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Erasmus+

Strategic Partnerships

Carlos Machado, Educational Advisor

13 December, 2016

What information will you have at the end of the presentation?

General Overview of

the programme

The consortia and the

financing rules

The application and

assessment steps

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3

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General Priorities

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General Priorities

Example

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Consortia

Minimum 3 organisations (ECHE)

Plus: NGOs, research centers, local, regional or national entities, privateenterprises, networks, associations, foundations, training centers, professional centers, civil society etc …

Other non-programme institutions may join as well provided theiradded value to the project

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Part II: How to calculate the budget -Categories

Staff costs 4 Staff Categories (Manager, Researcher/

Teacher/Trainer, Technician, Administrator)

Travel costs & costs of

stay

Students/staff from partners in countries

involved in the project from their place of

origin to the venue of the activity and

return. Activities and related travels must be

carried out at project beneficiaries

organisation.

Multiplier events Conferences, dissemination events

(organisational costs not travel costs)

Equipment (intellectual

products)Purchased exclusively for the benefit of HEIs

Exceptional costs Exceptional for services related to special

needs, linguistic preparation, translations

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Erasmus+

Capacity Building in Higher Education (CBHE)

Carlos Machado, Educational Advisor

13 December, 2016

Partner and Programme Countries?

Background?

What for?

How?

Who can participate?

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=> Capacity-Building Projects are transnational cooperation projects based on multilateral partnerships primarily between higher education institutions (HEIs) from Programme and eligible Partner Countries

BHE

33 PROGRAMME COUNTRIES

Contribute financially to ERASMUS+

EU Member States +

Turkey, Iceland, Liechtenstein,

Norway, Former Yugoslav Republic of Macedonia

ELIGIBLE PARTNER COUNTRIES >150

Target Beneficiaries

Part I: Programme/Partner Countries

Partner Countries Neighbouring the EU

Western Balkans

Eastern Partnership countries

South-Mediterranean

countries

Other Partner Countries

ACP Call 2016

Asia

Central Asia

Latin America

Iran, Iraq,

Yemen

South Africa

Part I: Programme/Partner Countries

Improve the modernisation and quality of HE and relevance for the

labour market and society

Improve the competences and skills in HEIs via

innovative education programmes

Enhance the management,

governance and innovation capacities,

as well as the internationalisation

of HEIs

Increased capacities of national authorities to

modernise their higher education

systems

Foster regional integration+

cooperation between different regions of

the world

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Part I: What for? - Objectives

Joint Projects:

curriculum development

university governance & management

Links between HE institutions and the wider economic and social environment

=> Impact Institutions

Structural Projects:

modernisation of policies, governance and management of

higher education systems

Links between HE systems and the wider economic and social

environment

=> Impact Systems

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Part I: How? – Types of Projects

Part I: How ?- Joint Projects – Example of Activities

Development, testing and

adaptating of tools and methods

Staff Training (academic and non-academic)

Strengthening internationalisation and promoting the

Knowledge Triangle

Upgrading facilities

necessary to

implement innovative practices

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Part I: How? Structural Projects – Example of Activities

Internationalisation and Bologna Process

ECTS, 3 cycles, recognition of degrees etc.

Quality

Frameworks, assurance systems/guidelines

Innovation

policy making + monitoring (including the establishment of

representative bodies, organisations or associations)

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Part I: How?

Western Balkans, South-Mediterranean

and Eastern Partnership countries ONLY

Complementary for Joint and Structural projects

Additional to the core budget

For whom? Students registered in HEIs involved in project consortia

Staff employed in a HEI or enterprise in project consortia

Programme Country to Programme Country flows are ineligible

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Special Mobility Strand

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State-recognised public or private Higher Education

Institutions

Associations/ Organizations of Higher Education Institutions

Only for Structural Projects: recognized national or international rector, teacher or student organisations.

Each applicant organisation must be located in a Programme or in a Partner country

Part I: Who can Participate? - Eligible Applicants

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State-recognised public or private HEIs

Any public or private organisation active in the labour market or in the fields of education, training and youth (e.g. enterprise, NGO etc.)

Associations or organisations of HEIs with main focus on HE

International governmental organisation (self-financing basis)

Each participating organisation must be located in a Programme or in an eligible Partner country

Part I: Who can Participate ? - Eligible Partners

•Contribute indirectly

•“Associated partners” are not considered as part of the consortium and therefore cannot benefit from any financial support from the project

•Ex: non-academic partners providing placement opportunities

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– Structure ? Eligible Partners?Part I: Who can participate? - Associated Partners

Part II – The Consortia and the financing rules

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Consortia

Budget and Duration

Priorities

How to calculate the

budget

Partnership Agreement

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BHE

Min. 3 countries

min. 1 HEI each

STRUCTURAL

PROJECTS: Partner Country

Ministries for HE must participate

At least as many

Partner Country HEIs as Programme Country HEIs

Min. 1 country

min. 2 HEIs /each

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Part II: Consortia Structure

Main Principles

Partnership Agreements

PROGRAMME COUNTRIES PARTNER COUNTRIES

Ex.1a : minimum consortia: national project (6 HE institutions)

Min. 1 Partner Country: at least as many HEIs as in the Programme Countries

University Cairo

Military Technical College

University Alexandria

Min. 3 Programme Countries

min. 1 HEI each

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BonnUniversity

Rome University

UK

London University

Ex.1b: minimum consortia: ineligible national project/Latin America(6 HEIs)

Min. 1 Partner Country: at least as many HEIs as in the Programme Countries

University of the Republic

CatholicUniversity

University Montevideo

Min. 3 Programme Countries

min. 1 HEI each

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BonnUniversity

Rome University

UK

London University

Ex.2: minimum consortia: multi-country project (7 institutions)

Min. 2 Partner Countries

Min. 2 HEIs each

Belgrade University

Tirana University

Durazzo University

Novi Sad University

Min. 3 Programme Countries:

Min. 1 HEI each

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London University

Paris University

Turkey

Ankara

University

Example 3: consortia composition (multi-country project)

2 partner countries 3 programme countries

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Ukraine

Spain

Italy

Kazakh University

Abai University

MadridUniversity

Linz Uni.

Wien Uni.

Salzburg Uni.

Turin Uni.

Roma Uni.

GenoaUni.

CherkasyUni.

KiewUni.

NizhynUni.

BukovinaUni.

Lviv Uni.

National Projects

Defined by the Ministries of Education in close

consultation with the EU Delegations

Must address

National priorities set for Partner Country in Regions 1, 2, 3, 7, 10

Regional priorities for the regions where no national priorities are established: Regions 6, 7, 8, 9

Multi-Country Projects

Defined by the Commission and based on EU's external

policy priorities

Must address

the regional priorities for

countries in the same region

(regional projects)

or

regional / national priority

common to different regions

(cross-regional projects)

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Part II: Priorities & Project Types

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Part II: Priorities – Categories/ThemesThemes

Categories

Curriculum

Development

Governance and

Management

Higher Education

and Society

A. Subject Areas XB. Improving quality of

education and trainingX X X

C. Improving Management and

operation of HEIsX X

D. Developing the HE sector

within society at largeX X

Duration 24 or 36

Months

Min. 500,000 Euros -

Max. 1,000,000

Euros

Real Costsand Unit

Costs

5 Budget Headings

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Part II: Budget and Duration-Overview

Excluding mobility strand

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Part II: How to calculate the budget -Categories

Staff costs (max 40%) 4 Staff Categories (Manager, Researcher/

Teacher/Trainer, Technician, Administrator)

Travel costs

Students/staff from partners in countries

involved in the project from their place of

origin to the venue of the activity and

return. Activities and related travels must be

carried out at project beneficiaries

organisation.

Costs of staySubsistence, accommodation, local and

public transport, personal or optional health

insurance.

Equipment (max 30%) Purchased exclusively for the benefit of HEIs

in the Partner Countries

Sub-contracting (max 10%)Exceptional for services related to

competences that can't be found in the

consortia

Part III – The application and

Selection procedure

for

CBHE & SP

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How and what do I submit?

What is assessed-criteria?

By whom -Selection Process?

Continuity and

Changes

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BHE/SP

When? How? Where?

One deadline - One-phase submission - on-line to EACEAFor SPs submission to National Agency

Application form = unique reference information for the submission deadline.

What?

Specific application form:eForm: project data – parts A, B, C

+ compulsory annexes: Detailed project description (Word doc) – parts D, E, F, G, H, I, J

Budget tables (Excel doc)

Declaration of Honour+ Mandates (in one single PDF doc)

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Pre-filled with info from Participant

Portal - PIC

Part III: How and what do I submit? - General

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eForm (PDF Adobe doc)

A. Identification of the applicant and other partners

B. Description of the project (summary information)

C. Specific information related to CBHE

Detailed project description (Word doc. Attached to eForm)

D. Quality of the project team and the cooperation arrangements

E. Project characteristics and relevance

F. Quality of the project design and implementation

G. Impact, dissemination and exploitation, sustainability; LFM; Workplan

H. Work packages

I. Special Mobility Strand (where applicable)

J. Other EU Grants

Part III: How and what do I submit ?Application form - structure & contents

Eligibility Criteria

Exclusion &

Selection Criteria

Award Criteria

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Part III: What is assessed? Assessment of CBHE Projects

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Formal submission requirements

Grant size and duration

Applicant, Partners and Partnership requirements (number of partners, status

of the grant applicant & partners, etc.)

Part III: What is assessed? Eligibility Criteria

Part III: What is assessed? Exclusion and Selection Criteria

The institution is not in one of the situations described in section C. Exclusion criteria of the Guidelines (such as bankruptcy, professional misconduct, subject of fraud, corruption, administrative penalties, conflict of interest, etc.)

Legal person status of the applicant organisation

Financial capacity to complete the proposed activities (private entities only)

Operational capacity to complete the proposed activities

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Based on supporting and administrative documents, like the declaration of honour, legal entity form, profit and loss accounts...

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Relevance

(30 points)

Quality of

Design + Implementation

(30/20 points)

Quality of

Team + Cooperationarrangements

(20 points)

Impact and Sustainability

(20/30 points)

Part III: What is assessed? Award Criteria

CBHE To be considered for funding, proposals must score at least 60 points in total and - out of these points at least 15 points for "Relevance"

SPs

DEFINITION

• The project contributes to the achievement of the policy objectives of the participating partners

• It is based on and addresses real needs & problems of the target groups

CONTENT

• How clearly the project addresses the Programmeobjectives and priorities (annual, thematic, geographical priorities)

• Needs analysis and presentation of specific problems addressed

• Definition of target groups

• What is innovative or complementary to other initiatives

• How the project was prepared

Part III: What is assessed? Award Criterion 1 – Relevance

DEFINITION

• The activities proposed are appropriate to achieve the specific and wider objectives

• It uses the most appropriate methodology

• It demonstrates a logical and sound planning capacity

CONTENT

Description of the project as a whole, including:

• specific objectives

• activities, expected outcomes, wider and specific objectives

• academic content and pedagogical approach

• involvement of academics, students and stakeholders at large

• quality control processes44

Part III: What is assessed ? Award Criterion 2 -

Quality of Design and Implementation

DEFINITION

• The partnership includes all the skills, recognised expertise and competences required

• Suitable distribution of tasks

• Sound communication and coordination

CONTENT

• Presentation of the partners competences and roles in the project

• Description of any complementary skills, expertise and competences directly relating to the planned project activities

• ensure regional dimension

• Planned measures to ensure effective communication

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Part III: What is assessed? Award Criterion 3 - Quality Team and Cooperation

DEFINITION

• Information/outcomes of the project are made available to groups not directly involved (multiplier effect)

• Optimal use of the results during & beyond the project lifetime

• Expected impact will be substantial and sustainable in the long term (financial, institutional and policy level)

CONTENT

• Expected impact at different levels

• Dissemination strategy: outputs to be disseminated, target groups, dissemination tools & activities

• Measures planned to ensure the sustainability of project outcomes and outputs at three levels: financial, institutional and political

• Evidence of impact on HE at institutional / national level in PCs

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Part III: What is assessed?Award Criterion 4 - Impact and Sustainability

EACEA takes decision based on:

Evaluation Committee's

recommendation, taking into account:

ranking list on quality established by external experts

the results from the consultation process

the budget available for each region

the need to achieve a geographical balance within a region

sufficient coverage of the priorities

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Part III: What is assessed? - Award Decision

National Agency takes decision based on:

Evaluation Committee's

recommendation, taking into account:

ranking list on quality established by external experts

the budget available for each country

sufficient coverage of the priorities

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Part III: What is assessed? - Award Decision

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Erasmus+

How to make a good proposal

13 December, 2016

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Preparing the Application

Read the Call for Proposals carefully

Decide which of the themes identified in the Call would be best to develop a project

Read the Instructions for completing the Application form and the Budget Tables + the eForm User Guide carefully

Find interested and relevant partners

Consult your National Agency early

Be aware of other HE projects in the countries concerned (no double funding)

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Stakeholders analysis

Problem analysis (identify the key problems and the needs of

the potential stakeholders)

Objective analysis

Demonstrate the relevance of the project in the local/regional

context

Show link between the PC national HE context & needs to be

addressed by the project

Strategy analysis: describe how the project will contribute at

solving the identified problems

Explain how the project proposals was prepared

Analysis Phase

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Avoid the most common mistakes

Remember that only information presented in the application can be assessed

Do not assume prior technical or “historical project related” knowledge on the part of the assessor

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Quality of the Partnership

Demonstrate the relevant experience and role of eachPC / EU partner (stressing the skills and competencies)

Demonstrate the ability of the partnership to address the PC Higher Education Institutions’ or system needsand to deliver the expected outcomes

Regional dimension and diversity

Quality of the project team

The quality of the project team and the cooperation arrangements is judged by examining if:

• there is an appropriate mix of partners with the profile, experience and expertise needed to successfully deliver all aspects of the project

• the distribution of responsibilities and tasks shows the commitment and active contribution of all participating organisations

• the project involves organisations from different fields of education, training, youth and other socio-economic sectors (where appropriate)

• the project involves newcomers to Strategic Partnerships

• there are effective means of coordination and communication between the partners, as well as with other relevant stakeholders.

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The project

Ensure that the proposal clearly addresses the problem & needs analysis and addresses the national/regional priorities

Use most appropriate methodology (processes/ approaches/ tools and resources)

Ensure new or up-dated subjects / procedures / courses are relevant to the project objective(s)

Clearly describe the content of new or up-dated subjects / procedures & their duration / structure

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Design and implementation

A project’s design must be of good quality. So must the plans for its implementation – in other words, how the design will actually be put into effect. The assessors will be on the look-out for:

• a clear, complete work programme, with phases for preparation, implementation, monitoring, evaluation and “dissemination” (which means letting the outside world know about the project and its results, influencing policy-makers etc.)

• consistency between the project’s aims and the activities proposed methods that are likely to work

• proper quality control measures to ensure that the project will be run well and will be completed on time and on budget cost-effectiveness

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Design and implementation

If training, teaching or learning activities are planned as part of the project, the assessors will also want to see:

• how far these activities are appropriate to the project’s aims and involve the appropriate number of participants

• the quality of arrangements for the recognition and validation of participants’ learning outcomes, in line with European transparency and recognition arrangements.

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The Logical framework Matrix (LFM)

Read literature on LFM

Ensure that matrix is consistent with the sections in proposal & adequately completed

Re-check the logic of the project as set out in LFM

Indicators of progress should be specific, measurable, realistic and relevant to the project objectives and outcomes

Identify & address main assumptions & risks

Ensure that LFM is consistent with the project description

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The Workplan

Allocate sufficient time for implementation & preparation

Consider carefully the scheduling, the location and content of activities

Ensure the most logical and cost-efficient planning

Demonstrate the progress of activities

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Workpackages, Outcomes & Activities

Provide a logical structure of activities grouped in Workpackages with reasonable number of deliverables / outcomes

Ensure a logical progression of outcomes

Indicate & address assumptions & risks

Propose suitable activities to achieve each individual outcome

Distribute the tasks clearly & appropriately among consortium members (no “sleeping partners”)

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Workpackages, Outcomes & Activities

Identify and quantify all appropriate target groups (no general statements)

Ensure inputs requested directly relate to activities & are cost-efficient

Identify and justify resources needed to deliver the output/outcome &relate appropriately with budget (Excc el tables)

Plan appropriate number of individual mobilities, the direction and

duration for each mobility flow in relation to each activity

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Dissemination & Sustainability

Consider relevant dissemination & sustainability strategies

Plan internal dissemination within partner institutions & external dissemination activities

Develop “visual” identity of the project

Consult stakeholders to ensure sustainability

Evaluate and describe what will happen after the end of the project

Consult handbook “Sustainability through Dissemination” for example

The assessors will look at:

• how the partners plan to measure the project’s results

• the project’s potential impact on:

- people and organisations taking part – both during and after the project’s lifetime

- people and organisations outside the project, at local, regional, national and/or European level

• the quality of the dissemination plan: how will the project’s results be shared more widely with other people?

• how far any materials, documents and media produced will be made freely available and promoted through open licences, without unnecessary limitations

• the sustainability of the project: will it still go on producing results after the EU grant has been used up?

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Quality Control & Monitoring

Choose an appropriate quality control strategy (peer reviews, external accreditation, evaluation surveys)

Plan for regular monitoring measures (quantitative approaches: overall quotas and deadlines for tangible and intangible outputs)

Clearly select indicators of progress & tools for assessment appropriate to the activities (consistent with LFM)

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Management of the Project

Allocate roles & clear division of responsibilities to each

partner – see the role of Lead partner in

Workpackages

Integrate all partners into the decision-making process

and implementation structure

Ensure fair decision-making processes, mechanism in

case of divergent opinions, bodies & effective

communication

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Quality of language & Clarity of Information

Choose the language that is most comfortable and

understandable by all project partners

Explain the concepts and ides (avoid abbreviations,

acronyms)

Be precise & specific: provide facts and figures;

indicate WHY, by WHOM and HOW something will be

done

Avoid “patchwork” (copy-paste information)

Before submitting, ask somebody who does not know

the project to read/proofread the draft proposal.

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When to start?

As early as possible

Set a realistic time-frame for the project preparation (including reception of Mandates from partners)

Get information on technical requirements for on-line submission as early as possible

Establish methodology: who will develop what part (narrative, financial, attachments, etc.)

Decide on the communication strategy

Decide WHO will write the draft; complete the eForm; submit the eForm and attachments

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