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![Page 1: Event Title Name Erasmus Co-ordinators Workshop June 2012 Guidelines for co-ordinators Joanna Collins.](https://reader035.fdocuments.net/reader035/viewer/2022070305/5514a63c550346b2598b5d69/html5/thumbnails/1.jpg)
Event Title Name
ErasmusCo-ordinators’ Workshop June 2012
Guidelines for co-ordinatorsJoanna Collins
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• Programme changes 2012-13
• Reminders
• Timetable
•UK statistics
Introduction
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Programme Changes
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Programme changes 2012-13
•Student monthly grants
•Allocation methods
•Mobility agreements
•Duration of mobility
•Multiple mobilities
•Widening participation
•Offsetting
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Student monthly grant•Monthly grant rate set at the start of
year
•3 bands
•Institutions must pay students set rate
•No increase in grant rates with second allocation
•Zero grant students
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Student grant rates All payments may be subject to audit.
Widening participation € 500 Household income of £ 25,000 or below
Priority countries € 400 See Handbook
Band 1 € 270 See Handbook
Band 2
€ 310 See Handbook
Band 3 € 370 See Handbook
Short-term work placements, students in higher voc. ed.
€ 250
€ 300
Up to two months,
Receipted travel expenses
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Allocation 1
•Optimal use of available budget
•Application numbers
•historical data by institution and across Erasmus
•Further explanations from you
•Grant rates set to allow for change in numbers/months
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Allocation 2
•Percentage for priority countries and widening participation
•First payment - 80% of whole allocation
•Funds can be moved between institutions at second allocation
•Virement within parameters allowed at any time
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Mobility Agreements 1
•EC – sign before travel
•NA – sign within 2 months of start of mobility if impossible before start
•Provisional to be signed if possible
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Mobility Agreements 2
•alterations to be approved by NA
•if templates or info not issued by NA before mobility, no penalties for non-compliance
•electronic copies of originals acceptable (scanned, photographed, faxed)
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Duration: students
•Must be accurate in case of audit
•Rounded up to nearest quarter month for grants
•Grant calculator circulated for grants
•NA will check method of calculation
•Evidence – Certificate of attendance
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Multiple mobilities•1 study mobility + 1 work
placement
•2 study mobilities
•2 work placements i.e. 2 mobilities in all, same or
different years
•Each minimum duration (3 months)
•Report as separate mobilities
•Same host: “combined” mobility, rules as for single mobility
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Widening participation
•England: household income of £25, 000 per annum or less
•Scotland: as above, using post code as means of identification or verification.
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Offsetting
•Suggestion to offset Erasmus debt against payments due
•Standard procedure for financial transactions
•Through finance offices
•Should speed up contracting and payments processes
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Reminders
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Staff flat rate payments
•Duration of assignment
•Subs for up to 2 days travel – not included in calculation of duration
•Proof of attendance
•HEIs decide what to pay – maximum, actuals, institutional rates
•HEIs decide use of balance (on Erasmus)
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Reminders: Student entitlements
•Tuition fee waiver continues (in England) for old fee-regime students, 2012/13 and 2013/14
•Maintenance of grants and loans
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Use of OM grants•To support Erasmus mobility only
•Paid per mobility
•Don’t report on how spent
•Report numbers of mobilities (outgoing, incoming from enterprise)
•Pay back if decreases (over 10%)
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Use of OM grants
•Many possible uses:- Administration- Quality and m&e- Academic and other partnership arrangements - Visiting prospective partners with EUC- Selecting and supporting individuals - Language preparation- Information and publicity- Staff and student feedback - ECTS-related activity and Diploma supplementetc
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Disability
•Funding for students & staff with special needs verified by doctor
•Considered case by case; many types of expenditure covered eg special transport, accommodation, care assistants, medical treatment, adapted learning materials
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Disability
•Applicant supplies documentation including doctor's confirmation of need
•Coordinator submits application
•Host provides evidence of support & facilities
•Work with disability officer
•Contact: [email protected]
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Reminders- general
•Unsuccessful mobilities e.g. failed exams – decisions up to you
•No double funding for EC sources(Comenius assistants, LdV mobility)
• Incoming staff from enterprise (teaching)
•Use returning Erasmus students for promotion in schools
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Promotion• Printed materials bi-annually: leaflets, postcards etc
• Website www.britishcouncil.org/erasmus
• Online versions of all materials http://www.britishcouncil.org/erasmus-promotional-material-2.htm
• Templates and logos on Resources page www.britishcouncil.org/erasmus-resources-2
• Bi-monthly e-newsletter
• Facebook www.facebook.com/erasmus.britishcouncil
• Youtube www.youtube.com/UKErasmus
• Annual Photo, Essay and Film Competition www.competition.lifelonglearningprogramme.org.uk/
• Ambassadors: school presentations/institution support. Recruitment call every year for new Ambassadors
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Exceptions
If it is impossible to follow regulations:
•Contact the Erasmus Help Desk with details as soon as possible
•Keep documentation
•Put comments on your mobility report if appropriate (e.g. for short mobilities; force majeure)
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Communications•ETT (Erasmus Tempus Talk) – for
discussion with colleagues in institutions
•Erasmus Help Desk – for communication with the NA about your Erasmus programme
•Information list – for the NA to circulate important information to coordinators
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Timetable 2011-12
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Timetable 2012-13
18 May 2012 Grant Agreement issued
30 September
Agreement to NA
4 weeks from GA
Initial payment Subject to signed agreement & no debt
15 November
Initial payment deadline
All payments (subject to no debt)
11 January 2013
Interim report (SM) On line by 10 Dec
8 February Interim report (TM) On line by 10 Dec
19 March Amended Agreement
end April Second payment Subject to signed agreement & no debt
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Timetable 2012-13
17 June All recoveries issued
1 July Final report live
31 July Final report (SM and TM)
30 September Validation complete; closure letter
31 October Recoveries issued
30 September Individual staff and student reports
final deadline for receipt
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UK Statistics
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2012 Allocation
• 2011/12
- Application numbers (increase on 2010/11)
SM: 6.5% (17773:16695)
TM: 5.4% (4042:3835)
- Weighting - application : past performance
- Results - 93% of student application numbers granted
- 84% of staff application numbers granted
• 2012/13
- Application numbers (increase on 2011/12)
SM: 4.2% (18510:17773)
TM: 11.2% (4494:4042)
- Weighting - application : past performance
- Results - 85% of student application numbers granted
- Results - 71% of staff application numbers granted
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UK Context:
Where are we now?
2008/09 2009/10 + / - 2010/11 + / -2011/12
(Projected) + / -
SM (Study) 7,428 8,053 8.41% 8,577 6.51% 9,187 7.11%
SM (Placement) 3,399 3,670 7.97% 4,256 15.97% 4,599 8.06%
SM Total 10,827 11,723 8.28% 12,833 9.47% 13,786 7.43%
Staff Mobility 1,733 1,778 2.60% 2,057 15.69% 2,434 18.33%