2 st Consortium Management Team Meeting State University

2 st Consortium Management Team Meeting State University in Novi Pazar 2 nd-3 rd July 2015 OVERALL PROJECT PROGRESS Prof. dr BILJANA MIŠIĆ ILIĆ University of Niš, Serbia bmisicilic@gmail. com

CONSORTIUM UNI BU UNS UNIKG SUNP COT MESTD CONUS SCONUS MU UMA UJ UNIBA MUNI

FUSE OBJECTIVES General objective: o Develop capacity of Serbian HEIs to establish and improve support services and procedures dealing with international cooperation and mobility in line with advanced EU practices Specific objectives: o Provide legal and administrative conditions and working protocols o Establish and improve integrated university support services for academic mobility and international cooperation o Build capacities of teaching and non-teaching staff for full participation in EHEA

FUSE WORKPACKAGES DEV WP 1: Developing administrative and legal conditions for improved university support services and procedures DEV WP 2: Fostering various support services (academic mobility support, IT support, marketing and information activities) DEV WP 3: Capacity building of the teaching and non- teaching staff for better participation in EHEA DEV WP 4: Providing language support for full participation in EHEA DISS WP 5: Dissemination QPLN WP 6: Quality Plan EXP WP 7: Exploitation MNGT WP 8: Management

FUSE WP CO-ORDINATION WP 1 UNIKG WP 2 UNS WP 3 BU WP 4 UNI DEVELOPMENT WP 8 MNGT UNI WP 5 DISS UNI WP 5 QPLN MU WP 6 EXP UNI

FUSE WORKPLAN (from Application Form) Month Deliverabl WP Type e / Activity Ref. N° Activities (as indicated in the LFM) Dura- tion (weeks) 1 2 3 4 5 6 7 8 9 x x 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 DEV 1. 1 Analysing the current situation in Serbia regarding institutional legislative and administrative framework 7 x x x DEV 1. 2 Reviewing the models of EU partners’ relevant legal and administrative framework 23 xo xo DEV 1. 3 12 x x x DEV 1. 4 Analysing target areas and the ways of their improvement; developing and adopting action plans and procedures for enhancing information channels among all stakeholders Developing and adopting university protocols and manuals for the staff dealing with international students and affairs 10 x DEV 1. 5 Developing and adopting standardized documents to be issued to foreign students 5 DEV 2. 1 30 x xo xo x x x DEV 2. 2 2. 3 Updating university / faculty websites to better present institutional opportunities 29 19 x xo x x x x xo x DEV 2. 4 Forming and updating databases of available courses and programs in foreign languages; creating tailor-made materials (guides, booklets) foreign students and increasing their visibility 52 x x x DEV DEV 2. 5 3. 1 3. 2 Intensifying institutional advertising activities 7 7 15 x x x x DEV 3. 3 24 x x DEV 3. 4 Developing and updating foreign student hosting networks, model working protocols and databases of student hosts Introducing mapping mobility mechanisms at HEIs in Serbia; developing and updating databases of academic contact persons foreign students 38 x x DEV 4. 1 19 DEV 4. 2 Establishing cooperation networks among all language professionals at partner Serbian universities so as to promote, enhance and organize various language support services Developing and adopting guidelines for providing language support to teaching staff (translation services and classes) 27 DEV 4. 3 23 Analysing current practices in academic mobility services, and establishing / enhancing them Upgrading technical equipment and support at universities Making study visits to EU partners Training in Serbia for knowledge, skills and procedures at all institutional levels Developing model English-for-specific-purposes courses for university administrative staff xo xo x x x xo x x x x x x x x x x x x x x x x xo x x x x x x x x x xo xo xo x x xo x x x x x x x x x x x x x x x x x x x x x x x x x x x x DEV 4. 4 Developing guidelines for organizing language support (Serbian classes) foreign students coming to Serbian universities DISS 5. 1 5. 2 5. 3 5. 4 Creating, maintaining and regular updating of the project web-site QPLN 6. 1 Establishing internal work quality standards and procedures, esatblishing Quality Assurance Group to monitor project performance 6 x xo QPLN 6. 2 WP coordinators and the Core Group preparing quality reports; the QAG’s evaluating the reports 27 x xo x x xo QPLN 6. 3 Organizing interproject coaching 2 QPLN 6. 4 Arranging and establishing independent monitoring evaluations by expert(s) (mid-term and end) EXP 7. 1 Implementing the project results that are incorporated into legal documents 4 EXP 7. 2 Establishing mechanisms for keeping project outputs (databases, portals, networks etc. ) regularly maintained / updated / sustainable 9 EXP 7. 3 Organizing seminars for non-partner institutions for the multiplier effect 11 MNGT 8. 1 Organizing kick-off project meeting, setting up project management bodies, signing partnership agreement 10 xo xo xo MNGT 8. 2 40 x xo MNGT 8. 3 54 x x x MNGT 8. 4 8. 5 1 120 xo x x Preparing annual joint reports on project achievements Designing and distributing project promotional materials Giving information about the project at various dissemination gatherings Adopting relevant documents and passing relevant decisions passed at regular meetings of the project management bodies and at coordination meetings Doing regular financial administration and bookkeeping Doing financial auditing (mid-term and end) Doing day-to-day coordination activities 14 10 13 15 18 x x x x x xo x x x xo xo x x x x x x x x x xo x x x x x x x x xo x x x x x x x x xo xo xo x x x xo x x xo x x x xo x x x x xo x x xo xo x x xo x x xo x x x x xo xo x x x x x x x x x x x x xo x x x x x xo x x x x x x xo x x x x xo xo xo

FUSE Month 12 -19 What have we done from 1 st Dec. 2014 till end June 2015? WORKPLAN table: • Per WP activities, detailed report will be given for WPs 1, 2, 3, 4, 5, 6, 8 (see following presentations) General overview: • MAJORITY of the activities started as planned on time • MOST of the activities completed as planned • A few activities about to be completed soon • Many activities in progress as planned • A few activities rescheduled for later, are now in progress and/or completed as planned • A very small number of activities delayed, but plans to start soon made

FUSE WORKPLAN (month 19) • WP activities, per level of completion (see the Excel table): Completed, on time or earlier Partially completed In progress Pending Rescheduled, in progress Delayed

FUSE WORKPLAN (month 19)

RESULTS (month 19) WP 1 DELIVERABLE D 1: Developing administrative and legal conditions for improved service & procedures INDICATOR STATUS D 1. 1 The current situation in Serbia regarding institutional legislative and administrative framework analysed Institutional reports (WP 1 Part A) Joint report DONE D 1. 2. The models of EU partners’ relevant legal and administrative framework reviewed Individual reports WP 1 Part B + Joint reports DONE D 1. 3 Target areas and the ways of their improvement analysed; action plans and procedures for enhancing information channels among all stakeholders developed and adopted Individual reports (WP 1 Part C) Institutional reports Joint report Action plans DONE IN PROGRESS

RESULTS (month 19) WP 1, ctd. DELIVERABLE D 1: Developing administrative and legal conditions for improved service & procedures INDICATOR STATUS D 1. 4 University protocols and manuals for the staff dealing with international students and affairs developed and adopted Documents adopted and implemented , booklets, protocols, manuals, etc. available (see checklist) IN PROGRESS PENDING D 1. 5 Standardized documents developed to Documents adopted be issued to foreign students and adopted and available for use IN PROGRESS PENDING

RESULTS (month 19) WP 2 DEL D 2: Fostering various support services INDICATOR (academic mobility support, IT support, marketing and information activities) D 2. 1 Current practices in academic mobility services at RS and EU partners analysed, and actual services established / enhanced Individual reports (WP 2 Part A, B, C ) Joint report Services D 2. 2 University / faculty websites updated to better present institutional opportunities Institutional reports Joint reports, action plan/recommendation Website improvements D 2. 3 Technical equipment and support at universities upgraded Purchased and mostly installed, individual documents needed D 2. 4 Databases of courses in foreign languages formed and updated; tailor-made materials foreign students created, visibility increased Available databases, printed and online materials STATUS DONE ONGOING DONE IN PROGRESS ONGOING

RESULTS (month 19) WP 3 DEL D 3: Capacity building of the INDICATOR STATUS D 3. 1 Understanding of EU practices gained; reports made Individual and joint reports IN PROGRESS D 3. 2 Teaching, non-teaching staff and students trained to embrace and apply developed practices and procedures Staff and students trained IN PROGRESS D 3. 3 Foreign student hosting networks, model working protocols and databases of student hosts developed and updated Database, buddy network DELAYED, PENDING D 3. 4 Mapping mobility mechanisms introduced at HEIs in Serbia; databases of academic contact persons foreign students developed and updated Improved mechanisms, database available teaching and non- teaching staff for better participation in EHEA DELAYED, IN PROGRESS PENDING

RESULTS (month 19) WP 4 DEL D 4: Providing language support for INDICATOR STATUS D 4. 1 Cooperation networks among all language professionals at partner Serbian universities established so as to promote, enhance and organize various language support services Joint report Established network IN PROGRESS D 4. 2 Guidelines for providing language support to teaching staff (translation services and classes) developed and adopted report IN PROGRESS D 4. 3 Model English-for-specific-purposes courses for university administrative staff developed ESP course developed, course materials, course tested IN PROGRESS PENDING D 4. 4 Guidelines for organizing language support (Serbian classes) foreign students coming to Serbian universities developed report IN PROGRESS PENDING full participation in EHEA

RESULTS (month 19) WP 5 DEL D 5: Dissemination INDICATOR D 5. 1 Project web-site created, maintained and regularly updated Project website D 5. 2 Annual joint reports on project achievements prepared REPORT Year 1 SUBSTITUTED FOR OTHER REPORTS DONE D 5. 3 Project promotional materials designed and distributed Various materials DONE, ONGOING 5. 4 Information about the project given at various dissemination gatherings Various events DONE ONGOING STATUS DONE, ONGOING

RESULTS (month 19) WP 6 DEL D 6: Quality INDICATOR D 6. 1 Internal work quality standards and procedures established; Quality Assurance Group established Project website, internal documents DONE D 6. 2 Quality reports prepared by WP coordinators and the Core Group and evaluated by the QAG WP leaders reports Partner reports QAG evaluation DONE ONGOING D 6. 4 Independent monitoring evaluations by expert(s) arranged and established (mid-term and end) EE’s report (midterm) STATUS DONE

RESULTS (month 19) WP 8 DEL D 8: Management INDICATOR D 8. 1 Relevant project documents adopted, project management bodies set up, partnership agreement signed Reports on the website D 8. 2 Relevant documents adopted and decisions passed at regular meetings of the project management bodies and at coordination meetings 3 meetings so far, online meetings and voting, reports, documents, Guide, internal documents DONE ONGOING D 8. 3 Regular financial administration and bookkeeping done Institutional and project documents in order DONE ONGOING D 8. 5 Day-to-day coordination activities done Internal communication, correspondence, minutes STATUS DONE ONGOING

ACCOMPLISHMENTS • Most activities according to the schedule, slight delays can be compensated • Most documents (to be) adopted or services (to be) enhanced part of the regular process, with good chances for sustainability • No financial problems or disputes among partners • Positive evaluation, internal by QAG and external by EE expert • Intermediate report written and submitted on time • Very good cooperation, understanding and mutual respect among partners • Extra added value: new kinds of cooperation among (some) partners. CONGRATULATIONS AND THANK BAMBERG FOR THE GRANTS!

PERCEIVED PROBLEMS Activities-related: • Range of activities in some WPs (e. g. WP 2, WP 3) quite large and diverse, as well as interconnecting activities (e. g. WP 1, 2, 3, 8), causing some delay in both the onset, performance and completion. • Rescheduling of WP 3 proved useful Prioritize partly finished activities, speed up some other

PERCEIVED PROBLEMS Staff-related: • Staff involved at FUSE is involved at many other academic and non-academic activities, including EU projects, so there is sometimes work overload and problems in coordination. • Special lack of staff from MESTD – Partners to assign more dedicated staff, if possible – Nominate task leaders for activities, responsible both to their institutions, WP leaders and Coordinator • Lack of initiative and pro-active approach (except WP leaders) (again!) ? ? ?

PERCEIVED PROBLEMS Communication-related: • Sometimes weak, untimely or no response from some partners, causing delay in activities, increased time and effort on part of Coordinator and WP leaders. • (more) Devoted contact persons and nominated deputies, clear communication channels and responsibility line Improved since 2014!

PERCEIVED PROBLEMS Financial management-related: • Most of the previously unclear and changing financial rules in RS and various financial policies at various partner institutions are now clear. • Need for updating financial documents, Excel table, scanned copies, hard copies, etc. • COFINANCING inadequate or non-existent from most partners so far (MESTD, CSU and SCU are exempt from cofinancing) • Persistent reminding from the coordinator • Partners to specify their cofinancing plans, for type and time • Additional financial statement from partners about sums received and further request(s) for payment

PERCEIVED PROBLEMS Financial management-related - EQUIPMENT: • Delay in delivery, BU still did not receive it. • Lack of complete documentation from the Supplier. • (slight) delay in money transfer from UNI, due to inadequate documentation and irregular communication. Additional communication, effort by UNI staff to enhance communication and mediate between the supplier and other FUSE partners

COORDINATION OF FUTURE JOINT ACTIVITIES Dates and organization suggestions? • 3 rd CMT meeting in Bamberg (end November/beginning December 2015? ) • Interproject coaching (with SIPUS)? January/February 2016? • Dissemination events (reduce the number, enhance the impact, conference? Joint with SIPUS? , Second half 2015, first half 2016, end 2016?

FUSE TODAY What do we hope to have accomplished during this Second Consortium Management Team meeting (plus WP leaders extended team)? o WP leaders have analyzed their WPs and proposed action plans • We have discussed WPs and set up action plans for the next upcoming activities and the ones not completed as planned • We have reached understanding regarding the tasks and amending perceived problems • We’ve got to know and understand each even other better and had some fun