6. Practical information
The following information is relevant both for submitting a proposal or a tender.
- Who can submit a project proposal or a tender?
- What are the different roles and functions within the projects?
- What support is provided by the ECML?
- In what ways are the national authorities of the member states involved in project work?
- Who are the target audiences of the ECML projects?
- What organisational format and structure will the projects take?
- What official working languages are used within the projects?
- How are projects evaluated?
- What are the expected outcomes and outputs of the projects?
- When are the submission deadlines?
- How and when are projects and tenders selected?
6.1 Who can submit a project proposal or a tender?
Teachers of all languages, teacher trainers and other experts and researchers in language and/or education as well as representatives of organisations related to or having a strong interest in education living and working in an ECML member state may submit a project proposal or tender. In exceptional cases, applications from non-member states as team members (not as coordinators) can be accepted. Although submissions may be made by individuals acting on their own behalf, experience shows that it is preferable for individuals to be supported by their institution, network or association. Those applying should ideally be working in a professional area which corresponds to the ECML’s field of work, i.e. the practice of teaching and learning languages and/or education in general.
The ECML will welcome project proposals in which cooperation with national and / or European institutions and associations provides visible added value. The modalities, financing and framework of such cooperation should be clearly detailed in the proposal.
General information: Under its equal opportunities policy, the ECML is aiming to achieve parity in the number of women and men involved in its programme. The ECML welcomes applications from all suitably-qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief, or sexual orientation.
6.2 What are the different roles and functions within the projects?
There are six different team roles possible within the programme which are outlined below:
- Project coordinator
- Website correspondent
- Second language documentalist
- Team member
- Mediation link person (for development projects only )
- Associate partner
This task requires significant project management skills and previous experience of project work, preferably in an international context. A project coordinator should expect to spend on average about four weeks a year on project coordination and project activities. Most of the project events take place in Graz, whereas in between meetings, projects are largely coordinated via e-mail or other types of distance communication. The project coordinator liaises with the ECML secretariat over all matters to do with the project. He or she will be required to enter into an individual contractual relationship with the ECML. This contract will be based on the project as described in the proposal and will be limited in scope and duration to the life of the project and its related activities. The coordinator is responsible for the running of the project on the basis of an action plan agreed with the ECML and for the monitoring, reporting and evaluation of project progress and results.
The project coordinator oversees, in cooperation with the website correspondent, content and quality of the project website set up by the ECML for each individual project. This website is hosted on the ECML web server and its aim is to provide both transparency and visibility of project processes and results, thus promoting participation and dissemination on a wider level.
In summary, project coordinators’ responsibilities will include:
- leading the project team and coordinating the project
- all matters related to project content
- implementing the agreed action plan to the agreed standards and deadlines
- regular liaison with the ECML Secretariat on all project-related matters
- ensuring the effective preparation and delivery of all project events and meetings and production of all necessary documentation
- taking responsibility for the effective flow of information between team members, participants in project activities, and the ECML
- ongoing evaluation of project activity and reporting on project progress to the ECML
- submission of the project outputs to the ECML
- participation at meetings for coordinators in Graz, November 2011 and in 2013
One of the working languages of the project must be either French or English. The project coordinator will therefore require at least C1 level in written production on the scale of the Common European Framework of Reference for Languages in the selected working language.
Team members will be responsible for assisting in the preparation and delivery of the project outcomes and outputs according to the plan agreed for the project.
In addition to the responsibilities as team member (listed above) the website correspondent will be responsible for the updating and further development of a project website (established and hosted by the ECML) and the production/uploading of documents/materials related to project content in liaison with the project coordinator, the second working language documentalist and the ECML webmaster. The website correspondent will also be responsible for promoting ongoing communication among the project network established.
Second working language documentalist
In addition to the responsibilities as team member (listed above) the second working language documentalist will be responsible for: ensuring key documents related to project content are available in the second working language of the project; developing the bilingual project glossary including key project terms in the two working languages; maintaining a second working language version of the project website and liaising with the ECML concerning language questions
Mediation link person (for development projects only)
In addition to the responsibilities as team member (listed above) the mediation link person is expected to become involved in a mediation project, communicating information on the ongoing work, expected outcomes and benefits to wider society to non specialist target groups (such as parents, businesses etc). Participation at activities of a mediation project is expected. The scope of participation will be defined together with the relevant mediation project team and the ECML.
Associate partners are persons with a specialisation in the area of work who become involved with the coordinating team of a particular project and are financed by their institution or national authorities. This special form of cooperation has been widely used within the ECML’s current programme to further promote cooperation at institutional level and/or as a means of familiarising a non-member state with the activities of the ECML.
6.3. What support is provided by the ECML?
The ECML is responsible for logistics, budgetary matters and financial management relating to the running of all projects within the programme as well as for the production of the final project products. The contribution of the Centre includes:
- travel and subsistence costs for team members (excluding associate partners) and participants for the meetings and events included in the action plan of the project;
- annual coordination fees for each of the roles indicated under 6.2 (except for associate partners);
- a 3-month fellowship, if proposed by the project coordinator and approved by the ECML. The fellow will be a recent graduate assisting a project in its research phase;
- the production of publications selected by the ECML editorial board;
- provision of relevant documentation and materials for events;
- consultancy at all levels of the project (i.e. management, content, technical, website, dissemination, evaluation, project promotion, documentary);
- logistical management of meetings (e.g. invitations, assistance with travel and accommodation).
6.4. In what ways are the national authorities of the member states involved in project work?
The ECML works in direct cooperation with its member states, in particular through the instances listed below which support the Centre’s work and ensure effective structures for decision-making, selection of participants for activities and widespread dissemination of results at national level.
• Governing Board
The Centre's executive organ composed of one representative from each member state. The Board defines and adopts the Call for submissions for the medium-term programme and the resulting composition of the programme. The Board also monitors the implementation of the programme and the management of the Centre's resources and forwards a report on the Centre's activities to the Council of Europe's Committee of Ministers.
• National Nominating Authorities
The official agencies in each member state are responsible for selecting participants for the Centre's workshops, based upon the detailed participant profiles provided by the project teams.
• National Contact Points
The Contact Points assist in disseminating the Centre's products (the end results of the projects) and in supplying information on its work within the member states through national networks.
6.5. Who are the target audiences of the ECML projects?
ECML projects are expected to involve the following groups in its activities and events:
- teachers working as multipliers in networks (e.g. in teacher associations);
- teacher educators;
- decision-makers (head teachers, curriculum developers, ministry officials, etc.);
- other stakeholders (parents organisations, business representatives, etc.).
Some projects may target an audience beyond the four groups listed if the expected outcomes and outputs of the project contribute to the achievement of ECML aims outlined in description of the 4th medium-term programme 2012-2015 (see section 3).
In some cases, the target group for activities during the project will differ from the target audience for the outcomes of the project, e.g. where a group of teacher educators work together on a project to develop materials for teachers. In such cases, both target groups should be clearly identified in the general project outline.
6.6. What organisational format and structure will the projects take?
For the next medium-term programme, flexible project formats will be possible: projects may be planned for 2-4 years of duration within the 2012-15 programme, depending on the character of the activities proposed. With regard to the overall planning of project activities, outcomes and outputs, project coordinators are advised to take account of the fact that the presentation of all project publications is scheduled for September 2015.
The ECML can support and finance a given number of meetings and events for each project (see details below). The events and meetings in the project action plan should be outlined each with its specific rationale and expected outcomes and outputs. The profile of target participants should also be made clear.
The events below form the basis of typical collaborative work carried out within ECML projects.
NUMBER OF EVENTS
||Meetings of the project team at different stages in the course of a project (normally for a 2-day period in Graz). In exceptional cases a small number of additional experts can also be invited to these meetings.
||The central component in medium-term projects, held in Graz. The project team prepares and moderates a 2-4-day workshop with participants selected and nominated by the National Nominating Authorities of the 34 member states of the ECML upon the basis of a given participant profile supplied by the project coordinator. A preparatory meeting usually precedes to plan this type of event. Workshops can serve a number of purposes: the setting up of projects, to work on common approaches to mutual problems or the presentation of project results, as think tanks or awareness raising conferences, or with a clear focus on training for trainers/multipliers.
Preceded by a preparatory meeting
(1 day) for the team in Graz
||2-day network meeting of the project team in Graz together with active members or the spokespersons of project networks, established at an earlier workshop, usually with the task of following up an aspect of the workshop (maximum 16 participants).
Preceded by a preparatory meeting
(1 day) for the team in Graz
||2–3-day workshop in one of the member states, co-financed by the host authorities / institution, with local or regional participants and up to 8 nominated participants from other member states, prepared and moderated by 2 members of the project team. A preparatory meeting usually precedes to plan this type of event.
preceded by a preparatory meeting
(1 day) for the moderators and the ECML staff member
||A seminar organised in one of the member states and co-financed by the host authorities / institution with local or regional participants. These 1-2-day events are in general organised and moderated by one project team member, possibly with the help of a workshop participant and offer a means of achieving larger scale involvement / piloting / training / dissemination at national level.
Only for projects
with a particular
focus on dissemination
The type and number of events within each project will vary depending on the project’s objectives and it is not expected that a single project will use all of the activities listed above.
As a means of support, fellowships assisting projects in their research phase will be available for a selected number of projects. They are awarded to young graduates from member states and cover either a period of three months full-time or six months part-time work at the ECML in Graz. Fellows are chosen by the ECML in co-operation with the project coordinator. In the general outline of a project, a coordinator may propose a request for a fellow if the specific task to be carried out by the fellow at a given phase of the project action plan is clearly indicated.
The possible formats and descriptions of the activities and meeting types for project proposals and relating to tenders are also described in detail on this website under the respective sections.
6.7. What official working languages are used within the projects?
ECML projects will be conducted in two working languages. These languages will usually be English and French, the official working languages of the Council of Europe. Project teams are encouraged to take advantage of this possibility throughout the project lifetime. Interpretation in these languages will be provided for central workshops. However, project teams must be able to communicate without interpretation. Hence, the team members have to have productive and receptive competence in one of the languages used and good receptive skills in the other. General communication with the ECML may take place in English, French or German.
To encourage participation of speakers or teachers of other languages, ONE of the two official languages may be replaced by another language. In such cases, project proposals must indicate the reasons for the choice. The impact on participation that the choice of working languages may entail as well as any administrative and financial constraints will be taken into consideration in the selection process.
In order to encourage language diversity, project teams are strongly encouraged to look for creative ways of involving further languages where possible in project activities (i.e. in group work, regional events, national activities, etc.).
6.8. How are projects evaluated?
Evaluation of project processes is an important part of project management and must be incorporated into project planning from the outset. In particular, project proposal writers need to indicate from where the project is starting so that they can demonstrate progress and achievement during the project. Ongoing evaluation provides an opportunity to reflect on the project in practice and makes it possible to adjust the working plan so that project objectives can be met.
ECML project evaluation involves the project coordinator, the project team and the ECML secretariat. In addition, the ECML appoints an external programme consultant to offer advice on content matters of individual projects and to assist in the evaluation of the programme.
For more information on the project evaluation process see http://www.ecml.at/evaluation and refer to the ECML publication: A Guide to Project Management.
6.9. What are the expected outcomes and outputs of the projects?
Projects should both focus on achieving outcomes in terms of processes (i.e. training, exchange, networking, development of competences, etc.) and give rise to products (outputs) which are of practical use to clearly defined target groups.
All projects should seek to engage as large a targeted audience as possible over the duration of the project. This is why web-based presentation and documentation of project processes, plans and outcomes play a major role. In addition to online documentation, initiatives for further dissemination will be undertaken by the project teams.
To ensure high quality standards, a review editorial board will assess publication proposals (for printed, digital and online formats) against the expected outcomes and outputs indicated in project descriptions and make suggestions on the format for publication and methods of promotion and distribution.
The ECML will finance and assure the production and dissemination of products recommended by the editorial board. Cooperation with publishers will also be welcomed.
6.10. When are the submission deadlines?
Proposals can be submitted at any time before 1 May 2011 using the submissions templates for project proposals (project proposals submission form) and tenders (tenders application form) available here.
An additional Call for proposals specifically for shorter-term projects for years 3 and 4 of the programme (2014 + 2015) will be launched in summer 2013 via the ECML website and mailing lists.
6.11. How and when are projects and tenders selected?
The selection of project proposals will take place in three phases:
- Assessment by an expert advisory group: evaluation of the proposals via a ‘blind reading’ process;
- Examination of projects by the Bureau of the ECML Governing Board and discussion with the expert advisory group: drawing up of a shortlist of projects;
- Presentation of the shortlisted projects to the Governing Board: final selection of project proposals to be included in the programme (September 2011).
A grid indicating the set of criteria on which proposals will be assessed is included in appendix II and on this website. These correspond to the following main categories:
- Relevance to the mission of the ECML;
- Added value for developing and implementing the ECML long-term vision presented in the Call for submissions;
- Quality of project design;
- Sustainability of project processes and results;
- Potential impact on learning for the benefit of the learner.
For the selection process for tenders
Following the selection of a coordinator for every project by the ECML Governing Board he/she will be invited in October 2011 to advise on the composition of the project team on the basis of all applications received for the particular project through the Call for tender by 1 December 2011.
Applicants for team membership other than project coordination will either be directly contacted by a selected coordinator or informed by the ECML about the status of their application no later than January 2012.