EdReNe (TN)

1. EdReNe (TN) Kick-Off meeting Naples 11-13.05.2007 Spyridon Pilos

2. EdReNe kick-off meeting • EdReNe was the first grant agreement signed under the 2006 call • Many thanks to the coordinator for being collaborative • My presentation • Grant agreement • EdReNe in perspective EdReNe - kick-off meeting

3. Grant agreement

4. Model Grant Agreement Terminology: • Contract  Grant Agreement • Contractor  Beneficiary EdReNe - kick-off meeting

5. Signature of the Grant Agreement • The grant agreement (GA) is signed by the co-ordinator and the Commission only • In the case of the EdReNe thematic network it is a single beneficiary GA • This means that only UNI-C is contractually linked to the Commission EdReNe - kick-off meeting

6. Network Membership Agreement To be signed by each member and the co-ordinator. Such agreement normally contains: • clear indications on criteria for membership • decision-taking procedures • admission to membership and suspension/ termination of membership • description of network internal rules on allocation of the travel budget • etc. Compulsory. To be submitted by month 3. Network members should agree and sign it asap EdReNe - kick-off meeting

7. Duration Project duration: specified in contract (36 months) (1 May 2007- 30 April 2010) Eligible costs beyond project duration: (Art II 13) • costs for drawing up final reportwithin a max. period of 45 days after end of project (coordinator only) • costs for reports, dissemination of knowledge, monitoring and evaluations if specified in Annex I in the time-limits set out EdReNe - kick-off meeting

8. Amendments (Article 9) • Always in writing. • Commission can refuse amendment. Usual reasons: • Transfers of money between beneficiaries • New beneficiaries • Departure of beneficiaries =>normally not expected for TN EdReNe - kick-off meeting

9. Role of the Coordinator (Art II.2) The coordinator is in charge of the technical, financial and administrative coordination of the project. • He is the contact with the Commission. • He transmits to the Commission all documents and correspondence. • He checks and submits the deliverables. • He distributes the funds and informs the Commission about it. • Other issues as set out in Art II.2. Network members should help the coordinator perform EdReNe - kick-off meeting

10. GA Management - Deliverables 1 (Art 7, Art II.3 ) Deliverables are submitted by the coordinator in one original (paper) copy and one electronic copy • progress reports • deliverables designated as such in Annex I (e.g. a document analysing the available digital content) • the financial statements • the final report • other information requested by the Commission Deliverables are subject to approval by the Commission Network members should help the coordinator perform EdReNe - kick-off meeting

11. GA Management - Deliverables 2 (Art II.4) Approval of deliverables • Commission evaluates the deliverables,approves or rejects them or asks for changes within 45 days. • If remarks from the Commission are not received within 45 days, the deliverable is deemed to be approved. • The Commission may revise the approval of any deliverable, following an audit or a review. EdReNe - kick-off meeting

12. Travel and subsistence(Art II.14 par 3) • Actual travel and related subsistence costs necessary for the project may be charged to the agreement. • The prior agreement of the Commission shall be required for travel to or from any place outside the territory of the Member States, the Associated States or a third country where a beneficiary is established, unless such a destination is provided for in Annex I. • In the absence of observations within one month of receipt of the request made by the coordinator, the approval of the Commission shall be deemed to be given. • Travel and subsistence costs shall be established on the basis of the usual rules of the beneficiary. EdReNe - kick-off meeting

13. Eligible costs Special conditions for thematic networks (Art 8) “Eligible costs for beneficiaries other than the coordinator are limited to travel and subsistence expenses for events organised by the network or attended by a beneficiary on behalf of the network.” General principles (Art II.13.1) Eligible costs… fulfil the following conditions: • – are necessary for the project, reasonable and cost-effective • – are incurred during the duration of the project, and • – exclude any profit margin. EdReNe - kick-off meeting

14. Interpretation for network members • “Travel and subsistence costs shall be established on the basis of the usual rules” of the network member. BUT these costs “are necessary for the project, reasonable and cost-effective” and “are incurred during the duration of the project” -------------------------------------------------------------------- • “Travel and subsistence costs” does notinclude conference fees. -------------------------------------------------------------------- • The co-ordinator may pay the registration for a network member to attend a conference of behalf of the network (conference fees). This would be an eligible "other cost" under the normal rules. Commission approval needed (unless included in Annex I) EdReNe - kick-off meeting

15. Which travels are covered by the grant? • Travels for the seminars and workshops mentioned in the DoWYes • Other bilateral travel between members for collaboration on specific EdReNe issues?Yes, if they are it is considered a network event (e.g. specific working group) and if it is consistent with the DoW • Travels (but not fees) to related/Repository specific European seminars/conferences?Yes, if the participants represent the network. • Travels for preparation of an EdReNe event (e.g. a member offers to host a workshop and needs to travel to the city of the event to arrange it)Yes, since this is part of the network work General rule: For whatever is not already indicated in the DoW the network member informs the Coordinator and the Coordinator informs the Commission before incurring the costs EdReNe - kick-off meeting

16. Other issues Requested documentation • Tickets and other bills: Up to the coordinator to organise. Suggested procedure: originals are kept by the coordinator when he pays the network members • Neither originals nor copies need to be submitted to the Commission Substitute a non-performing member • Conditions and procedure to be foreseen in the network membership agreement • Inform the Commission EdReNe - kick-off meeting

17. Brief Reminders: costs that cannot be claimed List in Article II.13 (2), e.g.: • Entertainment or hospitality expenses • V.A.T. but also costs covered by Overheads: • general management and administration costs • depreciation of buildings and equipment • rent, heating, water, electricity, office furniture • personal computers, office supplies including printer ink and stationery • telecommunications and postal charges EdReNe - kick-off meeting

18. Coordinator - financial management 1 (Art II.17 par1(e)) Pre-financing • Amount transferred to the coordinator. The coordinator passes the corresponding share to each beneficiary and informs the Commission about it(Art II.2). • The pre-financing remains the property of the Communities. • The coordinator informs the Commission of the amount of any interest yielded by the pre-financing (annually and/or when the payment request is submitted). EdReNe - kick-off meeting

19. Coordinator - financial management 2 (Art II.16) Accounting • Each beneficiary maintains the accounts for the project and appropriate documentation to justify the costs reported. • … for at least 5 years after the agreement completion date (i.e. date of final payment) (audits!). • Accounting rules to be applied: the accounting conventions of the State in which the beneficiary is established. EdReNe - kick-off meeting

20. Coordinator - financial management 3 (Art II.16) Working time records Working time charged must be recorded throughout the duration of the project … and be certified • by the person in charge of the work designated by the beneficiary (not the member of staff concerned!) • or by the duly authorised financial officer of the beneficiary. EdReNe - kick-off meeting

21. Intellectual property (Art II.10) • Knowledge resulting from the project shall be the property of the beneficiaries carrying out the work leading to that knowledge. • Each beneficiary shall grant the Commission the right, on a royalty-free basis, to translate, reproduce, use, publish and distribute any document on whatever medium established under the project. EdReNe - kick-off meeting

22. Reviews – Technical Review Technical review to verify that project is carried out in accordance with agreement • any time up to agreement completion date • usually prior to mid-term pre-financing and at end of project • confidential exercise - outside experts • review report to coordinator • may lead to revision of approval of deliverables • may lead even to termination of the GA Network members should help the coordinator perform EdReNe - kick-off meeting

23. Reviews – Financial Audit • Financial audit to ascertain eligibility of costs and working time charged to agreement • Keep project accounts and time sheets for at least 5 years after agreement completion date Network members should help the coordinator perform EdReNe - kick-off meeting

24. Payment Requests – Payments Two types: • Pre-financing • Final payment EdReNe - kick-off meeting

25. Payment Requests – Pre-financing • Up to 80% of estimated Community financial contribution • Payable in instalments • Paid to coordinator • Remains property of Communities • Interest/equivalent benefits yielded by pre-financing to be notified annually and offset against grant at end of project EdReNe - kick-off meeting

26. 20% 26.7% 26.7% 26.7% 26.7% 26.7% 26.7% 26.7% 26.7% M0 M12 M24 M36 Payment of Community Contribution • Pre-financing in instalments up to 80% of EC contribution Approval of deliverables and statement that consortium has incurred > 70% of earlier pre-financing Final payment after approval of all deliverables and financial statement 26.7% EdReNe - kick-off meeting

27. Payment Requests – Final Payment 6th Progress Report Final Report (public) Financial Statement Approval of Deliverables Reports Financial Statement Final Payment 5th Progress Report D5 Dn D6 D7 Technical review 45 days 45 days M30 M24 M36 EdReNe - kick-off meeting

28. Suspension of Payments Commission may suspend any payment where • Payment request does not comply with agreement • Supporting documents (e.g. deliverables, reports, additional information requested by Commission) have not been produced • Additional checks are required (e.g. a deliverable or report do not provide sufficient information; costs declared in final financial statement appear ineligible) • It decides to hold a financial audit or technical review • It suspects fraud or serious financial irregularity EdReNe - kick-off meeting

29. Remember • Provisions of GA overule those of the Network Agreement • Provisions of GA govern relations between the network and the Commission - not this presentation! Therefore • Read carefully the Grant and the Network Agreements • Help the coordinator to perform EdReNe - kick-off meeting

30. EdReNe in context

31. Call 2005 Call 2006 eContentplus 2005-2008 – Budget 149 Million euro Call 2007 Call 2008 27 M€ 28 M€ 47 M€ 47 M€ 2005 2006 2007 2008 2009 EdReNe - kick-off meeting

32. eContentplus 2005 callProjects funded Content Enrichment Projects: • CITER: Creation of a European History Textbook Repository • MACE: Metadata for Architectural Contents in Europe • MELT: Metadata Ecology for Learning and Teaching Thematic Network JEM: Joining Educational Mathematics Information isavailable on the eContentplus web site under “funded projects” EdReNe - kick-off meeting

33. eContentplus 2006 call Projects in negotiation Targeted projects: • Intergeo - interactive geometry • E-Vip - electronic virtual patients • KeyToLife - biodiversity • COSMOS - science education and astronomy • EuroGENE - genetics • ORGANIC.EDUNET - organic agriculture andagro-ecology Thematic Network: EdReNe - Educational Repositories Network Information will beavailable on the eContentplus web site under “funded projects” EdReNe - kick-off meeting

34. eContentplus 2007 call Educational content Scope Content that can be used for learning in formal, non-formal and informal contexts Actions • Best practice networks • Targeted projects EdReNe - kick-off meeting

35. eContentplus 2007 call Educational content Content that can be used for learning in formal, non-formal and informal contexts Best Practice Networks (4.1) Objective: Implement standards and specifications of learning technologies on existing content. Contribute to adoption of standards and specifications across Europe. One of the expected results: Emergence of a cooperation structure for facilitating interoperability in learning technologies in Europe. EdReNe - kick-off meeting

36. eContentplus 2007 call New project type: Best Practice Networks Each BPN: • identifies possible solutions for an issue related to learning technology standards and specifications • tries out one or more of the solutions discussed to draw conclusions on their validity and adapts its approach, if necessary. The final output of the BPNs reflects both the results of the large scale implementations and the results and recommendations of the clustering activities. The Commission organises “clustering meetings“ as appropriate EdReNe may be asked to participate EdReNe - kick-off meeting

37. eContentplus 2007 call Educational content Content that can be used for learning in formal, non-formal and informal contexts Targeted projects (4.2) Projects that deal with one or more of the following issues: • Facilitate the co-existence of professionally produced and user-generated educational content. • Usedigital libraries held by cultural institutions for education. • Help users find educational content matching their needs. EdReNe - kick-off meeting

38. eContentplus 2007 call • Open in June • Deadline for receipt of proposals: 4 October 2007, 17:00 LUX local time • Call documentationwork programme, guide for proposers etc) http://ec.europa.eu/eContentplus • eContentplus helpdeskecontentplus@ec.europa.eu EdReNe - kick-off meeting

39. Further information • Call documentation (work programme, guide for proposers etc) http://ec.europa.eu/eContentplus • eContentplus helpdeskecontentplus@ec.europa.eu EdReNe - kick-off meeting

40. Good luck with EdReNeThank you for your attention