How to become a Grant Holder: Experience with Tempus

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 • Project Summary • General Tips • Writing a Tempus project proposal as grant holder • Planning the Plan (The proposal) • Specific Tips on • E-Application • Budget • The Logical Framework Matrix • Further Advice

Project Summary

General Tips • There is NO ‘magic’ tip for a proposal to be accepted but There are reasons for a proposal NOT to be accepted- Avoid these! First Tip

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 meet 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 Gandhi Idea -6 -4 -3 0 Deadline -24

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 • Curricular Reform • Deadlines • 3/2010 Idea -6 -4 -3 0 Deadline -24

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 -6 -4 -3 0 Deadline -24

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 • Activities This document is good for you so that you always remember what your project is about Idea First Draft -6 -4 -3 0 Deadline -24 -5

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 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 -6 -4 -3 0 Deadline -24 -5

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 we know An ineligible partner can terminate your application at the very early stage of review Consultation: Legal person, partners, NTO Idea First Draft Partner search -6 -4 -3 0 Deadline -24 -5

Writing a Successful Tempus Proposal • Prepared a 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 to the project activities (They must fit in, otherwise forget about them!) Partner Search 8/2009-12/2009 Deadline: 9/3/2010 Call for Partnership Consultation: Legal person, partners, NTO Idea First Draft Partner search -6 -4 -3 0 Deadline -24 -5

Writing a Successful Tempus Proposal • “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) Partner Search 8/2009-12/2009 Deadline: 9/3/2010 Call for Partnership Consultation: Legal person, partners, NTO Idea First Draft Partner search -6 -4 -3 0 Deadline -24 -5

Writing a Successful Tempus Proposal JO partners: • HU: • have relevant programs • do not have a Master program • GJU: • experience with Bologna • has relevant expertise in industry oriented programs Partner Search 8/2009-12/2009 Deadline: 9/3/2010 Call for Partnership Consultation: Legal person, partners, NTO Idea First Draft Partner search -6 -4 -3 0 Deadline -24 -5

Writing a Successful Tempus Proposal EU partners: • DCU: • relevant programs • Expertise in QC and Accreditation • QMUL: • experience with IET accreditation • has relevant expertise in industry oriented programs • UPV • has relevant expertise in industry oriented programs Partner Search 8/2009-12/2009 Deadline: 9/3/2010 Call for Partnership Consultation: Legal person, partners, NTO Idea First Draft Partner search -6 -4 -3 0 Deadline -24 -5

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 • 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 -6 -4 -3 0 Deadline -24 -5

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 -6 -4 -3 0 Deadline -24 -5

Writing a Successful Tempus Proposal The Application 31/12/2009-9/3/2010 Deadline: 9/3/2010 • 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 Call for Partnership Consultation: Legal person, partners, NTO Idea First Draft Partner search Application Writing -6 -4 -3 0 Deadline -24 -5

Writing a Successful Tempus Proposal • 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 Supporting Documents 1/2/2010-1/3/2010 Deadline: 9/3/2010 Call for Partnership Consultation: Legal person, partners, NTO Mandates, etc. Idea First Draft Partner search Application Writing -1 -6 -4 -3 0 Deadline -24 -5

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 -1 -6 -4 -3 0 Deadline -24 -5

The Application • 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 2 3 1 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) • Inputs • A Work Plan • Budget Plan • Staff days • Mobility of staff and students • Equipment • Other cost • Printing and publishing • Management • Quality Plan • Development • Dissemination • Exploitation

Tips The E-Application

Tips Budget

Tips The LFM

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

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

Thank You Questions?

How to become a Grant Holder: Experience with Tempus