FORINT Quality Plan VF UA -...

573951-EPP-1-2016-1-BE-EPPKA2-CBHE-JP

Quality Plan

ProjectAcronym: FORINTFullProjectTitle

FortalecimientodelaInternacionalizaciónentrelasUniversidadesEuropeasyLatinoamericanas

ProjectNo.: 573951-EPP-1-2016-1-BE-EPPKA2-CBHE-JPFundingScheme: ERASMUS+ProgrammeProjectCoordinator EFMDAISBLProjectQualityCoordinator(WP6)

UniversityofAlicante

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Title of the Project Assurance of quality of project work and its

results Work Package WP 6 – Quality Plan

Work Package Leader University of Alicante Target Group - All project partners: Higher Education

Institutions from Panama, Cuba, Belgium, Portugal, Italy and Spain

- Funding authority Starting Date 15-10-2016 Activity Duration 3 years Last version date 22-02-2017 Document Compiled by Roberto Escarre Dissemination Level Internal

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Index

1. Purposeofthisdocument.........................................................................................61.1. ProjectObjectiveandmainfocus...............................................................................61.2. Actorsinvolved.................................................................................................................91.3. ProjectTimetableoftheDeliverablesbyWorkPackage.................................11

2. Methodology................................................................................................................122.1. RiskAnalysisandMitigationPlan............................................................................132.2. SWOTanalysismatrixforinternalQCM................................................................15

WP1..................................................................................................................................................................17• Self-assessmentexercise...............................................................................................................17• MentoringvisitstoPanamaandCuban....................................................................................17• Mappingexercise.............................................................................................................................17• Elaborationof8situationandneedsanalysis,sharedbetweenthepartners............17• Asynthesisdocumentlistingthecurrentsituationandopportunitiesinall8partnerinstitutions.....................................................................................................................................................17• Two-dayworkshoponself-assessment....................................................................................17• RoundTableonthemappingdocuments................................................................................17• Detailed,accurateself-assessmentforms...............................................................................17• Greaterunderstandingofthecurrentsituationandopportunitiesinall8partnerinstitutions.....................................................................................................................................................17• Knowledgeofthestateofinternationalisationandanunderstandingofhowtoimproveanddevelopinthisarea..........................................................................................................17• EngagementandinterestinthetrainingsessionsandinhowtoimproveeachHEI’sinternationalisationstanding..................................................................................................................17WP2..................................................................................................................................................................17• Teaching/learningmaterialsfortheworkshops....................................................................17• Elaborationofteaching/learning/trainingmaterials...........................................................17• TrainingonHEIinternationalisationatastrategiclevel.....................................................17• Awareness-buildingtrainingsessionsgivenbypartnerinstitutions..............................17• Attendanceatthetrainings,workshopsandseminars.......................................................17• KnowledgeofthestrategicaspectstoHEIinternationalisation......................................17WP3..................................................................................................................................................................18• Teaching/learningmaterialsfortheworkshops....................................................................18• Elaborationofteaching/learning/trainingmaterials...........................................................18• TrainingonHEIinternationalisationatanoperationallevel.............................................18• Awareness-buildingtrainingsessionsgivenbypartnerinstitutions..............................18• Attendanceatthetrainings,workshopsandseminars.......................................................18WP4..................................................................................................................................................................18• Roadmapsforinternationalisation.............................................................................................18• TranslationandpublicationofkeycommunicationmaterialsinEnglish......................18• Publicationandwidespreaddisseminationofthetranslatedbrochuresandcatalogues......................................................................................................................................................18• IncreasedvisibilityoftheHEI.......................................................................................................18• Workshoptodevelopinternationalisationroadmaps.........................................................18• StudytourofEuropeanHEIs........................................................................................................18• 1-weekjobshadowingofrelevantstaffatEUHEIs..............................................................18

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• Development,publicationanddisseminationofthe8roadmapsforinternationalisation....................................................................................................................................18• EngagementandinterestinthevariousHEIsinternationalisationprocesses,successes,andlessonslearned..............................................................................................................18• First-handpracticalexperienceoftheinternationalisationprocess..............................18• NetworkingbetweenPCHEIsandEuropeancounterpartsandstrengtheningoflinksandcontactsbetweenpartnerinstitutions.......................................................................................18• IncreasedknowledgeandunderstandingoftheinternationalisationprocessandfunctioninEUHEIs.....................................................................................................................................18WP5..................................................................................................................................................................18• 8individualstrategicinternationalisationplans....................................................................18• Europeanmentoringsupportduringthedraftingoftheinternationalisationplans18• Knowledgegainedandlessonslearnedarepresentintheplans....................................18• PartnersshowcomprehensiveknowledgeofHEIinternationalisation.........................18WP6..................................................................................................................................................................19• CommunicationsPlan.....................................................................................................................19• Projectwebsite.................................................................................................................................19• Internal&ExternalDissemination..............................................................................................19• CompletionofdetailedCommunicationsPlan.......................................................................19• Projectwebsitedevelopment,maintenanceandregularupdatingwithcontent.....19• Creationanddistributionofdisseminationmaterialinmultipleformats....................19• Creationofthedisseminationmaterialandattendanceattheconferences..............19• RaisedawarenessofFORINT,internationallyandregionally...........................................19• Increaseininterestintheprojectandtheproject’sLATAMpartners...........................19WP7..................................................................................................................................................................19• Guidelinesonimplementinginternationalisation................................................................19• GuidelinesondevelopinginternationalwebsitesforHEIs................................................20• Projectportal.....................................................................................................................................20• Elaborationoftheguidelines.......................................................................................................19• Creationandmaintenanceoftheportal..................................................................................19WP8..................................................................................................................................................................20• Situationandneedsanalysisreport...........................................................................................20• DevelopmentofaQualityPlan....................................................................................................20• SettingupofaQualityBoard.......................................................................................................20• IntermediateQualityAssurancereport....................................................................................20• Externalevaluation..........................................................................................................................20• FinalQualityControlandMonitoringreport..........................................................................20• Elaborationofreports.....................................................................................................................20• Implementationoffeedbackandrecommendationsintofutureactivities.................20• ProjectQualityMonitoring...........................................................................................................20• Regular,consistentqualitymonitoringandfeedback.........................................................20• Gradualgatheringofexperienceinqualityassurance........................................................20WP9..................................................................................................................................................................21• Settingupofprojectmanagementteam.................................................................................21• ProjectManagementandCommunicationManual.............................................................21• ProjectMeetingMinutes...............................................................................................................21• Effectivefunctioningofteam.......................................................................................................21

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• Elaborationofregularreportsandfeedback..........................................................................21• Effectiveprojectcoordination.....................................................................................................21• Experiencewithinternationalprojectmanagement...........................................................21• Regular,consistentprojectmonitoringandfeedback........................................................21• Gradualgatheringofexperienceinprojectmanagement.................................................21

2.3. Externalevaluators.......................................................................................................222.4. SWOTanalysismatrixforexternalQCM................................................................23

3. QualityAssuranceperactivitytype.....................................................................243.1. Needsanalysis.................................................................................................................243.2. CapacityBuilding...........................................................................................................243.3. Dissemination.................................................................................................................24

4. QualityAssurancetools...........................................................................................254.1. ActivityFeedbackQuestionnaire.............................................................................264.1.1. Kickoffmeetingsurvey.....................................................................................................264.1.2. Trainingsatisfactionsurvey............................................................................................284.1.3. Projectmeetingsurvey......................................................................................................29

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1. PurposeofthisdocumentThe purpose of the Project Quality Plan is to define the quality expectations the FORINT project is

expected to achieve and how results achievement will be monitored. The content of the document

includescontentrelatedtobothinternalandexternalqualitymeasures.

1.1. ProjectObjectiveandmainfocus

ThemainFORINTobjectiveistodeveloptheinfrastructure,capacity,andinternationalrelationsculture

inpartnercountries (PCs):CubaandPanama.Thecapacitybuildingandtrainingactivitieswillprovide

supportfortheinternationalisationandcompetitivenessoftheirinstitutions.

Thespecificobjectivesoftheprojectare:

- Integrationofaninternationaldimensionintheteaching,research,managementandservices

ofCubanandPanamanianuniversities;

- Creation of the capacity to facilitate internationalisation in the 6 Cuban and 2 Panamanian

institutions;

- Development of operational links among the higher education institutions in the European

Union,CubaandPanama;

- StrengtheningofthecapacitiestonetworkeffectivelybetweenCuban/PanamanianHEIs;

- Provision of easier access for the EuropeanHEIs to Cuba and Panama (visibility, information

sessionsinconferences,etc.).

Thiswill beachievedbymeansof capacitybuilding, trainingandexchangeof goodpracticeswithEU

counterparts.

Themain tangible project resultwill be the strategic plans for internationalisation,whichwill remain

availableon theprojectwebsite after completion, and the creationof an English-language sectionof

eachinstitution’swebsite.

Disseminationofprojectresultswillbeimplementedduringthewholeprojectdurationviathewebsite,

social media channels, dissemination material, stands at international conferences and the FORINT

regionalconferencethatwillbeheldduringthethirdyearoftheprojectinPanama.

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Theprojectactivitieshavebeendefinedin3modulesthatincludedifferentworkpackagesasfollows1:

1. Management, Quality Assurance & Dissemination (WP6, 7, 8 & 9)à is focused on

effectively managing the project in terms of budget and timely execution of activities

(WP9). It alsoensures thehigh-quality outputs of theactionbymeansof anexternal&

internalqualitycontrol(WP8).Italsofostersthewiderdissemination(WP6)oftheproject

results, in addition to the events planned inWP2,WP3,WP4 andWP5with the aim of

increasing the project´s reach. Finally, the module will ensure the sustainability of the

project (WP7). WP6 will be led by P2 (FUNDACIÓN ESADE) in collaboration with P12

(UNIVERSIDADAGRARIADELAHABANA),whileWP7willbeledbyP6(UNIVERSITEITGENT)

incollaborationwithP14(UNIVERSIDADESPECIALIZADADELASAMÉRICAS).WP8andWP9

willbeledbyP4(UNIVERSIDADDEALICANTE)andP1(EFMDAISBL)respectively.However,

all partners will be actively involved and will contribute to the achievement of such

activities.

2. Analysis&Preparation(WP1)àaimstomapthepresentcontextofinternationalisation

atnationalandinstitutionallevels.Itisfocusedongatheringanin-depthinsightintothe

situationofPA/CU internationalisationwithinhighereducation institutions,and, through

self-assessment,theirknowledgeandpracticeintermsofinternationalisation.Thisactivity

is crucial since itwilldefine thestartingpoint for thecapacitybuildingactivities through

mappingexercises.

3. Training& Development (WP 2, 3, 4& 5)à is the core part of the FORINT project in

which the trainingswill be implemented. The aim is to providePCswith the knowledge

they need to develop internationalisation strategies and capacities. Several are training-

orientedWPs:

ü WP2 is focused on providing the top and senior management of the HEIs

witha functional knowledgeof the international contextandenvironment,

and the analytical tools to define the institution’s strategy and to plan its

implementation.Tothisendtworoundsofworkshopswillbeheld,thefirst

by EU partners and the second by local teams in the PCs to HEI andMES

representatives.Workshopswillcover:

o International educational systems (Bologna) and accreditation &

qualityassurance(3days,EU-led)

o Internationalpartnerships/regionalisationandinternationalisation

(3days,EU-led)

o Internationalprojectsandprojectmanagement(3days,EU-led)1Formoredetailsontheprojectactivities,pleaseseetheproposaldocument.

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o HEImanagement(3days,EU-led)

o Awareness building on Internationalisation in the HEIs (1 day, PC-

led)

ü WP3: is devoted to cultivating international orientations and attitudes and

encouraging international involvement among faculty, administrators and

studentsincolleges.InasimilarsetuptoWP2,tworoundsofworkshopswill

beheld,thefirstbyEUpartnersandthesecondbylocalteamsinthePCsto

HEIandMESrepresentatives.Workshopswillcover:

o Internationalresearch(3days,EU-led)

o Internationalisationathomeandinternationalisationofthestudent

body(3days,EU-led)

o Internationalisationofthecurriculum(3days,EU-led)

o Awareness building on Internationalisation in the HEIs (1 day, PC-

led)

ü WP4: is a series of short-term internationalisation actions building on the

trainings inWP2&3.Suchactions includethedevelopmentofroadmapsfor

internationalisation, as well as a study tour of Europe combined with job

shadowing in EU institutions. Communicationmaterials such as brochures,

cataloguesandwebpageswillalsobecreatedinEnglish.

ü WP5: is focused on the final development of strategic plans for

internationalisation,buildingonthe lessons learnedbythePCs’ institutions

during the training and study tour. Crucially, the WP will end with the

presentation of the strategic internationalisation plans to the respective

MinistriesofEducation.

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1.2. Actorsinvolved

QualityControlandMonitoring(QCM)ofprojectactivitiesandresultswillbeacontinuousprocessfor

thewholedurationprojectlifecycleandcarriedoutatatwofoldlevel:internalandexternal.

AtinternalleveltheQCMwillbecoordinatedbytheCoordinatortogetherwiththeSteeringCommittee

(WP leaders),while at external level an external expertwill be selecteddue to their expertise in the

projectarea.

Atinternallevel,eachprojectactivitywillbeevaluatedwiththecorrespondingsurvey/questionnaireor

othertoolsdependingonthenatureofeachtask.Theresultofthiswillbeareport,developedbythe

WP leader, inwhich the outcomes obtainedwill be analysed and possible suggestions for improving

weaknesseswillbeformulated.

Atexternallevel,oneexpertwithdemonstratedexperienceinthefieldwillprepare2reports(mid-term

and final) thatwill consist in a formative evaluation of the project performance andwith the aim of

fosteringcontinuousimprovement.

ThefigurebelowshowsthemainactorsinvolvedintheFORINTQCMprocessandtheircommunication

flow.

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INTERNALEXPERTS

EXTERNALEXPERT

PROJECTCOORDINATOR

PROJECTCOORDINATOR

ManagementandQualityAssurance(WP9&WP8)

TheANALYSISACTIVITIESwill

provideanin-depthinsightthepresent

contextofinternationalisationatnationaland

institutionallevels,aswellastheirknowledgeand

practiceregardinginternationalisationandcorrespondingnationalreforms

CAPACITYBUILDINGwillincludeasetofworkshops/

practicaltrainingsessionsforPA&CUpartners,astudytourandshadowingofEUHEIs,andthe

creationofhigh-qualitystrategic

internationalisationplans.

DISSEMINATIONactivitieswillbecentredaround8international

conferencesandoneregional

conferenceattheproject’send.

Otheractivitieswillincludethe

preparationanddistributionof

materialstobuildtowardsthe

sustainabilityoftheproject.

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1.3. ProjectTimetableoftheDeliverablesbyWorkPackage

WP Deliverydate MONTH Title Typeofdeliverable Language Deliv.Nº1 28-02-2017 M5 Self-assessmentreports Report Spanish 1.2.1 31-03-2017 M6 Internationalisationprocessmappingsynthesisdocument Report English&Spanish 1.3.4 31-05-2018 M20 RoadmapforInternationalisation Product Spanish 4.2.4 31-01-2019 M28 UniversitybrochuresinEnglish Product English 4.5.4 31-01-2019 M28 UniversitycoursecataloguesinEnglish Product English 4.6.4 31-01-2019 M28 UniversitywebsitesectionsinEnglish Product English 4.7.5 31-03-2019 M30 Strategicplansforinternationalisation Report English&Spanish 5.2.6 31-10-2016 M1 Communicationsplan Service/Product English 6.1.6 30-11-2016 M2 CreationofFORINTwebsite Service/Product English 6.2.6 30-11-2016 M2(start)

MaterialsforinternaldisseminationService/Product English&Spanish 6.3.

6 31-01-2017 M4(start)SpecialisedLATAMstandsininternationalconferences Event

English 6.4.

6 30-09-2019 M36 FORINTRegionalconference Event English 6.5.7 30-04-2019 M31

GuidelinesonimplementinginternationalisationService/Product English 7.1.

7 31-05-2019 M32GuidelinesondevelopinginternationalwebsitesforHEIs

Service/Product English 7.2.

7 30-06-2019 M33 FORINTPortal Service/Product English&Spanish 7.3.8 31-10-2019 M1

SituationandneedsanalysisreportsService/Product English 8.1.

8 31-05-2018 M20IntermediateQualityAssuranceReport

Report English 8.2.

8 31-07-2018 M22 ExternalQualityAssuranceReport Report English 8.3.8 30-09-2019 M36 FinalQualityControlandMonitoringReport Report English 8.4.9 30-11-2016 M2 ProjectManagementandCommunicationManual Service/Product English 9.2.9 1weekafter M36 ProjectMeetingMinutes Report English 9.3.9 31-03-2018 M18 InterimReport Report English 9.4.9 30-09-2019 M36 FinalReport Report English 9.5.

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2. Methodology

The following flowchart summarises the idea behind the proposed QCM methodology procedures,

whichiscontinuousimprovement.Nevertheless,itisimperativetoreadtheFORINTDescriptionofWork

inordertounderstandandcapturealldetailsthatwill/couldinterveneintheprojectdeployment.

TheQCMwillbebasedontheprincipleofPlan-Do-Check-Act(PDCA)cycleasfollows:

• PLANmeans toestablish theobjectiveswewant toachieveandprocessesneeded todeliver

resultshavinginmindourtargetandgoal.Byplanningourshort/mid/longtermobjectivesand

resultswewouldneedtoachieve,wecanbetterallocateeffortsandresourcesandestablisha

working methodology and also the responsible partner. A test period would be

recommendableforactivitieswithaspeciallevelofcomplexity.

• DO means to implement the foreseen activities (the plan), execute the activities and thus

producethedesiredresults. Inourcaseexamplesofresultscouldbeaworkshopdelivered,a

roundtableheld,areportonneedsanalysisprepared,etc.

• CHECKmeansanalysetheresultsachievedincomparisontotheexpectedoutcomesdetailedin

theDescriptionofWorkdocument.Inthisphaseitisimportanttodetectanydeviationorarea

forimprovementinthenextsimilaractivity,butalsostrongpointstoreplicate.

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• ACT/ADJUST:Incaseofdetectingweaknesses,theformulationofcorrectivemeasuresiscrucial

inordertobringtheprojectbackontotherightpathtowardstheachievementoftheexpected

outcomes. This analysis should also focus on finding the root causes of the problems

encounteredfortherefinementofthenextactivities.

2.1. RiskAnalysisandMitigationPlan

Ariskanalysisisaprocessusedtounderstandthepossibleunwantednegativecircumstancesthatcan

affecttheproperprojectdevelopmentandidentifyoptionsforpreventinglowqualityoutputs.

ThetablebelowsummarisestheriskanalysisfortheFORINTprojectandthecontingencyplanthatwill

beactivatedifneeded.

0. ProjectManagement&QualityAssurance

Assumption

Internal & external measures will keep the project on track, time, budget and the

outcomes, produced with a high quality, as useful and tangible as possible will be

widelydisseminated

Risks

-Lackof informationfrompartnerstosuccessfullykeeptrackofactivitiesprogressor

outputs

- Unforeseen circumstances affecting the ability of the consortium to deliver as

planned

-Difficultiesincommunicationsamongthepartnersandwiththeprojectcoordinator

Potential risks will be offset bymeans of regular updates on the activities others are carrying out,

establishing strong personal and working relationships among PCs and by a devoted management

basedontheexperienceofallpartners.Theprojectmanagementstructurewillbesetupclearlyfrom

the beginning. A SCwill oversee the crucial technical details. PCswill be required to keep financial

records&reportingonaregularbasis,andtoreportonactivitiesandprovidefeedback,indicators,and

clearly identifytheircontactpersonforadministrative-financial issues.WPleaderswillbepartofthe

SC, the main decision-making body for the project with regards to technical issues. Some basic

indicators of progress will be set up to monitor & control the quality and on time delivery and

implementationoftheactivitiesundertaken:qualityoftrainingmaterials,feedbacksurvey,numberof

attendees toworkshops, train the trainers andmultiplying actions, n. of documentsuploaded, n. of

attendeestodisseminationevents.

1.AnalysisAssumption

Virtualandface-to-facemeetingswillassureanindepthdialogueforthedefinitionof

theQAsystemtobeupdatedinlinewiththenational/institutionalregulationsofPCs.

ThestaffandexpertsfromthepartnersHEIswillbeactivelyinvolvedandproactiveand

thiswill fosterfruitfuldiscussions.HEIsarewillingtosharetheirpractices intermsof

internal QA in HE and links with stakeholders. Good language skills. The documents

relatedtoFORINTprojectwillbesharedwithallpartnersthroughtheCapsaplatform.

The replication of documents will be ensured. Good leadership of each WP by the

correspondinginstitution/partner.Highinterestamongthepartners.Eachpartnerwill

providecompleteandupdatedinformation. Ineachactivity/workpackagetheproper

staffwillbeinvolvedfromeachpartner/institution.

Risks Lowcommitment fromHEI staff. Lackof interest from theHEIs’high level. Language

barriers.Lowornouseoftheonlineplatform.Lowornoreplicationofthematerials.

Out-of-dateand/orincompleteinformationprovidedbyeachpartner/institution.

P5&P8willberesponsibleforfosteringdiscussionamongthepartners. Incase lowcommitmentby

the high-level staff at HEIs, theywill organize phone calls/videoconferences to detect the problems

they are encountering and to understand if there is a special reason for that,where the benefit of

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actively participating in such action will be underlined. Concerning the low involvement of the

academicstaffandalsotheindustryrepresentatives,P5&P8willmakeuseoffreeelectronicmeans

(e.g., Skype,Google hangout, etc.) in order to have virtualmeetingswith them and explain how to

correctlycarryouttheactivities.Incaseofnoimprovement,P5&P8willcontacttheirsuperiorstofind

outwhat istheproblemandsolveitwiththesupportofthedirectivesofHEIstaff. Inextremecases

theywill invite such actors at the projectmanagementmeetings orwill take advantage of planned

activities to organise a face-to-face meeting with them to find a solution to ensure the correct

implementationoftheactivitieswithhighqualityandontime.

2.CapacityBuildingAssumption

• Onlineavailabilityofbackgrounddocumentsontime

• Availabilityofexhaustivedocuments

• Questionnaireswillbecompletedontime

• HighcommitmentsofPCs’partners

• Training/teachingmaterialsfortrainingspreparedontime

• Theteachersandtrainersleadingtheeventshavethenecessaryexpertise

• HighcommitmentoftheHEI(s)inEuropehostingpartnersfromPCs

• Highqualityoftheorganisationoftrainingevents

• WP1activitieshavebeencompletedbyallpartnerHEIstoasatisfactorylevel

Risks

• Delaysincompletionofexpectedresults

• Lowparticipationinthetrainings

• Unrealisticexpectationsonthespeedofactionsandstrategicdevelopment

• Resistancetochangeamongadministrativestaff

Risks will be offset through a strong leadership of this WP and a well advanced organisation of

trainingsthatwillincludeagendadefinition,selectionoftrainersandtrainees.Trainingdeliverywillbe

distributedequallyamongthepartnersincharge.

3.DisseminationAssumption

Activeandcontinuousprojectdisseminationandhighparticipationoftargetgroupsin

dissemination events and meetings. Constant involvement of higher education

authorities to foster the acceptance of the project activities and ensure the results’

sustainability.

Risks

• Lowparticipationintheseminars,workshopsandpracticaltraining

• Lowcommitmentforagreementsandjointcooperation

• Lowinvolvementofhigh-levelgovernmentauthorities

• Lackofunderstandingofthemutualbenefitofestablishinglinks

• Reluctanceonregionalandinternationalcooperation

• Failuretoreachtargetaudience

TherisksofthisWPwillbeminimisedbyaregulareffortincommunicationanddisseminationofthe

resultsundertheprojectumbrella.Eachactorinvolvedinthedisseminationactivitieswillbeinvitedby

the HEIs and also by the coordinator to join the events planned, explaining the usefulness and the

importance of their participation for further improvement of their sector. National, Regional &

International cooperation. A detailed Communications Plan will be drawn up to ensure maximum

effectiveness and reach of the dissemination activities. The involvement of all partners, including

students,willhelpfocustheactivitiesandconsolidatetheireffectiveness.

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2.2. SWOTanalysismatrixforinternalQCM

UA(incooperationwiththeprojectcoordinator)willberesponsibleforkeepingtheSWOTmatrixupdated,withthesupportoftheQualityCommittee(withoneresponsiblepereachLB/SYpartner)andthiswillbediscussedduringeachprojectmeetingwiththeProjectSteeringCommitteeeach6months.

ACTIVITY DESCRIPTION DEVIATION STRENGHTS AREASFORIMPROVEMENT

Management,QualityAssurance&Dissemination

0.1Projectmeetings&Projectmanagement 0.2Purchasingnecessaryequipment 0.3ProjectQualityControl 0.4DailyProjectDissemination

Analysis 1.1Gatheringasetofbackgroundmaterials(reports)foranalyticalwork

1.2Preliminarycontentonkick-offseminar 1.3AnalysisofavailableHEdocuments 1.4Preparation,elaborationanddistributionofthequestionnaires 1.5DetailedanalysisregardingthesituationineachHEIsofPCs 1.6Analyticalstudies(2)mappingofsituationinparticularPCs

CapacityBuilding 2.1Organisationofthestrategictrainingworkshops 2.2Organisationoftheoperationaltrainingworkshops 2.3Elaborationoftheteaching/learning/trainingmaterials 2.4Developmentoffirstdraftsoninternationalisationprocesses 2.5Implementationandpilotingofthefirstdraftsofinternationalisationprocesses

2.6Elaborationoftheself-evaluationreports 2.7Systematicconsultations 2.8Developmentofthestrategicinternationalisationplans 2.9StudytourofPAandCUteamstoEuropeanHEIs 2.10PAandCUjobshadowinginEUHEIs 2.11CreationofinternationalisationdisseminationmaterialinEnglish

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ACTIVITY DESCRIPTION DEVIATION STRENGHTS AREASFORIMPROVEMENT

Dissemination 3.1OrganisationofregionalconferenceinPanama 3.2TracksandstandsforinternationaleventsconferencesinEurope 3.2Elaborationofproceedingsfromconference 3.3Elaborationofinternationalisationguidelines 3.4CreationofFORINTwebsite 3.5Upgradingofwebsitetoportal 3.6ElaborationoftheFinalProjectReport

Moreover,theindicatorstobeconsideredpereachworkpackageandtypeofactivity/resultaredepictedinthetablebelow. Outputs(tangible) Events Outcomes(intangible) Activity/result Indicatorofprogress Activity/result Indicatorofprogress Activity/result Indicatorof

progress

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Outputs(tangible) Events Outcomes(intangible) Activity/result Indicatorofprogress Activity/result Indicatorofprogress Activity/result Indicatorof

progress

WP1 • Self-assessmentexercise

• MentoringvisitstoPanamaandCuban

• Mappingexercise

• Elaborationof8situationandneedsanalysis,sharedbetweenthepartners

• Asynthesisdocumentlistingthecurrentsituationandopportunitiesinall8partnerinstitutions

• Two-dayworkshoponself-assessment

• RoundTableonthemappingdocuments

• Detailed,accurateself-assessmentforms

• Greaterunderstandingofthecurrentsituationandopportunitiesinall8partnerinstitutions

• Knowledgeofthestateofinternationalisationandanunderstandingofhowtoimproveanddevelopinthisarea

• EngagementandinterestinthetrainingsessionsandinhowtoimproveeachHEI’sinternationalisationstanding

WP2 • Teaching/learningmaterialsfortheworkshops

• Elaborationofteaching/learning/trainingmaterials

• TrainingonHEIinternationalisationatastrategiclevel

• Awareness-buildingtrainingsessionsgivenbypartnerinstitutions

• Attendanceatthetrainings,workshopsandseminars

• KnowledgeofthestrategicaspectstoHEIinternationalisation

Graduallyacquiredknowledgeduringtheprojectlifetimeon:

• Internationaleducationalsystems(Bologna)andaccreditation&qualityassurance

• Internationalprojectsandprojectmanagement

• HEImanagement

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progress

WP3 • Teaching/learningmaterialsfortheworkshops

• Elaborationofteaching/learning/trainingmaterials

• TrainingonHEIinternationalisationatanoperationallevel

• Awareness-buildingtrainingsessionsgivenbypartnerinstitutions


• KnowledgeoftheoperationalaspectstoHEIinternationalisation

Graduallyacquiredknowledgeduringtheprojectlifetimeon:• Internationalresearch

• Internationalisationathomeandofthestudentbody

• Internationalisationofthecurriculum

WP4 • Roadmapsforinternationalisation

• TranslationandpublicationofkeycommunicationmaterialsinEnglish

• Publicationandwidespreaddisseminationofthetranslatedbrochuresandcatalogues

• IncreasedvisibilityoftheHEI

• Workshoptodevelopinternationalisationroadmaps

• StudytourofEuropeanHEIs

• 1-weekjobshadowingofrelevantstaffatEUHEIs

• Development,publicationanddisseminationofthe8roadmapsforinternationalisation

• EngagementandinterestinthevariousHEIsinternationalisationprocesses,successes,andlessonslearned

• First-handpracticalexperienceoftheinternationalisationprocess

• NetworkingbetweenPCHEIsandEuropeancounterpartsandstrengtheningoflinksandcontactsbetweenpartnerinstitutions

• IncreasedknowledgeandunderstandingoftheinternationalisationprocessandfunctioninEUHEIs

WP5 • 8individualstrategicinternationalisationplans

• Europeanmentoring

• Knowledgegainedandlessonslearnedarepresentintheplans

• Partnersshow

• 2-dayinteractiveworkshopondevelopinganddeliveringa


• Comprehensiveknowledgeofinternationalisationstrategiesand

• Top-qualityinternationalisationplansandapprovalfrom

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progresssupportduringthedraftingoftheinternationalisationplans

comprehensiveknowledgeofHEIinternationalisation

strategicinternationalisationplan

• Workshopsforall8partnerHEIstopresenttheirinternationalisationplanstotheirrespectiveMinistriesofHigherEducation

techniques respectiveMinistriesofHigherEducation

WP6 • CommunicationsPlan

• Projectwebsite

• Internal&ExternalDissemination

• CompletionofdetailedCommunicationsPlan

• Projectwebsitedevelopment,maintenanceandregularupdatingwithcontent

• Creationanddistributionofdisseminationmaterialinmultipleformats

• RegionalconferenceinPanama

• Tracksandstandsininternationalconferences

• Creationofthedisseminationmaterialandattendanceattheconferences

• RaisedawarenessofFORINT,internationallyandregionally

• Increaseininterestintheprojectandtheproject’sLATAMpartners

WP7 • Guidelinesonimplementinginternationalisation

• Elaborationoftheguidelines

• Creationand

• Dissemination/exploitationofknowledgegatheredfromproject

• Gradualdisseminationandexploitationof

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progress• GuidelinesondevelopinginternationalwebsitesforHEIs

• Projectportal

maintenanceoftheportal

projectresults

• Gradualexploitationofknowledgefromproject(beyondtheprojectlifetimeforsustainability)

• Gradualgatheringofexperiencetomanageinternationalproject

• Sustainabilityoftheprojectandportal

WP8 • Situationandneedsanalysisreport

• DevelopmentofaQualityPlan

• SettingupofaQualityBoard

• IntermediateQualityAssurancereport

• Externalevaluation• FinalQualityControlandMonitoringreport

• Elaborationofreports• Implementationoffeedbackandrecommendationsintofutureactivities

• Kick-offseminar

• RealisationoftheKick-offseminar

• ProjectQualityMonitoring

• Regular,consistentqualitymonitoringandfeedback

• Gradualgatheringofexperienceinqualityassurance

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progress

WP9 • Settingupofprojectmanagementteam

• ProjectManagementandCommunicationManual

• ProjectMeetingMinutes

• Effectivefunctioningofteam

• Elaborationofregularreportsandfeedback

• Effectiveprojectcoordination

• Experiencewithinternationalprojectmanagement

• Regular,consistentprojectmonitoringandfeedback

• Gradualgatheringofexperienceinprojectmanagement

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2.3. Externalevaluators

FORINT’sexternalevaluationwillbeundertakenbyanindependentinternationalexternalevaluator,whichwillbeselectedbythemembersoftheSCC(WPleaders).Theexternalexpertwillperformaformativeevaluationofthekeyactivitiesandresults,withaspecialfocusontheprojectimpactandpotentialsustainability.

ThesinglereportwillbecompletedinM22(July2018).

In order to facilitate external evaluation, the quality team together with the coordinators of FORINT will keep the external evaluator updated on the latest projectdevelopments.

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2.4. SWOTanalysismatrixforexternalQCM

Theexternalexpertwillbeaskedtocompletethefollowingmatrixonregularbasis.Theinformationcontainedinthismatrixwillserveasbasisfortheexternalevaluation

report.

TOPIC DESCRIPTION STRENGHTS AREASFORIMPROVEMENT

(withspecialfocusonsustainability)

Overallachievements

Coherencewithrespecttothework

plan

Describetheachievementsinthe

capacitybuildingactivities

Describethemainachievementsinthe

institutionalstrengtheningactivities

Anyothercomment

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3. QualityAssuranceperactivitytype3.1. Needsanalysis

Thecriteriathatwillbeusedformonitoringthequalityofthismoduleare:- AdequacyofneedsanalysissurveyfortheProjecttarget- Adequacyofneedssurveydissemination- Highqualityandexhaustiveneedsanalysisreport

3.2. CapacityBuilding

Thecriteriathatwillbeusedtomonitorthequalityofcapacitybuildingmoduleswillbedividedintotwostagesasfollows:

1. Capacitybuilding

- Adequacyofthetrainingmaterialfortheworkshops,thepracticaltrainingandtheseminarstoourtargets

- Carefulselectionoftrainers- Trainees’pre-needanalysisquestionnaire- Traineessatisfactionquestionnaire- Systematicconsultationsofthetwoteamsofexperts- Evaluationoftheinternationalisationprocessesatthepartnerinstitutions

2. ImplementationoftheknowledgeacquiredwiththesupportoftheEUpartners

- Adequatedevelopmentoftheroadmapsandinternationalisationtools- Adequatequalityofnewinternationalisationplanspresented- Exhaustiveself-evaluationreports- Evaluationofthedevelopmentprocess

3.3. Dissemination

- Disseminationstrategy:o Adequacyofthemessage(s)toourtargets,disseminationchannels

- Setofinternalandexternaldisseminationmaterial(brochure,website,poster,presentation)o Content,corporativeimage

- Disseminationoutreach:o TargettypeandNumberreached

- Materialdownloaded

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4. QualityAssurancetoolsThefollowingflowchartresumesthequalityassurancesteps:

TakingintoaccounttheQCMcontextoftheFORINTproject,thissectionprovidestemplatesforqualityassurance tools for the different types of activities thatwill be carried out during the lifetimeof theFORINTproject.Foreachspecificactivityorevent,theQualityCoordinatorwillworktogetherwiththeactivity coordinator/organiser to adapt one of the templates in order to provide a quality evaluationdocument that best fits the requirements of that activity. Additionally, the host institution of eachactivity/event, in close collaborationwith the correspondingWP leader,will develop the reports andfacilitated the feedback to theQualityControlworkpackage leader.EachqualitydocumentproducedforanactivitymustincludeaheaderwiththeFORINTandERASMUS+logosaswellastheprojecttitle:“FortalecimientodelaInternacionalizaciónentrelasUniversidadesEuropeasyLatinoamericanas”.

TheindividualqualitydocumentsforeachactivitywillbeprovidedinEnglish(andSpanishifnecessary).Eachactivitycoordinatorisresponsibleformakingsuretheyhavebeencompletedbytheparticipantsintheactivity,andthenforsendingthembacktotheQualityCoordinatorforevaluation.

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4.1. ActivityFeedbackQuestionnaire

4.1.1. KickoffmeetingsurveyPURPOSE - TomeetallProjectpartners

- Toclarifyactivitiesandresponsibilities- Todiscussaboutthenext6monthsactivities

TARGET Projectpartners

SUCCEESS - Activitiesclarifiedandtheirreplication- Partners’responsibilitiesclarified- Next6monthsactionplanclarified

FORINT:KOMfeedbackformThisfeedbackformhasbeenpreparedtounderstandbetteryoursatisfactionleveloftheKoMcarriedoutinordertounderstandwhichweretheverypositiveaspectsbutalsotheaspectsforimprovementandthus,toprepareyou

thenextactivitybetteraccordingtoyourneeds.Thankyouverymuch!Yourresponseisconfidential.

1:Itotallydisagree//2:Idisagree//3:Iratherdisagree//4:Iratheragree//5:Iagree//6:Itotallyagree

PARTI:

StatementsQ1–Q10Leveloftheagreement(scale1–6)

Q1Alreadybeforethekickoffmeeting(comingtothemeeting)Iwasacquaintedwiththeprojectcontentandgoals.

Q2BeforethekickofmeetingIhadnotquiteclearunderstandingofthetasksandresponsibilities,whichourinstitutionhasbeenexpectedtofulfillwithintheproject.

Q3Allimportantpoints/mattersrelatedtotheprojectcontentwerediscussedduringthekickoffmeeting.

Q4Allimportantpoints/mattersrelatedtotheprojectmanagementwerediscussedduringthekickoffmeeting.

Q5Thekickoffmeetinghasmadeformetheprojectcontentandgoalsmuchclearer,itcontributedtomyunderstandingofthetasksandresponsibilities,whichourinstitutionhaswithintheproject.

Q6Thetasksthatneedtobedoneinthefirstyearoftheprojecthavebeenclearlyspecified.

Q7We(ourinstitution)/Ihaveaclearunderstandingofthetasksandresponsibilitiesthatourinstitution/meistobefulfillinthefirstyearoftheproject.

Q8Thecoordinatorgaveanadequatespacetoallpartnerstoexpresstheirquestions,comments,proposals,etc.

Q9 Allparticipatingpartnersenteredactivelyintotheleddiscussions.

Q10Astotheadministrativeaspectstheprojectprogressmeetingwaspreparedverywell*.

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PARTII:*Specifytheprosandconsofthemeetingorganization(program,discussedtopics,venue,catering,accommodation,socialevents,etc.)andgiveproposalsforthenextmeetings(whatshouldbechanged,improved,whattoavoid,etc.):Specifyyourcriticalnotesandproposalstoboththemeetingandproject(whatwasmissed,whatwastobediscussedinmoredetails,criticalnotesandappreciatedaspectstotheleddiscussions,etc.):

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4.1.2. TrainingsatisfactionsurveyPURPOSE - Trainstaffoncertaintopicsdetectedintheneedanalysisphase

- StrengthentherelationsbetweenAcademia-HEauthoritiesTARGET HEIsstaff

SUCCEESS - SolidknowledgeoftheQAsystemsinHEIsinEuropeandEUlessonslearnt

- ContinuousconsultationonQAsystemtopicsduringandafterthetraining/seminars/workshops

- Expertisecreatedinthetargettopics

FORINT:TrainingsatisfactionquestionnaireThisfeedbackformhasbeenpreparedtounderstandbetteryoursatisfactionlevelofthetrainingcarriedoutinordertounderstandwhichweretheverypositiveaspectsbutalsotheaspectsforimprovementandthus,to

prepareyouthenexttrainingbetteraccordingtoyourneeds.

Thankyouverymuch!Yourresponseisconfidential.1:Itotallydisagree//2:Idisagree//3:Iratherdisagree//4:Iratheragree//5:Iagree//6:Itotallyagree

1 2 3 4 5 6

Theobjectivesofthetrainingwereclearlydefined

Selectionandtopicswereappropriatetomyroleandresponsibilities

Thetrainingimprovedmyunderstandingofthesubject

Iwillbeabletoapplytheknowledgeacquired

Visualandsupportingmaterialwereusefulandeasytofollow

Participationandinteractionwereencouraged

Therewasacorrectbalancebetweentheoretical,exercisesanddiscussion

Thetrainerswerewellprepared

Thetrainingobjectivesweremet

Overallevaluationofthetraining

Whichtopicswouldyousuggestforfuturetrainingsessions?…Whichaspectsdoyouthinkcouldbeimprovedforthenexttrainingsessions?…

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4.1.3. ProjectmeetingsurveyPURPOSE - Analysetheactivitiescarriedout

- Discussaboutpossibledoubtsforthenextactivities- Solveanypossibleproblemthatdifficultthecorrectprojectdeployment

TARGET Projectconsortium

SUCCEESS - Projectkeepsgoingasestablished- Allpossibleincidencesaredetectedandsolved

FORINT:Projectcoordinationmeetingsatisfactionquestionnaire

Thisfeedbackformhasbeenpreparedtounderstandbetteryoursatisfactionlevelofthecoordinationmeetingcarriedoutinordertounderstandwhichweeretheverypositiveaspectsbutalsotheaspectsforimprovementand

thus,topreparethenextmeetingbetteraccordingtoyoursuggestions.

Thankyouverymuch!Yourresponseisconfidential.1:Itotallydisagree//2:Idisagree//3:Iratherdisagree//4:Iratheragree//5:Iagree//6:Itotallyagree

1 2 3 4 5 6

BEFORETHEPROJECTMEETING

TheobjectivesofthemeetingwereclearlydefinedbeforehandsothatIcouldpreparebetterforthemeeting

Thelogisticalinformationreceivedwasappropriate(transportation,accommodation,venue,etc.)

TheagendawaspreparedbytheprojectcoordinatorbutIwasaskedforcomments/suggestionforitsimprovement

Theagendawasappropriateforthepurposeofthemeetingandweclarifiedallthependingissues

DURINGTHEPROJECTMEETING

Therewasenoughtimeforpresentations,discussionandworkinggroups

Thepresentationsmadebythepartnerswereofahighqualityandwithconcreteissuesandtopics,importantforclarificationsoftheprojectdevelopment

Allthetopicsforeseenintheagendahavebeencovered

Themeetingvenuewasappropriate

AFTERTHEPROJECTMEETING

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Themeetingwaseffective(topicsdiscussed,problemssolved,nextstepstobetaken,etc.)

MinutesofthemeetinghavebeencirculatedwithinareasonabletimeafterthemeetingandIwasaskedforcommentsfortheconsolidationofthefinalversion

Anyrecommendationforimprovingournextprojectmeeting

FORINT Quality Plan VF UA -...

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