Building Stronger Universities

Transcription

1 Building Stronger Universities Platform for Stability, Democracy & Rights Inception Report

2 TABLE OF CONTENTS Table of Contents... 1 List of Abbreviations Background Recommendations and actions taken Management Structure Co-financing from Danish universities... 5 Appendix 1 Maseno University, Kenya... 9 Appendix 2 Tribhuvan University, Nepal Appendix 3 Gulu University, Uganda Appendix 4 Platform Secretariat

3 LIST OF ABBREVIATIONS AAU AU BSU CNAS Danida DKK DPSC DTU DU FFU GU KU LFA M MA MoFA MSU MoU NGO PSC PS Ph.D. PSDR SDU RUC ToT TU Uni Aalborg University Aarhus University Building Stronger Universities Centre for Nepal and Asian Studies Danish International Development Assistance Danish Kroner Danish Platform Steering Committee technical University of Denmark Universities Denmark Consultative Research Committee for Development Research Gulu University University of Copenhagen Logical Framework Approach Million Master of Arts Ministry of Foreign Affairs, Denmark Maseno University Memorandum of Understanding Nongovernmental Organization Partnership Steering Committee Platform Secretariat Doctor of Philosophy Platform for Stability, Democracy & Rights University of Southern Denmark Roskilde University Training of Trainers Tribhuvan University University 2

4 1. BACKGROUND The Platform for Stability, Democracy & Rights (PSDR) has as its goal to strengthen human and institutional capacity in partner universities in line with the overall objectives of the Building Stronger Universities (BSU) initiative, and with a specific focus on academic focus areas that can feed into three of the priorities identified in the strategy for Denmark s development cooperation, namely: 1) Freedom, Democracy and Human Rights; 2) Gender Equality; and 3) Stability and Fragility. The Platform s three partner countries Kenya, Nepal and Uganda are all characterised by recent experiences with armed conflict and political instability. Based on inclusive discussions across seven Danish universities and a consultative process with potential partner universities, the following universities were initially identified as core partners: Tribhuvan University (Nepal), Gulu University (Uganda) and Maseno University, Moi University and University of Nairobi (all Kenya). The selection was guided by a set of principles that stress long-term sustainability; needs and priorities at institutional and national levels; institutional commitment; existence of a critical mass of dedicated researchers in Denmark with an excellent academic track record within the relevant focus areas and countries; and overlap with Danida partner countries and country programmes. In April 2011, PSDR submitted an application for funding under the Building Stronger Universities initiative with a description of planned activities to be carried out over an initial two-year period during The application was submitted to a panel of international experts in May Based on their assessment, PSDR has been awarded a grant from Ministry of Foreign Affairs of DKK 8M covering this two-year funding cycle. The review panel offered a number of recommendations and an inception phase was defined to take place during in which the activity plans would be revised in accordance with the recommendations. During August October 2011, a series of consultative workshops has been carried out in the three partner countries. The present Inception Report describes the outcome of the discussions among PSDR partners during this Inception Phase and contains a set revised activity plans and budgets. 2. RECOMMENDATIONS AND ACTIONS TAKEN The Review Panel recommended PSDR to be more focused in the selection of areas and activities based on the results of a more thorough needs assessment; select achievable outputs that are specifically related to the focus areas; be more consistent in the distribution of activities by project components. In its revision of the original activity plans, PSDR has made substantial changes in accordance with the above recommendations. They include the following measures: Decreasing the number of core partner universities in Kenya from three to one, thereby reducing the total number of partner universities in South from five to three. Involvement of University of Nairobi and Moi University in Kenya has been postponed to a later phase, depending on the financial situation of the Platform. Within the academic focus areas covered by the platform, all planned activities fall in one of three categories: 1) Institutional research capacity strengthening; 2) institutional capacity strengthening in the area of research-based education; and 3) Strengthening institutional capacity in the area of research dissemination. The majority of activities are concentrated under the category Institutional research capacity strengthening. It is of high priority for all involved partners to strengthen institutional structures around Ph.D.-training. It has been pointed out during needs assessment at all three universities and stressed during discussions in the course of the inception phase that an acute shortage of academic staff holding Ph.D. degrees in itself creates a barrier to supervision of Ph.D.s and from an institutional perspective constitutes a problem for strengthening and/or developing Ph.D.- level training structures, such as Ph.D. schools. Therefore, it is necessary to focus on increasing the number of Ph.D. holders while preparing institutionalised support structures at the Ph.D.- level. In some cases, provisions have been put in place to also undertake a limited number of 3

5 activities at MA level. This should be seen as part of a long-term strategy towards strengthening the Ph.D.-level through initial emphasis on the food chain, i.e. the MA-level. A Monitoring Matrix describing achievable outputs at activity level has been developed. Gender mainstreaming has been integrated in terms of a requirement for at least 30% involvement of participants of either sex in all activities. Table 1 below provides an overview of activities within each project component. ACTIVITY GU TU MU Strengthening institutional research capacity at South University within the areas of Stability, Democracy and Rights Unpacking the concepts of stability, democracy and rights: theoretical investigations (kick-off conference) Workshop on Proposal development Ph.D. projects within academic focus areas initiated and supervisors identified Development of Ph.D. supervision network X X X Research methodology training (TOT) Staff mobility Core Concepts of Research: Series of short courses (open to junior staff and 2 senior MA-students) Small-scale research projects The future of CNAS. Strategic workshop X Exploring potentials for research collaboration between Gulu and Maseno X X University Strengthening institutional capacity in the area of research-based education at South University within the areas of Stability, Democracy and Rights Strengthening gender studies through curriculum development and building foundation for gender studies centre Workshop to develop peer-based education approaches 1 Follow-up assessment of workshop to develop peer-based education X approaches Strengthening institutional capacity in the area of research dissemination at South University within the areas of Stability, Democracy and Rights Workshop on Writing and publication 1 1 Documentation and dissemination X Campus knowledge sharing X Workshop to prepare activity plan for Project Coordination X X X Audit X X X Table 1: Overview of activities across the three core partner universities X Furthermore, Ministry of Foreign Affairs has indicated a division of labour between BSU and research projects supported through the Consultative Research Committee for Development Research (FFU), according to which larger research projects should only be funded through FFU, whereas BSU should focus on institutional capacity strengthening. To ensure coordination and synergy between PSDR activities and activities planned by existing or planned research projects supported by FFU, a series of meetings has been initiated between relevant key researchers during the inception phase. Wherever possible, it is planned to 4

6 optimize the utility of visits of Danish researchers to partner countries across the two types of projects, and possibilities to combine certain training activities will be explored on an ongoing basis. The revised plan expresses a strong commitment within PSDR to address the issues that were raised by the Review Panel in terms of narrowing the focus with special attention given to the PhD-level and strengthening coherence across the project components. This has also been compelled by the available funding. However, it should be noted that the revision of the activity plans has taken place at the cost of exclusion in Phase I of 2/5 of the planned partner institutions, and that activities that did in fact address serious needs at the institutions have had to be excluded in Phase I, such as development of E-learning competencies and strengthening institutional linkages through networking mechanisms, particularly in Kenya and in the Himalayan Region. PSDR considers such activities and, ipso facto, a more equal funding level across platforms in combination with a related relative decrease in transaction costs important for longterm sustainability. 3. MANAGEMENT STRUCTURE In accordance with the overall management structure of the Building Stronger Universities initiative, a Partnership Steering Committee (PSC) is established at each partner university. The Chairperson of the local partner university is appointed by the Vice-Chancellor. The PSC consists of one member from each involved unit (e.g. faculty/institute/department/research centre) and one member representing the Danish universities and appointed by the Chairperson of the Platform s Danish Steering Committee. The PSC holds the overall responsibility for the implementation of activities at each partner university and will meet physically at least once a year. Each core partner university appoints one local coordinator for the BSU collaboration. The coordinator refers to the PSC and is liaison officer vis-à-vis the Platform Secretariat (PS). The PS is located at the university where the chairperson is employed. The Secretariat for PSDR is currently placed at Aarhus University. In Denmark, a Danish Platform Steering Committee (DPSC) has been appointed, which consist of one member from each participating Danish university. The chair and vice-chair of the DPSC are appointed by the Rectors Conference in Denmark. The DPSC and the corresponding PSCs at each partner university collaborate in monitoring and guiding the project implementation and overseeing that funds are spent in accordance with the agreed activity plans and budget allocations. They are responsible for ongoing monitoring and evaluation of activities. Any deviation from the plan or irregularity in terms of expenditures or activities must be reported to the Chair of the PSC and the DPSC, respectively, who will jointly assess the situation, initiate necessary corrective steps and inform the BSU secretariat as and when required. The responsibility for planning and implementing the agreed activities is placed with Working Groups (WG). The WGs have members from both the Danish and the South partner universities and each is headed by a WG leader appointed by the Southern university, with a Danish counterpart. Researchers involved in the activities of a given WG will be members. The WGs will report progress of activities to the PSC and DPSC at regular intervals, and the coordinator will facilitate and oversee the work of the WGs. A specific Assessment Working Group (AWG) will be appointed for each South partner university. The AWG is constituted by two members appointed by the PSC, representing the South partner university; and two members appointed by the DPSC, representing the Danish universities. The AWG will be responsible for call for proposals and assessment of proposals related to allocation of funds for staff mobility, small-scale research grants and Ph.D. applications. Members of the AWG will not be eligible for grants. 4. CO-FINANCING FROM DANISH UNIVERSITIES It has been agreed that Danish universities that are active in a given platform contribute a co-financing equivalent to the proportion of the grant from MoFA that is administered by Danish Universities (50%), excluding overhead. Table 2 below provides an overview of the budget distribution between Danish and South partners, while Table 3 provides an overview of the budget per calendar year. Table 4 provides an 5

7 overview of the total budget by projective components (immediate objectives in the LFA). Table 5 provides an overview of the tentative distribution among Danish Universities of the part of the budget that is administered by Danish Universities. Budget heading DK Uni. Tribhuvan Gulu Maseno Total 1. Salaries and Emoluments 2,123, , , ,000 2,583, Taximeter/Educational Grants 0 47,000 42,000 90, , Expenses for Trips Abroad and Fieldwork 1,165, , , ,000 1,908, Project and Research Equipment 0 168, , , , Project and Research Materials 0 101, , , , Publication, Dissemination and Communication 31,000 76,500 52, , ,000 Subtotal (headings 1-6) 3,319, , , ,010 5,811, Administration fees (in Denmark) 20% 663, , Adm. fees (partners in South) 7% 58,163 58,170 58, , Study stays in DK (DFC expenses) 429, , ,000 1,287, External audit 15,000 15,000 15,000 15,000 60,000 Total Amount (headings 1-10) 3,997,800 1,333,063 1,333,170 1,333,181 7,997,214 Relative share 50% 17% 17% 17% 100% Table 2: Total budget, two years, distributed across Universities in Denmark and Core Partners # Budget heading Total Salaries and Emoluments 2,583, ,843 1,342, , Taximeter/Educational Grants 179, , , Expenses for Trips Abroad and Fieldwork 1,908, , , , Project and Research Equipment 521, , , Project and Research Materials 318, ,906 72, Publication, Dissemination and Communication 302,000 25, ,500 94,650 Subtotal (headings 1-6) 5,811, ,693 3,095,444 2,148, Administration fees (in Denmark) 20% 663, , , , Adm. fees (partners in South) 7% 174,504 1, ,726 67, Study stays in Denmark (DFC expenses) 1,287, ,287, External audit (final accounts) 60, ,000 Total Amount (headings 1-10) 7,997, ,164 4,805,184 2,513,865 Table 3: Total budget, two years, per calendar year 6

8 # Project Component DK Uni. Tribhuvan Gulu Maseno Total % 1. Strengthening institutional research 1,355, , , ,010 3,506, capacity at South University within the areas of Stability, Democracy & Rights 2. Strengthening institutional capacity in the 75, ,000 40, ,000 2 areas of research-based education at South University within the areas of Stability, Democracy & Rights 3. Strengthening institutional capacity in the 0 25,000 25,000 35,000 85,000 1 areas of research dissemination at South University within the areas of Stability, Democracy & Rights 4. Workshop to prepare activity plan for 235,000 30,000 10,000 10, , Project coordination (incl. Platform 1,654,000 35,400 36,000 50,000 1,775, Secretariat) Subtotal (headings 1-5) 3,319, , , ,010 5,811, Administration fees (in Denmark) 20% 663, , Adm. fees (partner in South) 7% 58,163 58,170 58, , Study stays in Denmark of researchers 429, , ,000 1,287, from partner countries (DFC expenses) 9. External audit (final accounts) 15,000 15,000 15,000 15,000 60,000 1 Total Amount (headings 1-9) ,333, Table 4: Total budget per objective, two years, distributed across Universities in Denmark and Core Partners (Note: Project Component 5, Project coordination, also includes the Platform Secretariat s supporting activities for project component 1-3) Share of Danish part of budget in DKK (%) Core Partner AU RUC KU AAU DTU SDU TOTAL Tribhuvan 304,975 (55) 166,350 (30) 49,905 (9) 33,270 (6) ,500 (100) Maseno 111,000 (20) 333,000 (60) 55,500 (10) 27,750 (5) 27,750 (5) 0 554,500 (100) Gulu 222,200 (40) 0 333,300 (60) ,500 (100) Subtotal 638,175 (38.3) 499,350 (30) 438,705 (26.3) 61,020 (3.7) 27,750 (1.7) 0 1,665,000 (100) Admin 1,500,000 (90.1) 145,000 (8.7) 5,000 (0.3) 5,000 (0.3) 5,000 (0.3) 5,000 (0.3) 1,665,000 (100) TOTAL 2,138,175 (64.2) 644,350 (19.3) 443,705 (13.3) 66,020 (2.0) 32,750 (1.0) 5,000 (0.2) 3,330,000 (100) Table 5: Tentative distribution of DK part of budget by core partner country across Universities in Denmark (equivalent to co-financing obligation by university) The distribution of the budget and, in accordance with it, the relative distribution of co-financing obligations - across Danish universities shown in Table 3 is tentative, since the responsibility for many activities can only be allocated in the course of Phase I. This is true, for example, concerning identification of supervisors for Ph.D.-projects and concerning hosting of visiting researchers from South, since in both cases the selection of Danish universities involved in the specific activity depends on the outcome of the selection of submitted proposals for e.g. Ph.D.-stipends and staff mobility grants. The precise mechanisms for university co-financing differ across universities. AU, which is the host institution for the PSDR Secretariat and which therefore bears the largest co-financing obligation, has 7

9 allocated a central fund for BSU leadership and administration. Most other Danish universities plan to contribute in-kind in accordance with the list of co-financing contributions agreed by DU and MoFA. In addition, AAU and RUC have indicated that co-financed Ph.D.-scholarships may constitute a significant part of their co-financing contributions, and such mechanisms can change the above distribution of funds and cofinancing during Phase I, with the effect of potentially boosting the level of activities. During the Inception Phase, a detailed LFA and a Monitoring Matrix sheet has been developed for each core partner university (see appendices below). The underlying detailed budgets with budget lines as appropriate for accounting purposes are included in the relevant annexes. 8

10 APPENDIX 1 MASENO UNIVERSITY, KENYA 1 Logical Framework 2 Budget 3 Monitoring Matrix 4 Letter of Agreement 9

11 Logical Framework - Maseno University Activity Plan, Platform for Stability, Democracy & Rights: Maseno University Development Objective: To strengthen South partner universities through partnerships between universities in Uganda, Kenya, Nepal and Denmark, through capacity building in research, research based education, and dissemination. Immediate Objective: 1 Strengthening institutional research capacity at Maseno University within the areas of Stability, Democracy and Rights Outputs Activities Indicators Means of Verification Assumptions and risks (covers all activities) 1.1 Research capacity Research methodology training in connection Number of Workshops conducted (3) Workshop report enhanced among staff with Number of male and female staff trained (approx. 3 *10) Training materials Staff mobility Number of male and female staff involved Verified travel report A sufficient number of proposals of high in visits quality will be submitted Courses attended/writing projects completed Unpacking the concepts of Stability, Conference held (1) Democracy & Rights: theoretical investigations Number of male and female participants (conference) (30) Small-scale collaborative research projects within academic focus areas Number of lectures Number of publications Number of small-scale projects completed (3 or 6) by male and female researchers Manuscripts available (if applicable) Book of abstracts Workshop Report Attendance register Presentations Anthology or international journals articles Research papers A sufficient number of proposals of high quality will be submitted. 1.2 Institutional capacity for researcher training strengthened Workshop on Proposal development Ph.D. projects within academic focus areas initiated and supervisors identified Number of working papers published Number of workshops (1) Number of male and female participants (20) Number of proposals developed Number of Ph.D. scholarships awarded and initiated Articles published in national and / or interntional journals Workshop report Training material Proposals submitted Guidelines for applications / call for proposal It will be possible to relieve staff from teaching obligations during the required period of time A sufficient number of proposals of high quality will be submitted. Applications submitted Supervision is available Scholarships notification Ph.D. students enrolled / registered LFA 1

12 Logical Framework - Maseno University Outputs Activities Indicators Means of Verification Assumptions and risks (covers all activities) Development of Ph.D. training network Number of workshops (1) Workshop report Number of male and female participants Attendance register (minimum 10) Developing best practices / guidelines for PhD supervision and training Guidelines on criteria for quality of supervision Guidelines on structures for joint supervision 1.3 International Research collaboration between MSU and GU Number of joint workshops (1) Workshop reports collaboration strengthened Number of male and female participants (20) Attendance register Immediate Objective: 2 Strengthening institutional capacity in the area of research-based education at Maseno University within the areas of Stability, Democracy and Rights Outputs: 2.1 Gender studies Series of workshops to develop gender studies Number of workshops (4) (varying Workshop reports strengthened curriculum based on identified staff resources number of participants per workshop) in gender research at MSU Staff resources in gender research mapped (1) Gender Studies curriculum (1) Attendance register Map of staff resources Gender Studies Curriculum Immediate Objective: 3 Strengthening institutional capacity in the area of research dissemination at Maseno University within the areas of Stability, Democracy and Rights Outputs: 3.1 Capacity to produce Workshop on Writing and publication Workshop conducted (1) Workshop report academic publications enhanced Number of male and female staff involved Attendance register (10) 3.2 Key academic results Documentation and dissemination of academic Number of publications Workshop reports; working dessiminated output papers; journals Number of electronic media products Electronic media products (video; recorded meetings, etc) Number of meetings with stakeholders Attendance register LFA 2

13 Logical Framework - Maseno University Outputs Activities Indicators Means of Verification Assumptions and risks (covers all activities) Immediate Objective: 4 To prepare a BSU application for Phase II with substantial and realistic positive impact on research capacity at Maseno University Outputs: 4.1 Phase II application Workshop to prepare activity plan for Workshop conducted (1) BSU application for Maseno prepared for timely submission University Number of male and female staff involved Workshop Report (30) Vision statement for BSU collaboration at Attendance register MSU and activity plan with budget Immediate Objective: 5 Ensure proper coordination and adherence to BSU administrative rules and regulations Outputs: 5.1 Platform activities well Coordination Activities implemented according to plan Quarterly narrative and financial coordinated and activity reports plan implemented Financial and narrative reports submitted Disbursement plans within deadline Disbursement Request Disbursement request Immediate Objective: 6 Audit of accounts Audit Balance of budget Audit report LFA 3

14 Budget overview per activity - Maseno University Activity number Maseno DFC Denmark Total Research methodology training in connection with Staff mobility Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations (conference) Small-scale collaborative research projects within academic focus areas Workshop on Proposal development Ph.D. projects within academic focus areas initiated and supervisors identified Development of Ph.D. training network Research collaboration between MSU and GU Series of workshops to develop gender studies curriculum based on identified staff resources in gender research at MSU Workshop on Writing and publication Documentation and dissemination of academic output Workshop to prepare activity plan for Project Coordination Subtotal Overhead (output 1-5) Audit Total Maseno Denmark Total GRAND TOTAL DKK BUDGET OVERVIEW

15 Activity Plan and budget - Maseno University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. Total cost Unit cost No. Total cost 1.1 Research capacity Research methodology Salaries and emoluments enhanced among staff training in connection with Sub total Staff mobility Salaries and emoluments Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Small-scale collaborative Salaries and emoluments , research projects within academic focus areas , Sub total TOTAL Institutional capacity for researcher training strengthened Workshop on Proposal Salaries and emoluments development Sub total Maseno University Total

16 Activity Plan and budget - Maseno University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. Total cost Unit cost No. Total cost Ph.D. projects within Salaries and emoluments academic focus areas initiated and supervisors identified Sub total Development of Ph.D. Salaries and emoluments training network Sub total TOTAL International collaboration Research collaboration Salaries and emoluments strengthened between MSU and GU Sub total TOTAL Gender studies strengthened Series of workshops to Salaries and emoluments develop gender studies curriculum based on identified staff resources in gender research at MSU Sub total TOTAL Maseno University Total

17 Activity Plan and budget - Maseno University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. Total cost Unit cost No. Total cost 3.1 Capacity to produce Workshop on Writing and Salaries and emoluments academic publications publication enhanced Sub total Key academic results Documentation and Salaries and emoluments dessiminated dissimination of academic outputs Sub total TOTAL Phase II application prepared for timely submission Workshop to prepare Salaries and emoluments activity plan for Sub total TOTAL Platform activities well Coordination Salaries and emoluments coordinated and activity plan implemented Sub total TOTAL Maseno University Total

18 Activity Plan and budget - Maseno University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. Total cost Unit cost No. Total cost 6.1. Audit Audit Salaries and emoluments Sub total 0 0 TOTAL 0 0 TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative fee ADMINISTRATIVE FEE 0, , GRAND TOTAL Maseno University Total

19 Activity Plan and budget - Maseno University Activity Plan and Budget, BUDGET NOTES Budget notes per activity Activity number Description Note Research methodology training in connection with Danish involvement covered under Staff mobility 3 months stay in Denmark for 1 person; 1 week DK researcher time included (from Danish co-financing); DKK 10,000 for compensation for teaching time at MSU included. (May be converted to stays of different length, as appropriate). DKK 25,000 for Danish involvement in AWG (from Danish co-financing) Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations (conference) Planned 6 lecturers from North (from Danish co-financing) and 6 lecturers from South; 30 participants; 3 days conference + 3 day Workshop on Proposal development (1.2.1). Budget for South Resource Persons at DKK 25, Small-scale collaborative research projects within academic focus areas Small-scale projects developed on the basis of and conducted over a period of 8 months. 1,5 man-month included for involvement of Danish researcher(s) (from Danish co-financing) + travel. DKK 25,000 for Danish involvement in AWG (from Danish co-financing) Workshop on proposal development Danish involvement covered under activity Ph.D. projects within academic focus areas initiated and supervisors identified Only 50% of grant is included in Phase I (i.e., continuation is expected); 1/3 of the Ph.D. expenses on the Danish side is co-funded by Danish Universities; Danish involvement in AWG at DKK 50,000 (from Danish co-financing) Development of Ph.D. training network Danish involvement is based on coordination with other activities Research collaboration between MSU and GU Danish involvement is based on coordination with other activities Series of workshops to develop gender studies curriculum based on identified staff resources in 1 man month for 2 Danish researchers; one weeks stay. gender research at MSU Workshop on Writing and publication Documentation and dissimination of academic outputs Workshop to prepare activity plan for man month for Danish participation + partially based on coordination with other activities; one week stay for workshop participation Coordination Budget notes

20 Activity Plan and budget - Maseno University Activity Plan and Budget, 2011 South North Outputs 1.1 Research capacity enhanced among staff 1.2 Institutional capacity for researcher training strengthened Implementati Implementati on period on period Activities Unit Unit cost No. Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Research methodology Salaries and emoluments training in connection with Sub total Staff mobility Salaries and emoluments Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Small-scale collaborative Salaries and emoluments research projects within academic focus areas Sub total TOTAL Workshop on Proposal development Salaries and emoluments Sub total Maseno University Year 2011

21 Activity Plan and budget - Maseno University Activity Plan and Budget, 2011 South North Implementati Implementati on period on period Outputs Activities Unit Unit cost No. Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Ph.D. projects within Salaries and emoluments academic focus areas initiated and supervisors identified Sub total Development of Ph.D. Salaries and emoluments training network Sub total TOTAL International collaboration Research collaboration Salaries and emoluments strengthened between MSU and GU Sub total TOTAL Gender studies strengthened Series of workshops to Salaries and emoluments develop gender studies curriculum based on identified staff resources in gender research at MSU Sub total TOTAL Maseno University Year 2011

22 Activity Plan and budget - Maseno University Activity Plan and Budget, 2011 South North Outputs 3.1 Capacity to produce academic publications enhanced 3.2 Key academic results dessiminated Implementati Implementati on period on period Activities Unit Unit cost No. Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Workshop on Writing and Salaries and emoluments publication Sub total Documentation and Salaries and emoluments dissimination of academic outputs , Sub total TOTAL Phase II application Workshop to prepare Salaries and emoluments prepared for timely submission activity plan for Sub total TOTAL Platform activities well Coordination Salaries and emoluments , coordinated and activity plan implemented Sub total TOTAL Maseno University Year 2011

23 Activity Plan and budget - Maseno University Activity Plan and Budget, 2011 South North Implementati Implementati on period on period Outputs Activities Unit Unit cost No. Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Audit Audit Salaries and emoluments Sub total TOTAL TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative fee ADMINISTRATIVE FEE 0, ,2 0 GRAND TOTAL Maseno University Year 2011

24 Activity Plan and budget - Maseno University Activity Plan and Budget, 2012 South North Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt Research capacity Research methodology Salaries and emoluments enhanced among staff training in connection with Sub total Staff mobility Salaries and emoluments , , Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Small-scale collaborative Salaries and emoluments , research projects within academic focus areas , , , , , Sub total TOTAL Institutional capacity for researcher training strengthened Workshop on Proposal development Salaries and emoluments Sub total Ph.D. projects within Salaries and emoluments , academic focus areas initiated , and supervisors identified , , , , , Sub total Development of Ph.D. Salaries and emoluments training network Sub total TOTAL Maseno University Year 2012

25 Activity Plan and budget - Maseno University Activity Plan and Budget, 2012 South North Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt International collaboration Research collaboration Salaries and emoluments strengthened between MSU and GU Sub total TOTAL Gender studies strengthened 3.1 Capacity to produce academic publications enhanced Series of workshops to Salaries and emoluments develop gender studies curriculum based on identified staff resources in gender research at MSU Sub total TOTAL Workshop on Writing and Salaries and emoluments publication Sub total Key academic results Documentation and Salaries and emoluments dessiminated dissimination of academic outputs , Sub total TOTAL Phase II application prepared for timely submission Workshop to prepare Salaries and emoluments activity plan for Sub total TOTAL Platform activities well Coordination Salaries and emoluments coordinated and activity plan implemented Sub total TOTAL Maseno University Year 2012

26 Activity Plan and budget - Maseno University Activity Plan and Budget, 2012 South North Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt Audit Audit Salaries and emoluments Sub total TOTAL TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative fee ADMINISTRATIVE FEE 0, , GRAND TOTAL Maseno University Year 2012

27 Activity Plan and budget - Maseno University Activity Plan and Budget, 2013 South North Implementation Implementation period period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Unit cost No. Total cost Qrt 1 Qrt Research capacity Research methodology Salaries and emoluments enhanced among staff training in connection with Sub total Staff mobility Salaries and emoluments , , Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Small-scale collaborative Salaries and emoluments , research projects within academic focus areas , , , , , Sub total TOTAL Institutional capacity for researcher training strengthened Workshop on Proposal development Salaries and emoluments Sub total Ph.D. projects within Salaries and emoluments , academic focus areas initiated , and supervisors identified , , , , , Sub total Maseno University Year 2013

28 Activity Plan and budget - Maseno University Activity Plan and Budget, 2013 South North Implementation Implementation period period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Unit cost No. Total cost Qrt 1 Qrt Development of Ph.D. Salaries and emoluments training network Sub total TOTAL International collaboration Research collaboration Salaries and emoluments strengthened between MSU and GU , , , Sub total TOTAL Gender studies strengthened 3.1 Capacity to produce academic publications enhanced Series of workshops to Salaries and emoluments develop gender studies curriculum based on identified staff resources in gender research at MSU Sub total TOTAL Workshop on Writing and Salaries and emoluments publication , , , Sub total Key academic results Documentation and Salaries and emoluments dessiminated dissimination of academic outputs , Sub total TOTAL Maseno University Year 2013

29 Activity Plan and budget - Maseno University Activity Plan and Budget, 2013 South North Implementation Implementation period period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Unit cost No. Total cost Qrt 1 Qrt Phase II application Workshop to prepare Salaries and emoluments prepared for timely submission activity plan for , , , Sub total TOTAL Platform activities well Coordination Salaries and emoluments , coordinated and activity plan implemented Sub total TOTAL Audit Audit Salaries and emoluments Sub total TOTAL TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative fee ADMINISTRATIVE FEE 0, , GRAND TOTAL Maseno University Year 2013

30 Monitoring Matrix Maseno University Platform for Stability, Democracy & Rights 1 Objectives and Outputs Indicators Target Result Means of Verification 31/7/2013 Development objective To strengthen South partner universities through partnerships between universities in Uganda, Kenya, Nepal and Denmark, through capacity building in research, research based education, and dissemination. Immediate objective 1 Strengthening institutional research capacity at Maseno University within the areas of Stability, Democracy and Rights Output 1.1 Research capacity enhanced among staff Activities Number of Workshops conducted 3 Workshop report Research methodology Number of male and female trained 3*10; Training materials training in connection with minimum 30% of either sex Attendance register Course material Budget Within budget Accounts 3; minimum 30% of either sex Staff mobility Number of male and female staff involved in visits Unpacking the concepts of Stability, Democracy and Rights: theoretical investigations (conference) Verified travel report Manuscripts available (if applicable) Courses attended/writing projects completed 3 Budget Within budget Accounts Conference held 1 Workshop report Number of male and female participants 30; Presentations minimum 30% of Attendance register either sex Publications Number of lectures 12 Number of publications One anthology OR at least 3 articles in international journals Budget Within budget Accounts

31 Monitoring Matrix Maseno University Platform for Stability, Democracy & Rights 2 Objectives and Outputs Indicators Target 31/7/ Small-scale collaborative Number of small-scale projects completed by 3 or 6; research projects within male and female researchers minimum 30% of academic focus areas either sex Number of working papers published 3-6working papers/research reports Result Means of Verification Research papers Articles published in national and / or international journals Budget Within budget Accounts Output 1.2 Institutional capacity for researcher training strengthened Activities Number of workshops 1 Workshop Report Workshop on Proposal Number of male and female participants 20; Attendance register development minimum 30% of either sex Number of proposals developed 20 Proposals Budget Within budget Accounts Ph.D. projects within academic focus areas initiated and supervisors identified Development of Ph.D. training network Number of Ph.D. scholarships awarded and initiated 3; minimum 30% of either sex Guidelines for applications and call for proposals Applications submitted Scholarship notification Ph.D. students enrolled / registered Budget Within budget Accounts Number of workshops 1 Workshop report Number of male and female participants Minimum 10; Attendance register minimum 30% of either sex Developing best practices / guidelines for Ph.D. 1 Guidelines on criteria for supervision and training quality of supervision Guidelines on structures for joint supervision Budget Within budget Accounts

32 Monitoring Matrix Maseno University Platform for Stability, Democracy & Rights 3 Objectives and Outputs Indicators Target Result Means of Verification 31/7/2013 Output 1.3 International collaboration strengthened Research collaboration Number of workshops 1 Workshop report between MSU and GU Number of male and female participants 20; Attendance register minimum 30% of either sex Budget Within budget Accounts Immediate objective 2 Strengthening institutional capacity in the area of research-based education at Maseno University within the areas of Stability, Democracy and Rights Output 2.1 GenderSstudies strengthened Activities Series of workshops to develop gender Studies curriculum based on identified staff resources in gender research at MSU Number of workshops 4 Workshop Reports Number of male and female participants Varying number per Attendance register workshop; Minimum 30% of either sex Staff resources in gender research mapped 1 Map of staff resources Gender Studies curriculum 1 Gender Studies curriculum Budget Within budget Accounts Immediate objective 3 Strengthening institutional capacity in the area of research dissemination at Maseno University within the areas of Stability, Democracy and Rights Output 3.1 Capacity to produce academic publications enhanced Activities Workshop on Writing and publication Workshop conducted 1 Workshop Report Number of male and female staff involved 30; Attendance register minimum 30% of either sex Budget Within budget Accounts

33 Monitoring Matrix Maseno University Platform for Stability, Democracy & Rights 4 Objectives and Outputs Indicators Target Result Means of Verification 31/7/2013 Output 3.2 Key academic results disseminated Activities Number of publications Workshop reports; Documentation and working papers, journals dissemination of academic Number of electronic media products Electronic media products output (video, recorded meetings, etc) Number of meetings with stakeholders Attendance register Budget Within budget Accounts Immediate objective 4 To prepare a BSU application for Phase II with substantial and realistic positive impact on research capacity at Maseno University Output 4.1 Phase II application prepared for timely submission Activities Workshop conducted 1 Workshop report Workshop to prepare Number of male and female staff involved 30; Attendance register activity plan for minimum 30% of either sex Vision statement for BSU collaboration at MSU and activity plan with budget 1 BSU application and budget Budget Within budget, Accounts includes co-financing Immediate objective 5 Ensure proper coordination and adherence to BSU administrative rules and regulations Output 5.1 Platform activities well coordinated and activity plan implemented Activities Activities implemented according to plan Quarterly narrative and Coordination financial reports Financial and narrative reports submitted within deadline 8 Disbursement plans Disbursement request 8 Disbursement request Budget Within budget Accounts

34 Maseno University 17 October2011 J.nr ASA Letter of Agreement Between Aarhus University And Maseno University On Capacity Building Co-operation under the Building Stronger Universities in Developing Countries Initiative (BSU), platform on Stability, Democracy and Rights The present agreement is concluded between Aarhus University, hereinafter called AU, and Maseno University, hereinafter called MSU, to co-operate on the implementation of the capacity building project, as specified below. The agreement outlines the obligations and responsibilities of the two parties. Some of the responsibilities of AU are pursuant to an agreement between Universities Denmark (UD) and the Ministry of Foreign Affairs of Denmark, providing the funds for the project. Article 1: Stability, Democracy and Rights Platform Project Project title: Institutional Research Capacity Strengthening at Maseno University Project file no.: FU-11-PLAT (Maseno University) Project period: 1 August 2011 to 31 July 2013 Objectives: To strengthen institutional capacity in the areas of research, research-based education and research dissemination at Maseno University Project budget: DKK 2,000,000 Article 2: Project Documentation The basis for the capacity building project co-operation, outlined in this agreement, is a Memorandum of Understanding (MoU) between Universities Denmark and Maseno University, outlining the background and the objectives, activities and organisational setup of the project; a platform description (Annex 1); a detailed activity plan and budget prepared jointly by the two parties (Annex 2). 1

35 The MoU, the platform description and the activity plan and budget are integral parts of this agreement. In addition, the following formats will be used for the purposes of managing, monitoring and reporting of the project: Disbursement Form (Annex 3) Annual Accounts form (Annex 4) Monitoring Matrix (Annex 5) Project Completion Report Form (Annex 6) Audit Instructions (Annex 7) Article 3: Organisational Structure The management of the cooperation will be carried out in accordance with the overall management structure of the BSU initiative (see the Organizational Chart). Universities Denmark (UD) -Rectors Conference - Secretariat - Working Group Vice Chancellor / Rector Platform Steering Committee BSU Partnership Steering Committee Platform Secretariat Coordinator Working Group Working Group Working Group The Rector s Conference of Universities Denmark, assisted by the UD Secretariat and advised by the UD/BSU Working Group (BSU-WG), will oversee the implementation of the BSU initiative and will have overall responsibility for the appropriate use and reporting of core funding from the Ministry of Foreign Affairs of Denmark. The Platform has a Danish Platform Steering Committee (DPSC) with representatives from the involved Danish universities and chaired by a chairperson and deputy chairperson (all appointed by the Danish Rectors Conference). The DPSC approves the overall platform activity plans and budgets, guides the division of tasks and responsibilities between the Danish partners, and reports back to UD. The DPSC is supported by a Platform Secretariat (PS), hosted at a Danish university. The PS manages funds and organizes the collaboration with universities and research institutions outside Denmark. The coordination structure with the partners in South is headed by the Vice Chancellor. It consists of a Partnership Steering Committee (PSC), a project coordinator and one or more Working Group(s) (WG). 2

36 Apart from a salary component to the coordinator at AU and MSU, respectively, there will be no honorarium or salary paid for preparation or participation in meetings of these groups and committees, since these costs are considered a contribution by the institutions. However, the platform will cover travel, food and lodging costs in connections with the meetings, when applicable. a. Partnership Steering Committee Under the MoU between Universities Denmark and Maseno University a Partnership Steering Committee (PSC) shall be established. Maseno University appoints the Chairperson of the PSC. In addition to the Chairperson, the PSC shall consist of representatives from Maseno University and the Danish university sector. The DPSC appoints one Danish member of the Partnership Steering Committee. Maseno University appoints one committee member from each participating faculty, campus and centre. The Partnership Steering Committee shall provide leadership for the joint capacity-building activities of the Parties; accept responsibility for the academic and financial integrity of the collaboration; review the finances on an annual basis and ensure proper utilization of funds; review progress of the platform and discuss the annual progress report; promote coherence within the platform and coordination with other BSU activities; prepare plans for the subsequent phase of the platform. The PSC shall meet at least once every calendar year. b. Project Coordinator A project coordinator will be appointed at Maseno University to assist in the planning, implementation and reporting of activities. The coordinator is responsible for organizing the Working Group(s), for coordination at Maseno University of activities, including visits between Maseno University and Danish universities; for maintaining a high level of information between MSU and PS; and for reporting to the PSC on a regular basis. The project coordinator will ensure that the information required to fill the monitoring matrix (Annex 5) is collected from the WGs and submitted to PSC and PS as part of the annual reporting. c. Platform Working Group The PSC shall establish one or more Working Group(s). A WG is in charge of implementation of a specific activity or cluster of activities as defined in the activity plan. Examples of activities that should be included under WG responsibility are to: Identify topics for research networking; Plan and initiate research courses carried out under the platform; Discuss north-south and south-south collaboration, and review proposals for collaboration; Discuss initiatives to enhance research productivity and quality within the platform areas; Discuss initiatives to enhance interdisciplinarity in education and research within the platform areas; A specific Assessment Working Group shall review applications and qualifications of candidates for Ph.D. scholarships, for staff visits to Denmark and for short-term academic activities and make recommendations to PSC; 3

37 The Working Group will meet as required, physically or electronically. Minutes of meetings will be made available on the platform web-site, and support for this will be given by PS. The Working Group will report progress of activities to the PSC and the PS at regular intervals. A specific Assessment Working Group (AWG) will be in charge of assessment and prioritization of 1) applications for Ph.D. scholarships; 2) applications for staff mobility grants; 3) applications for small scale collaborative research grants. Assessment criteria will be published along with the call for applications. The AWG will be constituted of an equal number of representatives from Maseno University and Danish universities, and it can have a maximum of four members in total. PSC appoints the members from MSU, and DPSC appoints the Danish members. The AWG will work through contact and other electronic means when it is not possible to meet physically. The Coordinator will function as Secretary of the AWG. The AWG submits its recommendations to PSC for formal approval. Article 4: The Project Budget The project budget is attached to this agreement and constitutes the financial basis for the project activities. The budget is prepared in DKK and is divided in items to be spent in Denmark and items to be spent in Kenya. The budget is itemised for each calendar year. Article 5: AU s Obligations and Responsibilities Pursuant to this agreement and to the agreement between Universities Denmark and the Ministry of Foreign Affairs of Denmark, it is the responsibility of AU, to coordinate input in terms of researchers and other participating staff time as committed by the participating Danish universities, in accordance with the mechanism for distribution of cofinancing among Danish universities and based on the agreed activity plan and budget; to provide for the transfer of funds, in accordance with the agreed activity plan and budget, from Denmark to a separate project bank account in Kenya; to ensure an adequate and reliable administration of the project funds concerning the Danish proportion of the budget; to support in collaboration with MSU an adequate and reliable administration of the project funds administered by MSU; to undertake purchase and transport of AU-funded project- and research equipment, hereunder IT equipment; to make sure in collaboration with DFC that all necessary permits and approvals from Danish authorities to implement the project are provided; to obtain in collaboration with the Danish Embassy or the Danish Ministry of Foreign Affairs tax exemptions, research permits, work permits and other normal expatriate privileges from the relevant authorities. Article 6 Maseno University s Obligations and Responsibilities Under this agreement it is the responsibility of MSU, to provide the required staff time for the implementation of the project; to provide adequate office facilities, furnished with desk and chairs, telephone and internet access; workshop and meeting room facilities; to provide lodging facilities at MSU guesthouse at going rates, depending on availability; to ensure an adequate and reliable administration of the project funds administered by MSU; to make sure, that all necessary permits and approvals from the Kenyan authorities to implement the project are provided; 4

38 to make sure, that all local researchers and other local project staff are recruited and employed in the project according to Kenyan law, the budget and the project implementation plan; to facilitate contacts and negotiations with the Kenyan authorities as required for the implementation of the project. Article 7: Project Management It is the joint responsibility of the two parties to ensure a proper and goal-oriented management of the project. This includes both the capacity building performance, the reporting procedures, the financial management and the accounting. The PSC will be the main forum for decision-making and oversight of the project activities. a. Capacity building performance. It is the duty of PSC to monitor closely the project activities. The capacity building results obtained should be concurrently compared with the progress plan and timetable of the project. PSC should make appropriate intervention if the progress of the project tends to develop in an unsatisfactory way. b. Reporting procedures. MSU and AU must ensure delivery of annual narrative and financial reports to the relevant units at Maseno University and the involved Danish Universities and authorities. An annual report should be submitted no later than 1st March the following year. Within three months after project completion, a Project Completion Report (Annex 6) for MSU should be submitted by PSC to the DPSC. Annual reports and completion report must be signed both by the project coordinator and the institution, who hereby indicate, that the report is true and accurate, and is complying with the conditions presented here. It is the duty of the PSC to immediately report to the relevant authorities and to PS, if the project progress deviates substantially from the plans, or if the budgetary allocation becomes seriously constrained. This immediate reporting obligation also applies in case there is any suspicion of or actual cases of theft, fraud, corruption, misuse of funds, loss or possible loss of funds. Such information should be reported immediately in writing, along with information on how the institution plans to resolve and follow up on the difficulties or irregularities reported. The project must comply with Danish Ministry of Foreign Affairs anti-corruption policy, which states: No offer, payment, consideration or benefit of any kind, which could be regarded as an illegal or corrupt practice, shall be made - neither directly nor indirectly - as an inducement or reward in relation to the project. Any such practice will be grounds for the immediate cancellation of the project and for such additional action, civil and/or criminal, as may be appropriate. At the discretion of the Danish Ministry of Foreign Affairs, a further consequence of any such practice can be the definite exclusion from any tendering for projects, funded by the Danish Ministry of Foreign Affairs." c. General budget management issues. It is the duty of the PSC and DPSC to make sure that the project expenditure is being kept within the approved project budget. d. Reallocations between budget lines with up to 10 per cent of the involved budget lines can be agreed upon between PSC and DPSC on the condition that the fulfilment of the project s objective has not been affected. Reallocations exceeding 10 per cent of the individual budget lines must be approved by Universities Denmark, who again shall seek the approval 5

39 of the Danish Ministry of Foreign Affairs. Such reallocations, however, must be reported and motivated in the annual/final report and accounts. e. Separate and designated bank account. MSU shall keep funds relating to the BSU initiative in a separate and designated bank account. f. Transfer of funds from the AU to the MSU project bank account should normally take place every three months, using a standard Disbursement Form (Annex 3). The request from MSU for project transfers should be addressed to the Danish Platform Steering Committee chairperson at AU and be signed by the chairperson of PSC or a person authorised by the Vice- Chancellor. The request shall be accompanied by a disbursement survey, showing the actual cash holding and the anticipated need for cash in the following three months. g. Salaries, emoluments and other project staff payments disbursed through the grant must follow the appropriate tariffs in Kenyal for salaries in research institutions. Special care must be taken to avoid double salary, payment of consultancy fees, etc. Payment of salary or remuneration to individuals must be declared to the tax authorities and tax deductions must be made according to the appropriate rules. No additional funding can be provided in connection with illness and parental leave. Scholars from MSU visiting Denmark will be covered by Danish insurance in accordance with official Danish rules (available at AU or other participating Danish universities cannot be held responsible for injuries and accidents occurred in connection with implementing the project. h. All purchases must be made in accordance with international and national procurement regulations. Project expenses must not include VAT, if it is possible for the institution to receive VAT refund from elsewhere. All purchased equipment must be protected from theft and kept in good working order. i. Travel and subsistence costs. Air transport should take place on economy class and, where possible, at discount rates. Subsistence allowances for AU researchers in Kenyal should follow the rules of Danish authorities. Subsistence allowances for MSU researchers in Kenya should follow the rules of MSU. The terms for professional visits to Denmark by MSU Ph.D.-students and researchers shall follow the current guidelines for the Fellowship Programme supported by Danida and be managed by Danida Fellowship Centre (DFC). j. Administration fees. To cover the overhead administrative cost for the AU, the project will provide for an amount, equivalent to 20% of the requested budget for expenses incurred in Denmark. To cover the administrative costs at MSU, the project budget will provide for an amount, equivalent to 7% of the requested budget for expenses incurred in Kenya. In the budgets, the overhead is calculated of the total budgets. In the accounts, the overhead is allocated according to the actual spending. The following general administration costs are considered to fall under the scope of overhead contributions: Office expenses (rent, cleaning, stationery, transport, electricity and water, support staff and other operating expenses), expenses relating to staff who carry out general administrative assignments, including budget and accounting tasks. k. Project equipment. All equipment financed by the project budget will be handed over to MSU after the completion of the project. A specified transfer document will be signed by both parties. 6

40 l. Unspent funds along with accrued interests shall be repaid to the Danish University that hosts the platform secretariat responsible for these funds. Article 8: Accounting Issues It is the duty of AU and MSU respectively to establish and maintain a reliable accounting system for the project funds. This implies the preparation of an adequate chart of accounts, and to ensure that the accounting process is being kept up to date, and that all original accounting material can always be made available. The accounts will present a comparison of the accounting figures with the corresponding budget lines. MSU must electronically submit the project s accounts for the previous fiscal year (defined as 1 January to 31 December) to AU no later than 1st March. When presenting accounts, the accounts form in Annex 4 must be used. The presentation of accounts must contain a declaration that the total amount transferred by AU is entered as income, along with a statement of the year s project expenses distributed according to entries in the agreed budget and with the same level of detail. The accounts must also contain a report on the amount of unused funds at the end of the year. Any interest earned must be declared separately, as this must be returned to AU at the end of the project. In the event of misuse of funds, see article 7, any loss must be borne by the concerned university. MSU s final accounts must be audited and signed by MSU s accountant and submitted to DFC no later than four months after the termination of the project. Any deviations on individual items exceeding 10% between the total approved budget and the final accounts must be explained, and the permission from MoFA must be quoted. The annual accounts and the final accounts must be submitted electronically and contain a scanned signature of the project coordinator and the institution s relevant accounting officer. With his/her signature, the institution s accounting officer endorses that the annual accounts are true and accurate and in compliance with the conditions presented here. Interest gained, exchange rate gains and any other income received as part of the project must be recorded as income in the accounts. Unused funds and interest gained must be returned to DFC at the end of the project. Article 9: Audit The set of final accounts must be audited by an independent certified auditor. The accounts must be accompanied by a statement of endorsement declaring that the audit has been carried out in accordance with the conditions presented here (Annex 7), as well as good public sector auditing practice. Any reservations must be included in the statement of endorsement. The audit process tests whether the project accounts in all essence have been drawn up in accordance with the Ministry of Foreign Affairs rules for presentation of accounts and whether the transactions and use of the funds covered in the project accounts are in accordance with the grant framework, legislation and other regulations as well as concluded agreements and standard practice. In addition, an assessment is made of whether due financial consideration is shown in respect to the administration of the grant. In order to ensure that the Danish auditor can base his/her analysis on the work of the local auditor, AUs Danish auditor may be involved in the choice of the local auditor. 7

41 Throughout the project period, as well as the 5-year archiving period, AU and their accountant must be able to carry out the investigations of the material serving as the basis for the grant accounts, as and when AU deems it necessary. Article 10: Project Results It is the duty of both parties to allow - free of charge - the use of the projects research results and findings for publication purposes and for development co-operation purposes. If the results are li able to enjoy patent rights, the two parties will decide on a consensus basis, who shall benefit from the patent rights. Article 11: Supervision by Danida In its condition for the grant the Ministry of Foreign Affairs/Danida has stated its right to request all relevant information from the project at any time. The project staff must provide assistance and full access to the project inspection, document review, accounts analysis, equipment inspection, etc. The supervision by Danida can include other measures in order to ensure insight and follow-up on the administration of the grant, for instance spot-check inspections of the projects' activities in Kenya in the form of visits from DFC Research Unit. Article 12: Disputes Any dispute concerning the interpretation or implementation of the present agreement shall be settled by negotiations between the two parties. If this is not considered possible, the dispute shall be solved through arbitration according to Danish arbitration rules. The dispute cannot be submitted to any court of justice, neither in Denmark nor in Kenya. Article 13: Amendments and Termination Both parties may request amendments to this agreement. The implementation of such amendments will imply the agreement of both parties. The agreed amendments should be confirmed by exchange of letters. This agreement may be terminated by both parties with a 3 months' notice. Universities Denmark may on behalf of DFC terminate the agreement immediately in case of serious misadministration, negligence in control and follow up of the research activities, and repeated violation of the stipula tions in this agreement and the attached documents This agreement shall enter into force on the agreed starting date of the project. Unless terminated before, this agreement shall remain in force for the project period, stated in article 1. This letter of Agreement has been concluded in two original copies in English, both equally authentic. For Aarhus University Date: 17 October 2011 For Maseno University Date:...~~... Professor Jens Seeberg Chair, Platform for Stability, Democracy & Rights Professor Dominic. W. Makawiti Vice-Chancellor 8

42 APPENDIX 2 TRIBHUVAN UNIVERSITY, NEPAL 1 Logical Framework 2 Budget 3 Monitoring Matrix 4 Letter of Agreement 41

43 Logical Framework - Tribhuvan University Activity Plan, Platform for Stability, Democracy & Rights: Tribhuvan University Development Objective: To strengthen South partner universities through partnerships between universities in Uganda, Kenya, Nepal and Denmark, through capacity building in research, research based education, and dissemination. Immediate Objective: 1 Strengthening institutional research capacity at Tribhuvan University within the areas of Stability, Democracy and Rights Outputs Activities Indicators Means of Verification Assumptions and risks (covers all activities) 1.1 Research capacity Research methodology training Number of Workshops conducted Workshop Report enhanced among staff (1) Number of male and female staff trained (min. 10 (max. 15)) Training materials Attendance register Staff mobility Number of male and female staff Verified travel report A sufficient number of proposals of involved in visits high quality will be submitted. 1.2 Institutional capacity for researcher training strengthened Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations (conference) Small-scale collaborative research projects within academic focus areas Development and conduction of pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty & CNAS Workshop on Proposal development Courses attended/writing projects completed Conference held (1) Number of male and female participants (30) Number of lectures Number of publications Number of small-scale research projects completed (10) by male and female researchers Number of working papers Number of courses conducted (1) Number of male and female staff trained Number of workshops (1) Number of male and female participants Number of proposals developed Manuscripts available (if applicable) Book of abstracts Workshop Report Attendance register Presentations Anthology OR international journal articles Research papers Working papers / research reports Workshop report Training materials Attendance register Course material Workshop report Training material Proposals submitted Attendance register A sufficient number of proposals of high quality will be submitted. LFA 1

44 Logical Framework - Tribhuvan University Ph.D. projects within academic focus areas initiated and supervisors identified Development of Ph.D. supervision network; facilitating interaction between potential and actual Ph.D. supervisors; ; workshop to develop criteria of quality of supervision and structures for joint supervision Number of Ph.D. scholarships awarded and initiated Number of workshops (1) Number of male and female participants Number of Ph.D. supervision networks established Guidelines for applications / call for proposal Applications submitted Scholarships notification Ph.D. students enrolled / registered Workshop report Attendance register Guidelines on criteria for quality of supervision A sufficient number of proposals of high quality will be submitted. Supervision is available 1.3 Capacity of CNAS to The future of CNAS. Strategic workshop function as a central resource for TU within specified research areas strengthened Number of workshops (1) Workshop report Researchers from outside CNAS (other faculties at TU, other relevant research institutions in Nepal) participate Number of male and female Attendance register participants Strategic Plan Strategic Plan Immediate Objective: 2 Strengthening institutional capacity in the area of research dissemination at Tribhuvan University within the areas of Stability, Democracy and Rights Outputs: 2.1 Skills transfer (TOT approach and structured knowledge sharing) Campus knowledge sharing Number of sharing sessions at PN and Gorkha campuses Attendance register Immediate Objective: 3 To prepare a BSU application for Phase II with substantial and realistic positive impact on research capacity at Tribhuvan University Outputs: 3.1 Phase II application Workshop to prepare activity plan for Workshop conducted Workshop report prepared for timely submission 15 Number of male and female staff involved Attendance register Vision statement for BSU collaboration at TU and activity plan with budget BSU application for Tribhuvan University LFA 2

45 Logical Framework - Tribhuvan University Immediate Objective: 4 Ensure proper coordination and adherence to BSU administrative rules and regulations Outputs: 4.1 Platform activities well Coordination Activities implemented according to Quarterly narrative and financial coordinated and activity plan reports plan implemented Financial and narrative reports Disbursement plans submitted within deadline Quarterly disbursement request Disbursement requests Immediate Objective: 5 Audit of accounts Audit Balance of budget Audit report General risk and assumptions Nepal is, at the initiation of the project, still in a post-conflict scenario, and the difficulties in arriving at a consensus concerning the new constitution also affects university life. For example, student organizations regularly close down universities and block academic activities in Nepal. It is an assumption that the activities can be implemented with backing from all political actors, including the various student organizations; conversely it is a risk that some activities may be affected/delayed because of such activities. LFA 3

46 Budget overview per activity - Tribhuvan University Activity number Tribhuvan DFC Denmark Total Research methodology training Staff mobility Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations (conference) Small-scale collaborative research projects within academic focus areas Development and conduction of pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty & CNAS Workshop on Proposal development Ph.D. projects within academic focus areas initiated and supervisors identified Development of Ph.D. supervision network; facilitating interaction between potential and actual Ph.D. supervisors; ; workshop to develop criteria of quality of supervision and structures for joint supervision The future of CNAS. Strategic workshop Campus knowledge sharing Workshop to prepare activity plan for Project Coordination Subtotal Overhead (output 1-4) Audit TOTAL Tribhuvan Denmark GRAND TOTAL DKK BUDGET OVERVIEW

47 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. 1.1 Research capacity Research methodology training enhanced among staff Staff mobility Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations (conference) Small-scale collaborative research projects within academic focus areas Total cost Unit cost No. Total cost Salaries and emoluments Sub total Salaries and emoluments Sub total Salaries and emoluments Sub total Salaries and emoluments Sub total Development and conduction Salaries and emoluments of pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty & , CNAS Sub total TOTAL Tribhuvan University Total

48 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. Total cost Unit cost No. Total cost 1.2 Institutional capacity for Workshop on Proposal Salaries and emoluments researcher training development strengthened Sub total Ph.D. projects within academic Salaries and emoluments focus areas initiated and supervisors identified Sub total Capacity of CNAS to function as a central resource for TU within specified research areas strengthened 2.1.Skills transfer (TOT approach and structured knowledge sharing) Development of Ph.D. supervision network; facilitating interaction between potential and actual Ph.D. supervisors; workshop to develop criteria of quality of supervision and structures for joint Salaries and emoluments Sub total TOTAL "The future of CNAS". Strategic Salaries and emoluments workshop Sub total TOTAL Campus knowledge sharing Salaries and emoluments Sub total TOTAL Tribhuvan University Total

49 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, TOTAL South North Outputs Activities Unit Unit cost No. Total cost Unit cost No. Total cost 3.1 Phase II application Workshop to prepare activity Salaries and emoluments prepared for timely plan for submission Sub total TOTAL Platform activities well coordinated and activity plan implemented 5.1. Audit Audit Coordination Salaries and emoluments Sub total TOTAL Salaries and emoluments Sub total TOTAL 0 0 TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative ADMINISTRATIVE FEE 0, , GRAND TOTAL Tribhuvan University Total

50 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, BUDGET NOTES Budget notes per activity Activity number Description Note Research methodology training 1 Danish man month; 2 Danish researchers; two weeks stay. 1 week course; 20 participants Staff mobility 3 months stay in DK for 1 person; 1 week Danish researcher time (from Danish co-financing); DKK 10,000 compensation for teaching time at TU included. (May be converted to stays of different length, as appropriate); DKK 25,000 for Danish involvement in AWG (from Danish co-financing) Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations Minimum 6 lecturers from North (from Danish co-financing); minimum 6 lecturers from South; 30 participants; 3 days (conference) conference; 1 day PhD project development workshop (1.2.1). Budget for South (not TU) lecturers participation at DKK 25, Pilot research projects within academic focus areas Pilot projects developed on the basis of and conducted over a period of 8 months; 1,25 man-month included for involvement of Danish researcher(s) (from Danish co-financing); DKK 25,000 for DK involvement in AWG (from Danish co Development and conduction of pre-ph.d. methodology and project development course at 2 months course; 20 participants; ressource person(s) from central TU involved in teaching at PN Campus. Staff from PN Gorkha and PN campuses in collaboration with H&SS Faculty & CNAS and Gorkha campuses participating in course Workshop on proposal development Danish involvement covered under activity Ph.D. projects within academic focus areas initiated and supervisors identified Proposals that meet requirements are submitted; in case this assumptions is not or only partially met, Ph.D. stipends may be converted to MA-level stipends; DKK 50,000 for Danish involvement in AWG (from Danish co-financing); Only 50% of grant is included in Phase I (i.e., continuation is expected); 1/3 of the Ph.D. expenses on the Danish side is co-funded by Danish Universities Development of Ph.D. supervision network; facilitating interaction between potential and actual Danish participation is based on coordination with other activities. Ph.D. supervisors ; workshop to develop criteria of quality of supervision and structures for joint supervision "The future of CNAS". Strategic workshop 3 days interactive workshop with one invited ressource person from outside TU Campus knowledge sharing Workshop to prepare activity plan for Danish participation is partially based on coordination with other activities and travel is coordinated with planning of activities Coordination TU overhead will be distributed between the participating institutions according to level of activity. Budget notes

51 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2011 Outputs 1.1 Research capacity enhanced among staff South North Implementati Implementat on period ion period Activities Unit Unit cost No. Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Research methodology training Salaries and emoluments Sub total Staff mobility Salaries and emoluments Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Pilot research projects within Salaries and emoluments academic focus areas Sub total Development and conduction of Salaries and emoluments pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty & CNAS Sub total TOTAL Tribhuvan University Year 2011

52 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2011 Outputs 1.2 Institutional capacity for researcher training strengthened South North Implementati Implementat on period ion period Activities Unit Unit cost No. Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Workshop on Proposal Salaries and emoluments development Sub total Ph.D. projects within academic Salaries and emoluments focus areas initiated and supervisors identified Sub total Development of Ph.D. Salaries and emoluments supervision network; facilitating interaction between potential and actual Ph.D. supervisors; workshop to develop criteria of quality of supervision and structures for joint Sub total TOTAL Capacity of CNAS to "The future of CNAS". Strategic Salaries and emoluments function as a central workshop resource for TU within specified research areas strengthened Sub total TOTAL Skills transfer (TOT Campus knowledge sharing Salaries and emoluments approach and structured knowledge sharing) Sub total TOTAL Tribhuvan University Year 2011

53 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2011 Outputs 3.1 Phase II application prepared for timely submission Activities Unit Unit cost No. South North Implementati Implementat on period ion period Total cost Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 3 Qrt Workshop to prepare activity Salaries and emoluments plan for Sub total TOTAL Platform activities well Coordination Salaries and emoluments , coordinated and activity plan implemented Sub total TOTAL Audit Audit Salaries and emoluments Sub total TOTAL TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative ADMINISTRATIVE FEE 0, ,20 0 GRAND TOTAL Tribhuvan University Year 2011

54 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2012 South North Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt Research capacity Research methodology training Salaries and emoluments enhanced among staff Sub total Staff mobility Salaries and emoluments Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Small-scale collaborative Salaries and emoluments , research projects within academic focus areas , Sub total Development and conduction of Salaries and emoluments pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty & CNAS , Sub total TOTAL Institutional capacity for researcher training strengthened Workshop on Proposal Salaries and emoluments development Sub total Ph.D. projects within academic Salaries and emoluments focus areas initiated and supervisors , identified , , , Sub total Tribhuvan University Year 2012

55 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2012 South North Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt Development of Ph.D. Salaries and emoluments , supervision network; facilitating interaction between potential and , actual Ph.D. supervisors; workshop to develop criteria of quality of , supervision and structures for joint , Sub total TOTAL Capacity of CNAS to "The future of CNAS". Strategic Salaries and emoluments function as a central workshop resource for TU within specified research areas strengthened Sub total TOTAL Skills transfer (TOT Campus knowledge sharing Salaries and emoluments approach and structured , knowledge sharing) , , Sub total TOTAL Phase II application Workshop to prepare activity Salaries and emoluments prepared for timely plan for submission Sub total TOTAL Tribhuvan University Year 2012

56 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2012 South North Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt 4 Unit cost No. Total cost Qrt 1 Qrt 2 Qrt 3 Qrt Platform activities well Coordination Salaries and emoluments coordinated and activity plan implemented Sub total TOTAL Audit Audit Salaries and emoluments Sub total TOTAL TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative ADMINISTRATIVE FEE 0, , GRAND TOTAL Tribhuvan University Year 2012

57 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2013 Implementation Implementation period period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Unit cost No. Total cost Qrt 1 Qrt Research capacity Research methodology training Salaries and emoluments enhanced among staff Sub total Staff mobility Salaries and emoluments Sub total Unpacking the concepts of Salaries and emoluments Stability, Democracy & Rights: theoretical investigations (conference) Sub total Institutional capacity for researcher training strengthened Pilot research projects within academic focus areas Salaries and emoluments , , Sub total Development and conduction Salaries and emoluments of pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty & CNAS Sub total TOTAL Workshop on Proposal development Salaries and emoluments Sub total South North Tribhuvan University Year 2013

58 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2013 Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Unit cost No. Total cost Qrt 1 Qrt Ph.D. projects within Salaries and emoluments academic focus areas initiated and , supervisors identified , , , Sub total Capacity of CNAS to function as a central resource for TU within specified research areas strengthened 2.1.Skills transfer (TOT approach and structured knowledge sharing) 3.1 Phase II application prepared for timely submission Development of Ph.D. supervision network; facilitating interaction between potential and actual Ph.D. supervisors; workshop to develop criteria of quality of supervision and structures for joint Salaries and emoluments , , , , Sub total TOTAL "The future of CNAS". Salaries and emoluments Strategic workshop Sub total TOTAL Campus knowledge sharing Salaries and emoluments , , , Sub total TOTAL Workshop to prepare activity Salaries and emoluments plan for Sub total TOTAL South North Tribhuvan University Year 2013

59 Activity Plan and budget - Tribhuvan University Activity Plan and Budget, 2013 Implementation period Implementation period Outputs Activities Unit Unit cost No. Total cost Qrt 1 Qrt 2 Unit cost No. Total cost Qrt 1 Qrt Platform activities well Coordination Salaries and emoluments coordinated and activity plan implemented Sub total TOTAL Audit Audit Salaries and emoluments Sub total TOTAL TOTAL OUTPUTS STUDY STAYS IN DENMARK EXTERNAL AUDIT TOTAL, excl. administrative ADMINISTRATIVE FEE 0, , South North GRAND TOTAL Tribhuvan University Year 2013

60 Monitoring Matrix Tribhuvan University Platform for Stability, Democracy & Rights 1 Objectives and Outputs Indicators Target 31/7/2013 Result Development objective To strengthen South partner universities through partnerships between universities in Uganda, Kenya, Nepal and Denmark, through capacity building in research, research based education, and dissemination. Immediate objective 1 Strengthening institutional research capacity at Tribhuvan University within the areas of Stability, Democracy and Rights Output 1.1 Research capacity enhanced among staff Activities Research Methodology training Means of Verification Number of Workshops conducted 1 Workshop report Number of male and female trained Min. 10 (Max. 15); Training materials minimum 30% are Attendance register female; Course material Budget Within budget Accounts Staff mobility Number of male and female staff involved in visits 3; minimum 30% are female Verified travel report Courses attended/writing projects completed 3 Manuscripts available (if applicable) Unpacking the concepts of Stability, Democracy & Rights: theoretical investigations (conference) Budget Within budget Accounts Conference held 1 Workshop report Number of male and female participants 50; Presentations minimum 30% are female Number of lectures 12 Attendance register Number of publications One anthology OR at Publications least 3 articles in international journals Budget Within budget Accounts

61 Monitoring Matrix Tribhuvan University Platform for Stability, Democracy & Rights 2 Objectives and Outputs Indicators Target 31/7/ Small-scale collaborative Number of small-scale research projects 10; research projects within completed by male and female researchers minimum 30% are academic focus areas female Number of working papers 10 working papers/research reports Development and conduction of pre-ph.d. methodology and project development course at Gorkha and PN campuses in collaboration with H&SS Faculty and CNAS Output 1.2 Result Means of Verification Research papers Working papers / research reports Budget Within budget Accounts Number of courses conducted 1 Workshop report Number of male and female staff trained 30 Training materials minimum 30% are Attendance register female Course material Budget Within budget Accounts Institutional capacity for researcher training strengthened Activities Number of workshops 1 Workshop Report Workshop on Proposal Number of male and female participants 15; Attendance register development minimum Training material Ph.D. projects within academic focus areas initiated and supervisors identified 30% are female Number of proposals developed 15 Proposals Budget Within budget Accounts Number of Ph.D. scholarships awarded and initiated 3; minimum 30% are female Budget Within budget Accounts Guidelines for applications and call for proposals Applications submitted Scholarship notification Ph.D. students enrolled / registered

62 Monitoring Matrix Tribhuvan University Platform for Stability, Democracy & Rights 3 Objectives and Outputs Indicators Target 31/7/2013 Result Means of Verification Development of Ph.D. Number of workshops 1 Workshop report supervision network; Number of male and female participants 10; Attendance register facilitating interaction between potential and actual minimum 30% are female Ph.D. supervisors; workshop to Number of Ph.D. supervision networks 1 Guidelines on criteria for develop criteria of quality of established quality of supervision supervision and structures for Guidelines on structures joint supervision for joint supervision Papers for presentation Budget Within budget Accounts Output 1.3 Capacity of CNAS to function as a central resource for TU within specified research areas strengthened Activities The future of CNAS. Strategic workshop Strategic plan 1 Workshop reports Strategic plan Number of male and female participants in workshop 15; minimum 30% are female Attendance register Budget Within budget Accounts Immediate objective 2 Strengthening institutional capacity in the area of research dissemination at Tribhuvan University within the areas of Stability, Democracy and Rights Output 2.1 Skills transfer (TOT approach and structured knowledge sharing) Activities Number of sharing sessions at PN and Gorkha 6 Attendance register Campus knowledge sharing campuses Budget Within budget Accounts

63 Monitoring Matrix Tribhuvan University Platform for Stability, Democracy & Rights 4 Objectives and Outputs Indicators Target Result Means of Verification 31/7/2013 Immediate objective 3 To prepare a BSU application for Phase II with substantial and realistic positive impact on research capacity at Tribhuvan University Output 3.1 Phase II application prepared for timely submission Activities Workshop conducted 1 Workshop report Workshop to prepare activity Number of male and female staff involved 30 ; Attendance register plan for minimum 30% are females Vision statement for BSU collaboration at TU and activity plan with budget 1 BSU application for Tribhuvan University Budget Within budget, Accounts includes co-financing Immediate objective 4 Ensure proper coordination and adherence to BSU administrative rules and regulations Output 4.1 Platform activities well coordinated and activity plan implemented; activity reports and annual reports submitted timely Activities Coordination Activities implemented according to plan Quarterly narrative and Financial and narrative reports submitted within deadline 8 financial reports Quarterly disbursement request Disbursement plans Budget Within budget Accounts

64 Letter of Agreement Between Aarhus University 17 October 2011 J.nr ASA And Tribhuvan University On Capacity Building Co-operation under the Building Stronger Universities in Developing Countries Initiative (BSU), platform on Stability, Democracy and Rights The present agreement is concluded between Aarhus University, hereinafter called AU, and Tribhuvan University, hereinafter called TU, to co-operate on the implementation of the capacity building project, as specified below. The agreement outlines the obligations and responsibilities of the two parties. Some of the responsibilities of AU are pursuant to an agreement between Universities Denmark (UD) and the Ministry of Foreign Affairs of Denmark, providing the funds for the project. Article 1: Stability, Democracy and Rights Platform Project Project title: Institutional Research Capacity Strengthening at Tribhuvan University Project file no.: Project period: 1 August 2011 to 31 July 2013 Objectives: To strengthen institutional capacity in the areas of research, researchbased education and research dissemination at Tribhuvan University Project budget: DKK 2,000,000 Article 2: Project Documentation The basis for the capacity building project co-operation, outlined in this agreement, is a Memorandum of Understanding (MoU) between Universities Denmark and TU, outlining the background and the objectives, activities and organisational setup of the project; a platform description (Annex 1); a detailed activity plan and budget prepared jointly by the two parties (Annex 2). The MoU, the platform description and the activity plan and budget are integral parts of this agreement.

65 In addition, the following formats will be used for the purposes of managing, monitoring and reporting of the project: Disbursement Form (Annex 3) Annual Accounts form (Annex 4) Monitoring Matrix (Annex 5) Project Completion Report Form (Annex 6) Audit Instructions (Annex 7) Article 3: Organisational Structure The management of the cooperation will be carried out in accordance with the overall management structure of the BSU initiative (see the Organizational Chart). Universities Denmark (UD) -Rectors Conference - Secretariat - Working Group Vice Chancellor / Rector Platform Steering Committee BSU Partnership Steering Committee Platform Secretariat Coordinator Working Group Working Group Working Group The Rector s Conference of Universities Denmark, assisted by the UD Secretariat and advised by the UD/BSU Working Group (BSU-WG), will oversee the implementation of the BSU initiative and will have overall responsibility for the appropriate use and reporting of core funding from the Ministry of Foreign Affairs of Denmark. The Platform has a Danish Platform Steering Committee (DPSC) with representatives from the involved Danish universities and chaired by a chairperson and deputy chairperson (all appointed by the Danish Rectors Conference). The DPSC approves the overall platform activity plans and budgets, guides the division of tasks and responsibilities between the Danish partners, and reports back to UD. The DPSC is supported by a Platform Secretariat (PS), hosted at a Danish university. The PS manages funds and organizes the collaboration with universities and research institutions outside Denmark. The coordination structure with the partners in South is headed by the Vice Chancellor. It consists of a Partnership Steering Committee (PSC), a project coordinator and one or more Working Group(s) (WG). Apart from a salary component to the coordinator at AU and TU, respectively, there will be no honorarium or salary paid for preparation or participation in meetings of these groups and committees, since these costs are considered a contribution by the 2