Erasmus+

Capacity Building in Higher Education

(CBHE)
General CBHE Infoday

30 November 2023

European Education and Culture

Executive Agency
 Agenda
Introduction
10:00- 10:10
Barbara Gessler - Head of unit EACEA – A4

Capacity Building in the field of higher education: what is new?

10:10-10:30 Anastasios Tsirakidis – Head of sector EACEA – A4

How to prepare a competitive project proposal? Award criteria, tips and lessons learnt.

10:30-11:45 Carla Giulietti – Project adviser EACEA – A4

Giordana Bruno - Project adviser EACEA – A4

11:45-12:00 Registration of participants, legal and LEAR validation

Pietro Samperi - Legal and Financial adviser REA – D4

Questions and answers

11:45-12:30

2
 Objectives

Modernisation
HEIs & HE
systems
Cooperation /
Regional Societal impact
integration

CBHE
Governance Accessibility

Innovation

3
 Regions eligible for CBHE
Western Balkans (Region 1) Albania, Bosnia and Herzegovina, Kosovo*, Montenegro

Neighbourhood East (Region 2) Armenia, Azerbaijan, Georgia, Moldova, Ukraine*

South-Mediterranean countries (Region 3) Algeria, Egypt, Israel*, Jordan, Lebanon, Libya, Morocco, Palestine*, Syria**, Tunisia

Asia (Region 5a) Bangladesh, Bhutan, Cambodia, China, DPR Korea, India, Indonesia, Laos, Malaysia, Maldives, Mongolia, Myanmar, Nepal, Pakistan,
Philippines, Sri Lanka, Thailand, Vietnam

Central Asia (Region 6) Afghanistan, Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, Uzbekistan

Middle East (Region 7a) Iran, Iraq, Yemen

Cook Islands, Fiji, Kiribati, Marshall Islands, Micronesia, Nauru, Niue, Palau, Papua New Guinea, Samoa, Solomon Islands, Timor-Leste, Tonga,
Pacific (Region 8a)
Tuvalu, Vanuatu

Angola, Benin, Botswana, Burkina Faso, Burundi, Cameroon, Cabo Verde, Central African Republic, Chad, Comoros, Congo, Congo - Democratic
Republic of the, Côte d’Ivoire, Djibouti, Equatorial Guinea, Eritrea, Eswatini, Ethiopia, Gabon, Gambia, Ghana, Guinea, Guinea-Bissau, Kenya,
Sub-Saharan Africa (Region 9 )
Lesotho, Liberia, Madagascar, Malawi, Mali, Mauritania, Mauritius, Mozambique, Namibia, Niger, Nigeria, Rwanda, Sao Tome and Principe,
Senegal, Seychelles, Sierra Leone, Somalia, South Africa, South Sudan, Sudan, Tanzania, Togo, Uganda, Zambia, Zimbabwe

Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, Ecuador, El Salvador, Guatemala, Honduras, Mexico, Nicaragua, Panama, Paraguay,
Latin America (Region 10)
Peru, Uruguay and Venezuela

Antigua & Barbuda, Bahamas, Barbados, Belize, Cuba, Dominica, Dominican Republic, Grenada, Guyana, Haiti, Jamaica, St Kitts and Nevis, St
Caribbean (Region 11)
Lucia, St Vincent & Grenadines, Suriname, Trinidad & Tobago

* As defined in the Programme Guide

** Exception: Organisations from Syria are not eligible to participate in Strand 3

4
 CBHE main features

Three strands • Different types of support

• Overarching &
Priorities
regional context

Budget system • Lump sum II

Publication system • FTOP

5
 Overarching priorities

Green deal Regions: 1, 2, 3, 5a, 6, 7a, 8a, 9, 10, 11

Digital transformation Regions: 1, 2, 3, 5a, 9, 10

Integration of migrants Regions: 1, 2, 3, 9

Governance, peace, security and

Regions: 1, 2, 3, 5a, 9, 10, 11
human development

Sustainable growth and jobs Regions: 1, 2, 3, 5a, 6, 7a, 8a, 9, 10, 11

6
 Three Strands:
 Strand 1: Fostering access to cooperation in higher
education
▪ Projects can last 24 or 36 months
▪ Funding between EUR 200.000 and EUR 400.000 per project
 Strand 2: Partnerships for transformation in higher
education
▪ Projects can last 24 or 36 months
▪ Funding between EUR 400.000 and EUR 800.000 per project
 Strand 3: Structural reform projects
▪ Projects can last 36 or 48 months
▪ Funding between EUR 600.000 and EUR 1.000.000 per project
▪ Involvement of the Ministry
7
 Three types of CBHE projects
National projects Multi-country regional Multi-country cross-
projects regional projects

HEIs from one third HEIs from several HEIs from countries not
country not associated to countries not associated to the
the Erasmus+ associated to the Erasmus+ Programme
Programme Erasmus+ Programme belonging to several
from Regions
one Region

- At least 2 EU Member States or third countries associated to the Erasmus+ Programme.

Among them, each participating country must involve at least 1 HEI.
- For third countries not associated to the Erasmus+ Programme participation, specific
eligibility criteria should be checked in the Programme Guide (per Region, Strand and type of
project).

8
 Strand 1
Fostering access to cooperation in higher education
Facilitate access to newcomers

First step for participating organisations to enhance and increase means to reach out to
people with fewer opportunities

Reduce the internationalisation gap of HEIs from the same country/region

Target groups:

➢ HEIs from least developed countries

➢ HEIs located in remote regions/areas

➢ Newcomers or less experienced

➢ Students and staff with fewer opportunities

9
 Strand 2
Partnerships for transformation in higher education
Innovation in HE targeting labour market and society

Designing innovative curricula

Implementation of innovative learning and teaching methods

Engagement with the business world and research

Strengthening the HEIs capacities to network

Modernising HEIs by promoting reform

Reform governance and management at HEIs

10
 Strand 3
Structural reform projects

Promote cooperation and mutual learning with public

authorities to foster innovation in the HE sector

Promote inclusive higher education systems allowing

access to learning

Increase capacities of HE bodies to modernise the

higher education systems

Identify synergies with ongoing EU initiatives

11
 Who can participate?

Who can apply as • Higher Education Institutions (HEIs) or organisations of

coordinator? HEIs

• Applicant must be established in an EU Member State or

third country associated to the Erasmus+ programme or
in an eligible third country not associated to Erasmus+
programme

• The applicant applies on behalf of all organisations

involved in the proposal

Who can participate • Organisations or institutions active in the labour market or

as partner? in the fields of education, training and youth may also
participate, but not as coordinator.

Changes may apply in the new Programme Guide.

Specific rules per Region, per Strand and per type of project should be checked.

12
News in 2024 call for proposals

Simplification

Eligibility criteria

Budget distribution (i.e. cross-regional proposals)

Approach for the consultation of the EU Delegations

Minimum partnership composition (1)

NATIONAL PROJECTS (open only for Regions 2, 3, 5a, 6, 7a, 8a, 9)

• Strand 1 and Strand 2
▪ at least 2 EU Member States or third countries associated to the Programme
➢ each of these (minimum 2 participating) countries must involve at least 1 HEI
▪ only 1 eligible third country not associated to the Programme
➢ involving at least 2 HEIs*
Exception: In third countries not associated to the Programme where the number of HEIs recognised by the
competent national authorities is lower than 5 in the whole country, or in cases where one single institution
represents more than 50% of the overall student population of the country, applications counting only one HEI
from those countries will be accepted.
Minimum partnership composition (2)

MULTI-COUNTRY PROJECTS (open for all eligible Regions)

• Strand 1 and Strand 2
▪ at least 2 EU Member States or third countries associated to the Programme
➢ each of these (minimum 2 participating) countries must involve at least 1 HEI
▪ at least 2 eligible third countries not associated to the Programme
➢ each of these (minimum 2 participating) countries must involve at least 2 HEIs*
Exception: In third countries not associated to the Programme where the number of HEIs recognised by the
competent national authorities is lower than 5 in the whole country, or in cases where one single institution
represents more than 50% of the overall student population of the country, applications counting only one HEI
from those countries will be accepted.
Minimum partnership composition (3)
Strand 3
▪ at least 2 EU Member States or third countries associated to the Programme
➢ each of these (minimum 2 participating) countries must involve at least 1 HEI
NATIONAL PROJECTS (open for all eligible Regions)
▪ only 1 eligible third country not associated to the Programme
MULTI-COUNTRY PROJECTS (open for all eligible Regions)
▪ at least 2 eligible third countries not associated to the Programme
❖ each participating eligible third country not associated to the Programme must
involve:
➢ at least 2 HEIs*
➢ national competent authority (e.g Ministry) responsible for higher education
Exception: In third countries not associated to the Programme where the number of HEIs recognised by the
competent national authorities is lower than 5 in the whole country, or in cases where one single institution
represents more than 50% of the overall student population of the country, applications counting only one HEI
from those countries will be accepted.
Lump sum II: approach – basic principles

Applicants must define Based on this, the EU

Evaluators assess
work packages and grant in the form of
cost details during the
detailed estimation of lump sum is fixed
evaluation and make
costs for each work during grant
recommendations if
package per agreement
needed.
beneficiary preparation
 2024 CBHE indicative available budget and n° of projects (FTOP)
Indicative 2024 Indicative n° Indicative n° Indicative n°
Regions Strand 1 Strand 2 Strand 3
CBHE budget of projects of projects of projects
Region 1
11.613.668 4.593.668 11 4.320.000 5 2.700.000 2
Western Balkans
Region 2
12.666.143 4.926.143 12 5.040.000 6 2.700.000 2
Neighbourhood East
Region 3
7.984.883 4.104.883 10 2.880.000 3 1.000.000 1
South-Mediterranean countries
Region 5a
17.789.182 3.749.182 9 12.240.000 15 1.800.000 1
Asia
Region 6
4.923.200 1.043.200 2 2.880.000 3 1.000.000 1
Central Asia
Region 7a
720.000 720.000 1
Middle East
Region 8a
400.000 400.000 1
Pacific
Region 9
22.790.669 8.210.669 20 10.080.000 12 4.500.000 4
Sub-Saharan Africa
Region 10
8.667.780 927.780 2 5.940.000 7 1.800.000 1
Latin America
Region 11
720.000 720.000 1
Caribbean
2024 CBHE indicative budget
and n° of projects to be funded 88.275.525 29.395.525 69 43.380.000 51 15.500.000 12
(national / regional)
2024 CBHE indicative budget
and n° of projects to be funded 9.541.725 ≈ 12 proposals
(cross-regional)

18 Indicative 2024 CBHE budget 97.817.250 ≈ 144 proposals

Award criteria

Quality of the Sustainability,

Quality of the
partnership impact and
Relevance of project design
and the dissemination
the project and
cooperation of the expected
(30 points) implementation
arrangements results
(30 points)
(20 points) (20 points)

➢ Proposals must score at least 60/100 points in total to be selected

➢ At least half of the maximum points for each award criterion
➢ Additional considerations apply to determine priority among equal scoring proposals
How to submit a proposal?
▪ Where?
Applications must be submitted through the European Commission’s
Funding & Tender Opportunities Portal (F&TP) using the Portal
Submission System:
https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/home
▪ Who?
Proposals must be created and submitted by a contact person of the
coordinating organisation

▪ When?
Publication: 28 November 2023
Deadline: 8 February 2024

Applicants are highly recommended to submit proposals as early as possible and at least 48 hours
prior to the call deadline.
Erasmus+ CBHE 2024 promotion activities

General CBHE Infoday (online) organised

by EACEA (30/11/2023)
• Events (europa.eu)

Participation to National Erasmus+ Info-

days organised by NAs, NEOs and ENFPs
• https://erasmus-plus.ec.europa.eu/contacts/national-agencies
• Erasmus+ National Focal Points | Erasmus+ (europa.eu)
• National Erasmus+ Offices | Erasmus+ (europa.eu)

21
CBHE 2022 & 2023 - % of selected projects per Strand

2022 2023
Applications received 620 790
Applications selected 145 159

Success rate 23% 20%

Role in projects*

Coordinator 145 159

Full partners &
Affiliated entities
1.283 1.430
Total n° of beneficiaries 1.428 1.589
Average n° of
beneficiaries / project
9,8 9,9

*in instances of participation

CBHE 2022 & 2023 - Number of selected projects
80

40
70

60 Western Balkans (Region 1)

28 Neighbourhood East (Region 2)
50
31 South-Mediterranean countries (Region 3)

40
Russian Federation (Region 4)

19 Asia (Region 5)
36
30 Central Asia (Region 6)
30 15
Middle East (Region 7)
20
21 11 Pacific (Region 8)
19
7 15 Sub-Saharan Africa (Region 9 )
10
1 7
9 8 Latin America (Region 10)
1 6
0 Caribbean (Region 11)

Total projects 2022: 145

Total projects 2023: 159
2022 2023
CBHE 2022 & 2023 - % of overarching priorities

Digital
transformation
27%

Sustainable growth
and jobs
39%

Governance, peace,
security and human
development
8%

Integration of
migrants Green deal
4% 22%
CBHE 2022 & 2023 - Top Coordinator countries
30
28

25
23 23

20
17
15
15

10
10
8 8 8 8
6 6 6 6 6
5 5 5
5 4 4 4 4 4 4 4

0
CBHE 2022 & 2023 - Top Partner countries
200
183
180

160

140

120 115
104
100
82
77
80 72 70
65
60 59
60 52 50 50
47
40 40 39 38 37 36
40 35 34 31
30 30 29 28 27 26 26 26
25 25
20

0
Purpose and priorities
Purpose
Focus on the needs of the third countries not
associated to the E+ programme

Targeting the priorities of the third countries

not associated to the programme and matching them
with the EU priorities for these countries

Maximising benefit to third countries not

associated to the Programme
Strand 1. Fostering access to cooperation
in Higher Education
Enhance management or Ensure high quality and
administrative capacities relevant education
HEIs from least modules or study
developed Reforming and
programmes, technical or
professional orientations of
countries modernising university programmes
governance
HEIs located in
Target groups

developing capacities for

remote regions postgraduate student and
academic staff as well as
International Relation promoting postgraduate
Newcomers or Offices students and/or staff mobility;
less
experienced implementing training courses
Quality Assurance for HEI staff
Individuals with
fewer
opportunities. Capacity (mobility, Increasing the accessibility of
evaluation, planning, individuals with fewer
etc.) opportunities
Strand 2. Partnerships for transformation in HE
Innovation in higher education Promoting reforms of HEIs
HEIs
Local actors with
a link to industry Design of innovative
curricula Introduction of Bologna
and business type reforms at institutional
Target groups

sectors level
Individuals:
students, staff, Innovative learning and
learners in teaching methods
general
Reform of governance and
Bodies management systems and
responsible for structures at institutional
Active engagement with the
HE at local and business world and with
level
national level research
Strand 3. Structural reform projects
Promoting reforms and innovation of HE system

HEIs
Mutual learning Increase capacities
National Promote inclusive Identify synergies
between public of bodies in charge
Ministry for Higher Education with ongoing EU
authorities of the of Higher
Target groups

systems initiatives
higher countries involved Education
education (HE)
Research
institutions
Other relevant Efficient and Foster common Introduction of
Foster national
authorities and ownership
effective policy regional strategies funding
stakeholders in making in Higher Education mechanisms
the field of HE
 Overarching priorities – example of topics

Governance, peace,
Digital Integration of Sustainable growth
Green Deal security and human
transformation migrants and jobs
development
• environmental • digital technology • access to • health and well • entrepreneurship
challenges • business education to being • uptake of STEAM
• biodiversity digitalisation migrants • public policies skills
• agri-food value • digital economy • recognition of • protection of • prevent brain
chains • artificial degrees and human rights drain
• climate intelligence credentials • peace and • links with labour
awareness, • digital skills and • support for security market
sustainability and pedagogy academic, social, • respect for • address school
resilience • distance learning physical and diversity dropouts
• green and psychological
• tolerance
efficient energy development
• gender equality
• sustainable
transport
Points to consider when
writing a proposal in HE
 What is a successful application ?

It is not just succeeding in being selected, but in delivering the expected

results

✓ leading to an effective implementation

✓ producing the expected changes

✓ keeping the results alive after the funding period

Smooth implementation highly depends on the amount of time invested in the

preparation, as at this stage you are able to wipe out many potential obstacles

34
 A competitive application…

• Demonstrates that the combination of all its elements will produce

concrete and sustainable results for the benefit of all the parties
concerned and in particular for third countries partners

• has been prepared and agreed jointly by all consortium partners

• has received the full institutional commitment and support of all

consortium partners

• is ready to start immediately after the selection decision

35
What are we looking for ?

➢ Clear and ambitious proposals that correspond to the

needs of third countries not associated to the Programme
and regional priorities

➢ Results that make a difference on several levels: impact

➢ Coherence and effectiveness of the work plan executed

by a competent team
To be improved
➢ Discrepancies between part B and part C (2 pages with KPI)

➢ Confusion between tasks / milestones / indicators / deliverables

➢ Logical Framework Matrix (LMF) missing or not correctly completed

➢ Weak needs analysis

➢ Innovation not visible

➢ Too high share of Staff Costs

➢ No equipment for newcomers

➢ Too limited purchase of specialised equipment vs generic material (laptops,
photocopiers, etc.)

➢ In Strand 1, missing or too few newcomers, not well justified

Use consistent terminology

Curriculum = Study Programme =

Degree (Bachelor or Master)

Course = Subject = Module

 Terminology is key
Objectives is what you will achieve in the project period

Implementation is how you will do your project in the project period

A task refers to any activity that has a definite outcome associated with it

Deliverables are the final products/results of your project, those justifying spending public
money to fund the project

A milestone is a significant step in the successful production of a deliverable

Impact is spreading (dissemination) and use (exploitation) of your results during and
after project, including beyond the original consortium

Communication is everything you do to inform about and get attention to your project
during the project period
Innovation in higher education

Design of innovative curricula or introducing innovative

elements in the existing curricula

Innovative learning and teaching methods (i.e. learner-

centred, real problem-based teaching, digital modules)

Active engagement with the business world and with

research: organisation of educational programmes and activities
with and within enterprises
CBHE Award criteria
 Award criteria

Relevance of the project

max 30 points

Quality of the project design and implementation

max 30 points

Quality of the partnership and the cooperation arrangements

max 20 points

Sustainability, impact and dissemination of the expected results

max 20 points

43
 Relevance of the project

Award criteria
Purpose
• Relevant to objectives and activities of CBHE and specificities of the Strand,
• Adequate response to current needs of the target country(ies) or Region(s) and of the target groups,
• The extent to which the proposal addresses the EU overarching priorities.

Objectives
• Based on a sound needs analysis; clearly defined, specific, measurable, achievable, realistic,
• They address issues relevant to the participating organisations and development strategies for higher
education in the eligible third countries not associated to the Programme.

Link to EU policy and initiatives

• The proposal takes into account and enhances complementarity/synergies with other interventions
funded by the EU and other entities.

EU added value
• The proposal demonstrates that similar results could not be achieved without the cooperation of HEIs
from the EU Member States or third countries associated to the Programme and without the EU
funding
1. Relevance

1.1 Background and general objectives:

• Describe how the objectives the background and rationale of the project
• How is the project relevant to the scope of the Call?
• How does the project address the general objectives of the Call, including
the overarching priorities?
1. Relevance

1.2 Needs analysis and specific objectives

• Describe how the objectives are based on a sounds needs analysis,
specifying which challenges the project aims to address
• The needs analysis should cover each participating country and each
objectives should be clear, measurable, realistic and achievable
• Define clear and appropriate indicators for measuring the achievement
1. Relevance

1.3 Complementarity with other actions and innovation

• Explain how the project builds on the past activities carried out in the past
and describe its innovation
• Explain how the activities are complementary to other activities carried out
by other organisatins
• Illustrate the transnational dimension and the European added value
Award criteria Quality of the project design and implementation

Coherence
• Consistency between project objectives, methodology, activities and the budget proposed,
• Coherent and comprehensive set of appropriate activities to meet the identified needs and the expected results.

Methodology
•The logic of the intervention is of good quality, planned outputs and outcomes are coherent and feasible, and key
assumptions and risks have been clearly identified.

Work plan
•Quality and effectiveness of the work plan are in line with their objectives and the deliverables,
•The relation between the resources and the expected results is adequate and the work plan is realistic, with well-defined
activities, time-lines, clear deliverables and milestones.

Budget
•Cost efficiency and appropriate financial resources for a successful implementation of the project,
•The estimated budget is neither overestimated nor underestimated.

Quality control
•Control measures (continuous quality evaluation, peer reviews, benchmarking activities, mitigating actions etc.) and
quality indicators ensure a project implementation of high quality.

Environmental sustainability
•The project is designed in an eco-friendly way.
 2.1.1 Concept and methodology
• Clarify your methodology for the different project activities in view of
demonstrating it is appropriate to the objectives and feasible:
• Which target groups will be involved

• How the teacher training will be implemented (face-to-face, hybrid, T-o-T)

• How and when the students will be involved

• If you will use surveys, benchmarking, self-assements

• Explain why the chosen methodology would be the most appropriate for your
planned goals
• Illustrate how it supports the capacity building process and the third country’s
ownership of results
 2.1.2 Project Management, Quality Assurance and
monitoring

• You need to demonstrate how the consortium is able to organise and

monitor the planned activities, ensure their quality and deliver on time the
expected results.

• You must insert the Logical Framework Matrix (LFM), that is a document to
be downloaded separately. You need to complete it and copy/paste in this
section.
Ensure coherence in LFM intervention
logic
Indicators must be
targeted in terms of
quantity and time !
 2.1.3 Project teams, staff, experts

• Do not insert CV, our call does not require it

• For European institutions insert the staff who will be actively

involved in the project to demonstrate appropriate expertise in
the area where the knowledge transfer is necessary

• For Third countries HEIs, ensure an appropriate mix of

profiles: senior and junior academic staff, researchers.
 2.1.4 Cost effectiveness and financial management
• Demonstrate (that is more than just stating) why your planned budget is cost-effective
(Months/effort)

• Watch the % of Staff Costs: if it takes more than half of the budget, reconsider it !

• Pay attention to a balanced mix of presential and on-line activities

• Present a fair distribution of the grant among the different partners

• Very often Management WP is inflated, too high

• For countries participating to the capacity building action since decades, we strongly
encourage the acquisition of specialised equipment

• Remember that CBHE action does NOT finance long mobilities (more than one semester)
neither of students nor of staff

• Do not include financial audit costs, nor equipment for non-HEIs

 2.1.5 Risk management

• We live in uncertain times with a number of unlikely events

that did happen
• You should demonstrate:
▪ Realistic analysis in assessing the likelihood (low-medium-high) that
a risk occurs

▪ Anticipation capacities

▪ Adaptation and flexibility in finding appropriate mitigation strategies

Tasks, milestones and deliverables
For curriculum development proposals

Deliverable:
Accredited Master
Milestone:
Ministry’s feed-back
Tasks:
Preparation of the
accreditation file of
the new Master for Milestones
submission to the occur before
Ministry deliverables
Tasks, milestones and deliverables
For curriculum development proposals

Deliverable:
New textbooks
developed and used
Milestone: by the students
Peer-review within the
consortium
Task: Preparation of the
new textbooks:
- Mixed groups of teachers, each
dealing with a subject; Milestones
- Collection of teaching materials occur before
- Workshops led by an expert; deliverables
- Team work in the different groups;
- Preparation of case studies;
Tasks, milestones and deliverables
For proposals creating a new service/structure/center

Deliverable:
Center established
and running
Milestone:
Official decision of the
University Council
Task: establishing the new
Definition of the mission, center
allocated staff, operating
budget and procedures of
the new center Milestones
occur before
deliverables
 Work Packages
• They are the building blocks of the proposal: a correct identification of WPs
makes the project manageable and efficient
• On average, between 6 and 12
• A WP devoted to Quality Assurance is possible, but not compulsory, this
aspect can be dealt within the WP Management
• A WP devoted to Preparation/Preparatory measures is admissible, but not
compulsory
• Dissemination activities and Sustainibility measures can be grouped in one
single WP or form two different WPs
• Creating a single WP gathering all travels and mobilities NOT Recommended
 Within a Work Package
• Duration: from M 8 to M 24 means there are NO activities and no milestones
in this WP after months 24, and all deliverable are due by M 24.
• There are 3 distinct sections: Tasks, Milestones and Deliverables: avoid
identical wording, and same date in the 3 sections
Ex: Task: Establishing the training format, collecting case studies… (M 4-8)
Milestone: Dates and Agenda of the training event agreed and displayed (M 9)
Deliverable: Training Workshop for Nigerian academic staff (M 11)
• Indicate credits:
➢ The total n° of credits for the Study Programme
(ECTS or other systems)
➢ The n° of credits for each new/updated course
 Avoid discrepancies in different sections

Between the global timetable and the description of each WP

• The same number of Tasks (= activities) listed in each WP must be
reported in the global timetable/overview at the end
• The same duration must be reported in both parts of the application

• For the global timetable, pay attention to use the correct chart:
❖ the first one, with Months, is only for projects of 2 years
❖ the second one, with Quarters, is for projects of more than 2 years
 New/updated curricula have to be taught in year 3

Use a retro-planning to define the

correct date/month for:
- Accreditation to be submitted to
the (national) competent authority
- Accreditation to be delivered by
the competent authority
- Training to teachers of new courses
to be implemented
- Syllabi of new/updated courses to
be ready
 Fill in Subcontracting Table and Events Table
• Entries in the Subcontracting Table must be consistent with:
1. What stated in the last column of Tasks in each WP
2. In the Detailed Budget Excel file
• Events Meetings and Mobilities completed for both in-person and on-line events

Event No Description Attendees

(continuous Participant
numbering
linked to Name Type Area Location Duration Number
WP)
(days)

E1.1 All partners 1. General Project - Discussion of Online by 1 30

Meeting meeting the project web
(GM) implementation; meeting From the
coordinator 4
- Setup of the px from all
ToDo list to the other partners
next GM, etc. 3 people each

E2.1 All partners 2. GM Project Discussion of BWU, 2 10

meeting the project Belgium
advancement; 1 person from
each partner
except KBU
with 2
Examples of deliverables
WP Management

at the latest
Project management Quality Assurance Communication Report(s) of external
handbook Plan with interim
Plan/Strategy expert(s) for QA
report

within the first 8 months When received by the

By the first year consortium, in any case
at the latest
not beyond M 33

Kick-off Meeting
Reports to the or other
Agency linked with
a payment consortium
meetings
Examples of deliverables
WP Preparatory Measures (NOT compulsory)

Surveys of
stakeholders Needs analysis
Updated Report(s) Inclusion Strategy
(students,
industries, NGOs)

In the first 6-9 In the first 6-9 In the first 6-9

months months months
 Examples of deliverables
WP Development – ‘Curriculum development’ proposals

New or updated Memorandum of

New degree Official Training for
courses in the Understanding
Accreditations academic staff
existing degree(s) HEI/Industries

List of developed For each course:

courses, teaching learning outcomes, Document Training material Document
materials, syllabus for teaching materials, delivered by the and learning describing the
all courses, credits credits, exam competent outcomes students’
typology authority internship system

possibly before possibly before by the end of Before starting At the start of
interim report interim report year 2 with students the new degree
Examples of deliverables
WP Development –‘Higher Education Reform’ proposals

change in
services/platforms guidelines,
legislation,
at national/country national
introduction of
level strategies, papers
new policies
 Examples of deliverables
WP Dissemination

Website of the
project + links in Dissemination Video clips Report on Promotion
each institutional Plan/Strategy dissemination Social media Final
material activities
website activities conference

At the latest at At interim report

months 6 Avoid ephemeral Bimonthly
leaflets and FaceBook
gadgets Lives;
LinkeDIn
Examples of deliverables
WP Impact and sustainability

Plan for Report on Memorandum of

sustainability measurement of Understanding
(action plan, KPI in LFM with companies,
indicators, available (quantitative and sectoral agencies,
budget) qualitative) NGOs, etc.
 Quality of the partnership and the cooperation
Award criteria arrangements

Management
•Solid arrangements are foreseen,
•Timelines, governance structures, collaboration arrangements and responsibilities well defined and realistic.

Composition
• Appropriate mix of organisations with the necessary competences relevant to the objectives of the proposal and to
the specificities of the Strand,
• most appropriate and diverse range of non-academic partners.

Tasks
•Roles and tasks are assigned on the basis of the specific know-how, profiles and experience of each partner.

Collaboration
•Effective mechanisms to ensure efficient collaboration, communication and conflict resolution between the partner
organisations and any other relevant stakeholders.

Commitment
•The contribution from the project partners is significant, pertinent and complementary,
• the proposal demonstrates the partners’ involvement, commitment and ownership of the project’s specific objectives
and results, in particular from the third countries not associated to the Programme.
2.2 Partnership and cooperation arrangements

2.2.1 Consortium set-up

• Describe the participants and how they will work together
• Explain the contribution of each participant to the project and the
complementarities among the partners

2.2.1 Consortium management and decision-making

• Explain the management structure and decision-making mechanisms within
the consortium, describing the communication flows and methods for
planning and control
 Sustainability, impact and dissemination
Award criteria of the expected results

Exploitation
• How the outcomes of the project will be used by the partners and other stakeholders; how multiplier effects
will be ensured and it provides means to measure exploitation within the project funding time and after.

Dissemination
• Clear and efficient plan for the dissemination of results, appropriate activities and their timing, tools and
channels to be spread effectively to all relevant stakeholders and non-participating audience, reaching out
and attracting relevant stakeholders to the outcomes within and after the project’s funding time.

Impact
• Tangible impact on its target groups and relevant stakeholders at local, national or regional level,
• Measures, goals and indicators to monitor progress and assess the expected impact at individual,
institutional and systemic level.

Open access
• Materials, documents and media produced freely available and promoted through open licenses and
without disproportionate limitations.

Sustainability
• How the project results will be sustained financially and institutionally and how the local ownership will be
ensured.
 Communication vs Dissemination

➢ Awareness of objectives ➢ Disseminating results

scientific publications, books, website,
workshops, conferences, social media,
➢ Visibility of project activities media (newspapers, magazines, TV, radio)

✓ Identify your target groups:

academics, students, politicians, public/private sector, press,
companies, organisations, agencies, etc.

✓ Be as explicit as possible:
name publications/conferences, expected dates,
types and size of audiences
 Impact
Maximasing impact Impact and timing
• On involved institutions ❑ Short term changes in:
knowledge, skills, aspirations,
modernisation of HEIs and reform
attitudes, awareness
of HE sector
• On economy ❑ Medium term changes in:
Development of third countries, behaviour, practices, procedures,
creation of jobs values, decision making
• On society
❑Long term changes in:
On public policies and civils society policies, legislation, economy,
society, technology, environment
Detailed Budget Table
Insert the beneficiaries (BE) and the WPs
Rates to be used for
Volunteers
You find them in the
following Communications
of the European
Commission:
→ Volunteers. See
C(2019) 2646
 What can be improved concerning budget

➢ Pay attention to copy to Part A the very exact amounts of the

Detailed Budget Table (Excel)

➢ Need to ensure value for money: reflect objectively if the outcomes

you propose are worth the amount you request

➢ No depreciation: the whole amount of the equipment is supported by

the grant, provided it is purchased 12 months before the end of the project

➢ Staff costs inflated (both in quantity and in monthly rate)

KEY WORDS for a competitive application

Coherent in its entirety Concrete

•avoid contradictions; avoid •use examples, justify your
"patchwork" statements, bring evidence

Clear Simple language

•follow the questions and answer •also complex subjects can be
them in the right order explained in a plain language. Keep
most sentences 10-15 words long.

Explicit Rigorous
•do not take anything for granted; do •the application is the basis on which
not assume experts will always your project will be implemented; it
understand; avoid abbreviations or is also the cornerstone of your
explain them the 1st time partnership commitment

Focused Complete
•stick to what is asked •ensure you have followed all the
instructions and that the proposal
fulfils all the mandatory
requirements
 Finally

• It is all about writing a GOOD STORY

• Start in time and structure the writing process

• Recognise the connections between your proposal and funding policies

• Involve your hierarchy and your administration from start

• Involve all your partners from the beginning, including their hierarchies

• Create a logical link between objectives, WPs, deliverables and resources

• Underline the social/societal benefits

• Identify the users of your results

• Identify the impact that you want to obtain

 Few messages
• Some countries are less represented (i.e. in Sub-Saharan Africa)
• Ensure participation for Pacific and Caribbean
• Focus on least developed countries (LDCs) in Asia and Latin America
• Check the feasibility of CBHE projects in countries with complexe political
situation
• Overarching priorities should cover all the Regions involved in multi-countries
projects
• Focus on overarching priorities that have been less covered in the past (i.e.
digital transformation and integration of migrants).
• Enlarge the range of themes – ex: humanities
 Useful links for preparing your application

- Erasmus+ Call and Programme Guide:

https://erasmus-plus.ec.europa.eu/erasmus-programme-guide

- Funding & tender opportunities portal (FTOP):

https://ec.europa.eu/info/funding-
tenders/opportunities/portal/screen/programmes/erasmus2027

- Logical Framework Matrix:

https://www.eacea.ec.europa.eu/erasmus-capacity-building-higher-education-cbhe-2024_en

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 Thank you
EACEA-EPLUS-CBHE@ec.europa.eu

© European Union 2020

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