British Council, London Huw Landeg Morris Submitting an Erasmus Mundus application British Council, London 27 January 2010 Huw Landeg Morris Academic Registrar Swansea University & Bologna Expert UK h.d.l.morris@swansea.ac.uk 01792 29 53 44

Overview of presentation Aims of presentation To offer advice on the preparation of an application for an Erasmus Mundus II programme, with reference to the development such programmes at Swansea University To reflect upon the benefits and challenges of collaborative degrees To reflect upon and to consider practical solutions to the obstacles Through discussion, to share practice

Submitting an Erasmus Mundus application Erasmus Mundus II - 2009 - 2013 “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.”

Submitting an Erasmus Mundus application Benefits of engagement : Enhancing academic provision and student employability Raising profile of the university within Europe Raising numbers and standard of applicants Financial benefits through studentships and fees Challenges: Administrative burden (low chance of success) eg quality, approval & monitoring Legal and financial differences between partners Joint degrees Advice – depending on the strength of the programme, go for it!!

Submitting an Erasmus Mundus application - Stage 1 Institutional ownership The programme co-ordinator is advised to: Seek the support of Senior Management, to include financial and legal endorsement Ensure the commitment of the School/Department to the proposed programme of study – devote the time Secure the long-term backing of the academic and administrative staff involved in the scheme Beware of requests from individuals

Submitting an Erasmus Mundus application - Stage 1 Initial Planning Institutional 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 contracts Regulatory issues – enabling regulations for a 2 year Masters degree?; flexibility of Masters/Doctoral regulations; assessment issues School/Deptl level - nature of proposed European partners; market research; competition from other consortia; strengths of school …../contd.

Submitting an Erasmus Mundus application - Stage 1 Initial planning - practical advice Preferably 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 Registrar carry out a strategic and qualitative appraisal from an institutional perspective (cross-referencing to existing Erasmus Mundus schemes) and prioritorise, assessing developmental work ensure that the Head of School reviews the academic content of proposed programme and strengths of other partners Involve Central Administration throughout

Submitting an Erasmus Mundus application - Stage 1 The role of the Central Administrative Departments Familiarise yourself with the Erasmus Mundus programme guide (EC) Address regulatory constraints – flexibility will be needed Prepare initial draft of Memorandum of Agreement – seek good practice Examine responsibilities of co-ordinating institution (workload and legal) – in case it falls on you! Consider admission procedures and requirements Determine the validation procedures and timetable, referring to institutional quality assurance procedures and noting the submission deadline Set up and attend exploratory/planning meetings with potential partners Advice – set up a meeting of the admin departments

Submitting an Erasmus Mundus application - Stage 1 Selection of the partner institutions The school should identify potential partners, including 3C partners which can complement and enhance your degree, based preferably on Existing 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 Guidelines Award joint/double degrees, Erasmus University Charter Will the programme be taught solely through the medium of English Remember – one partner per country The attractiveness of the Institution also important Advice - Keep the partners to a manageable number. It is easier to add than to remove from membership of a consortium

Submitting an Erasmus Mundus application - Stage 2 Planning Meetings – 2 or 3 meetings Meetings preferably at partner institutions? Outline key requirements of an Erasmus Mundus programme ensuring all partners are aware of requirements and commitment Draw up an agenda, to include and resolve the academic content and structure of scheme including mobility maximum/minimum nos. of students responsibilities within the consortium e.g. co-ordinating institution, web pages etc. selection & admissions requirements regulatory issues (including assessment), and procedural issues (including complaints and appeals); redeeming failures; exam boards legal and financial constraints

Submitting an Erasmus Mundus application - Stage 2 Collective design of the programme To be driven by the Academic School, based on the academic strength of the existing provision and its complementarity to potential European programmes Design 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 PhD Keep the structure simple and not over complicated by the mobility periods Advice – try to influence the structure of the degree around your strengths eg teaching component or dissertation

Submitting an Erasmus Mundus application - Stage 2 Legal Issues Consortium & 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 grant Consortium members Memorandum of Agreement – to cover all academic, administrative and financial issues between the partners. MAKE SURE THEY ARE SIGNED Consortium partners and Students Student agreement – to cover all aspects of the course relevant to the student eg fees, assessment, mobility, obligations of the parties Students and Individual Institution Enrolment – general regulations, fees, etc Advice – Pay for proven successful templates!!

Submitting an Erasmus Mundus application - Stage 2 Financial Issues The 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 constraints You must examine the legality of charging fees in the partner countries You must determine the mechanism for charging fees You will need to make arrangements for the payment of stipends Advice – Swansea case study

Submitting an Erasmus Mundus application - Stage 2 Other Issues to be resolved Patten 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 system Language – most courses are taught in English but be aware of the language expectations of partners

Submitting an Erasmus Mundus application - Stage 2 Learning from experience (Round 1 of EM II) Fees Assessment of PhD candidates Selection and Admission Signing of agreements Nos. of studentships Third Country Partners Agency Seminar in Brussels 22 Jan (video available -http://eacea.ec.europa.eu/erasmus_mundus/events/infoday_2010_en.php)

Submitting an Erasmus Mundus application - Stage 3 Application Form Outline of programme highlighting academic strengths, existing co-operation etc, joint degree? – take into account the criteria Assessment of students (particularly Doctoral) Sustainability of programme and enhancement of employability Appendices – 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 supplement Confirmation of the validation of the programme by each partner and the national agencies Advice – keep the National Agency informed of progress

Submitting an Erasmus Mundus application - Stage 3 Masters’ Programmes Doctoral Programmes Further details of criteria are available Criteria weighting Academic Quality 25% Academic and research quality 20% Course integration Partnership experience and composition Course management, visibility and sustainability measures European integration & functioning of the programme Students’ facilities and follow-up 15% Provisions for candidates Quality assurance and evaluation Management, sustainability & quality assurance

Managing an Erasmus Mundus programme – stage 4 Initial investment of time in meticulous preparation pays off! Scenario 1 – student complaint Scenario 2 – challenge to the legality of the programme The importance of an effective Board of Studies for post-approval management

Useful References Bologna Follow Up Group http://www.dcsf.gov.uk/londonbologna/ EUA http://www.eua.be/ Europe Unit, UUK http://www.europeunit.ac.uk/home/ British Council (Bologna Promoters) http://www.britishcouncil.org/erasmus-bologna-process.htm Guide to the Bologna Process http://www.europeunit.ac.uk/bologna_process/index.cfm