NIROA

NETWORK OF INTERNATIONAL RELATIONS OFFICES

IN AZERBAIJAN

European Comission

TEMPUS

TEMPUS NIROA144764-TEMPUS-2008-IT-JPGR

www.niroa.org

This publication summarizes the Tempus NIROA project (Network of International Relations Offices in Azerbaijan: 144764-TEMPUS-2008-IT-JPGR). The publication provides a general insight on the project. We believe this publication will also encourage the other universities in Azerbaijan to write more Tempus projects, providing the outlines of a successful project that has been accepted by the EACEA, and chosen to be one of the exemplary projects in the past 20 years.

The booklet also offers sample forms and documents that can be exploited by the Azerbaijani universities that are about to set up or update their own international relations offices.

We only hope that the NIROA project will bring the Azerbaijani higher educational institutions together and work hand-in-hand towards modernizing the university education countrywide.

NIROA Team

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CO

NT

EN

TS

ABOUT THE PROJECT 5

SPECIFIC OBJECTIVES OF THE PROJECT 5

ELEMENTS COVERED BY THE PROJECT 6

OUTPUTS AND OUTCOMES 7

EU PARTNERS 9

AZERBAIJANI PARTNERS 21

ACTIVITIES OF THE PROJECT 31

EQUIPMENT PURCHASED 41

SUSTAINABILITY 45

ANNEXES 51

Bologna Process 6Teacher training 6Links with Vocational Education and Training (VET) 6

University of Genoa (UNIGE) 10The National Technical University of Athens (NTUA) 12The University of Technology and Life Sciences (UTP) 14University of Siegen (USI) 16University of Nice-Sophia Antipolis (UNS) 18

Azerbaijan Medical University (AMU) 22Qafqaz University (QU) 24Azerbaijan State Oil Academy (ASOA) 26Odlar Yurdu University (OYU) 28

Benchmarking and research on best practice and best outputs 32Training of the Azerbaijani administrative staff 33Design and setting up of International Relation Offices in Azerbaijan 34Agreements with other Universities for international mobility of Azerbaijani students and teachers 35International networking 36Dissemination activities 37Sustainability 38Quality control and monitoring 38Management of the project 39

Definition of sustainability 46Criteria and indicators 47Sustainability factors 47Sustainability of NIROA project 48

Annex 1. Cooperation Agreement 52Annex 2. Sample Exchange Student Enrolment Form 54Annex 3. Typical Job Descriptions for an International Office 59Annex 4. A Typical Agenda Used in Initial Mobility Flows 63


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About the ProjectReferring to the needs analysis of the beneficiary institutions, the main purpose of the project is the setting up of permanent offices to be able to create a platform of international relations with national and international universities. This is to provide students and staff of Azerbaijani universities with the possibility to be trained abroad, raising their degree of qualifications.

Specific Objectives of the project· Creation of International Relations Offices in Azerbaijani partner universities.

· Establishment of a network among AMU, OYU, ASOA and QU International Offices that can make agreements on student and staff mobility with foreign universities.

· Elaboration and implementation of recommendation on carrying out of international relations among universities.

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Elements covered by the project

Bologna Processo Promotion of an international dimension in higher education

o Lifelong learning as an essential element of the European Higher Education area

o Quality Assurance

o University / Enterprise co-operation

o Set up of project website

o Qualification frameworks

Teacher trainingo Language

o IT skills

o Curriculum specific skills

Links with Vocational Education and Training (VET) ino Adult training

o Active citizenship


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Outputs and Outcomes1. Benchmarking and research on best practice and best

outputs

2. Training of the Azerbaijani administrative staff

3. Design and setting up of four International Relations Offices in AMU, OYU, ASOA and QU

4. Agreements with other Universities for the international mobility of Azerbaijani students and teachers

5. Multilevel networking

6. Dissemination

7. Sustainability

8. Quality control and monitoring

The outcomes of the project enable the Azerbaijani universities to act independently in an international context.

In the long run, Azerbaijani partner universities and the whole region of Azerbaijan will benefit from an international network of universities, enterprises and organizations.

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EU PartnersUniversity of Genoa (UNIGE)

The National Technical University of Athens (NTUA)

The University of Technology and Life Sciences (UTP)

University of Siegen (USI)

University of Nice-Sophia Antipolis (UNS)

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UNIGE is a leading Italian University, which

offers programs of all higher education levels

(53 post graduate/master's courses, 27 PhD courses,

2 Jean Monnet Centers of Excellence) to more then

40 000 students annually. It is formed by 11

Faculties, 53 Departments, 19 Research Centers,

15 Interuniversity Research Centers. University of

Genoa employs 1711 professors (each for every 23rd

student); 6145 students have graduated in 2008.

It has to be highlighted that the University of

Genoa is on the top-list of the Italian most

internationalized universities, hosting over

1600 Erasmus international students yearly and

participating in several international programs

(aimed at research, structural reforms, student

and academic mobility improvement), funded by

the EU funds. In addition, University of Genoa has www.unige.it

a long record of successful experience in the field

of TEMPUS TACIS programs.

The University of Genoa has been the general

contractor for a number of JEPs: the successfully

concluded JEP – 26045 – 2005 (grant holder

Mr Dellucchi) with Mendeleev University of

Moscow as beneficiary institution; JEP – 22031 –

2001 concerning the setting up of a Centre for

the training of managers in field of maritime

professions at the Odessa National Maritime

University under the responsibility of Professor

Franco Praussello as general contractor, the

JEP - 21081 – 2000 concerning the industrial

management logistic in the oil and gas sector

in Russia (Beneficiary University: Mendeleev in

Moscow; other consortium members the

Fondazione Mattei and the IUT of Grenoble)


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10 University of Genoa (UNIGE)

Contact: Prof.Dr. Franco Praussello

under the coordination of Professor

Vincenzo Dovì, a high esteemed scholar in

the field of chemical engineering. In addition

it has taken part as Consortium member to

the JEP 20029 - 1996 aiming at establishing

a “Magistratura” of Management of the

environmental problems with Azerbaijan

State Oil Academy, under the coordination

of Professor Louis Job of Versailles

University.

The activities for the University of Genoa in the latter program were carried out by Professors Praussello and Marenco, who also participated in the present program.

University of Genoa takes the lead in internationalization in the region. Very recently, Prof. Daniele Caviglia, full professor of Microelectronics, Member of Committee for Internationalization and Mr. Angelo Musaio, Vice manager, Head of Service for International Strategies have produced an article on The Policy for Innovation and Technology Transfer at University of Genova. The artice also focuses on Innovation and High Technology Clusters as a Perspective from Liguria and elaborates the Ligurian District on Integrated Intelligent Systems and Technologies – SIIT. The program looks promising for the emerging economies of the ENPI countries.

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NTUA, Greece, is the oldest and most prestigious educational institution of Greece in the field of technology, and has contributed unceasingly to the country's scientific, technical and economic development since its foundation in 1836. NTUA is divided into nine academic Faculties: Civil engineering, Mechanical Engineering, Electrical and Computer Engineering, Architectural Engineering, Chemical Engineering, Survey- Rural Engineering, Metallurgy Engineering, Naval Engineering and Applied Mathematics, Physics and Sciences.

NTUA has more than 800 people as academic staff, 250 scientific assistants and 500 administrative and technical staff. The total number of undergraduate students is about 20000 and the graduate students

Contact: Prof.Dr. Maria G. Ioannides

www.ntua.gr


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12 The National Technical University of Athens (NTUA)

2500. The National Technical University of Athens is a leading educational and scientific institution in Greece that conducts both basic and applied research, promotion and consultancy services in many fields. The Faculty of Electrical and Computers Engineering has new scientific areas of the last decade (informatics, robotics, bio-engineering, health-engineering, telecommunications, energy studies, industry applications, management, etc) and has developed a recognized scientific research.

Research carried out at the university is interdisciplinary and includes studies in many disciplines, including not only engineering, but also applied sciences, economics, sociology, psychology, law and management.

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University of Technology And Life Sciences (Uniwersytet Technologiczno - Przyrodniczy – the UTP) in Bydgoszcz has a 60 year-long tradition going back to 1951, when the first school of higher education in Bydgoszcz was created - the Evening School of Engineering. Early in its history, it educated chemical and mechanical engineers. Having been converted into the Engineering School of Higher Education, in 1964, full-time, evening and extramural programmes were offered by 4 technological faculties.

The development of agricultural studies was launched in 1969 by the establishment in Bydgoszcz of the branch of the Agricultural

The University of Technology and Life Sciences (UTP)

School of Higher Education from Poznañ. This branch became independent in 1972 by turning into the Faculty of Agriculture with Animal Production Section. Pursuant to the decree of Prime Minister of August 20, 1974, those two schools were joined into the Jan and Jêdrzej Œniadecki's University of Technology and Agriculture in Bydgoszcz, renamed the University of Technology and Life Sciences in 2006.

The University of Technology and Life Sciences is a multi-profile school of higher education offering technical, agricultural, art and in field of management study programmes.


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Contacts: Ms Malgorzata Gawinecka

Ms Malgorzata Jarozsewska

The final examination certificate (matura) is required for admission to the UTP. Admission is based on the results of final examination. UTP offers full or part-time of I (BSc, Bachelor in Engineering), II (MSc) and III (doctorate study) degrees.

Throughout the almost 60 year-history the studies at the university have been completed by over 43 thousand graduates, mostly majoring in civil engineering, mechanical engineering and agriculture sciences. Our graduates include, e.g. the world-famous Sydney Olympic stadium designer, Edmund Obiała, MSc, and a cryptologist, professor Józef Pieprzyk.

Seven faculties, inter-faculty units and administration employ about 1300 people, 680 of which are academics, including almost 140 professors. Six faculties of the University are entitled to award PhD degree, out of which three (the Faculty of Agriculture and Biotechnology, Faculty of Animal Breeding and Biology and Faculty of Mechanical Engineering) also to confer the degree of doktor habilitowany equivalent to the Doctor of Science Degree. The scientific and educational activity is based on co-operation with almost all the domestic universities of technology and agriculture and with many foreign universities and scientific centers.

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Contact: Dr. Ulrich Eberhardt

www.uni-siegen.de

USI offers a variety of degree programs in four faculties, in which several, various kinds of degrees are offered, such as Bachelor, Master's and Teacher Training Programs as well as complementary and additional courses. The Bachelor and Master Systems have superseded the six remaining diploma-programs in the winter term 2008/09.

The University of Siegen has committed

itself to interdisciplinary research and

teaching as well as to extensive support of

its students. In return the university has

been able to take top places in surveys and

rankings which measured the satisfaction of

the students with their university.

The University of Siegen is particularly

committed to developing and maintaining

international links. The official partnerships

with universities and equivalent institutions

worldwide form a basis for active exchanges

between visiting professors and students,

enriching the academic research of all

parties involved. Additionally, the University

of Siegen has partnerships with over 100

European universities within the ERASMUS,

LEONARDO and TEMPUS-programs.


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NICE was officially founded in 1965 (www.unice.fr). Nowadays, it includes 8 teaching and research institutes (Faculty of Law, Political Science, Economics and Management; Faculty of Territories and Cultures; Institute for Law, Peace and Development (IDPD); Faculty of Arts and Humanities; Faculty of Medicine; Faculty of Odontology; Faculty of Sciences; Faculty of Physical activities and Sports Sciences), 2 institutes (Institute of Business Administration –IAE-, University Institute of Technology –IUT-) and 1 university polytechnic school (computers, electronics, biology engineering, applied mathematics).

It includes as well 60 state accredited research laboratories (50% are joint units of research in partnership with the major organizations of research such as CNRS, INSERM, INRA, CRA, IRD, OCA), 1 agro biotech platform, 1 house of human sciences (maison des sciences de l'homme). It receives 27 000 students (including 17% foreign

students), about 1 247 teachers-researchers and 686 administrative and technical staff. It offers more than 200 programs and degrees : 43 bachelors, 77 professional oriented masters, 51 research oriented masters, 12 professional oriented bachelors, 6 professional university degrees, 12 university degrees of technology 1 polytechnic engineering degree.

With the support of its International Projects Services (Service des Projets Internationaux – SprInt), the University of Nice-Sophia Antipolis has developed a valuable experience in the implementation of actions and projects of cooperation in the frame of the European and International programs.


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18 University of Nice - Sophia Antipolis (UNS)

www.unice.fr

Contact: Dr. Franck Blanc

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Baku

AzerbaijanLand of fires


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Azerbaijani PartnersAzerbaijan Medical University (AMU)

Qafqaz University (QU)

Azerbaijan State Oil Academy (ASOA)

Odlar Yurdu University (OYU)OYU

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AMU was founded in 1930. At present more than 8000 students study in 28 specializations. These specializations are organized in 6 faculties and 75 departments. The main emphases are in the Medical Sciences and also in terms of medical aspects such as Computer Sciences, Languages, History and Continuing Education for different specializations.

The university has a teaching staff of 10 Corresponding Members of the Azerbaijani Academy of Science and a number of full members of international academies, 32 honoured scientists, 38 honoured physicians, 118 professors, 248 assistant professors, 513 assistant lecturers and 212 lecturers. Many of the staff hold state prizes of Azerbaijan for their contribution to the development of clinical and applied medical sciences. As a head body, Azerbaijan Medical University maps out strategies for training teachers and research workers in all regions of the country. Azerbaijan Medical University has relations with Ankara, some other universities in Turkey, the universities in the Islamic Republic of Iran, and some universities in the European Union such as the University of Montpellier in France, the University of Varna in Bulgaria, and the Polish Academy of Medicine.

At the moment, about 500 students from abroad (19 countries) study at Azerbaijan Medical University thanks to the recent developments in the NIROA infrastructure in the university for the special needs of international students and for the preparation of Azerbaijan Medical University students for a study period abroad. At the moment

www.amu.edu.az

there are more and more established exchange programs for students and teaching staff with western European countries.

The infrastructure which supports Azerbaijan Medical University scientists for international cooperation and funding opportunities is improving. After the end of the Soviet Union the Azerbaijan Medical University started a process of preparing its curricula according to European standards. New subjects which formerly did not exist are now taught at the Azerbaijan Medical University.

Azerbaijan Medical University is very eager to keep the success already obtained and to meet the requirements of the European educational system, which is stated explicitly in Azerbaijan Medical University development plan. In the development plan the university states the following aims which with the help of this project shall be reached in the near future: The use of modern communication in the management of the university The use of established methods in the European educational system in teaching, such as the introduction of teaching modules, teaching in foreign languages, and the introduction of the European Credit Transfer system (ECTS) The establishment of scientific and economic cooperation within established programs, e.g. TEMPUS, or by way of bilateral agreements.


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22 Azerbaijan Medical University (AMU)

Contact: Prof. Tamilla Aliyeva

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Qafqaz University was founded in 1993 being the only foreign private university in Azerbaijan.

Qafqaz University aims to provide its students with utmost level of higher education meeting international standards, infuse them with enthusiasm to constantly reach new horizons, to promote and encourage a respect and insight in students for national and universal human values, and to play an active role in fostering cooperation and interaction with international milieu.

Qafqaz University implements the role of mediator and educational bridge between Turkish and Azerbaijani governments combining law, administrative and technical knowledge of Turkey and positive features of unique and completely different political and administrative background of Azerbaijan.

Until 2003/2004 Qafqaz University operated in two temporary service buildings, and moved to its Khirdalan campus in the same year through late President Haydar Aliyev's help by granting the land to the university.

The university received Ministry of Education of Azerbaijan's Piloted Status in applying its own curriculum. Accordingly, the programs of western universities have been taken as a model in preparing the curriculum. In doing so, a 'credit system' was put into practice for the first time in Azerbaijan.

The University offers B.A, M.A., M.Sc., doctoral programs, and MBA programs.

According to the State Students Admission Committee, the university has been named as the most preferred private university since 1996. Qafqaz University is the leading competitor among the private universities in filling the student quota designated and approved by the Ministry of Education of the Azerbaijan Republic. In the journal published by the State Students Admission Committee, it is stated that:


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www.qu.edu.az

Qafqaz University (QU)

Contact: Mr. Uzeyir Baghirov

Qafqaz University has acquired the best ranking among the private universities and Higher Education Institutions. Qafqaz University is unique with its special opportunities, benefits, discounts and educational grants provided to students with high academic success and scores; attention that it shares to all local and international students; and good organizational culture. In addition to the academic discipline, high education standards, and developed student vision, Qafqaz University is eager to assist graduates with future career opportunities. As a result of these ongoing incentives, the university has gained a nationwide reputation which attracts brilliant and hardworking students who achieved highest scores in the university entrance examination held countrywide. Four of the seven students, granted with Presidential Scholarships, have been enrolled in Qafqaz University.

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www.adna.jis.az

First oil-gas profile high technical school in Europe, Asia and East-Azerbaijan ASOA was founded in 1920. Since its existence it was named “Baku Polytechnic Institute” (1920-1923). “Azerbaijan Baku Polytechnic Institute” (1923-1930), “Azerbaijan Petroleum Institute” (1930-1933), “Azerbaijan Industrial Institute” (1933-1959), “Azerbaijan Petroleum and Chemistry Institute” (1959-1991), “Azerbaijan Industrial University” (1991-1992) and Azerbaijan State Oil Academy (1992 up to now).

On the base of functioned agricultural,

architecture-construction, machine building,

energy faculties in ASOA, Azerbaijan Agricultural

Academy, Azerbaijan Architecture and

Construction University, Azerbaijan Technical

University, Sumgayit State University and

Mingyachevir Polytechnic Institute were formed.

Now at 7 faculties of ASOA highly qualified specialists for fuel-energy and chemistry complexes on bachelor stage on 61 specialties and on master stage on 79 specialties are trained.

In cooperation with educational centers of USA, Germany, Italy, France, Poland, Romania, China, Norway and Holland according to the western countries curriculums bachelors and masters are trained. For training of highly qualified scientific staff, a special department functions in ASOA. 53 chairs, 19 scientific-research laboratories, 2 scientific research institutes, Industrial Firms Staff's Professional Skill Improvement Institute take part in training of highly qualified specialties and scientific staff. In 1961 preparatory faculty for foreign countries students was formed and it functions up to now.

There are the Information-Computing and Publishing Center, Internet Center and Printing House in ASOA. Training literature, scientific and methodological works, “News of Azerbaijan High Technical Education Institutes” scientific-technical journal and “For Oil Cadres” newspaper are published here. About 3100 engineers, bachelors, masters and about 270 candidates and doctors of sciences were trained for 68 foreign countries in ASOA.

Azerbaijan State Oil Academy (ASOA)


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Contact: Prof. Rafiq Jamalov

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www.oyu.edu.az

OYU started its activities in 1995. One year later, on July 8, 1996, the Univeristy has been officially registered under resolution 186 of the Cabinet of Ministers of Azerbaijan Republic. The same year it obtained a status of juridical person due to the license of the Ministry of Justice of Azerbaijan Republic.

Afterwards, Odlar Yurdu University has been allowed to train its students for Bachelor's and Master's degrees under the license of the Ministry of Education of Azerbaijan Republic. The same license allowed OYU to run the College for Specialized Vocational Training and the Secondary School of Innovations. Licensed by the Ministry of Education of Azerbaijan Republic, Odlar Yurdu University offers Doctorate studies for its students.

Odlar Yurdu University is the member of International Associations of Universities. Regional German Language Center established in partnership with the University of Siegen, Germany, Scientific Research Center and Preparatory Department for Foreign Students are also active at the university. The College for Specialized Vocational Training attached to OYU, and the Secondary School of Innovations, established within the framework of International Programs, are also active at the University.

Regional German Language Center has been launched in OYU in September 2003 under the full support of the University of Siegen, Germany. Duration of courses in this center is one year. Successful graduates get the Certificate of the University of Siegen that gives them a chance to be enrolled in any university in Germany without having passed a preparatory language course.

OYU


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Contact: Prof. Dr. Ruslan Sadirxanov

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Activities of the Project

The overall time period to develop this project is 28 months.

It's structured in 9 macro areas that correspond to the following specific outcomes.

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Benchmarking and research on best practice and best outputs

Provisional analysis of student and teaching staff mobility at international level

Identification of good practice and best outputs

Investigation on the international mobility flows

Visit to EU partner universities by Azerbaijan academic staff

Production of a final report on good practice and best outputs

The academic and administrative staff from AMU, ASOA, OYU an QU were given the opportunity of visiting the International Relations Offices at the EU partner universities and to acquire information on good practice and best outputs for the establishment of International Relations Offices at AZ involved Universities.


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Training of the Azerbaijani administrative staff

The establishment of International Relations Offices implies the involvement of well trained staff. The AZ staff training process has been started with the organization of seminars held in AZ by EU experts, mainly attended by representatives from AZ involved universities. Then the EU universities' services involved in International Relations have been visited by representatives from AZ involved universities.

Thematic seminar in Azerbaijan by EU experts

Definition of a set of applicable rules to AMU, QU, OYU, and ASOA administration

First stage of the Azerbaijan specialists in the EU partner universities

Second stage of the Azerbaijan specialists in EU partner universities

Third stage of the Azerbaijan specialists in EU partner universities

Working out of recommendations on implementation of International Relations Offices in Azerbaijan

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Design and setting up of International Relation Offices in Azerbaijan

Design of International Relations Offices at AMU, OYU, QU and ASOA

Purchase and installation of IT equipment and software for the IR Offices

Accreditation of new International Relations Offices by AZ National Azerbaijan Authorities

Official opening of the International Relations Offices

The personnel for the International Relations Offices from AZ administrative staff have been selected on the basis of previously defined criteria; formal procedures for equipment purchase have been carried out in cooperation an under supervision of University of Genoa; AZ technical staff have prepared the infrastructure for equipment installation, they also helped out at the delivery, installation and testing of the equipment. In December 2009 AMU and QU International Relations Offices were officially opened, and the IROs at OYU and ASOA were opened at the very beginning of 2010.


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Agreements with other Universities for international mobility of Azerbaijani students and teachers

Preliminary contacts with foreign universities

Setting up of formal agreements with European universities

Selection of students and teachers procedures

The main objective of university services involved in International Relations is to settle agreements with other universities for promoting the international mobility of students and teachers. In the framework of Outcome 4, the AZ involved universities have laid the foundation for fruitful cooperation with other foreign universities that will have been formalized by means of official bilateral agreements later on.

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International networkingCreation of the networking group that will link the four Universities

Organization of the first networking conference open to all AZ universities

Organization of the second networking conference open to all AZ universities

The AZ universities have created a networking group for enhancing intra - AZ universities cooperation and improving their IROs performances in order to supervise the just established IROs work properly inside the four AZ involved universities.


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Dissemination activities

Thanks to QU collaboration, the official NIROA project web site has been set up to spread information about the project itself and, above all, to launch the just established IROs promotion campaign. Another important occasion for the IROs promotion, in December 2009, were the official opening ceremonies of the IROs at AMU and QU, at the presence of AZ government representatives and local network journalists. Furthermore, the visit of University of Nice Sophia Antipolis to Qafqaz University has been turned into an international conference on 'Project Writing and EU Grant to ENPI Countries'

Sharing of project experience among other universities in Azerbaijan

Organization of practical seminars on implementation of international mobility programs

Designing, publication and distribution of recommendation on implementation of international mobility programs

Information campaign by the internet, also by special sections on Universities and Ministry web sites

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SustainabilityAgreements with EU partner Universities for continuation of international mobility programs

Agreements among the AZ partner Universities for the perpetuation of the networking activities

The responsible university, UTP – Poland, has produced a report on the issue and it's been enclosed in this publication.

Quality control and monitoringMonitoring the creation of teams

Assessing progress of design and creation of IR Offices

Quality control of results of the project

Monitoring the dissemination and sustainability

External monitoring on the quality of the program results by Azerbaijan Ministry of Education

This outcome has been achieved by creating special monitoring group composed by representatives from all consortium members with the task of monitoring the project activities implementation and suggesting how to improve partners' performances.


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Management of the projectManagement meetings

Overall management report

The project management strategies have been discussed since the kick off meeting. Starting from the second management meeting held in September 2009, all the consortium members have been given the opportunity of going into more depth the management issues thanks to the assistance of University of Genoa as grant contractor and project coordinator.

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Equipment PurchasedThe Tempus 144764-TEMPUS-2008-IT-JPGR “N.I.R.O.A” - Network of International Relations Offices in Azerbaijan (N.I.R.O.A.) was aimed at setting up International Relations Offices, creating a network among them, and disseminating the results to the other tertiary institutions nation wide.

As results of analysis, it was revealed that ICT development level at NIROA project partners Universities differed from one institution to another and, consequently, there was a difference in needs for equipment to be provided in the frame of Tempus project, but there were basic needs for all institutions, too.

Necessity of the equipment for the International Office was based on the following factors:1. The aims of the project can be realized with a well furbished office equipped with basic technological

needs that will facilitate communication with the other institutions, make effective announcements related to international relations within the university, and help the office work.

2. Electronic archiving and communication needs to be considered for faster, reliable, and sustainable work.

3. Mobility of the office staff is another point of importance. The staff will need to travel a great deal and be ready to present any relevant information about the university and the work about international relations.

4. The office will need to be used for planning reasons. Therefore it should address presentation and planning issues.


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As a result, relevant equipment was purchased including but not limited to photocopiers, video conference units, digital video cameras, digital video cameras, HD TVs, smart board apparatuses, desktop computers, laptop computers, and data projectors.

5. The office should also be able to tackle with study-abroad information and issues related to visiting scholars.

6. The office should handle issues about student services well and in a timely manner.

7. The equipment should come with good service and guarantee so that the workflow is smooth.

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Sustainability (Responsible University: University of Technology and Life Sciences)


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Definition of sustainability (From the EU guidelines).

The sustainability of a project implies that the outputs and/or activities (when relevant) are maintained after the end of the funding.

The sustainability of a project will be defined in relation to the following:

First, the outputs continue after the end of the EU funding, i.e. duration of the new degrees created, maintenance of the new computers bought.

Second, activities are pursued after the end of the EU funding when outputs cannot be considered due to their nature (i.e. non-material).

We will take into account the specific outputs such as capacities (know-how, networking) which are safeguarded or reinforced after the end of EU funding and/or the end of activities, i.e. the management skills transfer or the building of international address databases.

We consider that a project is sustainable if the outputs (or the relevant activities) are maintained at least two years after the end of the EU funding, that is, more than one academic year.

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47Criteria and indicatorsDiversity/intensity of activities/results maintained or developed after the end of funding.

The sustainability of a project will be defined in relation to the following:

Activities/results are maintained, i.e. new accreditation procedures (activities)/a curriculum is still used (outputs).

Activities/results are developed, i.e. needs are assessed annually (activities)/a training centre has developed new training sessions (outputs).

Activities/results can be disseminated, i.e. creation of a web site presenting e-learning sessions (activities) /the developed curriculum is included in existing courses in universities which do not belong to the initial consortium (outputs).

Intensity and enlargement of cooperation

The international network is maintained, i.e. partners take care of the follow-up.

The local network is maintained, i.e. the universities meet regularly with the private firms concerned.

Finally, the initial network can be enlarged (to other domains or actors), i.e. new universities joined the international consortium.

Sustainability factorsSustainability factors listed by the Commission

Different factors of sustainability have been listed by the European Commission as follows:

Policy support (after the end of the funding)

Appropriate technology

Institutional and management capacity, including the will of actors to continue after the end of the funding

Economic and financial visibility of the project.

Socio-cultural and gender issues affecting motivation and participation.

Sustainability of NIROA projectThe main objective of the Tempus NIROA project was:

creation of International Relation Offices at the 4 Universities in Azerbaijan: Odlar Yurdu University, Qafqaz University, Azerbaijan Medical University and Azerbaijan State Oil Academy,

training staff involved in international cooperation at these universities,

support of project beneficiaries in the follow-up of project results after its completion.

Running those types of units on higher education institutions is a very important element of the internationalization strategy, and it's necessary to fulfill the requirements arising from the Bologna Strategy. The main task of European Partners was to assist in the creation of IROs, advice and organize training for Azerbaijani staff at universities in Europe as well as support initiatives related to the continuation of activities undertaken in the future. A lasting result of the project is to include Azerbaijani universities into the Bologna process and its activation in the international arena through active cooperation at different levels with universities from the European Union.

During the implementation of the project the following actions were undertaken to achieve those objectives:

1. Running 4 International Relation Offices equipped with computers, multimedia projector, etc. which allows organizing international meetings and conferences as well as video conferences.

2. Organizing 2 Networking Conferences in which all Partner Universities participated but also many representatives of other universities from Azerbaijan. These meetings were aimed at the promotion of the project on the one hand and had to encourage other universities to take similar action, opening up to international cooperation and joining to Network of International Relation Offices on the other hand.

3. Establishing a Forum of International Relation Offices in Azerbaijan. The agreement was signed between 4 partner universities from Azerbaijan (see annex no.1). The main tasks of the Forum are, in particular:

a. promoting Partner Institutions at home and abroad;

b. developing skills and qualifications of the staff in Partner Institutions;

c. initiating joint projects;

d. exchanging information and solving the current issues related to the activities of the IRO;

e. developing joint strategies for fundraising;

f. initiating model solutions on issues related to the development of international cooperation;

g. expressing opinions about educational regulations on higher education area if / when required by the State organs;

h. Finally, the initial Forum should be enlarged.


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4. Signing agreements of cooperation between universities from Azerbaijan and universities from the EU. 8 such agreements were signed. Based on the agreement the cooperation between these universities will be extended to such issues as:

Exchange of academics,

Exchange of students,

Conducting joint research,

Organizing conferences, workshops and training sessions.

5. In recognition for his contribution to the development of cooperation between universities the Rector of UTP has been awarded the title of Doctor of Honor by the Senate of Odlar Yurdu University.

Representatives from Azerbaijani Universities took part in an international conference called “Azerbaijan Business and Investment Summit 2011. Connecting Caspian Sea Regions and Caucasus to Europe and Beyond" organized in Baku. During the meeting the main objectives and results of the NIROA project were presented. It was a part of dissemination of NIROA project results.

In order to ensure sustainability of results achieved in the project in the future such activities are planned:

1. The work (functioning) of the International Relations Office at all 4 Universities will be continued. They will be financed from the universities' own founds. Network of IRO (Forum) will be developed. It is planned that more Universities from Azerbaijan will participate in this initiative.

2. The project website will keep on working and will be updated. It will be a forum for exchange of information and contacts between all stakeholders.

3. Collaboration between Azerbaijan Universities and the EU will continue and be extended. It's planned to create joint degree courses, exchange of academic staff and students. It's also planned to prepare a common Erasmus Mundus project.

4. Preparing another Tempus proposal in order to consolidate the results of the project and continuing cooperation between universities. The project will concern the further cooperation of IROs but also the creation of joint degree courses with double diplomas and obtaining international accreditation for those courses.

5. Transfer of the cooperation to other areas. AMU, with the help of the University of Siegen, started to collaborate with a hospital in Germany, and will send students for internships there, while UTP and QU plan to expand cooperation in the field of engineering for example join competitions in mini robots.

6. Moving forward on the successful 2011 summer school in Azerbaijan, Qafqaz University and Siegen University will hold a summer school on energy security and regional issues in Siegen in 2012.

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Annexes

Annex 1.

Cooperation Agreement


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Annex 2.

Sample Exchange Student Enrolment

Form (5 Pages)


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Vice-President in charge of international relations (VPIR)

The Vice President works to implement the international relations policy impelled by the President, the Councils, the Committee on international relations strategy and as it stands in the fourth years contract between the Ministry of Higher Education and Research and UNS.

This policy will be updated by a framework letter presented by the VPIR to the President and the councils (Council of administration; Scientific Council; Council for Education and University life) at the beginning of each academic year insuring that priority lines of strengths be defined.

The Vice-President is responsible for all tasks and missions that come under the International Relations policy of the institution. He is assisted by the services of the Department of International Relations and the International Relations Offices that are their relays in faculties. In relation with the Secretary General, he ensures that centralized and decentralized services are balanced and that the system of international relations is running properly. He represents the President in front of international partners and delegations.

He devotes oneself to coordinating its action with the Vice-Presidents in charge of Education, Research, European affairs and the Euro Mediterranean Pole of Higher education and research.

The VPIR is responsible of the implementation and quality control of the following activities:

- Dissemination of information to French and Foreign students and teachers-researchers;

- Training and counseling in project making, establishment of partnership agreements, management of international actions;

- Assessment of international actions and writing of statistical reports for the Presidency;

- Coordination of the reception of foreign students;

- Management of funds relating to educational grants for incoming and outgoing exchange students;

- Promotion of the institution abroad;

- Working of the Centre for accommodation, information and guidance for exchange students (CALIOPPE);

Director of the Department of International Relations (DIR)

- Management of the Department (developing and updating the working methods and management procedures, defining and updating the work profiles and the functions of the staff members; working-out the budget of the department and controlling the expenses).

- Joint supervision (with CROUS) of the Centre for Accommodation, information and guidance of exchange students (CALLIOPE).

- Participation to the preparation of the international policy of the institution ; working-out indicators and instrument panels relating to the objectives of the Department (set out in the framework of the fourth year contract signed with the Ministry of Education and Research) in order to measure the impact of projects and actions undertaken by the institution.

- Preparation of the work meetings of the Commission on International Relations (CORI).

- Institutional coordinator of the software MOVEON (databases of international relations).

- Coordination, control and update of the information published on the international web portal (main portal and sub-portals dedicated to students of UNS, foreign students, and staff of UNS).

- Intelligence on international cooperation rules and regulations. Dissemination of information. Ensuring proper implementation and control.

- Intelligence on European and international funding programs, dissemination of relevant information to teachers-researchers ;

- Training and counseling in project making (application for tenders), in working out partnership agreements, in managing international actions;

- Assessment of international actions and working out of statistical reports for the Presidency.

- Coordination of the reception of foreign students ;

- Management of funds relating to educational grants for incoming and outgoing exchange students;

- Promotion of the institution abroad;

Annex 3.

Typical Job Descriptions for an International Office(University of Nice Sophia Antipolis, France)


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60Project Engineer (Central Level)

Under the supervision of the Director of Department, the project engineer participates to the conception, implementation and follow-up of the university international projects and actions.

- Counseling teachers-researchers on funding programmes (main features, schedule of calls for applications and information meetings) and coordinating partner search and partnership proposals.

- Training and counseling administrative and academic staff in drafting project applications: defining objectives, identification of project stakeholders and target groups, needs analysis, defining outcomes, activities and inputs, defining the project management structure and the quality control procedures. Etc.

- Assessment of projects and actions of the institution.

- Administration of cooperation agreements (memorandum of understanding and addenda): analysis, communication with partner institutions, Ministry of Education and Research.

- Publishing of project related information on the web portal.

Student's Mobility Officer (Central Level)

Under the supervision of the Director of Department, the student's mobility officer participates to the administrative management of the mobility of outgoing students and the administrative and financial management of mobility grants.

- Information on exchanges' programmes: main features, eligibility criteria and application procedure;

- Information on grants (studies and practical placements in enterprises): eligibility criteria, application procedure;

- Follow up of the applications for a grant;

- Preparation of the commissions in charge of screening applicants;

- Preparation of the payment of grants;

- Preparation of reports for sponsors;

- Relations with sponsors, students and their families, teachers-researchers;

- Publishing of mobility related information on the web portal.

Reception of Foreign Students (Central Level)

Under the joint supervision of the Director of Department of international relations (university) and the Director of the department for students' life (CROUS), the officer in charge of the reception of foreign students provides assistance before the arrival in Nice and during the stay in Nice.

- Assistance to find accommodation (university residence halls or private rooms);

- Assistance to obtain a residence permit;

- Assistance to open a bank account;

- Assistance to obtain financial allowances (housing allowances);

- Assistance for enrolment at university;

- Assistance to get French courses for foreigners;

- Organization of activities aimed to facilitate the integration of students (sports and cultural activities).

Project Engineer (Faculty Level)

Under the supervision of the Chief of administrative services and the Vice-Dean in charge of international relations, the project engineer provides assistance to teachers-researchers in the drafting of project applications, the implementation and follow-up of projects and actions.

- Administrative and financial management of projects and cooperation agreements: communication with project members, preparation and organization of activities, budget preparation of partner institutions and follow up of expenses, drafting out activity reports and reports of expenditures.

- Providing assistance to teachers-researchers in drafting project applications and cooperation agreements: defining objectives, identification of project stakeholders and target groups, needs analysis,

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61defining outcomes, activities and inputs, defining the project management structure and the quality control procedures. Etc.

- Ensuring the registration of terms of reference of projects and cooperation agreements in the database (Move-on) of the institution.

Student's Mobility Officer (Faculty Level)

Under the supervision of the Chief of administrative services and the Vice-Dean in charge of international relations, the student's mobility officer participates to the administrative management of students mobility (incoming and outgoing).

Outgoing students:

- Information on exchanges' programmes and grants: main features, eligibility criteria and application procedure;

- Follow up of the applications for a mobility;

- Preparation of the commissions in charge of screening applicants;

Incoming students:

- Follow up of the applications for a mobility


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· Exploring the Host University

o University tour

o Learning about the organizational chart

o Meeting with the relevant people

o B.A., MA / MSc, and PhD opportunities for international students

· IRO structure

o Software / web

- Discussions on an ideal web site design

- What software to use in IRO for mobility and project design & management

- Discussions on the www.niroa.org site

o International Students

- Recruitment

- Orientation

- Tracking

- Official procedures

o Promotion

- Prospectus, brochures design: What to be careful with?

- Promotional materials

o Funding opportunities

- National scholarships

- Other grant programs in EU

- NATO grants

- GEANT

- FP7

- More?

o IRO Structure

- University's International Relations Strategy - IRO Strategy

- Organizational chart of the IRO

- Job description of the IRO as a unit

- IRO Staff

· Job descriptions· Performance based evaluation system?· The process of dissemination of IRO reports, future activities and announcements

- Ideal IRO structure?

o Documents to translate for AZ universities

· Other points of interest

o External accreditation process for AZ universities

o Being members for prestigious associations

o Bologna process

- ECTS info pack

- Present ECTS status of the host university

- Problems in mobility

Annex 4.

A Typical Agenda Used in Initial

Mobility Flows

- Obtaining samples

· DS· Learning agreement· Student Mobility documents

o Europass formats (CDM)

o Collaboration with the host university

- Summer schools in Baku

· Cultural· Regional issues (Caspian)

- Joint diplomas

- Erasmus Mundus

- TEMPUS

· Curriculum building for mutually beneficial programs · e-University management· IT in general· e-Learning / distance learning· Cooperation through the research centers

o Finding other partners to work with

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NIROA

Documents

Transcript of NIROA