Intra-Africa Academic Mobility Scheme Kick-off Meeting 2016

12-14 December 2016

Contractual Obligations

Legal context

Call for proposals EACEA/07/2016

• Criteria

• for the organisation and implementation

• of student and staff mobility

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Cooperation

Promotion

Selection of scholarship

holders

Institutional services

Student and learning

agreements

Recognition Academic

monitoring

Quality assurance

Sustainability

Call for proposals

Eligible students:

National and resident in any of the African countries

and

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Target Group 1 Target Group 2

Registered/admitted in or having obtained a HEI degree from one of the African HEIs included in the partnership as applicant or partner

Registered/admitted in or having obtained a HEI degree from a HEI established in Africa BUT not included in the partnership as applicant or partner

Call for proposals

Eligible staff:

National and resident in any of the African countries

and

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Target Group 1

Employed or associated with a HEI included in the partnership as applicant or partner

Type of moblity

• Students: Master and Doctorates • Staff: Academic and Administrative

Mobility duration

min/max per type

Placement periods for students

max 3 months and only possible after min 6 months of study period

Mobility – requirements

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Distribution per type

Master 50-70%

Doctorate 15-30%

Staff 10-30%

Min/max duration per type

Master 6-24 months

Doctorate 6-48 months

Staff 1-6 months

Target Groups

Credit-/degree-seeking mobility

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Credit-seeking mobility:

min. 25% of the students' mobility

Mobility – requirements

Mobility of Target Group 1:

min 40% of the total mobility

Mobility – requirements

• Mandatory thematic fields

Agriculture and Food Security

Engineering including

Infrastructure and Energy

Education Sciences

Health Sciences

Marine Sciences and

the Blue Economy

Social Sciences and

Governance

Mobility – requirements

Student mobility in three cohorts

•

All mobility flows must

finish by the end of the project eligibility

period

First cohort

by 31 December

2017

Second cohort

by 31 December

2018

Third cohort

by 31 December

2019

Mobility – Recommendations

•

Max 20% per nationality

Gender balance

Balanced distribution among partners

Grant Agreement

Grant Agreement for an action with multiple beneficiaries

Legal commitment bilaterally signed between:

EACEA (the Head of Unit of EACEA.A.3)

the legal representative of the project coordinating institution

Grant Agreement - Structure

Special Conditions

Annex I Detailed description of the action

Annex II General Conditions

Annex III Estimated budget of the action

Annex IV List of beneficiaries and Mandates provided to the coordinator

by the other beneficiaries

Annex V Models progress and final technical report

Annex VI Model financial statement

Annex VII not applicable

Annex VIII not applicable

Annex IX Declaration on minimum requirements for the selection

procedures

Annex X Minimum insurance requirements

Grant Agreement – Special conditions

Article I.1 – Subject matter of the agreement

Title of the project

Article I.2 – Entry into force of the agreement and duration of the action

Eligibility period, start and end dates

Article I.3 - Maximum amount and form of the grant

project grant

Eligible costs (unit contributions, lump sum contributions)

Grant Agreement – Special conditions

Article I.4 – Additional provisions on reporting, payments and payment arrangements

I.4.1 Reporting periods, payments and additional supporting documents

Grant Agreement – Special conditions

• I.4.1 Reporting periods, payments and additional supporting documents

•

signature of GA

November 2016

First progress

report

by 31 December

2017

Second progress

report

by 31 December

2018

Third progress

report

by 31 December

2019

Final report

2 months after the

end eligibility

date

1st pre-financing

(30%)

2nd pre-financing

(50%)

3rd pre-financing

(20%)

balance

Reports - Reporting period

• from the submission of the previous progress

report

• until the submission of the current progress report

Progress reports

• the whole project duration Final report

Reports - submission

• Reports to be filled in and submitted via an eReports system, which is an online tool available on the Participant Portal

• Templates and instructions will be made available

• on the Beneficiaries space

Reports - content

Operational part – description of the activities

Mobility lists – print-out from the EACEA Mobility Tool

Financial statement and beneficiary declaration

Copies of supporting documents where necessary (MoU, model of student and learning agreement, selection minutes, list of planned meetings, etc.)

Reports – additional documents

Mobility lists – print-out from the EACEA Mobility Tool

To be accompanied by: signed declaration on the respect of the minimum

requirements for the selection procedures (drawn up in accordance with Annex IX of the GA)

minutes from the Selection committee meeting

list of the students and staff selected to benefit from a mobility scholarship and the list of the reserve

candidates, at the latest 15 days before the start of the first mobility of each cohort organized

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Article I.5 - Bank Account for payments

The coordinator's bank account

Article I.6 - Data controller & Communication details of EACEA and the beneficiaries

The Director of EACEA is acting as data controller

The HoU of EACEA.A.3 & functional mailbox: EACEA-IntraAfrica-IntraACP@ec.europa.eu

The contact person of the coordinating HEI

Article I.7 - Provisions on the use of the results of the action by EACEA and by the Commission

Article I.8 - Non EU beneficiaries and settlement of disputes concerning the interpretation, application or validity of the grant agreement

Courts of Brussels

Grant Agreement – Special conditions

Grant Agreement – Special conditions

Article I.9 – Other Special Conditions

I.9.1 - Minimum insurance requirements

Annex X.

I.9.2 - Participation in the meetings organised by the Agency

max 3 meetings

expenses for participation considered as eligible costs and shall be covered by the lump-sum contribution

Grant Agreement – Special conditions

Article I.9 – Other Special Conditions

I.9.3 - Evaluation criteria of project implementation

Final report

evaluated on the

basis of quality

criteria

and scored on a

total of maximum

100 points

Relevance

max 10 points

Quality of the partnership and

cooperation mechanisms

max 25 points

Quality of the organisation

and implementation of the mobility

including services offered

to the scholarship

holders

Impact and sustainability

max 25 points

max 40 points

Grant Agreement – Special conditions

Article I.9 – Other Special Conditions

I.9.4 - Reduction of the final grant in the event of poor, partial, or late implementation

Below 50 points

The Agency

may reduce the final grant

Grant Agreement – Special conditions

at least 40 points and below 50

points 25%

at least 30 and below 40 points 35%

at least 20 and below 30 points 55%

below 20 points 75%

Article I.9.4 - Reduction of the final grant in the event of poor, partial, or late implementation

Grant Agreement – Special conditions

Article I.9 – Other Special Conditions

• I.9.5 - Dissemination and exploitation of results

Ensure visibility of project activities and results (project web-site, update of project summary, providing EACEA with info)

• I.9.6 - Publicity obligations

20% reduction of grant in case of failure to fulfil the publicity obligations

• I.9.7 - Inapplicability of the no-profit principle

• I.9.8 - Financial support to third parties

Grant Agreement – Special conditions

Article I.10 – Special Provisions on the conversion of costs incurred in another currency into Euro

Monthly accounting rate established by the Commission http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm

all costs incurred on the amount of the 1st prefin

Month of reception of the 1st prefin

all costs incurred on the amount of the 2nd prefin

Month of reception of the 2nd prefin

all costs incurred on the amount of the 3rd prefin

Month of reception of the 3rd prefin

Grant Agreement - Amendments

Amendments

Exchange of letters

Amendments via the Participant

portal

Amendments by e-mail

Modification

Notification

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• Approvals of requests for an amendment are not automatic (depends on the type of modification)

• Beneficiaries should try to limit the number of amendments

Grant Agreement - Amendments

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Grant Agreement - Amendments

Guidance on contractual project

management

To be published on the Beneficiary space

Monitoring

Desk Monitoring

Field monitoring

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Monitoring visit

Audit

•KEEP CALM • AND

•RESPECT THE

RULES!