Home > IP partners > Rules IP Rules 2012-2013
LOCATION, PARTICIPANTS AND DURATION
As a general rule the Intensive Programme should take
place in one location.
Please note the following:
- the planned location of the IP must be in a country
eligible to participate in the Lifelong Learning Programme;
- the participating students must be registered in
one of the participating institutions.
- Participating students or teachers should be either
nationals of a country participating in the Lifelong Learning Programme
or nationals of other countries enrolled in regular courses in institutions
of higher education in a country participating in the Lifelong Learning
Programme, employed or living in a country participating in the
Lifelong Learning Programme according to the national legal requirements;
- the number of students travelling from countries
other than the country hosting the IP must not be less than 10;
- There is no minimum number for participating teachers,
but the ratio of staff to students must guarantee active classroom
participation.
- the minimum duration of the IP is 10 continuous full
days of subject-related work and its maximum duration is 6 weeks
of uninterrupted teaching sessions. The subject-related days do
not include preparatory work, social programme outside the IP topic
or travel days (arrival and departure are not considered as working
days if no teaching activities take place). The IP must take place
without interruption and subject-related workdays can only be separated
by weekends.
Please note that all HEI participating in the IP must
hold an ERASMUS University Charter (EUC).
An IP with the same or very similar partnership and
the same or a very similar topic may apply at only one National
Agency under the same Call for proposals.
The contractual period for the selected IP
will be 1 September 2012 - 31 August 2013.
(The end date of the IP may be after 31 August 2013,
provided that the starting date of the IP is within the above mentioned
period.)
In accordance with standard European Commission practice,
the information provided in your application form may be used by
the Commission to evaluate the Lifelong Learning Programme.
The relevant data protection regulations will be respected.
The form must be completed in one of the official languages of the
European Union and it is strongly recommended that the language
used to fill in the application form is widely understood and used
by all the partners in the Intensive Programme.
The application must be submitted by 11
March 2012 (date as postmark).
Applications submitted after this deadline will be
rejected.
Please note that handwritten, faxed applications or
those only sent by e-mail will not be considered. It is compulsory
that you send your application by such means that provide you with
proof of date of dispatch (registered post, express courier, etc.).
The application form should be sent only to the National Agency of the country
of the coordinating institution. It is compulsory to send the application also
electronically [original + 2 hard copies requested + electronic version sent to: elinamav@iky.gr]
All applications will receive an acknowledgement of receipt.
EXPLANATORY NOTE ON THE BUDGET
There are three categories of eligible costs that may
be covered by the IP grant:
1. Organisational Costs (lump sum)
Organisational costs relate to the preparation of the
programme, its implementation and its followup. Organisational costs
comprise costs related to the production of documents or educational
material; rental of conference or training rooms; rental of equipment;
field trips, excursions, etc. which are part of the programme of
the IP; information activities; translation and interpretation;
project secretariat and administration tasks, etc. Cost of travel
and subsistence of staff travelling during the preparation or evaluation
phase of the Intensive Programme and external experts providing
input to the IP are also eligible under organisational costs. The
applicable lump sum for organising an IP is 6.810 euros.
2. Travel Costs (real costs)
Travel costs of students and teachers directly related
to the participation in the IP will be considered eligible under
this heading.
Travel costs for teachers and students from the co-ordinating
HEI are not eligible, if the IP takes place in the town where the
co-ordinating HEI is located.
Travel costs for teachers and students from a partner
HEI are not eligible, if the IP takes place in the town where the
partner HEI is located.
If the IP takes place in a location, which is not the
location of the co-ordinating HEI or one of the partner HEIs, the
applicant must justify the choice for the different location.
If this different location is close enough to the
location of one of the HEIs, so that students and teachers from
the closest HEI can travel there within a reasonable time and reasonable
budget, no travel costs may be calculated for participants from
this HEI.
Only travel costs for a maximum of 60 students and
a maximum of 20 teachers will be considered eligible for funding.
Any travel costs for staff not related to actual participation
in the Intensive Programme will be accounted for under the heading
devoted to organisational costs.
Travel costs incurred outside the countries participating
in the Lifelong Learning Programme are not
eligible, unless prior written authorisation is granted by the National
Agency.
Travel costs will be accounted for on the basis of
the real costs incurred (including any costs for
entry/exit visas as required), either in total or in part only (by
applying a ceiling or a maximum
percentage).
3. Subsistence costs (flat rate grant
using scales of unit costs)
Subsistence costs of students and teachers directly
related to the participation in the IP will be considered eligible
under this heading.
Subsistence costs for teachers and students from the
co-ordinating HEI are not eligible, if the IP
takes place in the town where the co-ordinating HEI is located.
Subsistence costs for teachers and students from a
partner HEI are not eligible, if the IP takes
place in the town where the partner HEI is located.
If the IP takes place in a location, which is not the
location of the co-ordinating HEI or one of the
partner HEIs, the applicant must justify the choice for the different
location.
If this different
location is close enough to the location of one of the HEIs, so
that students and teachers from the
closest HEI can travel there within a reasonable time and reasonable
budget, no subsistence costs
may be calculated for participants from this HEI.
Only subsistence costs for a maximum of 60 students
and a maximum of 20 teachers will be considered eligible.
Any subsistence costs not related to actual participation
in the Intensive Programme will be accounted for under the heading
devoted to organisational costs.
The subsistence costs will be accounted for on the
basis of flat rate grants using scales of unit costs as presented
in Tables 1 and 2 (IP proposal).
For students, the subsistence costs must be calculated
from the daily amount: daily subsistence rate defined by Table 1,
multiplied by the number of days eligible for subsistence (including
travel days and weekend days without subject-related activities).
For teaching staff, the subsistence rate must be calculated
taking into account the rates defined
by Table 2 below (including travel days and weekend days without
subject-related activities).
The
calculation method for an "incomplete" week is the number
of additional days multiplied with 1/7 of
the amount indicated in the column 'Additional amount per week (for
weeks 3-6)'.
For IPs not
exceeding 14 days, the total subsistence cost is based on the amount
for week 1 as indicated in
Table 2 plus the number of additional days multiplied by 1/7 of
the difference between the amounts for week 2 and week 1 in Table 2.
Participation of students and/or teaching
staff with special needs
If there are students and/or teaching staff with special needs
participating in the Intensive Programme, and their participation
requires additional funding, the applicant (organising institution)
is requested to contact the National Agency, which selected the
IP as soon as the participation of persons with special needs has
been confirmed. The National Agency will inform the applicant on
the application procedure for additional funding.
Maximum duration of funding
The maximum duration of funding for an IP is three
consecutive years, but funding has to be approved annually. If you
intend to run the IP for more than one academic year, you must submit
an application form each year, and the application will be subject
to a quality assessment. If the coordination of the IP in the academic
year 2011/12 is moving to a different
National Agency as compared to 2010/11, your application will be
assessed on the same basis as a new application. However, also in
this case, the total duration of funding for the same or very similar
IP may not exceed 3 years.
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