External Cooperation Window

Call for proposals 35/08

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Content

• EMECW: the programme

• EMECW CALL 35/08 Mobility actions starting in the academic year 2009/2010

• Submitting a successful application

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EMECW: the programme

• Programme complementary and built on other higher education initiatives, Erasmus, Erasmus Mundus, Tempus, Asia Link, Alfa, Alban, Edu-link

• Structured institutional co-operation between EU HEIs end HEIs in specific geographical regions on variety of subjects/disciplines of common interest (consultations with Third-countries)

• Scholarships at all educational levels (undergraduate, master, doctorate, post-graduate and academic staff )

• Special attention paid to socio-economically disadvantaged groups and populations in a vulnerable situation

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EMECW: the programmeFinancial instruments

ENPI European Neighbourhood and Partnership Instrument

IPA Instrument for Pre-Accession Assistance

DCI Development Cooperation Instrument

EDF European Development Fund

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EMECW : the programmeWINDOWS 2007

Neighbourhood East-Europe + Russia

Western Balkan

Central Asia

Middle-East

Neighbourhood Mediterranean

countries AsiaIndia

PacificAfric

a

Caribbean

Latin America(Brazil, Chile, Mexico)

WINDOWS 2008

WINDOWS 2009

and China

(L.A. Regional, Brazil and Argentina)

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EMECW : the programme

4323

9

1815

52106535

163,5

36,4

100,384

1 2 32007 20092008

Selected partnerships

Individual mobility

Total Budget

286 EU HEIs

315 Third countries HEIs

5735 Incoming mobility

1290 Outgoing mobility

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EMECW CALL 35/08 Mobility actions starting in

the academic year 2009/2010

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EMECW CALL 35/08

Objectives

to promote institutional based cooperation in the field of higher education between EU and Third countries

to improve transparency and mutual recognition of studies and qualifications for study periods abroad

to enhance the EU and Third-countries academic staff and students capacities and employability

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EMECW CALL 35/08

Geographical windowsIndicative Amount Mobility Lots Partnerships

Yemen Iran Iraq 3 110 1 1Central Asian Republics 5 160 1 2Western Balkans 8.5 560 1 2Asia Region:Asia Regional 20 664 2 4India 19 580 1 4China 26 875 1 5Latin America Region:Brazil 9.3 495 1 3Argentina 2.1 80 1 1Latin America Regional 41.6 1813 5 13Total 163.5 6535 21 43

412 491South Mediterranean, Eastern Europe and Russia 3

417 707 4

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EMECW CALL 35/08Who can participate?

Higher education institutions and organisations active in the field of higher education

The applicant institution submits the application on behalf of the partnership of participating organisations

The final beneficiaries

Students, doctoral candidates, teachers, researchers and other academic staff

Each applicant address the application directly to the selected HEIs in accordance with the application conditions defined by the partnership

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EMECW CALL 35/08

Who can participate?

ApplicantsEuropean HEIs holding an Erasmus Charter

Partners European → HEIs holding an Erasmus CharterThird-countries → recognised HEIs registered in one of the country of the Call

AssociatesAny type of organisation in the eligible countries whose involvement can contribute to the implementation of the mobility scheme

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EMECW CALL 35/08

Partnership (general rule):

• Minimum size: 5 EU HEIs from at least 3 EU countries + at least one HEI from each country in the corresponding geographical/country lot

• Maximum size: 20 eligible partners (incl. the applicant); each applicant may submit only one proposal for any specific lot and the same European partnership may submit proposals to a maximum of 4 geographical lots

• A Memorandum of Understanding needs to be drawn up among the partners in order to reach a sound management

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EMECW CALL 35/08

Target Group

Target beneficiaries Types of mobility

Eligible countries

TG 1 Students and academic staff registered in one of the universities member of the partnership.

undergraduate masterdoctoratepost-doctorateacademic staff

Third-countries of the geographical lot concerned and European Countries

TG 2 Nationals not registered in a higher education institution of countries included in the partnership

masterdoctoratepost-doctorate

Only Third-countries of the geographical lot concerned

TG 3 Nationals of the Third-countries concerned by the geographical lot who are in particularly vulnerable situations, for political or economic reasons or because of physical disabilities.

undergraduate masterdoctoratepost-doctorate

Only Third-countries of the geographical lot concerned

Final beneficiaries → Students and academic staff

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EMECW CALL 35/08Overall requirements

• Target Group 1 must represent at least 50% of the individual mobility covered by the project

• Third-country students need to represent at least 70% of the individual mobility covered by the project

• European students and academic staff cannot exceed 30% of the individual mobility flows covered by the project

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EMECW CALL 35/08Specific requirements per each geographical windows

• Partnership composition (participation of institutions located in specific provinces/regions within the geographical windows)

• Budgets and minimum mobility flows

• Types of mobility + indicative distribution

• Identification of thematic fields of study on the basis of regional and country needs (the list of thematic fields of studies is indicative)

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EMECW CALL 35/08Type of mobility and indicative distribution

Undergraduates 35%Masters 25%Doctorates 20% Post-doctorate fellowships 10% Academic staff 10%

The distribution of the mobility can vary according to the geographical windows

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EMECW CALL 35/08

Indicative duration of the mobilityUndergraduates 1 sem. to 1 acad year (3 acad years TG3)

Masters 1 sem. to 2 acad years

Doctorates 6 - 34 months Post-doctorate 6 - 10 months Academic staff 1 - 3 months (only TG1)

Scholarship duration can vary according to the geographical windows, the Target Group and the grantee's nationality

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EMECW CALL 35/08

Lump sum for organisation of the mobility (Flat rate of 10.000€ per eligible participating institution)

Unit costs to cover the implementation of the mobility

– Travel costs (in accordance with distance : from 250 to 2,500 €)

– Monthly allowance (from 1,000 to 2,500 €)

– Tuition fees (from « fee waiver » to 5,000 € / academic year)

– Insurance costs (75 € / month abroad)

Financial information

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EMECW CALL 35/08Project Grant : duration and paymentsFor projects with total mobility up to 24 months :

1st pre-fin. = 70% 2nd pre-fin. = 30%

For projects with total mobility over 24 months (up to 45 months) :

1st pre-fin. = 50% 2nd pre-fin. = 30% 3rd pre-fin. = 20%

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EMECW CALL 35/08

Activities

The project will be composed of two main parts:

• The partnership activities for the organisation of mobility and the transfer of know-how and best practices

• The implementation of individual mobility for students and academic staff

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EMECW CALL 35/08

Memorandum of Understanding

The memorandum of understanding is a document describing the multilateral agreement between the partners. It expresses a convergence of will between the partners, indicating an intended common line of action.

• role and involvement of partners

• specific academic arrangements• procedures for selection of

candidates

Organisation of mobility

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EMECW CALL 35/08

Visibility and communication strategy

Solid networking strategy, reaching as many HEIs in Third-countries and Europe concerned as possible and vulnerable groups

• Identification of Target Groups

• Identification of appropriate measures, inside and outside the partnership, to attract potential candidates

Organisation of mobility

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EMECW CALL 35/08

Transparent and fair selection mechanisms

Respecting:

• Equal opportunities• Academic merit• Gender-balance • Participation of disadvantaged groups

(disabled and economically disadvantaged people)

Providing:

• Selection timing, guidelines for selection of students, documents to be submitted, admission criteria

Organisation of mobility

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EMECW CALL 35/08

Academic recognition

Full academic recognition by the home university for the study period spent in the host university (including examinations or other assessments)

• Diplomas and degree recognition

• Diploma Supplement• Credit transfer (ECTS) or

other compatible system

Organisation of mobility

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EMECW CALL 35/08

Sustainability strategy

Exchanges should favour the creation of durable links with Third-countries and respond to the social, economical and political needs of Third-countries concerned

• Impact on target groups• Multiplier effects and

capitalisation of project results and dissemination activities

• Strategy for brain drain prevention

Organisation of mobility

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The implementation refers to the students/acad. staff individual mobility. It coincides with the period spent at the hosting universities in order to undertake the foreseen studies and to follow the academic planning.

Latest possible start: 1st September 2010

EMECW CALL 35/08Implementation of the individual mobility

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EMECW CALL 35/08 Mobility actions starting in

the academic year 2009/2010

Submitting a successful application

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EMECW CALL 35/08

• Am I eligible as applicant?• Does my partnership respect general and specific

(lot) eligibility criteria? • Do I and my partners have technical expertise?• Do I have the financial capacity?• How many documents to provide? • What shall I bear in mind during the preparation of

my application form?• How is my project going to be evaluated?

BIG CHALLENGE!!

Submitting an application by the deadline

13th March ‘09

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EMECW CALL 35/08The evaluation of your application submitted under this call will undergo the following procedure:

•Administrative eligibility check and eligibility of applicants and partners

•Selection Criteria

•Assessment of the applications following the Award Criteria

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EMECW CALL 35/08

The deadline has been respected If the deadline has not been respected the proposal will automatically be rejected

The Application Form satisfies all the criteria mentioned in the Checklist

• duration of project • estimated maximum grant• partnership statement completed and

signed • minimum mobility flows respected• declaration by the Applicant

Administrative eligibility check

You succeeded the first phase

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EMECW CALL 35/08Selection criteria

Financial capacityStable and sufficient sources of finance to maintain the activity throughout the period during which the action is being carried out and, where appropriate, to participate in its funding

Technical capacityManagement capacity, professional competencies and qualifications required to successfully complete the proposed action. This also applies to any partner of the partnership

You succeeded the second phase

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EMECW CALL 35/08

Award CriteriaThe award criteria allow evaluating the quality of the

proposal submitted in relation to the objectives and priorities of the Call

• Operational capacity and expertise• Relevance• Methodology to manage the

partnership and implement of the mobility activities

• Sustainability

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EMECW CALL 35/08

Award Criteria → Operational capacity Technical expertise and management capacity to

implement the eligible activities (organisation of mobility, experience with higher education institutions in Third countries, implementation of recognition mechanisms…)

Experience in the management of international cooperation projects

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EMECW CALL 35/08

“All partner universities, Third-country as well as European, have extensive expertise and experience in external academic cooperation, including

student and staff mobility. To address the increasing demand for flexibility in academic degree programmes, a number of partners have entered into educational partnerships with reputable qualified educational

organisations within and outside Europe”

Operational capacityExample of good practices

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EMECW CALL 35/08

objectives of the Call

needs and constraints of the geographical window and target groups

thematic needs and “cross-cutting” principles

geographical spread of the partners

Award Criteria → Relevance

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EMECW CALL 35/08

“The main need is identified as education, in order to build up

and/or modernise the country, educating a young population (the demographic structure of Iran, Iraq

and Yemen is the inverse of Europe), a growing need and

interest to access ‘Train the trainer’ programmes

to increase the number and quality of trainers and instructors. There is

a strong need for better governance and sustainable

development…”RelevanceExample of good practices

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EMECW CALL 35/08

• Sound methodology and solid internal management of the partnership

• Partners' level of involvement and distribution of the mobility activities among the partners

• Compliance with quantitative requirements, balanced mobility flows inside the partnership and thematic expertise of the partners

• Mechanisms for students examination and study credits recognition and transfer (ECTS, Diploma Supplement or other compatible system)

• Academic quality control

Award Criteria → Methodology

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EMECW CALL 35/08

• Monitoring activities to ensure academic quality

• Visibility, awareness raising, promotion of the mobility scheme

• Guarantee an impartial and transparent selection process based on merit and equal treatment

• Cross-cutting principles: equal opportunities, gender-balance, and encouraging participation of disabled and economically disadvantaged people or indigenous population

• Practical arrangements as in assistance for obtaining visa, administrative support, housing facilities, languages courses, support for visa/ residence permit

Award Criteria → Methodology

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EMECW CALL 35/08

“Participation of partners is ensured both in the management structure, the selection process and

the mobility activities. In the management structure each partner has two representatives (academic and administrative)…

Partners steer the selection process both by agreeing on the common criteria and

procedures and also by participating in the local selection of their students and in evaluating in

more detail incoming PhD students. A partnership agreement will be signed, covering

the responsibilities, procedures and methodology stated in this

application…”

MethodologyExample of good practices

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EMECW CALL 35/08

• Impact on the target groups and institutional cooperation

• Multiplier effects and plan for capitalisation of the project results and dissemination activities

• Brain-drain prevention

Award Criteria → Sustainability

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EMECW CALL 35/08

“The international networking capacity mainly of the Brazilian partners will be

substantially strengthened. The partners as a whole will gain visibility and

better reputation towards other universities. The partners will gain experience in using the

ECTS as transfer and accumulation system and will share the necessary

information to maintain the necessary mutual understanding to keep the cooperation going in

a sustainable way…”

SustainabilityExample of good practices

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EMECW CALL 35/08

You passed through all the evaluation process!Your application is successful…. Here your proposal becomes a project and the partnership starts its life!!!

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EMECW CALL 35/08

1 → Application Form

The Call is published in 5 languages (EN, FR, DE, ES and PT): to facilitate the selection process you are invited to submit the application in EN.

Application must be submitted using the specific Application Form available on-line at:

http://eacea.ec.europa.eu/extcoop/call/2008/index_en.htm

Use the checklist in section III of the Application Form in order to reassure you have respected and included all the expected documents

Procedure for the submission of proposals

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EMECW CALL 35/08

2 → Where and how to send (I)

• Applications must be complete and duly signed by the Legal Representative of the applicant institution

• Applications must be submitted in 1 original and 2 copies

• All the Annexes must be filled in and submittedAnnex A: BudgetAnnex B: Summary sheet Annex C: Legal Entity form Annex D: Financial Identification form Annex E: List of thematic fields of study

• Applications must be sent by registered mail or private courier service

Procedure for the submission of proposals

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EMECW CALL 35/08

2 → Where and how to send (II)

• The complete Application Form and the Annexes must be submitted to the following address:

Education, Audiovisual and Culture Executive Agency Call for proposals "Erasmus Mundus - External Cooperation Window"

Unit P4Avenue du Bourget 1 (BOUR 00/37)

B - 1040 Brussels

• The complete Application Form including a scanned copy of the Declaration of the Applicant and the Annexes must also be submitted electronically to the following address:

EACEA-EM-EXTCOOP@ec.europa.eu

Procedure for the submission of proposals

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EMECW CALL 35/08

Deadline for submission of proposals

13 March 2009

Start of eligible activities 15th July 2009

List of individuals selected for mobility

before the mobility starts and at latest by

1st April 2010

Submission of a Report of activities

1st April 2010

Latest possible start of the individual mobility

1st September 2010

Timetable

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EMECW CALL 35/08

Further information concerning the Call for proposals, the Application Form together with the Annexes and any other supporting documents can be found at the following website :

For assistance :

• FAQ: http://eacea.ec.europa.eu/extcoop/call/2008/index_en.htm• Mailbox : EACEA-EM-EXTCOOP@ec.europa.eu

http://eacea.ec.europa.eu/extcoop/call/index.htm