Erasmus+ General Monitoring Meeting Key Action 1 & Key Action 3

11th August 2016

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Meeting Agenda

Registration and Introduction - Registration of attendees - Aims of meeting - Introduction of staff - Introductory speech Project life-cycle and Mobility Tool+ Implementation: Primary checks and Monitoring Networks, Dissemination and Impact - Structured Dialogue (KA3) - Accreditation and EVS Charter - Online Linguistic Support (EVS)

Networking

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Meeting Targets

1. Implementation;

2. Funding Mechanisms;

3. Visibility, dissemination and sustainability.

To provide guidance on how to properly implement your project and how to maximise your project grant

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Evaluation Procedure • Eligibility criteria; • Quality assessment; • Check for double funding; • Evaluation Committee.

Final Decision

On the basis of: • The ranking list proposed by the evaluation committee external to the NA; • The budget allocated by the CION to Malta for every Action.

What happens after an application is submitted

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Grant Agreement • The stage when applicants become beneficiaries of an EU grant

Pre-financing Payment • Transferred to the beneficiary after an agreement is counter signed by the National Agency

What happens when an application is approved

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Information on the grants awarded The following information is published on the NA’s website: • Name and locality of the beneficiaries; • Amount of grant awarded; • Type of grant.

Important Contractual Provisions

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Mobility Tool+

A common and integrated web platform for collaborating, managing and reporting on Erasmus+ mobility projects. • Creation of project • Management of Project- Participants and mobilities • Participant Reports • Budget • Final Report

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Logging in via ECAS

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Following log in

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• Check that all of the project data is up to date • Notify the National Agency and request the changes to be performed in the system

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Checks and monitoring • Types of Primary checks undertaken by the NA: • Analysis of final reports; • Desk check of additional supporting material submitted by beneficiaries at final report stage; • On the spot check during the implementation of a project; • On the spot check upon completion of a project; • Bi-lateral meetings with the beneficiaries on a regular basis; • Monitoring visits serving as additional support to the beneficiaries. • System checks are performed on projects with the highest grant (top receivers) downwards.

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Checks and monitoring: Good practices

Updated project file

Updated budget

Copies of dissemination material

Procedure for recruitment of participants

Separate bank account for project

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Assessments of Final Reports

The final report assessment shall consist of the following stages:

1. Formal submission of the report (e.g. report duly signed and dated by the legal representative of the beneficiary organisation) within 60 days following the end date of the project;

2. An evaluation of the activity report and supporting

materials; 3. 60 calendar days of receipt of the report

assessment, approval and payment of the balance of the report.

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Unit Costs vs. Real Costs

Unit Cost... the beneficiary has to be able to prove that the activity for which the grant support is awarded has really taken place e.g. by submitting a certificate of attendance on the number of units granted ...vs Real Costs the actual amount of expenditure such as receipts/invoices has to be submitted.

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Different Financing Headings

1. Organisational Support;

2. Travel;

3. Individual Support (applicable for EVS only);

4. Linguistic Support (Online Linguistic Support for

EVS only);

5. Exceptional costs;

6. Special needs support.

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1. Organisational Support

• Costs directly linked to the organisation, management

and implementation of mobility activities • Can be used to cover costs related to the selection and preparation of participants

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1. Organisational Support ...cont.

What to submit with the final report: • Registration of mobility per participant (Mobility Tool) • Satisfaction of mobility participants (Mobility Tool) – not applicable for participants of Youth Exchanges In case of Desk Check: • Proof of attendance of the activity signed by the receiving organisation. Specifying the name of the participant, purpose of the activity, start and end dates.

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2. Travel

• Financing Mechanism: Unit Costs

• Based on the distance travelled per participant as per Distance Calculator

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2. Travel ...cont.

• Place of origin and place of mobility venue on Mobility Tool What to submit with the Final Report: • Registration of mobility per participant (Mobility Tool) In case of Desk Check: • Proof of attendance of the activity • In case of travel from a place different than that where the sending organisation is located and/or travel to a place different than that were the receiving organisation is located, the actual travel itinerary supported with travel tickets or other invoices specifying place of departure and arrival.

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3. Individual Support

• Financing Mechanisms: Unit Costs (applicable for EVS only) • Eligible costs: "Pocket money" to the volunteer for additional personal expenses. • Payable according to the country of destination and duration of placement • Participants must receive all of the Individual Support awarded

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3. Individual Support ...cont.

What to submit with the final report: • Registration of mobility per participant (Mobility Tool) In case of Desk Check: • Proof of attendance of activity

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4. Linguistic Support

• Financing Mechanisms: Unit Costs

• For projects with EVS volunteers, online linguistic support can be claimed for mobilities lasting between 2 months and 12 months, as long as these are not native speakers of the working language of the project. • Available for English, German, Italian, Spain, French, and Dutch.

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5. Exceptional Costs

• Financing Mechanisms: Real Costs • Costs incurred to directly support the participation of learners with fewer opportunities • Report the type and cost of the expenses in the Mobility Tool What to submit with final report: • Original invoice or supporting document with proof of payment In case of Desk Check: • Original invoices of travel, accommodation, visa, residence permit • Any other relevant documentary proof

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6. Special Needs Support

Financing Mechanism: Real Costs • Actual costs need to be reported in the Mobility Tool • Indicate if funds were granted under this heading or if it is a budget transfer What to submit with the final report/desk check: • Invoices of the actual costs incurred, giving the name and address of the company issuing the invoice as well as the amount, currency and date

Ineligible Expenditure

Return on capital

Debt and debt service charges

Provisions for losses or debt

Interest owed

Doubtful debts

Exchange losses

Costs of opening or operating

bank accounts

Expenditure relating to

movement to or from countries

not participating in the

programme

Expenditure incurred outside the

contracted period

Expenditure incurred with no link

to the project

Expenditure already financed by

another source

Purchase of equipment

VAT when it is considered

recoverable under applicable

national VAT legislation

Transfer of Funds

a) The beneficiaries are allowed to transfer funds only between activities of the

same type, the activity types being: Youth Exchanges with Programme

Countries, Youth Exchanges with Partner Countries, European Voluntary Service

between Programme Countries, European Voluntary Service to/from Partner

Countries, mobility of youth workers between Programme Countries, mobility of

youth workers to/from Partner Countries;

b) In accordance with point a) above, the beneficiaries are allowed to transfer up

to 100% of the funds allocated to budget categories based on a unit

contribution (travel, organisational support; individual support for EVS)

for activities within the same activity type;

c) In accordance with point a) above, the beneficiaries are allowed to transfer up

to 10% of the funds allocated to budget categories based on

reimbursement of eligible costs (special needs support and exceptional

costs) for activities within the same activity type.

Amendment to the grant agreement • A request for an amendment to the grant agreement

needs to be presented in writing to the National Agency. • Substantive changes to the grant agreement exceeding the provisions of contractual flexibility lead to a supplementary agreement. • An amendment is to be received by the NA at least one month before the project end date

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Minimising the Error Rate and Utilising the Full Budget

• The difference between the grant requested in the final report and the amount declared eligible by the NA; • All activities stated in the application form should be carried out; • For real costs- ensure that all budget is utilised.

Networks, Dissemination and Impact

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TRANSNATIONAL COOPERATION ACTIVITIES TCA)

What Are TCA? Transnational Cooperation Activities (TCA) enable Erasmus+ National Agencies (NAs) to IMPROVE the QUALITY and IMPACT of the Erasmus+ programme through providing training and networking opportunities, in particular for the Youth sector. What opportunities are available in TCA? TCA include a wide range of activities such as workshops, training courses, seminars and partnership building activities on themes relevant to Erasmus+, including:

Tools to improve quality in international youth work;

Inclusion, cultural diversity and intercultural competences;

Employability and social entrepreneurship

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Why take part in TCA?

Create and/or extend contacts and cooperation;

Gain knowledge and practical skills on themes relevant to

Erasmus+ and access support on project ideas; and

Disseminate your projects’ results at European level.

TCA are mainly directed at stakeholders involved in the field of youth, including:

Youth workers and youth trainers;

Youth leaders;

Youth policy makers at regional or national level;

Informal groups of young people.

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Is the activity supported by the MT National Agency?

Activities are promoted on the SALTO (Support, Advanced Learning, and Training Opportunities) European Training Calendar on www.salto-youth.net/tools/european-training-calendar Please note: the MT National Agency supports a limited number of activities on the SALTO European Training Calendar according to its annual work plan. The list of supported activities can be found on the Upcoming Opportunities section on http://eupa.org.mt/category/training-opportunities/ TCA 2016 Calendar

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Funding Mechanisms Co-financing the TCA €20 co-funding/commitment fee

Travel - MT National Agency

a set budget is allocated per activity

reimbursed upon successful attendance of the activity and

submission of a Final Report

Logistics – Hosting National Agency

Accommodation and meals are provided for the duration of the activity

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First step: Register on Salto-Youth https://www.salto-youth.net

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Access The European Training Calendar

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Keep an eye on eupa.org.mt/category/training-opportunities/

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UPCOMING TCA

TOOL FAIR XI- #ReadyfortheRoad Tools|Solidarity|Inclusion MALTA, 7-12 NOV 2016 Tool Fair XI will give the opportunity to participants to further shape their educational and experiential pathway. Appetiser - An introduction on how to use the ‘Erasmus+ Youth in Action’ Programme for international youth work HUNGARY, 5-9 DEC 2016 Aims at bringing together practitioners who work locally with young people around Europe, in order to give them a first strong positive experience of international youth work

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Subscribe to receive our Eurodesk newsletter

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Dissemination and Impact Since you have been successful in applying for Erasmus+ funds, you need to use the European Commission’s Erasmus+ logo and acknowledge EU support. All projects are encouraged to share (or disseminate) the successes of their project. This means that even after your project finishes, the successes can still have an impact in the future. Dissemination: The main aim is to spread the word and embed the project’s results. It can help raise the profile of your organisation, create new opportunities to extend the project and develop partnerships for the future.

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You have to acknowledge the support received under the Erasmus+ programme in all communication and promotional material related to your project. You will need to use the European Commission’s Erasmus+ logo and acknowledge EU support: -Promotional items and materials e.g. leaflets, posters, newsletters, website, social media, press releases…

-During events and on presentation slides

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Important aspects to keep in mind: -Respect the provisions stated in the project proposal in relation to dissemination and exploitation of results (reference to pg 299-304 of the E+ Programme Guide);

-Refer to the Impact and dissemination award criteria

•Measure outcomes

•Impact of the project on participants and participating organisations during and after the project lifetime; as well as outside the organisations and individuals directly participating in the project at local, regional, national and/or European level

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A grant may be reduced should a beneficiary not comply with the provisions included in the grant agreement.

Requirements for dissemination and exploitation of results

• The Programme Logo • The Written Mention • Use of the Erasmus+ Project Results Platform (not obligatory for Key Action 1 and 3 projects)

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Logos to be used: https://eacea.ec.europa.eu/about-eacea/visual-identity_en

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Preferred options (1):

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Preferred options (2):

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Further Opportunities

The 8 Key Competences of Life-long Learning

How does Youthpass support the growth of young people?

Raising awareness of Youthpass and its implementation will

be a huge task and we will need the cooperation and support of a whole range of potentially interested

people and organisations, such as:

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EVS Accreditation

• An entry ticket for European Voluntary Service (EVS), and proves that it complies with the programme's quality standards. • Accreditation is for organisations that want to send or receive volunteers, or to act as coordinators of an Erasmus+ EVS project. To obtain accreditation, the organisation submitting their Expression of Interest (EI) must be clearly identified, as must the location of the activities planned. As such, the entity accredited cannot be an informal group of young people.

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• The accreditation is a prerequisite for participation in the programme, but does not automatically lead to an EVS project grant. The future project grant applications will be assessed based on the criteria presented in the Programme Guide and according to the quality of the specific project. • Organisations can submit their Expression of Interest (accreditation request) at any time throughout the year. • Since organisations must have a valid accreditation at the date of the project application deadline, interested organisations are advised to submit the form well before they plan to take part in their first project.

EVS Accreditation ...cont.

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EVS Accreditation ...cont.

• The National Agency provides any necessary information and support to organisations. • It takes about six weeks to process an Expression of Interest. • Two Accreditors/assessors appointed by the National Agency/SALTO will evaluate the Expression of Interest. The officers will carry out visits and interviews with the organisations to meet those responsible for running the project, to get to know the organisation and to discuss all aspects of the Expression of Interest. • Accreditors may ask for further clarification, suggest improvements and possibly ask for revisions of an Expression of Interest which can be done by resubmitting the form. • An evaluation committee gives the final opinion on the Expression of Interest and results are communicated to the organisations.

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What to consider when completing your Expression of Interest

• Before submitting an Expression of Interest, organisations should

consult the Erasmus+ Programme Guide. It is also useful to take a look at the Volunteering Platform (which contains a database of already accredited organisations) on the European Youth Portal. • All organisations must apply the principles of the EVS Charter at all stages of the project, which highlights the roles of each organisation in an EVS project, as well as the main principles and quality standards of EVS. The EVS Charter can be found in the accreditation Expression of Interest. • The National Agency may withdraw accreditation at any time if an organisation fails to comply with the EVS Charter.

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EVS 20 year anniversary

2016: Europe wide campaign on EVS To celebrate the 20 years of EVS Target: More youth organisations should be accredited 2017: More budget will be allocated to EVS

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KA3 – Support for Policy Reform

Which actions are supported? Structure Dialogue: meetings between young people and decision-makers in the field of youth.

What is the aim of Structure Dialogue meetings? This action promotes the active participation of young people and fosters debate around topics centred on the themes and priorities set by the Structured Dialogue and the renewed political framework in the youth field. Structured Dialogue is the name useful for discussions between young people and youth policy-makers in order to obtain results which are useful for policy making.

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• Structured Dialogue projects can take the form of meetings, conferences, consultations and events. • It is also important to note that the activities are led by young people; the young participants must be actively involved in all stages of the project, from preparation to follow-up. • Non-formal learning principles and practices are reflected throughout the implementation of the project.

KA3 – Support for Policy Reform…cont.

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KA3 – Support for Policy Reform…cont. Eligible participating organisations:

- A non- profit organisation, association, NGO;

- A European Youth NGO;

- A public body at local or regional level

Eligible participants: young people aged between 13 and 30 resident in the countries

involved in the project.

Decision-makers: if the project foresees the participation of decision-makers or experts in the

youth field, these participants can be involved regardless of their age and geographical

province.

Number of participants: Minimum 30 young participants must be involved in the project.

Duration of project: from 3 to 24 months

General Tips

• Constant Communication with promoters; • Constant Communication with NA; • Keep an updated project file; • Implement activities in conformity with application form; • Refer to official documents such as grant agreement, general provisions, programme guide; • Ensure that all budget is absorbed; • Regularly update the EC’s IT Tools.

Applications Deadlines – Call 2016

Key Action 1 – KA105 Projects & Key Action 3 – KA 347 Projects

•2 February at 12:00 (midday Brussels time) for projects starting between 1 May and 30 September of the same year; •26 April at 12:00 (midday Brussels time) for projects starting between 1 August and 31 December of the same year; •4 October at 12:00 (midday Brussels time) for projects starting between 1 January and 31 May of the following year.

Project Officers

KA105 Youth Exchanges: Mr. Steven Mifsud steven.mifsud@gov.mt / 25586117 KA105 EVS, and EVS Training & Evaluation Cycle, Inclusion: Ms. Josette Vella Josette.b.vella@gov.mt / 25586119 KA105 Mobility of Youth Workers, KA347 and YouthPass: Ms. Gwyneth Tanti gwyneth.a.tanti@gov.mt / 25586126 TCA Training Opportunities: Ms. Therese Borg-Micallef therese.borg-micallef@gov.mt / 25586118 Communications Executive: Ms. Anthea Xuereb anthea.xuereb@gov.mt / 25586118

Important links

Erasmus+ Programme Guide: (http://eupa.org.mt/wp-content/uploads/2013/12/Erasmus+-programme-guide-2015-version-3.pdf) Mobility Tool: (https://webgate.ec.europa.eu/eac/mobility) Erasmus+ Project Results Platform: (http://ec.europa.eu/programmes/erasmus-plus/projects/) Distance Calculator: (http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm)

Thank you