BeBoP20
(Be.yond.Bo.undaries: People) 24/10/2024
Twentieth INTERNATIONAL
COORDINATION note BB20
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INTERNATIONAL
COORDINATION October 2024 page 1/3 « Beyond
Bondaries : People » partnership -Quality Control
page 1 & 2: Letter
page 3: C3 planning and Be.Bo.P project agenda
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C3 from the 4th to the
9th of November in Cluj-Napoca
IC note BB19 has presented
you the goals and activities we had planned to do during this
mobility at the moment we applied (C3 LTTA was presumed to be
centered on a boost given to Scientific aspects of our partnership
and on the symbolic switch between the first phase dedicated to
(political) borders, from september 2023 to june 2024, and the second
phase more widely open to all sort of frontiers and limits and mainly
centered on the first steps of the making of our documentary film –
some leads for fixing the topic of this film have to be choosen in
Cluj then the movie writing is to be produced later (in some
workshops implemented in Montijo).
Please find the first sketch
of the C3 schedule, made by the team of the Colegiul economic
« Iulian Pop » : on page 3
ILARGIA League : a
symposium and the General Assembly
Some of you are perhaps not
(still) members of our NGO but everybody may join us (5€ per year /
you can pay in Cluj or remotely, from our blog and using the
following link:
https://ilargialeague.blogspot.com/2018/07/ilargia-what-does-it-mean.html)
Anyway I pray you to take
part in a debate centered on the new expectations for the European
projects: the symposium CLUJ SCHOLAR 2024 will be entittled « What
is a bad application and what is a mediocre project? » as an
(ironic) echo of a former meeting focused on "What is a good
project?" and called « CLUJ-NAPOCA Genius 2022 ».
The 7th GA will be an
opportunity for implementing a short videoconference with members
staying in France and with other countries in order to process to the
(re)election of administrators of the ILARGIA League.
HOURS AND LOCATION :
online symposium from 6.00
pm (French time) / it means 7.00 pm (Local time) then GA from 7.00 pm
(French time) or 8.00 pm (Local time) / hybrid event :
meeting held at the Colegiul
economic «Iulian Pop» (8 pm Romanian hour) - access to the virtual
lecture room clicking this link:
https://meet.jit.si/moderated/4d3325065612994b6de9e32d1681670ce0407ad79c2cd16616ae6e151a823210
Back to funds management and
reporting
Contrary to what the Agency
had first suggested, the possibility of sending the interim report
this summer was not offered to us. We hoped to anticipate the
procedure in order to receive the second tranche of our grants as
quickly as possible (each partner received 40% of the funds promised
to them and will still receive 20% at the end of the project; but in
the meantime, it is theoretically possible to request payment of the
second part of 40% once a “PERIODIC REPORT” has been drawn up,
transmitted and validated). BUT : If the pool of partners has not,
overall, spent at least 70% of the total European grants allocated to
the partnership at the time of submission of the report, the payment
will be reduced, for all schools, by the difference between the
targeted rate (70%) and the level actually achieved.
page 2/3
In this context,
it did not seem to me to be a good policy to report on our activities
and our expenses JUST NOW as these datas were stopped in June, when
participation in the mobility to Romania will mechanically increase
the costs incurred: it is likely that we will reach the objective of
70% in November or that we approach it sufficiently so as not to
suffer an overly penalizing reduction in the second tranche if we
request payment downstream from the LTTA C3. According to the table
reproduced (here on the first page) and appearing in one of the
documents annexed to the financial agreement, the money will be paid
to us quickly: two months after receipt of the report; so end of
January 2025 at the latest if we ourselves meet our deadlines. And if
the processing time announced by the ERASMUS+ Agency is scrupulously
respected by it (we were anxious about this point after the French
National Erasmus+ Agency had wait for a very long time before to pay
us the remaining 20% of grants the last time we finished a KA2).
Cross fingers wishing we can be confident - as I presume we can - in
the promises made y the Agency.
FINANCIAL FOLLOW UP TO BE
IMPLEMENTED IN CLUJ-NAPOCA
Please note the point is not
for each of us to reach the 70% level (as the amount of the effective
expenses compared to the total of the grants promised bu the EU) but
for the Be.Bo.P schools pool to be as close as possible of this
targeted goal - in order to make the reduction of the second tranche
very small or even inexistant. Thanks to the implementation of the C3
mobility, I believe it's becoming possible to reach the 70% level
adding all the budget engagements made by all the partners from the
beginings to November 2024. We may eventually already declare and
anticipate a little part of the spends linked to C4 (if we want to be
over 70% and are only able to reach the targe thanks to this way of
budgetization).
We'll do a plenar commitee
dedicated to the situation in Cluj-Napoca in the framework of
brainstormings to be done (as it is planned in our application) for
the 4th Check Point of our follow-up program.
BUGET MONITORING DOCUMENT
Your Principle will be asked
to send us a letter to certify the accuracy of your report concerning
the real and total amount of your expenses within the framework of
Be.Bo.P similar to that requested during the previous regular
checkpoint (CP3 : amounts before and after C2 implementation).
To save time, you can come
to Romania with the pre-established document, at least if the budget
for your travels is settled by a flat-rate system set up locally by
your accountant-manager, and your headmaster can validate it as is.
Failing that, we will ask you to send back the information concerning
your consumption of European subsidies as soon as possible after your
return from Cluj-Napoca and to have them certified very quickly by
the legal guardian. If this data is communicated to us in
mid-November, it can be attached to the report and this can be sent
to the agency before the end of the month. From that moment on, you
will know the amount of the additional subsidy that you are entitled
to expect (within a theoretical period of 75 days / if I add two
weeks between the reception by the French high school and the
distribution between all the beneficiaries - in this regard, and even
if this information has already been given, please give me a bank
identity statement to confirm the account into which the second
instalment must be paid).
Other documents could be
sent to you for completion if it turns out that the Agency requires
standardized tools of Quality Control with regard to the presentation
of our expenses. This is no longer the case, a priori, for
partnerships falling under key action 2, unlike the mobility projects
of key action 1, but I will nevertheless check whether a
formalization is not imposed on us implicitly.
page 3/3C3 planning and project
agenda
- About the plenar commitee
dedicated to the financial situation / As spends made in France
(including C3 support but without any provision made for C4) are
exceeding 70%, only 72 709 have € to be added by the other partners
to reach the targeted objective and make the teams to be able to
obtain from the EU the second instalment of our grants. Some of
schools may stay with amount of spends inferior to 70% but the
partners pool must be overhead : however, each partner must declare
on average 14 542 euros more than CP2 ! I believe it is a bit
irrealistic except if you declare not only all your spends for C3 but
at the same time your provisions for C4, which is coming very soon.
Remind the second tranche will not be entirely paid but reduced in
proportion of missing spends if we fail to prove we have used 70% of
the originally promised funds. In this case the other solution is to
wait until the 70% level is exceeded and to postpone the reporting
moment to be sure to have asap all the money. But it turns out that
some partners absolutely need an extension of subsidies now: it would
be paradoxical if the second instalment paid by the EU was reduced
because some schools have under-declared (while they are in reality
lacking the means?).
- About the other meetings
to be implemented for teachers and not students : First, “users
workshop” for project holders to learn how to connect themselves to
the Be.Bo.P explorer website. Second “feeders workshop” for
teachers to plan the sort of the contents they will share in the
Be.Bo.P website. And a strategic commitee for planning the following
mobilities (especially C4) and organizing the tasks inorder to produc
ethe intellectual outputs of the partnership.
- The
Colegiul economic “Iulian Pop” will give you in a few time the
complete C3 schedule but it is already known that the Romanian
partner will invite on Monday a guest star: the “Octavian Stroia“
High School of Choregraphy and Drama ; Tuesday will be centered on
History (Dacian and Roman heritages) as Wednesday to old borders
(between Hungarian, Austrian and Turkish empires, thanks to a journey
to Alba Iulia and area). In the framework of the meeting some
transnational video interviews will be made and some students coming
from the Republic of Moldavia will express their feelings about
frontiers. On Thursday, the adults will be
involved in a symposium then in the General Assembly of the ILARGIA
League.
- C3
DEADLINE. Slides or films focused on migrants, refugees, wars and
political frontiers were produced in each school to be shared and
published in the framework of C1 and C2 mobilities (SUR LES
FRONTIÈRES). From C3 issue is very different and partners can
present some video interviews about the people who are actors or
specialists in frontiers crossing shooted at home or co-workings
produced by two or several schools taking part in Be.Bo.P (remotely
or not). A little workshop may be implemented in Cluj-Napoca to give
some comments on these outputs to other partners' representatives...
but it must be a short activity and the dissemination is supposed to
be achived on line using the LegendE+ website. Find the products on
https://legendplus.franceserv.eu/ clicking Be.Bo.P tab then
DELIVERABLES. Some of these works will be putted online in a couple
of days, before the mobility... other ones later or after the public
presentation done in Romania. Another thing must normally be
determined in the framework of C3 : what topics will be in the
film ? A pitch or some ideas may define the first steps of this
production. The report we thought to do after C3 on limits between
« the known and the unknown, the frontiers of knowledge »
may be postponed after C4 since the begininngs of Science workshops
was a little delayed from the first school year to the second one.
- C4 PLANNING. The moment
(it is supposed to be in march) must be confirmed or changed but must
definitively have been fixed before we leave Transilvania. As we'll
be in Portugal for C4, the exploration of World (our Blue Planet) and
the limits of universe will probably be the two main axis of this
meeting where it is possible also to talk on outing migrations of
Europeans and the reverse currents existing nowadays. It could be
interesting to implement transnational workshops for learners to
produce some artistic results and/or History and Physics contents to
feed and to illustrate the Be.Bo.P explorer site. But the most
important is to make the participants write the documentary film in
order to implement the shootage in Italy.
- C5
CHECK LIST. Roma will be the place to film some scenes we need
according to the scenario created in C4 and to plan the montage of
rushes and having an outlook of the expected results in the Work
Package n°4. At the same time, we'll see the sketch of both
Mathematics and Physics sections in Be.Bo.P explorer (WP n°3) and
see how to finish the edition of this website. C5 is planned in
november and we can try to fix the dates if all schools have
information about the academic progress to be followed on next year.
- C6 FINAL. All the results
must be disseminated and the mobility be seen like a multiplier
event. It means all the productions putted online (in the contexts of
SUR LES FRONTIÈRES in LegendE+ and DANS TOUT LE ROYAUME in Be.Bo.P
explorer) will be valorized (WP2/WP3). A choregraphy may be done as
the conclusive step of SUR UNE PETITE PLANÈTE (WP 5) the documenary
film shall be presented to a large audience (WP4).
Merci de votre attention.
Best regards !
