The Integrated Lifelong LearningProgramme: 2007-2013Building the institutional capacity for managing the Program in participating countries

ERISEE International Workshop

Bucharest, 6-7 May 2005Presentation prepared by Monica Calota,

Director of the Romanian National Agency for Community Programs in

the Field of Education and Vocational Training (NACPFEVT)

The Experience (1) Program Evaluations

Interim evaluations of Socrates and LdV:

Coverage and focus valuable and appropriate

Administrative and financial procedures still horrible for final beneficiaries!

Need more synergy and coherence between actions and programs

Good results not well disseminated

The Experience (2) Program Evaluations

Interim evaluations of Socrates and LdV:

Stronger links needed between programs and policy

Excessive detail in legislation

The Experience (3) Public consultation

Great enthusiasm for programs… … but much too bureaucratic, inflexible

and over-complicated Programs should develop European

citizenship, language learning, and regional aspect

Decentralised procedures simpler and more user friendly

The Conclusions

Continuity “Integrated Program” for lifelong

learning More substantial Simplify and make more flexibleConcrete document: proposal for a

Decision of the European Parliament and of the Council (proposal adopted by the EC in July 2004)

Headline Issues of the Headline Issues of the DecisionDecision

An integrated programLLL approachQuantified targets:

1/20 school pupils in Comenius 2007/13

3,000,000 Erasmus students by 2011 150,000 Leonardo placements per

year by 2013 25,000 Grundtvig mobilities by 2013

Primary objective (Art. Primary objective (Art. 1.2)1.2)

To contribute through lifelong learning to the development of the Community as an advanced

knowledge society, with sustainable economic

development, more and better jobs and greater social cohesion

…

Secondary objective (Art. Secondary objective (Art. 1.2)1.2)

Personal goals - fulfilment, creativity Economic goals - Employability and

entrepreneurship Societal goals – cohesion, participation,

European citizenship, tolerance and respect

Linguistic knowledge and diversity Quality improvement, mutual learning  

Structure of the Program Structure of the Program (Art 2)(Art 2)

Integrated Programme

ComeniusSchool

education

ErasmusHigher

education & advanced training

Leonardo da VinciInitial and continuing

VET

GrundtvigAdult

education

Transversal programme4 key activities – Policy development; Language learning;

ICT; Dissemination

Jean Monnet programme3 key activities – Jean Monnet Action; European

Institutions; European Associations

The Sectoral ProgramsThe Sectoral Programs

Each has its own:

Definition of access Objective Actions Budget Implementing measures

Community Actions (Art 5)Community Actions (Art 5)Must cover everything we could want

to do: Mobility Bi-or multilateral partnerships Multilateral projects to improve systems Networks Observation and analysis of policies and

systems Operating grants Accompanying measures

Participation of Third Participation of Third Countries (Art 7)Countries (Art 7)

Candidates countries EFTA/EEA Western Balkans Switzerland

Tasks of Member States Tasks of Member States (Art 6)(Art 6)(1)

“Establish or designate and monitor an appropriate structure for the coordinated management… - (NAs)”

Not a Ministry Adequate resources and background No conflicts of interest Adequate financial guarantees

Implementing the Implementing the programmeprogramme(Art 9-11)(Art 9-11)

Committee Structure: Formally one Committee only Meets in different formats (one for

each specific programme) Always has full powers

Implementing the Implementing the programprogram(Art 9-11)(Art 9-11)

Management Committee procedures for Annual work plan Annual budget, including distribution of

funds Internal consistency as between

programmes Monitoring and evaluation

Social partners party to discussions on VET issues

FundingFunding(Art 15, Annex B.8.)(Art 15, Annex B.8.)

Overall budget: 13.620 billion €

Comenius not less than 10% Erasmus “ 40%Leonardo “ 25%Grundtvig “ 3%

Sectoral programs: COMENIUS (1) Addresses the teaching and learning needs of all

those in pre-school and school education up to the level of the end of upper secondary and the institutions providing such education education

Aims to develop understanding among young people and educational staff of the diversity of European cultures and its value

Aims to help young people acquire the basic life-skills and competences necessary for their personal development, for future employment and active European citizenship

Sectoral programs: COMENIUS (2) Who can participate?-Pupils in pre-school and school education-Schools, as declared eligible by Member States-Teaching, support and administrative staff within

schools-Associations and representatives of those involved

in school education-Public and private organisations responsible for the

organisation and delivery of education at local regional and national level

-Research centres and bodies concerned with lifelong learning issues

-Higher education institutions

Sectoral programs: COMENIUS (3)

Types of activities to be funded:

- Mobility of pupils and staff (exchanges, placements, participation at training courses,study and preparatory visits, assistantships)

- School partnerships

- Multilateral cooperation projects

- Networks

Sectoral programs: ERASMUS (1) Addresses the teaching and learning needs of all

those in formal higher education and vocational education and training at tertiary level, whatever the length of their course and qualification may be and including doctoral studies and the institutions providing or facilitating such education and training

Aims to support the achieving of a European Higher Education Area

Aims to reinforce the contribution of higher education and advanced vocational education to the process of innovation

Sectoral programs: ERASMUS (2) Who can participate?-Students and trainees learning in all forms of higher education

and advanced vocational education and training (ISCED levels 5 and 6)

-Higher education institutions, as declared eligible by member States

-Teaching and administrative staff within those institutions-Associations and representatives of those involved in higher

education, including relevant student, university,teacher and trainers associations

-Enterprises, social partners and other representatives of working life

- Public and private organisations responsible for the organisation and delivery of education at local regional and national level

-Research centres and bodies concerned with lifelong learning issues

Sectoral programs: ERASMUS (3)

Types of activities to be funded- Mobility of students and

teachers/trainers (studies, teaching/training activities, placements)

- Joint projects

- Networks

Sectoral programs: LEONARDO DA VINCI (1) Addresses the teaching and learning needs of

those involved in vocational education and training including initial and continuing training, other than advanced vocational education and training at tertiary level, as well as the institutions providing and facilitating such education and training

Aims to facilitate adaptation to labour market changes and to the evaluation of skills needs

Sectoral programs: LEONARDO DA VINCI (2) Who can participate?- Young people learning in all forms of vocational education

and training up to the end of upper secondary education (up to ISCED level 3)

- Learners in continuing vocational education and training ( ISCED level 4)

- People in labour market- Learning providers in the field covered by LdV program- Teaching and administrative staff within those institutions- Associations and representatives of those involved in

vocational education and training , including trainees`, parents`, teachers` associations

- Enterprises, social partners and other representatives of working life, including chambers of commerce and trade organisations

Sectoral programs: LEONARDO DA VINCI (3)

Who can participate?- Bodies providing guidance , counselling and

information services relating to any aspect of lifelong learning

- Persons and bodies responsible for systems and policies concerning any aspect of lifelong learning at local regional and national level

- Research centres and bodies concerned with lifelong learning issues

- Non profit making organisations, voluntary bodies, NGOs

Sectoral programs: LEONARDO DA VINCI (4)

Types of activities to be funded

-Mobility of individuals (placements, exchanges)

-Partnerships

-Multilateral projects

-Thematic networks

Sectoral programs: GRUNDTVIG (1)

- Addresses the teaching and learning needs of those in all forms of adult education, as well as the institutions and organisations providing and facilitating such education

- Aims to respond to the educational challenge of an ageing population in Europe

- Aims to help provide adults with alternative pathways to improve their knowledge and competences

Sectoral programs: GRUNDTVIG (2) Who can participate?-Learners in adult education-Learning providers in adult education-Teaching and administrative staff within

those learning providers and other organisations involved in adult education

-Establishments involved in the initial or further training of adult education staff

- Associations and representatives of those involved in adult education including learners` and teachers` associations

Sectoral programs: GRUNDTVIG (3)

Who can participate?-Bodies providing guidance , counselling and

information services relating to any aspect of adult education

- Persons and bodies responsible for systems and policies concerning any aspect of adult education at local regional and national level

- Research centres and bodies concerned with adult education issues

- Non profit making organisations, voluntary bodies, NGOs

- Enterprises- Higher education institutions

Sectoral programs: GRUNDTVIG (4)

Types of activities to be funded-Mobilities of individuals (adult learners and trainers/teachers)

such as visits, placements, assistantships, exchanges

-Partnerships-Multilateral projects-Thematic networks

KA1 – Policy cooperation (1)KA1 – Policy cooperation (1)

1. Mobility: ARION &CEDEFOP study visits

2. Multilateral projects: small scale to test policy proposals and larger projects for development of innovative tools, methods…

3. Networks: Thematic + standing conferences

4. Observation & analysis: Reference material , indicators and stat surveys , Eurydice

KA1 – Policy cooperation(2)KA1 – Policy cooperation(2)

5. Support for transparency and recognition of qualifications and competences: includes support for NARICs, Euroguidance, Ploteus, Europass

6. Accompanying measures: conferences, studies…

KA2 – Language learningKA2 – Language learning

1. Multilateral projects: a) development of new language learning materials and b) development of tools and courses for language teachers

2. Networks: European networks of key actors + multilingual web portal for language teachers

3. Other: Awareness-raising, conferences, European Label

KA3 – Development of ICT-based KA3 – Development of ICT-based content, services, pedagogies and content, services, pedagogies and practice for LLLpractice for LLL

1. Multilateral projects: Quality, pedagogical impact, interoperability, strategic issues (digital literacy, accreditation

2. Networks: Good practice + European stakeholders+ international networks and communities

3. Other: Monitoring & benchmarking, portal

KA4 – Dissemination and KA4 – Dissemination and exploitation of resultsexploitation of results

1. National projects: completely de-centralised, procedure similar to Mobility

2. Multilateral projects: Thematic projects, seminar, conferences + European conferences, Networks for transfer and exploitation of results

3. Studies: Evaluation studies + Identification and analysis of innovative results in relation to existing and future needs

Institutional arrangements: legal basis for participationBasis for the participation of third countries:

art. 7-1- c of the Decision mentions :“The Integrated Program shall be open to the

participation of the countries of the Western Balkans, in accordance with the provisions to be determined with these countries following the establishment of framework agreements concerning their participation in Community programs” ; more than that, third countries participating in the ILLLP shall be subject to all obligations and will fulfill all the tasks set out in this Decision in relation with Member States

Institutional arrangements: further steps (1) Envisaged timetable for the adoption

of the Decision: July 2006 Pending of the adoption on time:

launching events foreseen for November-December 2006

Preparation of the new documents to be used (application forms, financial and administrative handbooks, etc): all over the year 2006

Preparation of the National Agencies: 2-nd half of 2006

Institutional arrangements: further steps (2) For third countries: after the adoption of the

Decision, specific bilateral documents are to be prepared and signed: Decision of the EU-”X” Association Council adopting the terms and conditions for the participation of “X” in the ILLLP Community program

After signing the Association Decision, the respective Government shall designate the National Coordinating Authority, i.e a relevant ministry or equivalent body, as responsible for the coordination of the program at national level, with respect of the provisions of the Decision concerning the responsibilities of the Member State (art. 6-2)

Institutional arrangements: further steps (3) National coordinating Authority shall establish an appropriate

structure –National Agency- with the role of managing the implementation of the ILLLP at national level (including budgetary management)

Minimum requirements for the NA (see art. 6-2 of the Decision): shall have legal personality (attention: a ministry or department

within ministry cannot be designated as NA!!) shall have adequate number of staff, with professional and

linguistic capacities appropriate for work in an environment of international cooperation in the field of education and training

Shall have appropriate infrastructure, especially as regards ICT

Institutional arrangements: further steps (4) shall operate in an administrative context

which enables them to carry out their tasks satisfactorily and to avoid conflict of interests

Must be in the position to apply the financial management rules and contractual conditions laid down at Community level, acting as financial intermediaries of the EC

Must offer adequate financial guarantees, issued by the National coordinating Authority

Their management capacity must be appropriate to the level of the Community funds to be managed

Main responsibilities of the National Authority before the NA starts work, provide the EC with the

assurance as to the existence, relevance and proper operation within it, according to the rules of sound financial management, of the procedures applied, the control systems, the accounting systems and procurement and grant award procedures

provide the EC with a declaration of assurance each year as to the reliability of the financial systems and procedures of the NA and the probity of the accounts

in case of irregularity, negligence or fraud imputable to to the NA, which gives rise to prejudice of the EC budget, the National Authority is responsible for covering the funds not recovered

to designate upon request from the EC the eligible institutions for various Actions

Institutional building: Romanian experience (1)1996-1997: I-st phase of Socrates and LdV programs: following

the Association Decision, the Ministry of Education has been designated as National Authority; for the beginning, two separated departments have been established within the Ministry, for preparing and starting the implementation of the programs in Romania

1998- National Socrates Agency and National Centre LdV have been established through Governmental decisions, as implementing institutions with legal personality, with their own budgets and subordinated to the Ministry of Education; then , the Ministry of Education designated two coordination bodies, the National Councils, for Socrates, respective LdV program; the role of each Council has been set by delegation of tasks by the Ministry: mainly to establish the national priorities within the annual Call for proposal and to take the final decisions concerning the selection round each year (which projects are to be funded, on the reserve list or rejected)

Institutional building: Romanian experience (2)1998-2000-the two NA -s employed around 20 people each,

implemented a budget of 3 000 000 Euro-Socrates and 2 000 000 LdV and managed an average of 200 (Socrates) and 80 (LdV) contracts with beneficiaries –institutions or individuals

2000-Romania signed the Association Decision with the EU for the participation in the 2-nd phase of Socrates and Leonardo da Vinci programs (2000-2006); the two NA s have been reconfirmed as implementing agencies through new Governmental Decisions

2002: the Socrates agency applied to the EC for obtaining additional PHARE funds in order to complement the students mobility grants; starting by 2002, the agency acted as implementing agency also for Phare end user support program

2004: the two agencies employed around 28 people each, implemented a budget of 9 000 000 Euro-Socrates+Phare and 4 000 000 Euro LdV and managed an average of 1200 (Socrates) and 150 (LdV) contracts with beneficiaries

Institutional building: Romanian experience (3) 4-th quarter of 2004: following the proposal of the EC

regarding the ILLLP, the Ministry of Education and the two agencies have started the preparation of the merger ; Socrates agency has obtained the certification ISO-9001-2000 for implementing a quality management system

February 2005: a new institution has been established through Governmental Decision, by merging the two previous agencies, to the purpose to ensure more effectiveness, transparency and synergy in the management of Socrates and LdV

Accordingly, the Ministry designated a new coordination body, more flexible, a single National Council with the same role as the previous ones

In the present, the NA employs 58 people, is structured following the structure of the ILLLP and the requirements of the Quality Management System

Diagram of the NA

FINANCIAL DEPARTAMENT FUNCTIONNING OF THE AGENCY/PROJECTS

(Gestiune agentie / gestiune proiecte)

13 QUALITY ASSURANCE, MONITORING, AUDIT, CONTROL AND EVALUATION 6.5

LEONARDO da VINCI 6.5 COMENIUS 7 ERASMUS 4 GRUNDTVIG 2

KEY POLICIES, VALORIZATION, PUBLIC RELATION (Minerva, Lingua, EU Label, Eurydice, Arion, Europass) 7

LOGISTIC DEPARTAMENT (SECRETARIAL, ADMINISTRATIVE, HUMAN RESOURCES) 7.5

IT DEPARTAMENT 3

DIRECTOR DEPUTY DIRECTOR 2

Institutional building: Romanian experience (4)

What is needed in order to be “certified” by the EC as complying to the minimum requirements set out in the Decision:

1. To have an internal control environment, properly documented, concentrated on: Procedures manual, segregation of tasks and existence of the internal audit

2. To have evaluation and selection procedures of the applications, documented in detail, based on the following principles; competition, formalization and documentation, no conflict of interests

3. To have a documented system of monitoring, control and audit of the projects

4. To use an accounting and reporting system (software) which avoids as much as possible manual inputs and allows a proper audit trail and the irreversibility of the transactions

5. To be put in place by the National Authority an adequate system of monitoring, control and audit of the NA

Institutional building: Romanian experience (5) Present situation of the NA in terms of resources

managed:-Financial resources: 11 000 000 Euro/year for the projects

under Socrates and LdV (financed through the annual “entry ticket” paid 50% from the national budget and 50% from Phare funds)

- 4 000 000 Euro/year for Phare end user support projects

- 1 100 000 euro/year for the functioning of the NA (50% national budget, 50% EC funds)

-Infrastructure: 15 offices and a conference room covering an entire floor in a central located building; 55 PC-s connected in internal network, with high speed internet connexion allowing rapid and good quality communication with the EC, the network of all the NAs and beneficiaries; appropriate equipment for printing, copying, etc.

Institutional building: Romanian experience (6)-Human resources: the large majority of the staff (92%)

graduated university studies in various fields: sociology, languages, philosophy, mathematics, educational sciences, economic, engineering;72% of them have graduated or are enrolled in master courses, mainly in project management or public policies fields; 10% of them have finished or are enrolled in doctoral programs; all of them speak fluency at least English or French; most of them speak and/or understand both

! The policy of the NA has been to encourage professional development, including by using the operational budget for training purposes: language courses, one week study visits to NA of the Member States, training seminars on different topics organized using professional trainers (from our own staff or external expertise);

Institutional building: Romanian experience (7)

WHAT’s NEXT?

The NA established as the main objective in the short future to obtain the ISO certification 9001 –2000 for the newly merged institution until October 2005

Promotion of the new Integrated Program all over the year 2006