A big role in carrying out of the MJEP CHAIN-E activities is played by the ECTS-coordinators, appointed at the universities, who are responsible for the ECTS implementation while realization of student exchanges. The strict fulfillment of ECTS principles, which is steadfastly monitored by the ECTS-coordinators, is the lien of that the procedures of academic recognition of study results will be facilitated, and the students who wish to study abroad, will not be afraid of extension of terms of their study because of a problem with academic recognition. In 4 of five Ural universities the ECTS-coordinators already exist and have passed training periods abroad and followed special courses in the USVPU: Prof./Dr. A. Zhuchenko Vice-rector of the USVPU; the Head of the Educational Department (USTU) Prof./Dr. V. Shavrin; the employee of the Educational Department (USPU) Prof. M. Yelisafenko; Prof./Dr. of the International Relations Department (USU) V. Kouzmine. Besides, the ECTS technology is widely known to the administrative and academic staff of the USVPU, who can be involved to management of the process of ECTS introduction into other Ural institutions.
The course of works under the project is weekly discussed by the Head of the Coordination Council with the representatives of international departments of universities (liaison-officers). The meetings of liaison -officers, as an element of operating control, are widely applied in activity of the consortium of Ural universities in 1994-98. The functions of liaison-officers execute the following persons: Prof./Dr. T. Begalova (USTU), Mrs. Y. Tokpiseva (USPU), Mrs. R. Shamsutdinova (USU).
The managers of works under the project at the universities act in a close contact with services of international cooperation. These services at various universities are on the different stages of development, however they can effort to cover needs of the project. The main work will be carried out by the most developed subdivisions of the University - Coordinator (USVPU): the Regional Office for International Cooperation, Language Center, Regional Centre for Student Exchanges.
The Regional Office for International Cooperation of the USVPU in cooperation with international departments of other universities[1] is to fulfill the following functions:
· Regularly instructs the managers of works at the consortium universities and various participants about new possibilities and new kinds of activity in the framework of the project and gives practical advises.
· Distributes information about a course of realization of the project, ensures feedback.
· Organizes coordination meetings of the managers of works.
· Realizes interaction with the foreign partners - participants of the projects.
· Realizes planning and monitoring the course of realization of the project.
· Elaborates the reports (intermediate and final).
· Represents outcomes of the project to a wide academic public.
· Organizes international and regional conferences, seminars and meetings.
· Realizes developing and issuing of the newsletters.
· Carries out the accumulation and systematization of materials on the results of foreign training periods and of the employees of the consortium universities.
· Organizes sending and receiving of the official invitations.
· Realizes communication with embassies and consulates to settle problems of visa support.
· Organizes visa maintenance to the foreigners in Ekaterinburg.
· Helps in registration of the passports, insurance and other necessary documents for departure abroad.
· Helps in booking of the travel tickets and hotels.
· Organizes residing, feed and leisure of the foreign visitors to university.
· Creates information and methodical databases for elaboration of social-cultural programs both for the foreign visitors, and for the university employees and students departing abroad.
· Organizes cultural information maintenance concerning country of stay for students the university employees departing abroad.
· Organizes a supply.
· Realizes print-design works of the department.
· Organizes text translations.
· Provides serviceable operation of all kinds of communication (telephone, fax, mail, DHL post, e-mail).
· Realizes the collection of the financial documents (invoices, waybills, travel tickets) and their registration in the correspondence with requirements of the project.
· Realizes planning and monitoring expenditures of financial assets of the project.
· Elaborates the financial report on the expenditures of grant money.
· Conducts accounting and remittances in various currencies.
· Inspects and adjusts the use of financial assets of the university by the department.
Thus, the international departments of both Ural, and European universities bear responsibility for the most general organizational aspects of the realization of the project: operative-circumspect activity, planning, monitoring and reporting, distribution of outcomes of works, technical support of the mobility, publishing works, supply and financial management.
The inclusive aspects of the project concerning development of higher economic education, tutoring at foreign universities and academic recognition of study periods, and also individual problems of organization of mobility are assigned to Regional Centre for Student Exchanges (Vagant Center) of the USVPU, which bears responsibility for the fulfillment of the following functions:
· Introduction of the European Credit Transfer System (ECTS) in the Ural universities; the guaranteed carrying out of the obligations of universities on observance the ECTS principles and mechanisms while its using among Russian institutions as well as while international student exchanges;
· Rendering of the methodical and organizational assistance while introduction ECTS in the Ural universities; rendering of organizational and information support to the institutional ECTS-coordinators beginning the introduction of the ECTS; involving of academic staff in a procedure of credit allocation among subjects of the curricula;
· Coordination of the Ural universities activity on their adaptation to the requirements of the European educational dimensions;
· Informing of the university administrators, students and teachers-users of the ECTS concerning educational possibilities of the European and Russian universities; requirements and possibilities of their reception; coordination, preparation, elaboration and distribution of information packages of faculties, electronic presentation versions (Home pages) and student Handbooks and Guides in Russia and countries of Western Europe.
· The accumulation, processing and distribution of an information on problems of mutual academic recognition among institutions of the Ural Region;
· Organization of training periods for the teachers and administrators of the Ural consortium universities concerning student exchanges and academic recognition; generalization of obtained outcomes and their distribution in the Ural universities consortium;
· The coordination and approvement of the normative documents on academic recognition;
· Participation in the development of general curricula and Russian State educational standards;
· Maintenance of constant contacts with the ECTS-coordinators from other universities: exchange with the applications, agreements on study terms; coordination of the curricula and educational programs; preparation of the documents on transcription of outcomes of study; fixing of the courses recognition and recognition of study periods; designing of the individual educational programs; combination of academic requirements and personal interests of the students;
· Monitoring of a course of study in the framework of the ECTS: maintenance of adaptation and integration of foreign students at the university; maintaining of contacts with the outgoing students for promotion of their adaptation and progress in study.
· Establishment and maintaining of contacts with structures realizing sponsorship of study abroad, national organizations financing the programs of student exchanges.
In a course of project the creation of the Vagant Centre branches at the Ural universities consortium and delegation of a part of functions of Regional Centre for Student Exchanges are supposed. Together with it, the part of the responsibility under the project for study of the students abroad is transmitted also to the Ural universities.
At the European universities the responsibility for the listed above kinds of activity are assigned to student advisory centers and to international relation offices. In all cases at the Russian universities as well as in institutions of European Union the kinds of activity are carried out with participation of faculty and university ECTS-coordinators.
The responsibility for language preparation of the students and trainees is assigned separately to each university of the consortium. However, the perfecting of language knowledge at the Russian participants is supposed to be realized with use of possibilities of the modern Language Center (USVPU), which has not only modern equipment, but also progressive technologies of teaching. In a course of the project it is supposed to create branch of the Language Center in opposite from the USVPU side of Ekaterinburg on the basis of the Ural State University for Economics, to which the part of functions and responsibility on language preparation of the most numerous quota of the students of economic specialties among Ural institutions will be delegated.
The success of the project in many respects depends on information support, which should be regular, reliable, relevant and rapid. Information exchange between universities of the consortium, search of it in computer networks, conduction of teleconferences for the experience exchange and for project management realization are assigned on created during the previous joint universities activity Information Network Centers, which are responsible for this kind of activity.
Management structure
Project management experience of the Coordinator; his/her participation in other programs of international cooperation
Mrs. Lieve Bracke is the manager of the International Relations Office since 1987. The department has qualified workers, who are incorporated in two groups: conceptual and administrative. The department has experience of coordination of the European educational projects (Erasmus, Lingua, COMMET, Tempus), and also programs of European Union outside Europe (EC - USA, MEDCAMPUS, Alpha, UNITWIN (UNESCO)). The equipment, know-how and qualification of the Office employees allow to operate and to realize these programs successfully.
Mrs. Lieve Bracke has been acting as the coordinator of student exchange programs between the Santander group universities ICP-94-NL-2020/17, joint European projects on student exchanges with Hungary (in several specialities) and pre-project Pre-JEP 00304-93 with Kiev University (Ukraine), in which university of Leeds (Great Britain) participated as coordinating institution. She was a member of the Santander group Executive committee (since 1993). Now she represents Ghent university, which is the contractor-coordinator of JEP URAL (T.JEP-10094-95 RF), which includes universities of Ghent (Belgium), Rotterdam (the Netherlands), Valladolid (Spain) and the USVPU (Russia). Besides she coordinates a series of the URAL subprojects of Ghent University with 4 Ural universities and project OCTOPUSI, which envelops universities of Europe, countries of a CIS, Southeast Asia and Southern Africa.
The Prof.-Dr. G. Romantsev, rector of the USVPU has wide experience in international and interuniversity cooperation. The Association for Scientific Research and Educational Methods in Vocational Education (ASREM/VE) exists more than for 10 years, and is headed by the USVPU and integrates more than 130 institutions and colleges. The institutions of Russia, Ukraine, Belorussia, Uzbekistan, Kazakhstan and other countries entered the Association, which activity is coordinated by the USVPU. In 1987-1990 the USVPU was one of the participants of a joint comprehensive program of Central and East European countries "Improving the Educational System on the Base of Using Computers ". The continuous contacts link the USVPU with Rohr University (Bochum, Germany); Max Plank Institute (Berlin, Germany), IBM Corporation and World ORT Union. In 1995 the university to participant of the Tacis - Distance Learning Pilot Project in the Economic Zone of the Urals - Russian Federation - WW. 91.05/01.01/BO41 between the Commission of the European Communities in Brussels and Institute of National Economy in Rome, Italy.
In 1994-1998 the USVPU actively cooperates with Flemish community, heading a consortium of 4 Ural universities, which work with the Ghent University within the framework of the bilateral and multilateral agreements, and USVPU, besides in the framework of Tempus (Tacis) JEP URAL (T.JEP - 10094-95 RF). In a course of the JEP URAL fulfillment the Regional Office for International Cooperation was created in the USVPU and equipped with the modern equipment. The employees of the Regional Office have gained necessary qualification upon training periods at the European universities and are capable to execute administrative solutions of the coordinator of the project.
Now under G. Romantsev's power the agreements have been made and the connection with universities and colleges of Munich, Kempten, Wiadrin (Frankfurt – on Maine) (Germany), Tyantsyn (China), Ulan-Bator (Mongolia) has been adjusted.
The decision making process envisaged
In accordance with the management structure of the project the solutions are subdivided on strategic and operating ones. The strategic solutions can be connected to a measurement of the long-term plans of work, role and responsibility of the partners, resource allocation of the project with the purpose of increase of quality of works, optimization of the resource expenditures. Such solutions are made by the coordinator of the project as agreed with the Rectors Council and with bearing in mind of judgements of other interested persons supporting the project financially, and organizationally.
The operating solutions are made within the framework of the annual Revised Budget and Activity Plan (RBAP) and are directed to the realization of the scheduled activities. They are made at the project managers’ level, level of the involved faculties and departments managers, managers of international cooperation services. If the solutions affect interests of other partner universities, their coordination with Coordinating Council is carried out. If these solutions cause a modification of the works scheduled terms and/or of resources, it is required to coordinate these solutions with the coordinator of the project. The conditions of the coordination of the solutions with Tempus Department are determined by the Contract.
MANAGEMENT TABLE
Reference N°: 6 ............................................. Description of the outcome: Management of the project
| Description of the activities: | Year | ||
| 6.1. Annual planning of the activities and of budget (RBAP). | 1 | 2 | 3 |
| 6.2. Annual report on done activities to the Tempus Department of the ETF. | 1 | 2 | 3 |
| 6.3. Weekly holding of operating workshops with liaison-officers of Ural consortium and teleconferences with the contact persons of the European universities. | 1 | 2 | 3 |
| 6.4. Coordinating Council meetings of managers of works on the project in Ural universities (monthly) | 1 | 2 | 3 |
6.5. The Ural Rectors Council meetings: The intermediate results and perspectives of the project activities (every half- year)year) |
1 | 2 | 3 |
| 6.6. Holding of coordinating workshops of representatives of all universities participating in the consortium which will be carried out in the framework of annual conferences on the problems in Economics education (see 2.8 activity). | 1 | 2 | 3 |
| 6.7. Participation of representatives of 8 universities-participants of the project in the annual coordinating conference of ETF Tempus- Department (Turin, Italy). | 1 | 2 | 3 |
| 6.8. Purchasing and installation of modern telecommunication equipment for all universities of the Ural Consortium: 5 Faxes and 5 Faxmodems. | 1 | ||
| Inputs (allocated from the Tempus budget): | Year | ||
| 1. Financing of travel and stay in Ekaterinburg of European participants of the conference (see Outcome 2, Tempus resources 2). | 1 | 2 | 3 |
| 2. Financing of purchasing of 5 Faxes and 5 Faxmodems. | 1 | ||
| 3. Financing of travel and 2-days stay in Turin of 1 participant from each university going to the conference. | 1 | 2 | 3 |
| 4. Financing of photocopying of the documents and costs for materials immediately connected with measures on the project. | 1 | 2 | 3 |
| 5. Financing of waybills. | 1 | 2 | 3 |
| 6. Financing of administrative activity. | 1 | 2 | 3 |
Inputs (allocated from outside the Tempus budget:
1. Provision of staff for management of the project, including the managers and technical executors.
2. Granting by universities of means of the communications.
3. Granting by universities of premises and office equipment.
Total Tempus funding required (including related mobility flows) over project duration:
ECU 35620
3.3. Quality Control
Internal monitoring
The operating control includes obligatory planning of all kinds of activity at both the level of administrative structures and executors and, accordingly, reports on the scheduled activity fulfillment. Both short-term and long- term planning will be carried out. For realization of internal monitoring of the project with the purpose of an evaluation of timeliness and qualities of fulfillment of works all participants should declare the regular reports on fulfillment of activity to
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