types of cooperation projects and their management tempus icaen rosario lópez ruiz
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TYPES OF COOPERATION PROJECTS AND THEIR
MANAGEMENTTempus ICAEN
Rosario López Ruiz
Administrativeorganization
The International Relations and Cooperation Service
Vice-Rector for International Relations
Office of International Relations
Office of Development and Cooperation
Service of International Relations and Cooperation
Department of International Programs and Information
Department of International Cooperation
Technical Staff
Areas of activity
International Agreements
International Networks
Cooperation Projects
Cooperation and Development
External Promotion
General Information
The International Relations and Cooperation Service
International Agreements
They regulate each participant’s contribution in developmental actions
They facilitate the presentation of projects to organizations and institutions
to obtain external financing
They allow for the completion of joint activies such as academic exchanges, projects, publications…
How do agreements benefit us?
Types of agreements
International Agreements
Agreements that establish standard models that state general guidelines and intentions
Contracts that expand upon framework agreements and set a fixed course of action and its financing
Agreements that award double degrees in the undersigning universities according to existing regulations
Framework Agreements
Specific Agreements
Double Degree Agreements
Agreement completion process
International Agreements
Submission of Proposal
Analysis and Review
Legal Report
Preparation for Rectors signature
Submission to counterpart and institutions involved
Archives
Governing Council Approval
Urgent?No
Yes
Tracking and control
Checking on past years’ activity (exchanges, projects, publications, etc,.) and verifying motives in the case of a period of inactivity
Confirming partners’ information: web, address, and contact information for their international relations office.
Sending informaton at least once a year and communicating it when attending international forums and conferences
International Agreements
Agreements in force by regions
International Agreements
Developmental activities
Financed by both the network itself and associated institutions, a diverse range of activites can be completed by means of these networks:
Joint cooperation projects
Grants for undergraduate and postgraduate study
Forums, talks, lectures, conferences and other events
Joint publications
International Networks
Network processing
International Networks
Presentation of Proposal
Analysis and Revision
Preparation for Rector’s signature
Submission to institution
Archives
Tracking and control
Checking activities developed by the network in past years (grants, events, projects, publications, etc.)
Submitting a resignation in cases of excessive fees or where activities of interest for our institution are not executed
Attending annual meetings and conferences
International Networks
Networks joined
Peace Programme: Sponsored by UNESCO, propelling academic cooperation between European and Palestinian universities
Grupo Tordesillas: Promotes multilateral cooperation between the universities of Brazil, Portugal and Spain in science and education
AUIP: Supports graduate and doctoral students in Latin America
RedUniRSE: Fosters social responsibility in entrepreneurship
RACUD: Encourages cooperation amongst Andalusian universities
Red Universitaria “Yo, sí puedo”: Helps to erradicate illiteracy and support post-literacy in Nicaragua
International Networks
Project processing
Requires specialized personnel to support the teaching staff in order to achieve the highest number of subsidized projects
Project processing includes four consecutive phases:
a) Search for financing b) Distribution of the grant, scholarship and financial aid
postingsc) Project Preparationd) Administration and economic management of the project
Cooperation Projects
a) Fundraising: is fundamental to knowing how to identify the best opportunities so that professors and researchers can obtain funds to develop their projects.
Duties:
• Consult official bulletins daily: BOE, BOJA, DOUCE…• Periodically check web pages for annual
announcements• Subscribe to specialized bulletins or magazines• Attend informational meetings about international
programs (Tempus, Alfa..)
Cooperation Projects
b) The distribution of announcements: must quickly convey clear and simple information to interested parties.
Duties:
• To study the terms and conditions of the announcment of and to clear doubts with the organization that has published the announcement
• To produce a brief summary of relevante information • To publish this summary on the International Relations
web page • To send the summary to those interested through
distribution lists
Cooperation Projects
c) Project preparation: the professor responsible for the project should write the technical portion while international relations personnel will write the administrative portion and will assist in drawing up the budget.
Duties:
• To review the project and complete it with all necessary information
• To verify that the project meets the minimum requirements
• To send it for approval to the person legally responsible for it
• To send it back to the organization that has made the announcement
• To send a copy to the professor responsible for it• To publish the resolution and notify the parties
interested
Cooperation Projects
d) Administrative and economic management of the project: all necessary processing of the activities’ development (travels, purchase and contracts) and their payments are completed through the International Relations Office.
Duties:
• To draft instructions for certain projects • To request authorization from the organization that
has made the announcement to make changes on the approved project.
• To verify that expenses are adjusted to the initial budget and to the previous economic conditions set.
• To produce and send reports required for justification of spending.
Cooperation Projects
Guidelines for solid project management
For coordinated projects: • Organize an initial meeting with members to allocate
tasks and and distribute budget information• To draft a “justification of expense” form if the
announcement does not have a printed one available• If opting to transfer a portion of the budget to members,
an agreement must be signed to regulate obligations of the partners
For projects not coordinated: • Hold a meeting to familiarize the person responsible
with the timeline of activities and the financing of those activities
• Obtain the complete and approved project
Cooperation Projects
Main problems found
On coordinated projects: • Difficulty in obtaining invoices and other proofs of
expenses in their correct forms from members• Language barrier difficulties• Difficulty obtaining visas at short notice
On projects not coordinated: • If funds have not been received from the coordinating
institution, they must be applied for in advance in order to finance activities
• Sometimes the International Relations Office does not have all information about an approved project
Cooperation Projects
European Programs
Cooperation Projects
PROGRAM OBJECTIVE
Alfa III Cooperation between the EU and Latin American countries
Atlantis Educational cooperation betwen the EU and the United States
Cultura 2007 To contribute to the promotion of a common cultural space of Europeans
PAP To contribute to the development of community as an advanced society of knowledge through permanent learning
Edulink Cooperation between the EU and Afro-Carribean-Pacific nations
Tempus IV Cooperation in the Western Balkans, Associated States of Europe of the East and Central Asia and Mediterranean countries
Tep Cooperation between the EU and Canada
Other calls
Cooperation Projects
ORGANIZATION POSTING
AECID Open and permanent call for cooperative activities and help in development
AECID Inter-University and Scientific Investigation Cooperation Projects: Sub-Saharan Africa, Latin America and the Mediterranean
Fundación Cajasol Cajasol Cooperation and Development Program
Ministry of Cooperation and External Affairs
Subsidies call for conferences, seminars, and workshops related to cooperation and development
Program Total Coordinated AssociatedPCI - Mediterranean 17 17 0PCI - Latin American 28 23 5PAP 5 2 3Cultural 1 0 1Tempus 1 1 0
TOTAL 52 43 9
Cooperation Projects
Projects valid for the 2009-2010 academic year
In 2009, the University of Seville received third place on the national level for the PCI program
The Office of Cooperation and Development
Created in July 2008, it completed the solidarity promise planned in the Statues of the US
It has adhered to the Code of Conduct in Matters of Cooperation and Development, approved by the Rector’s Conference of Spanish Universities
Cooperation and Development
Self-Funded Cooperation and Development Plan
This plan establishes the University of Seville’s position on its cooperation and development policy and its course of action
Projects can be coordinated for a particular degree or for coordination groups recognized by the US
The budget is distributed through four official grant and financial aid announcements:
A) Study grants for students from developing nationsB) Financial aid for research promotion C) Financial aid for the development of cooperation
projectsD) Financial aid for international volunteering
Cooperation and Development
A) Study grants for students from developing geographic areas. These grants cover their enrollment fees, monthly living expenses (from October to July) and medical insurance.
Two options are available to students from middle to low-income countries.
UndergraduateGraduate
Cooperation and Development
16
15
38
11
Self-Funded Plan Carolina Foundation
Maec-Aecid Other Agreements
In addition to these self-funded plan grants, the US awards others on the basis of signed agreements:
MAEC-AECID grantsCarolina Foundation grants Enrollment grants
B) Call for financial aid for research promotion in cooperation an development. This includes five categories:
1. Project preparation to introduce for public posting2. Research projects3. Doctoral thesis award4. Award for publications5. Award for the promotion of research structures
Cooperation and Development
C) Calls for financial aid for the improvement of cooperation and development projects . Directed toward US members, it remains open during the entire academic year and occurs in two phases.
Methods:
1. Cooperation and development projects in the field2. Training projects and technology transferral projects3. Partial financing of expenses from approved projects
from public calls in which the US participates4. Cooperation projects headed by universities that have
an agreement with the US. 5. Training and raised awareness of the univerity
community
Cooperation and Development
D) Calls for financial aid for the improvement of cooperation and development projects. Directed toward US members for participation in projects that will be carried out by a Spanish NGO or coordinated by the US. It includes two main aspects:
Cooperation and development training with academic recognition
Awareness of conditions in third world countries
In the academic year 09-10 the number of applicants increased to 604 (+ 64,56%).
Cooperation and Development
Self-Funded projects
Financed and coordinated directly by the US. Those that stand out include:
Burkina Faso: “Sociocultural Center of Traditional Music and Dance” project in Fada N’Gourma
Burkina Faso: Construction of a secondary school, medical clinic and US social headquarters in Bantogodó
Morocco: Assisted self-assembled housing project in the shanty town Jnane Aztout de Larache
Peru: Quality of life and wellbeing project for the citizens of Leymebamba
Cooperation and Development
United Nations Spanish volunteer program
Teaching internships in the Sarahan camps in Tinduf
PIMA study grants
Young Latin American Leaders
Cooperation and Development
16 students sent and 4 students received in the 09-10 academic year
Cooperation programs pertaining to agreements and projects
Courses, workshops and seminarsExhibitions and showsCampaignsConferencesForums
Cooperation and Development
Paddle Tennis Tournament supporting the Culture and Cooperation Association in Africa.
35 organized or co-organized activities in the 2009-2010 academic year.
Activities to raise awareness
Dissemination of information
University Cooperation and Development Observatory: For the creation of an integrated information system that allows for improved knowledge of cooperation, authorized action and joint strategy.
The US leads in its number of incorporated actions
Cooperation Blog: Offers information of interest to the university community in matters of cooperation and development, fomenting active participation and assists in the the distribution of projects started in the Office of Cooperation.
Cooperation and Development
Registered visits in 09/10: 49.478 Monthly Average: 4.123
Objectives
Reinforce existing relationships with foreign institutions
Promote new collaboration agreements and international degrees
Make known the US academic and research services and its facilities
Recruit foreign students for undergraduate and graduate study
Search for new partners for projects coordinated by the US or incorporate the US into projects coordinated by other institutions
External Promotion
Activities in execution (1)
Production and distribution of instructional material in various languages
Publication in print and on bulletins
A redesign of the international relations webpage to offer a more current and appealing style
Reception of institutional representatives and organized visits to other institutions
Improvement upon linguistic policy: English language assistantships, courses for foreign students, English courses for staff
External Promotion
Activities in execution (2)
Participation in international forums and receptions: EAIE, Nafsa…
Organization of conferences, workshops, seminars and other events
European Education Fair, Taipei Second Annual University Internationalization Workshop, Sevilla
External Promotion
Functions
Information about workshops, seminars, conferences and other events related to international relations
Information and advice about grants and external financial aid for academic stays
Official external calls for scholarships, grants and financial aid:
• MAEC-AECID Assistantships• DAAD grants• Language Assistantships • Fullbright scholarships• University of Foreign Studies of Tokyo grants
General Information
Obtaining and distributing information
Information resources:
• BOE, BOJA, DOUCE..• Web pages of interest• Email• Mail
Methods of dissemination:
• International Relations web page• Email to interested participants (via distribution list)
General Information
Thank you for your attention!
Rosario López RuizInternational Relations and Cooperation Service Chair
E-mail: relint1@us.es
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