2. British Council, London Huw Landeg Morris
Submitting an Erasmus Mundus application
British Council, London
27 January 2010
Huw Landeg Morris
Academic Registrar
Swansea University
& Bologna Expert UK

3. Overview of presentation
Aims of presentation
To offer advice on the preparation of an application for an Erasmus Mundus II programme, with reference to the development such programmes at Swansea
University
To reflect upon the benefits and challenges of collaborative degrees
To reflect upon and to consider practical solutions to the obstacles
Through discussion, to share practice

4. Submitting an Erasmus Mundus application
Erasmus Mundus II
“The programme’s aim is to promote European Higher Education, to help improve and enhance the career prospects of students, and to promote intercultural understanding through co-operation with third countries…in order to contribute to the sustainable development of third countries in the field of higher education.”

5. Submitting an Erasmus Mundus application
Benefits of engagement :
Enhancing academic provision and student employability
Raising profile of the university within Europe
Raising numbers and standard of applicants
Financial benefits through studentships and fees
Challenges:
Administrative burden (low chance of success) eg quality, approval & monitoring
Legal and financial differences between partners
Joint degrees
Advice – depending on the strength of the programme,
go for it!!

6. Submitting an Erasmus Mundus application - Stage 1
Institutional ownership
The programme co-ordinator is advised to:
Seek the support of Senior Management, to include financial and legal endorsement
Ensure the commitment of the School/Department to the proposed programme of study – devote the time
Secure the long-term backing of the academic and administrative staff involved in the scheme
Beware of requests from individuals

7. Submitting an Erasmus Mundus application - Stage 1
Initial Planning
Institutional level – within your Internationalisation Strategy?; legal capacity to award joint/double degrees; minimum level of fees – approval by your Director of Finance; PBIS issues – students or employees; drafting/approval of contracts
Regulatory issues – enabling regulations for a 2 year Masters degree?; flexibility of Masters/Doctoral regulations; assessment issues
School/Deptl level - nature of proposed European partners; market research; competition from other consortia; strengths of school
…../contd.

8. Submitting an Erasmus Mundus application - Stage 1
Initial planning - practical advice
Preferably before approaching other HEIs:
arrange an open meeting within the Institution to disseminate information, and invite Schools to present expressions of interest – to include details of potential partners/countries – involve the Pro V C & Academic Registrar
carry out a strategic and qualitative appraisal from an institutional perspective (cross-referencing to existing Erasmus Mundus schemes) and prioritorise, assessing developmental work
ensure that the Head of School reviews the academic content of proposed programme and strengths of other partners
Involve Central Administration throughout

9. Submitting an Erasmus Mundus application - Stage 1
The role of the Central Administrative Departments
Familiarise yourself with the Erasmus Mundus programme guide (EC)
Address regulatory constraints – flexibility will be needed
Prepare initial draft of Memorandum of Agreement – seek good practice
Examine responsibilities of co-ordinating institution (workload and legal) – in case it falls on you!
Consider admission procedures and requirements
Determine the validation procedures and timetable, referring to institutional quality assurance procedures and noting the submission deadline
Set up and attend exploratory/planning meetings with potential partners
Advice – set up a meeting of the admin departments

10. Submitting an Erasmus Mundus application - Stage 1
Selection of the partner institutions
The school should identify potential partners, including 3C partners which can complement and enhance your degree, based preferably on
Existing collaboration and or excellence and reputation in the field
[If neither, select carefully]
The partners must be able to meet the criteria as set out in the Guidelines
Award joint/double degrees, Erasmus University Charter
Will the programme be taught solely through the medium of English
Remember – one partner per country
The attractiveness of the Institution also important
Advice - Keep the partners to a manageable number. It is easier to add than to remove from membership of a consortium

11. Submitting an Erasmus Mundus application - Stage 2
Planning Meetings – 2 or 3 meetings
Meetings preferably at partner institutions?
Outline key requirements of an Erasmus Mundus programme ensuring all partners are aware of requirements and commitment
Draw up an agenda, to include and resolve
the academic content and structure of scheme including mobility
maximum/minimum nos. of students
responsibilities within the consortium e.g. co-ordinating institution, web pages etc.
selection & admissions requirements
regulatory issues (including assessment), and procedural issues (including
complaints and appeals); redeeming failures; exam boards
legal and financial constraints

12. Submitting an Erasmus Mundus application - Stage 2
Collective design of the programme
To be driven by the Academic School, based on the academic strength of the existing provision and its complementarity to potential European programmes
Design of the course to be informed by administrative and legal requirements and constraints, and with clear reference to the EC criteria – eg duration of a Master’s programme – 1 or 2 years?; maximum periods of candidature; capping marks; assessment of PhD
Keep the structure simple and not over complicated by the mobility periods
Advice – try to influence the structure of the degree around your strengths eg teaching component or dissertation

13. Submitting an Erasmus Mundus application - Stage 2
Legal Issues
Consortium & Agency (on behalf of EC)
Framework partnership agreement – 5yrs The lead institution commits, on behalf of the consortium “to maintaining the consortium composition as well as the content of the Course in the form approved…”
Specific Grant Agreement – annual to cover the grant
Consortium members
Memorandum of Agreement – to cover all academic, administrative and financial issues between the partners MAKE SURE THEY ARE SIGNED
Consortium partners and Students
Student agreement – to cover all aspects of the course relevant to the student eg fees, assessment, mobility, obligations of the parties
Students and Individual Institution
Enrolment – general regulations, fees, etc
Advice – Pay for proven successful templates!!

14. Submitting an Erasmus Mundus application - Stage 2
Financial Issues
The UK charges fees – most other EU partners will not!
You will need to assess the level of fees – satisfying the expectations of the Director of Finance and the problems of partners – referring to the EC’s constraints
You must examine the legality of charging fees in the partner countries
You must determine the mechanism for charging fees
You will need to make arrangements for the payment of stipends
Advice – Swansea case study

15. Submitting an Erasmus Mundus application - Stage 2
Other Issues to be resolved
Patten of mobility – keep it simple but respond to requirements. Base it on strengths of partners. How will 3C partners be involved and when?
Visa complications – problems with the UK. Take into account the Points-based Immigration system
Language – most courses are taught in English but be aware of the language expectations of partners

16. Submitting an Erasmus Mundus application - Stage 2
Learning from experience (Round 1 of EM II)
Fees
Assessment of PhD candidates
Selection and Admission
Signing of agreements
Nos. of studentships
Third Country Partners
Agency Seminar in Brussels 22 Jan (video available -

17. Submitting an Erasmus Mundus application - Stage 3
Application Form
Outline of programme highlighting academic strengths, existing co-operation etc, joint degree? – take into account the criteria
Assessment of students (particularly Doctoral)
Sustainability of programme and enhancement of employability
Appendices – to include draft contracts, regulations, procedures, admissions criteria, management of programme to include details of the constitution & powers of Board of Studies, template for diploma supplement
Confirmation of the validation of the programme by each partner and the national agencies
Advice – keep the National Agency
informed of progress

18. Submitting an Erasmus Mundus application - Stage 3
Masters’ Programmes Doctoral Programmes
Further details of criteria are available
Criteria
weighting
Academic Quality
25%
Academic and research quality
20%
Course integration
Partnership experience and composition
Course management, visibility and sustainability measures
European integration & functioning of the programme
Students’ facilities and follow-up
15%
Provisions for candidates
Quality assurance and evaluation
Management, sustainability & quality assurance

19. Managing an Erasmus Mundus programme – stage 4
Initial investment of time in meticulous preparation pays off!
Scenario 1 – student complaint
Scenario 2 – challenge to the legality of the programme
The importance of an effective Board of Studies for post-approval management

20. Useful References
Bologna Follow Up Group
EUA
Europe Unit, UUK
British Council (Bologna Promoters)
Guide to the Bologna Process