Higher Education Key Action 1 Workshop 26 June 2018
2018 Grants Update
This session will cover: The Grant Agreement Participant Documentation Reporting Special Needs Grants
Grant Agreement All beneficiaries are responsible for delivery of the project according to the rules in the Grant Agreement, Programme Guide and Grant Application. The 2018 Programme Guide is available on our website: www.erasmusplus.org.uk Key Resources Erasmus+ Programme Guide 2018 Direct link: https://erasmusplus.org.uk/key-resources
What is in your Grant Agreement: Annexes: Annex I: General Conditions. Annex II: Project description Estimated budget Annex III: Financial and Contractual rules Annex IV: Table of applicable rates
What is in your Grant Agreement: Annex V: 1. Student Charter, 2. Learning agreement for studies, 3. Learning agreement for traineeships, 4. Mobility agreement teaching, 5. Staff mobility agreement training, 6. Grant agreement for staff mobility for teaching and training, 7. Grant agreement for studies and traineeships Annex VII: Bank details form
What is in your Grant Agreement: 1. Special Conditions Outlines the details specific to an individual, such as the dates of the project, the total budget and the contact details of the contact person and Legal Representative. 2. General Conditions Covers the general rules applicable to all EC programmes. Ensure you read it all and pay particular attention to the sections which apply to your project highlighted in your special conditions. (Now to be found on the website.)
Most important part of the GA covering financial regulations, expectations and responsibilities Reporting Rules. Annex III Eligible activities and expenses.
Validity and duration of the Grant Agreement The Grant Agreement is a legal document between UK National Agency and the beneficiary (it is our contract) and is valid once it is countersigned by the UK National Agency British Council. For 2018 HE Projects: Projects will start on June 1 2018. Projects will last from 16 to 24 months [KA103] Projects will last from 16 to 26 months [KA107]
Updates for KA107 Introduction of student traineeships Introduction of traineeships in digital skills Increase in Travel and Individual Support grants No reduction for Organisational Support grant beyond 100 th participant
Virement KA103 Higher Education Institutions (HEIs) may vire between budget lines as follows: The beneficiary is allowed to transfer up to 100% of the funds allocated for organisational support to any other budget categories; The beneficiary is allowed to transfer up to 100%of the funds between any of the budget categories of student mobility;
Virement KA103 Higher Education Institutions (HEIs) may vire between budget lines as follows: The beneficiary is allowed to transfer up to 100%of the funds between any of the budget categories of staff mobility; The beneficiary is allowed to transfer up to 100% of the funds from any of the budget categories of staff mobility to any of the budget categories of student mobility;
Virement KA107 Higher Education Institutions (HEIs) may vire between budget lines as follows: The beneficiary is allowed to transfer up to 50% of the funds allocated for organisational support to individual support, travel and special needs support for student mobility (for studies and traineeships) and/or staff mobility. The beneficiary is allowed to transfer up to 100% of funds allocated for individual support to travel support, and vice versa. This is possible both within and between student mobility (for studies and traineeships) and staff mobility as long as they continue being used for cooperation with the same Partner Country.
Virement KA107 Higher Education Institutions (HEIs) may vire between budget lines as follows: The beneficiary is allowed to transfer up to 100% of the funds allocated for travel and individual support for staff mobility to travel and individual support for student mobility (for studies and traineeships) taking place with the same Partner Country, and vice versa. The beneficiary is allowed to transfer up to 100% of the funds allocated for travel and individual support for staff mobility for teaching to travel and individual support for staff mobility for training taking place with the same Partner Country, and vice versa.
Best Practice Regularly update the MT+ ensuring at interim report stage all mobility is recorded and includes anticipated / projected spend; Read your Grant Agreement and Annexes carefully, this will take precedence; Don t leave things until the last minute before deadlines; Keep us informed in writing of any changes to the project;
Documentation Agreements - learning and grant
Documentation Inter-Institutional Agreement No new form issued for 2018; must be signed BEFORE mobilities take place Can be for duration of institutions choice; Add clauses; Staff Training and Student Traineeships are optional to include; ISCED 2013 codes to be used; Amendments can be electronic as scanned signatures are accepted.
Participant Documentation Student Charter An updated version is expected to be released from the European Commission in June 2018.
Participant Documentation The following documentation can all be found at the below link https://www.erasmusplus.org.uk/highereducation-projects
Participant Documentation Grant Agreements Students - Studies and Traineeships Staff - Teaching and Training Small changes from 2017; Separate documents for KA103 and KA107. Must be completed BEFORE mobility begins; Amendments can be made electronically;
Participant Documentation Student Learning Agreement Learning agreement studies Learning agreement - traineeship KA103 Learning agreement KA107 One month from activity start date to complete; Start date first day student should be present; End date last day student is present. You cannot remove text from these templates but you can add text.
Participant Documentation Student Learning Agreement Electronic signatures accepted; During mobility section only needs to be completed if there are changes; 1 months notice for extending mobility; Transcript from host issued 5 weeks after publication/proclamation of the student s results; Changes to learning agreements can be made by email agreed by all parties.
Participant Documentation Staff Grant Agreement Signed BEFORE mobility; Select Option 2 if you pay receipted expenditure; Travel days for day before and after
Participant Documentation Staff Learning Agreement Learning agreement teaching Learning agreement training Same for KA103 and KA107; Electronic signatures accepted; To be completed BEFORE mobility.
Reporting KA103 16 & 24 month projects Interim Report to be submitted by 30 March 2019 for both students and staff. Beneficiary Final Report to be submitted within 60 days of the project end date. 16 month 30th Sept to 29th November 24 month 31st May to 29th July Please do not submit prior to the deadline.
Reporting KA107 16 & 26 month projects Interim Report to be submitted by 31 July for both students and staff. Beneficiary Final Report to be submitted within 60 days of the project end date. 16 month 30th Sept to 29th November 26 month 1 st August to 29th September Please do not submit prior to the deadline.
Special Needs Grants
Special Needs Grant for Students and Staff Additional grants are available for students and staff with special needs wishing to participate in Erasmus+ and where participation would not be possible without extra financial support. May be paid in addition to the grant for disadvantaged students undertaking Erasmus study mobility. Students or staff should apply for the allowance via their home HEI, before the start of the mobility.
Special Needs Grant for Students and Staff Sending HEI responsible for ensuring that application forms are correctly completed, and for providing evidence that the host knows of the special needs and arrangements are being made at the host to meet the person s needs. The application should provide information on any other sources of financial support that the student/staff member receives and why this is insufficient to cover extra costs.
Special Needs Grant for Students and Staff The application must include: a statement from a doctor or other authority confirming the special needs, its severity, the impact on the Erasmus+ mobility, additional requirements and additional costs to be met. A detailed estimate of costs is required.
Student Mobility Short Durations must be agreed by NA and contain suitable evidence of the need. A form for requests is available on the HE - Manage your grants page of our website (National Agency & EC forms section).
Erasmus+ Compliance
Primary Checks The British Council ( BC ) have been appointed in partnership with Ecorys UK as the United Kingdom s National Agency ( NA ) for the Erasmus+ programme. We are responsible for the checks of grant beneficiaries (generally referred to as Primary Checks'). The purpose of these Primary Checks is to: Evidence that actions and their components have taken place (activities undertaken, costs incurred, etc.); Gain assurance that reports are reliable; Ensure that the underlying transactions are legal and regular.
Primary Checks The NA must carry out a specified number of checks per year as outlined by the European Commission ( EC ). The EC provides a tool for the NA to randomly select projects to receive a primary check. This ensures fairness and transparency. By agreeing to the conditions in your Grant Agreement you are agreeing to the NA undertaking a Primary Check (if selected).
Primary Checks For Key Action 103 (Higher Education Student and Staff Mobility) there are 2 types of Primary Check that the NA carries out: [1] Desk checks [2] Systems Checks
Desk Check This type of check is an in-depth check undertaken after your final report has been submitted. Additional information will be requested e.g. supporting documents to prove triggering events. For unit cost calculation (e.g. proof of participation in the form of a declaration signed by the receiving organisation). For real cost based grant items (e.g. travel tickets to establish the actual distance band and duration of a given mobility flow).
What does it mean if I m selected? A Desk Check takes place at the British Council offices based in either Cardiff or London. Please note you will not be required to attend. Prior to the check you will be requested to provide some documentation and this will be reviewed against a set of criteria as directed by the European Commission. The documentation needed is described in the Annex entitled Desk Check Coverage and Supporting Documentation which will be enclosed with the letter advising that your organisation have been selected for a desk check.
What will be checked? Student and Staff Grant Agreements: signed and dated by all parties. Inter Institutional Agreements: signed and dated by all parties. Mobility Agreements Teaching / Training (including mobility programme): signed and dated by all parties. Student Learning / Traineeship Agreements: signed and dated by all parties. Certificates of Arrival and Departure or Certificate of Attendance.
What will be checked? Participant reports have been submitted onto Mobility Tool+. A letter from HR confirming the staff sampled are employed by the University. Student HEI numbers (evidencing the students are part of the University system.) For Special Needs we will audit the evidence already provided to confirm this status.
What will be checked? For students from Disadvantaged Groups, we will require confirmation from the Registry/Student Services that this is the case. That the correct pay band was applied to the individual grant allocation. For staff travel; that the correct travel distance was calculated for individual grant allocation. For all mobilities; From 2017 programme years; we will ask you what Euro exchange rate was used. For previous years we will look at the exchange rate set by the EC Mobility Budget Tool on the date the payments were made to the student
What will be checked? The bank statement showing the grant payment/s being credited to your Institution account. Bank statements showing when the grant was allocated to staff and students or a signed acknowledgement from staff and students confirming the amount and date of receipt.
System Checks The purpose of a System Check is to give assurance on the quality of internal control and compliance with the regulatory framework of a recurrent beneficiary. It also gives assurance on the regularity and reality of the cost claim of the final report. A Systems Check is undertaken at the premises of the organisation. A Systems Check involves the Compliance Team as well as an HE Quality Assessor.
System Checks- Quality The Compliance Team will require the same documentation as a Desk Check. The Quality Assessor will focus on various areas of the Erasmus+ programme. request that staff and students are available to discuss their experiences. look at ECTS/other accreditation. focus upon compliance within the ECHE Charter.
Quality and System Checks Ensure the Erasmus + logo is published on your website. The preferred option to communicate about EU funding is to record Co-funded by the European Union next to the EU emblem on the communication material where the EU emblem is used. Ensure the Erasmus + policy is easily accessible via your website. The production and posting of promotional materials.
Quality and System Checks During a Systems Check, the HEI Quality Assessor will read the individual s comments on the Final Report and comment on where applicable. The Quality Assessor will produce a separate Draft and Final Report.
For All Checks Following the visit we will issue a draft report. Please kindly forward any responses within 30 days of your receipt of this email. The report specifies the following: Any significant weaknesses identified that may require follow-up action by your organisation within a set timeframe; Any further observations or action points the National Agency wishes to convey.
For All Checks Within 30 days of the National Agency receiving your response, we will finalise the report by either accepting your comments and/or factual modifications or by explaining why we cannot accept your comments and/or modifications. The latter option will trigger following formal actions such as: further investigation and request of additional documents; organising additional check; proceed with payment or recovery; terminate the grant agreement.
For All Checks We will then forward you the final version of the report. In the absence of a response from you within 30 days, the draft report will be considered as the final version and a copy will be sent to you for your records.
Hints and Tips The majority of audit findings are as a result of: Missing signatures; Dates: Missing.
Hints and Tips Electronic Signatures are acceptable on Student and Staff Grant Agreements, Inter Institutional Agreements; Student Learning / Traineeship Agreements and Mobility Agreements Teaching / Training Electronic signatures are NOT a typed signature It may be a scanned signature; a locked PDF signature or other form of secure signature
Hints and Tips Participant reports must be completed on the Mobility Tool; Missing individual participant reports are seen as a High Risk Factor and can lead to a potential recovery of that individual s grant.
Hints and Tips FINANCE For staff and student payments decide and maintain your Institution s approach, If you rely on their signatures as proof of payment, create a formal template and ensure dates of receipt and original signatures are retained If you rely on a bank statement to show proof of payment, ensure it is clearly coded
Hints and Tips FINANCE Retain staff expenditure claims. If travel booked within the University retain any invoices as supporting evidence. Ensure training and work plans are detailed and relevant for each mobility.
Hints and Tips Record Keeping It is an obligation that your Institution retains all records and documents after the final report has been approved. If records are not kept there is a potential for full recovery of the total grant.
The Erasmus Charter for Higher Education Naquita Lewis Erasmus+ Programme Lead Higher Education UK Erasmus+ National Agency
What is the ECHE?
Key EC priorities for 2016-2018 3 key priorities currently identified: 1. Course Catalogues 2. Recognition 3. Information on grading systems and grade transfer Expect the EC to update priorities soon Recent survey on UK outward mobility credit transfer and recognition. Responses from 66 HEIs across all the UK Nations Designed to help inform sector bodies on current situation with the aim of creating additional guidance to help you
How the National Agency monitors Charter implementation Reference to ECHE application Applications for E+ funding Participants reports Final beneficiary reports for KA1 Individual complaints Desk monitoring Systems Checks See the ECHE Monitoring Guide for Erasmus+ National Agencies for further information https://ec.europa.eu/programmes/erasmusplus/sites/erasmusplus/files/library/eche-monitoring-guide_en.pdf
Systems Check - Quality Identifying beneficiaries Notification Preparation Visit Desk-based Assessment Practical Arrangements Report Follow-up
Findings Endorsement - Requirement is met in full. Suggestion - Requirement is substantially met (in this case the British Council will raise a suggestion, which would enhance the university s efforts to meet the requirement). Explanation Required information captured during the audit has opened up some questions; clarification is required from the HEI. Action Required - ECHE Requirement is not met or only partially met (in this case the British Council will request specific corrective action, to which the HEI is obliged to respond). Good Practice - a process or approach which the Quality Expert perceives to particulary go above and beyond what is required
What happens if you are found to be non-compliant? If you receive a suggestion, no active follow-up but will be looked at in future audits If you receive an action required : You will agree with the UK NA on a specific action plan You must submit evidence by the date in your action plan that you have completed the action UK NA undertakes desk-based assessment If action found to be completed > end of follow-up If insufficient evidence of ability or desire to comply, the matter must be referred to the European Commission. The EC can reduce the OS if the final report is judged overall unsatisfactory or even withdraw your Charter
2017 HE Systems Checks
Requirements normally met Charge no fees, in the case of credit mobility, to incoming mobile students for tuition, registration, examinations or access to laboratory and library facilities Carry out mobility only within the framework of prior agreements between institutions. These agreements establish the respective roles and responsibilities of the different parties, as well as their commitment to shared quality criteria in the selection, preparation, reception and integration of mobile participants. Provide assistance related to obtaining insurance, when required, for incoming and outgoing mobile participants Provide appropriate linguistic support to incoming mobile participants Support the reintegration of mobile participants and give them the opportunity, upon return, to build on their experiences for the benefit of the institutions and their peers. Reports are submitted to the National Agency on time and in the required format
Requirements most often not met Participation in Erasmus+ must be part of the HEI s policy for Internationalisation Respect in full the principles of non-discrimination set out in the Programme and ensure equal access and opportunities to mobile participants from all background Ensure full recognition for satisfactorily completed activities of study mobility and, where possible, traineeships in terms of credits awarded (ECTS or compatible system). Ensure the inclusion of satisfactorily completed study and / or traineeship mobility activities in the final record of student achievements (Diploma supplement or equivalent) Ensure that staff are given recognition for their teaching and training activities undertaken during the mobility period, based on a mobility agreement
Good practice
Refer to the ECHE Annotated Guidelines https://eacea.ec.europa.eu/sites/eaceasite/files/annotated_eche_guidelines_2016.pdf Do a self-evaluation What can you do? Work with colleagues to improve your compliance, e.g.: Make sure E+ is included in your institution s international strategy Update your Erasmus Policy Statement Ask the UK National Agency if you would like advice Let us know where you would benefit from case studies or good practice
Apply for - Centralised Actions Capacity Building Knowledge Alliances Jean Monnet Projects Erasmus Mundus Joint Masters Degrees Sport
How to Apply Apply to the EACEA directly For more information, please see https://eacea.ec.europa.eu/erasmus-plus/actions_en Read the call for proposals, register in the participant portal [ same process as decentralised funding ] Fill in the official application form (also known as the eform) (this can be found in under the tab 'eform' on the call for proposal page). Fill in and upload the legal entity form and financial identification form (required for the applicant organisation only) in the Participant Portal. Please check the 2018 Programme Guide for more information.
Centralised Actions and Key Action 2 Event Wednesday 24 October in London Promoting other Erasmus+ funding strands including Key Action 2 Strategic Partnerships and Centralised Actions. Registration is now open. Is your institution currently running a project in one of these areas? We would like to hear from you!
Transnational Cooperation Activities Each TCA activity is designed with a specific target group or groups in mind, therefore it is important to review the TCA activity and its related field before making an application to attend. TCA includes a wide range of activities such as workshops, training courses, seminars and partnership building activities on themes relevant to Erasmus+. Selected participants based in the UK will receive up to 100% reimbursement of their travel costs, up to a maximum of 500 euro in 2018. Accommodation and subsistence is usually provided for free by the event organisers or else covered by the UK National Agency.
Transnational Cooperation Activities Recognition: use and matching of ECTS with learning outcomes (application and communication between sending and receiving HEI) - Leipzig Dissemination, sustainability and impact in Erasmus+ Strategic Partnerships (KA2) - Bonn Training seminar on Impact and Dissemination for Key Action 2: Strategic Partnerships - Bordeaux Erasmus+ programme's impact on individuals in VET and HE Vilnius
Erasmus+ Online Resources Many of the documents and useful links can be found on the Erasmus+ website at https://www.erasmusplus.org.uk/highereducation-projects We also ran an online webinar this Spring, going through some pages of the website. We can share this on request, please tick the option from the Feedback form.
Feedback Forms Please take 10 minutes to complete our feedback forms and highlight any areas where you would like to receive additional support.
Contact us Helpline: Monday Friday 10:00 16:00 T: +44 (0) 2920 924 311 erasmus@britishcouncil.org www.erasmusplus.org.uk/contact Erasmus+ is the European Union programme for education, training, Higher Education and sport. The Erasmus+ UK National Agency is a partnership between the British Council and Ecorys UK.