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   Charged Particl Optics: Theory and Simulation
   Copyright 2010
   This project has been funded with support
   from the European Commission
Home > IP partners > Rules

IP Rules

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 2010 - 31 August 2011. (The end date of the IP may be after 31 August 2011, 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 12 March 2010 (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 6.500 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 2010/11 is moving to a different National Agency as compared to 2009/10, 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.

Last Update: 02/02/11 12:28:09