GRANT AGREEMENT NUMBER:
2012 -
NAME OF THE COORDINATING INSTITUTION: xxxxxxxxxxxx
Form to be used for the submission of the
FIRST PROGRESS REPORT
GENERAL INSTRUCTIONS
 You should carefully read the Chapter IV of the Administrative and Financial Handbook before submitting your
First Progress Report. It covers the activities from the start of the grant agreement and the date of submission of
this report.
 The First Progress Report is submitted by the beneficiary on behalf of the Intra-ACP running Partnership. The
declaration at the end of the form confirms that a process of consultation and approval has been carried out by the
partnership. It is therefore important that the required information should be collected in good time before the
deadline for submission of the Report.
 The First Progress Report contains three parts:
I.
Operational part (narrative) where the project must be described as complete and accurate as possible
II. EACEA Mobility Tool (MT) print-outs
III. The beneficiary declaration
 The First Progress Report should be submitted in English or French, the operational language of communication
between the institutions involved in the partnership.
 The First Progress Report must be signed and dated by the legal representative of the beneficiary of the grant
agreement (i.e. the signatory of the agreement). The EACEA MT print outs must be signed by the project
coordinator.
 The First Progress Report is to be submitted at the latest by 31/01/2013. A late submission of the Report may
result in penalties or even cancellation of the grant agreement, in accordance with the General Conditions of the
agreement.
 The original and one copy of the First Progress Report must be posted by registered mail within the deadline (as
per postmark) to:
Education, Audiovisual and Culture Executive Agency (EACEA)
Unit P4 - Erasmus Mundus and External Cooperation
Avenue du Bourget, n°1 - BOUR 02/29
BE-1140 Brussels
Belgium
Moreover, an electronic version must be sent to EACEA-INTRA-ACP@ec.europa.eu
 You are advised to keep a copy of the full Report, including any annexes.
 Please fill in the "yellow fields" including the footer
GRANT AGREEMENT NUMBER - 2012 - xxxx
I.
FIRST PROGRESS REPORT: OPERATIONAL PART
The Operational part of this report should provide a detailed picture of the on-going Intra-ACP project regarding the
organisation of the partnership and implementation of mobility.
It must cover all the points listed in below and its length should be included in a range of 4 (min.) to 10 pages
(max.) (excluding possible enclosures).
1.
Organisation of the Intra-ACP partnership
a.
Management and cooperation mechanisms of the partnership



b.
Roles and responsibilities of the partners, in particular the technical partner
Internal communication and decision making processes
Criteria and the methods to allocate the selected mobility among the partners
Promotion policy


Partnership's promotion policy about the project and programme in general
Activities undertaken and actors involved to attract potential candidates from different
target groups and diaspora
 Measures to promote gender-balance, equal opportunities and participation of
disadvantaged groups
c.
Application, selection and decision procedure






d.
Academic quality control and recognition of mobility


2.
Selection strategy for reaching the mobility numbers indicated in the Grant Agreement
Management of candidates applications and selection procedure followed
Formal and qualitative criteria applied during the selection of candidates and the weight
of qualitative criteria
Mechanisms for fair and equal treatment of candidates
Procedure for taking the selection final decision
Information about results to the candidates
Activities foreseen to guarantee an academic quality control
Recognition mechanisms in place and its monitoring
Implementation of the Mobility
a.
Institutional services


b.
Services provided by all partners to the incoming students and staff i.e. housing, tutoring,
language support … etc.
Visa arrangements
Financial mechanisms
 Payment of subsistence allowances (for students and staff) and the settling in allowance
(for students);
 Arrangements for insurance, travel and visa costs
 Financial management among the partners (participation costs and distribution of lumpsum for organisation of mobility)
3.
Describe any positive experiences and/or challenges encountered in:

Reaching the planned mobility figures
GRANT AGREEMENT NUMBER - 2012 - xxxx


4.
Provide information on the improvements foreseen and an outlook for the future


5.
Updated action plan for future activities on the basis of lessons learnt
Changes/improvements planned for the next cohort in terms of partnership strategy
Provide a copy of the following documents:
a.
b.
c.
d.
e.
II.
Implementation of the 1st cohort of individual mobility with regards to relations between
partners and their participation to the activities, as well as to the promotion policy and the
selection procedure
Respecting the percentages of participants per country, target group and type of mobility as
specified in the Call for proposals
Memorandum of Understanding signed by all partners
Model of student agreement
Model of learning agreement and transcript of records
List of planned partnership meetings
"Minimum Requirement for the Selection procedure" in case you have not provided as expected before
the start of the first mobility.
FIRST PROGRESS REPORT: EACEA MOBILITY TOOL AND MOBILITY OVERVIEW
1.
The EACEA Mobility Tool must contain the most up to date individual mobility records of all students and
staff awarded with an Intra-ACP scholarship covered by this Progress Report. Mobility data must be filled in
according to sections 2.2 and 2.3 of the EMT User Manual, available on the log-in page of the tool.
2.
Mobility overview (fill in the tables below)
GRANT AGREEMENT NUMBER - 2012 - xxxx
2.1
Mobility 1st Cohort and distribution per Target Group
Masters
Target
Group
Doctorates
Staff
TOTAL Percentage N° N°N° N°N° N°scholarships scholarships
applications scholarships applications scholarships applications scholarships awarded
awarded
received
awarded
received
awarded
received
awarded
Target
Group 1
Target
Group 2
TOTAL
2.2
... %
NA
Distribution per type of mobility (%)
Type of mobility
Masters
Doctorates
Staff
2.3
... %
Call 35/10 distribution
(1st + 2nd Cohorts)
50-70%
20-30%
10-30%
Distribution in the Agreement
(1st + 2nd Cohorts)
%
%
%
Current distribution
(1st Cohort)
%
%
%
Mobility per participating country (max 10% per country)
Country
XXX
XXX
XXX
XXX
Diaspora (if applicable)
GRANT AGREEMENT NUMBER - 2012 - xxxx
N° of applications received
% of the scholarships awarded
%
%
%
%
%
2.4
Distribution of mobility flows per partner institutions
Name of the
coordinating/partner
University
Type of mobility
Target Group 1
Masters
Doctorates
Staff
Total - Coordinator
Masters
Doctorates
Partner 1 Staff
Total - Partner 1
Masters
Partner 2 -
Doctorates
Staff
Total - Partner 2
Add rows as needed
GRANT AGREEMENT NUMBER - 2012 - xxxx
Target Group 1
Target Group 2
Incoming
Coordinator -
2nd COHORT
(Foreseen)
1st COHORT
Outgoing
Incoming
Outgoing
III.
PROGRESS REPORT: DECLARATION
I, the undersigned, hereby declare that:
-
the information contained in the Progress Report is accurate and in accordance with the facts
-
this Progress Report includes the duly updated EACEA Mobility Tool outputs
-
this information has been checked and approved by the partners involved.
Signature of the beneficiary's legal representative:
Name and position:
Signature:
GRANT AGREEMENT NUMBER - 2012 - xxxx
Date:
Beneficiary check-list
To be enclosed to the Progress Report
a) Admissibility check1
Project N° : 2012-xxxx
Yes No N/A
Report signed by the legal representative or by an authorised person*
Agency's template for report respected
Electronic version of the report sent to EACEA-INTRA-ACP@ec.europa.eu
The Operational Part is enclosed
Copy of the report enclosed
EACEA Mobility tool output is enclosed
Supporting documents enclosed (if applicable)
If a 2nd Pre-financing is requested
- Financial Report part enclosed
- Final costs are presented against the agreed contractual budget
breakdown as required in the reporting instructions
*If the signatory is not the Legal Representative, a valid document confirming the authorisation to
sign on his/her behalf must be added.
1
Please note that if one (or more) of the above replies are negative, the report will be rejected.
GRANT AGREEMENT NUMBER - 2012 - xxxx
b) Content check2
YES NO
1 PART I - Operational Part is completed and detailed
2 EACEA MOBILITY TOOL (EMT)
2.1 In the output extracted via the "export to pdf "functionality, all the students and
staff awarded with an Intra-ACP scholarship are listed
2.2 The following data of each student/staff are correct:
- Gender;
- Nationality;
- Institution delivering previous degree/University of origin;
- Country of University of origin;
- Subject of study/training at host institution.
2.3 The Report output has been signed and dated by the coordinator
If a 2nd Pre-financing is requested
1 Financial part (xls file)
YES NO
1.1 The Financial Statement is dated, completed and accurate
1.2 The beneficiary declaration on the use of the Intra-ACP Grant is signed by the
Legal Representative of the coordinating institution*
2 EACEA MOBILITY TOOL (EMT)
2.1 In the output extracted via the "Progress Report" hyperlink, all the students and
staff awarded with an Intra-ACP scholarship are listed3
2.2 Mobility start and end dates, as well as mobility duration and host institution
are precisely indicated
2.3 Financial data are accurate, especially the amount reflected under column
‘Amount received’ (= total of travel costs, participation costs- if applicable,
subsistence allowances, insurance costs)
*If the signatory is not the Legal Representative, a valid document confirming the authorisation to
sign on his/her behalf must be added.
2
Please note that if the Agency during the assessment of the report detects a problem/ a missing or wrong document
related to the mandatory points of the content check list, this will lead to a request for additional information or
even a rejection of the report which cause unnecessary delays in its treatment.
3
If any student/staff appears on the list, check first whether mobility and financial data have been inserted. If this
information has not been previously encoded, the produced report output will be empty. Consult sections 2.2 Mobility
and 2.3 Reporting Data of the EMT User Manual on how to enter the mobility period and the financial data
corresponding to each student/staff.
GRANT AGREEMENT NUMBER - 2012 - xxxx