CREDIT SYSTEM FOR VOCATIONAL EDUCATION AND TRAINING (ECVET)

GUIDELINES CALL FOR PROPOSALS EACEA/08/2010 (Education, Audiovisual and Culture Executive Agency) UNDER THE LIFELONG LEARNING PROGRAMME (LLP) - LEONARDO DA VINCI PROGRAMME AWARD OF GRANTS TO SUPPORT NATIONAL PROJECTS TO TEST AND DEVELOP THE CREDIT SYSTEM FOR VOCATIONAL EDUCATION AND TRAINING (ECVET) 1. Context 1.1 ECVET and the Leonardo da Vinci programme As part of the action programme in the field of lifelong learning, the Leonardo da Vinci (LdV) sub-programme contributes specifically to the implementation of a European Union vocational training policy, which supports and complements actions taken by the Member States (see Article 166 of the Treaty of Lisbon) 1. The European Parliament and the Council, in their Decision of 15 November 2006 (1720/2006/EC) 2, established this programme for the 2007-2013 period. The 2010 call for proposals launched by the Directorate-General for Education and Culture under the Lifelong Learning / Leonardo da Vinci programme (EAC/41/09) 3 is focused on certain thematic priorities and actions, among them transparency and recognition of competences and qualifications, including the European Credit System for Vocational Education and Training (ECVET) (Section 3.2.1., Priority 1). In addition, the development of ECVET at the European level may be supported, firstly by pilot projects specifically and strictly focused on testing the provisions specified for ECVET in the Recommendation of the European Parliament and the Council which constitutes the testing specifications (principles and technical specifications), and then by coordinating and creating synergies for these tests, and finally by evaluating and using the results of the tests. This is the purpose of this call for proposals, which aims to support national initiatives taken to test and develop ECVET. Management of this call for proposals has been delegated by the European Commission to the Education, Audiovisual and Culture Executive Agency 4, hereafter the Agency. 1.2 European Credit System for Vocational Education and Training 1 Treaty of Lisbon amending the Treaty on European Union and the Treaty establishing the European Community, signed at Lisbon, 13 December 2007; OJ C 306, 17.12.2007. 2 Decision of the Council of 15 November 2006 establishing an action programme in the field of lifelong learning, OJ L 327, 24.11.2006, p. 45 et seq. 3 http://ec.europa.eu/education/llp/doc/call10/prior_en.pdf 4 http://eacea.ec.europa.eu 1

The design and development of the European Credit System for Vocational Education and Training (ECVET) is one of the priorities for cooperation in the field of vocational education and training (VET), as is implementation of the European Qualifications Framework (EQF), of which ECVET is one of the cornerstones. The draft VET credit system was submitted for public consultation between November 2006 and March 2007 5. Based on the results and contributions produced by the consultation, two feasibility studies 6 and work by a group of European experts, the technical specifications of ECVET were finalised and are the sole technical basis for this call for proposals. The specifications are annexed to the Recommendation of the European Parliament and the Council adopted on 18 June 2009 and published on 8 July 2009 7. In addition, the ECVET technical specifications are the subject of a question and answer brochure 8. ECVET is intended for young people undertaking initial vocational training, apprentices, adults in continuing training and, more generally, anyone on formal, non-formal or informal learning paths. It aims to: - promote and facilitate their lifelong learning paths by allowing evaluation, transfer, validation and recognition of their learning outcomes, with a view to obtaining qualifications; - encourage and facilitate collaboration between qualification-awarding authorities at national, regional or sectoral level, and between training providers, in order to enable each to develop the most suitable arrangements in its specific field for recognising the learning outcomes of individuals engaged in vocational training, especially if taking advantage of geographical mobility. Thus ECVET is one of a set of initiatives all contributing: - to improving the quality of vocational training systems and practices and to matching qualification systems to the needs of both citizens and the labour market, as well as to strengthening the European dimension of VET; - to improving the quality of geographical mobility for European Union programme beneficiaries, in line with the European Quality Charter for Mobility 9, which states that when a person spends time abroad for study or placement purposes, the sending organisation should undertake to recognise successful periods of mobility. The implementation of ECVET requires transparency: 5 6 7 8 9 http://ec.europa.eu/education/ecvt/work_en.pdf; http://ec.europa.eu/education/ecvt/results_en.html ECVET Reflector and ECVET Connexion: http://ec.europa.eu/education/doc/reports/index_en.html 2009/C 155/02; OJ C 155, 8.7.2009, p. 11, http://ec.europa.eu/education/lifelong-learning-policy/doc50_en.htm and also annexed to these guidelines. http://ec.europa.eu/education/lifelong-learning-policy/doc50_en.htm Annex to Recommendation 2006/961/EC of the European Parliament and of the Council of 18 December 2006 on transnational mobility within the Community for education and training purposes; OJ L 394, 30.12.2006, p. 5 (http://eurlex.europa.eu/lexuriserv/site/en/oj/2006/l_394/l_39420061230en00050009.pdf) 2

- of qualifications in terms of specifications (e.g. knowledge, aptitudes, expertise and specific skills) and award procedures (e.g. assessment, validation and recognition of learning outcomes, quality assurance criteria and indicators); - of learning processes and paths leading to qualifications (e.g. formal or non-formal learning processes and paths); - of the type, duties and competences of the various actors and institutions involved. ECVET is made up of three inseparable technical aspects: - the description of qualifications in terms of learning outcomes (knowledge, skills and competence), organised in units of learning outcomes that can be transferred, validated and built upon; - the existence of a learning outcome assessment process, including the evaluation, validation, recognition and building upon of learning outcomes, which leads to the award of partial or full qualifications; - the use of a system of ECVET points for qualifications and units of learning outcomes, of which these qualifications are made up. The adoption and implementation of the ECVET technical specifications therefore relate to qualifications or qualification systems or frameworks. ECVET testing and roll-out thus presupposes that, for each qualification system or framework, the competent institution(s) or authority(ies) in the field of qualifications are initially involved, as mentioned in the Recommendation of the European Parliament and the Council and in accordance with the rules and legislation in force in the countries involved. Moreover, the appropriate use of a system of this kind within the context of mobility, especially geographical mobility, relies on mutual trust between the various partners (qualification-awarding authorities, training providers, etc.) and requires these partners to be thoroughly familiar with ECVET s technical principles and willing to take them into account in the design or adaptation of qualifications and qualification-award procedures, with a view to recognising the learning outcomes of people benefiting from mobility. Partnership may therefore be an important factor in the use of an ECVET-type credit system for learners geographical mobility. - Firstly, if it is to operate effectively and fully for the benefit of the individuals concerned, ECVET calls for the forging of solid, active and lasting partnerships between the institutions or authorities responsible for vocational qualifications and the bodies providing vocational training. - Secondly, the design of projects envisaging mechanisms shared by or even common to the various VET providers presupposes coordination between the institutions and bodies involved at the technical, scientific and organisational levels. 3

- Lastly, since ECVET is intended to encourage and increase mobility, links must be planned and forged between mechanism-related actions (which falls within the scope of the pilot projects) and programmes and activities directly aimed at the mobility of individuals on their learning pathways, especially under European Union programmes. 2. Objectives of the call for proposals 2.1 General objectives The purpose of this call for proposals is to award grants to proposals for the organisation of two types of action that must be combined into one project, namely: - actions to set up or consolidate partnerships between competent institutions to establish an operational framework to develop tests on the European Credit System for Vocational Education and Training (ECVET); - actions in the field of the European Credit System for Vocational Education and Training (ECVET), as set out in the technical specifications annexed to the Recommendation of the European Parliament and the Council, in order to apply and implement it in concrete terms. The general objectives of this call for proposals, more precise details of which are given in the specific objectives in Section 2.2 below, are firmly and strictly aimed at the ECVET system being put into practice and the preparation of the measures required for its adoption by the Member States, as mentioned in the Recommendation of the European Parliament and the Council. Applicants should therefore note the following points: - This call for proposals does not concern the development of training-programme or provider accreditation systems or procedures. - This call for proposals is not directed towards the conduct of comparative studies or reviews of vocational training, qualification or credit systems, or towards theoretical research (on learning outcomes, competences, etc.), as a large number of studies in these fields have already been carried out, in particular by CEDEFOP 10 and the European Commission 11. Applicants will find it helpful to refer to these studies. - Further development of earlier projects is not included in the objectives of this call. However, where a proposal is based on the results of one or more earlier projects, the added value of the new project in terms of the aforementioned specific objectives must be clearly demonstrated. - An analysis of needs and of the national, regional or sectoral problems to be addressed must be regarded as a preliminary to the project and not as an objective, and must feature as such in the proposal. 10 European approaches to credit (transfer) systems in VET; Cedefop Dossier series 12; 2005; http://www.cedefop.europa.eu. 11 ECVET Reflector and ECVET Connexion: http://ec.europa.eu/education/doc/reports/index_en.html 4

- All levels of training and qualification are eligible for this call. However, the qualifications classified under levels 1 to 5 of the European Qualifications Framework (EQF) take priority. 2.2 Specific objectives Proposals submitted in response to this call will be based on the ECVET technical specifications and should cover all the following inseparable objectives: 2.2.1 Implementation of the ECVET technical specifications This specific objective must include the following five inseparable actions, which will focus on a qualification system, on a qualification sub-system (e.g. all the qualifications at a given level and in a specific sector) or on a significant number of qualifications (at least five). - Design or adaptation of vocational qualifications, in whole or in part, and their description in terms of units of learning outcomes in order to make them comply with the ECVET technical specifications annexed to the Recommendation of the European Parliament and the Council and complemented by the question and answer brochure mentioned in Section 1.2. - Design or adaptation of learning outcome transfer processes, which must include evaluation, validation, accumulation and recognition of learning outcomes for the purpose of awarding qualifications, whatever the learning context (formal, nonformal and informal), in accordance with the ECVET technical specifications annexed to the Recommendation of the European Parliament and the Council. - Design, formalisation and application of methods for assigning ECVET points to qualifications and units as well as methods and procedures for utilising points, particularly at the time learning outcomes are transferred, in accordance with the ECVET technical specifications annexed to the Recommendation of the European Parliament and the Council and possibly including the linkage between ECVET and ECTS 12. - Design and application of the procedures, materials and tools required to implement ECVET in concrete terms, i.e. to extend or generalise the methods developed as part of the project (e.g. to widen the application of ECVET from a limited number of qualifications to all the qualifications in a system). - Design and implementation of interinstitutional actions in the field of transnational cooperation, as recommended in the technical specifications annexed to the Recommendation of the European Parliament and the Council. Applicants should focus special attention on the scope of the project, both with regard to the number of qualifications directly concerned by the project and with regard to the 12 European Credit Accumulation and Transfer System. 5

commitments and schedule to extend or generalise the project s results (see the fourth indent of Section 2.2.1 above). It is therefore the applicant s responsibility to present in the most clear and complete way possible the qualifications covered by the project. In this sense, the applicant must supply in his application a description of the qualification system concerned, adding a list of the qualifications covered by the project and, if possible, the address of the website where additional information is available. Essential results expected: methodology for the application of ECVET to qualifications, procedures and provisions (including regulatory provisions) in order to make qualifications compliant with ECVET, qualification standards or lists of units of learning outcomes (with associated ECVET points); operational arrangements, procedures and tools for evaluation of learning outcomes, for the transfer of learning outcomes from one country to another or from one learning context to another, for the recognition of learning outcomes (including non-formal and informal validation of learning outcomes) and the award of qualifications. 2.2.2 Assistance with pooling and consolidating the work and outcomes of all the proposals selected under this call for proposals The organisation and monitoring of cooperation between the proposals selected seeks to: - increase the research and action potential of the call for proposals; - increase the impact of each proposal s outcome in terms of creating models; - create conditions for maintaining the consistency and compatibility of the approaches adopted by each proposal for implementation of the ECVET specifications; - anticipate and prepare the actions required for the practical transfer and effective dissemination of the outcomes of the proposals taken as a whole. To facilitate the achievement of this objective, applicants must agree to take part in the work common to all the proposals selected, i.e.: - work closely together with the European Commission, the Agency and with the contractor responsible for following up proposals; - regularly forward or furnish information on progress and work done during the course of the project and contribute to the quarterly bulletins on ECVET projects and to the compilation of a European compendium on ECVET implementation practices; - participate actively in: o thematic workshops (three for 18-month proposals, five for two-year proposals, eight for three-year proposals), each to be held in Brussels or in the country of one of the selected applicants, intended for the project applicants and their partners; 6

o a European conference on ECVET 13. This type of cooperation between the projects focused on ECVET was initiated in the ECVET call for proposals launched in 2008 (call for proposals EACEA/14/2008). Applicants for this call may need to consult the information on the work carried out as part of this cooperation process, as well as the published quarterly bulletins 14. 2.2.3 Use of operational partnerships The actions carried out as part of the proposals must be based on partnerships of at least four (4) bodies or institutions from four different eligible countries (the applicant and three partners). Partnership means the association between, on the one hand, the institution or body applying to carry out the project, which will implement for its own benefit the specific objectives described in Sections 2.2.1 and 2.2.2 above, and, on the other hand, at least three institutions or bodies acting in support of the project, for example as observers, members of a scientific committee or test group, etc., which may be able to contribute to the achievement of the project applicant's objectives. Those partners with an active role as observers may, for example, analyse the validity of the solutions developed, design and propose improvements, compare the project achievements with their own national contexts, etc. The aim is also to allow these partners of the project applicant to benefit directly from their participation in the project by transferring it to their own system. These transnational cooperation partnerships must be capable of continuing to operate as networks once the subsidised project has ended, and must comprise institutions or bodies with the technical capacity and institutional legitimacy enabling them to: - transpose the processes and procedures designed and operationally tested into the procedures and rules for which they are responsible in their country; - undertake to apply them as part of practical initiatives focused on the use of ECVET. The amount allocated for the participation and activities of the project applicant and any other partners from the same country as the applicant must represent at least 85% of the total budget of the project. The remaining 15% or less can be allocated to the partners from other countries. 3. Timetable The deadline for the submission of applications is 16 July 2010 (please read carefully Section 13.3 of this call for proposals on the procedure for submitting an application). The project activities must start between 1 January 2011 and 31 March 2011. 13 Applicants must include the attendance costs of no more than three partnership representatives at the thematic workshops and conference in their budget. 14 http://www.ecvet-projects.eu/bulletins/; http://www.ecvet-projects.eu/bulletins/registration.aspx. 7

The duration of projects may range from a minimum of 18 months to a maximum of 36 months. Applications for projects of less than the minimum or more than the maximum duration specified in this call for proposals will not be accepted. No extension to this maximum permitted duration will be granted. However, if a beneficiary finds, after the agreement has been signed and a project has commenced, that due to circumstances beyond his control for which due evidence is furnished it has become impossible to complete the project within the assigned period, an extension to the permitted project duration may be granted. An extension of a maximum of three months may be granted, on condition it is requested before the final date specified in the agreement. The objective is to complete the award procedure before the end of October 2010 and to inform the applicants of the results of the procedure by the end of November 2010 at the latest. It is planned that the beneficiaries will receive the agreements for signature in December 2010. The eligibility period for expenditure will begin on the day indicated in the grant agreement. If a beneficiary can prove the need to launch an action before signature of the agreement, expenditure may be authorised before signature. However, the start date of the eligibility period for expenditure may in no case be before the date of submission of the grant application. Costs incurred before the date of submission of the grant application will not be considered. 4. Available budget The total budget allocated for the cofinancing of projects under this call for proposals is EUR 2 000 000. The Agency s financial assistance will not exceed 75% of the total eligible costs. The amount of the funding granted per project will be between EUR 50 000 and EUR 300 000. The Agency reserves the right not to allocate all of the available funds. 5. Eligibility criteria Only applications meeting the following criteria will be the subject of an in-depth assessment: 5.1 Eligible establishments / bodies / type of beneficiaries 8

In order to be eligible, applicants must be competent bodies, establishments, institutions or authorities that are directly responsible, or responsible through delegation by a supervisory body, for implementing the Recommendation on the establishment of a European Credit System for Vocational Education and Training (2009/C 155/02) at the national, regional, local or sectoral level. This particularly applies to public and private institutions and authorities responsible for the design, administration and award of vocational qualifications. The existence of valid partnerships is of paramount importance for the performance of the projects. Applicants should therefore pay special attention to the soundness of the transnational partnerships proposed, to their geographical coverage (at least four eligible countries) and to the representative nature and legitimacy of their partners. Applicants and their partners may be in particular: - public bodies and authorities responsible for vocational qualification systems; - private/semi-private bodies with a particular responsibility for vocational qualifications (e.g. at the sectoral level); - training providers (public, private, sectoral, etc.) or supervisory bodies of training provider networks with a responsibility for vocational qualifications. In all cases, the applicant organisation and its partners must demonstrate that they have the institutional legitimacy to enter into commitments and act at a technical, operational and political level in the fields of vocational education and training and also vocational qualifications, and, more particularly, in the adoption, testing and development of the ECVET system, in accordance with the Recommendation of the European Parliament and the Council. To that end, the applicant organisation must supply any documents or documentary references demonstrating this legitimacy. This legitimacy may be based on the association of several bodies and institutions or on a subordinate relationship between an institution and the applicant or partner (e.g. an association or subordinate relationship between, on the one hand, an authority competent to award qualifications and, on the other, a training centre). All applicants must demonstrate in their proposals that the legitimacy principle is observed. In addition, applicant organisations must furnish evidence that they possess, in particular, the capacity to build and lead a homogeneous and lasting international partnership or consortium. Applications must be submitted by legal entities, as individuals may not apply for funding. Applicants must have been legally established for over three years. For the purposes of this call, a public body is defined as any higher-education establishment specified by the Member States (the participating countries), as well as any establishment or body providing education or training, with more than 50% of its annual income in the last two years having been sourced from public funds (not including other 9

EU grants), or which is controlled by public bodies or their representatives. Such a body must sign a declaration of honour (included in the application package) to the effect that the body satisfies the above-mentioned conditions. The Agency reserves the right to request documentation to prove the veracity of this declaration (copies of accounts for the previous two years). 5.1.1 Legal entity In order to demonstrate its existence as a legal entity, the applicant must supply the following documents: Private companies, associations, etc.: - bank identification form, duly completed and signed (original signatures required) (available via the link to the call for proposals webpage in Section 13.2 below); - legal entity form, duly completed and signed (original signature required) (available via the link to the call for proposals webpage in Section 13.2 below), and copy of the official gazette or its equivalent and the VAT registration document (if, as in some countries, the company registration number and the VAT number are the same, either document will suffice). Public-law entities: - bank identification form, duly completed and signed (original signatures required) (available via the link to the call for proposals webpage in Section 13.2 below); - legal entity form, duly completed and signed (original signature required) (available via the link to the call for proposals webpage in Section 13.2 below), and a copy of the legal resolution established in respect of the public entity or another official document drawn up for the public-law entity. 5.2 Eligible countries Organisations (including all the partner organisations) established in one of the following countries may apply: - the 27 Member States of the EU; - the three countries of EFTA/EEA (Iceland, Liechtenstein and Norway); - Turkey. At least one of the countries in the partnership must be a Member State of the EU. Negotiations are in progress with Croatia, the former Yugoslav Republic of Macedonia and Switzerland with a view to their future participation in the programme, which is subject to the outcome of the negotiations. Please consult the Education, Audiovisual and Culture Executive Agency website for an updated list of participating countries. 10

5.3 Eligible activities The establishment of partnerships and networks and the organisation of cooperation actions entail those activities normally found in the successive phases of preparation, implementation, evaluation and follow-up. In this connection, the following activities may qualify for consideration under this call for proposals: - establishment or consolidation of stable consortia or cooperative platforms made up of competent institutions, authorities and bodies (drawing up of joint work programmes, design of cooperative procedures, etc.); - mechanisms and research specifically dedicated to the application of the ECVET principles and technical specifications to vocational qualifications; - organisation of seminars, meetings or workshops on ECVET mechanisms and implementation; - design of innovative instruments, publications or websites focusing on the operational aspects of ECVET implementation and transnational cooperation in this field; - attendance at the thematic workshops and conference mentioned in Section 2.2.2; - follow-up activities (including dissemination activities, impact analyses, etc.) with a view to consolidating outcomes, sustaining durable partnerships and contributing to the modelling, promotion and transfer of outcomes. All the above activities must be part of a project that meets the requirements embodied in the objectives set out in Section 2 of this call for proposals. Hence proposals relating to one or more activities independent of an all-encompassing project will not be eligible as such. In addition to the workshops and conference mentioned in Section 2.2.2, consortia must allow in their budgets and planning for the organisation of two meetings in Brussels: the launch meeting for all the projects selected, probably at the beginning of 2011, and another meeting. Each partnership will be invited to send two representatives to these meetings. 5.4 Eligible proposals To be eligible, the application must meet the following conditions: be sent to the correct address before the deadline for submissions; be submitted by a legal entity that has been established as such for over three years (individuals may not submit an application); be submitted by a consortium made up of at least four bodies from four different eligible countries, meeting the criteria specified in Section 5.1; be submitted on the offical application form in one of the official languages of the European Union (which shall also be the language used by the consortium for the 11

implementation of the work programme), completed in full electronically and signed in original (on the declaration of honour included in the application package) by the person authorised to legally commit the applicant organisation; include the mandate letters from for all the partners, signed by the persons authorised to legally commit these partners and granting due powers to the applicant organisation; these letters must conform to the specimen provided. Signed faxed versions of the mandate letters are acceptable at the proposal stage, but the original letters must be supplied when the grant agreements are drawn up; be for a project duration of at least 18 months and at most 36 months; include a balanced expenditure/revenue budget in euros falling within the minimum and maximum EU grant limits (between EUR 50 000 and EUR 300 000) and complying with the EU cofinancing rate (maximum 75%); be accompanied by documentary evidence of the applicant organisation s technical and financial capacity, a copy of its articles of association and/or proof of its official registration, as well as any other document requested in the application package; satisfy all the conditions set out in Section 13 of this call for proposals. 6. Exclusion criteria Applicants must prove that they are not in any of the situations described in Articles 93.1, 94 and 96(2)(a) of the Financial Regulation applicable to the general budget of the European Communities (Council Regulation (EC, Euratom) No 1605/2002, as amended) and listed below. Applicants shall be excluded from participation in this call for proposals if: (a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; (b) they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata; (c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify; (d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the action / work programme is to be performed; (e) they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities financial interests; 12

(f) they are subject to an administrative penalty as laid down in the first paragraph of Article 93.1 of the Financial Regulation (Council Regulation (EC, Euratom) No 1605/2002, as amended). Grants may not be awarded to applicants who, at the time of the grant award procedure: (a) are subject to a conflict of interest; (b) are guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in the grant award procedure or fail to supply this information; c) are in one of the cases of exclusion from the grant award procedure laid down in Article 93(1) of the Financial Regulation, and d) if they are subject to a penalty of exclusion from contracts and grants financed by the budget, for a maximum period of 10 years. In accordance with Articles 93 to 96 of the Financial Regulation, administrative and financial penalties may be imposed on applicants who are guilty of misrepresentation or who are found to have seriously failed to meet their contractual obligations under a previous tender procedure. In order to comply with these provisions, applicants must sign a declaration of honour (included in the application package), proving that they are not in any of the situations referred to in Articles 93.1 and 94 of the Financial Regulation. 7. Selection criteria The selection criteria enable an assessment of the applicant s capacity to successfully carry out the proposed action or work programme. Applicants must have stable funding sources that are sufficient to maintain their activity throughout the period of performance of the action or the financial year financed and to contribute to its funding. They must have the required skills and professional qualifications to successfully carry out the proposed action or work programme. Applicants both the applicant organisation and its partners must prove that they have the necessary technical skills and experience in the field of qualification systems and frameworks, in a lifelong learning context. They must also prove their commitment to contribute to the common work (see Section 2.2.2). Consortia coordinators must also demonstrate their capacity to establish and lead a homogeneous international consortium. Applicants must submit a declaration of honour (included in the application package), completed and signed in the original, attesting to their status as a legal entity and their financial and operational capacity to successfully carry out the proposed activities. 7.1 Operational capacity 13

For the purposes of assessing their operational capacity, organisations must submit, with their applications: a list of projects and actions already carried out in the field of the call for proposals by the members of the consortium; the CVs of the persons participating in the project activities, detailing their professional experience in the field concerned. 7.2 Financial capacity For the purposes of assessing their financial capacity, organisations must submit the following documents with their applications: - profit and loss accounts of the applicant organisation, and the balance sheet for the last financial year for which accounts have been closed; - a financial capacity form, duly completed (available via the link to the call for proposals webpage in Section 13.2 below). Verification of financial capacity does not apply to public bodies (see Section 5.1), nor to international organisations under public law. Therefore, it is not necessary for these types of organisations to provide the two documents mentioned above. If the documents submitted suggest to the Agency that an applicant s financial capacity is not proven or is insufficient, it may: - reject the application; - demand additional information; - demand a guarantee (see Section 9.3); - propose a grant agreement without pre-financing and/or make a first payment on the basis of expenses already occurred. 8. Award criteria Eligible proposals will be assessed on the basis of the following criteria (the percentage given in brackets indicates the respective weighting applied to each award criterion in the assessment of proposals): - Criterion 1: Relevance (30%): relevance of content, especially the extent and scope of the proposal in terms of consistency with the ECVET technical specifications and the number, range and level of qualifications (qualification system, collection of qualifications or a minimum of five qualifications) for each of the actions in specific objective 2.2.1 above. Also taken into consideration will be, for example, the range of professional sectors involved and the nature of the anticipated results, as well as the monitoring carried out in line with the objectives of the call for proposals; 14

- Criterion 2: Quality of methodology (20%): quality of the practical methods, tools and approaches proposed for the design and implementation of lasting and operational cooperation between partners with regard to specific objective 2.2.3 above, including the development of performance indicators for measuring the effects and added value accruing from the system proposed, as well as follow-up and evaluation strategies. - Criterion 3: Partnership (20%): quality of the partnership, including: o the capacity of the applicant, each of the partners and the partnership to carry out all the actions described in Section 2.2.1 (with respect to the various roles of the partners as set out in Section 2.2.3) and, more generally, to implement the resources required to achieve all the objectives set out in Section 2.2; o the capacity of the proposed organisational structure to ensure the lasting nature of the system at political, organisational and operational levels, including its multiplier-effect and generalisation potential; o the number, profile, quality, legitimacy and commitment level of the partners with regard to the criteria specified in Section 5.1; - Criterion 4: Work programme (15%): quality of the work plan, accompanied by a project timetable and a valorisation plan (clarity and consistency between the objectives and proposed resources); - Criterion 5: Budget (15%): clarity of the budget and its consistency with the work plan and the cost-benefit ratio. 9. Financial conditions Grants from the European Union are incentives to carry out projects that would not be feasible without the financial support of the European Union and are based on the cofinancing principle. They complement the applicant s own financial contribution and/or any national, regional or private assistance obtained elsewhere. Acceptance of an application by the Agency does not constitute an undertaking to award a financial contribution equal to the amount requested by the beneficiary. The award of a grant does not establish any entitlement for subsequent years. Applications for grants must include a detailed estimated budget in which all the amounts are stated in euros. Applicants from countries outside the euro area must use the conversion rates published in the Official Journal of the European Union, series C, on the publication date of this call for proposals 15. 15 http://ec.europa.eu/budget/inforeuro/ 15

The action s budget attached to the application must show a balance of revenue and expenditure and clearly specify the costs eligible for funding from the budget of the European Union, respecting the maximum European Union cofinancing rate of 75%. Applicants must indicate any other sources of funding, and their amounts, received or applied for in the same financial year for the same action or for any other action and for their routine activities. The amount allocated for the participation and activities of the project applicant and any other partners from the same country as the applicant must represent at least 85% of the total budget of the project. The remaining 15% or less can be allocated to the partners from other countries (see Section 2.2.3). The amount awarded will not in any case exceed the amount applied for. The beneficiary must provide proof of the amount of cofinancing provided, either by way of its own resources or in the form of financial transfers from third parties. Applicants must supply proof of the explicit commitment by each organisation involved in the cofinancing to provide the project with the amount specified in the grant application. The Agency grant may not have the purpose or effect of generating any profit whatsoever for the beneficiary. Profit is defined as a surplus of revenue over costs. The amount of the grant will be reduced by the amount of any surplus. 9.1 Payment and reporting arrangements In the event of final approval of the proposal by the Agency, a grant agreement, drawn up in euros and specifying the conditions and amount of funding, will be concluded between the Agency and the beneficiary. Two copies of the original agreement must be signed and sent back immediately to the Agency. The Agency shall be the last signatory. It must be possible for funds paid by the Agency to be identified in the account or subaccount specified by the beneficiary. If the funds paid into this account earn interest or other equivalent profits under the legislation of the country where the account is held, this interest or profit shall be recovered by the Agency, if it is the result of the pre-financing payment, where this payment exceeds EUR 50 000. A pre-financing payment representing 40% (70% for projects lasting 24 months or less and with cofinancing of EUR 150 000 per year or less) of the maximum contribution of the European Union will be paid to the beneficiary within 45 days of the date when the agreement is signed by the final signatory of the two parties, provided that any requested guarantees have been received. The pre-financing is intended to provide the beneficiary with cashflow. 16

In a case where an initial pre-financing payment of 40% has been paid, a second prefinancing payment of 40% of the total amount shall be made within 45 days of the approval by the Agency of an interim report on the performance of the action. This cannot happen until at least 70% of the previous payment has been used. If less than 70% of the previous pre-financing payment has been used, the unused amount will be deducted from the second pre-financing payment. The Agency will calculate the amount of the final payment to be made to the beneficiary on the basis of the final reports. If the eligible costs actually incurred by the body during the project are less than the forecast expenditure, the Agency will apply its cofinancing rates to the actual costs incurred. The beneficiary will then be obliged, if necessary, to repay any excess amounts already paid by the Agency as pre-financing. The final technical report will be made up of: - a first part, comprising a description and analysis of the measures, methods and approaches adopted, as well as the practical steps taken to form and operate the partnership, problems encountered and solutions applied, as well as an assessment of the results (both intended and actually achieved). The first part of the technical report must also include precise details on each partner in the network or platform and its practical work and actions in ECVET development. Finally, this part of the technical report must specify all the tools, instruments, standards, procedures, studies, etc. produced as part of the project, supplied in a format which allows their dissemination, as well as all the websites on which they are available; - a second part, on the lessons to be learned in terms of: o o identification of project outcomes, especially the actual or desired characteristics of partnerships and partner networks in terms of organisation, operation and the sharing or pooling of methods and tools with a view to optimum utilisation of the ECVET system; proposals for making such initiatives sustainable, and extending and/or multiplying them. The final report must also include a final statement of actual revenue and expenditure. 9.2 Certificate on the financial statements and underlying accounts A certificate on the financial statements and underlying accounts, produced by an approved auditor may be required by the competent authorising officer in support of any payment, on the basis of his risk assessment. In the case of grants for actions or operating grants, this certificate should be attached to the payment request and should certify, in accordance with a methodology approved by the contracting authority, that the costs declared by the beneficiary in the financial 17

statements on which the payment request is based are genuine, accurately recorded and eligible in accordance with the provisions of the grant agreement. 9.3 Guarantee The Agency may require any organisation that has been awarded a grant to provide a guarantee first, in order to limit the financial risks linked to the pre-financing payment. The purpose of this guarantee is to make a bank or financial institution, third party or the other beneficiaries stand as irrevocable joint and several guarantors or first-call guarantor for the grant beneficiary s obligations. This financial guarantee, in euros, shall be provided by an approved bank or financial institution established in one of the Member States of the European Union. When the beneficiary is established in a third country, the Agency may agree that a bank or financial institution established in that third country may provide the guarantee if it considers that this bank or financial institution offers equivalent security and characteristics to those offered by a bank or financial institution established in a Member State. The guarantee may be replaced by a joint and several personal guarantee provided by a third party or by a joint and several guarantee of the beneficiaries of an action who are parties to the same grant agreement. The guarantee shall be released when the pre-financing amount is covered by interim or final payments made by the Agency to the beneficiary, in accordance with the conditions laid down in the grant agreement. This requirement does not apply to public bodies and organisations under public international law established by intergovernmental agreements or to the specialised agencies created by such organisations, the International Committee of the Red Cross (ICRC) or the International Federation of Red Cross and Red Crescent Societies. Beneficiaries who have entered into a framework partnership agreement may also be released from this obligation. 9.4 Double financing Subsidised projects may not benefit from any other European Union funding for the same activity. The applicants attention is drawn to the fact that, in the case of organisations receiving an operating grant, indirect costs are no longer eligible under specific actions. 9.5 Eligible costs Eligible costs of the action/project are costs actually incurred by the beneficiary, which comply with the following criteria: 18

- they are incurred during the duration of the action/project, as specified in the agreement, with the exception of costs relating to final reports and certificates on the financial statements and underlying accounts of the action/project; - they are connected with the subject of the agreement and are indicated in the estimated budget of the action/project; - they are necessary for the implementation of the action/project that is the subject of the agreement; - they are identifiable and verifiable, and are recorded in the accounting records of the beneficiary and determined according to the applicable accounting standards of the country of the beneficiary and according to the usual accounting practices of the beneficiary; - they comply with the requirements of applicable tax and social security legislation; - they are reasonable and justified, and comply with the principles of sound financial management, in particular regarding economy and efficiency. The beneficiary s internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the action/project with the corresponding accounting statements and supporting documents. Eligible direct costs The eligible direct costs for the action/project are those costs which, with due regard for the conditions of eligibility set out above, are identifiable as specific costs directly linked to the performance of the action and which can therefore be booked to it directly. In particular, the following direct costs are eligible, provided that they satisfy the criteria set out in the previous paragraph: The cost of staff assigned to the action/project, comprising actual salaries plus social security contributions and any other statutory costs included in their remuneration, provided that this cost does not exceed the average rates corresponding to the usual remuneration policy of the beneficiary or, where applicable, its partners. Note that this cost must be actual cost incurred by the co-beneficiary, and costs for staff of other organisations are eligible only if paid directly or reimbursed by the beneficiary. Salary costs corresponding to personnel from national administrations are eligible to the extent that they relate to the cost of activities which the relevant public authority would not have carried out if the project concerned was not undertaken. Subsistance allowances for staff taking part in the action/project (for meetings, European conferences, etc.), provided that they do not exceed the scales approved annually by the European Commission. Travel allowances for staff taking part in the action/project (for meetings, European conferences, etc.), provided that they are reasonable and justified, 19

and comply with the principles of sound financial management, in particular regarding economy and efficiency. Cost of purchase of equipment (new or second-hand), provided that it is written off in accordance with the tax and accounting rules applicable to the beneficiary and generally accepted for items of the same kind. Only the portion of the equipment s depreciation corresponding to the duration of the action/project and the rate of actual use for the purposes of the action may be taken into account by the Agency, except where the nature and/or context of its use justifies different treatment by the Agency. Cost of consumables and supplies, provided that they are identifiable and assigned to the action/project. Costs entailed by other contracts awarded by the coordinator or its cobeneficiaries for the purposes of carrying out the action/project, provided that the conditions laid down in the agreement are met. Costs arising directly from requirements linked to the performance of the action/project (dissemination of information, specific evaluation of the action/project, audits, translations, reproduction, etc.), including, where applicable, the costs of financial services (especially the cost of financial guarantees). Please refer to Section 4.F, pages 41-49, of the LLP Guide 2010 Part I: http://ec.europa.eu/education/llp/doc/call10/part1_en.pdf Eligible indirect costs (administrative costs) A flat-rate amount, not exceeding 7% of the eligible direct costs of the action, is eligible to cover the general administrative costs which can be regarded as chargeable to the action. Indirect costs are eligible as long as they do not include costs entered under another budget heading. Indirect costs are not eligible where the beneficiary is already receiving an operating grant. This does not apply in the case of an operating grant. Please refer to Section 4.F, page 43, of the LLP Guide 2010 Part I: http://ec.europa.eu/education/llp/doc/call10/part1_en.pdf 9.6 Ineligible costs The following costs shall be considered ineligible: 20