enhancing the quality of distance learning at western balkan higher education institutions

Enhancing the quality of distance Enhancing the quality of distance learning at Western Balkan higher learning at Western Balkan higher

education institutionseducation institutions

511126-TEMPUS-1-2010-1-RS-TEMPUS-SMGR

Constituting the Constituting the management structuremanagement structure

University of Kragujevac, Serbia2010, November 19-20


University of Kragujevac

• University of Kragujevac (UNIKG)• leading role • responsible for the whole project management process

• Two main management bodies:– Project Management Board (PMB) consisting of contact persons from

each consortium member institution– Regional Coordinating Team (RCT) consisting of one representative

from each beneficiary institution from Serbia, Montenegro and FYRM.




• PMB will be one hierarchical level above the Regional Coordination Team and will coordinate the work of RCT.

• RCT will be reporting to PMB after each meeting (twice a year). Especially if any problem arrives, RCT will report immediately to PMB for overcoming the problem.




Roles of the Regional Coordination Team Roles of the Regional Coordination Team • Crucial role in the implementation of project activities• Enable joint work of members of all three beneficiary

countries• Coordinate all activities between partners in Serbia,

Montenegro and FYRM• Provide internal quality control• The very important role of RCT is to ensure collaboration

with national Ministries, Councils for HE and Accreditation commissions in order to provide successful project results.




Meetings of PMB and RCTMeetings of PMB and RCT

• Three meetings of the PMB will be organized during project lifetime at UNIKG, UNIM and UKIM.

• Six meetings of RCT are planned. Three meetings will be timed with PMB meetings and three will be held separately each year.




Quality Control and MonitoringQuality Control and Monitoring




Internal quality controlInternal quality control• Regional Coordinating Team (RCT) of 7 members will be

responsible for monitoring and realization of Workplan.

• RCT will also be responsible for preventing the time lag in project activities and taking immediate actions in the form of consultations or reporting to Project Management Board (PMB).

• RCT will create intermediate reports twice a year and will submit it to the PMB.




External quality controlExternal quality control• by external experts from three EU partner universities.• • External evaluators will also take into account intermediate reports by

RCT and analysis of evaluation survey by HE public authorities.

• If some lower quality of project outcomes is discovered, PMB will immediately consult all relevant subjects within consortium members and find out the best possible way to overcome the problem.

• Three annual reports about external assessment of the project results will be reported to PMB at annual meetings.




Legal, organizational and financial aspect Legal, organizational and financial aspect of the projectof the project




Project Accountancy Project Accountancy

• University of Kragujevac (for all Serbian partners)

• EU partners, ME and MK partners – accountancy at own institutions

• Responsible persons for each institution




60% of total amount + 30% + 10%




Technical implementation reports and financialstatements to be submitted




Beneficiaries space Tempus IV Beneficiaries space Tempus IV

• http://eacea.ec.europa.eu/tempus/beneficiaries/beneficiaries_tempus4_2010_en.php

• Project contractual documents • Guidelines for the Use of the Grant • Staff Convention and Individual Mobility Report

(Word format)• Report forms• FAQ




• The EC grant can cover no more than 95% of the total eligible costs of the project. The remaining costs, equivalent to at least 5% of the total eligible costs, must be co-financed.




BUDGET HEADINGS

• Staff cost (Staff Convention)• Travel cost (Individual Mobility Report )• Equipment• Printing and Publishing• Other cost

• EU partners are eligible in staff costs and travel• Public institutions are eligible in travel cost• Joint purchase of equipment and printing




Staff costStaff cost

• Administrative or academic tasks• Staff Costs - Maximum eligible daily rates (Table in

Guidelines document)• Document to be submitted: Staff Convention




Travel costs and costs of stay

• Eligible activities: Assignments for teachers/trainers administrative staff, retraining, development of academic activities, short visits for coordination and planning, short intensive courses, dissemination visits

• cover only actual travel costs + costs of stay (Table in Guidelines document)

• Travel for research activities is not allowed




• Eligible expenses for staff costs of stay

• Documents to be submitted: Individual Mobility Report, readable copies of travel tickets, invoices



University of Kragujevac INELIGIBLE COSTS

(consult Guidelines Guidelines document)document)• return on capital;• exchange losses;• VAT, unless the beneficiary can show that he is unable to recover it according to the

applicable national legislation;• equipment such as: furniture, motor vehicles of any kind, equipment for research and

development purposes, telephones, mobile phones, alarm systems and anti-theft systems;• hospitality costs;• costs related to the use of materials (computer, laboratory, library, etc.) incurred by

universities, institutions, industries or companies when hosting staff;• registration fees for courses, seminars, symposia, conferences, congresses;• costs of premises (purchase, rent, heating, maintenance, repairs etc.). Renting of premises

is only possible for specific dissemination events with prior written approval• costs linked to the purchase of real estate;• expenses for activities - and related travel - that are not carried out on the premises of the

project beneficiaries (see Annex V of the Grant Agreement), unless listed as an eligible activity in these guidelines or explicit prior authorisation has been granted by the Agency;

• expenses incurred outside the eligibility period;




Thank you!Thank you!

enhancing the quality of distance learning at western balkan higher education institutions

Documents

pmb meetings

project management board

meetings of rct

project lifetime

important role of rct

successful project results

consortium members

rctthree meetings