GUIDELINES
Background
Following the EC/Japan joint declaration of 1991 EU/ Japan relations have developed steadily and continue to grow closer, resulting in the establishment of mutual links across the whole spectrum of relations. After 10 years of consolidation of the EU/Japan relations, it has been decided to launch a new decade of Japan-Europe Co-operation as outlined in a recently adopted action plan ("Shaping our common future" EU-Japan Agenda for Co-operation). People to people co-operation is identified as one of the four pillars of this new era of co-operation and reckons the importance of strengthening links and exchanges between EU and Japan in the academic world.
The G8 Education Ministers and the Member of the European Commission responsible for Education have met in Tokyo in April 2000 and agreed chair's summary which stated that they, confirming their determination to make every effort to promote international exchanges of students, teachers, researchers and administrators, agreed to a) explore ways to substantially increase the overall level of exchange among G8 countries and with other countries, with the goal of doubling the rate of mobility over the next ten years, and b) share the experience of international mobility models like Erasmus and UMAP and encourage further development of networks for educational exchange.
Against these backgrounds, the European Community and Japan launch a joint call for proposals for one or two multilateral, student-centred project/s with the potential to serve as a model for future substantive and long-lasting structural EU/Japan cooperation in higher education.
In the EU, this call is launched pursuant to article 13 of the decision adopting the Socrates programme [1] .
1. Who is eligible for funding and what is the minimum number of partners in a project?
The project should bring together a consortium composed of at least three higher education institutions from three of the countries participating in the Socrates programme [2] (hereinafter "European institutions"), one of which at least must be from an EC Member State, and three higher education institutions from Japan.
For the purpose of this call:
“higher education institution” means any establishment according to the applicable laws or practices which offers qualifications or diplomas at the higher education level, whatever such establishment may be called.
2. What is the duration of the project and what types of activities may be supported?
The pilot project will be funded for three years.
The main purpose of the project will be to set up a framework for student mobility at postgraduate (Masters) level..
The pilot project should have the following components:
2.1. Joint study programme
European and Japan higher education institutions should propose a joint programme including a student exchange scheme leading to the award of a diploma at postgraduate (Masters) level, by each participating institution.
As part of the programme, Japanese students will have to spend a period of study in two participating European institutions.
The programme for students from countries participating in the Socrates programme ("European students") will involve a period of study in a European institution other than the home institution together with a period of study in at least one Japanese higher education institution.
2.2. Student mobility
The pilot project should target graduate students. Participation in this programme should lead to a diploma.
Student mobility numbers: Between 30 and 50 students will be exchanged between each side during the pilot project term as whole. Student flows should be balanced both in numbers and duration.
Length of study: European and Japanese students should spend a minimum period of one academic semester (or five calendar months) and a maximum of 1 academic year (or 10 calendar months) in a Japanese and participating European institutions respectively.
European students should spend a study period of minimum 2 weeks in one of the other European institutions as part of their programme.
Agreements on tuition and fees: Students studying abroad will pay tuition and fees at their home institution and should incur no additional payments to the host institution abroad. This includes fees for tuition, registration, examinations, and the use of library and laboratory facilities.
Recognition of periods of study and training: Study at the host institution abroad should be recognised as part of the home programme. Credit recognition arrangements based on ECTS (European Credit Transfer System) and UCTS (UMAP Credit Transfer Scheme) are therefore indispensable.
Provision for student services: Partner institutions will provide the appropriate hosting services to help students' involvement in the study programme on the same basis as for home students.
Student selection: The responsibility and arrangements concerning student selection rest with European and Japanese universities participating in the project. The proposal must indicate the mechanisms envisaged for student selection.
Preparation for mobility: Appropriate measures should be taken in order to prepare students for mobility, including, as required, language and cultural preparation.
During the first year project activities should focus on finalising details regarding credit recognition and/or transfer among institutions, fees and tuition waivers, and student's cultural preparation. Details on student selection, provision of student services, programme development and on the administrative infrastructure necessary for the project should also be finalised during the first year. The second phase, consisting of years two and three of the project, centres on student mobility.
2.3. Evaluation plan
The project should develop a detailed evaluation plan which states the goals and anticipated outcomes of the project and indicates what qualitative and quantitative indicators will be used to measure the success of the project.
3. The academic fields covered by the present call
The call will be open to projects from the following fields:
4. Proof of institutional commitment
European and Japan lead institutions should agree with the partners a detailed proposal, including, in particular, a description of the joint programme and provisions for balanced student exchanges, for credit recognition and for tuition and registration fees waivers at the host institution. Each institution must provide written confirmation from senior academic or executive staff (e.g., rector, vice-chancellor, provost, dean, director, or president) of their commitment to respect the terms of the proposal.
5. What funding may be provided?
The European Commission (DG EAC) will provide co-funding of up to 75% of the total cost incurred by the European institutions.
Japanese authorities will provide funding for the direct use of the Japanese partners.
In the European participating countries
The total funding amount for this three-year project will be up to 300.000 Euros for the European institutions.
This amount will be distributed as follows:
A minimum of 230.000 Euros will be earmarked for student mobility stipends. Each European exchange student will be granted financial aid at an average of 700 Euros per month. A contribution towards the travel cost will be provided at an average of 1000 Euros per student.
The remaining amount may be used for activities directly related to the programme development and implementation. This amount includes financial support for intra-European student mobility.
In Japan
Participating Japanese students may avail themselves, through the home institution, of the Short-term Student Exchange Promotion Program Scholarships of 80,000 yen per month, administered by the Association of International Education, Japan (AIEJ) with the funds entrusted by UMAP.
Other costs necessary for the programme development and implementation shall be borne by the participating institutions.
6. Submitting a proposal
The European lead institution and the lead institution in Japan must submit a common proposal both to DG EAC and to the Higher Education Bureau, Ministry of Education, Culture, Sports, Science and Technology ( HEB/MEXT). Proposal applications not received by both DG EAC and HEB/MEXT will not be eligible for funding. All application packets must be postmarked no later than, or delivered in person on 31/5/2002.
Submission of proposals in Europe
The European lead institution must submit the original and three (3) copies of the European application forms, which include the common proposal. Copies should be stapled and not bound in any way. Proposals sent by FAX or electronic mail will not be accepted. The common proposal submitted to DG EAC may be in any of the official languages of the European Community. All copies of supporting documents should be sent by registered mail postmarked no later than 31/5/2002 to:
European Commission
Directorate General for Education and Culture
Martin Westlake, Head of Unit A/5
200, rue de la Loi
B-1049 Brussels
Applications delivered in person, by an authorised representative or private courier service, may be submitted to the secretariat of EAC/A/5 (Rue Belliard 5-7 Office 8/24, B-1040 Brussels, Belgium) no later than 16:00 on 31/5/2002. You should obtain a receipt as proof of submission, signed and dated by the official who took delivery.
For European applicants seeking further information, please contact:
Augusto Gonzalez
Deputy Head of Unit
Directorate General for Education and Culture
European Commission
rue de la Loi, 200 (B7 8/20)
B- 1049 Brussels
Tel.: (+32 2) 296 63 19 Fax: (+32 2) 295 57 19
Email: augusto.gonzalez@cec.eu.int
Submission of proposals in Japan
The Japanese lead institution must submit the original and three (3) copies of the Japanese application forms and one copy of the European application. Copies should be stapled and not bound in any way. Proposals sent by FAX or electronic mail will not be accepted. All copies of supporting documents should be sent by registered mail postmarked no later than 31/5/2002 to:
Ministry of Education, Culture, Sports, Science and Technology (MEXT)
Higher Education Bureau
Student Exchange Division
3-2-2, Kasumigaseki, Chiyoda-ku, Tokyo 100-8959
For Japanese applicants seeking further information, please contact:
Manabu HORIE
Director,
Information Center,
Association of International Education, Japan (AIEJ)
2-79 Aomi, Koto-ku, Tokyo 135-8630
Tel:(+81 3) 5520-6111 Fax: (+81 3 5520-6121)
Email: m_horie@aiej.or.jp
7. The contents of a proposal
The European lead institution and Japanese lead institution must submit proposals that are identical in content to DG EAC and HEB/MEXT. Please use the application forms provided to this end.
1. Title Page.
2. Proposal Narrative
3. Partner Identification Forms.
4. Personnel Information
Clearly outline the qualifications of all key personnel related to the project. Please include in an appendix brief bios (one page), highlighting relevant skills and experience of the personnel.
5. Budget.
The budget breakdown should follow the format set out in the application forms.
6. Work Plan.
7. Student Mobility Chart.
The student mobility chart should show the proposed flows between each European/Japan institution and organisation.
8.Institutional Commitment Letters.
These letters should be written by a senior executive or academic officer from each European and Japanese partner.
8. Project selection
DG EAC and HEB/MEXT will jointly select the project(s) on the basis of the following selection criteria, weighted equally:
1. The overall quality of the design of the proposed project, and in particular
2. The extent to which the balanced involvement of each one of the institutions and their acceptance of the detailed proposal has been clearly established.
3. The extent to which the budget of the proposal is consistent with the provisions of this call and the objectives of the project.
[1] Decision of the European Parliament and of the Council No 253/2000/EC of 24 January 2000 establishing the second phase of the Community action programme in the field of education "Socrates".
[2] Participating countries include
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