Main Stages
We can break down the management of your grant into four main stages: Contracting, Monitoring, Sharing, and Reporting. Let’s delve into each stage to learn more!
1. Contracting
After your project has been approved for funding, you will receive your contract or ‘grant agreement’ outlining all the details of your project grant, along with the initial portion of your grant into your designated bank account. Additionally, you will be assigned two Project Officers from the Quality Support Team and the Finance Team, who will be your primary points of contact throughout the project lifecycle.
To further guide you into your Erasmus+ and ESC journey, we will host a Project Management session usually 3 to 4 months after the deadline for all funded projects. The Project Management session is compulsory to attend by the project coordinator.
2. Monitoring
Monitoring is fundamental to supervise the financial and quality aspects of your project.
BENEFICIARY MODULE
Use the Beneficiary Module to record details of any participants who go on mobilities. We organise regular training sessions to help you use this tool.
PERIODIC REPORT
Depending on your contract, you may have to submit a ‘Periodic Report’ at the project mid-point to report on progress and make sure the project is on track. Léargas staff will evaluate the Periodic Report and, if successful, it may trigger the next funding payment.
QUALITY MANAGEMENT
Use our Project Management Handbook to help you carry out a high-quality project.
3. Amend Your Project
Any changes to your project must be communicated to the National Agency. More information in the section below.
4. Sharing
As part of your contract, you are required to communicate your involvement in Erasmus+ within your organisation and with external stakeholders. Léargas has put together a resource pack to help you keep track of and talk about your project: Communicating and Sharing your Erasmus+ Project (leargas.ie)
5. Reporting
You must submit a Final Report to Léargas within 60 days of your project end date (through the Beneficiary Module). Score should be mentioned as well as refund. Léargas staff will evaluate the report and ask for any clarifications needed. When the Final Report is fully assessed, you may receive the final funding payment.
DESK CHECK
We work with you on ‘Desk Checks’ to ensure all financial aspects of the project are in order.
EVALUATE AND FOLLOW UP
Reflect on the successes and the lessons learned from your project.
Amend Your Project
Here you can find all the necessary resources to make changes to your grant agreements and projects. To get started, we recommend downloading the relevant Change Amendment Request Form. Take some time to review it carefully, submitting as per instructions outlined in each of the forms.
Please keep in mind that in certain cases, you may need to complete additional documentation. The specific requirements for these documents are outlined in each Change Amendment Request Form. You can download the required files from this section. If you have any questions or need further assistance, please don’t hesitate to reach out to us at amendments@leargas.ie.
Below, you’ll find a list of the available Change Amendment Forms and Other relevant documents:
Change Amendment Forms:
- KA1 Change Amendment Request Form
- KA2 Change Amendment Request Form
- ESC Change Amendment Request Form
Other Documents:
- KA1/KA2 Partner Information Template
- Legal Entity Form Public
- Legal Entity Form Private
- Legal Entity Form Individual
- Financial Identification Form
Feel free to explore and download the necessary forms and documents for your specific needs. We’re here to help you throughout the process.
2023 KA1 projects in Adult, School and Vocational Education - Templates Between Participants and Beneficiaries
You have either already received or are due to receive your grant agreement. Annex 6 to your grant agreement includes templates between participants and beneficiaries.
Here you will find both Word and PDF versions of these templates available for download:
Word Document Versions:
Template 1 – Learning agreement-AE-SCH-VET
Template 1a – Learning agreement complement- AE-SCH-VET
Template 2 – Learning programme for group activities- AE-SCH-VET
Template 3 – Learning programme by an invited expert- AE-SCH-VET
Template 4 – Grant agreement with participants- AE-SCH-VET
PDF Versions:
Template 1 – Learning agreement-AE-SCH-VET
Template 1a – Learning agreement complement- AE-SCH-VET
Template 2 – Learning programme for group activities- AE-SCH-VET
Template 3 – Learning programme by an invited expert- AE-SCH-VET
Template 4 – Grant agreement with participants- AE-SCH-VET
Europass Mobility Template available here: Europass Mobility Supplement Template Documents | Europass
Please note that obligatory supporting documentation is defined in your grant agreement and particularly in Annex 2 to the grant agreement – Applicable rules to eligible costs. This obligatory supporting documentation is defined for both individual and group mobilities and we strongly recommend that the above templates are used to evidence both individual and group mobilities.
Grant agreement with participants (Template 4) is compulsory for some types of individual mobility activities – these are listed in Annex 2 to your grant agreement. Please ensure that the template is used for these activities as lack of it may result in mobilities deemed ineligible.
Where Grant agreement with participants (Template 4) is obligatory, both Learning Agreement and Learning Agreement Complement must be also used as they constitute annexes to the Grant agreement with participants. For a Learning agreement you may use either Template 1 or draft your own learning agreement. When drafting your own learning agreement please ensure that compulsory elements, as listed on the last page of the Grant agreement with participants (Template 4), are included’.
For those individual mobility activities for which Template 4 is not listed as a compulsory document, different documentation can be used to evidence learning outcomes including Europass Mobility.
2024 KA1 projects in Adult, School and Vocational Education and Youth - Templates Between Participants and Beneficiaries
You are due to receive your 2024 Erasmus+ KA1 grant agreement. Annex 6 to your grant agreement includes templates between participants and beneficiaries.
Here you will find both Word and PDF versions of these templates available for download:
Word Document Versions:
AE-SE-VET Europass Learning agreement and certificate of learning outcomes
AE-SE-VET Europass Group learning programme
AE-SE-VET Learning programme provided by an invited expert
SE AE VET Grant Agreement with participants 2024
KA182 -Inclusion Support Declaration for Organisation
KA182 – Participant Proof of Attendance – Sample
KA155 -Inclusion Support Declaration for Organisation
KA155 – Participant Proof of Attendance
KA152-153-154 -Inclusion Support Declaration for Organisation
PDF Versions:
AE-SE-VET Europass Learning agreement and certificate of learning outcomes
AE-SE-VET Europass Group learning programme
AE-SE-VET Learning programme provided by an invited expert
SE AE VET Grant Agreement with participants 2024
KA182 – Participant Proof of Attendance – Sample
KA182 -Inclusion Support Declaration for Organisation
KA152-153-154 -Inclusion Support Declaration for Organisation
KA155 – Participant Proof of Attendance
KA155 -Inclusion Support Declaration for Organisation
Excel Spreadsheets of timetable & sign-in-sheet:
KA152-153-154 Participants Sign-in sheet
Please note that obligatory supporting documentation is defined in your grant agreement and particularly in Annex 2 to the grant agreement – Applicable rules to eligible costs. This obligatory supporting documentation is defined for both individual and group mobilities and we strongly recommend that the above templates are used to evidence both individual and group mobilities.
2024 ESC51 Projects – Templates for use between Beneficiaries and Volunteers - Volunteering Agreement
You are due to receive your 2024 European Solidarity Corps grant agreement. Annex 4 to your grant agreement will include a template for the volunteering agreement to be used between your organisation and the volunteers. This template is also available for download in this section, as both Word and PDF file.
Word Document Version:
Annex 4 – Template for agreements between beneficiaries and participants–Volunteering agreement
PDF Version:
Annex 4 – Template for agreements between beneficiaries and participants–Volunteering agreement
Additional templates available for download:
Word Document Versions:
ESC51 -Inclusion Support Declaration for Organisation
ESC51 Participant Proof of Attendance
PDF Versions:
ESC51 -Inclusion Support Declaration for Organisation
ESC51 Participant Proof of Attendance
Excel Spreadsheet:
ESC30 Timesheet Template for Coaching Costs
Explore Further Resources to Manage Your Grant.