Jean Monnet Activities within the Erasmus+ Programme Grant Management & Procedures Snejina Nikolova Education, Audiovisual and Culture Executive Agency (EACEA) 15 December 2016

Purpose of the information and training session Overview of Jean Monnet activities Project Cycle Management (PCM) phases Strategies to ensure effective and efficient performance (Logical Framework Approach) Factors affecting the success of your project How to achieve greater impact 1. Receive concrete and practical advice on your individual questions 2. Use this seminar to network with Project Managers from other institutions and to exchange your experiences

Jean Monnet typical subject areas (often interdisciplinary approach EU Law EU Economics EU International Relations / Diplomacy / Governance EU Political Sciences EU History EU Intercultural Dialogue EU Communication and Information EU / Comparative Regional studies 1. Receive concrete and practical advice on your individual questions 2. Use this seminar to network with Project Managers from other institutions and to exchange your experiences

Less traditional Jean Monnet Subject Areas EU Law EU Economics EU International Relations / Diplomacy / Governance EU Political Sciences EU History EU Intercultural Dialogue EU Communication and Information EU / Comparative Regional studies 1. Receive concrete and practical advice on your individual questions 2. Use this seminar to network with Project Managers from other institutions and to exchange your experiences

Less traditional Jean Monnet Subject Areas Sociology Philosophy Religion Geography studies Literature Art Sciences Environmental studies Include an element of teaching, research or reflection on the EU and contribute, in general, to the Europeanization of the curricula. Comparative studies will only be considered where they relate to the different integration processes throughout the world.

Jean Monnet – Activities overview Max Jean Monnet – Activities overview Max. community grants (of total budget): 75% - 80% *Flat rate financing system 1. Receive concrete and practical advice on your individual questions 2. Use this seminar to network with Project Managers from other institutions and to exchange your experiences

Two type of budget management The budget of grants awarded under this system is treated as a whole and single amount to contribute to carry out all types of activities planned Flat-rate Modules Chairs Projects The budget of grants awarded under this system is separated into items corresponding to the activities in the WP Budget based CoEs Networks SUPPA Performance measurement - Feedback sheets from events; number of participants; structure of audience (internal-external) Mitigation measures – identifying in time problems, replacementby adequate activity

Project Cycle Management Needs Analysis,Objectives Partners Application/Selection/Contracting Inception Activities Budget Implementation Results Impact Completion

Objectives Activities Impact Project planning Policy Needs Coherent Feasible Cost-effective Activities Outputs Results Impact In line with the Project work programme Following the planned time-frame Envisaging tools for quality supervision of performance Envisaging mitigation mechanisms in case of non-compliance

Application process - overview Submission by the deadline to be respected Reception Acknowledgment of receipt (project reference assigned) Assessment: Selection (Eligibility) criteria Evaluation Independent experts Selection Notification letter 5 months The deadline for the approval of the final payment is 60 days. However, in case additional information is requested the number of days between the date of the request to the date of the reception of the requested information are not calculated, i.e if the request is sent on 01/06/2016 and the reply was received on 03/06/2016, the payment deadline will be extended by 3 days.

Planning a new proposal Call for proposals One call for proposals per year – part of the general Erasmus+ call https://eacea.ec.europa.eu/erasmus-plus/funding/jean-monnet-activities-2017_en Publication of the E+ call for proposals - 20 October 2016 Deadline for submission - 23 February 2017 (CET - Midday -Brussels time) Evaluation period - 5 months Information to applicants - July 2017 Start date of action -1 September 2017  

NB: No paper copy is required Application process Pre-requisites: EULogin (European Commission Authentication Service) account and Participant Identification Code (PIC). The application package is composed of the eForm and three compulsory annexes: Detailed Project Description Budget Form Declaration of Honour - Fill in the eForm, and complete and attach the compulsory annexes. - Validate the eForm. - Automatic check: If form is complete it can be submitted online. - Successful submission  confirmation email and reference number. NB: No paper copy is required All sections of the eForm must be completed. Once the applicant has completed the eForm and attached the annexes, the eForm should be validated. This triggers an automatic check that informs the applicant whether or not the application form is complete. If it is complete it can be submitted online. When the application is successfully submitted, the system generates a confirmation email and a project reference number. Applicants that do not receive confirmation should contact the Helpdesk. Applicants must pay attention to the correct uploading of the attachments.

Application process Instructions on completing the application package and an eForm User Guide are published on website: Instructions on how to complete the eForm and upload and complete the compulsory attachments are published on the website under the eForms tab. Under the same tab you will also find a detailed step-by-step Guide on how to complete the eForm. Applicants will find here all the technical instructions necessary to completing the eForm and the contact details of the Helpdesk where further assistance can be sought if necessary. Applicants should refer to both documents in addition to the Call for Proposals and the Programme Guide when preparing their application.

1) Complete the eForm Part A. Applicant organisation (and partners for Networks only) Most details automatically retrieved from the Participant Portal ECHE to be verified Part B. Major information about the project: summary, priorities and topics addressed, duration, budget Part C. Specific information: discipline, number of teaching hours, students, etc. Part A presents details on the applicant organisation. Most of this section is completed with data retrieved from the Participant Portal. Applicants should take care to verify the data and for those concerned, to check the Erasmus Charter for Higher Education (section A.1) as this is obligatory for HEIs in Programme countries. Applicants should note that the "contact person" referred to in the e-Form (A.2) refers to the academic coordinator, responsible for leading the proposed activities, and in the case of Chairs and Modules, responsible for the delivery of the teaching programme. Institutions often make the mistake of providing the name of an administrative staff member here rather than the name of the principal academic, which creates problems later is the proposal is successful. At A.3 the applicant should indicate the legal representative i.e. the person who will sign the Grant agreement with the Agency in the case of a successful proposal. The same person must sign the Declaration of Honour. Sections B and C present a summary of the principal characteristics of the proposal and more specific data on student numbers, annual teaching hours, specific target groups (recent PhD holders, primary and secondary schools). The final pages are reserved for the compulsory attachments.

2) Complete and attach annex I Description of the project Part D. Characteristics and relevance: Rationale for the proposal, relevance to the objectives of the Action, relevance to target groups Part E. Participating organisations – teams: Aims and activities of the organisation, skills and expertise of key staff (publications, teaching) Part F. Design and implementation of the proposal: Work programme, methodology, time schedule Part G. Impact, dissemination and exploitation Part H. Curriculum Vitae and full list of publications Annex I consists of the Detailed Project Description form. It provides the main body of information on the project team and the academic content and methodology of the proposal. Applicants should take care to provide ALL the information requested. Each section of the Detailed Project Description bears a direct relation to one of the four award criteria. Applicants should present the required information with this in mind and with reference to the specific points set out in the Programme Guide, where further details on the Award Criteria as applicable to each Action type are set out. For example, Section E, which presents the project team and key staff and Section H, which provides the Curriculum vitae templates will be referred to by the evaluators when assessing the proposal against Award criterion 3, Quality of the project team. Section F provides the evaluators with the main elements for assessing the proposal against award criterion 2, Quality of Project design and so on…

3) Complete and attach annex II Budget table 3 forms depending on the Action type: Modules & Chairs - Flat-rate financing: Indicate number of teaching hours planned Top-up percentage added for complementary activities Total budget and EU grant calculated automatically Projects - Flat-rate financing: Indicate number of events, participants and speakers Centres of Excellence, Associations, Networks – Budget-based financing: Indicate all expenses planned by costs categories (staff, travel and subsistence, subcontracting, equipment, other costs, indirect costs) Annex II, consists of the Budget table. There are 3 different budget forms depending on the Action type applied for and applicants should make sure to select the correct form: there are two Flat-rate funding forms, one for Chairs and Module and one for Projects and one budget-based funding form. For action types supported by the flat-rate funding system, the budget form is essentially a grant calculator. Applicants should select the country from the drop down menu and to indicate the number of teaching hours (for Chairs and Modules) or participants (for Projects). It is important that the information provided in the budget table is coherent with the information provided in both the eForm and the Detailed Project Description (Section F). For action types supported by the budget based funding system, the budget table is set out according to cost categories. A list of eligible costs is set out in the Programme Guide under each Action type concerned.

4) Complete and attach annex III Declaration of Honour To be signed by the legal representative To include the exact title of the project To indicate the exact amount of the grant requested Annex III consists of the Declaration of Honour. The Declaration of Honour must be signed by the legal representative of the applicant institution as indicated on the eForm. The Declaration should indicate the exact title of the project The amount indicated should be coherent with the amount included in the application form and the budget form and should indicate the exact amount of the grant requested and NOT the total project costs. Applicants should also be aware that should the DoH indicate an amount that is less than the grant request, the Agency will be obliged to take this amount into account.

1. Jean Monnet Programme Guide Reference Documents 1. Jean Monnet Programme Guide http://ec.europa.eu/programmes/erasmus-plus/resources_en 2. Application package https://eacea.ec.europa.eu/erasmus-plus/funding/jean-monnet-activities-2017_en

New since 2016 Additional academic activity for Chairs No Chair required for Centres of Excellence Maximum partnership for Networks reduced from 5 to 3 No support for Institutions

Frequently Asked Questions What waiting period between applications? Permanent post required for the academic coordinator? What is understood by rank of Professor for Chairs? Definition of teaching hours?

Frequetnly Asked Questions Is there a budget ceiling for staff costs and teaching costs financed through the budget-based system? Should the budget proposal be presented annually? Can an institution apply for several action types under the same Call for proposals? Beneficiary and partners participating in the teaching activities should be reported under staff cost

Useful Information Erasmus+ Programme Guide and 2017 General Call for proposals: http://ec.europa.eu/programmes/erasmus-plus/discover/guide/index_en.htm Jean Monnet Activities: http://eacea.ec.europa.eu/erasmus-plus/actions/jean-monnet_en Funding - Jean Monnet Activities within Erasmus+: http://eacea.ec.europa.eu/erasmus-plus/funding_en Jean Monnet Directory: https://eacea.ec.europa.eu/JeanMonnetDirectory/#/search-screen/ Two e-tutorials on EACEA website provide information about Jean Monnet Activities and other international actions of the Erasmus+ programme, and on how to prepare a competitive proposal http://eacea.ec.europa.eu/erasmus-plus/introduction-international-dimension-erasmus-plus_en Jean Monnet selection results: http://eacea.ec.europa.eu/erasmus-plus/selection-results_en Mailbox Jean Monnet: EACEA-AJM@ec.europa.eu

Thank you for your attention!