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EnricoDongiovanni Project Manager forInternational Relations
AlmaLaurea Interuniversity Consortium
Ferghana State University 10-11 July 2018
Preparation of Erasmus+ CBHE project application: lessons learned and best practices based on field experiences
Programme HERE - Technical Assistance Mission “European experience of employment of graduates: Student
support services for employability”
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A single integrated programme
Erasmus+
1.Learning Mobility
3.Policy
Support
2.Co-operation
Projects
Specific activities:
• Jean Monnet• Sport
CBHE
Erasmus+
Modernisation HE
institutions and systems
Regional integration
CBHE Quality of HE
Management governance
Competences Skills
Internationa lisation
CBHE Objectives:
Programme Countries(33 countries paying a contribution to E+)
CBHE Eligible Partner Countries (> 150 countries)
28 EU Member States:
Other programme countries:Iceland, Liechtenstein, Norway, former Yugoslav Republic of Macedonia, Turkey.
Regions:1: Western Balkans2: Eastern Partnership3: South-Mediterranean4: Russian Federation6: Asia7: Central Asia8: Latin America9: Iran, Iraq,Yemen 10: South Africa11: African, Caribbean and Pacific
CBHE Programme and Partner Countries
CBHE eligible Countries in Region 7 Central Asia
•
•
•
Kazakhstan Kyrgyzstan
Tajikistan Turkmenistan
Uzbekistan
•
•
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Who can participate? Eligible applicants
State-recognised public or private Higher Education Institutions
Associations/ Organizations of Higher Education Institutions
Only for Structural Projects: recognized national or international rector, teacher or student organisations.
Applications can be submitted by organisations located either in Programme or Partner countries
Eras mus+
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National Projects(1 Partner Country only + min.2 Programme Countries)
Multi-Country Projects(≥ 2 Partner Countries+ min.
2 Programme Countries)
Min.1 HEI from each Programme Country
At least as many Partner Country HEIs as Programme Country HEIs
Min.3 HEI from the Partner Country
Min.1 HEI from each Programme Country
Min.2 HEI from each Partner Country
At least as many Partner Country HEIs as Programme Country HEIs
STRUCTURAL PROJECTS:PartnerCountry
Ministries for HE must participate
Eras mus+
Consortium structure
Joint Projects:
curriculum development
university governance & management
Links between HE institutions and the wider economic andsocial environment
=> Impact Institutions
Structural Projects:
modernisation of policies, governance and management of higher education
systems
Links between HE systems and the wider economic and social
environment
=> Impact Systems
Types of Projects
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Types of projects: Impact
level
Eras mus+
in the Partner
Joint Projects
Ø Benefitting mainly HEIs andØ Achieving impact at institutional
Country/ies
Structural Projects
Ø Supporting reforms of HE systems andØ Achieving impact at national level in the Partner Country/ies
and / or regional level (where at least two PartnerCountries of a given region are involved)
Ø Involve Ministry of Education/High Education
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Eras mus+
Types of projects: Geographical scope
National Ø Relevance of the proposal: needs to be observed and accomplished not only at national level butalso for each of the HEIs involved
Ø Balanced involvement and clear benefits forall participating Partner CountryHEIs
Multi-country
Ø Relevance of the proposal: needs common to allPartner Countries to be emphasised; clear justification for involvement of more than one region in a cross-regional project
Ø Balanced involvement and clear benefits for all participating Partner Countries and Partner Country HEIs
CBHE Priorities: three categories
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• Curriculum development - only joint projects• Improving management and operation of Higher
education institutions (HEIs)- joint/structural projects
• Developing the Higher Education sector within society at large - joint/structural projects
Only 1 choice per type of project is possible
Min. 500,000 -Max. 1,000,000 €
Duration 24or 36
Months
Real Costs and Unit
Costs5 Budget Headings
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Budget and Duration-Overview
Is there anybody with an idea of a project?
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As an applicant interested in CBHE, what should I start with?
ü At first you need a concrete project idea in line with the CBHE objectives
ü Once the idea is defined, start locally in your institution consulting colleagues and departments with experience in international projects;
ü Find the right partners for establishing an international partnership based on trust and shared objectives;
ü Read the entire CBHE documentation available;ü Consult the Erasmus+ National Agencies, the National
Erasmus+ Offices and the EU Delegations on the specificities of their Countries.
Project idea
To be competitive the project idea should:
ü Fit with the CBHE objectives, priorities and requirements;ü Reflect the internationalisation strategy of your institution and
of your partners;ü Be supported by the hierarchy of your institution and benefit
from the previous institutional experience in CBHE but also in other international projects;
ü Be innovative in comparison with other existing CBHE projects.
Start locally
ü Check the internationalisation strategy of your institution and of your partners;
ü Ask for the support of the hierarchy of your institution;ü Check if your colleagues have previous experience in CBHE or
in other international projects;ü Involve all the departments that might contribute to your project
from the beginning;ü Ask your partners to follow the same approach.
CBHE documentation:The following essential documentation is available onthe Erasmus+ website:ü Erasmus+ Programme Guide;ü Call for proposals;ü CBHE priorities;ü Budget allocation;ü E-form and attachments;ü The instructions for completing the Application Package;ü The Guide for experts;ü List of CBHE selected projects;ü Frequently Asked Questions.
Consult the other Erasmus+ actors:
üErasmus+ National Agencies in the Programme Countries: https://eacea.ec.europa.eu/erasmus-plus/contacts/international-erasmus-plus-contact-points_en
ü EU Delegations:https://eeas.europa.eu/headquarters/headquarters-homepage/area/geo_en
Which are the criteria
used?
How does it work?
How to apply?
Erasmus+
What is a competitive proposal?
Award criteria for the selection of the Capacity Building for Higher Education projects:
v Eligibility Criteriav ExclusionCriteriav SelectionCriteriav AwardCriteria
Erasmus+
Criteria for being selected
Most of eligibility criteria (see E+ Programme Guide – CBHE action)are featured in the e-form; following criteria are double checked bythe Agency staff:
ØFormal submission requirements
ØGrant size (and duration)
ØApplicant, Partners and Partnership requirements (number of partners, status of the grant applicant & partners,etc.)
Eligibility Criteria
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Erasmus+
Relevance(30 points)
Quality ofDesign +
Implementation(30 points)
Quality ofTeam +
Cooperation arrangements(20 points)
Impact and Sustainability
(20 points)
To be considered for funding, proposals must scoreat least 60 points in total and - out of these points at least 15 points for "Relevance"
What is assessed? Award Criteria
Ø How clearly the project addresses the Programmeobjectives and National / Regional priorities (thematic or geographical) and development needs
Ø Needs analysis and presentation of specific problems addressed
complementary to other
Ø Definition of target groups
Ø What is innovative or
projects
Ø European added value of the project: why similarresults could not be achieved through national, regionalor local funding
RelevanceAward Criteria
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A preliminary needs analysis before writing a proposal (only a more in-depth analysis planned in the project)
Specific needs / problems at all relevant levels:– Regional;– national level;– institutional level;– individual level.
Weaknesses: Missing Evidence to underpin a needs analysis and specificdata sources (statistics such as unemployment rates from an officialpublication, findings from a survey on a specific topic)
KEY MESSAGE Relevance
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• Identify (and quantify) clearly the target groups/beneficiaries in the Partner Country/ies
Weaknesses: target groups identified vaguely and / or notquantified ð difficult to demonstrate (and assess) the impact of theproject
• Identify the priority and link them with the Partner Country national or institutional strategy/ies
Weaknesses: Projects which DO NOT CLEARLY ADDRESS thepriorities are NOT FUNDED. Make sure your proposal shows how bothits objectives and results address the chosen priorities.
KEY MESSAGE Relevance
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Ø Which are your widerandspecific objectives?
Ø Consistency between project objectives, activities and expectedresults
Ø Work plan / implementationschedule
and project
Ø Budget andcost-effectiveness
Ø Overall consistency of the projectmethodology
Ø Quality measures/assurance of the project and
Risk management/contigencymeasures
Qualityof Design and Implementation
Award Criteria
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WiderObjective Indicatorsof progress
Howindicatorswill be measured
Specificobjective(s) Indicatorsof progress
Howindicatorswill be measured
Assumptions& Risks
Outputs (tangible)&Outcomes (intangible)
Indicatorsof progress
Howindicatorswill be measured
Assumptions& Risks
Activities Inputs Assumptions& Risks
Logical Framework Matrix
Ensure coherence in LFM intervention logic:
KEY MESSAGE
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Ø Specify the partners expertise, competences and roles in the project
Ø Underline complementary skills, directly relating to the planned projectactivities
Ø Distribution of tasks, including active participation of Partner Country institutions
Ø Cooperation, effective communication and project management arrangements
Ø Planned measures to ensure communication
Ø Ensure regional dimension
Quality of Team and Cooperation
Award Criteria
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F Partners to be chosen on the basis of their specific andcomplementary expertise. NEWCOMERS are recommended
F More than 1 key staff member at each Partner Organisation to avoidthe risk of unavailability
F Complementarity of Key staff at the Partner organisations coveringexpertise in both academic/content-related aspects of the projectand project management
F Presentation of the Partners and their key staff:§ focus on the activities of the Partner Organisations and the expertise of
staff which are specificallyrelatedto the project,§ complementarity between the Partners and their expertise to be
highlighted
KEY MESSAGE
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Partners and Key Staff
F Partners to be chosen on the basis of their specific andcomplementary expertise. NEWCOMERS are recommended
F More than 1 key staff member at each Partner Organisation to avoidthe risk of unavailability
F Complementarity of Key staff at the Partner organisations coveringexpertise in both academic/content-related aspects of the projectand project management
F Presentation of the Partners and their key staff:§ focus on the activities of the Partner Organisations and the expertise of
staff which are specificallyrelatedto the project,§ complementarity between the Partners and their expertise to be
highlighted
KEY MESSAGE
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Partners and Key Staff
• Managementarrangements at all relevant levels: international / project level, national / Partner Country level and institutional / local level (each PartnerOrganisation)
• Decision-makingprocess:who will take decisionson what matters, and how (e.g. consensusor majorityvoting)
• Bodies to be establishedat each relevant level: compositionand specific responsibilitiesof each body and relationshipsbetween them
• Mechanismsforresolvingconflictsamong the Partners
Important to ensure and demonstrate in the proposal that:Ø all Partner Organisations are involved in the project management body
and decision-making as equal partners
Ø the role of the Applicant / Coordinator is not too dominant è a sense of ownership across the consortium
ManagementKEY MESSAGE
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Ø Expected impact: at differentlevels
Ø Dissemination strategy including outputsto be disseminated, target groups,dissemination tools &activities
Ø Sustainability at three levels includingfinancial, institutional andpolitical
Ø Evidence of impact: institutional / national level at the PartnerCountries
Impact and sustainabilityAward Criteria
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IMPACT Concrete benefits to the target groups at various levels (faculty /institutional, local, regional, national) / beneficial changes brought by the project during its lifecycle and after its completion
DISSEMINATION AND EXPLOITATION
• Dissemination: Activities / measures aimed at spreading information about the project / raising awareness / making the project visible beyond the circle of direct participants
• Exploitation: Activities / measures aimed at mainstreaming and multiplying project results beyond the circle of direct beneficiaries
Both increase the project impact and contribute to its sustainability
SUSTAINABILITY Activities / measures ensuring that the results of the project will last beyond the project lifetime
KEY MESSAGE Impact and sustainability
A good sustainability strategy
ð specifies the project results to be maintained and activities tobe continued after the end of project funding
ð envisages specific measures to ensure sustainability at 3 levels: institutional, financial and policy levels
ð plans such activities as early as possible in theproject
ð involves faculty / institutional and / or national authorities (if they are not represented in the project) to ensure their support for project results (e.g. through regular update meetings orconsultations)
KEY MESSAGE
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with existing projects in the same subject• Avoid overlappingarea/priorities
• Ensure to bring an innovative approach: be innovative in the content and methodologiesdescribedin your application.
• Work out possible synergies to be developed in the projectimplementation
• Invest on the ownership of the projects objectives and results: needto empower the Partner Country partners from the early stages of theproposalpreparation
General KEY MESSAGE
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Competitive proposal
General KEY MESSAGE
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Competitive proposal
• demonstrates that the combination of all its elements willproduce concrete and sustainable results for the benefit ofall the parties concerned
• has been prepared and agreed jointly by all consortiumpartners
• has received the full institutional commitment and supportof all consortium partners
• is ready to start immediately after the selection decision
KEY WORDS
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Competitive proposal
• Coherent in its entirety; avoid contradictions; avoid "patchwork"
• Simple & concrete:use examples, justify yourstatements, bring proofs• Clear: follow the questionsandanswer them in the right order
• Explicit:do not take anything for granted; do not assumeexpertswill always immediately understand;avoidabbreviationsor explain them
• Rigorous: the application is the basis on which your project will be implemented; it is also the cornerstoneof yourpartnership commitment
• Focused: stick to whatis asked• Complete: ensure(twice!) you havefollowedall the instructionsand that
the proposal fulfils all the mandatoryrequirements• Easy Readlanguage:Keep most sentences10-15 wordslong. Use varied
sentence length to make them interesting, but keep sentences simple
How to apply
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• How?• Applications to be submitted to EACEA usingan eForm
with attachments
• When?• Deadline:by the 8 February 2017 at 12:00 o'clock
(Brussels time)Applicantsare strongly advised to submit their applicationwell in advance of the deadline, thus avoiding last-minutesubmission.
How to apply
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§ What?eForm:Consortiumcompositionandbasic project data+ compulsoryattachments:
• Descriptionof the project (Wordor .pdf format)• Budget table (Excelformat)• Declarationon honourandPartners'Mandates(.pdf format)• Other relevantannexes(Wordor .pdf format)
How to apply
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§ Applicationprocedure1. Check with your partnerswhether they have a ParticipantIdentification
Code (PIC). If they have a valid PIC no need for action2. For thoseconsortiumpartnerswho havenot yet a PIC, register the
organisationsin the ParticipantPortaland receivea PIC3. Create your electronic application form usingyourPICs4. Fill in the eForm5. Attachcompleted versionsof the attachmentswithin the eForm
Ø Descriptionof the project,Budgettable, Declarationonhonourand Partners'Mandates,Other relevant annexes
Ø Submit the eFormon-line6. Acknowledgementof receiptwith application referencenumber
How to apply
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Guidancefor completingthe eFormand annexes:
• Instructions for completing the Application PackageRules and guidance on eForm content, annexes and the application process in general
• eForm User GuideAssistance with the technical aspects of completing the eForm
• Guide for ExpertsSpecific Guide for the action you are applying for
• Documents available on the Agency's website:http://eacea.ec.europa.eu/erasmus-plus/funding_en
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