How to become a Grant Holder: Experience with Tempus Dr. Khaled Gharaibeh Grant holder of Tempus Project No. 511074 Yarmouk University 27/11/2011

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

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

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!

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

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

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

Writing a Successful Tempus Proposal The Idea 3/2008--8/2009 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. 2009. First they ignore you, then they laugh at you, then they fight you, then you win! -Mahatma Ghandi Idea 18 20 21 24 Deadline

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

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

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

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

Writing a Successful Tempus Proposal Partner Search 8/2009-12/2009 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

Writing a Successful Tempus Proposal Partner Search 8/2009-12/2009 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

Writing a Successful Tempus Proposal Partner Search 8/2009-12/2009 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

Writing a Successful Tempus Proposal Partner Search 8/2009-12/2009 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

Writing a Successful Tempus Proposal Partner Search 8/2009-12/2009 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

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

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

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

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

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

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

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

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

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

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

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

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

Further advice! Read carefully the section on how the projects are selected Read carefully and in good time http://eacea.ec.europa.eu/tempus/funding/2009/documents/28-2009/instructions_en.pdf Start filling in the application form in good time. Available from: http://eacea.ec.europa.eu/tempus/funding/2009/call_eacea_28_2009_en.php

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