2British Council, London Huw Landeg Morris Submitting an Erasmus Mundus applicationBritish Council, London27 January 2010Huw Landeg MorrisAcademic RegistrarSwansea University& Bologna Expert UK
3Overview of presentation Aims of presentationTo offer advice on the preparation of an application for an Erasmus Mundus II programme, with reference to the development such programmes at SwanseaUniversityTo reflect upon the benefits and challenges of collaborative degreesTo reflect upon and to consider practical solutions to the obstaclesThrough discussion, to share practice
4Submitting 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.”
5Submitting an Erasmus Mundus application Benefits of engagement :Enhancing academic provision and student employabilityRaising profile of the university within EuropeRaising numbers and standard of applicantsFinancial benefits through studentships and feesChallenges:Administrative burden (low chance of success) eg quality, approval & monitoringLegal and financial differences between partnersJoint degreesAdvice – depending on the strength of the programme,go for it!!
6Submitting an Erasmus Mundus application - Stage 1 Institutional ownershipThe programme co-ordinator is advised to:Seek the support of Senior Management, to include financial and legal endorsementEnsure the commitment of the School/Department to the proposed programme of study – devote the timeSecure the long-term backing of the academic and administrative staff involved in the schemeBeware of requests from individuals
7Submitting an Erasmus Mundus application - Stage 1 Initial PlanningInstitutional 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 contractsRegulatory issues – enabling regulations for a 2 year Masters degree?; flexibility of Masters/Doctoral regulations; assessment issuesSchool/Deptl level - nature of proposed European partners; market research; competition from other consortia; strengths of school…../contd.
8Submitting an Erasmus Mundus application - Stage 1 Initial planning - practical advicePreferably 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 Registrarcarry out a strategic and qualitative appraisal from an institutional perspective (cross-referencing to existing Erasmus Mundus schemes) and prioritorise, assessing developmental workensure that the Head of School reviews the academic content of proposed programme and strengths of other partnersInvolve Central Administration throughout
9Submitting an Erasmus Mundus application - Stage 1 The role of the Central Administrative DepartmentsFamiliarise yourself with the Erasmus Mundus programme guide (EC)Address regulatory constraints – flexibility will be neededPrepare initial draft of Memorandum of Agreement – seek good practiceExamine responsibilities of co-ordinating institution (workload and legal) – in case it falls on you!Consider admission procedures and requirementsDetermine the validation procedures and timetable, referring to institutional quality assurance procedures and noting the submission deadlineSet up and attend exploratory/planning meetings with potential partnersAdvice – set up a meeting of the admin departments
10Submitting an Erasmus Mundus application - Stage 1 Selection of the partner institutionsThe school should identify potential partners, including 3C partners which can complement and enhance your degree, based preferably onExisting 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 GuidelinesAward joint/double degrees, Erasmus University CharterWill the programme be taught solely through the medium of EnglishRemember – one partner per countryThe attractiveness of the Institution also importantAdvice - Keep the partners to a manageable number. It is easier to add than to remove from membership of a consortium
11Submitting an Erasmus Mundus application - Stage 2 Planning Meetings – 2 or 3 meetingsMeetings preferably at partner institutions?Outline key requirements of an Erasmus Mundus programme ensuring all partners are aware of requirements and commitmentDraw up an agenda, to include and resolvethe academic content and structure of scheme including mobilitymaximum/minimum nos. of studentsresponsibilities within the consortium e.g. co-ordinating institution, web pages etc.selection & admissions requirementsregulatory issues (including assessment), and procedural issues (includingcomplaints and appeals); redeeming failures; exam boardslegal and financial constraints
12Submitting an Erasmus Mundus application - Stage 2 Collective design of the programmeTo be driven by the Academic School, based on the academic strength of the existing provision and its complementarity to potential European programmesDesign 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 PhDKeep the structure simple and not over complicated by the mobility periodsAdvice – try to influence the structure of the degree around your strengths eg teaching component or dissertation
13Submitting an Erasmus Mundus application - Stage 2 Legal IssuesConsortium & 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 grantConsortium membersMemorandum of Agreement – to cover all academic, administrative and financial issues between the partners MAKE SURE THEY ARE SIGNEDConsortium partners and StudentsStudent agreement – to cover all aspects of the course relevant to the student eg fees, assessment, mobility, obligations of the partiesStudents and Individual InstitutionEnrolment – general regulations, fees, etcAdvice – Pay for proven successful templates!!
14Submitting an Erasmus Mundus application - Stage 2 Financial IssuesThe 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 constraintsYou must examine the legality of charging fees in the partner countriesYou must determine the mechanism for charging feesYou will need to make arrangements for the payment of stipendsAdvice – Swansea case study
15Submitting an Erasmus Mundus application - Stage 2 Other Issues to be resolvedPatten 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 systemLanguage – most courses are taught in English but be aware of the language expectations of partners
16Submitting an Erasmus Mundus application - Stage 2 Learning from experience (Round 1 of EM II)FeesAssessment of PhD candidatesSelection and AdmissionSigning of agreementsNos. of studentshipsThird Country PartnersAgency Seminar in Brussels 22 Jan (video available -http://eacea.ec.europa.eu/erasmus_mundus/events/infoday_2010_en.php)
17Submitting an Erasmus Mundus application - Stage 3 Application FormOutline of programme highlighting academic strengths, existing co-operation etc, joint degree? – take into account the criteriaAssessment of students (particularly Doctoral)Sustainability of programme and enhancement of employabilityAppendices – 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 supplementConfirmation of the validation of the programme by each partner and the national agenciesAdvice – keep the National Agencyinformed of progress
18Submitting an Erasmus Mundus application - Stage 3 Masters’ Programmes Doctoral ProgrammesFurther details of criteria are availableCriteriaweightingAcademic Quality25%Academic and research quality20%Course integrationPartnership experience and compositionCourse management, visibility and sustainability measuresEuropean integration & functioning of the programmeStudents’ facilities and follow-up15%Provisions for candidatesQuality assurance and evaluationManagement, sustainability & quality assurance
19Managing an Erasmus Mundus programme – stage 4 Initial investment of time in meticulous preparation pays off!Scenario 1 – student complaintScenario 2 – challenge to the legality of the programmeThe importance of an effective Board of Studies for post-approval management
20Useful ReferencesBologna Follow Up GroupEUAEurope Unit, UUKBritish Council (Bologna Promoters)Guide to the Bologna Process