LIFELONG LEARNING PROGRAMME Call for proposals 2009 Learning Partnerships APPLICATION FORM

= REFERENCE DOCUMENT 1. Basis for the selection. 2. Integral part of the grant agreement.

A unique form : - European form: identical for all countries. -Partners must write it in common (the coordinator centralises the information). -Same content for all partners, except sections 1.2 (data of the applicant organisation) and 4 (signature). -It must be written in the partnership’s language (however, be careful : specific requirements of each NA as regards translation !). -Each partner sends his application to his NA.

Structure of the application form 1. Application data + checklist. 2. Coordinator's data. 3. Partners' data. 4. Declaration and signature of legal representative. 5. Description of partnership. (objectives, context, distribution of tasks…) 6. Detailed description : work programme. (planned activities, number of persons involved and expected results) 7. Requested funding.

= WHO is applying? 1.1. Title of the partnership + working language of the partnership. 1.2 Each partner fills in the name of his organisation in his own copy that he will send to his NA. 1. Application data

Check List = Is the application ready to be handed in? By 20th February at the latest (date as postmark). The official form has been used. Check submission instructions specific to each NA. (online, by post, …) The form is not handwritten. (except point 1.2. and Declaration/signature). The form has been completed jointly by the whole Partnership and all partners have received a copy. The form has been completed in full. The Work programme (section 6.1) contains planned mobility activities of each organisation in the Partnership and the Requested EU funding table (section 7) contains grant requests in EURO for each partner.

The form has been completed using the communication language of the Partnership (one of the official EU languages) and/or check specific NA requirements (some NAs require the form to be filled in their national language). The partnership consists of organisations located in at least three of the countries participating in the LLP Programme. The eligible countries are the 27 Member States of the European Union, Norway, Liechtenstein, Iceland and Turkey. At least one participating organisation is located in a Member State of the EU. Each participating organisation has checked with its NA that it is eligible to participate in a Grundtvig Learning Partnership. The copy submitted to each National Agency has been signed by the legal representative of the applicant organisation concerned. Each participating organisation has fulfilled its contractual obligations in relation to any earlier grants received from the National Agencies concerned (no pending recovery order). Each participating organisation has checked with its National Agency whether there are any national eligibility criteria and/or national priorities and whether the National Agency requires any additional information (language, one partner per country, additional documents…).

2.1 Organisation 2.2 Contact person 2.3 Legal representative (signature) 2.4 Previous projects 2. The coordinator

= Partners n° 1, 2,3…. 2.1 Organisation 2.2 Contact person 2.3 Legal representative (signature) 2.4 Previous projects 3.5 Is this partnership the result of a contact seminar /preparatory visit? !!!!! Replacement coordinator = the partner who volunteers to take over coordination of partnership in case the nominated coordinator is rejected (in the order coordinators appear in the form). 3. The partners

= Legal engagement of the institution Signature of legal representative To be signed by each organisation in its own copy. 4. Declaration

5.1 Summary 5.2 Context 5.3 Objectives 5.4 Distribution of tasks 5.5 Cooperation and communication 5.6 European added value 5.7 Relevance for the objectives of the programme 5.8 Evaluation 5.9 Active involvement 5.10 Integration into ongoing activities of the organisation 5.11 Dissemination and valorisation 5.12 Themes/Topics 5. Description of partnership

Some general advice: -Be realistic. (projection in time, human resources and abilities, realisable objectives ) -Be clear, concise and concrete. -Be explicit (the evaluator can't guess what you have not written). -Be coherent considering objectives, work programme and results. -Define the added value of the project within your organisation. -Pay attention to often forgotten aspects : evaluation & dissemination. -Ask a third person to read your application.

5.1The summary Essential  First impression the evaluator will get of your project; give good reasons to make him recommend your project for funding.  ID of the project. How? Must enable a rapid comprehension of the issues of the project (context, needs, objectives, target group, expected results and impact). Clear, explicit and structured = not too long (max 200 words). When? Has to reflect the content of the project = complete this table at the end. The sumary will be used by the European Commission and other NAs to disseminate your project.

5.2The context = Target group, social and economic environment… Describe the context of each organisation. Identify any specific context. (work in a disadvantaged environment, learners with special needs…) Focus on the complementarity and coherence between partners & the relevance of organisation's participation in the partnership.

5.3The objectives What are the concrete objectives of the partnership? Which topics/themes will be dealt with? Adopted approach to achieve these objectives? Objectives must be clear & realistic. The theme must be in line with the Grundtvig programme (see 5.7.).

5.4Distribution of tasks Balanced participation of each partner. Explain each partner’s contribution clearly. Define the coordinator’s role. Take each partner’s specificities into account: competences, (human) resources, (school) calendar, target group… Point out the complementarities between partners. (experience...) Divide the project into sub-objectives for which each partner’s tasks are well-defined. (e.g. : project management, outcomes, evaluation, dissemination,…)

5.5Cooperation and communication = How will communication among partners be organised?  What about ? State of work, next stages…  How ? , newsletters, website, meetings, workshops, reports…  When ? Assess current state of work before and after project meetings, how often…  Role of coordinator in terms of communication?

The working language : = Agree on one or two working languages. To be discussed: - Evaluate and discuss linguistic abilities of each partner. - How to make sure that non natives can participate actively? - If coordinator is a native speaker = might be double-edged. - What measures can be taken to enable all participants’ active involvement despite differences in command of the working language? Tips: = Create a favourable context for exchanges, simple language, written material, interpretation, linguistic preparation …

5.6European added value = Expected impact of the European cooperation on partners. Which added value? How will the different participants benefit from the outcomes? Who will benefit from the partnership? (staff, learners…) Show the significance of working in partnership rather than locally.

5.7Relevance for the objectives of the Grundtvig programme = Tick the objectives your partnership will address. (cf point 5.3. ) X To improve the quality, accessibility and volume of mobility throughout Europe of individuals involved in adult education. X To improve the quality and to increase the volume of cooperation between organisations involved in adult education throughout Europe To assist people from vulnerable social groups in order to give them alternative opportunities to access adult education. To facilitate the development of innovative practices in adult education. To support the development of innovative ICT-based content, services, pedagogies and practice in adult education. To improve pedagogical approaches and the management of adult education organisations.

5.8Evaluation = How will you evaluate, during and after the partnership, whether the project is on a good track and whether aims and expected impact have been achieved? This point is often forgotten or skipped through and too often misunderstood in applications. (The point here is not to evaluate the learners but the project‘s process and its impact on each organisation and among partners).

What is meant by evaluation? Why ? - To make sure the project is on the right track and brings about added value to all participants. When ? Plan several moments for evaluation! -From the first meeting: agree on the monitoring and evaluation plan of the project. -During the project: allow some time to „stop and look behind” in order to start again more efficiently -At the end of the project: celebrate the results and point out encountered difficulties

How? Precise the ways of evaluation! - Road map : events, expenses, results, success, problems. - Tools: (opinion) polls, questionnaires, interviews, discussions, external person.… - Regular communication with partners concerning the current state of work. What ? Precise the domains! - Running of the partnership and follow-up of progress. - Realisation of objectives. - Participants’ involvement and satisfaction. - Acquired competences. - Communication. - Distribution of tasks. - Outcomes and final results. - Impact on the institution and local community.

5.9 Active involvement = How the learners and/or the staff of the organisation will be involved in the different stages of the project? Precise each one’s role in the different stages of the partnership: planning, implementation, evaluation, …

5.10 Integration into ongoing activities of your organisation = Integration of the partnership into learning activities, curricula, themes and any other ongoing activities in the participating organisations.

Important to integrate the project into your organisation! Why? -Essential factor of success : support of the working team and direction/management board. - Institution as a whole. -New ideas. -Valorisation of persons involved regarding the work they did. -Acquisition of new competences by staff and learners. (interpersonal skills, motivation towards learning, motivation to learn foreign languages, team spirit, open-mindedness, autonomy, new practices...)

When? At all stages (from application to valorisation). How? - Create positive attitude towards changes...but accept the fact that somebody may not share your enthusiasm. - Integrate your project into the regular activity schedule of your institution. - Involve the learners. - Invite your colleagues to transnational meetings (locally and abroad). - Create a local working group. - Provide wide information: colleagues, learners, direction/management board, local community. - Tools: newsletters, staff meetings, notice board.

5.11 Dissemination and use of results = How are you going to disseminate and use the experiences, results and products of the partnership? Dissemination activities are well-planned, clearly defined and will allow an optimal use of the results.

Dissemination: what is behind this concept? Advantages - Feeling of solidarity within the institution. - Support from the institution. - Feedback and new ideas. - Promotion of innovation and new practices. - European dimension: open- mindedness towards other cultures, tolerance, citizenship… - Motivation to learn foreign languages. - Valorisation of people involved in the project. - Visibility of the institution. When? - During the partnership. Where? - Within the institution. - Close environment : local and sectoral organisations, social partners, universities, local authorities. - Press: transnational meetings, publications.

How? - Adapted to target group. - Clear and concise message. - Share experiences as well as results. - Foresee a budget for the dissemination ! Methods and tools for dissemination: - Direct application in learning situation. - Invite the team at transnational and local meetings. - During meetings of other organisations, sectoral conferences, training sessions… - Exhibitions. - Publications. - Webpage update. - Journal, newsletter and mailing list. - Open day. - Space reserved for the project. - Local press. Disseminate all types of products: theatre play, songs, publication, web site, buffet, exhibition, pedagogical material, games..

And valorisation... - When the project is finished. - Related to the use of results and sustainability. - Increase the impact of results and integrate them into the local educational system.

5.12 Topics = Choose the main thematic areas of the partnership. (table E p22 )

6.1 Work programme 6.2 Number of learners and staff 6.3 Expected results 6. Description of activities

6.1 Work programme = Planned activities, including mobilities, for all organisations. Sum up in the table: 1. Activities. 2. Mobilities. For each organisation & for the whole calendar (1/8/09-31/7/11)

Some general advice: Be realistic! Take the different calendars into account. Mention the different work stages and mobilities in a chronological order. Activities and mobilities must be in line with the objectives. Include evaluation and dissemination activities.

What is a « mobility »? = One return trip for one person going abroad. Who? - Staff and/or learners of the organisations approved by their NA. - Accompanying staff for persons with special needs: parents, tutors, carers, guardians,… When? During the period covered by the partnership agreement : = 1st August July 2011 Duration ? No minimum or maximum duration. Place ? Rotation among partners– intercultural experience.

Mobility destinations: - Transnational: abroad. - Only to partner institutions approved by their NA. -Events organised by LLP projects or networks. Number of mobilities: - Minimum number but possible of higher number (lump sum ! ). -Réduction of minimum number (up to 50 %): = Less mobilities with the same budget - Persons with special needs (learning, behaviour, health, physical) * Examples: accompanying staff, wheelchairs, special minibus - Mobilities to and from Overseas Countries or ultra-peripheral regions of the EU (Canary Islands, Guadeloupe…) BUT this reduction must be requested by the organisation either before the signature of the grant agreement or during the grant agreement period by sending a written request to the NA..

6.2 Number of learners and staff = This table will show all the participants of all partner organisations involved in the partnership, whether they travel or not.

6.3 Expected Results = Results must be in line with the description of the partnership in the application form. Remain realistic ! Remain coherent as regards objectives, activities and implemented means. Note: « expected results, including products (if applicable*) » * Partnerships are mainly focused on the cooperation process.

Choose a lump sum amount for each organisation. Lump sums are defined by each NA and may vary from one country to another. One single table to be completed by each partner with indication of each one’s grant amount according to national rates. The type of partnership is linked to a minimum number of mobilities for the whole 2-year duration. *For the “24-mobility” type, at least 16 different adult learners must be involved. Plan project meetings in line with mobilities. 7. Requested funding Organisatio n Countr y Partnership type Total number of outgoing mobilities (staff + learners) Grant amount requested M

Funding principles = Lump sum is linked to a minimum of mobilities and the realisation of the planned or equivalent activities. What does the lump sum cover? = ALL the expenses! - Local activities: - Linguistic preparation (courses, learning material) - Local activities : entrance fees, local transport, material - Translations - Documentation (printing, lay out) - Informatics: internet, software - Administrative expenses - Renting of conference room - Invitation of external experts … - Expenses abroad: transport, accommodation, subsistence, visits…

Modes of payment Advance financing: 80 % (Deadline : 45 days after signature of the grant agreement). Balance : 20% Documents to be submitted: - Final report - Proof documents :- Evidence that the mobilities have been carried out. (copy of transport tickets, boarding passes, travel agency’s invoice) - Presence certificates delivered by host partner. Calculation of final amount? Prove: (final report) - 1. Expected/ or equivalent and relevant activities, mobilities and results have been effectively carried out Minimum number of eligible and relevant mobilities.

Management of financial resources… 2-year budget to be planned. Define a specific budget for each type of expenses : mobilities, project meetings in your organisation, outcomes, administrative expenses,… Discuss with your partners: Be aware of different lump sums and agree on: -Expenses for accommodation and subsistence, social activities. -If common final product: determine each partner’s contribution. Possibility of supplementary funding: local authorities, private companies… Don’t forget expenses for dissemination/valorisation.