Gecko Programmes Ltd
Leonardo Programme 2015
Participant Handbook
(November 2014)
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Table of Contents
INTRODUCTION
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WHAT IS ‘LEONARDO DA VINCI’?
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OVERVIEW OF THE GECKO ‘LEONARDO’ ‘MOBILITY OPPORTUNITIES FOR VOCATIONAL
EXPERIENCE’ (MOVE): PEOPLE IN THE LABOUR MARKET (PLM) PROGRAMME
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TRAVEL ARRANGEMENTS
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ACCOMMODATION
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SUBSISTENCE ALLOWANCE
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INSURANCE
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EUROPEAN HEALTH INSURANCE CARD
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LANGUAGES
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OVERSEAS ADVICE
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ETIQUETTE, CUSTOMS & CULTURE
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STANDARDS OF DRESS AND CONDUCT
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HEALTH & SAFETY
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DRIVING ABROAD
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CONTACT WITH THE ‘HOST’
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LEONARDO EVALUATION
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EUROPASS MOBILITY DOCUMENT
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VISIT OUTCOMES
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COMPLAINTS/CONCERNS
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CONTRACTUAL ARRANGEMENTS (THE ‘SMALL PRINT’)
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APPENDIX A: PROGRAMME AIM AND OUTCOMES
APPENDIX B: EXAMPLE WORK PLACEMENTS
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Introduction
This Handbook summarises the essential information necessary for participants to embark, but
moreover complete, a successful Leonardo da Vinci placement with an international partner. This is
a summary document and more detailed advice and information may be obtained from many of the
provided web links.
What is the ‘Leonardo da Vinci’ Programme?
The Leonardo da Vinci programme supports the development of skills and training. It funds work
placements for unemployed people, volunteers and new workers, and supports European projects
to discuss common issues or develop training materials, courses and frameworks.
The Leonardo programme is open to all UK organisations involved in work-based education and
training and can help build a skilled workforce. Projects involve working with European partners and
offer a great experience for staff and learners, and long-term organisational benefits. Gecko has
been successful in securing Leonardo funding for 2015, so that the unemployed, volunteers and new
employees can participate.
Leonardo is part of the European Commission’s Lifelong Learning Programme (LLP). The LLP is a
European funding programme, which supports education and training across Europe. It is made up
of several different programmes covering the whole spectrum of lifelong learning.
Leonardo and other elements of the LLP are managed in the UK by ECORYS, who are the UK National
Agency.
Further details regarding Leonardo, the LLP and ECORYS may be found at:
http://www.leonardo.org.uk/
Overview of the Gecko ‘Leonardo’ People in the Labour Market (PLM) Programme
The programme has been devised to promote European citizenship amongst unemployed people,
volunteers and new employees working in and interested in the creative arts, media, heritage and
event management sectors. Those who participate are from the West Midlands. Alternative ways of
working in unfamiliar cultures and environments are explored.
We want participants to enjoy the experiences offered to them, and want them to develop their
confidence and competence to further construct their careers. To benefit from the programme
some language and cultural knowledge is required for countries speaking other languages, and a
show of respect for another culture.
Our application process asks that applicants answer questions so that we can gauge their capacity to
grasp the opportunity, and to build upon it on return to the UK.
Prior to leaving the UK, participants will have a few days of preparation for the stay abroad and basic
language and cultural awareness training.
For a 17 day flow, the first week will begin with the allocation of work placements, which they will
have started by the second working day. They will work approximately 35 hours a week. After the
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weekend, the second week will continue with a further week of work. Nine week mobilities will
follow a similar pattern. However, it must be recognised that work times depend on the conditions
of the placement organisation in each country and cultural differences.
A confirmed timetable will be provided after arriving.
Travel Arrangements
Gecko will undertake the booking and payment of all flight travel for participants. It is the
responsibility of the participants to contact us prior to their departure date to confirm that they
have the correct travel documents.
Travel weight allowances vary from one airline to another. It is the participant’s responsibility to
ensure that they meet the set baggage allowance and moreover meet the current Government
travel guidance:
http://www.direct.gov.uk/en/TravelAndTransport/Publictransport/AirtravelintheUK/DG_078179
Transfers to and from the airport both in UK and in the country where the placement will take place
will be arranged by us in advance of departure, with shared transport used if travelling to an airport
further than Birmingham. Once applicants have been selected as participants and flights have
been booked, they must travel to and from the host country on the appropriate dates. Failure to
travel will result in the participant reimbursing the cost of airfares back to Gecko Programmes Ltd.
Accommodation
Accommodation, on a single or shared room basis will be arranged and paid for in advance by Gecko.
The company is not responsible for providing accommodation which has a WiFi connection. Any
additional incurred costs (phone calls, mini-bar, TV, movies, etc...) must be paid for by the individual
prior to check-out.
Subsistence Allowance
Participants are each provided with approximately €200 for 2 weeks in Spain, and approximately
€800 for a 9 week placement. This is an indicative allowance. Gecko will estimate the cost of travel
insurance cover and include this in their subsistence allowance.
Insurance
A travel insurance policy must be obtained for the duration of the stay. The travel insurance which
will be provided by the participant themselves should cover the loss of baggage, etc. A reasonably
priced policy for two weeks (around £15) can be obtained via the post office or one of many
websites (e.g. http://www.gocompare.com/travel-insurance/). A copy of the policy and receipt
should be forwarded to Gecko for inspection at least two weeks prior to the participant’s departure.
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European Health Insurance Card
All participants must obtain a European Health Insurance Card, free of charge at
https://www.ehic.org.uk/Internet/startApplication.do
Languages
Participants are encouraged to learn some basic phrases for placements in countries where another
language is spoken. There are many learning sources on the internet. Lingu@net Europa provides
online support for language learners, including materials and tips for learning languages.
www.linguanet-europa.org
The Languages for Work section of the BBC website is a useful resource for sector-specific language
learning material. http://www.bbc.co.uk/languages/
Prior to departure, the host country’s language will be introduced by a Preparation Tutor.
Overseas Advice
For their own protection, participants should be aware of any dangers regarding the country of stay.
Please visit the FOC website for the latest information: https://www.gov.uk/browse/abroad/travelabroad
Etiquette, Customs & Culture
Etiquette, or good manners, is an important part of our day to day lives. Whether we realise it or not
we are always subconsciously adhering to rules of etiquette. Much of the time these are unwritten:
for example giving up your seat to a lady or elderly person, queuing for a bus in an orderly fashion
according to who arrived first or simply saying “please” or “thank you”. All are examples of
etiquette; complex unwritten rules that reflect a culture’s values.
Etiquette accomplishes many tasks. However, the one noteworthy function that etiquette does
perform is that it shows respect and deference to another. By doing so it maintains good
interpersonal relationships. Ultimately, it could be argued, etiquette is making sure that when
people mix together there are rules of interaction in place that ensure their communication,
transaction or whatever it may be goes smoothly.
In preparation before their departure to the host country, it is important that participants have
an understanding of the etiquette, customs and culture relevant to the country of their host
organisation. This will also be introduced by their Preparation Tutor.
This website might be useful: http://www.kwintessential.co.uk/resources/country-profiles.html
Standards of dress and conduct
For placements, participants should be prepared to wear smart, casual clothing. For their interview,
they should wear formal wear.
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Any participant bringing the programme and the group into disrepute will be returned
immediately to the UK. We expect the group, our hosts, and those we meet to be equally
respected.
Health and Safety
All participants are required to adopt the health and safety working practices applicable to their
normal place of work within Gecko or their employer as a minimum standard to secure both the
safety and welfare of themselves and others. Where special arrangements are required the host
should advise accordingly. All programme visits are on an educational observation basis.
Driving Abroad
Where participants are required to drive vehicles abroad they should only do so where they are
qualified (by holding a valid UK driving licence) and in full compliance with the relevant countries’
driving/road/traffic regulations. Participants must also take with them both parts of their driving
licence when travelling and driving abroad.
Advice on driving overseas may be found at https://www.gov.uk/driving-abroad
Contact with the ‘Host’
To avoid any possible confusion, all correspondence/communication with the host organisation’s
point of contact should only be via the group’s Accompanying Person and/or Gecko.
Leonardo Evaluation
Upon completion of their work placement, participants will be required to complete an on-line
evaluation report. An example of this will be provided in the preparation sessions.
It is essential that they familiarise themselves with the questions prior to their departure, using the
report as an aid memoire to ensure they have all the support necessary to complete the programme
successfully. If they do not feel they can give positive answers for any of the questions provided,
they should liaise with their Accompanying Person or Gecko as soon as possible.
The results submitted to Leonardo and Ecorys are reviewed by Gecko.
Europass Mobility Document
All participants will be registered for a Europass Mobility Document. This is recognised by the EU. It
provides details about the programme and importantly, it documents and recognises what they have
learnt and the experience they have gained during the programme.
Each Europass has a unique code, which allows participants to demonstrate its authenticity, if
required to do so. Their objectives will be recorded within their Europass document. The document
will be provided to their host in advance of their placement to enable them to arrange a programme
around the participant’s needs. Their host will sign the document to authenticate it and evidence
which objectives have been satisfactorily completed.
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More details regarding Europass may be viewed at:
http://europass.cedefop.europa.eu/en/documents/europass-mobility
Visit Outcomes
Upon completion of the participant’s work placement, they will be expected to have completed the
Self Evaluation Form 2 and will be asked to complete the ‘On Reflection’ questionnaire three months
after their return.
Complaints/Concerns
Should participants have a complaint or concern regarding their stay abroad, before or after the
placement, they should contact the Gecko office in Wolverhampton. Their complaint/concern should
be directed to Parveen Bhatti (Outward Mobility Co-ordinator).
During their placement, all complaints/concerns should be passed in the first instance to the
Accompanying Person (AP). If the AP is unable to resolve the complaint with the host (where
applicable), then the issue should be communicated immediately to the Gecko office in
Wolverhampton, who may be contacted during office hours on 01902 837416.
Contractual Arrangements (The ‘small print’)
All staff and Members participating in the Gecko ‘Leonardo’ Programme 2015 must abide by
the rules and conditions set out within this handbook and the Mobility Leonardo da Vinci
Handbook, which are summarised below. In particular, participants must abide by the conditions set
out in section ‘5’ below:
1. The roles and responsibilities of Gecko:
a) Select participants on the basis of clearly defined and transparent criteria;
b) Prepare participants in collaboration with partner organisations for the practical,
professional and cultural life of the host country, in particular through language training
tailored to meet their occupational needs;
c) Establish a training agreement whose contents are transparent for all parties involved;
d) Manage the transport
e) Evaluate with each participant the personal and professional development achieved through
participation in the Leonardo programme.
f) Define the placement objectives in terms of the skills and the competences to be developed;
g) Choose the appropriate intermediary organisation
2. The joint roles and responsibilities of the sending Gecko and intermediary organisation:
a) Negotiate a tailor-made training programme for each participant; including work placement
with a host organisation.
b) Agree the monitoring and mentoring arrangements;
c) Implement agreed validation procedures (Europass) to ensure recognition of skills and
competencies acquired;
d) Establish appropriate communication channels for all parties including participants; and
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e) Evaluate the progress of the project on an on-going basis and take appropriate action if
required.
3.
a)
b)
c)
d)
e)
f)
g)
h)
i)
The roles and responsibilities of intermediary organisation in the host country:
Host the envisaged participants for the entire duration of the project;
Organise and monitor the placement;
Supervise and tutor the participants;
Organise the reception of participants;
Organise transport to and from the airport if agreed with Gecko;
Organise accommodation for the participants;
Organise and deliver language and cultural development training;
Implement regular monitoring, with guidance and support available at all times;
Foster understanding of the culture and mentality of the host country;
4. The roles and responsibilities of the host organisation (where the placement takes place):
j) Assign tasks and responsibilities to the participants that match their knowledge, skills
competences and training objectives and ensure that appropriate equipment and support is
available;
k) Identify a tutor to monitor the participant’s training progress;
l) Provide practical support if required
5. The role and responsibilities of the participant:
a) Comply with all the arrangements negotiated for his/her work placement and to do his/her
best to make the placement a success which includes:
i) Undertaking of preparation in the host country’s language.
ii) Use of Leonardo evaluation and other evaluation forms to record personal development.
b) Obtain travel insurance covering the length of stay for the mobility if requested to.
c) Abide by the rules and regulations of the host organisation, its normal working hours, code
of conduct and rules of confidentiality;
d) Communicate with sending organisation Gecko about any problem or changes regarding the
placement; and
e) Reimburse cost of airfares and return all subsistence money to Gecko Programmes Ltd,
should he/she fail to travel on the appropriate dates or complete the work placement.
f) Submit the Leonardo evaluation online and complete the Self-Evaluation form 2 and ‘On
Reflection’ survey at the end of the placement.
6. Leave Arrangements
a) Those choosing to participate, receive consent from their employer to take time away from
their normal place of work.
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Appendix A: Programme Aims and Outcomes
Programme Summary
About Gecko
Gecko Programmes Ltd is a vocational education and training organisation based in Wolverhampton
and with facilities in Birmingham. The West Midlands is the centre of operations, but we have
activities throughout England.
With a history of engaging with the creative and third sectors to establish new projects and provide
skills advice, the company was established in 2009. Gecko develops organisations and people in the
UK and Europe, operating through the Consulting Business Unit to develop organisations, and the
Work and Skills Unit to develop people.
Through our European Team in the Work and Skills Unit, we use inward and outward individual
Mobilities to enhance the learning experience. We have experience of Leonardo Mobility contracts
since 2010, having recruited our learners and recent students to Mobility programmes funded under
LdV IVT and PLM.
Having started with 28 participants enhancing their Future Job Fund programme, we have developed
projects each year, so that we have now recruited and prepared over 200 participants for travel,
living and working in Europe, having gained Mobility contracts from 2011 - 2014. With this growth of
opportunity, we have refined our relationship with earlier Receiving Partners.
We also have a bank of volunteer Accompanying Persons, who are both trained and practiced in the
role. The APs are experienced in working with disadvantaged people and the presented difficulties,
from timidity to behavioural issues.
The Programme
The aim of the proposed project this year is to widen the work experience to unemployed
people, volunteers and new employees in order to enhance their knowledge and skills in the
creative arts, media, heritage or event management sectors and to gain sustainable
employment in the UK. The project also encourages individuals to set future goals to work in the
EU and develop their own knowledge of cultural organisations in Europe. They will meet new
people to share their experience with, whilst simultaneously working on their confidencebuilding and motivation.
The proposal for the Leonardo project for the first six months of 2015 is for up to 10 participants in
two cohorts. They will be chosen from the creative arts, media, heritage and event management
sectors to undertake nine week placements to widen their work experience within the cultural
industry. The host country chosen for this project on this occasion is Italy.
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The groups will each be prepared with language and cultural awareness training delivered in the
UK. Each group will have one Accompanying Person with them for the first week. Although our
target group is stated as 18-35 year olds we are able to accommodate some participants beyond
this age group.
Location
Florence – February/early March 2015: Ten participants will be based in Florence, Italy in
February/early March for 9 weeks. They will complete work experience placements in creative
industries such as theatres, music studios, museums or galleries. There will be an accompanying
person travelling with them for the first week. Each participant will receive language training
prior to travelling.
On their return, participants will receive certification and a Europass mobility document. These
recognised qualifications and competences will help the employees gain newfound skills and
greater access to sustainable employment.
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Aims, Outcomes and Validation
The aims and content of the placements are designed to meet the needs of the participants by
including:
 Development of individual and personal skills- dealing with social situations, confidence
building, learning abilities.
 Recognition and familiarisation with some cultural organisations outside of the UK.
 Practice and develop skills outside of the UK.
 Insights into the expanded opportunities, so that the participants can develop and manage
their career plans.
Nine week placements are seen to be the ideal length for the participants for the following reasons,
which balance both employer and participant needs:




The period of the work placements allow for the practice of skills and responsibility for small
projects.
The period of the mobilities allow for exposure to a different culture and an opportunity to
engage and use a second language in some cases.
Some participants’ employing organisations will value their staff gaining a fresh perspective
by sharing the experiences of a community or local area which ultimately helps the
organisation improve its service and reach.
The period of the participants’ absence from their normal workplace will be acceptable to
the employer.
During the placement the participants will take part in a structured training course. This will be
developed by the intermediary partner in each country. They will interview all participants and
introduce them to their future employer. During the internship placement, the intermediary partner
will make the appropriate follow-up in the organisations/companies where the internship takes
place and help the participants with any problems that might arise. At the end of the programme a
final report will be made.
One of the Quality commitments of each intermediary partner is certification of the whole
programme, therefore all of the participants will receive the following documents showing his/her
professional competence acquired during the placement:
 Europass mobility documents which are recognized in the entire EU. The implemented
internship will be recognized at a national and European level.
 Certificate of internship proving the participation in the Leonardo da Vinci project.
The skills acquired will show employers the transferable skills gained, which subjects have been
studied, and how much experience has been gained. This will demonstrate how the participants took
part in a genuine development programme.
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Appendix B
Examples of Previous Work Placements in Florence, Italy
Art Gallery Mentone - Service Centre
The historic Art Gallery Mentone, is concerned with historical artists. However, the Gallery promotes and
disseminates new talents of contemporary art through exhibitions, complete monographic catalogues,
essays and exhibitions in public spaces.
Role – Assistant Curator
Institute and Museum of Prehistory Fiorentino
Archive of Paolo Graziosi, founder of the Museum, contains documents of great importance for the
history of Italian and European prehistoric archaeology.
Role – Assistant Curator
Florence Commune – UNESCO
The Historic Centre of Florence, within the closed circle of paths traced over the old medieval walls, was
inscribed on the World Heritage List in 1982 during the sixth session of the UNESCO World Heritage
Committee. The desire to preserve and enhance the immense wealth of the city has led to the
establishment within the Department of Culture of the City of Florence for a special structure, the Office
Old Town UNESCO World Heritage Site, and the preparation and implementation of the Management
Plan .
Tasks – Cultural, Heritage sector related activities
Rangoni Basilio SRL
Specialised in traditional and handcrafted wood working, Its highly specialised personnel, manufactures
and assembles all types of custom furnishings with excellent quality. It does various types of restoration
work (additions, public locations, dining halls ...) and the construction and restoration of structures and
millwork (doors, windows, ceilings, staircases, flooring ...) In addition, it works well with -known
architectural studios.
Tasks - Production and restoration of wood
Il Papiro SRL
Il Papiro is a company which produces items in hand decorated paper with techniques inspired by the
tradition of Tuscany.
Tasks – Paper manufacturing
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