CBHE Recommendations to new projects

1. CBHE Recommendations to new projects

2. Stateof play of yourproject’scontractualprocess Project management recommendations Communication & Dissemination Financial management Project monitoring Qualityassurance Conclusions Outline of the presentation

3. State of play of yourproject’scontractualprocess Grant Agreement • Sent to coordinators as from 01/10 • PIC issues • Start of the eligibility period: 15 October 2016 Payment • First instalment at contract signature (50% of the grant)

4. Ensure the commitment of your institution Precondition to success and sustainability of results. At HEI level: • Academic authorities • Finance Department, International Office • Students and staff AtMinistrylevel • Structural Projects Will ensure: • Support & expertise (acad., admin., financ. constraints) • Visibility, dissemination and Sustainability

5. Yourroles - The rules Be aware of yourrole in the project • Know yourproject / yourtasks / your objectives Know the CBHE rules • Read carefully all contractual documents • Define project rules in your Partnership Agreement Institutional/national constraints • Visa requirements, Project registration, VAT • Costreimbursementmodalities • Credit recognition and degreeaccreditation • Communicaterulesto partnership • Identify contact person for admin/finances in your HEI

6. Partnership Agreement Mandatory • At the latest 6 monthsafter signature of Grant Agreement Must be jointly defined Covers all aspects of the project:  • Partners' role and responsibilities • Financial Management • Project Management, decision-making process, QA • Decision making / Conflict resolution mechanisms National constraints/legislation • National constraints/legislation of the project partners must be taken into account Template on EACEA's website

7. Check for synergies withotherprojects Cooperate and exchange with other Tempus/CBHE projects • in your institution • In your City / Region / Country • With same objectives, target groups, subject area Identifycomplementarities and synergies • Shareactivities • Contribute to joint outputs / visibilityevents • Exchange best practices

8. Changes to the project Administrative changes (PIC) • Address, Legal name, Legal representative, Bank Account, etc. Functional changes • Work programme, equipment, eligibility period • Partnership (withdrawal, addition, replacement) • Budget: 10% rule How to proceed • Inform coordinator asap, who will in turn inform the Agency • At the latest 1 month before the project’s end date • The Agency will ask for supporting documents • If the change is accepted: an amendment will be carried out if needed

9. Communication With Coordinator and other partners • Kick-off / Mngmnt meetings (Defined in P.A.) (National coordinator) • Facilitates coordination with Partner Country partners • Not compulsory With EACEA Agency • One Project Officer responsible for your project • Contact only through coordinator With National Erasmus+ Office • Supports and monitors projects • Experience in Tempus/Erasmus+ projects

10. Dissemination • DraftDisseminationplan withcleartarget groups • What, Why, Who, When, How? • Adaptmethods to target • Define and measure impact • Visual Identity for the project: project branding/logos • Project website: • Fromstart of project; User-friendly; Informative & attractive ALSO for widerpublic; inform on events, publishresults • Project flyers/leaflets/brochures • Involvemedia (EU/Internat. dimension, press-releases, articles in specialisedjournals • Use Social media (blogs, facebook, twitter)

11. Publicity / Visibilityrules Project publications and results: • Must display Erasmus+ Logo • Must mention thissentence: " Co-funded by the Erasmus+ Programme of the European Union" • Includedisclaimer: • "This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein". • See Agency's website:https://eacea.ec.europa.eu/about-eacea/visual-identity_en

12. Reporting obligations and payments Grant Agreement • Start of the eligibility period: 15 October 2016 • End of the eligibilityperiod: 14 October 2019 Reporting obligations (joint obligation!) • Progress Report • Final Report Payments • First instalment at contract signature (50% of the grant) • Second instalment (40%)(when 70% of first instalment spent) • Balance (10% max) after analysis of final report by EACEA • Payment modalities within the consortium: defined in the Partnership Agreement Performance Assessment

13. Budget Categories : Thresholds

14. Project Budget Calculation & Reporting 5 Budget Categories Staff (max 40%) UC Travel UC Other types of costs (ex.: overheads costs, etc.) are not considered for the calculation of the grant. Expected to be covered by co-funding Costs of Stay UC Equipment (30%) AC Subcontr. (10%) AC

15. Justification of the costs • Actual costs: How did you use the grant ? • Expenses (/costs) incurred • Supporting documents=proof of expenses (invoices, proof of payment et) • Unit costs: what did you achieve with the grant? • Result-based (/ proof of activity) • No need to prove the real expenditure • But need to prove the "triggering event" (i.e.: the fact the activity has taken place (e.g. teaching, training, publication,…) • The partnership define its own rules for covering the actual costs incurred (>> to be specified in the PA)

16. Supporting documents for ActualCosts For details: See Guidelines for the Use of the Grant

17. Supporting documents for Unit Costs For details: See Guidelines for the Use of the Grant

18. Monitoring • Desk Monitoring by EACEA project officer (via coordinator) / by NEO • Field Monitoring • EACEA Annual Monitoring Plan • Conducted by NEO / EU Delegation / EACEA • Part of NEO mandate • Aim • Check project is on track and partnersinvolved • Offer support and advice • Identify best pratices • Prevent penalties due to poorimplementation • Each project will be visited at least once in each Partner Country

19. Internal vs. ExternalQuality Assurance InternalQualityAssurance • Follow up and monitoring of activities • Assessing & measuringthat the activities are in line with the project objectives (Logicalframework, SWOT analysis etc.) • Internalpeerreview of the quality of the products ExternalEvaluation • Peer-review by academic/admin staff from non-partner HEIs • Representatives from local authorities / private companies • National QA Agencies (only if the integrated international dimension of the project is covered) • Mandatory audit on grant management

20. Conclusions

21. Recap: Novelties CBHE vs. Tempus • Equipment: no Rule of originanymore • SpecialMobilitystrand • Unit costs • Supporting documents for staff and travelcosts (unit costs) • No need to justifyco-fundinganymore • Indirect costs: not covered by the grantanymore • Partnership agreement mandatory • Paymentinstalments: 50 - 40 - 10% • Penalties if weakprojectimplementation • Associatedpartners • PICs

22. In case of doubt? Do not hesitate to refer to: • Contractualdocuments (Grant Agreement) • EACEA website: http://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space_en • Guidelines for the use of the Grant • Your coordinator / partners • National Erasmus+ Office (NEO) • EACEA Agency (throughyourcoordinator)

23. Grantholders’ meeting Dates • 25-26 January 2017 • Brussels Participants • Coordinator + 1 Partner Country Partner Content • Project management rules • Financial rules Ask information to your project coordinator