Klaus Haupt Deputy Head of Unit DirectorateGeneral for Education and Culture European Commission

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Tempus
TEMPUS INFORMATION DAYROME, 13 OCTOBER 2006 BEST
PRACTICE IN PROJECT APPLICATIONS

• Klaus Haupt Deputy Head of UnitDirectorate-Gener
  al for Education and Culture European Commission

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Good practice

• Read the Guide for Applicants
• Use the Tempus website
• Frequently Asked Questions (FAQ)
• Contractual documents
• Updates
• Consult NTO/NCP/Tempus Department
• Be aware of other HE projects in the PC concerned
  past or ongoing
• Use the application form you find in the Tempus
  website

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Avoid the most common mistakes

• Do not modify the application form
• Only the information requested in the application
  form is assessed (no annexes)
• Do not assume prior technical or historical
  project related knowledge on the part of the
  assessor (externals) define the background and
  the context
• Do not submit several similar proposals

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Background of the project

• Demonstrate the relevance of the project in the
  local/regional context
• Show link between the PC national HE context
  needs to be addressed by the project
• Identify the needs of major stakeholders
• Describe clearly the Dept/Faculty/structure
  directly concerned by project

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Consortium

• DIVISION OF ROLES
• Demonstrate the relevant experience and role of
  each PC/EU consortium member
• COMPETENCE
• Demonstrate the ability of proposed consortium
  to address the PC Institutions needs and to
  deliver the expected outcomes

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The project

• Ensure that the project proposal clearly
  addresses the problem needs analysis
• Use the most appropriate methodology (processes/
  approaches/ tools and resources)
• Ensure that the new/up-dated subjects/procedures/c
  ourses to be introduced are relevant for the
  project objective(s)
• Clearly indicate content of any new/up-dated
  subjects/procedures duration/structure

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Logical framework

• Ensure that the LFM is consistent with the
  previous sections adequately completed
• Check the logic of the project demonstrated in
  the LFM
• Include indicators of progress realistic
• relevant to the project objectives and
  outcomes
• Remember to identify address main assumptions
  risks

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Workplan

• Demonstrate that sufficient time has been
  allocated to implementation preparation
• Consider carefully the scheduling location of
  activities
• Ensure the most logical and cost-efficient
  planning

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Outcomes Activities

• Define each outcome clearly
• Ensure a logical progression of outcomes from one
  project year to the next one
• Indicate and address assumptions risks
• Propose suitable activities to achieve each
  individual outcome
• Remember that you may group reoccurring
  activities
• Distribute tasks among consortium members/experts
  for each activity clearly appropriately

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Outcomes Activities (ctd.)

• Indicate and quantify all appropriate target
  groups
• Ensure that the inputs requested are directly
  related to the activities are cost-efficient
• Identify, budget justify relevant equipment
• Plan appropriate number of individuals, direction
  and duration of each mobility flow in relation to
  each activity

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Dissemination Sustainability

• Consider relevant dissemination sustainability
  strategies
• Think about internal dissemination within PC
  Institutions external dissemination activities
  to others who could benefit
• Identify suitable tools
• Consult stakeholders to ensure sustainability
• Consider and describe what will happen after the
  end of the project

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Quality Control Monitoring

• Choose an appropriate quality control strategy
  (peer reviews, accreditation, surveys) both
  internal and external control
• Plan for regular monitoring measures
  (quantitative approaches overall quotas and
  deadlines for tangible and intangible outputs)
• Clearly select indicators of progress tools for
  assessment appropriate to the activities?

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Management of the Project

• Allocate roles clear division of
  responsibilities to each consortium member
• Integrate the PC consortium members into
  decision-making and implementation structure
• Ensure fair decision-making processes
• effective communication

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Tempus

• Joint European Projects

FUNDING OPTIONS Tempus grant of up to 95 of the
eligible project costs, up to a maximum grant of

EUR 300,000
2 years project
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Eligible expenditure for JEP

• 1. Staff costs (30)
• 2. Costs of stay and travel costs
• 3. Equipment costs (30)
• 4. Printing and publishing costs
• 5. Indirect costs (7)
• Other costs

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Tempus

• Structural and Complementary Measures

FUNDING OPTIONS Tempus grant of up to 95 of the
eligible project costs, up to a maximum grant of
EUR 150,000
1 year project
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Eligible expenditure for SCM

• Staff costs
• Costs of stay and travel costs
• 3. Equipment costs (for Structural Measures
  only)
• 4. Printing and publishing costs
• 5. Indirect costs (7)
• Other costs

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Overall Financial framework

• ? logic/coherent reflection of project activities
  
• ? duly justify all proposed expenses
• ? demonstrate cost effectiveness and cost
  efficiency (quantitative indicators)
• ? respect thresholds
• ? realistic and balanced
• between budgetlines
• between partners
• EU-PC

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Important issues for Financial sections

• ? level of detail (quantity and cost per item)
• ? justification (e.g. equipment)
• ? eligibility of items
• ? allocation under the correct budget heading
• ? clear link to specific activities

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Cofinancing

• ? minimum 5
• ? indicate by whom provided (commitment of
  partners, other stakeholders)
• ? only eligible items may be cofinanced
• ? same level of detail/budget breakdown as for
  other budget items
• ? clearly linked to project activities
• ? no indirect costs (overheads)

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Staff Costs

• ? maximum 30
• ? breakdown and balance (e.g. admin/academic
  staff costs, PC/EU staff costs)
• ? classification by type of task
• ? respect recommended local salary rates
  (indicate hourly rates)

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Travel costs and Costs of Stay

• no overall threshold
• ? actual costs for travel (rules in GfA)
• ? maxima for subsistence in GFA
• ? balanced to ensure involving all partners
• ? cost efficient (numbers/duration/direction)
• ? student mobility no subscription fees, no
  fees for use of material/structures
• ? breakdown travel/subsistence

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Equipment

• ? maximum 30
• ? only for PC universities
• ? balanced for all beneficiary universities
• ? only if needed and justified for project
  implementation
• ? breakdown (cost per item)
• ? transport, installation, insurance and
  maintenance

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• ? Printing Publishing
• cost efficiency quantities based on wider
  target groups
• webdesign staff costs
• ? Other Costs
• max EUR 2500 for Tempus inter project coaching
• no exchange losses
• no hospitality costs
• no subscription fees
• ? Indirect costs
• Lumpsum 7 of operational costs,
• specify which types of expenses is included no
  ineligible items

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Questions for Preparing an Application Tempus
contact details  
NEW Tempus Website http//ec.europa.eu/Tempus NE
W Tempus info e-mail TEMPUS_at_etf.europa.eu
TEMPUS_at_ec.europa.eu
National Tempus Offices (PC) National Contact
Points (EU)
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• Thank you for your kind attention !!