Intra-Africa Academic Mobility Scheme

Academic Mobility for African Sustainable Development/AMAS

Project Meeting at European Commission,

EACEA, Brussels, Belgium

Project Kick-off Meeting at European Commission, EACEA, Brussels, Belgium

Intra-Africa Kick-off Meeting and Partnership Meetings- Brussels (Belgium), 12-14 December 2016


Partnership Meeting- 14th December 2016- EACEA ROOM SPA2 06/112A (12P)


Purpose: for the AMAS Project Team to meet for one day to plan implementation of project.

The AMAS Team

The Co-ordinators
Prof. Dr. Anne Nangulu

(AMAS Project Coordinator& Focal Person (FP) Moi University- MU), Kenya

Prof. Dr. Omar Egesah

(AMAS Project Contact Person & Moi University- MU), Kenya

Prof. Dr. Brook Lemma-Mamaru (AMAS FP Addis Ababa University- AAU), Ethiopia
Prof. Dr. Yamina El Kirat El Allame

(AMAS FP Mohammed V University in Rabat. Morocco- UM5), Morocco

Prof. Dr. Dodji Amouzouvi (AMAS FP University of Abomey-Calavi- UAC)
Prof. Dr. Gregório Firmino

(AMAS FP Eduardo Mondlane University- UEM), Mozambique

Prof. Dr. Dymitr Ibriszimow

(AMAS FP Technical Partner University of Bayreuth- UBT), Germany


A Transcript of what was discussed during the meeting
Brainstorm, question and answer session- Anne & Elif

• Degree- for beneficiaries should be translated to form a standard version to be acceptable by all PUs.
• Credits should be harmonised and standardized and uniform using a common key/legend.
• We also think of the language of the degree certificate and how students should be aided to have the documents credible and standardized.
• Yamina indicated that UMV had additional lists of courses that should be updated for the mobility to offer a wider range from newly accredited courses at the university.
• We should notify EACEA if and when we make these additions as long as the new courses fall within the thematic fields.
• EACEA shall give us a students agreement template in various languages as it applies for our case.
Updates on status of pre-planning project activities- Omar & Anne

• Logo- A draft AMAS Logo was presented and accepted with minor proposals made to improve on it; Add Western Sahara to Morocco map; Make the book colour stand out more in gold; Do we use a pen or the popular academic cap; Add arrows to the center of the book, etc; We shall do and circulate all permutations and settle for one final choice.
• Website- The ICT department of Moi University was developing the AMAS website. It was proposed that the website should bear; Direct link to the contact donor and host institutions, contact persons; Should be made simple, loaded with the programmes as AMAS instead of the mother departments of the universities; Should carry logos of the EU and even the AU; Should enable validation of content by PU members and especially Omar and Anne and Omar was appointed web administrator in consult with the rest.
• Finances- Anne reported that we were in the process of opening a KES-EUR AMAS Project account and Klaus kindly agreed to do a letter of support to Moi University, to enable this process. All PUs were asked to send to Anne a similar request for her to ask Klaus for a similar letter for PU AMAS project accounts. Elif kindly agreed to prepare a generic letter for Klaus to sign.
• Finance and Administration- Anne reported that Moi University will expect a 10% administrative fee from the project. All other members cited the same from their universities. It was thus agreed that we notify the EACEA that this will happen and make arrangements to cede 10% each PU to their respective universities.
• Administrative costs by Moi University; the Coordinating PU- As coordinating University, Moi University requested each PU plus the technical university to cede a percentage to Moi University to cater for project coordination and administrative costs. It was proposed that this amounts should go into non-alary compensation for coordination and administration of the project at and from Moi University. For example compensation and one-off payments to people helping to do project work in many ways ranging from development of logo, website, software, finances ad accounting, administration, secretariat, organization of events, support teams, communication, laiason and correspondences etc. After a lengthy deliberation, it was agreed that;

1. We allocate an agreed upon percentage from each PU to Moi University;
2. We allocate beforehand to enable operations; which means Moi University retains the agreed percentage during each disbursement of funds to PUs;
3. Each PU plus the technical partner surrenders 6% of their EURO 20,000 lumpsome to Moi University to cater for coordination and administration of the AMAS project.
4. Moi University in a transparent way shall provide budgets and accounts of these surrendered amounts both to the partners and to EACEA.
5. In disbursements, all the partners will thus receive 94% of their EURO 20,000 lumpsome.

• First AMAS Implementation Report- Expected in December 2017. EACEA will provide guidelines of this report and using the EMT (see above). We are eligible to request for 2nd prefunding after we spend and account for 70% of 1st funding.
• Communication Avenues- The communication avenues for the project AMAS shall be clear to all senders and recipients of communications. If a recipient is silent for 7 days over a communication, the rest will move on with a decision over the matter at hand.

Revision of the Memorandum of Agreement (MoU)- Dymitr, Anne & Emnet

• Revision of MoU- We were unable to revise and finalise the MoU during this meeting because of the short time.
• We agree that we look at the MOU each based on what we gathered and that we all prepare our respective Vice Chancellors to sign it when ready.
• The EACEA should be approached through Elif, to provide us with a template for the MoU that we should then adopt ours to.
• We shall tune out MoU to the EACEA template and add to our existing draft various dimensions raised at the EACEA meeting and from the AMAS meetings. We have the 3 key documents, our draft MoU, the proposal and the expected EACEA implementation guideline to use as reference as we revise the MoU.
• How do we input- We individually read over the existing draft and make inputs. Then we share out inputs to all the rest. Finally we collate all inputs and produce a revised version. As we make individual inputs we align the document to the EACEA template. We gave ourselves up to 30th January 2017 to have and submit our individual inputs to Anne cc Omar.
• The Vice Chancellors should sign the revised version early February 2017 which we share and also submit to EACEA.

Selection criteria & process; promotion, student/staff agreements- Yamina, Gregorio & Elif

• We plan three mobilities- Master, Doctorate, Staff (Academic both research and teaching– prioritized. Also support- only those supporting postgraduate mobility).

Selection criteria should be in different languages, involving all, thus we need to start developing;
• Criteria for selecting staff;
• Criteria for selecting target-1;
• Criteria for selecting target-2 (Any eligible citizen- registered at PU or any African as free agent- it is us to bear the burden as host institution. We are better off with one registered at a host institution and not a free unattached one)- Emnet should work this out based on our newer understanding of target-2.

Selection criteria to be done by home institution and shared by other PUs. We proposed to refer to the following sources to aid develop criteria;
• See slides, call document and GA;
• See CARTA template- share and adopt;
• EACEA guidelines coming soon- we use that;
• Physical contact with target1- what of target2?-, telephone interviews, or authenticated docs forwarded online?;
• Applications- open for visibility by all means- online, hard copies, otice boards, websites, snowball etc;
• Promotion of visibility as rigorous as visible as possible using all avenues- print, posters, online, peer, fliers, meetings, senates, social media, etc- see slides;
• We must adhere to the 45 days notice;
• Selection process & timelines- the selected must know results by 1/7/2017 fro them to be ready to start mobility by December 2017. This means 15/6/2017 final selection by Steering Committee. Means Pre selection by home institution is 30/5/2017. This means 15/3/2017 the call is out with a deadline of 1/5/2017. Which means the selection criteria ready 1/3/2017 and promoted visibly. Means Draft criteria developed and circulated for comments 15/2/2071. Means selection criteria drafts done by 15/2/2017.
Finances and accounting procedures Anne, Dodji, Elif

The following tips should be considered as we develop AMAS finance and accounting systems;
• Abide by the Partner University accounting systems. It will be critical to tune our overall accounting to the Moi University accounting systems;
• Engage university project accountant;
• Rely on and use EU and EACEA accounting ways and guidelines;
• We keep and avail ALL evidences by documentation; for example, All receipts and tickets kept for evidence to support reports.
• Monitors and audits expected by self, peer and by EACEA;
• Use EACEA consultation as much- ask anything not sure about- Elif;
• Account in EURO;
• EMT tool Anne to submit to EACEA but Omar & Emnet will develop it each time. The tool will be ready for use June 2017, as reported. We may need some in house training on this.
Trajectories, tasks, roles & way forward Anne & Dymitr
• Immediate project activity tasks were identified and discussed, and assignments given out to members for implementation. The tasks and deadlines are laid out in project activities

• Roles of reporting – plans, activities, implementation, financing- ALL partners.
• Attach and use evidences and minutes as much, photos- ALL partners.
• All reporting funneled to coordinator to consolidate and submit.
• Use of committees- Focal Persons supported by PU small committee (secretariat, accountant, Deans, Department head)- page 3 of MoU.
• Go and speak about AMAS to the PU organs of importance and relevance- ALL partners
• MoU has clear tasks and roles descriptions- ALL partners to read

Tasks and Works ahead, to start with;
1. MoU- All partners individually- see above
2. Student/Staff agreements -Yamina & Dodji
3. Selection criteria target1&2- Anne and Omar
4. Selection criteria staff- Gregorio & Brook
5. Internal monitoring and QA criteria- All- each teams to add to their task component above
6. Dymitr & Emnet- inputs in all the 5 tasks above
Closing and Departure; Anne
• Omar- Do and send each plus Elif workplan & schedule of activities
• Rates for perdiems and Taxi- we shall agree appropriately- Omar to raise the issue by email to all.
• Thanks and Bye!

 Intra-Africa Academic Mobility Scheme


Academic Mobility for African Sustainable Development/AMAS

The overall objective of the Intra-Africa Academic Mobility programme is to promote sustainable development and ultimately contribute to poverty reduction by increasing the availability of trained and qualified high-level professional manpower in Africa.