Capacity Building in the field of Higher Education CBHE

Transcription

1 Capacity Building in the field of Higher Education CBHE 2018 Call for Proposals Annika Sundbäck-Lindroos / EDUFI Noora Vähäkari / University of Turku Helsinki 24 November

2 Programme outline CBHE Call Annika Sundbäck-Lindroos, EDUFI: CBHE objectives, partners, activities, budget Noora Vähäkari, University of Turku (projects in Asia and Cuba) Tips on how to prepare a proposal: planning and budgeting Questions through chat 11:00 11:15 Break 11:15 13:00 Annika Sundbäck-Lindroos, EDUFI: Award criteria and how to write a successful application Application and selection procedure Noora Vähäkari; comments Questions through chat 2

3 The webinar recording and the presentations will be available at Ohjelmat E+ korkeakoulutukselle tilaisuuksien materiaalit 3

4 Erasmus+ Specific activities: Jean Monnet KA3 Policy Sport Systems Institutions KA2 Cooperation BHE Individuals KA1 Mobility

5 CBHE background Part of Erasmus+ EU External Policies Internationalisation and Modernisation of Universities 5

6 CBHE Objectives Regional integration Modernisation HE institutions and systems Internationalisation CBHE Quality of HE Competences Skills Management governance

7 CBHE Programme and Partner Countries Programme Countries (33 countries paying a contribution to E+) CBHE Eligible Partner Countries (> 150 countries) 28 EU Member States: Other programme countries: Iceland, Liechtenstein, Norway, former Yugoslav Republic of Macedonia, Turkey. Regions: 1: Western Balkans 2: Eastern Partnership 3: South-Mediterranean 4: Russian Federation 6: Asia 7: Central Asia 8: Latin America 9: Iran, Iraq, Yemen 10: South Africa 11: African, Caribbean and Pacific The UK: if withdrawal, EU funding ceases or partners leave 5, 12 and 13 ineligible regions

8 CBHE general information 2018: Budget available 136 MIL for 156 projects 2 to 3 year-long projects Multilateral partnerships of HEIs from Programme and eligible Partner Countries Focus on: Curriculum development Improving management and operations Strengthening relations between HEIs and their economic and social environment Yearly Calls for proposals Project budget million Euro

9 Capacity building activities Developing, testing and adapting - curricula, courses, materials and tools - methodoogy and pedagogy (soft skills, ICT, entrepreneurship) - university-industry links, business start-ups - E-learning, virtual mobility - guidance, counselling - professional development, lifelong learning - quality assurance - new management systems - modern services Upgrading facilities and equipment Staff training, surveys and studies, policy advice Conferences, seminars, workshops, roundtables

10 News in the 2018 Call for proposals No Special Mobility Strand Only 3 thematic priority areas Only 2 Programme Countries needed Increased support for long-distance travel Start of the eligibility period: - 15 November 2018 or - 15 January 2019

11 Key messages for 2018 Encouraging cooperation with Asia Attention to eligibility criteria Diversification of projects in terms of priorities, objectives, target groups and consortium composition CHECK LIST OF SELECTED PROJECTS New national /regional priorities Cross-cutting priority for refugees Relevance of cross-regional applications?

12 Indicative budget for 2018 Region Budget allocated 2016 (in Mio ) Budget allocated 2017 (in Mio ) Budget allocated 2018 (Indicative) (in Mio ) Indicative number of selected projects** REGION 1 - Western Balkans 13,17 13,82 14,57 16 REGION 2 - Eastern Partnership countries 13,86 13,51 12,88 15 REGION 3 - South-Mediterranean countries 28,57 27,84 26,55 31 Additional allocation for Tunisia* 0 3, REGION 4 - Russian Federation 6,89 6,72 6,41 7 REGION 6 - Asia 35,38 39,55 41,44 47 REGION 7 - Central Asia 9,2 8,80 8,80 10 REGION 8 - Latin America 13,1 13,20 13,20 15 REGION 9 Middle East (Iran, Iraq, Yemen) 1,9 2,00 2,10 3 Specific allocation for Iran 0,69 0, REGION 10 - South Africa 3,42 3,91 4,20 7 REGION 11 - ACP countries 5,29 5,64 6,00 7 TOTAL 131,47 138,68 136, *An additional allocation for Tunisia might become available subject to the relevant Commission decisions being taken. 12 ** Calculated on the average grant/project recorded in 2016.

13 Region-specific success rates 2016 and 2017 Stage 1 Western Balkans 2 Eastern Partn 3 South Med 4 Russian Federation 6 Asia 7 Central Asia 8 Latin America 9 Iran, Iraq, Yemen 10 South Africa 11 ACP Total* Reception Success 12% 135 7% % % , % % 98 25% % rate in % % % Eligible 2017 >60 points Sent Success to Consultation rate in 2016 Proposed for funding 16,5% 36 10% 58 21% 74 20, % 76 19% 37 18% 30 50% 5 36% % % % Focus on Asia! More and better proposals, involving LDCs, remote areas and newcomers! Erasmus+

14 CBHE Types of Projects Joint Projects: => Impact Institutions Structural Projects: => Impact Systems curriculum development university governance & management modernisation of policies, governance and management of higher education systems Links between HE institutions and the wider economic and social environment Links between HE systems and the wider economic and social environment

15 How? Joint Projects Curriculum development Development, testing and adaption of curriculum, materials and methods Staff Training (academic and nonacademic) Quality assurance mechanisms Accreditation before the end of project lifetime Teaching of new courses must start during project (1/3 of duration) Upgrading facilities Labs Libraries ICT 15

16 How? Structural Projects Example of Activities Internationalisation and Bologna Process ECTS, 3 cycles, recognition of degrees, qualification frameworks etc. Quality Frameworks, assurance systems/guidelines Innovation Policy making + monitoring (including the establishment of representative bodies, organisations or associations) 16

17 National Projects Multi-Country Projects Defined by the Ministries of Education in close consultation with the EU Delegations Defined by the Commission and based on EU's external policy priorities Must address National priorities set for Partner Country in Regions 1, 2, 3, 7, 10 Regional priorities for the regions where no national priorities are established: Regions 4, 6, 8, 9,11 Must address the regional priorities for countries in the same region (regional projects) or common to different regions (cross-regional projects) 17

18 CBHE Priorities Only 1 choice per type of project is possible! New for

19 Consortium structure National Projects (1 Partner Country + min. 2 Programme Countries) MIN 2 Eur HEIs + 3 PC HEIs Min.1 HEI from each Programme Country STRUCTURAL PROJECTS: Partner Country Ministries for HE must participate Multi-Country Projects ( 2 Partner Countries+ min. 2 Programme Countries) MIN 2 Eur HEIs, 4 PC HEIs Min.1 HEI from each Programme Country Min.3 HEI from the Partner Country At least as many Partner Country HEIs as Programme Country HEIs Exception Russia, Latin America only multicountry projects Min.2 HEI from each Partner Country At least as many Partner Country HEIs as Programme Country HEIs 19

20 Who can apply and participate in CBHE? Exception Libya, Russia and Syria cannot act as applicants As applicant: A higher education institution (HEI) An association or organisation of HEIs A rector, teacher or student organisation (for Structural Projects ONLY) As participating organisation: A higher education institution (HEI) any public or private organisation active in the labour market or in the fields of education, training and youth Associated partners can contribute to the implementation of specific project tasks/activities or support the dissemination and sustainability of the project without receiving funding.

21 OUTLINE Erasmus+ CBHE objectives, structure, partnership, activities Financing and budget Award criteria and application process CBHE Information sources 21

22 Budget and Duration-Overview Duration 24 or 36 Months Min. 500,000 - Max. 1,000,000 Real Costs and Unit Costs 5 Budget Headings 22

23 Budget Categories Staff costs (max 40%) Travel costs Costs of stay Equipment (max 30%) Sub-contracting (max 10%) 4 Staff Categories (Manager, Researcher/ Teacher/Trainer, Technician, Administrator) Students/staff from partners from their place of origin to the venue of the activity and return. Activities and related travels must be carried out in countries involved in the project. Subsistence, accommodation, local and public transport, personal or optional health insurance. Exclusively for the benefit of HEIs in the Partner Countries For services /competences that can't be found in the consortia 23

24 Budget allocation and justification 5 Budget Categories Staff - UC Travel UC Cost of Stay UC Equipment RC Sub-contracting RC Real Costs (RC) 2 Allocation / Justification Methods Unit Costs (UC) Other types of costs (ex.: dissemination, publishing, overheads costs, etc.) are not considered for the calculation of the grant. >>> Expected to be covered by co-funding. 24

25 The types of costs and how to calculate Real costs: How did you use the grant? Input based Expenses incurred, supporting documents Estimate the real costs bearing in mind the eligibility rules and the maximum amounts (equipment max 30%, subcontracting max. 10%) Unit costs: What did you achieve with the grant? output based No need to prove the actual expenditure Need to prove that the activity was justified and properly implemented (e.g. teaching, training) 25

26 How to calculate the budget Staff costs Financing mechanism for staff costs Amount Unit costs Subdivided in 4 categories and country groups (4 groups for Programme and 4 groups for Partner Countries) Max 20 days /month and 240 days / year per manager involved per day per researcher/ teacher/trainer involved per day per technician involved per day per administrative staff involved per day Max. 40% of the total grant 27

27 How to calculate the budget - Travel/Cost of Stay Costs of Stay, max. 3 months DAYS STAFF STUDENTS Travel Costs Distance Bands (one way) Unit Cost (return trip) km km km km km km n.a km and more 1.100

28 Partnership Agreement Mandatory To be submitted to the Agency within 6 months of the signature of grant contract (Signed by the legal rep.) Joint (one doc signed by all partners) or Bilateral (partner A + coordinating inst.) Template available to be adapted to specific needs of partnership Comprehensive : covering all aspects of the project: The partners role and responsibilities; Financial Management; Project Management; Project Quality Assurance; Student issues Decision/Conflict resolution mechanisms

29 Statistics on Finnish participation

30 LESSONS LEARNED FROM TWO SUCCESSFUL ERASMUS+ CBHE PROPOSALS Tips on how to prepare a CBHE project proposal; planning and budgeting Noora Vähäkari Project Manager Finland Futures Research Centre Turku School of Economics University of Turku noora.vahakari@utu.fi

31 FFRC coordinates two Erasmus+ CBHE projects Development of Energy Education in the Mekong Area (DEEM) partner HEIs and a coordinator Partner countries: Laos, Cambodia, Myanmar Programme countries: Finland, Germany, the Netherlands Capacity Building for Renewable Energy Planning in Cuban Higher Education Institutions (CRECE) HEI partners, 2 governmental partners and a coordinator Partner countries: Cuba, Costa Rica Programme countries: Spain, Germany, Finland

32 HOW TO GET STARTED WITH A PROPOSAL: 1. IDENTIFICATION OF YOUR OWN STRENGHTS AND BUILDING UP ON TOP OF PREVIOUS EXPERIENCE AND PAST PARTNERSHIPS/PROPOSALS -if your institution has made MoU s with other HEIs you can also start identifying suitable partners with the international office -Associate partners are a good add 2. CONSULTATION OF PARTNERS AND A SHORT NEEDS ASSESSMENT -joint or a structural project? Courses, modules or programmes to be developed? 3. ADJUSTMENTS MADE ACCORDING TO THE INSTRUMENT REQUIREMENTS AND EC PRIORITIES -check country/regional priorities carefully

33 5. TENTATIVE WORKPLAN NEEDS TIME -Division of roles and responsibilities, timing, location, resources, substance -A more detailed work plan should be made together with partners after receiving the funding 6. ADDRESS SYNERGIES TO EU DEVELOPMENT AND EDUCATION POLICIES, JUSTIFY THE NEED FOR THE PROJECT CAREFULLY BASED ON PAST EXPERIENCE 7. INFORM PARTNERS ABOUT THE UNIT COSTS AND PLAN A FLEXIBLE BUDGET WITH AN OPTION TO SELF FINANCING -The given staff and travel costs may vary largely from the real costs in partner countries -Make sure you all agree on how to really fund the project -Note that self financing is most likely needed, even if not planned -Check that the partners are able to receive international bank transfers

34 PRO TIP NUMBER ONE GATHER PARTNER MANDATES AND CONTACT INFORMATION WELL IN ADVANCE Check the requirements in the e-pdf and make sure you have all necessary documents and information Be careful that you fulfill eligibility criteria and provide extra documentation if needed Assist partners in obtaining the PIC code well in advance and make sure they have submitted all needed documentation

35 PRO TIP NUMBER TWO THERE ARE MANY WAYS TO SAVE IN TRAVEL COSTS Plan circular travels if possible and use the distance calculator for optimization Calculate carefully what is doable with the costs of stay Have some self financing or buffer money for caterings and extra costs as they are not eligible under the EC rules

36 PRO TIP NUMBER THREE PREPARE FOR ADDITIONAL PAPER WORK Obtaining and verifying a PIC number is no easy task for all partners Grant Agreement may be delayed don t rush first meetings Prepare Partnership Agreement well ahead Keep in mind two budgets: the one based on EC unit costs and the one based on real costs Although receipts are not required from EC, you need to have them for the auditor Travel reports and time sheets up to date

37 PRO TIP NUMBER FOUR DISTRIBUTE RESPONSIBILITIES Make partner country HEIs also work package leaders Collective annual planning is crucial Student and staff exchange complement the activities Assess the capacity and learning process throughout the project Implement series of needs assessments with stakeholders as well

38 KEEP IN MIND ALSO THAT E+ CBHE IS SOLELY AN EDUCATIONAL FUNDING INSTRUMENT, NO RESEARCH CAN BE INCLUDED DIRECTLY PUT EFFORT ON THE EUROPEAN ADDED VALUE, DISSEMINATION AND SUSTAINABILITY OF ACTION RELATIVELY LITTLE STAFF COSTS ARE ALLOWED UNIT COSTS DO NOT REFLECT REAL COSTS AND REPORTING CAN BE TRICKY LARGE CONSORTIA ARE INEVITABLE PROPOSAL IS LENGHTY AND WORD LIMITATIONS CAUSE HEADACHE

39 WEBINAR ON ERASMUS+ CAPACITY BUILDING FOR HIGHER EDUCATION WE WILL BE SHORTLY BACK COFFEE BREAK FOR 15 MIN

40 Erasmus+ CBHE objectives, structure, partnership, activities Financing and budget How to write a successful proposal? Award criteria and application process CBHE Information sources 41

41 How to start project idea Start locally initiative from the target HEI /country/region Fit with the CBHE objectives and priorities Reflects the internationalization strategies Institutional commitment, support by leadership Complementarity with other initiatives Innovative as compared to previously funded projects

42 What is assessed? Eligibility criteria Exclusion and selection criteria Award criteria

43 Eligibility Criteria Formal submission requirements Grant size and duration Applicant, Partners and Partnership requirements (number of partners, status of the grant applicant & partners, etc.)

44 Exclusion and Selection Criteria The institution is not in one of the situations described in section C. Exclusion criteria of the Guidelines (such as bankruptcy, professional misconduct, subject of fraud, corruption, administrative penalties, conflict of interest, etc.) Legal person status of the applicant organisation Financial capacity to complete the proposed activities (private entities only) Operational capacity to complete the proposed activities Based on supporting and administrative documents, like the declaration of honour, legal entity form, profit and loss accounts...

45 Award Criteria Relevance (30 points) Quality of Design + Implementation (30 points) Quality of Team + Cooperation arrangements (20 points) Impact and Sustainability (20 points) To be considered for funding, proposals must score at least 60 points in total and - out of these points at least 15 points for "Relevance"

46 Award Criterion 1 Relevance DEFINITION The project contributes to the achievement of the policy objectives of the participating partners It is based on and addresses real needs & problems of the target groups CONTENT How clearly the project addresses the Programme objectives and priorities (annual, thematic, geographical priorities) Needs analysis and presentation of specific problems addressed Definition of target groups What is innovative or complementary to other initiatives How the project was prepared

47 TIPS RELEVANCE Needs analysis Providing solutions to real and existing problems, concrete needs of the partner country Regional/national/institutional/individual) Read, analyse, link and refer to The priorities of the Erasmus+ programme Priorities and HE policy on national /local level Sectoral development plans Strategies of the HEIs, other partners, target groups, organisations, companies Contextualization, tailored approach, no EU-export

48 TIPS RELEVANCE Reflect the compelementarity of your project Other EU, UNESCO, Worldbank etc. projects Previous CBHE projects Information on selected CBHE projects Contact the local National Erasmus+ Office Objectives: realistic and clear (RESULT) Relevant project type Relevant partners on board ( NEEDS ANALYSIS, regional/national/institutional/individual) European added value

49 Award Criterion 2 - Quality of Design and Implementation DEFINITION The activities proposed are appropriate to achieve the specific and wider objectives It uses the most appropriate methodology It demonstrates a logical and sound planning capacity CONTENT Description of the project as a whole, including: specific objectives activities, expected outcomes, wider and specific objectives academic content and pedagogical approach risk analysis involvement of academics, students and stakeholders at large quality control processes

50 TIPS QUALITY OF DESIGN 1. Specific objective your promise of delivery 1.1. Outcomes/results will lead to achievement of objective, presented as Work packages (WP) Activities can be directly included in WPs or listed separately in the work plan, and described in each work package. Consistency: LFM, narrative in PART F, the WP descriptions and the work plan Remember for each activity: - AIM, CONTENT/METHOD, EXTENT/LENGTH, PARTNERS INVOLVED, TARGET GROUP

51 Award Criterion 3 - Quality Team and Cooperation DEFINITION The partnership includes all the skills, recognised expertise and competences required Suitable distribution of tasks Sound communication and coordination CONTENT Presentation of the partners competences and roles in the project Description of any complementary skills, expertise and competences directly relating to the planned project activities Ensure regional dimension Management, planned measures to ensure effective communication

52 TIPS / QUALITY OF THE TEAM AND COOPERATION Necessary competences, complementary (particularly European partner input) Involve also newcomers, regional diversity, remote areas! Importance of non-academic partners Partner country ownership /involvement in implementation of the project, and in the management demonstrated in the application, work packages, responsibilities distributed between the partners

53 Award Criterion 4 - Impact and Sustainability DEFINITION Results of the project are made available to groups not directly involved (multiplier effect) Optimal use of the results during & beyond the project lifetime Expected impact will be substantial and sustainable in the long term (financial, institutional and policy level) CONTENT Expected impact at different levels Dissemination strategy: outputs to be disseminated, target groups, dissemination tools & activities Measures planned to ensure the sustainability of project outcomes and outputs at three levels: financial, institutional and political Evidence of impact on HE at institutional / national level in PCs

54 TIPS SUSTAINABILITY Long-term impact, beyond the EU funding How outcomes of the project will be maintained by the partner country actors? Institutional support Teaching resources allocated, accreditation of new programmes etc Financial means available Income-generating activities (fees, LLL) Political involvement of decision makers Involve at an early stage, and in dissemination At least information on the project

55 What is assessed? - Award Decision EACEA takes decision based on: Evaluation Committee's recommendation, taking into account: - ranking list on quality established by independent + the results from the consultation process - consultation process with EU Delegations - the budget available for each region - the need to achieve a geographical balance within a region - sufficient coverage of the priorities

56 Indicative Roadmap for 2018 CBHE Call Steps Dates Publication Erasmus+ CBHE Call for Proposals October 2017 Deadline for submission of applications 8 February 2018 Verification of eligibility of project proposals February March 2018 Assessment of projects by experts (remotely) March May 2018 Consultation procedure June 2018 Evaluation Committee for selection of projects July 2018 Sending for signature of Award decision by Agency AO July 2018 Notification of applicants & publication of results July 2018 Preparation and signature of grant agreements August-September 2018 Start of eligibility period 15 November 2018 or 15 January 2019 Erasmus+

57 How and what do I submit? Application form - structure & contents eform (PDF Adobe document) A. Identification of the applicant and other partners B. Description of the project (summary) C. Specific information related to CBHE link to priorities, CBHE indicators ANNEXES: 1. Detailed project description (Word document, Attached to eform) D. Quality of the project team and the cooperation arrangements E. Project characteristics and relevance F. Quality of the project design and implementation G. Impact, dissemination & exploitation, sustainability; LFM; Workplan H. Work packages Other EU Grants 2. Detailed budget table 3. Declaration of Honour + Mandates 58

58 Website of the European Commission EACEA Erasmus+ Funding search for: KA2 Capacity building for HE

59 CBHE Information sources (I) Erasmus+ website EU Commission Erasmus+ e-tutorials: Erasmus+ website - EACEA

60 CBHE Information sources (II) International E+ International Contact Points (ICPs) in Programme Countries National Erasmus+ Offices (NEOs) in certain Partner Countries (PCs)

61