Report Form. Call: 2014

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1 General Information This report form generated from the Mobility Tool+ consists of the following main sections: - Context: this section resumes some general information about your project; - Project Summary: this section summarises your project - Summary of Beneficiary and Partner Organisations: this section lists the beneficiary, or in the case of a consortium the beneficiary and other members of the consortium ; - Description of the project: in this section, you are asked to give information about the objectives met by your project; - Implementation of the project: this section asks for information about all the stages of the project: implementation of main activities including practical arrangements, language support, activities summary, participants' profile, summary of participant reports, Charter compliance, learning outcomes and impact, dissemination of the results and future plans; - Budget: this section gives a detailed overview of the final amount of the EU grant you request; - Check List/Data Protection Notice/Declaration of Honour: in these sections, you are made aware of important conditions linked to the submission of this final report; - Annexes: in this section, you need to attach additional documents that are mandatory for the completion of the report; - Submission: here, you will be able to confirm the information provided and to submit the form online. For your convenience, some parts of this report are prefilled with information from the Mobility Tool+. Context Programme Key Action Action Action Type Learning Mobility of Individuals Mobility of Learners and Staff Higher education student and staff mobility Call 2014 Report Type Language used to fill in the form Final [LANGUAGES] EN Page 1 of 52

2 Project Identification Grant Agreement Number Project Start Date (dd-mm-yyyy) Project End Date (dd-mm-yyyy) Project Total Duration (months) Beneficiary Organisation Full Legal Name (Latin characters) Beneficiary Organisation Erasmus Code (where applicable) Higher Education Mobility Consortium Certificate Number (where applicable/if the project is managed by a mobility consortium): Form Hash Code EN Page 2 of 52

3 National Agency of the Beneficiary Organisation Identification [AGENCIES_APPLICABILITY] For further details about the available National Agencies, please consult the following page: EN Page 3 of 52

4 Project Summary Please provide a short summary of your completed project based on this report. Please be aware that this section (or part of it) may be used by the European Commission, Executive Agency or National Agencies in their publications or when giving information on a completed project. It will also feed the Dissemination Platform (see annex III of Programme Guide on dissemination guidelines). The main elements to be mentioned are: context/background of the project; objectives; number and type/profile of participants; description of undertaken activities; results and impact attained; if relevant, longer-term benefits. Please be concise and clear. [SHOW QUESTION IF LANGUAGE IN REPORT IS NOT ENGLISH] Please provide a translation in English. EN Page 4 of 52

5 Summary of Beneficiary and Partner Organisations Role of the Organisation PIC of the organisation (if applicable) Accreditation of the organisation (Erasmus Code) (where applicable) Name of the Organisation Country of the Organisation Type of Organisation Total number of participating organisations EN Page 5 of 52

6 Description of the Project Were all original quantitative and qualitative objectives of the project met, as described in the grant agreement and the Erasmus Charter for Higher Education? If not, please explain why they could not be achieved. Please also describe achievements exceeding the expectations, if relevant. [QUESTION VISIBLE IF THE PROJECT IS A CONSORTIUM] How did the national project partners of the consortium contribute to the project? Was it as planned in the approved accreditation and grant application? If not, please explain why. [QUESTION VISIBLE IF THE PROJECT IS A CONSORTIUM] Which activities did you carry out in order to assess whether your project reached its objectives and produced the planned results? How did you measure the level of success? EN Page 6 of 52

7 Implementation of the Project Practical Arrangements and Project Management How were quality and management issues related to transnational partners (e.g., setting up of interinstitutional agreements with partners, information, communication) addressed during the project phases (before, during and after mobility activities) and by whom? How were quality and management issues related to participants (e.g., information, selection, update of the course catalogue, preparation of learning and grant agreements with participants, academic recognition) addressed and by whom? What kind of preparation was offered to the participants (e.g., task-related, intercultural, linguistic, risk prevention)? Who provided such preparatory activities? Please detail how monitoring and/or support of outbound and inbound participants were carried out during the activities. EN Page 7 of 52

8 Please describe any problem(s) or difficulty you encountered during the project and the solutions(s) applied. EN Page 8 of 52

9 Linguistic Support Please add the number of licences used by your participants (as indicated in OLS): Language Group Group 1 (DE, EN, ES, FR, IT, NL) No. of used licences for Online Linguistic Assessment No. of used licences for Online Language Courses Online Language Courses Which measures did you take to encourage the use of language course licenses by the participants? Proposing it to all students that took the assessment, highlighting the benefits to them Organising information sessions on OLS to the students Organising information sessions on OLS to the Faculties/Departments mobility coordinators Involving student organisation in the promotion of OLS Other If other, please explain EN Page 9 of 52

10 What percentage of the selected participants who had taken the 1st assessment test finally dropped out from taking part in the mobility? If relevant, do you intend to review the timing when you allocate the assessment licences to your students so as to minimise this percentage? YES NO Did you include in the grant agreement with your students the optional Article 6.3 "the payment of the final instalment of the financial support is subject to the submission of the compulsory online assessment at the end of the mobility"? YES NO Any other comments on the OLS EN Page 10 of 52

11 Other Support Did you use parts for the organisational support grant for the linguistic and inter-cultural preparation of students (and staff, where relevant)? YES NO [IF YES] To which extent (% of the OS grant amount)? Please indicate which type of support was offered. [SUPPORT_TYPES] On-site language courses for outbound participants On-site language courses for inbound participants Outsourced language courses to another organisation Financial support to participants Other If other, please specify EN Page 11 of 52

12 [IF NO] Please explain which other means you used to support linguistic and inter-cultural preparation of participants. EN Page 12 of 52

13 Activities Overview of Activities Activity Type No. of Mobilities Planned Average Duration Planned in the grant agreement Duration (Full Months) Duration (Extra Days) Duration (Days) No. of Mobilities Achieved Funded with EU funds Zero-grant Average Duration Achieved Duration Duration Duration (Full Months) (Extra Days) (Days) EN Page 13 of 52

14 No. of Mobilities Planned in the grant agreement Average Duration Planned in the grant agreement Duration Duration Duration (Full Months) (Extra Days) (Days) No. of Mobilities Achieved Average Duration Achieved Duration Duration Duration (Full Months) (Extra Days) (Days) Students Staff Total EN Page 14 of 52

15 Overview of Mobility Flows Activity Type Sending Country Receiving Country No. of Mobilities [COUNTRIES] [COUNTRIES] Total [SUM] EN Page 15 of 52

16 Please comment and explain the difference, if any, between the planned and achieved results (mobility activities) and comment and explain the mobility flows in relation to your institutional strategy/eps (and in the case of a consortium, your member institutions' strategy/eps): EN Page 16 of 52

17 Participants' Profile Overview Activity type Total Number of Mobilities Out of total, Mobilities of Students from Disadvantaged Backgrounds Out of total, Mobilities of Participants with Special Needs Out of total, Number of Recent Graduates that did a Traineeship abroad Out of total, Number of Invited Staff from Enterprises that taught in your Institution(s) Total EN Page 17 of 52

18 Total Number of Mobilities Out of total, Mobilities of Students from Disadvantaged Backgrounds Out of total, Mobilities of Participants with Special Needs Out of total, Number of Recent Graduates that did a Traineeship abroad Out of total, Number of Invited Staff from Enterprises that taught in your Institution(s) Students Staff Total Please comment and explain the achieved results in terms of participants' profile and in particular, how you encouraged the participation of the above target groups EN Page 18 of 52

19 Gender of the Participants Activity Type Female Male Undefined Total EN Page 19 of 52

20 Female Male Undefined Students Staff Total EN Page 20 of 52

21 Recognition of Learning Outcomes Average duration of the mobilities in months and extra days Duration Duration (Full Months) (Extra Days) Average number of recognised ECTS or equivalent credits SMS - Student mobility for studies SMP - Student mobility for traineeships Total EN Page 21 of 52

22 Comment and explain the above numbers against an average workload of 30 ECTS credits (or equivalent) per semester. EN Page 22 of 52

23 Participant Feedback on Erasmus Charter Provisions and General Issues Feedback on Charter provisions 1. Recognition for satisfactorily completed activities of the mobility periods: Activity type 1.1. Student mobility for studies (outbound) 1.2. Student mobility for traineeships (outbound) 1.3.Total Number of students that submitted a final participant report % of students who got full recognition at the time of their report submission Activity type 1.4. Staff mobility for teaching (outbound) 1.5. Staff mobility for training (outbound) 1.6. Total Number of staff that submitted a final participant report % of staff who felt satisfied with the level of recognition at the time of their report submission EN Page 23 of 52

24 Please comment and explain the results and, if necessary, explain how you intend to improve them: 2. Quality of the course catalogue at your institution (institutions in case of a consortium) 2.1. Student mobility for studies: The percentage of inbound students who felt that the course catalogue was complete, up-to-date and available in time is provided in a separate statistical file. Please comment and explain the results and, if necessary, explain how you intend to improve them (not relevant for institutions in mobility consortia not receiving students): EN Page 24 of 52

25 3. Learning agreements for students/mobility agreements for staff Activity type 3.1. Student mobility for studies (outbound) 3.2. Student mobility for traineeships (outbound) Number of students that submitted a final participant report % of students whose learning agreements were signed prior to their mobility period 3.3. Total Activity type 3.4. Staff mobility for teaching (outbound) 3.5. Staff mobility for training (outbound) 3.6. Total Number of staff that submitted a final participant report % of staff whose mobility agreements were signed prior to their mobility period Please comment and explain the results and, if necessary, explain how you intend to improve them: EN Page 25 of 52

26 4. Assistance with issues related to visa and insurance Activity type Number of students that submitted a final participant report and for which the question is relevant % of students who were rather satisfied or very satisfied with support relating to visa issues, when required % of students who were rather satisfied or very satisfied with support relating to insurance issues, when required 4.1. Student mobility for studies (outbound) 4.2. Student mobility for traineeships (outbound) 4.3. Student mobility for studies (outbound) 4.4. Student mobility for traineeships (outbound) 4.5. Student mobility for studies: The percentage of inbound students, who were rather satisfied or very satisfied with support relating to visa issues, when required, is provided in a separate statistical file Student mobility for studies: The percentage of inbound students, who were rather satisfied or very satisfied with support relating to insurance issues, when required, is provided in a separate statistical file. Please comment and explain the results and, if necessary, explain how you intend to improve them: EN Page 26 of 52

27 5. Guidance on accommodation 5.1. Student mobility for studies: The percentage of inbound students who were rather satisfied or very satisfied with guidance by the receiving institution related to finding accommodation is provided in a separate statistical file. Please comment and explain the results and, if necessary, explain how you intend to improve them: 6. Satisfaction with accommodation 6.1. Student mobility for studies: The percentage of inbound students who were rather satisfied or very satisfied with accommodation is provided in a separate statistical file. Please comment and explain what measures could be taken and by whom in order to further improve the results where relevant: 7. Equal treatment and integration 7.1. Student mobility for studies: The percentage of inbound students who stated that equal academic treatment by the receiving institution was ensured and those who stated that their integration into the receiving institution s everyday life was good or very good is provided in a separate statistical file. Please comment and explain the results and, if necessary, explain how you intend to improve them: EN Page 27 of 52

28 8. Mentoring and support 8.1. Student mobility for studies: The percentage of inbound students who were rather satisfied or very satisfied with the academic mentoring and administrative support arrangements in place is provided in a separate statistical file. Please comment and explain the results and, if necessary, explain how you intend to improve them: EN Page 28 of 52

29 Feedback on General Issues 9. Grant payments Activity type 9.1. Student mobility for studies (outbound) 9.2. Student mobility for traineeships (outbound) Number of students that submitted a final participant report and that received an EU grant % of students who stated that they received the EU grant payments in time, in line with the dates mentioned in the grant agreement 9.3. Total Please comment and explain the results and, if necessary, explain how you intend to improve them: 10. Overall satisfaction of outbound and inbound participants Activity type 10.1 Student mobility for studies (outbound) Student mobility for traineeships (outbound) Number of students that submitted a final participant report % of students who were very satisfied or rather satisfied with their mobility experience in general EN Page 29 of 52

30 10.3. Total Student mobility for studies: The percentage of inbound students who were very satisfied or rather satisfied with their mobility experience in general is provided in a separate statistical file. Activity type Staff mobility for teaching (outbound) Staff mobility for training (outbound) Total Number of staff that submitted a final participant report % of staff who were very satisfied or rather satisfied with their mobility experience in general Staff mobility for teaching: The percentage of inbound staff who were very satisfied or rather satisfied with their mobility experience in general is provided in a separate statistical file. Please comment and explain the results and, if necessary, explain how you intend to improve them: EN Page 30 of 52

31 Compliance with the Erasmus Charter for Higher Education Are the project implementation results compliant with the Erasmus Charter for Higher Education? YES NO If the charter compliance needs to be improved, please provide an action plan within a timeframe for improvement. EN Page 31 of 52

32 Learning outcomes and impact Learning outcomes 1. Competences acquired and improved for students: % of students who reported an improvement Competence 1.1. SMS - Student mobility for studies (outbound) 1.2. SMP - Student mobility for traineeships (outbound) Competence 1 Competence N 2. Competences acquired and improved for staff: % of staff who reported an improvement Competence 2.1. STA - Staff mobility for teaching (outbound) 2.2. STT - Staff mobility for training (outbound) Comments, if any: Competence 1 Competence N EN Page 32 of 52

33 Impact Please describe any further impact (per activity type and on the whole) on the participants, participating organisation(s) (in case of a consortium), target groups and other relevant stakeholders. In particular, describe the project's impact on your institution(s) in line with your institutional strategy(ies), the Erasmus Policy Statement and the Higher Education modernisation agenda. To what extent have your institution(s) increased its capacity to co-operate at European/international level? [EVALUATION_LEVELS] 0 not applicable 1 to a very small extent 2 to a small extent 3 to a high extent 4 to a very high extent Please describe the wider impact of the project on organisations and individuals outside your organisation(s) at local, regional, national, European and/or international levels. EN Page 33 of 52

34 Dissemination of Project Results Which results of your project were worth sharing? Please provide concrete examples of good practices and success stories related to the mobility activities. Please describe the activities carried out to share the results of your project inside and outside your organisation(s). What were the target groups of your dissemination activities? If applicable, please give examples of how the participants have shared their experience with peers within or outside your organisation. EN Page 34 of 52

35 Future Plans and Suggestions Do you intend to continue cooperating with your partners abroad in future projects? YES NO Please explain why (and if yes: how). Please provide any further comments you might wish to make to the National Agency or the European Commission on the management and implementation of projects under the Key Action Learning Mobility of Individuals. EN Page 35 of 52

36 [THIS SECTION IS VISIBLE ONLY IF THE TWO FIGURES BELOW DO NOT MATCH] Project Discrepancies Project Total Number of Mobilities Submitted Participant Reports Please provide any suitable explanations regarding the fact that not all participant reports were submitted at the time of submission of this final report. EN Page 36 of 52

37 Budget Budget Summary Individual Support and Travel Grant Special Needs Support Activity Type Individual Support and Travel Grant Planned Budget Transfers Individual Support and Travel Grant Planned After Budget Transfers Individual Support and Travel Grant Spent Special Needs Support Planned Special Needs Support Spent [PROGRAMME_TREE] Total [SUM] [SUM] [SUM] [SUM] [SUM] [SUM] EN Page 37 of 52

38 Please explain the budget transfers (i.e. the amounts transferred from one activity type to another activity type in line with the budget transfer rules): Organisational Support Exceptional Costs Guarantee Project Total Grant Project Total Grant (Planned) EN Page 38 of 52

39 Project Total Grant (Spent) Please comment and explain the difference, if any, between the planned and spent budget. EN Page 39 of 52

40 Travel Activity Type Flow No. Sending Country Receiving Country Distance Band No. of Mobilities Average Amount per Mobility Total Amount (Calculated) Total EN Page 40 of 52

41 Individual Support Activity Type Flow No. Sending Country Receiving Country Duration (Full Months) Average Funded Duration Duration (Extra Days) Duration (Days) No. of Mobilities Total Amount (Calculated) Total EN Page 41 of 52

42 Top-up Amounts out of Individual Support Total of Top-up Amounts (as part of total Individual Support) Traineeships Top-up Amount Disadvantaged Background Top-up Amount Total EN Page 42 of 52

43 Organisational Support Planned Achieved No. of Mobilities Total Grant No. of Mobilities Calculated Total Grant (including the 90% tolerance margin and capped at the Planned Total Grant) Amount transferred from the OS Calculated Total Grant to the Travel and/or Individual Support Grant (max. 50 % of the Planned Total Grant and capped at the Calculated Total Grant) Adjusted Total Grant After Budget Transfer EN Page 43 of 52

44 Special Needs Support Activity Type No. of Mobilities with Participants With Special Needs having Received EU Special Needs Support Total Amount Total Please describe for each activity type the nature of the costs incurred. EN Page 44 of 52

45 Mobilities with Zero EU Grant Activity Type Receiving Country No. of Mobilities Total EN Page 45 of 52

46 Other Sources of Funding Total additional non-eu funding used in mobilities in the project: Please describe the other mobility funding sources beyond EU funds. EN Page 46 of 52

47 Checklist Before submitting your report form to the National Agency, please check that: all necessary information on your project have been encoded in Mobility Tool+ the report has been completed using one of the official languages of the Programme Countries. you have annexed all the relevant documents: the Declaration of Honour signed by the legal representative of the beneficiary organisation. the necessary supporting documents as requested in the grant agreement. you have saved or printed the copy of the completed form for yourself. EN Page 47 of 52

48 Data Protection Notice PROTECTION OF PERSONAL DATA The 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). Any personal data shall be processed by the National Agencies pursuant to Regulation No 45/2001 of the European Parliament and of the Council on the protection of individuals with regard to the processing of personal data by the institutions and bodies of the Community and on the free movement of such data. EN Page 48 of 52

49 Beneficiary Declaration of Honour and Signature I, the undersigned, certify that the information contained in this report form and its annexes is accurate and in accordance with the facts. In particular the financial data provided corresponds with the activities actually realised and to the grants actually paid for subsistence, travel and preparation of participants. Place: Date (dd-mm-yyyy): Name of the beneficiary organisation: Name of legal representative: Signature: National ID number of the signing person (if requested by the National Agency): Stamp of the beneficiary organisation (if applicable): Print EN Page 49 of 52

50 Annexes Please note that all documents mentioned in section "Checklist" need to be attached here before you submit your form online. File Name File Size Filename1.docx (1 MB) REMOVE Filename2.xlsx (1 MB) REMOVE ADD ADD ADD Total Size (2 MB) [MAXIMUM NUMBER OF ATTACHMENT: 5] [MAXIMUM TOTAL SIZE OF ATTACHMENTS: 5 MB] [ALLOWED FILE TYPES: PDF, DOC, DOCX, XLS, XLSX, JPG, TXT, ODT, ODS] EN Page 50 of 52

51 Submission Before submitting the form electronically, please validate it. Please note that only the final version of your form should be submitted electronically. Data Validation Validation of compulsory fields and rules Standard Submission Procedure Online submission (requires internet connection) Submit Online Alternative Submission Procedure If you cannot submit your form online you can still do it by sending an to your National Agency. The 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. Submission Summary This table provides additional information (log) of all form online submission attempts. Number Time Form Hash Code Submitted Description :51:23 (Brussels, Belgium Time) Yes Your submission was successful. Submission ID: Local Time cannot be considered authoritative and cannot be used for claiming that the form has been submitted in time. EN Page 51 of 52

52 Form Printing Print the entire form Print Form EN Page 52 of 52

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