North South South Reporting Information session

Transcription

1 North South South Reporting Information session Change of plans Budget amendements of 15 % (of the total budget) between components possible So called force majeure situations may entail changes to network activities 1. Changes are processed individually contact CIMO 2. If the changes affect the agreement between CIMO and the coordinating HEI, fill in a change request form in the online tool 3. Report the changes in the qualitative report

2 Networks : Interim report A check-up on the beginning of network activities Interim Report includes: 1. Online update of implemented activities An extract of accounts arranged according to the project components 3. Copy of the partnership agreement(s) Deadline Extract of accounts and partnership agreement(s) submitted to: CIMO / North-South-South PL Helsinki Networks :Mid-term report More comprehensive report with also qualitative information on network activities Mid-term report includes: 1. Online report of implemented activities Qualitative mid-term report Student and teacher reports through the online feedback form 4. An extract of accounts Deadline Printed copy of the online report, qualitative mid-term report, an extract of accounts and feedback forms submitted to: CIMO / North-South-South PL Helsinki

3 Networks : Final report Analysis on the network activities, results and impact from the entire contract period Final report includes: 1. Online report of implemented activities Qualitative final report Student and teacher reports through the online feedback form 4. An extract of accounts Deadline Printed copy of the online report, qualitative final report, an extract of accounts and feedback forms submitted to: CIMO / North-South-South PL Helsinki Qualitative reports Templates for qualitative reporting available at Comprehensive information & analysis on network cooperation, activities implemented, outcomes and results, impact & development relevance Signed by administrative or academic coordinator

4 Partnership agreement(s) Purpose of the agreement is to Determine the role & responsibilities of each partner Agree upon the principles of implementation of the activities & good governance Agree upon practicalities such as student selection procedures and intensive course preparation Share information on language requirements, academic calendars, credit systems, grading scales, visas & residence permits, insurances, accommodation etc. Consult your own administrative department One document or separate ones for each partner Student and teacher reports Online feedback forms for students and teachers Links also available at Individual online summaries for each network Automatically updated Links to the published summaries provided to the network coordinator via

5 Student and teacher reports Payments from CIMO The first instalment 80 % of the total grant is paid after both parties have signed the agreement The second instalment 20 % OR according to the realized costs Networks and : upon request after the first instalment has been used, 20 %, OR according to the realized costs Send us a free-form request by , where HEI states that the first 80 % of the grant has been used, an extract of accounts attached Networks : after final reporting, according to realized costs Remember component-based projects accounts In case there are changes in the HEI s bank details, please remember to inform NSS team via north-south@cimo.fi

6 Reporting timetable Networks Networks Networks Final report, DL networks Mid-term report, DL Final report, DL networks Short interim report, DL Final report DL networks Contract period Contract period Contract period For detailed instructions, see contract and administrative guidelines on CIMO s NSS web page NB! networks, see Guidelines on the final reporting (pdf)

7 General about the financial reporting 1/2 All reports include an extract of accounts An extract of accounts is arranged according to the project components: 1. Student and teacher exchanges as separate cost items 2. Intensive courses & dissemination measures 3. Networking (administrative visits & network meetings) Make sure that all items of costs have sufficient definitions of payment transactions; where the cost is related to, whose cost etc. makes the verifications process faster in CIMO vaccination student N.N, travel cost teacher N.N etc. If the explanations are incomplete or unclear, we will ask for further details If HEI has other material which supports the financial reporting, e.g. own follow up excel of project costs, it may be preferably included to the report! General about the financial reporting 2/2 If there is a mistake on the extract of accounts and some costs are allocated to a wrong cost pool, please write these special cases and explanations down for us Eligible costs: travel, visa and residence permit, subsistence, accommodation, insurance, mandatory vaccinations IC & dissemination measures: organizational costs (premises, materials, printing & publishing etc.) Ineligible costs on p. 6 on Administrative guidelines Sums in the extract of account are supposed to be in line with the information submitted to the online reporting tool An extract of accounts signed by the financial representative of the coordinating HEI

8 Guidelines for online reporting: What is required? Details of implemented activities and costs by each component occurred during the contract period Qualitative report (+ other attachments) NB! The online report cannot be submitted if the reported costs exceeds the granted funding Online reporting tool Check the coordinator s guide, found on To the Coordinator web page Check and save you account and network information, e.g. contact information in case of staff changes!

9 The costs of each component are reported individually Mobility: Insert student/teacher information and costs individually

10 Intensive courses and dissemination measures: Insert combined costs of all participants Administrative visits: Insert participant information and costs

11 Network meetings: Insert combined costs of all participants Upload required attachments to the online system Allowed file formats:.txt,.pdf or.rtf Max. 10 attachments, max. 10 MB / attachment. If it seems that there are more attachments than that, consider combining documents to a single pdf, e.g. all feedbacks as 1 pdf document NB! The online report can only be submitted after the qualitative report is attached CIMO has opened reporting and reports are now available for submitting for networks and If not, us at north-south@cimo.fi

12 Remember to submit the report! Submitted report is automatically sent to administrative coordinator via and uploaded attachments are available for downloading at Home page More information Online reporting system Feel free to contact and visit us!