erasmus mundus action 2 basileus projectseducation, training, youth and sport, replacing 7 existing...
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Erasmus Mundus Action 2
Basileus projects
EMA2
1. Future: Erasmus +
2. Currently: EM programme
3. EMA2 programme
4. EMA2 at Ghent University
5. Application
6. Basileus projects - management
7. Opportunities and synergies
Agenda
1. Future: Erasmus +
New programme – Erasmus +
• AIM: bring together all current EU and international schemes for
education, training, youth and sport, replacing 7 existing
programmes
increase efficiency
make it easier to apply for grants
reduce duplication and fragmentation
• Proposed by EC in November 2011 and accepted by European
Parliament in November 2013
• Started in 2014, component with Third Countries expected in
autumn 2014
1. Future: Erasmus +
3 main KEY ACTIONS with several opportunities:
• KA1: Learning mobility of individuals
• KA2: Cooperation for innovation and the exchange of good
practices
• KA3: Support for Policy Reform
1. Future: Erasmus +
International cooperation will focus on:
• Joint Master Degrees (JMDs) with scholarships
Integrated master courses delivered by a consortium of universities,
which will offer EU-funded scholarships to EU and non-EU nationals
• Capacity-Building (CB) projects
Collaborative partnerships between EU universities/organisations and
particular regions of the world (e.g. the EU's neighbouring countries
and Russia, Latin America, Asia, ACP countries).
• International credit mobility
Similar to Erasmus but with non-European countries. Under an inter-
institutional agreement signed with a university from another country
of the world, universities will be able to exchange students and/or staff
for short term durations (up to 12 months for students).
2. Currently: EM
Erasmus Mundus Programme with 3 Actions
• Action 1: Joint Master and Doctoral Programmes (last call 2013)
– implemented by EU and non-EU universities
– scholarships for non-EU and EU students for the entire duration of the joint
study programme
• Action 2: Partnership projects (last call March 2014)
– Scholarships for EU and non-EU students at all higher education levels in a
variety of disciplines
• Action 3: Promotion of European HE (last call 2013)
– Attractiveness Projects
– Studies
• Erasmus Mundus Alumni Association
• Information activities of EM National structures
3. EMA2
EMA2 - Objectives
• To contribute to the mutual enrichment of societies by developing the
qualifications of men and women so that they possess appropriate skills,
particularly as regards the labour market, and are open-minded
and internationally experienced;
• To promote mobility both for students, researchers, academics and
administrative staff from third countries, especially from vulnerable groups,
selected on the basis of academic excellence, to obtain qualifications and/or
experience in the European Union;
• To contribute towards the development of human resources and the
international co-operation capacity of HEI’s in third-countries through increased
mobility streams between the EU and third-countries in accordance with the
principles of equal opportunities and non-discrimination
=> Not only mobility, also capacity building!
3. EMA2
Action 2 provides:
Support for the establishment of cooperation partnerships between European
HEI’s and HEI’s from targeted Third Countries with the objective of organising
and implementing structured individual mobility arrangements between the
European and Third Country partners.
Scholarships of various lengths - depending on the priorities defined for the
Third Country concerned, the level of studies or the particular arrangements
agreed within the partnership - for European and Third-Country individuals
(students, scholars, researchers, professionals)
3. EMA2
A minimum partnership should be constituted of:
• Five European Higher Education Institutions (HEIs) having awarded an
Erasmus Charter from at least three European Union Member States plus;
• Higher Education Institutions (HEIs) from the third-countries targeted in the
corresponding lot: the detailed information on the rules applicable to each of the
lots is provided in the respective section of the annual Guidelines to the call for
proposals.
In order to ensure sound management of the partnership by the applicant, the
maximum size of the partnership is limited to 20 partners.
3. EMA2
Financial conditions:
1. Organisation of mobility: 10000 € per partner + 10000 € for joint coordinator
2. Individual mobility grants – unit costs:
• Monthly subsistence:
1000 € (BA – MA), 1500 € (PhD), 1800 € (postdoc) and 2500 € (staff)
• Travel:
Ranging from 250 to 2500 €, according to distance
• Insurance:
75 €/month
• Participation costs
for mobility of min 10 months (except postdoc research): 3000 €
3. EMA2
Action 2 possibilities
TG Beneficiaries Mobility Region
Target Group 1(min 50%)
Students and staff registered in one of the HEIs that is a member of the partnership (at the time of application)
All types, BA to staff
EU + TC
Target Group 2 Nationals of the countries concerned- who are registered in a HEI of these countries that is not included in the partnership (students and staff)- who have obtained a university degree or equivalent by an institution of these countries (students only).This includes the possibility of providing mobility opportunities to people who are working.
Master,PhD,Postdoc,Staff
EU + TC
Target Group 3 Nationals of the countries concerned who are in particularly vulnerable situations, for social and political reasons. For example:1) having a refugee status or asylum beneficiaries (international or according to the national legislation of one of the European recipient countries) or2) it can be proved that they have been the object of unjustified expulsion from university on racial, ethnic, religious, political, gender or sexual inclination or3) they belong to an indigenous population targeted by a specific national policy or IDPs
BachelorMasterPhDPostdoc
TC only
3. EMA2
Action 2 possibilities
Type of mobility
TG 1 TG 2 TG 3
EU TC EU & TC TC
BA From 1 academic semester to 1 academic year (10 m max)
/ From 1 semester to 3 years
(36 m max)
MA From 1 sem to 1 year (10 m max)
From 1 sem to 2 years (24 m max)
From 1 sem to 2 years (24 max)
From 1 sem to 2 years (24 m max)
PhD 6 -36 months 6 -36 months 6 -36 months
Postdoc 6 – 10 months 6 – 10 months 6 – 10 months
Staff 1 – 3 months 1 – 3 months /
4. EM @ UGent
Erasmus Mundus Action 1:
– As coordinator• International Master of Science in Rural Development
• European Master in Nuclear Fusion Science and Engineering Physics
• Erasmus Mundus Master of Science in Photonics
• Erasmus Mundus Master of Science in Marine Biodiversity and Conservation
• European Master of Science in Nematology
• International Master of Science in Fire Safety Engineering
• International Master of Science in Environmental Technology and Engineering
• MARES Doctoral Programme in Marine Ecosystem Health and Conservation
• International Doctoral College in Fusion Science Engineering
– As partner• European Master in Law and Economics
• Common European Master Course in Biomedical Engineering
4. EM @ UGent
• Erasmus Mundus Action 2: Partnerships
– As coordinator: 11 (7 on-going)
• Basileus IV & Basileus V – Western Balkans
• Lotus I, Lotus II, Lotus III & Lotus Unlimited - VN, TH, CN, MM, KH, ID
• Svagata.eu – India
– As partner: 21 (13 on-going)
• WEBB - Georgia, Azerbaijan, Armenia, Ukraine, Moldavia, Belarus
• EUROEAST - Georgia, Azerbaijan, Armenia, Ukraine, Moldavia, Belarus
• TECHNO II – KH, MN, VN, LA, ID, MY, TH, CN
• BABEL - Bolivia, Peru, Ecuador, Paraguay, Brasil, Uruguay
• MUNDUS LINDO - Bolivia, Peru, Ecuador, Paraguay, Brasil, Chile, Cuba
• PEACE - HN, SV, GT, NI, AR, CL, CR, PA, UY
• EU-SATURN - South Africa
• TEE – Canada, USA
• WELCOME – Egypt, Lebanon
• EUROTANGO I & II - Argentinië
• NAMASTE – India
• CARIBU – ACP
4. EM @ UGent
• Erasmus Mundus Action 3:
As partner:
– EM-iDEA – Bringing the Erasmus Mundus Community together to Disseminate,
Exchange and Act (University of Bordeaux, France)
– EM-ACE – Promoting Erasmus Mundus towards European Students: Activate,
Communicate, Engage (Rome La Sapienze, Italy)
– ASK Asia – Evaluation of Competences and Employability of Erasmus Mundus
Graduates in Agriculture on the Asian professional Market (Czech University of
Life Sciences, Czech Republic)
– ECHE - The EU-China Higher Education Research Center (Vrije Universiteit
Brussel, Belgium)
5. Application
As coordinator you usually have an added value in that specific region:
• Western Balkans: started from existing Tempus projects
• India: strong focus on India via the India Platform
• China: strong focus on China via the China Platform and Beijing
representative
• South-East Asia: link via China + strong presence of some departments
(Aquaculture and Food Technology in Vietnam, Medicine in Cambodja,
Myanmar)
5. Application
• Clear vision on what you want to achieve
• Knowledge of the region and it’s particularities, special affiliations
• Benefit coordinator vs partner:
• difference in visibility, not always in number of scholarships
• no substantial financial difference: we keep 5000 € per partner centrally
• Consortium
• It’s almost imperative to have an existing (partial) network
• Create diversity (geographically, public vs private, urban vs rural,
experienced vs non-experienced)
• Look for relevant associates who can help with dissemination,
sustainability, internships, TG2 and TG3
• Consider joint coordination
5. Application
Opportunities
• Different cohorts made it possible to spread calls for applications throughout
the different project years (before: all mobility started in year 1)
• There is a lot of experience out there – use existing tools and procedures and
save energy and time
5. Application
• Carefully read the Programme Guide & the Guidelines to the Call
• Different documents:
• Application form with data of all partners (takes time!) – replaced by
eForm in the last call
1. Project information
2. Budget
3. Partnership statements: collect in due time
4. Declaration on honour: applicant only
5. Bank account form: applicant only
Tip: Make 1 information sheet with questions which your partners need to send
back for the application
Tip: EACEA indicated it is a plus to already add a draft MoU to the proposal
5. Application
• Relevance (25 %)
Institutional cooperation, capacity building ; needs and constraints of the
targeted groups and country/countries; thematic needs and match with
development strategies of TC’s; expected impact on the partners;
Cross cutting issues: equal opportunities, gender balance, social equity and
brain-drain prevention, etc
• Quality (65 %)
1. Partnership composition & cooperation mechanisms (20%):
diversity of partnership, experience and expertise, involvement,
indicators & benchmarks, MoU
2. Organisation & implementation of mobility (25 %):
efficiency, dissemination, selection process, recognition, QA &
monitoring, measures to address cross-cutting issues
3. Students/staff facilities & follow-up (20 %):
student agreements, LA, practical arrangements & integration
• Sustainability (10 %)
5. Application
Important choices at/before application phase
• Thematic needs: multidisciplinary vs focus on specific disciplines
• Centralized vs decentralized financial management
• Communication & cooperation mechanisms (MoU)
• Selection methodology
• Dissemination strategy
• QA and monitoring
5. Application
Important tools
• Informative website at the ready, meeting minimum requirements of EC
• Dissemination materials: posters, flyers,…
• Efficient database with different functions
• Online application tool
• Online evaluation tool
• E-files grant holders
• Document storage
• Online platforms for communication
• Website function (optionally)
6. Management
• 5 EM projects with the Western Balkans (°2008)
• Scholarships for mobility: BA, MA, PhD, postdoc and staff
• EU (partner) universities (TG 1+2) => WB partner universities
• Western Balkans (TG1 to 3) => EU partner universities
• Calls for scholarships are launched: can be generic or focused
(if certain mobility types are not filled up or certain universities have no incoming mobility yet)
• So far in 5 projects 1489 scholarships awarded
6. Management
Selection per nationality and type Basileus I to IV
BA MA PhD Postdoc Staff Total %
RS 173 89 59 17 60 398 32 %
EU 102 59 31 10 72 274 22 %
MK 65 65 22 3 29 184 15 %
BA 20 42 16 2 20 100 8 %
ME 58 22 5 2 12 99 8 %
AL 8 35 5 2 26 76 6 %
KOS 28 23 12 1 4 68 6 %
HR 18 10 3 1 4 36 3 %
Total 472 345 153 38 227 1235
% 38 % 28 % 12 % 3 % 18 %
6. Management
Consortium Basileus V
EU Western Balkans
Ghent University University of Novi Sad (JC)
Lund University University of Belgrade
University of Nice SA University of Kragujevac
University of Deusto (since IV) University of Tirana (since IV)
University of Ljubljana University of Sarajevo
Sofia University St. Kliment Ohridski University of Prishtina
ATEI Thessaloniki (since III) SS Cyril and Methodius University Skopje
University of Heidelberg University St. Kliment Ohridski Bitola
University of Rome La Sapienza SEEU Tetovo
University of Montenegro
Associates: SPARK, King Baudouin Foundation,
Roma Virtual Network
Associates: Polytechnic University of Tirana,
University in Mitrovica, University of Shkodra,
University of Korce, University of Nis
6. Management
Database Econsort - http://econsort.ugent.be
• EConsort is a webbased tool.
• EConsort is a tool which combines all administrative aspects of EM projects.
• EConsort is generic: can be adapted to each consortium with its own needs
and specifications. The user can create database fields and organize them in
different forms and reports through online interfaces. This does not require high-
level IT skills.
A brief overview of some possibilities of EConsort:
• Maintenance of website
• File archives
• Online application forms
• Online communication tools (incl.interactive grant holder pages, bulk emails,..)
• File management of users / scholars / applicants / grant holders
• Course management including course schedules, curricula, ECTS-xml outputs
• User friendly: reporting, student evaluation
• Constantly growing in possibilities
6. Management
Selection process (minimum requirements EC)
1. Online validation by home university (TG1) or coordinators (TG 2/3)
2. Online evaluation by host:
Total score per candidate:
standardised excel sheet with questions & automatic calculation of score
Academic merit (40 points)
Language capacity (30 points)
Motivation (30 points)
Ranking of all candidates per type of mobility: improve balance between
partner universities
3. Final selection by project selection committee
Representatives of coordinators, 1 EU and 2 WB partners
Distribution of available scholarships according to rankings
Criteria: TG 3, disadvantaged groups, balance universities, spread
study fields, gender balance
6. Management
Dissemination strategy
TG 1
• Infosessions, mailings, newsletters, fairs, testimonies of alumni
• Posters and flyers to all faculties
• Student organisations (radio, magazine,..)
• Website universities
• Visits of individual professors
All TG’s
• project website, posters and flyers
• mailings to non-partner universities
• mailing to all alumni
• promotion tours in all countries
• associate partners: SPARK, KBF, Roma Virtual Network, other NGO’s
• mailings to Ministries of Education, NTO’s, EC Delegations, embassies
• local media (newspapers, TV, ..) and social media (Facebook)
• websites like Infostud, Scholarships for WB (www.s4wb.eu) , …
6. Management
QA and monitoring
Questionnaires
• progress questionnaires on different topics
preparation of mobility (info, assistance), arrival & stay abroad (reception,
integration, academic guidance, facilities offered, language courses,
examinations, overall opinion on quality)
• post-mobility questionnaire
impact (university/individual), employability, recognition, sustainability
Monitoring of academic results
• follow-up of study results and study success (ToR, feedback promotors)
Monitoring meetings
• at least once a semester with all grant holders at every host university
External evaluation
• mentioned as a weak point by EACEA => 2013
other coordinators
externals: expertise in the region or in selected topics (QA, selection,..)
6. Management
Important steps at the start
Kick-off meeting
• Make sure all your partners are well-informed and clear agreements are
made (MoU!)
Dissemination
• From the very start of your project!
• At all partner universities and non-partner universities
• Events: promotion tour, workshops, seminars,..
• Social media
• Inform relevant stakeholders
• Use different channels: internet, radio, TV, newspapers, magazines,
newsletters, existing networks and other projects, activities you
organize….
6. Management
Important issues during your project
• Recognition: training guide on recognition for WB universities
http://www.basileus.ugent.be/userfiles/BASILEUS/files/Recognition(1).pdf
• Quality assurance
• Sustainability
• Networking
• EC delegations
• Ministries
• Embassies
• NGO’s
• Enterprises
• ….
6. Management
Basileus: challenges
• Balance between all universities and countries (applications, selections,
success rate)
• Mobility EU => WB
• Reaching Target Group 3 and to a lesser extent TG 2
• Previously high quota imposed for BA scholarships vs high demand for MA
• Balance between exchange and degree: concept of exchange not well-known
• Large consortium – difficult to reach all faculties and single
departments/academics
6. Management
Basileus: accomplishments
• King Baudouin Foundation: extra funding – sustainability
• extra staff in IRO
• extra promotion
• website consultancy
• conference on recognition with publication spread to all universities
• Staff training (IRO)
• Efficient partnership established
• High number of scholarships granted to individuals
• Cooperation with the other EMA2 projects in the region
• Conference on recognition, workshop on career centres
• Promotion tours in every country
7. Synergies
Synergies between different HEIs/projects should be encouraged:
• Learn from each others’ Best Practices (AND mistakes)
• Widen your network / partnership
• Draw attention of relevant authorities in the region
→ e.g. final meeting combined with all projects in the region
• Example: New initiative in the framework of the Lotus projects: a Joint
workshop on Academic Recognition and Credit Transfer
– When? November 2014
– Where? Siem Reap, Cambodia
– Joint cooperation with:
• Relevant authorities in Cambodia
• 5 other EU universities who represent 10 projects on Asia
Regional
7. Synergies
• Other players to focus on:
– Enterprises
– Chambers of Commerce
– Erasmus Mundus Association – different country chapters
– Local authorities
– EC delegations
– embassies
– Other projects who could be relevant
6. Management
Lessons learnt..
Changes in own organisation: towards more efficiency!
One contact person responsible for all aspects Specialisation
Decentralisation Centralisation
General database Specialised database
1 project 34 projects
Continuously streamlining documents/procedures of different projects
6. Management
What’s in it for your university?
• Improving visibility of your institution: local, regional, (inter)national level
• Recruiting highly qualified third country students and researchers
• Create or reinforce a strong cooperation network with EU and TC partners
• Facilitate the exchange of good practices and innovation processes
• Secure financial support for your inter-university mobility activities
