Managing large scale mobility networks ufscar, São Carlos, November 2015

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1 Managing large scale mobility networks ufscar, São Carlos, November 2015 Olivier Pfeiffer

2 Erasmus Mundus II

3 Erasmus Mundus II Worldwide Cooperation- and Mobility Programme Action Millions Funding of European Double Degree Programmes Master and PhD-Programmes Action Millions Funding of Mobility networks with partner (non EU) countries Action 3-16 Millions Projects enhancing the attractiveness of the European Higher Education Area

4 Erasmus Mundus II, A2 - Parameters Action 2 Mobility Networks between Europe and partner countries formerly known as External Cooperation Window Promoting mobility of BA, MA, PhD, PostDoc and Staff in the context of international university-networks Big consortia with min. 5 HEIs from 3 different EU countries and n (appropriate) from each partner country from the region Budget : 460 Mio.

5 Erasmus Mundus II Action 2: Eligible Activities Bachelor Master PHD Post-Doc Staff Region EU / partner country EU/partner country EU/partn. country EU / partner country EU / partner country Southern Mediterranean, Eastern Europe, Russia Y / Y Y / Y Y / Y Y / Y Y / Y Middle East, (Central), Asia, Latin America, South Africa N / Y N / Y N / Y N / Y N / Y Western Balkans Y / Y Y / Y Y / Y Y / Y Y / Y ACP N / N N / Y N / Y N / Y Y / Y Industrialised Countries N / N Y / Y Y / Y Y / Y Y / Y

6 Action 2 - Partnerships 8

7 Action 2 Partnerships - cooperation Large partnerships between higher education institutions in EU and partner countries in a specific region Countries / regions covered by the EU s external co-operation instruments Erasmus-style cooperation mechanisms, transfer of know-how Definition of priorities according to the needs of partner countries involved 9

8 Action 2 Mobility Scholarships of varying length (1 month to 3 years) BSc, MSc, PhD, PostDoc students and HE staff (training, teaching, research) Mobility (not) linked to specific subjects Special attention paid to socio-economically disadvantaged groups and populations in a vulnerable situation 10

9 Action 2 shape and finance Composition At least 5 European HEIs from at least 3 EU countries At least 5 HEIs from 3 countries of the Lot (S1 Lot 2) Maximum eligibility period: 48 months Individual scholarships using flat rates cover: Travel Subsistence costs Fees Insurance and visa costs 11

10 Action 2 individual mobility 5 possible levels of higher education: BSc MSc - PhD - PostDoc Staff (academic and/or administrative) Variable length mobility: 1 10 months for exchange students/scholars months for degree-seeking students 3 target groups Target Group 1: students/staff from partners institutions Target Group 2: other nationals from partner countries Target Group 3: nationals of partner countries in vulnerable situation 12

11 Action 2: common & specific elements Common to all Action 2 lots A range of target groups for mobility A range of duration for mobility Up to 5 levels of higher education covered Specific to individual lots (cf. Guidelines) Which target groups covered by mobility ALL Which levels of higher education covered ALL Thematic fields of study ALL Partnership composition 5 HEI from 3 countries in the lot + 5 HEIs from 3 EU countries 13

12 Action 2 individual mobility Strand 1 TG 1 at least 50% of individual mobility Non-EU mobility at least 70% of individual mobility EU mobility maximum 30% of individual mobility (ENPI and IPA) No mobility for Europeans under DCI or ACP 14

13 Action 2: Regions and Lots (Strand 1) Budget ( ) and min. scholarships Middle East 3.3M, 110 sch 2 S. Med, E.Europe & Russia 36M, 3150 sch Central Asia 10 M, 320 sch W. Balkans 12M, 510 sch ACP 6M, 190 sch South Africa 2.8M, 60 sch Asia Regional 20 M, 800 sch South/Latin America 20M, 600 sch 3 2 India 12M, 400 sch 15 n = n of projects to be selected DCI EDF ENPI IPA

14 Erasmus Mundus II Action 2: Strand 1 Mobility Flows Mobility Allowed Distribution Duration Monthly Allowance Avempace III Distribution Bachelor 30-40% 4-34 m % heads, , 17% budget Master 15-25% 4-24 m % heads, , 30% budget Doctorates 5-15% 6-36 m % heads, , 43% budget Post-Docs 5-15% 6-10 m % heads, , 7% budget Staff 15-25% 1-3 m % heads, , 3% budget

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24 TUB s Participation in Erasmus Mundus Lots Coordinating three proejcts of the Jordan/Syria(+Lebanon/Palestine) lots: AVEMPACE (2010) AVEMPACE II (2011) AVEMPACE III (2012), AVEMPACE+ (2013) Coordinating one lot: with Central Asian Countries (2010): MANECA 2009 Partner in SUD-UE (Latin-America) 2012 Partner in Lot2 & 1 (EPIC, METALIC) 2011 Partner in GCC countries 2010 Partner in ELEMENT (Lebanon & Egypt) 2010 Partner in the Transatlantic Engineering Excellence Partnership (2010 call) Partner in EMECW Jordan/Syria/Lebanon (2006,7&8 calls) Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

25 Avempace III Kick-Off Meeting Parallel Projects Project Year (Kickoff) Meetings Target Groups Avempace III EU, LB, JO, PS, SY HERMES EU, LB, JO, PS, SY PEACE II EU, LB, JO, PS, SY PHOENIX EU, LB, JO, PS, SY Avempace II iff: EU & LB only Dunia Beam EU, LB, JO, PS, SY (no PhD deg) EPIC 2012 EU: Bsc,Post,Staff, LB: BSc, Staff, others: Staff PEACE I 2012 EU, LB, JO, PS, SY (no PhD deg) Avempace I extensions only Josyleen ELEMENT LB only (AUB, LU, USJ, BAU, MUBS) MEDASTAR 2011 Olivier Pfeiffer WELCOME 2011 Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

26 Avempace III Lessons Learnt 1. Not enough applications from Lebanon, 2. Current situation gives us a hard time to find European applicants, 3. Scholarship cancellation rate much higher than last year, 4. Support of individual scholars taking much more time (e.g. visa application), 5. Application database cannot generate one single PDF file of applications, 6. Promotion in social media could be boosted, 7. Close contact of the consortium is a key aspect for the success of the project, 8. Through experience, many problems can be resolved quickly. Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

27 2. Required Documents Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

28 Minimum Documents Passport-scan CV (Europass), new format! Transcripts and Qualification certificates Motivation Letter (in the teaching language of the host) Evidence of Language Proficiency Research Proposals (PhD, Post-Doc, Staff) Learning Agreement (Exchange mobility applicants) Invitation/Supervision Letter PhD/PostDoc, Staff Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

29 3. Selection Criteria Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

30 Ranking Criteria BSc and MSc Criterion Motivational statement (max 500 words) (why me, why AP3, why this host, what later)? Academic merit (CV, transcripts, academic match, language skills) Weight 20% 50% Learning agreement 20% Most important subjects (for TG1 as defined by home universities) 10% Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

31 4. Selection Procedure Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

32 Has to take into account: Gender Balance (no positive discrimination) Equal Access TG3 Selection Procedure Brain Drain Geographic Distribution Economically disadvantaged groups (TG1/2) Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

33 Selection Stage 1: Eligibility Check TG1 Home universities check the eligibility of applications for TG1 candidates. Home universities access applications for all outgoing candidates to confirm that they are registered students/staff members and eligible for mobility in accordance with the eligibility criteria. From this selection stage, applications would either be deemed as eligible or ineligible for scholarship. TG 2 and TG3 The eligibility check for TG2 and TG3 is performed by a subset of the consortium the eligibility volunteers ALL TGs All applications that are found ineligible by the first evaluator are doublechecked by the coordinator or one of the EVs. Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

34 Selection Stage 2: Ranking Host universities (supported by the home universities) complete the assessment of the academic quality of all eligible applicants from all TGs. Host universities review each incoming application and rank them in accordance with the selection criteria related to the level of study as seen before. To ensure the above assessments are carried out efficiently and transparently, Avempace III will issue a Selection Manual to ensure a fair and equal treatment of all candidates. Within this manual partners will be given guidance on how to rank applications in accordance with the information supplied in the application form. Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

35 Selection Stage 3: Allocation 1. After all partners assessed and graded incoming applications the coordinator will prepare the selection and establish a draft list of selected candidates and a reserve list and provide them to all partners. 2. The partners carefully check the draft lists. 3. The selection meeting (SM) either approves or modifies the lists. 4. Coordinator notifies non-selected candidates. 5. Partners receive lists of to-nominate incoming and reserve applicants for ultimate approval. 5. Coordinator notifies reserve candidates and issues nomination letters to selected and approved applicants. Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

36 Non-Selected Applicants 5. Appeals Procedure All non-selected applicants will be advised on an appeals procedure in their notification . Applicants will be allowed to appeal via for 7 days following the notification being issued. Appeals on grounds of eligibility will be referred to the home university for TG1 or the eligibility volunteers for TG2 and TG3. Appeals on the grounds of academic assessment will be referred to the host university. All other cases will be referred to the EVs. Appeals will be adjudicated within 1 month. Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

37 6. Timetable Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

38 Timetable Action Date Opening online application Closing online application Eligibility check completed Ranking completed Draft allocation sent out SC meeting (Sapienza Roma) Start of the 1st mobilities Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

39 7. Academic Recognition Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

40 Academic Recognition Exchange Students 1. Learning Agreement or Study / Research Plan agreed with Home and Host University prior to the start of a mobility. 2. At the end of a mobility, the Host University will issue a Transcript of Records stating all exams and assessments undertaken with corresponding grades and ECTS credits. Degree Seekers 1. Mutual recognition of the degrees earned at Partner Universities. The consortium will work hard to achieve the recognition process through the above tools as soon as possible. Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

41 Got Questions? Olivier Pfeiffer Managing large scale mobility networks Ulises Final Seminar, Nov 2015 São Carlos

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