1. How to become a Grant Holder: Experience with Tempus
Dr. Khaled Gharaibeh
Grant holder of Tempus Project No
Yarmouk University
27/11/2011

2. Contents
General Tips
Writing a Tempus project proposal as grant holder
Planning the Plan (The proposal)
Tips for completing
E-Application
Budget
The Logical Framework Matrix
Further Advice

3. Project Summary
An Industry Oriented MSc. Program in Telecommunications Engineering- Towards and EU Approach
Project Title
MTE-EUA
Project Acronym
The Education, Audiovisual and Culture Executive Agency (EACEA)
- European Union
Funding Agency
TEMPUS
Programme
Joint Projects
Sub-programme
EACEA No. 28/09
Programme guide /Call for proposals
Curricular Reform
Action

4. General Tips There is NO ‘magic’ tip for a proposal to be accepted but
First Tip
There is NO ‘magic’ tip for a proposal to be accepted but
There are reasons for a proposal NOT to be accepted- Avoid these!

5. General Tips Second Tip
Decide on being a grant holder from the very beginning
There is a lot of work to do if you decide to be:
Management of the proposal writing and submission

6. General Tips
Third Tip
Try to have your partners ready and choose good Contact Persons from each partner
If you can’t find good and enough partners, give up and wait for a future call
To find partners:
Subscribe to TEMPUS-TALK and check requests for partners
If necessary advertise through National TEMPUS Office

7. General Tips Key advice
Attend Tempus days and network with people even if you do not have an idea for a project
Read carefully the section on how the projects are selected
Read about HE system in Europe
Bologna Process
Tempus funding philosophy
Think of an idea related to higher education at your institution
– requires 1 year to think about and brainstorm with colleagues and potential partners
Remember: Tempus is not about research

8. Writing a Successful Tempus Proposal
The Idea
3/ /2009
Deadline: 9/3/2010
The idea started 2 years before submitting the proposal
“ A need to reform the existing Master program to suit the needs of industry”
Brainstormed with colleagues and superiors
Clearer idea on funding was obtained from Tempus day Dec
First they ignore you, then they laugh at you, then they fight you, then you win! Mahatma Ghandi
Idea 18 20 21 24
Deadline

9. Writing a Successful Tempus Proposal
The Idea
3/2008-8/2009
Deadline: 9/3/2010
The Tempus call for proposals was read and decision on where the idea fits was made:
Themes
Curricular Reform
Actions
Joint Project
National/regional priorities
Deadlines
3/2010
Idea 18 20 21 24
Deadline

10. Writing a Successful Tempus Proposal
The Idea
3/2008-8/2009
Deadline: 9/3/2010
Contacted and consulted potential partners (informally)
Consulted NTO about our ideas and national priorities
Prof. Abu Elhaija is always happy to answer your questions but remember it is your baby not his !
Idea 18 20 21 24
Deadline

11. Writing a Successful Tempus Proposal
First Draft
8/2009
Deadline: 9/3/2010
A draft about our idea (a seed for a proposal) was prepared:
The idea
Rationale
Expected outcomes/outputs
Expected activities
This document is good for you so that you always remember what your project is about
Idea
First Draft 18 19 20 21 24
Deadline

12. Writing a Successful Tempus Proposal
Legal person (President, Vice President) were consulted (informally) to check if the idea is acceptable by YU
Remember: the legal person of your institution is the one who signs the application (and later on the contract) not you, so make him aware of your ideas in a good time before he signs
If no feedback, then just proceed!
First Draft
8/2009
Deadline: 9/3/2010
Consultation: Legal person, partners, NTO
Idea
First Draft 18 19 20 21 24
Deadline

13. Writing a Successful Tempus Proposal
Partner Search
8/ /2009
Deadline: 9/3/2010
Started looking for partners (online)
Checked if potential partners are
Eligible
Have capacity to carry out activities
Have contact persons that you know
An ineligible partner can terminate your application at the very early stage of review
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search 18 19 20 21 24
Deadline

14. Writing a Successful Tempus Proposal
Partner Search
8/ /2009
Deadline: 9/3/2010
Prepared a 4-7 page “Call for Partnership” and sent out to potential partners.
The call contained:
A description of the idea
Objectives/Outcomes/Activities
Space: ____________
State clearly your contribution for the project activities (They must fit in, otherwise forget about them!)
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search 18 19 20 21 24
Deadline

15. Writing a Successful Tempus Proposal
Partner Search
8/ /2009
Deadline: 9/3/2010
“Call for Partnership” was used to contact as many partners as possible
(about 20 EU institutions were contacted)
Minimum number of partners required for our project is 6 (3 from EU and 3 from PC)
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search 18 19 20 21 24
Deadline

16. Writing a Successful Tempus Proposal
Partner Search
8/ /2009
Deadline: 9/3/2010
JO partners:
HU:
have relevant programs
do not have a Master program
GJU:
experience with Bologna
has relevant expertise in industry oriented programs
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search 18 19 20 21 24
Deadline

17. Writing a Successful Tempus Proposal
Partner Search
8/ /2009
Deadline: 9/3/2010
EU partners:
DCU:
relevant programs
Expertise in QC and Accreditation
QMUL:
experience with IET accreditation
has relevant expertise in industry oriented programs
UPV
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search 18 19 20 21 24
Deadline

18. Writing a Successful Tempus Proposal
Instructions/Guidelines 12/2009-3/2010
Deadline: 9/3/2010
Instructions/guidelines on how to fill the application were read carefully
Theme, action, Single or multi country project
Too many instructions? Yes! but you have to read them at least 3 times
Do not rely on people’s experience- instruction change and past experience as a partner (not grant holder) is not enough to give advice
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search
Application Writing 18 19 20 21 24
Deadline

19. Writing a Successful Tempus Proposal
The Application
31/12/2009-9/3/2010
Deadline: 9/3/2010
Started filling the application and other related documents
Have your partners participate in filling the application
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search
Application Writing 18 19 20 21 24
Deadline

20. Writing a Successful Tempus Proposal
A draft of
Application
budget
LFM
sent to legal person office for review before paper work is signed
Remember: the legal person of your institution is the one who signs the application (and later on the contract) not you so make him aware of your ideas in a good time before he signs
The Application
31/12/2009-9/3/2010
Deadline: 9/3/2010
Call for Partnership
Consultation: Legal person, partners, NTO
Idea
First Draft
Partner search
Application Writing 18 19 20 21 24
Deadline

21. Writing a Successful Tempus Proposal
Supporting Documents
1/2/2010-1/3/2010
Deadline: 9/3/2010
The following documents were prepared; signed and stamped by the deadline (took a month to get the signed paper forms back from partners):
Mandates by all partners
Declaration of honor
Bank Statement
Legal Entities Form
Profit and Loss Accounts
Call for Partnership
Consultation: Legal person, partners, NTO
Mandates, etc.
Idea
First Draft
Partner search
Application Writing 18 19 20 21 24
Deadline

22. Writing a Successful Tempus Proposal
Consulted NTO again on the package (one week before the deadline)
They give good advice on submission procedure
Submitted proposal along with all required documents and waited for the result (took about 6 months for evaluation)
Submission
3/2010
Deadline: 9/3/2010
Call for Partnership
Consultation: Legal person, partners, NTO
Mandates, etc.
Idea
First Draft
Partner search
Application Writing 18 19 20 21 24
Deadline

23. The Application Project Activities
Your application is like the story that you tell to your little son before sleep-- he cannot forgive you if you mess it up!
Coherence between Objectives—Outcomes/Outputs—Activities– Budget
Think of your project as a system
Inputs
Required before/throughout conducting the project
Project
Activities
Objectives
Reached after you conduct the project

24. The Application Project Activities (Workpackages) 3 2 1 Inputs
A Work Plan
Budget Plan
Staff days
Mobility of staff and students
Equipment
Other cost
Printing and publishing
Project
Activities
(Workpackages)
Objectives
Develop and reform programs at lead and other partners
Enhance teaching and learning through building capacity
Objectives related to benefits of the project to partners (ask them)
Management
Quality Plan
Development
Dissemination
Exploitation

25. The E-Application Tips
Make sure that one person writes the story
Consult colleagues and partners
Distribute roles and have ‘right’ people’ provide the pieces

26. The E-Application Tips
Connect deliverables in time and relate to objectives
- If it does not, then remove it!
- If it does, state that clearly in the description of the WP and Del.
Each work-package consists of a number of deliverables

27. The E-Application Tips
Make sure your inputs are eligible--Eligible cost
Make sure you have a clear idea on Management and QC of your project
Tips

28. Budget
Tips
Do not start from budget and then design your activities accordingly
-dangerous; may introduce activities that are unnecessary or do not contribute to objectives
If you had to make changes to the application after it is complete, then make sure to reflect that on the budget and LFM
Apply consistent numbering in e-application, LFM and budget

29. The LFM Tip Consistency between - E-Application - LFM - Budget
is Very Important
Inputs
Numbering
Sequence of activities

30. Further advice!
Read carefully the section on how the projects are selected
Read carefully and in good time
Start filling in the application form in good time. Available from:

31. Visit our project website: http://mte.yu.edu.jo
For more information
Visit our project website:
You can find information about our project, objectives, activities, dissemination material, reports, etc.
Consult me or my colleagues by