Event Title Name

1. Erasmus Co-ordinators’ Workshop June 2012 • Event Title • Name Guidelines for co-ordinators Joanna Collins

2. Introduction • Programme changes 2012-13 • Reminders • Timetable • UK statistics

3. Programme Changes

4. Programme changes 2012-13 • Student monthly grants • Allocation methods • Mobility agreements • Duration of mobility • Multiple mobilities • Widening participation • Offsetting

5. 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

6. Student grant rates

7. 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

8. 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

9. 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

10. 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)

11. 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

12. 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

13. Widening participation • England: household income of £25, 000 per annum or less • Scotland: as above, using post code as means of identification or verification.

14. Offsetting • Suggestion to offset Erasmus debt against payments due • Standard procedure for financial transactions • Through finance offices • Should speed up contracting and payments processes

15. Reminders

16. 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)

17. Reminders: Student entitlements • Tuition fee waiver continues (in England) for old fee-regime students, 2012/13 and 2013/14 • Maintenance of grants and loans

18. 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%)

19. 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 supplement etc

20. 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

21. Disability • Applicant supplies documentation including doctor's confirmation of need • Coordinator submits application • Host provides evidence of support & facilities • Work with disability officer • Contact: James.Wakeman@britishcouncil.org

22. 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

23. 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

24. 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)

25. 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

26. Timetable 2011-12

27. Timetable 2012-13

28. Timetable 2012-13

29. UK Statistics

30. 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

31. UK Context:Where are we now?

32. Thank you erasmus@britishcouncil.org www.britishcouncil.org/erasmus