Workshop 2 30/11 Induction workshop for new Consortia

AGENDA Setting up and Erasmus Mundus Masters Course (EM MC) Consortium Working with (Third-Country) students Working with the Executive Agency and the Erasmus Mundus National Structures

Setting up an EM MC Consortium (1) You must set up a Partnership Agreement which Ensures the institutional endorsement Defines the financial and administrative conditions within the Consortium (boards and committees, rights and obligations of the partners, distribution and management of funding, meetings schedule, etc.) Sets up the practical rules and procedures related to the course implementation (course content, mobility paths, calendar of course and exams, nature and form of the exams, common assessment criteria, marks conversion grids, recognition procedure, students application and selection process, etc.) Defines de students rights and obligations (students’ handbook, students’ contract, etc.)

Setting up an EM MC Consortium (2) The Coordinator (/coordinating institution) Monitors and reports on Consortium’s activities Is the sole “interlocutor” of the Agency for contractual matters Must define the cooperation mechanisms and ensure the EM MC milestones and deadlines are met Must constitute a team (administrative and financial resources, support from appropriate services within the institution) Coordination is also delegation (Too) Many tasks to implement (on your own)! Build on partners’ specific expertise

Setting up an EM MC Consortium (3) KEY ISSUES EM Degree recognition procedures To be finalised in accordance with national procedures Objective: a fully recognised EM Joint Degree Tuition Fee Policy EM Programme constraints National Constraints Distribution arrangement within the Consortium EM MC Monitoring and QA QA according to institutional practices Peer review by QA services of partner institutions External evaluator Monitoring students satisfaction’s (questionnaires / reports)

Setting up an EM MC Consortium (4) KEY ISSUES EM MC Information and Visibility Necessity to attract high level (Third-Country) students Obligation of transparency and equality of treatment Dedicated website (description of the course, students and scholars scholarship availability, application criteria, form and timetable, etc.) Sustainability EM funding guaranteed for 5 editions of the MC Need to think about additional funding sources after the 5 years period

Working with (Third-Country) Students (1) Attracting High level students Identify your target countries (if any) Work with your Third-Country and European partners Promote the EM MC through networking, fairs & conferences, indexed dedicated website WARNINGS: Working with local organisations Fake students Applications

Working with (Third-Country) Students (2) Participation of European Students Mandatory for EM MC Constraint due to lack of dedicated EM scholarships SUGGESTIONS Adapt your tuition fees for EUR students accordingly Adapt you mobility pattern to the ERASMUS constraints (in order to secure ERASMUS grants for the EUR students)

Working with (Third-Country) Students (3) Students application/selection criteria and procedure: Clarity, transparency, equality of treatment Joint assessment criteria and selection procedures Suggestion to organise a Selection Board List of candidate students ranked by score Obligation of a reserve list of Third-Country students Minutes of the Selection Board’s decision

PROPOSED PROCEDURE TO FACILITATE VISA DELIVERY Helping 3rd country Students to get their visas is also the Consortium’s responsability The Executive Agency and the National Structures assist the consortia in theses tasks This following schedule presents the « ideal » process to get Visa delivery In April : EM Consortium’s coordinators pre-inform 3rd country students about their pre-selection and invite them to start preparing Visa documents (apply for a passport)

In May (decision on Action 2 is adopted): The Executive Agency sends to Consortia’s coordinators, a signed certificate ( with main and reserve list of third country students in annex ) to be used as support document for local embassies/consulates Executive Agency informs EC delegations in third countries on the students selected from respective countries (delegation are kindly requested to support students in visa process) EM National Structures receive the list of selected students in order to liaise with Foreign Affairs and Internal Affairs Ministries

Between June and August EM Consortium coordinators send to students an « extended admission letter » (certificate with annex and acceptance letter) and, on demand, to EU embassies/consulates in the 3rd countries concerned Students are strongly encouraged to request visa and residence permit as soon as they receive confirmation of their selection and supporting documents from the EM Coordinators EM Consortium 1st Hosting Universities send to students (maybe via coordinator) an admission letter (including info on enrolment, bank account, visa, residence permit, housing and medical issues)

Consortia give further support to students and liaise with embassies and Consulate if necessary The Agency may also provide support letters in order to help students who are in extreme difficulties to obtain their visas. Sept-Oct : The Commission prepares and sends to coordinator a Welcome letter signed by the Commissioner for distribution by EM Consortium coordinators to 3rd country students

Good practices/tips for coordinating/hosting Universities 1.Although the definite mobility path may not be defined beforehand in all cases, it is essential that the 1st hosting university is known from the very beginning of the student selection process 2.Communicate the starting and end dates(including examination period) of each mobility period very clearly to the students 3.Communicate the approximate visa delivery time for your country to the students and advise them to apply for a Type D (3-12 months) Student Visa for the EU entry country (not multiple visa)

4. According to the duration of the stay in the entry country, procedures for the next visa have to be started immediately or shortly after the students arrival. 5.Delivery of visas for period of professional traineeships in another European Country requires longer period due to the need to provide specific working documentation 6.Exchange information between the members of the consortium 7.Don’t hesitate to contact the Agency and/or your National Structure for advise and support. A directive will enter into force on the 12/01/2007 on facilitating students mobility inside Europe: lex.europa.eu/LexUriServ/site/en/oj/2004/l_375/l_ en pdf lex.europa.eu/LexUriServ/site/en/oj/2004/l_375/l_ en pdf

TheThird-Country Students stay in Europe: International offices and EM Course Staff are invited to have a proactive attitude towards EM students to assist them in the : –Registration within the university –Registration at local authority/police –Delivery of residence permit (prerequisite for obtaining the second visa) –Opening a bank account –Finding of accommodation and signing of lease –Additional insurance if necessary –Visa procedures for intra-European mobility –Assignment of a tutor / mentor / buddy –Induction to university facilities and services –Language courses

As a consequence, International Offices and EM Course staff are advised to: - accompany students personally to local authorities, banks etc. to overcome possible language barriers - rent a pool of accommodation for students before arrival as well as opening bank accounts, - ask students to authorize the university in writing to act on their behalf vis-à-vis immigration authorities

INSURANCE: For Action 2 : 1.Selection of students by the Consortium 2.Communication of the names to the Executive Agency (through the Action 2 application) 3.Lists and names forwarded by the Agency to the Insurance company 4.Letters and insurance cards sent by the insurance to the Agency (the letter mentions informations about the benefits for the differents cases covered) 5.Letters and cards send by the Executive Agency to the Consortia 6.Distribution to students by the Consortia

Very Important : In case of change or drop out, the Consortium is in charge of sending back the insurance card of the student who droped out. If there is a replacement, the Consortium should communicate very quickly to the Executive Agency the name of the new grantee (must be listed in the Reserve list). As soon as the insurance knows the name of the student, he/she is covered even if the card is send later by the insurance to the Consortium For Action 3: Names of mobile students are not known at application stage In order for these students to be covered by the insurance, names have to be known at least 5 weeks before departures. Information and Claim form can be are available at : en.html

LANGUAGE AND INDUCTION COURSE In accordance with the EM MC tuition language policy, Consortia have to ensure selected students have the appropriate knowledge of the language(s) concerned. The EM MC must provide for language courses in the tuition language(s) and in the national language(s) of the countries visited. Very often summer courses are organised by Consortia before the start of the master. Choosing too many tuition languages for a EM MC can be problematic for the selection of 3rd country students (it is quite difficult to find third country students able to speak European languages)

INDUCTION TRAINING An induction training presenting all the facilities of the hosting universities and more generally informations about the hosting country(/ies), practical issues and administratives steps is a good way to welcome students and help them to begin their study period in good condition. MENTORING/TUTORING In order to facilitate the integration of 3rd country students, the usage of « tutors » - experienced students – and « mentors » - teaching staff members – have proved to be efficient approaches.

STUDENTS’ EVALUATION QUESTIONNAIRES Students questionnaires should be used on a regular basis (expectation questionnaire ath the beginning of the MC, satisfaction questionnaire at the endo of each mobility period or term/smester/year, etc.) in order to adapt and improve the MC (from a content and/or organisational point of view) if needed. Be aware of the fact that if you want to change the content and/or structure of the Course, the Executive Agency should be informed beforehand and accept these changes.

COMMUNICATION TOOLS Communication is essential in two directions : 1.To attract students and make the publicity of the Course 2.To communicate within the partnership, with students of the Master Course. For that purpose, the Consortium can : Create an MC intranet where people concerned can find all the usefull information and documents Create Forum to exchange views, ideas, difficulties, etc Organize regular meetings between the MC Board(s) and students to allow a direct contact and exchange Encourage students to create their own « web area » (ie: students from Journalism Consortia created a « on line blue book » presenting themselves, their curriculum and their experience with the Course)

THE CONSORTIUM’S RELATION WITH THE AGENCY AND THE NATIONAL STRUCTURES CONTRACTUAL CALENDAR : November - December : Framework partnership agreement sent/received and signed before November : submission of the « Student selection framework » for Action 2 and If applicable, submission of Action 3 aplication (deadline 30/11/2006) December : Seminar For EM MCs

February 2007: submission of Action 2 applications (deadline 28/02) for mobility starting in the a.y. 07/08 June 2007: Specific grant Agreement for Action 2 scholarships starting in the a.y. 07/08 February 2008: submission on Action 2 applications (deadline 28/02) for mobility starting in the a.y. 08/09 March 2008: First Progress Report on the implementation of the EMMC during the a.y. 07/08 June 2008: Specific grant Agreement for Action 2 scholarships starting in the a.y. 08/09 September 2008: Second Progress Report (for EMMC lasting more than 1 year) or Final Report (for EMMC of 1 year) on the implementation of the EMMC during the a.y. 07/08

GRANT PAYMENT PROCEDURES AND REPORTING Pre-financing: For Action 1 (and 3), the flat-rate amount for the organisation’s costs is paid at the time of signature of the specific agreement through a pre-financing representing 100%. For Action 2 scholarships, the first pre-financing is paid at the time of signature of the specific agreement and represents: - 90% of the scholarship funds if the duration of MC is one year -70% if the duration of MC is longer than one year. For Action 3 scholarships, the first pre-financing is paid at the time of signature of the specific agreement and represents 70% of the scholarship funds.

The second pre-financing payment (which represents the remaining amount of the grant) is done on the basis of a Progress Report which must demonstrate that: 1.the Course has been implemented or, in the case of Action 3, the Partnership is operational, 2.students and scholars have been sent out, 3.high standards of quality are maintained, and 4.at least 70% of the amount of the first pre-financing has been spent Due to the grant instalment procedure applicable to Erasmus Mundus Actions 1, 2, and 3 - i.e. two pre- financing payments covering the full amount of the grant proposed -, there is no balance payment in the context of the final report, only reimbursements are possible in the case of underspending or interests earned.

In the context of the five year period covered by the Action 1 framework agreement, MCs will have to provide an overall summary report covering the implementation of the course during this period. EM MC Progress Reports and Final Reports are due in March and September ( depending if it is an Action 1, an Action 1 & 2). The forms are attached as an annex to the Specific Agreements that you will sign with the Agency. A report’s deadline reminder is always sent to Consortia before the due date to avoid any omission

The Agency has then 45 days to assess your report, send your further request if needed, and issue or an acceptance letter or a conditional acceptance letter. The payment or recovery (in case of drop out student for example) will be issued also within 45 days after the acceptance. Interests, earned during the period of the project must be declared in the Final Report. It is the Consortium’s responsibility to ensure that the interests earned, if any, are properly accounted and reimbursed to the Agency in the context of the specific agreement closure!

The Chapter II of the Administrative and Financial Handbooks (Actions 1 and 2 / Action 3) defines for the beneficiaries the modalities for the modification of the Specific Agreement. See these documents on the site: Modifications to the agreements are classified in three different categories in accordance with the specific procedure applicable to each of these categories:

A. Modifications requiring an official amendment For these type of modifications, the Beneficiary must send a written request to the Agency, dated and signed by its legal representative. In order to be considered by the Agency, amendment requests must be submitted at least 60 calendar days before the end of the period of eligibility detailed in the specific agreement. The request must be supported by a detailed justification and full details of the changes sought. If needed to amendment request may be submitted to the analysis of an external academic expert. The following modifications require an official amendment: Change in the composition of the Consortium Change of the beneficiary/coordinating institution Change in the period of eligibility

B. Modifications requiring a formal approval from the Agency For these cases, Erasmus Mundus Masters consortia are invited to submit the proposed modification for approval to the Agency who will send an acknowledgement of receipt. Without any reaction by the Agency within 10 working days after the sending of the before mentioned acknowledgement, the modifications are deemed to be approved. The following modifications require formal approval : Change to the course content (replacement of modules, etc.) May require the consulation of an independent expert Change of Legal Representative within the Beneficiary organisation Change of the co-ordinator of the Beneficiary organisation Change of banking information Change in the budget Changes in the deadlines for submission of reports

C. Modifications requiring a notification to the Agency This type of modification requires only a notification to Unit P4 for monitoring purposes. However, Unit P4 could reject the changes in writing within 10 working days after receipt of the notification if they are considered to go against the Erasmus Mundus implementation rules defined in the Call and the appropriate Administrative and financial Handbook, or if they alter substantially the content or structure of the course concerned. The following modifications require an formal approval by the Agency: Changes referring to mobility arrangements, linguistic aspects and facilities offered to third-country participants or similar aspects of the Masters Course

Please note that as the grant consists of a flat-rate amount for the consortium and an amount based on unit costs for the scholarships, the budget normally cannot be amended. Scholarships for students cannot be increased. Nor can a scholarship be awarded to a student for an additional month in order for him / her to “catch up” with his / her studies. As a result, "changes in the budget" have to be understood as a slight redistribution of scholarships between the partner institutions, or the use of the scholarship for a "reserve list" student following a grantee withdrawing or renouncing his / her scholarship.

WEB SITES: DGEAC : EACEA: Examples of good practice Username: mundus Password: mspace2006 NATIONAL STRUCTURES: