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1. BACKGROUND
Following the EU/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. In 2002
a new decade of Japan-Europe Co-operation was launched
and an action plan ("Shaping our common future" EU-Japan
Agenda for Cooperation) was adopted. 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 met in Tokyo in
April 2000 and supported the 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.
In 2001, the Commission adopted a Communication on reinforcing
cooperation with third countries in the field of higher
education where it argues that systematic international
co-operation can contribute to increased quality in
higher education in Europe as well as in partner third
countries; co-operation at Community level adds value
to bilateral education arrangements between third countries
and individual Member States. The debates held and the
conclusions adopted by the European Parliament and the
Council confirmed the analysis of the Communication.
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.
This call is launched pursuant to article 13 of the
decision adopting the Socrates programme1 in the EU.
2. 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
programme2 (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.
3. 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 but the project may include upper undergraduate
(3rd year or higher) level students.
The pilot project should have the following components:
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, and an undergraduate degree in case
of undergraduate student participation, by each participating
institution.
Participating countries include
- The fifteen Member States of the European Community;
- the EFTA/EEA countries: Iceland, Liechtenstein, Norway;
- the accession candidate countries:
- the associated countries from Central and Eastern
Europe: Bulgaria, the Czech Republic, Estonia, Hungary,
Latvia, Lithuania, Poland, Romania, Slovakia and Slovenia;
- Cyprus and Malta.
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.
Student mobility
The pilot project should target postgraduate (Master)
level students and undergraduate (3rd year or higher)
level 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 Japanese and 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.
Japanese students will have to spend a period
of study in two of the participating European institutions
as part of the 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 institutions 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.
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.
4. THE ACADEMIC FIELDS
COVERED BY THE PRESENT CALL
The call will be open to projects from the following
fields:
- Engineering and/or Life sciences
- Law
- Business and economics
- Information and Communication Technologies
- Social sciences and Education
5. 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.
6. WHAT FUNDING MAY
BE PROVIDED?
In the European participating countries
The European Commission (DG EAC) will provide co-funding
of up to 75% of the total cost incurred by the European
institutions.
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 going
to Japan 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 may include financial support for intra-European
student mobility (European students only).
In Japan
The Ministry of Education, Culture, Sports, Science
and Technology (MEXT) will support student mobility
stipends to each Japanese student participating in the
project. The support provided to the project in this
manner will be equivalent to the level of funding from
the Commission.
Other costs necessary for the programme development
and implementation shall be borne by the participating
institutions.
7. SUBMITTING A PROPOSAL
The European lead institution and the lead institution
in Japan must submit a common proposal both to DG EAC
and to Ministry of Education, Culture, Sports, Science
and Technology (MEXT). Proposal applications not received
by both the Commission and MEXT will not be eligible
for funding. All application packets must be postmarked
no later than, or delivered in person on 27/06/2003.
7.1. Submission of proposals in Europe
The European lead institution must submit the original
and two (2) 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 the Commission 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 27/06/2003 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 27/06/2003.
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:
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
7.2. Submission of proposals in Japan
The Japanese lead institution must submit the original
and ten (10) copies of the Japanese application forms.
Proposals sent by FAX or electronic mail will not be
accepted. All copies of supporting documents should
be submitted no later than 27/06/2003 to:
Information Center,
Association of International Education, Japan (AIEJ)
2-79 Aomi, Koto-ku, Tokyo 135-8630
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 5520-6131)
Email: infosa@aiej.or.jp
8. THE CONTENTS OF
A PROPOSAL
The European lead institution and Japanese lead institution
must submit proposals that are identical in content
to the Commission and MEXT. Please use the application
forms provided to this end.
Each proposal must contain the following:
(1) Title Page.
(2) Proposal Narrative.
(a) Joint programme description, including
– The academic content of the programme;
– The academic and administrative responsibility of
each European institution in implementing the programme;
– How study abroad will be part of the home programme;
– The expected results and outcome of the project.
(b) Student mobility description, including:
– Student mobility implementation;
–Student selection arrangements agreed by participating
institutions;
– Number of students which each institution will send
and receive and length of study period;
– Evidence - including letters from each of the participation
institutions' authorities - certifying that visiting
students will not be charged tuition or fees at the
host institution;
– Evidence - including letters from each of the participating
institutions' authorities - certifying that arrangements
for ensuring full academic credit for a student’s programme
of study abroad are assured;
– Services provided to help students;
– Language and cultural preparation as appropriate.
(c) Programme related activities:
– Other activities related to the project, in particular
programme development activities (staff meetings, seminars,
workshops, etc.);
– Dissemination of outcomes and results;
– Sustainability beyond the funding period;
– Evaluation plans.
(3) Partner Identification Forms.
(4) Personnel Information: Qualifications of all key
personnel related to the project (one page).
(5) Budget.
(6) Work Plan.
(7) Student Mobility Chart.
(8) Institutional Commitment Letters.
Prospective European applicants will find the application
forms at the following Internet address: http://europa.eu.int/comm/education/callg.html
9. SELECTION AND AWARDING
CRITERIA
The financial support will be granted on the basis of
the following selection and awarding criteria. The Commission
and MEXT reserve the right to request from applicants
any additional information, particularly of a budgetary
nature, which may be necessary.
9.1. Selection criteria
To be eligible for support under this call, proposals
must:
- Be submitted at the latest by the closing date of
the call for proposals;
- Comply with all form requirements;
- Propose an activity as described in this call;
- Respect the maximum duration allowed;
- Meet consortium membership requirements;
- Respect funding provisions indicated in this call.
9.2. Awarding criteria
The Commission and MEXT will jointly select the project(s)
on the basis of the following awarding criteria, weighted
equally:
(1) The overall quality of the design of the proposed
project, and in particular
– the quality of the design and implementation mechanisms
of the joint programme;
– the quality of the design and implementation provisions
concerning student exchanges, including recognition
and tuition and registration fee waivers;
(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.
10. INFORMATION ON
THE OUTCOME OF APPLICATIONS
The Commission and MEXT will acknowledge the receipt
of all applications submitted as soon as possible after
receiving them, and will notify applicants of the outcome
of their application when the selection process has
been completed (foreseen for the end June 2003).
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