Erasmus+ Programme
Participant Handbook
2015
Erasmus+ Participant Handbook
Introduction
This Handbook summarises the essential information necessary for you to embark, but moreover
complete, a successful Erasmus+ 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 ‘Erasmus+’?
Erasmus+ is the new European funding programme for Education, Training, Youth and Sport for
2014-2020. The programme aims to boost skills and employability, providing opportunities for
people to study, train, gain work experience and volunteer abroad. It funds international work
experience for unemployed people, trainees, workers and staff, and supports European projects to
discuss common issues or develop training materials, courses and frameworks.
Erasmus+ is a European Union programme, managed in the UK by the UK National Agency. The UK
National Agency is a partnership between the British Council and Ecorys UK.
Overview of Gecko’s ERASMUS+ project
Gecko Programmes, in Birmingham and Wolverhampton, delivers training to people who are or aim
to be employed in the creative, cultural and services sectors.
The project is funded by the Key Action 1 of the Erasmus+ Programme and aims to send abroad
learners who are studying or have completed studying a curriculum relevant to the abovementioned sectors.
Gecko Programmes and its consortium partners offer a combination of learning in the UK that is
followed by a work placement and further learning with one of our European partners. During this
period the participants will develop their employability and enterprise skills, a wider awareness of
theit chosen industry, improve their transferable vocational and soft skills, demonstrate initiative,
build entrepreneurship, confidence and self-esteem, declare aspiration through their career
development plans (job prospects), and improve their language skills and cultural awareness.
To qualify for an Erasmus+ mobility you must be currently attending one of our vocational training
programmes or have completed one in the last 12 months.
To be eligible you need to: be aged 18 or above, hold a valid EU passport or identity card and be
living in or around the West Midlands area.
Our application process asks that you answer questions so that we can gauge your capacity to grasp
the opportunity, and to build upon it when you return to the UK.
Funded by the Erasmus+ Programme, participants of European Mobilities are supported with:
 cost of travel to and from a UK airport and flights (up to € 275)
 accommodation with utilities
 local travel in Europe
 subsistence money
 training in Enterprise and Employability when abroad
 work placement
 tutoring and certification
Prior to leaving the UK, you will have preparation days for the stay abroad and cultural awareness
training.
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For 22-day mobilities, the first day abroad will be allocated for induction, orientation and a cultural
visit. In the next three weeks, in addition to your work placement and cultural visits, you will receive
“Enterprise in the Workplace” and “Employability” training.
60 day mobilities will have the same pattern, adding “Entrepreneurial Mindset” training.
A confirmed timetable will be provided after arriving.
Erasmus+ Evaluation
Evaluations will take place whilst on your mobility abroad, as well as after completing the mobility.
These will consist of:
 an evaluation at the end of your Employability & Enterprise training;
 an evaluation and monitoring at your workplace;
 a Soft-skills and Placement Evaluation Form
 a final report, to be completed upon return, with which you will receive support from Gecko.
A special meeting may be arranged for this purpose.
 an ‘On Reflection’ questionnaire three months after your return.
Failure to comply with the evaluation requirements will result in invalidation of your Erasmus+
mobility and partial reimbursement of your grant.
Erasmus+ Certification
At the end of the project your training and work experience abroad will be validated and
authenticated with:
a) a Europass Mobility Document. More details regarding Europass may be viewed here.
b) ECVET credits
c) Gecko Certification
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 your responsibility to ensure that you
meet the set baggage allowance and meet the current Government travel guidance.
Transfers to and from the airport both in the 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 you prior to
your check-out.
Subsistence Allowance
Participants will be each provided with a subsistence allowance. Gecko will estimate the cost of
travel insurance cover and include this in your subsistence allowance.
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Insurance
A travel insurance policy must be obtained for the duration of your visit. The travel insurance which
will be provided by either yourself or Gecko, 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. A copy of the policy and receipt should be forwarded to Gecko for inspection at least two
weeks prior to your departure.
European Health Insurance Card
It is mandatory requirement that participants in transnational projects are in possession of a
European Health Insurance Card. This is a free card that gives access to state-provided healthcare
during a temporary stay in any of the 28 EU countries. More information on the card and on how to
obtain it is available here.
Languages
You 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. The
Languages for Work section of the BBC website is a useful resource for sector-specific language
learning material.
The Erasmus+ Programme Online Linguistic Support platform.
The Online Linguistic Support (OLS) has been designed to assist Erasmus+ participants in improving
their knowledge of the host country’s language.
After the selection process, Gecko will send you a login and a password to access the OLS platform.
You will be required to take a language assessment before and after the mobility. The results of the
language assessment will not prevent you from taking part in the mobility activity. Based on your
assessment results, you may be granted access to an online language course before and during your
stay abroad, in order to improve your language competences. The online language courses are free
of charge. The course includes tutoring, forums, tips from former Erasmus+ participants, and more.
Overseas Advice
For your protection, you should be aware of any dangers regarding your country of visit. Please visit
the FOC website for the latest information.
Etiquette, Customs & Culture
Etiquette, or good manners, is an important part of our day-to-day lives.
In preparation for your visit it is important that you have an understanding of the etiquette,
customs and culture relevant to the country of your host organisation. Your Preparation
Tutor will also talk you through this.
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.
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
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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.
Complaints/Concerns
Should you have a complaint or concern regarding your visit, before or after the placement, please
contact the Gecko office in Wolverhampton. Your complaint/concern should be directed to Parveen
Bhatti.
During your visit 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 or by email at [email protected].
Contractual Arrangements (The ‘small print’)
All staff and Members participating in the Gecko ‘Erasmus+’ Programme 2015 must abide by
the rules and conditions set out within this Handbook . In particular, you must abide by the
conditions set out in section ‘5’ below:
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;
c) Establish a training agreement whose contents are transparent for all parties involved;
d) Manage the transport and accommodation
e) Evaluate with each participant the personal and professional development achieved through
participation in the Erasmus+ programme.
f) Define the placement objectives in terms of the skills and the competences to be developed;
g) Choose the appropriate receiving organisation
The joint roles and responsibilities of the sending Gecko and receiving 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;
e) Evaluate the progress of the project on an on-going basis and take appropriate action if
required.
The roles and responsibilities of receiving organisation in the host country:
a) Host the envisaged participants for the entire duration of the project;
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b) Organise and monitor the placement;
c) Supervise and tutor the participants;
d) Organise the reception of participants;
e) Organise transport to and from the airport if agreed with Gecko;
f) Organise accommodation for the participants;
g) Organise and deliver Enterprise and Employability training;
h) Implement regular monitoring, with guidance and support available at all times;
i) Foster understanding of the culture and mentality of the host country;
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.
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 Erasmus+ 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 Gecko about any problem or changes regarding the placement; and
e) Reimburse cost of airfares, preparation and management to Gecko Programmes Ltd, should
he/she fail to travel on the appropriate dates or complete the work placement.
f) Submit the Erasmus+ evaluation online and complete the Self-Evaluation form 2 (Soft-skills
form) and ‘On Reflection’ survey at the end of the placement.
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
Gecko Programmes works with the creative, cultural and media industries in the UK, mainly in
Central England. This sector offers employment opportunities to volunteers and new-entrants often
completers of vocational training or first degrees. Non-creative sectors also employ people in
creative roles.
Since July 2010 we have organised outward trips to Europe through our Leonardo contracts. There
have been over 250 participants on 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 their sector 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. The host
countries chosen for this project are Spain and Italy.
The groups will each be prepared with cultural awareness training delivered in the UK. Each group
will have one Accompanying Person with them for at least 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.
Aims, Outcomes and Validation
The aims and content of the visits 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.
 The period of the work placements allow for the practice of skills and responsibility for small
projects.
 The period of the visits 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
implemented by the receiving partner in each country. They will interview all participants and
introduce them to their future employer. During the internship placement, the receiving 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 receiving 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 Erasmus+ 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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