with the labour market, by matching students and recent graduates with companies, and allow for a smooth transition into the world of employment after graduation. The C Institute of Business and Technology already has some strong links with enterprises, which will only be reinforced with the collaboration with the Chamber, whereas the other two HEIs have little or no connection at this point, benefiting even more greatly from this.

G.2. Preparation of Participants

What kind of preparation will be offered by the consortium to participants in addition to or instead of the arrangements by the individual HEIs members of the consortium (e.g. task-related, intercultural, linguistic, risk-prevention, special needs, etc.)? Who will provide such preparatory activities?

When preparing students for mobility, the consortium will make use of the extensive experience that the member institutions have earned in different areas throughout the years. The consortium as a whole will benefit from the successful one-day courses given by Dr. Holm, who has provided outgoing exchange students from The University A with intercultural training for the last six years. The courses will be held in August and January each year, when most of the students are about to start their mobility period, at all three institutions. Dr. Holm will be accompanied by Mrs. Derby, a Bologna Expert employed at The University A, who will discuss and answer inquiries related to the Learning agreement and recognition. Dr. Sabine from the University B, who is the coordinator of the annual staff training week, will be organising a workshop for incoming students at the beginning of their stay. This workshop focuses on practical issues concerning the country in an entertaining way and gives exchange students the opportunity to meet and get to know each other. On this occasion, representatives from the institution in question will take care of formal issues, such as giving students their student cards, computer indentification, library access cards and so on.

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G.3. Main Activities

What are the roles and responsibilities of each national partner (including the applicant/coordinator) in the activities of the consortium? Will the consortium or will the individual member institutions provide information and support to participants before, during and after the mobility including on recognition issues? Who is in charge of selecting participants and taking measures concerning the participation of disadvantaged groups? If the consortium is dealing with these issues, please describe how. How do you intend to cooperate and communicate with your consortium partners and other relevant stakeholders? How will monitoring arrangements be put in place for participants during their mobility periods? Who will monitor their mobility programme and progress?

Each of the three HEI members of the consortium will take care of promoting the opportunies on offer for their students and staff. The selection decision of individual participants is made by the consortium collectively. The roles and responsibilities of each HEI will be summarised as follows: University A: Administration and monitoring; Expertise in the field of student mobility for studies, Coordination of exchange with partner countries; Information to students on recognition, Organisation of intercultural training for students. University B: Expertise in the field of staff mobility for teaching assignments (at HEIs) and for training activities; Organisation of annual staff training week and workshop for incoming students. C University of Business and Technology: Expertise in the field of student mobility for traineeship and for invited staff from enterprises; responsible for creating and maintaining a consortium website. Due to the fact that the three institutions are based relatively close to each other, face-to-face meeting will be held regulary. The consortium foresees three meetings annually, one in May for selecting participants for the coming autumn semester, one in November for selecting participants for the coming spring semester, and one in February, for follow-up and assessment of the ongoing mobility project. Other means of interaction will include Skype-meetings and email messaging. The role of D Chamber of Commerce will be to match students with companies in which they can carry out traineeship. As such an intermediary organisation, the main responsibility lies in maintaining a web portal for employers and students, which they can use to link with one another. For the monitoring process, for which University A is responsible, the Mobility Tool and the participant reports will be useful to see how individual exchanges are going. The other member institutions are asked to notify University A immediately in case of unexpected occurences. The D Chamber of Commerce is responsible for monitoring the quality of traineeship positions offered by Danish companies that receive students from abroad.

G.4. Follow-UpPlease describe what will happen after the end of your main activities.

G.4.1. Impact

What is the expected impact on the participants and national and transnational/international partners of organising mobility via this consortium as compared to the organisation by each individual HEI?

In terms of impact on students who have been mobile, they are expected to have increased their understanding on the host country, language and culture, to have increased various skills and competences, such as adaptability, entrepreneurship and decisiveness, and to have established contacts abroad. In terms of impact on mobile teaching staff, they are expected to have reinforced their professional capacity by lecturing abroad, thus deepening their understanding for the subject and connecting it to an international audience. Mobile non-academic staff are expected to have increased their understanding of the host institution, bringing back valuable insight into good practices abroad. However, the impact of mobility does not end with the mobility itself. Students and staff returning from mobility periods, as well as visiting staff from enterprises, will have a positive effect on the non-mobile students and staff by sharing their experience. Internationalisation abroad and at home will raise the attractiveness of the institutions and promote them and their regions abroad. The link with the partner countries will provide an extra added value by widening the horizon of European staff and students and

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opening up the world of international business to them.

What is the expected impact of the consortium at the institutional/organisational, local, regional, national and/or international levels?

The mobility activities carried out within the consortium will have a great impact on all three HEIs, as staff will bring new practices back with them, allowing for a critical comparison of their own institutions with others within Europe and later also beyond. This will result in a reinforced working methods. Increased mobility will encourage the establishment of mobility windows in curricula, which is already common in C Institute of Business and Technology but much less so in the other two institutions. Common modules between the institutions is also foreseen as a consequence of the collaboration. The participation of the Chamber of Commerce will strengthen the existing links between the academia and the labour market. On a regional and national level, the common promotion of study and training possibilities in the area will have a positive effect on attracting people to the South of Denmark and making the most of the opportunities on offer in that area and in the country in general. By connecting Danish universities with organisations in East Africa, valuable global connections are maintained and in some cases, new are established.

G.4.2. Dissemination of results of the consortium

Which activities will you carry out in order to share the results of your consortium outside your organisation and partners? What will be the target groups of your dissemination activities?

Dissemination conference will be organised at the end of a mobility project, summarising the project outcomes and providing a platform for students and staff to share their experience. After returning home, students will also be asked to visit high schools in their region in order to present their stay abroad to young people in the area, sensitising them to the possibility of transnational and international mobility and the personal impact involved. Mobile staff and international coordinators will collectively organise workshops with their colleagues in order to discuss their experience and share their impressions of the receiving organisations. These dissemination activities will be carried out across the consortium, so that HEIs do not only hear from internal staff members but also those from other institutions. Best practice stories will be highlighted especially on the website of the consortium.

G.4.3. Evaluation

Which activities will you carry out in order to assess whether, and to what extent, your consortium has reached its objectives and results?

The consortium will place a special emphasis on staying in touch with students throughout their mobility. For this purpose, the sending institutions will conduct interviews with their mobile students after one month of their stay, and in the case of mobility periods lasting more than one semester, after one month of the second semester as well. The results of the interviews will be shared among the consortia members. During an annual meeting in February, the ongoing mobility project will be evaluated by looking at the results of submitted participant reports and feedback from all four institutions, as well as the conclusions of the student interviews described above.

G.5. Mobility consortium summary

Please provide a short summary of your mobility consortium. For successful applications, this section may be used by the European Commission, Executive Agency or National Agencies in their publications or when giving information about awarded Erasmus mobility consortium certificates. It will also feed the Erasmus+ dissemination platform. Please be concise and clear, and mention at least: the objectives of your consortium, the basic elements of the main activities, a short description of the results and impact envisaged.

The mobility consortium will promote mobility activities of students and staff in the fields of engineering and technology in all three higher education institutions. The main objectives are a) increasing the employability of students and b) supporting the professional development of staff. The fourth member of the consortium is a chamber of commerce, acting as an intermediary organisation to connect students and companies. The mobility consortium will place emphasis on traineeships in its cooperation, in particular that of recent graduates, but mobility for studies, teaching and training will also be supported by the consortium. It is foreseen that activities will be expanded to partner countries as well, with a particular focus on the countries of East Africa. By collaborating, the individual organisations all benefit from the experience and different expertise of each other, thereby maximising the impact and quality of mobility activites. On an individual level, being mobile will result in increased employability skills of young people by giving them experience in adapting to new surroundings and establishing contacts abroad. Staff will benefit from getting to know best practice from the receiving institutions and promoting internationalisation at home. Furthermore, the HEIs will increase their capacity by taking on board new methods and modules. The participation of the Chamber of Commerce

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will strengthen the existing links between the academia and the labour market.

Please provide a translation in English.

G.6. Summary of participating organisations in the mobility consortium

Name of the Organisation Erasmus Code (if applicable) Type of Organisation

The University of A Other

The University of B Other

The C Institute of Business and Technology Other

D Chamber of Commerce Other

Total number of participating organisations 4

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H. Background documents

H.1. General Information: Past and Current Activities

The European Voluntary Service (EVS) Charter highlights the roles of EVS sending, receiving and coordinating organisations and the main principles and quality standards of EVS. Each EVS Activity promoter adheres to the provisions set out in this Charter.

EVS partnership

A solid partnership between EVS sending, receiving, coordinating organisations and the volunteer is the basis of every EVS activity. Adequate matching between the volunteer profile and the tasks has to be in place.

- The sending organisation is in charge of the preparation and support of the volunteers before, during and after the EVS activity.

- The receiving organisation has to ensure safe and decent living and working conditions for the volunteer throughout the entire activity period. It has to provide adequate personal, linguistic and task-related support, including the identification of a mentor for the volunteer.

- The coordinating organisation (applicant) has the role of facilitating the implementation of the project by offering administrative and quality support to all project partners and enabling their networking.

EVS principles to be ensured

- The non-formal learning and intercultural dimension, through a clear definition of a learning plan for the volunteer.

- The service dimension through a clear definition of the non-profit-making character of the project and the volunteer tasks. Full-time service and active role of the volunteer in implementing the activities have to be ensured. EVS volunteer activities must not replace any employment.

- The benefit to and the contact with the local community.

- EVS is free of charge for the volunteers, except for a possible contribution to the travel costs.

- Accessibility and Inclusion: when recruiting EVS volunteers, the organisations maintain the overall accessibility of EVS for all young people, without prejudice related to ethnic group, religion, sexual orientation, political opinion, etc. If the project targets volunteers with fewer opportunities, facilities and capacity in providing tailor-made preparation, and support have to be in place.

EVS quality standards to be ensured

Support to the volunteer

- before, during and after the EVS Activities, in particular in crisis prevention and management;

- for insurance, visa, residence permit, travel arrangements and all the EVS administrative procedures;

- by facilitating the volunteers participation in the EVS training cycle;

- by foreseeing proper evaluation measures.

Information

- All EVS partners have the right to receive complete information on the project and agree on all aspects.

- Visibility, dissemination and publicity measures have to be in place.

Recognition

- Each EVS volunteer is entitled to receive a Youthpass.

H.2. Tasks and Responsibilities

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The EVS charter describes the role of EVS organisations acting as sending, receiving or coordinating organisation and defines the main principles of EVS and the minimum quality standards that must be respected within an EVS Activity. Here is a suggestion on how the roles and tasks of organisations involved in EVS could be shared (in some cases these roles must be compulsorily performed by a given organisation).

COORDINATING ORGANISATION:

- submits the application and bears the financial and administrative responsibility for the entire project towards the National Agency or the Executive Agency;

- coordinates the project in cooperation with all sending and receiving organisations;

- distributes the EVS grant between all sending and receiving organisations;

- ensures that the volunteer(s) receive(s) the EVS Info Kit and attend(s) the full EVS Training and Evaluation Cycle;

- provides support to the volunteer(s) it places in the receiving organisation(s);

- carries out all or some of the administrative tasks of the sending or receiving organisation(s) involved in the project;

- ensures, with the sending and receiving organisations, that each volunteer is in possession of the European Health Insurance Card (if applicable) and is covered by the obligatory EVS Insurance plan foreseen in the Erasmus+ Programme;

- arranges, with the sending and receiving organisations, a visa for the volunteer(s) who needs it. The National/Executive Agencies can issue visa support letters, if needed;

- provides support for the learning/Youthpass process. Completes, with the sending and receiving organisations and the volunteer, and issues, a Youthpass Certificate for those volunteers who want to receive it at the end of their EVS.

SENDING ORGANISATION:

Preparation

- helps the volunteer(s) to find and contact a receiving organisation;

- provides adequate preparation for the volunteer(s) before departure, according to the individual needs and learning opportunities of the volunteer(s) and in line with the Volunteer Training Guidelines and Minimum Quality Standards of the European Commission;

- ensures, in cooperation with the receiving organisation, that the volunteer receives support in carrying out language preparation (if applicable, support to carry out the online language course and assessments provided by the Commission);

- ensures the participation of the volunteer(s) in the pre-departure session, if organised by the National Agency or SALTO.

Contact during the voluntary activity

- keeps in contact with the volunteer(s) and with the receiving organisation(s) during the project.

Upon volunteers return

- provides support to volunteer(s) to help reintegrate them into their home community;

- gives volunteers the opportunity to exchange and share experiences and learning outcomes;

- encourages the involvement of the volunteer(s) in dissemination and exploitation of results and learning outcomes;

- provides guidance regarding further education, training or employment opportunities;

- ensures the participation of the volunteers in the annual EVS event organised by the National Agency in their country.

RECEIVING ORGANISATION:

Mentor

- identifies a mentor who is responsible for providing to the volunteer(s):

o personal support,

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o support to carry out the online language course and assessments provided by the Commission (if applicable)

o support to carry out a self-reflection on the learning outcomes of the EVS activity (through the use of Youthpass).

Task-related support

- offers supervision and guidance to the volunteer(s) through experienced staff.

Personal support

- provides personal support and support during the learning/Youthpass process to volunteer(s);

- gives the volunteer(s) the opportunity to integrate into the local community, to meet other young people, to socialise, to participate in leisure activities, etc.;

- encourages contact with other EVS volunteers whenever possible.

EVS training and evaluation cycle and language support

- ensures the participation of the volunteer(s) in the on-arrival training and mid-term evaluation organised by the NA or SALTO;

- arranges language learning opportunities and support to volunteers undertaking language courses.

Principles of EVS

- ensuring universal accessibility to EVS: receiving organisations cannot specify that volunteer(s) should be of a specific ethnic group, religion, sexual orientation, political opinion, etc.; neither can they require qualifications or a certain educational level in order to select the volunteer(s);

- offering to the volunteer(s) the opportunity to carry out a well-defined set of tasks, allowing some of the volunteers ideas, creativity and experience to be integrated;

- identifying clear learning opportunities for the volunteer(s).

Accommodation and food

- providing suitable accommodation and meals (or a food allowance, covering also the holiday period) to the volunteer(s).

Local transport

- ensures that means of local transport are available for the volunteer(s).

Allowance

- gives the due allowance to the volunteer(s) on a weekly or monthly basis.

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I. Checklist

Before submitting your application form to the National Agency, please make sure that it fulfils the eligibility criteria listed in the Programme Guide and check that:

you have used the official application form for Accreditation.

all relevant fields in the application form have been completed.

the application form is submitted to the National Agency of the country in which your consortium is based.

the application form has been completed using one of the official languages of the Erasmus+ Programme Countries.

all participating organisations have uploaded the documents to give proof of their legal status in the participants' portal (for more details, see the section "Selection Criteria" in Part C of the Programme Guide).

you are complying with the deadline.

you have saved or printed the copy of the completed form for yourself.

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J. Data Protection Notice

PROTECTION OF PERSONAL DATA

The application form will be processed electronically. All personal data (such as names, addresses, CVs, etc.) will be processed in pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Any personal data requested will only be used for the intended purpose, i.e.:

- In the case of grant application forms: the evaluation of your application in accordance with the specifications of the call for proposals,

- In the case of application for accreditation forms: the evaluation of your application in accordance with the specifications of the call for proposals,

- In the case of report forms: statistical and financial (if applicable) follow-up of the projects.

For the exact description of the collected personal data, the purpose of the collection and the description of the processing, please refer to the Specific Privacy Statement accompanying this form.

You are entitled to obtain access to your personal data on request and to rectify any such data that is inaccurate or incomplete. If you have any queries concerning the processing of your personal data, you may address them to your National Agency. You have the right of recourse at any time to your national supervising body for data protection or the European Data Protection Supervisor for matters relating to the processing of your personal data.

You are informed that for the purposes of safeguarding the financial interest of the Communities, your personal data may be transferred to internal audit services, to the European Court of Auditors, to the Financial Irregularities Panel and/or to the European Anti-Fraud Office (OLAF).

http://www.edps.europa.eu/

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K. Signature

I, the undersigned, certify that the information contained in this application form is correct to the best of my knowledge.

I declare to be aware of the Erasmus+ quality standards (ECVET or EVS Charter) that represent a reference for the accreditation process. I undertake to adhere to these standards at all times if the organisation I represent will be accredited.

Place: Date (dd-mm-yyyy):

Name of the applicant organisation:

Name of legal representative:

Signature:

National ID number of the signing person (if requested by the National Agency):

Stamp of the applicant organisation (if applicable):

Please attach a scanned version of this page to the application form before submitting it.

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L. Annexes

Please note that all documents mentioned in section "Checklist" need to be attached here before you submit your application online.

File Name File Size (kB)

Total Size

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M. Submission

Before submitting the form electronically, please validate it. Please note that only the final version of your form should be submitted electronically.

M.1. Data Validation

Validation of compulsory fields and rules

M.2. Standard Submission Procedure

Online submission (requires internet connection)

M.3. Alternative Submission Procedure

If you cannot submit your application online you can still do it by sending an email to your National Agency within the 2 hours following the official application deadline. The email must contain the complete electronic form and any file attachments you wish to send. You must also attach a snapshot of section "Submission Summary" indicating that this electronic form could not be submitted online. Your National Agency will analyse your situation and provide you with further instructions.

M.4. Submission Summary

This table provides additional information (log) of all form submission attempts, particularly useful for the National Agencies in case of multiple form submissions.

Number Time Event Form Hash Code Status

1 2014-01-09 14:23:58 * Form has not been submitted yet 5E7D9EAD5DBE19CA Unknown

* means local PC time, which cannot be considered authoritative and cannot be used for claiming that the form has been submitted in time

M.5. Form Printing

Print the entire form

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