KA1 HE 2015 Coordinator’s
Workshop FAQs
0
21/07/2015
Version No: 1.0
Uncontrolled When Printing
New Coordinators
What sort of recognition for students should be used?
Preferably ECTS credits, but can be an alternative, providing the student will receive academic
recognition in some form.
Is there a submit button on the Mobility Tool+?
For Interim Report, there is no ‘Submit button’. For Final Report you will submit within the Mobility
Tool+ system. Please read our guidance that will be available shortly.
What are the obligations of a Traineeship provider?
A traineeship provider is obligated to provide insurance and to be responsible for the student. They
aren’t obligated to pay a salary to the student as they are receiving their Erasmus+ grant, however,
we would always mention that some contribution is always appreciated, such as lunch or help with
accommodation, etc.
When can a graduate take part?
They can complete a traineeship up to 12 months after graduating; however they must be selected
in their final year of studies. The 12 months is also included as part of their 12 month ‘quota’ for the
cycle they have just graduated. E.g. if they completed 6 months mobility prior to graduating they can
complete only 6 months after graduating.
What is the difference between a 16 month and 24 month project?
The Commission recommends that a 24 month project is treated similarly as a 16 month project,
such as the funding is designed to be spent in the first year, but it provides more flexibility at the end
of the year. If you run a 24 month project, you can apply the following year for funding.
Will HEIs be notified if new version of the Op/H is released?
Yes. We will notify coordinators as soon as it is issued. When we issue a new version, we will notify
coordinators and the document will note the changes made.
Grant Agreement
Will the delay with the Grant Agreement be an issue in terms of audit purposes?
No. The situation which meant Grant Agreements were delayed was not a fault of the coordinators
and was unavoidable.
Are any comments from coordinators regarding the wording in documentation
relayed to the EC?
Yes. Unfortunately changes cannot be made to 2015 documentation; however, the EC will be
interested in hearing feedback for 2016/17.
Can the remittance slip be sent to the coordinator as well as the finance
contact?
We shall investigate, but the coordinator should receive email notification.
Can we identify the changes from the 2014 Grant Agreement and the 2015
Grant Agreement?
There have been no key changes apart from wording in paragraphs. The articles affected in the
2015 Grant Agreement are:
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11.6.1;
11.9.1;
11.16.2.3;
11.19.2;
11.21.2.
Can the Interim Report for 24 month projects be moved?
Unfortunately not we are required to reallocate available funds for the benefit of all.
Can coordinators hold pre financing payment to participants if HEI has not
received funding?
If the HEI cannot make the payments due to unreceived funds, then they are able to hold payments
until funding is available.
Can an invoice be issued at Interim report stage?
Yes it can. If a HEI has reported spending less than the pre-financing payment received earlier in
the year, an invoice will be issued to cover the difference.
Can a breakdown for allocation be provided at outcome stage?
We are looking into this option for 2016/17.
How do you define ‘Disadvantaged Backgrounds’ for E.U nationals if eligible?
It is at the institutions discretion to determine the eligibility of E.U Nationals from Disadvantaged
Backgrounds. For instance if they are receiving additional financial aid but evidence is required.
Can a 16 month project be extended to a 24 month project?
This is currently being discussed with the Commission. We will inform you of the decision when we
have it.
Can student going to outer most regions get the additional funding?
No. This only applies to those enrolled at institutions based in the outer most regions, not those
going to the outer most regions.
Is there flexibility of getting Grant Agreement signed within 30 days?
Yes, but there could be a delay in payment, please do notify us if there is to be a delay with
returning the Grant Agreement to us.
Is there possibility to increase monthly amount after Interim Report?
No. The Commission have confirmed that National Agencies are not allowed to increase grant rates
after they have been set at the beginning of the year.
Reports
Can HEIs report more than contracted amount at Interim Report stage?
HEIs can report more than their contracted amount, however, it is at the risk of the HEI as we
cannot guarantee the additional funds. The UK NA cannot confirm available funds until after the
Interim Report has been submitted and validated.
Will Final Reports be completed before audit and compliance checks?
Yes, unless it is a systems check.
Is the Final Report going to be an audit flag?
It has not been confirmed but we would assume so.
Can BC make Interim Report flexible for HEIs? It would be beneficial to add to
the Interim Report.
Unfortunately we need the Interim Report to be completed as accurately as possible for the
projected and completed mobilities for the project. This enables us to reallocate funds accordingly.
Could the HEI just keep the amount allocated in Grant Agreement?
In order for the UK NA to distribute funding accordingly, we have to reclaim unspent funds from
HEIs to reallocate to HEIs that have spent the funding.
Special Needs
Is there anything the UK NA can do to assist UK HEIs receiving students with
additional special needs if a student hasn’t applied for special needs funding
before arriving?
We would recommend that coordinators check their records to see if there is a pattern. We can then
discuss the matter with the relevant or other National Agencies to try and reduce the number of
incidences.
Documentation
Can we work with the EC to create sufficiently written documentation for
2016/17?
We do provide feedback to the EC on their documentation and will continue to do so.
Do the Grant Agreements with participants require wet signatures?
Yes. All Grant Agreements, whether it is the between your institution and us, or between your
institution and the participant, must be signed with a wet signature.
Can we remove student bank details for data protection purposes?
This can be removed if the student’s bank details are stored elsewhere and can be easily accessed
if there is an audit.
Can we only use Certificate of Attendance?
The EC provides a Learning Agreement and it is recommended to use this template. However, you
can use alternative documentation providing it contains the minimum information listed in these
documents.
Are transcripts acceptable?
If the minimum requirements stated in the Learning Agreement is included then yes.
Does the one month grace period start from the beginning of the activity or if
they do a language course?
If the language course is included in their mobility, then the month grace period is from the start of
the mobility.
Can a Language Course be included in the length of the mobility?
Yes it can, if it is not an OLS course.
What is the definition of an electronic signature?
An electronic signature is either a pdf scanned version of a signature or a digitally locked signature.
A typed signature is not acceptable.
Do staff have the one month grace period for their mobility agreements?
The exception does not apply to staff as staff are expected to have agreed the teaching and training
activities prior to their departure.
Does the host for staff training need to sign their plan?
Yes receiving organisation need to sign the Staff Training Agreement (or alternative template
providing the same information), which contains the proposed mobility programme.
Is it okay/what are the implications of removing options for triggering event of
student’s payment?
Text cannot be removed from the Grant Agreement, but text can be added.
What happens if the partner does not agree modules within the month grace
period?
The modules should be agreed within the month grace period at the latest or the mobility can be
deemed ineligible.
Can emails chasing partners be sufficient evidence for lack of completed
documentation?
Only in exceptional circumstances should emails be used as evidence if a partner fails to complete
documentation as it is an EC requirement that the documentation is completed.
Is a Certificate of Departure okay if there are no dates?
Providing the documentation contains the minimum information required from the ECs Learning
Agreements, and then it is fine.
How are dates calculated to be inserted in participants Grant Agreement?
It is at the institution’s discretion to determine and record the students’ dates on their Grant
Agreement.
Can a mobility window be inserted?
Yes, if applicable.
Mobility Tool+ & OLS
Does the final beneficiary report declaration of honour have to be signed by
legal rep?
Yes.
What proof do the students and HEIs need to produce to show overseas
students level of English?
This is for the institution to decide what evidence is required.
Will partners from 2014/15 projects be added onto Mobility Tool+ for 2015/16?
Yes the organisations data from 2014 projects will be transferred into 2015 projects.
Who is looking at the narrative report?
The narrative report will be assessed by external experts. These expert assessors are education
professionals with a range of skills, knowledge and experience relevant to the higher education
sector. They were recruited through a process of competitive tender and appointed and trained
accordingly.
What benefit is there for institutions to complete the new narrative report?
It provides HEIs the opportunity to stress the quality of their project implementation and allows the
NAs to get a better idea of both the quantitative and qualitative aspects of the implementation. The
report will also support HEIs in identifying their strengths and areas for improvement.
When will the MT+ be released for 2015 projects?
Once Grant Agreements have been countersigned and the projects loaded onto the Mobility Tool+.
Will the import/export function be improved for 2015/16?
The EC have been working to improve this functionality of the tool for 2015/16.
Do the 2014/2015 projects appear on the same page?
We expect there to be a project list for your institution which shows the different projects.
Has the EC responded to the request to release the MT+ to HEIs earlier?
The earliest the MT+ can be released is once Grant Agreements are countersigned. This cannot be
made earlier. We will look into the possibility of providing the import spreadsheet in advance of
projects starting.
Is it realistic for HEIs to complete the final beneficiary report in 30 days?
This is the deadline set by the EC so has be adhered to.
If we have new partners, do we inform the NA or EC?
You inform the NA of the partners you have activity with via the Mobility Tool+.
How are unused OLS licences returned?
Please notify the NA and we can reallocate them to other HEIs.
Are there any financial penalties if not used?
No. However, HEIs may receive fewer licences in future years.
Students select incorrect duration on OLS. Can they change it?
They will be able to change their project duration in a future version of the OLS system.
Can coordinators change the mobility duration on OLS?
No. Only students can complete this within their profile in a future version.
Can there be more guidance for students using the OLS?
There is guidance available for all users, including presentations and tours, found in the ‘Home’ tab
within the OLS or by following the links below:
Beneficiary User Guide;
OLS Language Assessment Presentation;
OLS Language Course Presentation;
PowerPoint Presentation;
Technical Questions and Answers for Beneficiaries;
Mobility Participants User Guide for Assessment;
Mobility Participant User Guide for Courses;
Technical Questions and Answers for Mobility Participants;
Presentation of the Erasmus+ OLS Language Assessment;
Guided Tour of the Language Course.
Can you use the same email address for a student going on second mobility on
the OLS?
Unfortunately not and an alternative address must be used for the second licence. This issue has
been raised to the OLS service providers and the EC. They are currently assessing the situation.
Do students have to do the assessment before they do the course?
The assessment must be completed prior to the course as this is the only way to allocate a course
licence.
Are coordinators notified when a licence is deactivated?
No and this has been raised to the OLS service provider and the EC.
How can it be reflected on the Mobility Tool+ when OLS has been undertaken
voluntarily?
You need to report the language of mobility as the language of the OLS if it has been completed.
You can then select English as an additional language and comment that it was voluntary.
How long do students have to complete their second assessment?
Students receive the second assessment on the 15th day of the allocated end month specified in the
student’s profile. The second assessment must be completed within 30 days of the invitation.
Students will receive a reminder every 5 days until the last week, when the reminders will be
automatically issued daily.
As it is mandatory to provide language support in languages not supported by
the OLS, will this be audited?
The payment is expected to be made from your institutions OS fund, which is not audited.
When MT+ talks to OLS, will there be a penalty if durations don’t match?
We do not know what the process will be until the two systems are synced and we have tested the
systems.
International Credit Mobility
When do activities start for Round two?
Activities for Round two begin 1 February 2016.
Can a 16 month project be extended to a 24 month project?
This is currently being investigated by the Commission.
Would the UK HEI be responsible for the documentation of incoming
participants?
Yes they would be.
Are there any limits to the number of partners in a KA107 project?
There is no limit to the number of partners but it would depend on the strength of the HEIs
application if they all receive funding.
When will the participant Grant Agreements for KA107 be ready?
The EC are yet to release finalised versions but we have raised the matter with them.
If successful in Round one, is it only for 2015/16?
Yes, it is only for the project duration stated in your application. You will need to apply again for
future funding.
Can institutions apply for different partner countries in one application?
Yes. You need to apply for all different Partner countries in the one application form.
If funding is given /refused in round one, can institutions apply for same
countries in round two?
Yes they can.
Can you vire funding?
HEIs can transfer up to 50% of funds allocated for Organisational Support to Individual Support and
travel, for student and/or staff mobility.
Is there any guidance available for KA107?
There will be guidance for managing a KA107 project included as part of the KA1 HE Project
Handbook; however, many of the fundamental rules are the same as KA103. If you are interested in
applying for Round 2, deadline 24 September 2015 you can sign up to our application support
webinars here.
Who is responsible for participant documentation/reports etc?
It is the responsibility of the UK HEI, but you can agree to make it a task of the partner HEIs to
manage their participants but the documentation will need to be at the UK HEI in case of audit.
Will KA107 Partners have access to the MT+?
UK HEIs can give access to additional contacts, but the reporting would be the responsibility of the
UK HEI.
What are the implications if incoming participants don’t complete their report?
The mobility can be deemed ineligible.
Other Opportunities
Can a student with Masters Student Loan receive the Erasmus+ grant?
Yes they can.
Are Joint Masters Degrees applicable for online masters?
No, these courses require physical attendance.
Can the Master’s Student Loan be for the second year of the Masters? E.g.
finishing year one, can they apply for funding for year two?
Unfortunately not. The Commission have confirmed that since the purpose is to promote mobility,
the move to the new country or study/residency should have occurred within the previous three
months before the application date. However, students whose Masters courses begin before the
Masters Loan is available can apply.
Is it the students that apply for the Student Master’s Loan?
Yes. The student is responsible for submitting an application.
What is the EC’s role in the Student Master’s Loan?
The EC are a guarantor to enable financial institutions to sign up to the programme.
Are the tuition fee rules the same for EMJMD students as they are for KA103?
The tuition fee reduction only applies to undergraduate students.
Do you need to apply to the EC for the Master’s Loan?
No. Students apply directly to the participating financial institutions.
Does the funding go to the student or the institution?
The funding will be paid directly to the student.
Do HEIs need to sign up for the Master’s Loan?
No. The only involvement a HEI has with the Master’s Loan is that they run the Masters programme.
Where is application deadlines issued?
The application deadlines are stated on the ECs call for application website:
http://ec.europa.eu/programmes/erasmus-plus/calls/index_en.htm.