Introduction und outline of proposal

1
WorkshopLeonardo Mobility Projects Outline A
Successful Proposal Aspects of Project
Management
September 15th, 2004. EAIE Torino, IT
2
Schedule and Content

• 9.30 Welcome and Introduction
• 9.45 Structure LEO II - Features of a proposal
• 10.15 Coffee break
• 10.45 Compulsory questions
• 12.15 Lunch
• 13.15 Partnerships
• 14.30 Coffee break
• 14.45 Budget aspects
• 16.15 Discussion and conclusion
• 16.30 End of workshop

3
Essential features

• Legal basis Article 127 of the Treaty
  establishing the European Community
• Duration 7 years (1 January 200031 December
  2006)
• Increased budget EUR 1.150 million

4
Global Objective

• Contribute to the promotion of a Europe of
  knowledge by developing a European area of
  co-operation in the field of education and
  vocational training
• Support Member States policies to develop
  lifelong learning

5
Participation of which countries ?

• The 25 Member States of the European Union
• The EFTA countries participating in the European
  Economic Area (EEA)Iceland, Norway,
  Liechtenstein
• The pre-accession countriesBulgaria, Romania,
  Turkey
• Switzerland as a silent partner
• (actions self-financed by Swiss Govt)

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Five types of Community actions

• Mobility
• Pilot projects
• Language competencies
• Transnational Networks
• Reference Material

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Measure 1 Mobility

• Support for transnational mobility projects for
  people undergoing vocational training, especially
  young people and those responsible for training
• transnational placement projects
• transnational exchange projects
• study visits
• Measures for specific help for disabled people
  are to be elaborated.

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Measure 1 Mobility

• Transnational placement projects

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Measure 1 Mobility

• Duration of the projects and Community
  contribution
• The maximum duration for projects is two years.
• Transnational placement projects involving SMEs
  and craft industry will receive special financial
  support.
• Community contribution to projects maximum 5.000
  per beneficiary for a placement or an
  exchange(this amount corresponds to the maximum
  duration indicated)

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Three calls for proposals
The proposals may be submitted at any time during
the validity of the call for proposal The
selection of proposals will be held at least once
a year Next deadline 13 02 2004 (13 June 2003 for
UK)

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Three calls for proposals

• Priorities
• Timetable
• Conditions for selection and eligibility
• Conditions for evaluation and selection of
  projects
• are subject to change for each call!

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Three calls for proposals

• Each proposal must
• be submitted by a transnational partnership
  including at least three participating countries
  with at least 1 being from the EU
• for measures 1 3 two countries with 1 from the
  EU
• contribute to the realisation of one or more
  objectives
• indicate one or more proposed measures

13
Selection procedures

• Procedure Applicable to
•  A  ? mobility actions (measure 1)
•  B  ? pilot projects (measure 2, excepted
  thematic actions)? language competences
  (measure 3)? transnational networks (measure 4)
•  C  ? reference material (measure
  5)? thematic actions (measure 2)? projects
  relating to joint actions? European organisation
  projects

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Selection procedure  A 

• Commission allocates a total grant to each
  participating country.
• Proposals are to be submitted by the promoters
  to the management structure designated by the
  Member State.
• The management structure will assess the
  proposals on the basis of specifications
  established at Community level and inform the
  Commission and the management structures in the
  other Member States.
• The Member States shall be responsible for
  contracting and allocating the global grant to
  the individual promoters.
• The Member States will submit to the Commission
  an annual report of the mobility programmes.

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Overall budget breakdown

• The funds available will be broken down annually
• Mobility ? 39 of the annual budget for the
  programme
• Pilot projects ? 36(with ? 5 for projects
  relating to thematic actions)
• Language competences ? 5
• Remaining expenditure ? 15? with ? 9 for the
  accompanying measures and ? 0,2 for
  international co-operation
• (Percentages are indicative and can be adapted by
  the Committee)

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http//europa.eu.int/en/comm/dg22/leonardo.htmlht
tp//www.leo-net.org
17
Features of a successful proposal

• A sound content
• A sound partnership
• A sound budget

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A sound content

• Using the Leonardo Language
• (vocabulary used in the Leonardo call, keywords
  like quality, new competencies and
  qualifications, etc.)
• Innovative aspects and management
• (new ideas, new target group, new management
  aspects, NEW NAME FOR EACH PROJECT)
• Objectives, needs and priorities
• (different priorities in the countries possible)

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A sound partnership

• Number of countries involved (as many as
  possible or a selected number)
• How to find partners (exchange partners, direct
  company partners)
• Role of partners (sending institutions, host
  organisations)
• Letters of Intent (content, timing, follow up)

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A sound budget

• Required materials (administrative handbook,
  application form)
• Determination of the flows
• (how many students to which countries for how
  long)
• Types of costs
• (monitoring, mobility, language and cultural
  costs)
• Types of funding
• (Leonardo, company contribution and own funding)

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Training Session 1
Compulsory Questions
Presented by Frits Spoek Edmund Zirra
September 15th, 2004. EAIE Torino, IT
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Three calls for proposals Council Decision 1999
The proposals may be submitted at any time during
the validity of the call for proposal The
selection of proposals will be held at least once
a year
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Documents

• Next deadline 11.02.2005
• New Application documents
• New Guidelines

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Documents

• New Call for Proposals in 2004
• With new objectives
• With new priorities

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Objectives Priorities

• General Objectives
• Specific Objectives
• Key words Leonardo language
• Chapter 2 application form

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Objectives Priorities

• (National) Priorities
• Needs addressed by Proposal
• Key words Leonardo language
• Chapter 2 application form

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Key Words and Leonardo Language

• Lifelong Learning
• Quality of the placement
• Quality of the management
• European Dimension

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Key Words and Leonardo Language

• Technology Transfer
• Innovation
• Value of Learning

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Parties involved

• Sending Organisation
• Host Organisation
• Other (Intermediate)
• Chapter 3 application form
• Benificiaries
• Chapter 4 application form

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Project Management

• Work plan/packages
• Timetable
• Contractual and Financial Agreements
• Chapter 5 application form

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Dissemination

• Share Expected Results
• Regional/National/Transnational
• Chapter 6 application form

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Training Session 2
Partnership
Presented by Iris Gruber and Agnes von Matuschka
September 15th, 2004. EAIE Torino, IT
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The partnership

• must comprise at least 2 participating countries,
  at least 1 of which be a Member State of the
  European Union.
• 25 EU-member states
• Associated countries Bulgaria, Romania and
  Turkey
• EFTA Norway, Island und Liechtenstein
• Schweiz über eine Kooperation

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Roles of the partners

• depending on size of the project
• possible roles
• Contractor (promotor)signs the contract, has
  final responsibility
• Coordinator runs the project
• Sending partners universities, colleges (3.1)
• Receiving partnersenterprises, research
  inst.(3.2)
• Intermediate partners UETPs, universities (3.3)
• Evaluator organisation not participating in
  project

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How to find project partner

• www.Leo-Net.org
• Through already established networks Socrates,
  Tempus, etc.
• University partners
• Local companies, partners, authorities
• Partnersearch databases
• http//leonardo.cec.eu.int/psd
• Contact seminars/partner search seminar
• Local NA

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Information required by partners

• 1. Letter of Intent
• 2. Partnerdiscription
• 3. List of EU projects from the last 5 years
  related to proposal

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1. Letters of Intent

• Required from all partners
• Originals obligatory (copies or fax accepted for
  proposal)
• Official paper
• Must not be hand written
• Must clearly indicate
• title of the proposal
• reference to the Leonardo da Vinci Programme
• description of the partners role
• the partners financial undertaking
• if incomingslist all ongoings and new Mobility
  Projects
• Must bear the date and signature of authorised
  person

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Your partner will add here the dates of their
organisation i.e. University of Bristol
Your partner will add here all the
coordinates as well as the signature
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2. Partnerdiscription

• Collect all necessary data (form 3.1, 3.2 and
  3.3)
• Describe the role and tasks of your partners in
  the partnership (form 3.4)
• Download partnerdiscription under www.leo-net.org

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Add here information about the sending partners
which can be for example universities...
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List here all the information (like name
adresses, codes,...) concerning the receiving
partners which are companies and/or intermediary
partners
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Add here the dates of your intermediary
partners (the codes referring to region,
type contact persons,...which you can find in the
list annexed to the application forms)
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3. List of EU projects

• EU projects of each partner have to be listed in
  form 8.3 (Other projects directly related to this
  proposal)

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indicate if you, or any partner(s), have
already obtained EC funding for projects
directly related to this proposal in the last
5 years
In case your proposal includes financing for
incoming students (check with your NA)
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Other Lists

• 8.1. Reciprocity of other mobility projects
• 8.2 Combined LEONARDO proposals (e.g.
  pilot/language projects)

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Form number 8 Relation to this proposal
Reciprocity to other LdV mobility projects, to
be added - country - promoting organisation -
titel of proposal
Add here combined proposals under LdV
(different measures)
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During the project

• Aquisition of new partners
• Check with your National Agency if they require
• new Letters of Intent
• (usually an update at the interim report is
  sufficient)

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The placement in practice

• 4.1 Selection of the beneficiaries
• 4.2 Preparation of the beneficiaries
• 4.3 The placement/exchange
• 4.4 Tutoring and mentoring
• 4.5 Strategy for validating acquired skills
• 4.6 Ongoing project Evaluation
• 4.7 Estimated details on the flows

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4.1 Selection of the beneficiaries
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4.1 How to motivate students
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4.2 Preparation of the beneficiaries

• How to do pedagogic, cultural and linguistic
  preparation ?
• Language courses
• Handbooks (examples from Austria)
• Former Leonardo students
• Intercultural preparation seminars (internal and
  external)
• Information given from International office
  representatives

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4.3 The placement

• Describe the flows of the work programme
  envisaged for the placement - content depending
  on your project i.e. give examples for groups of
  beneficaries same faculties or professions like
  architects, engineers
• Describe application proceedures for students and
  give examples of forms in your Annex

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The nature of the placement

• Compulsory placements decided in cooperation
  with the student, the professor and the receiving
  partner.
• Non compulsory placements decided in cooperation
  with the student and the receiving partner.
• Contracts between the student, the sending and
  the receiving institution and in some cases also
  with the intermediary partner.

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4.4 Tutoring

• Tutoring Who, how and how frequently?
• Contact person at the university
• Contact person at receiving institution
• Example short Email questionaire to feed back
  after 3 weeks
• .

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4.5 Validating of acquired skills

• Validation and accreditation of compulsory
  placements by the university
• Certificate for all placements by contractor
  (soon on www.leo-net.org)
• Certificate by receiving institution
• Europass

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4.6 Ongoing project evaluation

• 1. Each student is a project by itself
• Collect relevant documents
• - complete application, receipts, reports,
  Certificate
• 2. Internal project management
• Check regularly the status of your project
• - grants, disposable budget, number of
  students, countries, etc.
• 3. Interim and final reports
• Make sure to collect all the data constantly,
  
• and start in time to prepare your reports !

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4.7.Estimated details on the flows
Important for the size of your project. Estimate
the number of students you are going to send to
each country
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4.1 Selection of the beneficiaries

• Aim of the traineeship
• Duration of placement
• Workplan
• Placement recognised by the University
• Student is learning/ improving foreign language
• Company provides financial contribution
• Country the student is going to
• others......

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4.1 How to motivate students

• Meetings, information days at the Universities,
• Stand at fairs and career days at Universities
• Former students reports
• Leaflets or brochures
• Your webpage (best practice examples)
• Professors and teachers

60
Training Session 3
Budget aspects
Presented by Marjo van der Valk Bruno Woeran
September 15th, 2004. EAIE Torino, IT
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Content

• Required material
• Administrative and financial handbook
• Mobility guide for promoters
• Application form
• Illustration of financial tables
• Example of Best practise

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Illustration Financial Tables (Chapter 7
application form)

• Explanation of types of costs
• Explanation of types of funding
• How to start the calculation?

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Types of Costs

• Management and Monitoring
• Mobility (beneficiaries)
• Travel
• Insurance
• Subsistence
• Other Pedagogic, cultural and Linguistic
  preparation

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Types of funding

• Leonardo Da Vinci Grant
• Own Partnership funds
• Other Community sources if applicable - for
  pre-accession countries only
• Others

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How to start the calculation?

• Calculation of student flows
• Number of students
• Their destination
• The duration of the placements
• How many need e.g. Language preparation
• Cultural/pedagogical preparation

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How to start the calculation?

• Taking into account the figures from the
  financial handbook
• Mmgt. monitoring costs p/student
• Travel p/placement
• Insurance p/placement
• Subsistence p/week
• Cultural/pedagogical preparation p/placement

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Practical Exercise (Turkish example)

• Figures from the financial handbook 2004
• Mmgt. monitoring costs EUR 200 p/student
• Travel max EUR 600 p/pl
• Insurance max EUR 100 p/pl
• Subsistence EUR 100 p/wk
• Cult./ped. preparation max EUR 500 p/pl