2013 CALL GRUNDTVIG AND LEONARDO PARTNERSHIPS

Transcription

1 2013 CALL GRUNDTVIG AND LEONARDO PARTNERSHIPS Guide to completing the Final Report and the European Shared Treasure database (projects approved in 2013) Deadline: 30 September 2015 UK National Agency Leonardo and Grundtvig Programmes Ecorys UK Quay Place Edward Street Birmingham B1 2RA ECORYS UK Limited. Registered in England. No Call us on: Helpline: Or visit our website:

2 Contents Introduction... 2 Why you need to submit a Final Report... 2 What your report should cover... 2 Getting the final grant payment... 2 Section 1: Guidance on completing the report form... 4 Functionalities of the form... 4 What to cover in each question... 5 Reporting on mobilities... 8 Section 2: Guide to completing the EST database Getting started Partnership section Results section Section 3: Submitting your report Instructions for submitting the report Final report and EST checklist Contact details of the National Agency

3 Introduction This guide is for everyone who is completing their Final Report for a Grundtvig or Leonardo Partnership approved in the 2013 Call. It contains information and guidance on completing your Final Report, including what your report should cover and how the final payment is determined, as well as information on how to add your project results to the European Shared Treasure (EST) database. Why you need to submit a Final Report The Final Report is a contractual requirement for all Grundtvig and Leonardo Partnerships, as stated in your grant agreement. The aim of the report is to allow the National Agency to assess whether you have met the aims and objectives of your Partnership and have carried out the agreed mobility activities. The report also enables us to see the impact of Partnerships in the UK and to highlight examples of good practice. What your report should cover Sections A-D are pre-filled with information including submission details (project title, working language), and all the partners information. The remainder of the report is divided into two parts, which you must complete: Part A (Section E) concerns the Partnership as a whole and it is recommended that partner organisations work together to agree the content of this section. The questions cover aspects of the Partnership such as the topics, activities, target groups and outcomes. Part B (Sections F and G) concern your own organisation and should be completed by you. This section focuses on your organisation s input and involvement in the project, covering aspects such as the local activities you carried out, who was involved in the mobilities from your organisation and the impact of the project on those involved in the UK. 1 Please refer to page 4 of this guide for detailed guidance on what you should cover in each section of the form. Getting the final grant payment Your Final Report is considered as your request for payment of the final instalment of your grant. In order to receive your final payment in full you will need to: 1. Show that you have achieved the overall aims and objectives of your Partnership: You need to clearly demonstrate how the aims and objectives mentioned in your original application have been met. The main activities and outcomes must be relevant to your Partnership and should reflect what was stated in your application. Minor changes (e.g. developing an online forum instead of 1 Your partners will also provide details of these aspects in their report to their own National Agency. 2

4 a website) are generally fine but changes to key elements of the project such as the overall topics, objectives or target groups should be clearly explained and justified in the report. 2. Provide evidence of results and outcomes you have achieved: You will need to provide evidence of any Partnership results and outcomes you mention in your report. If these are not available to download from the EST database (see point 4 below), please provide links to where project results can be viewed electronically in your report or send us electronic copies by Demonstrate that you have completed the number of mobilities in your grant agreement: You must show that your organisation has carried out the minimum number of mobilities 2 stated in your grant agreement and that these are eligible. Mobilities can be undertaken by staff, volunteers, learners or trainees from your organisation, and carers or guardians of people with special needs. Refer to page 7 of this guide for more details on how to report on the mobilities undertaken by your organisation. 4. Update the EST database with your Partnership outcomes and results: European Share Treasure (EST) is a Europe-wide database for Comenius, Leonardo and Grundtvig Partnerships, which aims to increase the visibility of projects across Europe and facilitate access to results and outcomes. You are required to update the EST database with the final outcomes, results and products of your Partnership. Please read Section 2 of this guide carefully for help and advice on updating your EST record. 2 A mobility is one return trip abroad by one person to an approved partner institution abroad. The same person can carry out several mobilities; however, Grundtvig 24-mobility projects must involve 16 different learners. 3

5 Section 1: Guidance on completing the Final Report form The Partnerships Final Report form is an interactive PDF document and you will need an up to date version of Adobe to open the form. The form has been created in Adobe Reader Version 11. Upgrades to Adobe Reader are free and available at We recommend that you complete the Final Report form on a PC and not a Mac computer, as we are aware of some compatibility issues with Macs. We are also aware of compatibility issues with Firefox. Please refer to Section 3 of this guide for further guidance on how to download your organisation s individual Final Report form. Below are notes on some of the key fields in the report form and advice on how to complete them. Please read this guidance carefully and refer to it as you complete your report. Functionalities of the form Pre-filled or calculated fields: These appear with a grey background and cannot be modified. Information from your application form will be used to complete some sections of the form. Parts B, C and D are the main sections that cannot be amended (with the exception of address fields). Other prefilled fields include default values, calculation results or data already input in other fields or tables. Errors/amendments to data: If there are any mistakes in the prefilled data or you wish to make any changes, you can make small amendments by hand on the hard copy you send to us. For any more significant changes, please contact us so that we can update the information and re-issue your report. Any requests to re-issue reports must be made by the end of June Please note, occasionally partners not approved or no longer participating in the project will appear in the report. Please simply put a line through the page in this case; there is no need to contact us or update the information. Compulsory fields: These have a red/orange background and may appear with a red outline box. These fields must be completed in order to validate and submit the form. Character limits: There are character limits in open text boxes. Some sections have a maximum of 4,000 characters (the summary section is up to 5,000) and others a maximum of 2,500. In order to check the character limit of a section, hold your cursor over the relevant box. You may wish to complete some sections in a Word document which allows you to check character counts before copying the information into the form. Tables: A number of tables in the form allow you to add and delete one or more items in a list. You can add rows by clicking on the plus button and remove them by clicking the minus button. (In certain cases, where the data is linked to other tables in the form, it may only be possible to delete the last 4

6 row of the table). The results of numeric calculations, numbering or rows in some tables will appear automatically. What to cover in each question Please read all the questions in the Final Report form carefully and make sure you answer them fully. Part A (Section E) Joint section (This part should be completed in collaboration with your partners) E.1. Summary In the first section you should provide a clear description of your Partnership project highlighting what the main topics, activities, impact and outcomes that have been achieved. This should be written in such a way that anyone reading about your Partnership for the first time can quickly and easily understand what the project was about. E2. Outcomes Please select the most appropriate option from the drop-down menu to indicate the Type of outcome. You will need to complete one table per outcome: these can be concrete outputs such as a project website or handbook or less tangible outcomes such as the sharing of best practice. Please provide a description of each outcome in the relevant box (250 characters max). There is no fixed requirement on the number of outcomes you should include but we would expect between 3 and 8. As a minimum you should include details of the outcomes mentioned in your original application. You do not need to fill in the boxes Source, Creator, Publisher, Copyright/Rights, Target sectors or Medias used unless they are relevant to your outcome. E.3. European Added Value You need to explain what the benefits have been of working in partnership with other organisations across Europe, highlighting what has been achieved that could not have been done by working at a regional or national level. You should also make reference to how the organisation and participants involved have benefited from the exchanges of best practice, experience and exposure to different cultures. E.4. Partnership Objectives Achievement Please describe the main aims and objectives that were achieved, highlighting and explaining any differences from those originally stated in your application form. E.5. Key competences & E.6. Horizontal issues Choose the key competences and horizontal issues most relevant for your Partnership and provide details of any concrete measures and activities undertaken to address these at Partnership level in the boxes underneath. E.7. Workplan and Tasks For this section you will need to refer to your original application form and justify why (if any) of your activities were carried out differently. This may have been due to loss of partners or circumstances 5

7 outside of the Partnership s control e.g. organisational changes. You should explain how you reorganised your plans in order to meet your objectives. E.8. Communication and Cooperation You should describe the methods your Partnership used to communicate with each other and how you ensured that all partners participated actively. It would be useful to describe whether certain communication methods worked better than others and how often the partners communicated in order to ensure that the project stayed on track. Please highlight the use of any social media and provide links to public websites where possible. E.9. Partnership Languages This section only requires you to list the languages used by the partners to communicate during the Partnership, for example the languages used in Partnership meetings, not the languages of all the individual partners. You can select up to 3 languages, as appropriate. E.10. Evaluation This section should cover the evaluation and monitoring activities carried out during the project and the extent to which the Partnership aims, objective and outcomes have been achieved. E Progress Monitoring For this section you will need to describe the methods used, who was responsible for carrying out evaluation and what the focus of your activities was i.e. progress of the project/the Partnership itself/impact on beneficiaries. You could also mention whether the techniques were used within your organisation or at a Partnership level, or both, and what the results told you: for example, did they lead to changes to the work plan, objectives or the people involved in mobilities? E Results/Products/Outcomes Achievement Please indicate the extent to which the outcomes and results mentioned in your original application were achieved and highlight any differences, including any new or unexpected outcomes. Your outcomes can be both tangible and intangible but for each product mentioned, please provide electronic copies or evidence (e.g. web links) with your report and/or ensure that the final versions are accessible via EST. If any of the outcomes or results were not achieved as planned, you will need to clearly explain the reasons why. E Aims/Objectives Achievement You will need to describe to what extent you have met the overall aims and objectives of your Partnership. If you haven t fully achieved one or more of your objectives it is important to clearly explain why. 6

8 Part B (Sections F and G) - Individual section (This part should be completed by you on behalf of your organisation 3 ) F.1. Participants Participants are staff, learners/trainees or volunteers from your organisation who have been actively involved in the project, either at a local level or in the transnational mobilities, or both. F.1.1. Activities In this section you need to provide some figures on the number and age range of individuals that took part in local project activities and/or the transnational mobilities. Participants should be staff (including volunteers or accompanying persons for participants with special needs 4 ) and/or learners or trainees from your organisation. Under local activities, please indicate the numbers of participants who took part in project activities at a local level, and under transnational mobilities only include the people who undertook transnational mobilities. You do not need to include participants from your visiting European partners or members of the public who may have attended your events in this section. N.B. The total number of participants who undertook mobilities does not have to match the total number of mobilities carried out, as one person may have carried out several mobilities. F1.2. Age Range Please select the relevant age range of participants and enter the corresponding number of learners or trainees. You can add as many rows as necessary to include the ages of all learners or trainees from your organisation who participated in the project. F.2. Partnership Activities You should provide details of all activities (local and transnational) carried out by your organisation over the course of the project. Please select the most appropriate option from the drop-down menu and give a clear and comprehensive description of each activity (you can enter up to 250 characters). You should also mention the groups that were involved (i.e. staff from your organisation, learners or trainees, or any silent partners for Leonardo Partnerships). As in the previous sections you should give a clear justification for any planned activities that were not carried out, e.g. if a lower number of learner mobilities were achieved than originally planned. If your project aimed to address one or more of the Grundtvig national priorities you should explain the extent to which you achieved this, outlining the concrete measures and activities you undertook. F.3.1. F.3.5. Impact You will need to evaluate the impact your project has had on your participants (staff and learners/trainees), the organisations involved and the wider community (where relevant). When describing the impact of your Partnership please provide comments in the boxes underneath to support your answers. You may also wish to include quotes from participants where appropriate. You can also highlight any wider-reaching impact, for example on a regional, national, or European level you feel the Partnership has had. 3 For Leonardo Partnerships this can include input from silent partners where relevant. 4 'Special needs' refer to special learning, behavioural, health or physical needs. 7

9 F.4. Dissemination You should outline your dissemination activities and describe how the results and products of your Partnership have been shared with others. Please refer back to the activities mentioned in your original application and address the extent to which these have been achieved, highlighting any additional activities you may have carried out. Where activities have not been delivered as planned, please provide an explanation. There is a limit of 4000 characters for this section. F.5. Sustainability Please explain how the results and outcomes of your project could be used by others (within your organisation/sector/region). You can also mention here whether the partners intend to continue their collaboration and if/how results will be embedded into the ongoing work of your organisation. Reporting on Mobilities F.6. & F.6.1: Mobility Participation IMPORTANT! This section is used to calculate the remaining grant payment due to your organisation. Please complete the table carefully using the guidance below. This section of the report asks for details of the mobilities undertaken by participants from your organisation. The table will be pre-filled with the number of mobilities you were contracted to carry out. In specific cases (i.e. projects involving people with special needs, partners in Overseas Territories or cases of force majeure), the number of mobilities to be carried out may have been reduced. This must have been agreed in writing with the National Agency before the end of the project. To be considered eligible, mobilities MUST: be to partner institutions approved for funding for your current Partnership; be transnational, starting and finishing in the UK; take place during the grant agreement period (1 August 2013 to 31 July 2015); and be relevant to the Partnership. F.6. Mobility Participation The table requires information on the number of participants from your organisation only. You should only include details of eligible mobilities undertaken by participants from your organisation NOT the total number of people in attendance at the visit. Please do not include data relating to your partners mobilities. Eligible participants include staff and/or learners or trainees from your organisation. N.B Staff refers to all staff from your organisation, including any volunteers. Accompanying persons only applies to projects involving participants with special needs 5 who required a carer or an accompanying person. 5 'Special needs' refer to special learning, behavioural, health or physical needs. 8

10 This table is for mobility trips undertaken to partners abroad not to organisations in the UK. These meetings (where relevant) should be reported in section F.1.1. Activities. You should complete a separate table for each mobility trip (i.e. one table covering all participants that took part in the same trip). You can add as many mobility tables as necessary by clicking on the Add mobility button. The field Receiving location is not the country but the city or town in which the visit took place. In order to be eligible, mobilities should be visits to your approved partner organisations; therefore you should normally enter the town or city where the host partner is based. If the location of the meeting was different to the location given in Annex V of your grant agreement for the partner hosting the visit, you should provide a clear justification. Please note, the description box allows you to enter 4000 characters so please provide comprehensive details of each mobility activity. As in the previous section you should give a clear justification for any planned activities that were not carried out. Table F.6.1 will update automatically based on the information included in the mobility tables. Please note that your final grant amount will be determined on the basis of the information provided in this table. Full grant amounts will be awarded where all of the following apply: the minimum number of required mobilities has been achieved; the mobilities carried out are eligible (see notes above and Annex III of your grant agreement); the mobilities carried out are relevant to the Partnership; and the overall aims and objectives of the project have been achieved. If you have done less than the required minimum number of mobilities, your total grant will be reduced on a pro-rata basis, which may mean you are required to return some of the pre-financing payment to the National Agency. For example, if your awarded grant was 10,000 for 4 mobilities and you only completed 2 mobilities, your final grant would be reduced to 5,000. Important Note: For Grundtvig Partnerships with 24 mobilities, a minimum of 16 different adult learners must take part in the mobilities. If fewer than 16 different eligible learner mobilities are undertaken, the total grant will be reduced by two thirds. G.1. Problems/Obstacles Encountered Here you should mention any problems you encountered during the project and how these were addressed, as well as highlighting any significant changes to your Partnership. G.2. Comments and Suggestions Please provide comments on your experiences and the support received from the National Agency and/or suggest any improvements for future programmes. H. EU Funding IMPORTANT! This table is pre-filled with the information you provided at application stage. Please check it carefully to make sure that the total number of mobilities realised for both learners and staff is correct, 9

11 and that it corresponds to the total number of mobilities you have detailed in section F, and amend if necessary. For example, if you have delivered fewer mobilities than planned at application stage, you will need to manually amend the figures in this section to reflect the number of mobilities actually completed. The Partnership type and the total number of mobilities reported in this section should correspond to the minimum required number of mobilities in your grant agreement. Please note, even in cases where you may have undertaken more than the minimum required number of mobilities, the National Agency cannot award more than the grant awarded in your grant agreement. TIP! When you are filling in your report, ensure you provide a clear and comprehensive account of your Partnership. Remember that anyone looking at your report may be reading about your project for the first time, so make sure you sell it! Avoid using jargon or technical terms and ensure you explain things fully. 10

12 Section 2: Guide to completing the EST database EST stands for European Shared Treasure. It is a Europe-wide database for Partnerships which aims to increase the visibility of projects across Europe and facilitate access to results and outcomes. The database is a repository of useful tools and best practice materials from all Partnership projects funded since It brings together projects from the Grundtvig, Leonardo and Comenius programmes providing inspiration and ideas for current and future promoters, and is an excellent forum for you to showcase what you have achieved. The European Commission use this database to identify examples of excellent Partnership projects. The coordinator and all the partners in the Partnership are required to enter information on the final results and products which were produced during the life of the project. You don t have to wait for your partners or the coordinator to upload their information each record on EST is independent. The final deadline to enter information into the EST database is 30 September The National Agency will check to make sure the information entered in EST is satisfactory before your Final Report is approved. Please be advised that entering good quality project information into EST is a contractual requirement and as such is compulsory. Any final grant payment will not be processed by the National Agency until your EST record is updated. Failure to complete EST will result in us requesting a full refund of your pre-financing payment. Getting started Login and Password A unique username and password will be sent to you by in June These will allow you to access the database and start inputting information and finalised results. Just go to the website and log in! Please note that this website address is for UK promoters only. Your partners will receive their own unique login details and the website address for their country from their own National Agency. Pre-filled information Some of your project information will already be entered in the database. This information has been taken from the original application form submitted by your organisation. Saving data You can save the data you have been working on at any point by pressing the save button. You should save your work frequently and after completing each section to avoid any accidental data loss. When you save your work it will automatically be published on the database and will be visible to 11

13 the public. We therefore encourage you only to upload finalised documents to the database; however you can edit your EST record as many times as you like after publishing. In your EST record, you have to complete the following two main sections: 1. The Partnership section: includes description of the project 2. The Results section: includes description of the results Partnership section Applicant tab This page is almost entirely pre-filled; only the fields related to the contact person and can be amended. If you need to update these details, don't forget to press save! Description tab In this section, you should fill in all four boxes, providing the project title and description in both the working language of the Partnership and your National language even if they are the same! Working language: The project description and the title of the project in the Partnership language are taken from your original application. The coordinator is responsible for editing this text to reflect the changes made to the project and to show what the partners have actually achieved. The other partners cannot modify these two boxes. National language: All partners, including the coordinator, must provide a translation in their national language. If the summary is in English, you will still need to copy and paste the title and the summary text into the boxes in national language on the right-hand side of the page. If this is not done, your EST record will appear as incomplete. The purpose of a multi-language description is to allow users from many countries to consult the database in different languages and to facilitate the sharing of good practices. The maximum number of characters allowed for these fields is 250 for the titles and 2,000 for the descriptions (blanks included). The number of characters left is displayed at the top of the project description box. Thematic area tab This section describes the main topics and educational fields of the Partnership. These are both prefilled and cannot be modified. There are no educational fields for Grundtvig or Leonardo Partnerships. If your Partnership addresses any of the Lisbon priorities you can indicate this here. Please see for more information. You can select up to three priorities which best reflect the objectives and achievements of your Partnership. 12

14 Logo tab - for the Coordinator only If you are the coordinator of the partnership, you are encouraged to upload a logo or another image or photograph that is meaningful to the Partnership. We recommend that you choose an image that best represents your Partnership and will encourage people to read more about your project. The maximum size of the image is 300 x 300 px -height and width - (if the image exceeds the maximum size you will receive an error message) and the formats accepted are JPG, PNG or GIF. To check the image size and resize it before uploading, you can use any image/photo editing software such as Gimp ( Picasa (picasa.google.com), Irfanview ( (all freely available on the Internet) or Photoshop. Whatever the image shape is, it will be displayed on the EST website as a square 80 x 80 px, next to the Partnership data. To upload a logo/picture, simply select yes and you will be taken to a new screen. Your logo will need to be saved as a file on your computer first. To search for your file, click on the browse button. Once you have selected the file you want to upload, click on upload. Results section What is a result? This section is dedicated to the results of the Partnership. You should upload the key final products and outcomes developed during the Partnership that would be of interest to a wider audience. Within Leonardo and Grundtvig, the term result has a very wide meaning, and can include paper and multimedia resources, artistic objects, handiwork and audiovisual material as well as events, seminars, exhibitions or research. However please make sure that any results you upload are of interest to a wider audience and avoid uploading any working documents such as minutes of meetings or unfinished materials. Typical Partnership results include best practice guides, learning materials, project websites, reports, art work videos and participant testimonials. Please remember to include the LLP logo on any products of your Partnership that will be available to an external audience. Please note that the National Agency uses the results in your EST record when assessing your Final Report. Please ensure your results are relevant to the Partnership and accessible, either as a link to a website or as a directly downloadable product. Each partner must input at least one result on EST. However, we encourage you to input as many meaningful results as possible to ensure the best possible representation of your project. 13

15 You can add either a joint result and/or a UK result: UK results are outcomes that you have produced at a local level in the UK, e.g. an exhibition that you held at your organisation, or a booklet that you produced for your organisation without input from your partners. Joint results are outcomes that were developed by all partners together, e.g. the project website, a learning toolkit, or a guide which all the partners contributed to. Please note that it is not compulsory to input joint results, but we do recommend this. If you decide to input joint results, you need to agree which partner will input them as they only need to be uploaded onto EST once on behalf of the Partnership. Add a new result In the Results section, you have to click on the buttons + UK New Result or + New Joint Result for each separate result you want to add. For each result you input, you have to complete the following categories: description, languages, audience, type and availability. Once you have input and saved a result, it will be automatically published in the database, and will be visible to the public. We therefore encourage you to fill in all the information related to your results in one go. However you can modify your UK results as many times as you wish by clicking on the button View/Edit. Each time you click on Results, you will see the list of all the results you have added (UK results and joint results) and any joint results that your partners may have added. 14

16 Inputting joint results: You can upload a joint result by clicking on the button +New Joint Result. Joint results can be input by any of the partners involved in the project on behalf of the Partnership, although this is often done by the coordinator. Each joint result should only be uploaded once. The partner who uploads a joint result has to complete the four categories: description, languages, audience, type and availability. These cannot be modified by the other partners. Only the partner who input a joint product can delete it. Once a partner has input a joint result, all the other partners will be able to see it in their EST record. It will be identified by a European flag. All partners will still have to add a description of the product in their own language by clicking on the button View/Edit and going to the Description tab. If the description of the result is already in English, you just need to copy and paste the text across. Description section As with the Partnership section, two fields are reserved for the title of the result and two are reserved for a description of the result. Both the title and description must be completed in the working language of the Partnership and in your national language. If the working language is English, just copy and paste the title and the description text into the boxes in national language. If you don t do this, your EST record will show as incomplete so it is important to complete this simple step! 15

17 You have to fill in this box You have to fill in this box You have to fill in this box You have to fill in this box The maximum number of characters allowed for these fields is 250 for the title and 500 for the description in each language (blanks included). The number of characters left is displayed at the top of the project description box. Languages section Select at least one language for each result. Audience section Select the target group/s your result is most relevant to: trainees, adult learners, teachers, etc. You can also indicate the relevant age group. There is no limit in the number of audience or age ranges you can select. Type section Choose the resource type of your result. You can only choose one. Availability section The final step requires you to indicate the availability of the result and upload it. 16

18 There are four options to choose from: - Directly downloadable: You have the option to upload your result in the EST server. The maximum size is 5Mb. To upload a result, click on "upload" and you will be taken to a new screen. To search for your file, click on the browse button. Once you have selected the file you want to upload, click on upload. We recommend choosing this option as it will make the database more interactive and your results easily accessible. It will also ensure that the results and products of your project remain available long after the end of your project. - Link to: If the result is already available online, please indicate a working URL (i.e. a website or a web photo-album or a podcast). - To be ordered: In cases where it is not possible to upload the result (i.e. DVDs whose size is too large to upload, books, art works etc.) please provide the address of a contact person from whom the result can be requested. - Not available: We would expect the results and outcomes of your project to be made available. However where there are issues around Intellectual Property Rights you would not be obliged to publish the product on EST. You will still need to make it available to the National Agency. You also need to indicate whether the result is covered by copyright. Once you have completed this section, press the "save" button. You need to repeat the above steps for each individual result you upload. Star projects National Agencies in each country will highlight Star Projects within the EST database, which represent examples of best practice in their field. They will base their selection of Star Projects on the quality of the project, its results, and the information input in the database. 17

19 Star projects will be transferred to the European dissemination platform and may also be featured in publications produced by the National Agencies or the European Commission. To improve your chances of being chosen, you ll need to make sure you highlight how your project was successful in your Final Report and in the EST database. You should ensure the information and results input in EST are accessible and of good quality. You should also show clear and transferable results, and demonstrate the impact of your project on staff, learners, your organisation and the wider community. Promotion of EST Please help us to increase the popularity of EST by placing a link to EST on the website of your project and of your institution. You can use the icon here below. Have a look at the EST fan page in Facebook and become a fan clicking on I like : You can also like your project by clicking on the I like icon project s in the EST public interface: at the bottom of your 18

20 Section 3: Submitting your report What you need to know before submitting your report You can submit your Final Report any time after the official end of the project i.e. from 31 July The final deadline to submit your Final Report is 30 September You must submit your organisation s individual Final Report form, which will be sent to the main project contact person by in June Each of your partners will be required to complete and submit their own report forms to their respective National Agencies, although the content for Part A should be discussed and agreed between the partners. Please do not submit a partner s Final Report form as this will not be accepted by the UK National Agency and will result in delays to assessing your report and processing your final payment. If you are the project coordinator you should help to pull together information from your partners for Part A of the report and make sure they are aware of the deadline for submitting their copy to their National Agency. However your final payment will not be affected if one of your partners does not submit their report on time. Once we receive your report we will carry out an assessment based on the report form, the information entered in the EST database and any supporting materials provided. We will send you a letter with the outcome of our assessment and make a final payment of up to 20% of your grant allocation (as appropriate). Your Final Report is considered as your request for payment of the balance of the grant. Please check article 4.2 and Annex III of your grant agreement for a detailed explanation of the calculation of the final grant amount. Please be advised that if we do not receive your report by the deadline or if we require additional information from you in order to assess your report this will delay any final grant payment to your organisation. Failure to submit a report and/or to upload results on the EST database will result in us requesting a full refund of your pre-financing payment. Don t forget! In case of audit, you need to keep proof for each transnational mobility e.g. used travel tickets, boarding passes and signed certificates of attendance, in addition to evidence to show that you have carried out the reported activities and outcomes, and achieved the overall objectives of your project. For example, you should keep copies of minutes from Partnership meetings and any other relevant documentation, including copies of any materials for five years after the end of your project. However please do not send us these documents with your Final Report unless you are asked to do so. A small number of projects will be selected at random for a desk check audit. If your project is selected, we will write to you before the Final Report deadline to request the additional documents required for the audit. Any original documents will be returned to you after the desk check is complete. 19

21 Submission procedure Your organisation s unique Final Report form will be available to download via a link which will be ed to you before the end of your project. You must ensure that you complete your organisation s report and NOT your partners. You will need to complete the form electronically, submit it online and send us a signed hard copy. You will also need to us an electronic copy of the report as a PDF attachment to an . Please follow the steps below carefully to ensure nothing is missed: 1. Download your Final Report form: Copy and paste the link in the into your internet browser. We recommend you use a PC with Internet Explorer to download the form, as we are aware of some issues with other web browsers such as Firefox. You will be directed to the ECAS website Form Extractor. If you already have ECAS login details through the use of the Mobility Tool or previous reports, you will not need to register again. Click on the link to your Final Report form (an e- form) and when instructed to do so, log into ECAS and download and save your report to your computer. If you are new to ECAS and do not have an account, you will need to register before you can download your report. Under Login, choose the Not registered yet option. Enter your details in the required fields. At the bottom of the page, click on Sign Up. You will receive a confirmation containing your unique username and a link to create your own password. Please do this straight away and then click on Proceed. You will then be prompted at the bottom of your screen to download your Final Report e-form. Click on Open. You will now be able to view your pre-filled Final Report form and you should save a copy of the form to your computer. Once you have accessed the Final Report form and saved it to your computer, you can complete the report at any time, opening the file, and saving it each time you make changes. Watch the ECAS video tutorial here! 2. Complete the form, using the mouse or tab keys to navigate. We recommend you complete the sections of the form in order to avoid any technical issues. If you want to work on sections in a different order than they appear in the form, you can draft the text in a Word document first and then copy and paste it into the form once it is finalised. However, please be aware of the character limits that apply to each section. Please ensure you complete all compulsory sections of the form, otherwise you will not be able to submit it online. You can save your work as you go along, using the Save file button at the top. In order to avoid losing data due to mistakes or technical failure, it is good practice to save regularly while completing your report. You can work on your report, save it, and then come back to it as many times as you need to before submitting it. 3. Validate the form. When you have finished a section click on the validate button to check that all the fields are completed correctly and no compulsory data (fields with a red outline box) has been missed. If information is missing, a message with the name of the first incomplete field will 20

22 be displayed. You will not be able to submit the form online if any compulsory data is missing. We recommend that you validate the form as you go along by clicking on the validate button at the bottom of each page. 4. Submit. When you are happy that the form is fully complete, correct and validated, you should save a final copy to your computer and press the submit online button. This will automatically send your report to our central server. Once the form has been submitted online, you will not be able to make any further changes. Please note, your computer must be connected to the Internet in order to submit the form online. Once it has submitted successfully, the submission summary will update automatically. 5. Print the form using the print form button (or the print function in the File menu). 6. Sign. Complete section J Grant holder s Declaration by hand and make sure it is signed (original signatures, not scanned, electronic or photocopied) by the main project contact person and the head of the organisation. Please note: Place refers to where the signatory is based i.e. town, city A stamp is not required by the UK National Agency Contact person refers to the Project Manager from your organisation Head of the organisation should be someone who has the authority to sign contracts on behalf of your organisation such as a Director, Chief Executive or Principal. If the contact person and Head of the organisation is the same person, please ensure that both boxes are completed and signed by this person. 7. Send hard copy by post to: Grundtvig or Leonardo Partnerships (choose as applicable) Final Reports Ecorys UK Albert House, Quay Place Edward Street Birmingham B1 2RA 8. Send by Save a copy of the final, submitted version of your Final Report form and then it as a normal PDF attachment (unsigned) to leonardo@uk.ecorys.com or grundtvig@uk.ecorys.com (with either Leonardo or Grundtvig Partnerships 2013 Final Report in the subject of the ). Please note: All of the above steps must be completed by 30 September 2015 at the latest. 21

23 What to do if you cannot submit the report form online 1. Check you have fully completed and validated the form 2. Check that the computer is connected to the Internet; 3. Speak to someone in your IT department or with IT knowledge regarding any technical issues; 4. If necessary, try using a different PC; 5. Call the Helpline on for advice. Final Report and EST checklist Before the deadline, please ensure that you have: Completed the report in full (Parts A + B) using your organisation s unique report form Completed and submitted the report online Printed and signed the report by hand (contact person and head of organisation) Included the LLP programme logo on any materials produced by the Partnership Included links to / electronic copies of final Partnership materials and products Posted a signed paper copy of your report to Ecorys by 30 September ed an electronic copy as a PDF attachment to Ecorys by 30 September 2015 Updated your EST record with your main project results by 30 September 2015 Contact details for the National Agency Helpline: grundtvig@uk.ecorys.com or leonardo@uk.ecorys.com 22