Kicking-off your Erasmus+ project

Congratulations on having your Erasmus+ project approved!

Now it’s important to focus on practical steps for the first phase of implementation.

Here's a breakdown of key activities for the kick-off phase:

By following these steps, your school can lay a strong foundation for planning and implementing an Erasmus+ project or any other international activities while ensuring active engagement and support from the school leader and the entire school community.

Signing the contract with the Erasmus National Agency

It’s the contract regulating all aspects pertaining the E+ grant.

It includes: Timing and payment of the grant, Rules for reporting; financial and legal responsibilities of the parties, visibility rules.

Review the contract or agreement provided by the NA thoroughly.
Understand the terms, conditions, and obligations outlined in the document.
Seek clarification from the NA if any parts are unclear.
Sign and return the contract within the specified timeframe to officially accept the funding.

Signing the partnership agreements

It is a formal agreement between participating organizations that outlines the roles, responsibilities, and expectations of each partner in the collaborative project. It serves as a legal and operational framework for the partnership and ensures a common understanding among all parties involved.

If you have project partners, establish a partnership agreement with each partner.
Discuss and agree upon roles, responsibilities, and expectations.
Outline the specific contributions, tasks, and commitments of each partner.
Address communication protocols, decision-making processes, and conflict resolution mechanisms.
Sign the partnership agreement with all partners involved to ensure a common understanding and commitment.

Organising the kick-off meeting

Plan and organize a kick-off meeting to bring all project partners together.
Determine the objectives and agenda of the kick-off meeting.
Share important project documents, such as the project plan, partnership agreement, and NA contract, with partners in advance.
Confirm the meeting date, time, and location, considering travel arrangements and time zone differences for international partners.
Encourage active participation and engagement by setting a positive and collaborative tone during the meeting.
Each partner identifies a representative which follows the project throughout the project cycle!
The member of the coordination group plays a key role in ensuring the flow of information from the coordination group to the project participants of the organisation and the local network of stakeholders(when relevant).

During the kick-off meeting, consider addressing the following:

Introduce all project partners and facilitate ice-breaking activities to build rapport and relationships.
Review the project objectives, expected outcomes, and timeline.
Share each partner’s roles and responsibilities and discuss how they align with the project’s goals.
Clarify communication channels and protocols to ensure effective and timely information exchange.
Discuss project management procedures, including reporting, documentation, and financial aspects.
Assign specific tasks and set deadlines for initial project activities.
Address any questions, concerns, or challenges raised by partners.
Reinforce the importance of collaboration, shared ownership, and accountability for the project’s success.

Remember!

Remember, effective communication, collaboration, and clear expectations are crucial during the kick-off phase. Regularly engage with project partners, maintain open lines of communication, and address any issues promptly to ensure a smooth start to your Erasmus+ project.