Education Audiovisual Culture EXECUTIVE AGENCY ERASMUS MUNDUS Action

Education, Audiovisual & Culture EXECUTIVE AGENCY ERASMUS MUNDUS Action 2 - Partnerships Paris - 30 november 2009 Anila Troshani Erasmus Mundus External Cooperation Window Executive Agency for Education, Audiovisual and Culture Unit P 4 1

Presentation outlines 1. EM external cooperation window: facts and figures 2. Erasmus Mundus: 1 programme – 2 mobility actions 3. Call for proposals EACEA 2009 4. Application and selection procedures Unit P 4 2

Erasmus Mundus I Objectives § Promoting the quality offer in higher education with a distinct European added value § Encouraging incoming mobility of third-country graduate students and scholars § Fostering structured co-operation with third-country higher education institutions § Enhancing the profile, visibility and accessibility of European higher education in the world 3

External Cooperation Window objectives § Promoting institution-based cooperation in the field of higher education between the EU and third countries § Improving transparency and mutual recognition of studies and qualifications for study periods abroad § Enhancing the capacity and employability for EU and thirdcountry academic staff and students Building on the experience, broadening the scope, combining excellence and coperation 4

EMECW is : 55 partnerships 71 mobility schemes involving more than 724 HEIs implementing more than 13. 000 mobilities 5 5

EMECW in France is : 95 partners 6 partnerships cooordinated by FR 95 HEIs participation as partner 71 outcoging mobility 6 670 incoming mobility 6

ERASMUS MUNDUS II The Programme Erasmus Mundus 2009 -2013 Action 1 Joint Master and Doctoral Programmes implemented by EU and non EU universities with scholarships/fellowships for EU and non EU students/doctoral candidates and scholars for the entire duration of the joint programme Action 2 Large partnerships of EU and targetted non EU universities with scholarships for EU and non EU individuals at all levels of higher education, in a variety of disciplines and variable duration Action 3 - Attractiveness Projects, - Studies and - Information activities of EM National structures Unit P 4 7 7

One programme, two mobility actions Action Specificities 1. Small partnerships • All 3 C 2. Only postgrad (master / doctorate) • All countries (EU and 3 C) • Specific discipline • Full course/programme duration • Multiple mobility • Selection on academic credentials only 3. 5 years Framework Agreement 4. Minimun double degree Common aspects Action 2 Specificities 1. Joint partnerships EU/3 C 2. Staff and student mob. 1. • 2. • • • 3. Funding by lump sum / Unit costs 4. Full recognition • • 3. 4. Unit P 4 Large partnerships Targeted 3 C All levels (in accordance with lot) Specific countries EU / 3 C All disciplines Short and long duration Single mobility Selection in favour of “disadvantaged” groups Yearly Agreement Recognition by home or host institution 8

A variety of actors EM National Structures National Tempus Offices (NTO) Commission EU / 3 C Partnerships EU Delegations Erasmus Mundus Alumni Association (EMA) Unit P 4 9

Erasmus Mundus Action 2 Programme budget 2009 -2013 For the period 2009 – 2013: • Action 2 budget: € 460 m • Approximately 100 cooperation partnerships Neighbourhood 140 m ACP 30 m Other developing countries 240 m Enlargement Industrialsed countries 30 m 20 m 10

Erasmus Mundus Action 2 Main features 2009 -2013 Funded by different financial instruments amounting to 460 million EUR EMA 2 -STRAND 1 => development - ENPI, European Neighbourhood Policy Instrument, DG AIDCO and External Relations - DCI, Development Cooperation Instrument, DG AIDCO and DG External Relations - EDF, European Development Fund, DG Development - IPA, Instrument for Pre-Accession Assistance, DG Enlargement EMA 2 -STRAND 2 – contribution to excellence - ICI, Industrialised Countries Instrument, DG External Relations

Erasmus Mundus Action 2 Main features 2009 -2013 Fosters - structured co-operation between HEIs in Europe and specific targeted geographical regions of the world - with the objective of implementing bilateral exchanges of students and university staff between Europe and these regions Award of mobility scholarships at all levels (undergraduate, master, doctorate, post-doctorate, academic and administrative staff), for variable durations, in a variety of disciplines; Priorities defined in consultation with the third countries concerned; Special attention paid to socio-economically disadvantaged groups and populations in a vulnerable situation (all except ICI);

Erasmus Mundus Action 2 : eligible regions Neighbourhood & Russia 33 M, 1225 sch W. Balkans 12 M, 720 sch ICI strand 2 7. 5 M, 150 sch Yemen, Iraq 3 M, 110 sch ACP 6 M, 200 sch Argentina 4. 4 M 130 sch Asia region 24. 75 M, 1100 sch South Africa 4. 8 M, 150 sch • Identification of thematic fields of study on the basis of regional and country needs 13

Erasmus Mundus Action 2 : eligible regions Lots with ICI 17 Partner Countries: • North America (USA, Canada) • Pacific (Australia, New Zealand) • East Asia (Japan, Republic of Korea) • South Asia (Brunei, Macau, Hong Kong, Singapore, Chinese Taipei) • Gulf Countries (Bahrain, Kuwait, Oman, Qatar, Saudi Arabia, United Arab Emirates) 14

Erasmus Mundus Action 2 – eligible participants Who can participate? - European HEIs holding an Erasmus Charter (coordinator/partner) Third-countries HEIs registered and recognised in one of the country of the Call (partner) Other organisations (associate) European students and staff registered in one of the universities member of the partnership (TG 1) Third country students and staff ( in general 70% of total mobility): - nationals registered in a partner HEI of the partnership (TG 1) - nationals not registered in a partner HEIs in the partnership and having obtain the degree in a HEI in the countries of the partnership(TG 2) - nationals of the Third-countries of lot who are in particularly vulnerable situations, for political or economic reasons or because of physical disabilities (TG 3).

Erasmus Mundus Action 2 – eligible mobility What type of mobility , distribution, duration? Undergraduates Masters Doctorates Post-doctorate fellowships Staff 30 -40% 20 -30% 15 -20% 5 -15% 1 sem. to 1 acad year 1 sem. to 2 acad years 6 - 34 months 6 - 10 months 1 - 3 months (only TG 1) - The distribution of the mobility varies according to the windows/lot - Respect the distribution geographical

Erasmus Mundus Action 2 – eligible partnership Partnership : • Minimum : 5 EU HEIs from at least 3 EU countries + TC HEI depending in the lot + at least one HEI • Maximum size: EMA 2 -STRAND 1 - 20 eligible partners (incl. the applicant); EMA 2 -STRAND 1 - 12 eligible partners (incl. the applicant) - Minimum size of the partnership varies according to the geographical windows/lot

Erasmus Mundus Action 2 – eligible activities Organisation of mobility Memorandum of Understanding Visibility and communication strategy • role and involvement of partners • specific academic arrangements • procedures for selection of candidates • Identification of Target Groups • Identification of appropriate measures, inside and outside the partnership, to attract potential candidates Transparent and fair selection mechanisms Respecting: Equal opportunities, academic merit, gender-balance Participation of disadvantaged groups Providing: Selection timing, guidelines for selection of students, documents to be submitted, admission criteria Academic recognition • Diplomas and degree recognition • Diploma Supplement • Credit transfer (ECTS) or other compatible system Sustainability strategy • Impact on target groups • Multiplier effects and capitalisation of project results and dissemination activities • Strategy for brain drain prevention

Erasmus Mundus Action 2 – eligible activities Implementation of the individual mobility The implementation refers to the students/staff individual mobility. It coincides with the period spent at the hosting universities in order to undertake the foreseen studies and to follow the academic planning. Project start : 15/06/2010 Latest possible start: 31/12/2011 For staff : throughout eligible period

Erasmus Mundus Action 2 – financing Financial Lump sum for organisation of the mobility (Flat rate of 10. 000€ per eligible participating institution) Unit costs to cover the implementation of the mobility – Travel costs (in accordance with distance : from 250 to – Monthly allowance (from 1, 000 to 2, 500 €) – Tuition fees (from « fee waiver » to 5, 000 € / academic 2, 500 €) year) – Insurance costs (75 € / month abroad)

Erasmus Mundus Action 2 – Selection criteria Financial capacity Stable and sufficient sources of finance to maintain the activity throughout the period during which the action is being carried out and, where appropriate, to participate in its funding Technical capacity Management capacity, professional competencies and qualifications required to successfully complete the proposed action. This also applies to any partner of the partnership

EM Action 2 – STRAND 1 Award criteria 1. Relevance (25%) • • potential to foster structured cooperation, to develop higher education teaching and learning capacity and to build the management capacity of HEIs in the third countries; needs and constraints of the target groups and country/countries; thematic needs and how they fit into the development strategies and the impact on HEIs in third countries; cross-cutting issues such as equal opportunities, gender balance, social equity and the programme's possible brain-drain effects. “The proposal fully addresses the specific objectives…it is comprehensively explained how the project will work at academic level as well as to contribute to the socioeconomic development” “”several objectives of the call not mentioned” “the declared main aim is the harmonization of the European and Asia n. HEI which looks too ambitious for a project based on mobility” “results are overestimated” “ “backed by the commitment of the local HE ”the needs and constraints of the countries are authorities” not well developed” « …action opposing the risk of brain-drain » Unit P 4 22

EM Action 2 – STRAND 1 Award criteria 2. Quality (65%) 2, 1 - Partnership composition and cooperation mechanisms (20%) • • • applicant and partners operational capacity, their experience in the management of international projects; partners' level of involvement and participation; distribution of the mobility activities quality and reliability of the cooperation and communication mechanisms (Memorandum of Understanding). “Partners from less developed regions have not much experience in international cooperation. The partnership consists of …partners with enough technical experience and management capacity to implement the activities envisaged” “ “European partners have a large experience, but no details are provided for Asian universities” Transparent structure in operational level and decision making Unit P 4 23

EM Action 2 – STRAND 1 Award criteria - 2, 2 Organisation and implementation of the mobility (25% ) • • • internal management for implementation of mobility cost /effectiveness balance relation between the mobility flows and thematic expertise of the partner institutions & the profile of the students academic recognition &quality assurance monitoring & quality control procedures and criteria for the selection of students visibility & awareness rising; “transparent structure in operational level and decision making” “more information on management strategy is needed” “Specific tasks of the partners well defined “ Comprehensive description of application and selection procedures” Unit P 4 “the involvement of each of the partners is not detailed” “No details about the distribution of grants among the partners” “the process will be monitored and evaluated only internally in each institution” 24

EM Action 2 – STRAND 1 Award criteria 2, 3 Student / staff facilities and follow-up (20%) – – Student agreement; Learning agreement describing the programme of study abroad and how its existence facilitates academic recognition; Practical arrangements for the reception of incoming students and staff Integration of staff in the study programme and training plans “the partnership has agreed to develop a learning Platform which may be really helpful for students” “the partnership has foreseen intercultural and language session in order to facilitate the integrati on of students “ “tutoring system is foreseen for the students in all hosting institutions” Unit P 4 “ “More details needed about visa procedures… and language provisions ” “the partnership does not provide suficient infromation about the students agreements “ 25

EM Action 2 – STRAND 1 Award criteria 3. Sustainability (10%) • • • Impact on its target groups and at institutional level Multiplier effects and plan for capitalisation of the project results and dissemination activities Potential to continue activities after EU financing “the commitment of governmental institutions and prominent associates ensures impact at individual institutional level “ “ No information how the results will be dissemiated ” “clear strategy for dissemination of project results and important role of associates in this framework” “The information provided about the impact are very general, no reference is given about what exactly one or the other institution can offer” “The measures proposed to limit the risk of brain drain seem effective and reasonable “Brain drain is tackled but the general policy is left in the hands of governments ” ” “ Unit P 4 26

EM Action 2 – STRAND 2 Award criteria • 1. Relevance (25%) • • Geographical coverage of the partnership; Significance for the relationship between European Union and the Third-Countries/Territories (see thematic fields of the respective Guidelines to the Call for proposals). “”several objectives of the call not mentioned” “The proposal fully addresses the specific objectives…it is comprehensively explained how the project will work at academic level as well as to contribute to the socioeconomic development” “the declared main aim is the harmonization of the European and Asia n. HEI which looks too ambitious for a project based on mobility” “the project tackles all thematic fields identified for the region “” ”the needs and constraints of the countries are not well developed” “results are overestimated” Unit P 4 27

EM Action 2 – STRAND 2 Award criteria 2. Contribution to excellence (25%) • contribution to educational quality, excellence and transfer of knowledge and knowhow; • potential to foster institutional cooperation, to develop higher education teaching and learning capacity of students , researchers in view of further study professional opportunities; • strategy for covering different thematic fields, and the impact on the participating institutions in these countries “Partners from less developed regions have not much experience in international cooperation. The partnership consists of …partners with enough technical experience and management capacity to implement the activities envisaged” “ “European partners have a large experience, but no details are provided for Asian universities” Unit P 4 28

EM Action 2 – STRAND 2 Award criteria 2. Quality (5 O%) 2, 1 - Partnership composition and cooperation mechanisms (15%) • • • applicant and partners operational capacity, their experience in the management of international projects; partners' level of involvement and participation; distribution of the mobility activities quality and reliability of the cooperation and communication mechanisms (Memorandum of Understanding). “Partners from less developed regions have not much experience in international cooperation. The partnership consists of …partners with enough technical experience and management capacity to implement the activities envisaged” “ “European partners have a large experience, but no details are provided for Asian universities” Unit P 4 29

Erasmus Mundus Action 2 – Award criteria - 2, 2 Organisation and implementation of the mobility (20% ) • • • internal management for implementation of mobility cost /effectiveness balance relation between the mobility flows and thematic expertise of the partner institutions & the profile of the students academic recognition &quality assurance monitoring & quality control procedures and criteria for the selection of students visibility & Awareness rising; Sustainability strategy “transparent structure in operational level and decision making” “more information on management strategy is needed” “ “No details about the distribution of grants among the partners” “Comprehensive description of application and selection procedures” “the process will be monitored and evaluated only internally in each institution” “the partnership has agreed to develop a learning Platform which may be really helpful for students” “More details needed about language provisions ” Unit P 4 30

EM Action 2 – STRAND 1 Award criteria 2, 3 Student / staff facilities and follow-up (15%) – – Student agreement; Learning agreement describing the programme of study abroad and how its existence facilitates academic recognition; Practical arrangements for the reception of incoming students and staff Integration of staff in the study programme and training plans “the partnership has agreed to develop a learning Platform which may be really helpful for students” “the partnership has foreseen intercultural and language session in order to facilitate the integrati on of students “ “tutoring system is foreseen for the students in all hosting institutions” Unit P 4 “ “More details needed about visa procedures… and language provisions ” “the partnership does not provide suficient infromation about the students agreements “ 31

Erasmus Mundus Action 2 – application and selection procedure Implementation Principles • Programme Guide + Annual Calls for Proposals +Annual Guidelines to the Call. Strong support role of Erasmus Mundus National Structures, EC Delegations Involvement of a variety of actors • The Executive Agency checks eligibility and selection criteria • The EU Delegations in third countries – check the eligibility status of the third country HEIs involved (in Action 1 and 2 proposals) – Assess the relevance of the proposals in accordance with the regional priorities • Independent Experts assess the quality of the proposal in relation with the award criteria

The Application and selection procedure Peer Review • Proposal assessed by independent experts – Selected from the Agency’s Call for expression of Interest – Two individual assessments followed by a “reconciliation” (/joint/consolidated assessment) and, if divergence between the two experts, the involvement of a third expert – Experts’ expertise in international cooperation in HE + involvement of experts from the target countries • Evaluation committee composed from EACEA and DG respsonsible, EC delegations who helps in the evaluation

The Application and selection procedure Transparent and Objective • Proposals assessment based exclusively on the selection and award criteria (eligibility and exclusion criteria must be fulfilled in order for the proposal to be assessed) • Experts Assessment Manual published on the Agency website prior to the experts’ panel • Communication of assessment results and experts comments to all applicants

The Application and selection procedure Phase 1 Consortium / Partnership Students Partners Receive application Applicant Process / check eligibility Expert 1 Expert 2 Experts’ Panel Partnership Promotion Selection Decision / Contractualisation

Tips an Advices Success can not be guaranteed, but …. . – Focus mainly in thematic fields defined in the Call although the needs of partners might slightly differ – Be aware of management capacity, academic offers of the partners while designing the mobility flows; – Explain cooperation mechanisms among the partners , explore synergies and complementarities and make them explicit so that added value of the cooperation becomes clear – Draw on the experience and the capacity of partners who have been involved in earlier or other international grant programs; make clear how the non EU partners without such experience will manage the project – Explain in detail issues such as recognition, student recruitment strategies, students support, role of staff mobility – Impact at individual and institutional level – capacity building of third countries HEIs to manage international projects Unit P 4 36

Tips an Advices • Have your project clearly in mind before – starting to read the Guide in detail – starting to complete the application form • Submitting a good proposal is the easy part. Implementing an excellent trans-national mobility it is more difficult. – Ensure you have the full support of your institutions – Ensure a good balance of responsibilities and tasks between partners. • Get advice from colleagues experienced in managing inernational programmes (in EM or other programmes) • Pay attention to the details • Be concrete / give examples / avoid vague statements • Do not assume; what is in your mind and not in the application cannot be assessed. • Use tables, graphics, flowcharts to illustrate your programme structure, the mobility tracks, the organisational aspects, etc. Unit P 4 37

A good proposal is: • Coherent in its entirety (contradictions are lethal!) • Simple : a few well chosen words can often replace a long and vague explanation • Evidence Based : use examples, justify your needs analysis, bring proofs • Clear : the expert should not end his/her reading with an headache ! Follow the application form questions and answer them in the right order • Explicit : do not take anything for granted; experts cannot read your mind • Rigorous : the application is the basis on which your joint programme will be build and monitored; it is also the cornerstone of your institutional commitment • Circumscribed : stick to what is asked. • Complete : ensure (twice) you have followed all the submission instructions attached to the application and that the form is duly signed IN ORIGINAL Unit P 4 38

EM ECW: Management experiences Changing geographical priorities require flexibility of the applicant; Promoting regional cooperation as defined in the Calls is challenging; Addressing target group 2 and 3 requires engagement and support of all partners involved; Size of partnerships is complex and requires close follow up; Selection procedures for applicants must be transparent; Distribution of mobility flows need to be balanced; Deadline to start mobility flows have to be adjusted to academic years of numerous HEI systems worldwide; Mobility flows per type may change during the implementation phase; Recognition of study period abroad needs to be formalised.

Help and offer support Executive Agency for Education, Culture and Audiovisual EACEA-EM-PARTNERSHIPS@ec. europa. eu http: //eacea. ec. europa. eu//erasmus –mundus DEADLINE : 30 April 2010 40 40

Education, Audiovisual & Culture EXECUTIVE AGENCY THANK YOU ! Unit P 4 41