Guide to apply

1. Pre Application Stage 

Organisation Registration

Before applying for funding (by submitting a project proposal), all organisations (partners) involved in the project must first be registered with the Commission. For certain actions, you must apply through the National Agencies and, for others, through EACEA.

 

Register your organisation

Organisation ID

If you are submitting a proposal to a National Agency you require the Organisation ID.

If this is your organisation’s first time applying through a National Agency, you have to register your Organisation first and obtain an Organisation ID. Please follow the link below:

https://webgate.ec.europa.eu/erasmus-esc/organisation-registration/screen/home

Organisations that have already participated in an Erasmus+ or European Solidarity Corps action managed by a National Agency and have a Participant Identification Code (PIC) have been assigned an Organisation ID automatically.

For further guidelines on the Organisation Registration when applying for an EU grant under the Erasmus+ Programme kindly click HERE

 

Financial Conditions When Applying for Funding

The National Agency will only accept bank accounts from registered banking institutions. Bank details quoting personal names will not be accepted (that is, bank accounts held in personal names are not accepted) and the account must be registered in the organisation’s name. In the case of informal groups only, personal accounts held in joint names are accepted. One of the account signatories must be the legal representative of the informal group. Please refer to the below paragraph for the definition of a bank.

A bank is a financial institution licensed to receive deposits and make loans. This is also called the business of banking. In Malta, the carrying out of such an activity requires the obtainment of a license from the Malta Financial Services Authority (MFSA), which is empowered to conclusively determine whether the business of banking is being carried out or not. Banks domiciled in other countries within the EU will be licenced by their county’s respective financial services authorities.”

 

Personal Identification Code (PIC)

If you are submitting a proposal to the EACEA you require a Participant Identification Code, or PIC, a unique code that identifies an organisation.

Follow the below steps which will guide you through the process:

1. Registration of organisation

2. Validation of organisation  – LEAR appointment and Financial viability check 

3. Data update 

More information on this can be found in the Portal FAQs and User Guide. One can also visit the IT helpdesk to for answers to your questions about the Participant Portal tools and processes.

On completing registration, you will receive a 9-digit Participant Identification Code (PIC) – to be quoted in your proposal and in any correspondence with the Commission. Furthermore remember that if you intend to name another organisation as a partner in the application form, they also must have a PIC.

Duplicate PICs
If someone creates a new PIC for your organisation while you already have one, your LEAR or Account Administrator should contact the Validation Services via the messaging tool in the Beneficiary Register (My Organisations page on the Participant Portal) so that they transfer any information related to this duplicate PIC to the correct PIC.

Video Tutorials

How to apply for a PIC

How to fill in an Erasmus+ application form

Applicants can choose to fill in the applications in English or in Maltese. Click here for more information about all the upcoming deadlines.

Erasmus+ Programme Guide

There are a number of different requirements that an organisation must fulfill before applying for Erasmus+ funding. In order to  understand the funding rules and eligibility criteria it is essential that reference is made to the Erasmus+ Programme Guide, a tool for anybody who would like to have a thorough knowledge of what the Erasmus+ Programme is about.

A detailed description of the Erasmus+ Programme, its funding and respective deadlines, can be found on the 2021 Erasmus+ programme-guide Version 2 (2021): 08/04/2021

The 2021 Erasmus+ General Call for Proposals can be downloaded from  here. (published 25/03/2021)

The draft budget allocation for Malta as per Erasmus+ 2021 NA Work Programme issued by the European Commission can be downloaded from  here. (published 25/03/2021)

3 Step Approach

EUPA are recommending a 3 step approach for project applications. The EUPA is offering a service where the project proposal according to sector Project-Outline-for-Erasmus-KA1 or Project-Outline-for-Erasmus-KA2, is sent to the Programme Coordination and Communications Unit (PCCU) within the EUPA for their review at least one month before the deadline. Following this review, feedback may be given to ensure that the project application is in line with European and Maltese priorities. Moreover, the PCCU may refer the applicant to SEM for assistance in the formulation of application and to further develop the project idea.

National Priorities

The National Priorities for the Erasmus+ programme can be downloaded from here.

Other areas that are not mentioned as Priorities may still be considered by the Projects Evaluation Committee.

General Conditions

The General Conditions for Monobeneficiary and Multibeneficiary projects can be found here.

2. Application Forms 

Before starting your application, please check if your organisation has a unique Organisation ID that is required to participate in Erasmus+ actions managed by National Agencies. You can search for your Organisation ID or register a new organisation using the Erasmus+ and European Solidarity Corps platform: https://webgate.ec.europa.eu/erasmus-esc/organisation-registration

To apply for the below Key Actions kindly access this link: www.webgate.ec.europa.eu/app-forms/af-ui-opportunities/#/erasmus-plus

Key Action 1: Learning Mobility of Individuals

(application OPEN) Apply Here

  • Mobility of individuals in the field of higher education 11 May 2021 at 12:00   18 May 2021 at 12:00
  • Mobility of individuals in VET, school education and adult education fields 11 May 2021 at 12:00   18 May 2021 at 12:00
  • Erasmus Accreditations in VET, school education and adult education 19 October 2021 at 12:00
  • Mobility of individuals in the field of youth 11 May 2021 at 12:00   18 May 2021 at 12:00
  • Mobility of individuals in the field of youth 5 October 2021 at 12:00
  • Youth Participation Activities 11 May 2021 at 12:00   18 May 2021 at 12:00
  • Youth Participation Activities 5 October 2021 at 12:00

The Online Linguistic Support provides participants in Erasmus+ long-term mobility activities (Key Action 1) with the opportunity to assess their knowledge of the language they will use to study, work or volunteer abroad. Download Online Linguistic Support Guide.

Key Action 2: Cooperation Among Organisations and Institutions 

(application OPEN) Apply Here

  • Cooperation partnerships in the fields of education, training and youth, except for those submitted by European NGOs 20 May 2021 at 12:00
  • Cooperation partnerships in the fields of education, training and youth submitted by European NGOs 20 May 2021 at 17:00
  • Cooperation partnerships in the field of sport 20 May 2021 at 17:00
  • Small-scale partnerships in the fields of education and training and youth 20 May 2021 at 12:00
  • Small-scale partnerships in the fields of education and training and youth 3 November 2021 at 12:00
  • Small-scale partnerships in the field of sport 20 May 2021 at 17:00
  • Centres of Vocational Excellence 7 September 2021 at 17:00
  • Erasmus Teacher Academies 7 September 2021 at 17:00
  • Erasmus Mundus Action 26 May 2021 at 17:00
  • Alliances for Innovation 7 September 2021 at 17:00
  • Capacity building in the field of youth 1 July 2021 at 17:00
  • Non-for-profit Sport Events 20 May 2021 at 17:00

Please note that applications addressing more than one field are still eligible to apply however applicants need to identify which sectors will be most impacted and choose from the above applications accordingly.

Key Action 3: Support to Policy Development and Cooperation 

(application not open yet)

  • European Youth Together 24 June 2021 at 17:00
  • Jean Monnet Actions and Networks 2 June 2021 at 17:00

 

Guidelines for completing application e-Forms

For ease of reference and for further assistance, please refer to the step by step user guidelines on how to complete the above application e-forms in the following document:

 

For further guidelines on Web Application Forms when applying for an EU grant under the Erasmus+ Programme kindly click HERE

3. Accreditation

Erasmus accreditation in the fields of adult education, vocational education and training, and school education – EAC/A02/2020

Erasmus accreditation is a tool for education and training organisations in adult education, vocational education and training (VET), and school education that want to open up to cross-border exchange and cooperation. Award of the Erasmus accreditation confirms that the applicant has set up a plan to implement high quality mobility activities as part of a wider effort to develop their organisation.

Interested organisations can apply for an individual Erasmus accreditation for their organisation, or for an Erasmus accreditation for mobility consortium coordinators. Previous experience in Erasmus+ (2014-2020) is not required to apply.

In addition, organisations currently holding a valid Erasmus+ VET Mobility Charter can transfer their accreditation to the future Programme by applying to this Call. These organisations may apply for a specific light procedure for VET Mobility Charter holders. As part of this Call, the current VET Mobility Charter holders may also be awarded an excellence label to recognise their past work and dedication to quality

Accredited Erasmus organisations will gain simplified access to Key Action 1 funding opportunities under the future Programme (2021-2027)

Click below to view the rules of budget allocation for accredited applicants under Erasmus+ Key Action 1.

Adult Education

School Education

Vocational Education and Training

 

Download the Erasmus Accreditation Brochure EN

How to apply

Access the Erasmus accreditation application form (EU Login required – you can create an account if you do not have one).

Related documents

Rules of application

Erasmus quality standards

Deadline to apply 29th October 2020 – 12:00

List of Institutions Eligible to Apply for Erasmus Accreditation 2020_2021

2020 Erasmus accreditation in the field of Youth- EAC/A03/2020

Erasmus accreditations are a tool for organisations that want to open-up their activities to cross-border exchange and cooperation and are designed for organisations that plan to implement learning mobility activities on a regular basis. Awarding of the Erasmus accreditation confirms that the applicant organisation has appropriate and effective processes and measures in place to implement high quality learning mobility activities as planned and use them to benefit the youth field.

How to apply

Access the Erasmus accreditation application form (EU Login required – you can create an account if you do not have one.

Call

Call for proposals (Official Journal)

Related documents

Rules of application

Erasmus youth quality standards

Deadline to apply 31st December 2021 – 12:00

 

The Erasmus Charter Call for accreditation 2021-2027(published 18/02/2020)

Applicants have been flagged to go through 2 mutually exclusive procedures:

 

ECHE selection light procedure

This Call aims at accrediting those HEIs located in eligible countries which have operational capacity to take part in next Programme’s activities, such as learning mobility of individuals and/or cooperation for innovation and good practices.

Prior to the publication of this Call, the European Commission and the Erasmus+ National Agencies will have analysed the activity and past performance of ECHE holders under the Erasmus+ Programme. To be included in this topic, the following elements were taken into account:

  • whether the HEI had participated in an Erasmus+ KA1 mobility activity from 2017;
  • whether the HEI respected the Erasmus Charter for Higher Education principles;
  • whether the HEI obtained their ECHE under the 2020 Call.

Only applicants notified by the their Erasmus+ National Agency as selected for the light procedure are admitted to this topic.

The deadline for submitting applications for the Higher Education Charter is 21 April 2020 26 May 2020 (deadline extended)

The indicative date of publishing selection results is October 2020. To apply kindly follow the link below:

 

ECHE Full procedure

This Call aims at accrediting those HEIs located in eligible countries which have operational capacity to take part in next Programme’s activities, such as learning mobility of individuals and/or cooperation for innovation and good practices.

Prior to the publication of this Call, the European Commission and the Erasmus+ National Agencies will have analysed the activity and past performance of ECHE holders under the Erasmus+ Programme. To be included in this topic, the following elements were taken into account:

  • whether the HEI had participated in an Erasmus+ KA1 mobility activity from 2017;
  • whether the HEI respected the Erasmus Charter for Higher Education principles;
  • whether the HEI obtained their ECHE under the 2020 Call.

New applicants and applicants notified by the their Erasmus+ National Agency as selected for the full procedure are admitted to this topic.

The deadline for submitting applications for the Higher Education Charter is 21 April 2020  extended until 26 May 2020 (deadline extended)

The indicative date of publishing selection results is October 2020.

Applicants will have to use their PICs for this call and not their OIDs. Current Charter holders need to use the PIC linked to their Erasmus code. This will allow us to add automatically their Erasmus code to their new Charters.

4. Attachment to Application Forms

Mandate Form

A mandate is a bilateral agreement between

 the coordinating organisation and each partner organisation taking part in an Erasmus+ project by which the partner organisation authorizes the coordinating organisation to act on its behalf in matters related to the project implementation.

The Mandate Form must be provided:

  • For Key Action 1 – Learning Mobility of Individuals:
    • by all partner organisations for mobility actions in the youth field;
    • by the organisations that are members of a national consortium in the fields of higher education, vocational education and training, and adult education;
    • by organisations applying for VET learner and staff mobility with the mobility charter.
  • For Key Action 2 – Strategic Partnerships:
    • By all partner organisations, except for:
    • partner organisations in projects involving schools only
    • associated partners in projects promoting cooperation between local/regional school authorities

 

Time Table and Activity Programme Forms

Those who are interested in applying for Youth Exchanges (Key Action 1) or for Structured Dialogue meetings need to fill in the below activity sheets according to their project proposal:

As for those applying for Key Action 2 (with the exception of Application KA229 – School Exchange Partnerships) are required to fill in the following document:

 

Distance Calculator

For grant support to travel costs in the Erasmus+ Programme, travel distances must be calculated using the distance calculator provided in the link below.

5. Post Application Stage

General Conditions

The General Conditions for Monobeneficiary and Multibeneficiary projects can be found in the links below:

 

Erasmus+ Call for Proposals and legal base

 

What happens once the application is submitted?

All applications received by the National Agencies or by the Executive Agency undergo an evaluation procedure.

 

The Evaluation Procedure

Project proposals are assessed by the National or Executive Agency receiving the application, exclusively on the basis of the criteria described in this Guide. The assessment implies:

  • a formal check to verify that the eligibility and exclusion criteria are respected;
  • a quality assessment to evaluate the extent to which the participating organisations meet the selection criteria (i.e. operational and financial capacity) and the project meets the award criteria. Such quality assessment is in most cases carried out with the support of independent experts. In their assessment, experts will be supported by guidelines developed by the European Commission; these guidelines will be made available on the websites of the European Commission and of the Agencies responsible for the management of Erasmus+ projects;
  • a verification, that the proposal does not present risks of double funding. If necessary, such verification is carried out in cooperation with other Agencies or other stakeholders.

The National or Executive Agency will appoint an evaluation committee to oversee the management of the whole selection process. On the basis of the assessment carried out by experts, the evaluation committee will establish a list of projects proposed for selection.

For all actions covered by this Guide, during the evaluation process, applicants may be asked to provide additional information or to clarify the supporting documents submitted in connection with the application, provided that such information or clarification does not substantially change the proposal. Additional information and clarifications are particularly justified in case of obvious clerical errors made by the applicant, or in those cases where –for projects funded through multi-beneficiary agreements – one or more mandates of the partners are missing (for multi-beneficiary agreements, see section “grant agreement/decision below”) .

 

Final Decision

At the end of the evaluation procedure, the National or Executive Agency decides on the projects to be granted on the basis of:

  • the ranking list proposed by the evaluation committee;
  • the budget available for any given Action (or any given activity within an Action)

After the completion of the selection procedure, the application files and accompanying material are not sent back to the applicant, irrespective of the outcome of the procedure.

 

Payment to Erasmus+ Beneficiaries

Pre-financing Payment

The National Agency provides pre-financing payment to beneficiaries after the Grant Agreement is signed by both parties (the beneficiary and the National Agency). Pre-financing is intended to provide the beneficiary with a float. The first pre-financing payment may be split into two or more instalments, depending on the type of action that the project is addressing (Key Action 1, Key Action2, or Key Action 3 in the Youth Sector) as well as the result of the risk assessment conducted by the Agency.

 

Interim and Final Payment

The interim and final payment will be disbursed by the National Agency on the basis of the analysis of reports and payment requests submitted by the beneficiary.

The beneficiary is advised to refer to the section ‘Payment Procedures’ in the Erasmus+ Programme Guide which is published annually by the European Commission for further details.

 

Means of Redress

If you wish to appeal a decision made by the National Agency in relation to your Erasmus+ application, please read the means of redress.

6. Important Resources- platforms and logos

 

Erasmus+ project results Platform

The Erasmus+ Project Results Platform is the dissemination platform developed by the European Commission for Erasmus+. This tool will give you access to descriptions, results and contact information of all projects funded under the Erasmus+ programme and some of the projects funded under its predecessor programmes in the field of education, training, youth and sports.

The KA2 beneficiary shall input the deliverables of the Project in the Erasmus+ Programme Dissemination Platform here in accordance with the instructions provided in the Dissemination Platform. The approval of the final report will be subject to the upload of the Project deliverables in the Dissemination Platform by the time of the submission of the final report.

The European Commission has produced a guidance document for beneficiaries Erasmus+Project Results Platform Guide for Beneficiaries on how to use the Erasmus+ Project Results Platform. You can also watch videos on adding results to your project and submitting changes and how to modify your project card.

 

Mobility Tool

Once you become a beneficiary of the Erasmus+ Programme, you will become a user of the Mobility Tool+. Download Mobility Tool+ Guide for Beneficiaries.

A step by step guide for beneficiaries on how to submit a final report.
A step by step guide for beneficiaries on how to add a mobility.
A step by step guide for beneficiaries on how to export and import mobilities.
A step by step guide for beneficiaries on how to read the error log.
A step by step guide for beneficiaries on how to work with a CSV file.

Online linguistic support (OLS)

The OLS supports language learning for Erasmus+ mobility participants taking part in long-term mobility activities. Download the European Commission’s OLS beneficiary user guide and OLS technical Q&A guide. You can also read the EC’s Frequently Asked Questions on OLS which cover general support, logging in, technical queries and more.

 

Logos to use – guidelines for funded projects

Beneficiaries of European Union (EU) funding are obliged to display the EU flag and to acknowledge the support received under the relevant EU programmes in all communication and promotional material. Click here for further information. 

7. Publications

Publications

On this page you can view publications; including leaflets and report, these can be viewed online or downloaded. If you require printed copies for your own events, please contact us.

Starting out with Erasmus

The guide Starting out with Erasmus gives you an overview of how Erasmus+ works. It explains the opportunities in Erasmus+ and shows you how to get started. It is not designed to be an exhaustive overview of Erasmus+ and does not replace the European Commission Erasmus+ Programme Guide.

Annual report

The Annual Report provides a selection of good practices undertaken under the Erasmus+ Programme. The scope of the annual report is to present initiatives undertaken by local and foreign partners that, apart from being successful in their implementation are leaving an impact on the organisation and society in general.

Annual Report 2014

Annual Report 2015

Annual Report 2016

Annual Report 2017

Annual Report 2018

Annual Report 2019

External Publications

Below you can view a number of publications produced by the European Commission or by other entities.

EU Publications

Publications produced by the European Commission

Erasmus+ higher education impact study

Between 2014 and 2018, two million students and staff in higher education undertook a learning, training or teaching period abroad with the new Erasmus+ programme. The objective of the study was to assess the impact of Erasmus+ mobilities on staff, students and higher education institutions. It was based on almost 77,000 survey responses from these groups.
Published: 2019-05-17

Study on the impact of Erasmus+ higher education partnerships and knowledge alliances at local, national and European levels on key higher education policy priorities
This study provides the analysis of two types of Erasmus+ cooperation projects: Higher Education Strategic Partnerships and Knowledge Alliances, including their coverage of the policy priorities and objectives. The study assessed what impact these projects had at systemic/policy, organisational and individual levels and how this affected the modernisation of higher education systems in Europe.
Published: 2019-05-17

Survey report Erasmus Mundus Programme covid19

The the Education, Audiovisual and Culture Executive Agency (EACEA) presents the “Erasmus Mundus Programme Implementation in the Context of COVID-19” carried out  during the period May – June 2020. 

Published June 2020

Other Publications

Student exchanges in times of crisis – ESN Research Report April 2020

The Erasmus Student Network (ESN) has written a research report on the impact of COVID-19 on the mobility experience of students and trainees across Europe. It builds on a survey in which 22,000 international students and trainees in Europe provided information about their experiences. The report aims to support policy-makers to make evidence-based decisions and alter communication in order to answer the major challenges students face during their exchange in foreign countries.

Source: The Erasmus Student Network (ESN)

Published: April 2020

 

The Impact of International Mobility on the Professional Development of Teachers and Other Staff

The Erasmus+ National Agency for Education & Training, the Kohnstamm Instituut has conducted a study into the impact that international mobility among teachers and other educational staff has yielded with regard to their professional development.

Source: Dutch National Agency Erasmus+

PROGRAMME GUIDES