ErasmusIPO-organization

Erasmus

One Contract with the Commission

• Comenius

• Erasmus

• Leonardo da Vinci

• Grundtvig

Lifelong Learning Programme - LLP

Erasmus

One Desk Officer responsible for co-ordination and the contract

Sub programme administration in different units

Lifelong Learning Programme - LLP

Erasmus

3 Desk Officers for Erasmus:- Information, IP, EILC- Mobility grants, statistics, applications and

reporting- Mobility grants, placements

Economic unitInformation unit

Erasmus organization at IPO

Erasmus

Swedish national model

Decentralized administration• IPO set rules based on Commission rules• National Handbook• Contracts with the HEIs• HEIs/Consortia administer individual grants to

students and reports to IPO

Erasmus organization

Erasmus

Work Programme NA “application” to the Commission

- National context- Objectives for programme implementation- National award criteria- Budget breakdown- Grant allocation policy (no zero grant students)- Complementary funding (national study grant

scheme) - Policy for redistribution of unused funds

Lifelong Learning Programme - LLP

Erasmus

Information, priorities, maximum grant amounts etc in General Call for proposals 2008 (not yet published)

http://ec.europa.eu/education/programmes/llp/index_en.html

Lifelong Learning Programme - LLP

ErasmusWork Programme - Erasmus

Grant (euro)

Travel included

Per week Per month

Up to 4 weeks

1st month 2nd and further months

Min Max Min Max Min Max

BG, RO 170 170 650 650 350 350

EE, LT, LV, PL, SI, TR 170 225 650 900 350 500

CY, CZ, EL, HU, MT, PT, SK 225 250 900 1000 500 600

AT, BE, DE, ES, IT, LU, NL 225 300 900 1200 500 700

DK, FI, FR, IE, IS, LI, NO, UK 250 350 1000 1400 600 800

Student mobility placements

Erasmus

• Application, mobility, Early spring

• Simple on-line application

• Commission model application

• HEI have to have EUC to apply

Erasmus

Mobility application containing short information about:

• Student mobility, studies• Student mobility, placements• Teacher mobility• Staff exchange

Erasmus

• The Charter sets out the fundamental principles and the minimum requirements underlying the Erasmus activities a higher education institution has to respect.The Charter entitles institutions to participate in decentralised Erasmus activities, as well as to act as an applicant organisation in Erasmus centralised actions managed by the Executive Agency.

Erasmus University Charter, EUC

Erasmus

• Institutional profile– Name, statistical data etc

• Fundamental principles– Tick boxes

• Questions on Organisation of mobility– Yes/No

• Erasmus policy statement Important– 3 important policy question (to be discussed on

different levels of each HEI)

Erasmus University Charter, EUC

Erasmus

• Application procedures managed by the Education, Audiovisual and Culture Executive Agency (EACEA) .

• Next application round planned to 30 November 2007

• On-line application through the EACEA website

http://eacea.ec.europa.eu/static/en/llp/erasmus/index_en.htm

Erasmus University Charter, EUC

Erasmus

• Standard

• Extended (entitles also to placements)

Sweden:

40 HEIs were awarded EUC

Not all HEIs were awarded EUC

Some were not awarded extended EUC

Erasmus University Charter, EUC

Erasmus

Erasmus

Erasmus

Erasmus

• Grant award decisions based on past performance (of last two years)

• All HEIs get funds for exchange as long as they apply

• If no past performance, like this year with placements and Staff exchange, IPO take in consideration, applied number and size of institution

Erasmus

• Besides the funds for grants the HEIs receives funds for organizing the mobility, OM

• Based on the number of mobilities• Distributed on according a formula

Erasmus

• General Call for proposals 2007, page 28

Erasmus

Lower Limit

Upper Limit

% of Baseline

per Capita

Per capita Grant

for Range

1 25 100% 23526 100 75% 176101 400 50% 118401 25% 59

medium instslarge insts

very large insts

Grouping

small insts

IPO model 2007/2008based on a UK model

Erasmus

• Contracts with HEIs based on a model provided by the commission

• 80 % paid in a prefinancing payment

• Possible 2nd payment based on actual mobility reported in an Interim report

Erasmus

• Contracts, reporting and payments sums stated in euro (not Swedish currency).

• Payments in euro may require special arrangements as it is considered as an international payment

Erasmus

Swedish model

• Interim report in April during the ongoing academic year

• Final report in October

Reporting, HEI to NA

Erasmus

Interim report• On-line based• Provides information for a second

payment and a possible reallocation of funds between the HEIs

• Results in an amendment to the original contract

Reporting, HEI to NA

Erasmus

Final report• On-line based• Provides information for closing of

contracts and possible reimbursements• Provides information for the NA-report to

the Commission

Reporting, HEI to NA

Erasmus

Commission rules stipulated in the Guide for National Agencies. Control of a certain number of HEIs after HEI report according to the number of HEIs involved in Erasmus.

• Monitoring visits• Audit visits (control of financial docs., contracts

etc)• Financial control, desk check (control of financial

docs., contracts etc)

Control and audit of HEIs

Erasmus

LLP rules not set. During Socrates period:• Interim report (financial), 31 January• End of activity report, 30 November,

including:financial, performance and narrative report

• Final report 31 May, including:Monitoring and audit report, financial and certification of accounts

Reporting, NA to Commission

Erasmus

During Socrates period• Report form provided by the UK NA• Reporting done through a specially

designed software• Important to fill in the information in the

right format, hence important to take in the information from the HEIs in the right format

Reporting, NA to Commission

ErasmusEILC – Erasmus Intensive Language Courses• HEIs sending students to EILC, 150 EUR/week for

students as extra grant • Courses in Sweden (decentralised administration):

– All OI applications accepted (so far), 7 OIs, summer/winter courses for 370 students

– OIs receive student applications in May and prepare for admissions

– National clearing meeting in June, geographical distributions of students, students admitted by HEIs

– EU financing: 6743 EUR/group of about 15 students, 80 % paid before course, 20 % after Final report

– National financing: 5000 SEK/group– Final report (interim report): Excel sheet

Erasmus

Erasmus Intensive Programmes (IP)• Short course for teacher and students from min

3 countries (min 10 days), 1-3 years• Applications on paper during spring• IPO assesses applications on technical grounds• External assessors grade the applications on

quality grounds (only first year applications)• Assessment handbook from the Commission• Evaluation committee (within IPO) to propose • Director General makes decision on distribution

of grants – (contract period september-august)

ErasmusErasmus Intensive Programmes (IP)• IPO allocates an amount for organisational costs

of each IP as a lump sum 7 867 euros. • The Community contribution will be 75% of the

total eligible travel costs.• The National Agency will allocate funds for

accommodation and subsistence costs according to a system of daily and weekly rates for teaching staff and weekly rates for students.

Erasmus

• NA have to organize on it’s own• LLP-link in the future?• MoveOn administrative tool which some

universities and NAs use

IPO• On-line application and reporting• Excel-sheets

Administration tools

Erasmus

• Formal NA meetings in Brussels

• Informal NA meetings organized by one NA

• Nety – Intranet for NAs organized by the Commission

• NA-talk – E-mail list for Erasmus desk officers at all NAs

Contacts with the Commission and other NAs

Erasmus

• National HEI-conference in May• Erasmus Co-ordinator meeting in September• Introduction day for new co-ordinators at HEIs in

September• Erasmus thematic conference in November• HEI Study visit to Brussels in December• E-mail list to all Erasmus co-ordinators• E-mail list to all heads of International Offices at

HEIs• IPO web site

Contacts with HEIs

Erasmus

Erasmus marketing activities:• Erasmus brochures and posters created• Advertisements in national student magasines

and other publications• Information sent to media on Erasmus, leads to

articles in newspapers, radio interviews, TV• Yearly Erasmus Student photo competition • Best pictures used to make a calendar and can

be used in other marketing and information materials (students get 600 SEK/picture)

Erasmus

• The Decision 1720/2006/EC of the European Parliament and of the Council of 15 November 2006 establishing an action programme in the field of lifelong learning

• Call for Proposalshttp://ec.europa.eu/education/programmes/llp/index_en.html• Guide for national agencies implementing

the Lifelong learning programme

Important documents

Erasmus

• The Education, Audiovisual and Culture Executive Agency (EACEA) is responsible for the management of certain parts of the EU's programmes

• Erasmus University Charter (EUC)

• Centralized actions (Multilateral projects, Thematical Networks etc.)

http://eacea.ec.europa.eu/index.htm