Education & Training TCA Meeting 2017 23 24 May 2017, Bonn, Germany Conclusions of the meeting The third TCA meeting in the field of education and training was organised by the German Erasmus+ National Agency Building für Europa and held in Bonn on 23-24 May 2017. The aim of the meeting was to bring together the network of TCA E&T officers, to discuss TCA content and quality related issues and share information about potential TCA ideas and projects for 2017-2019. Furthermore, in this meeting the strategic use of TCA as an instrument for achieving the aims of Erasmus+ programme was put in focus for the first time. Altogether, 52 participants from 36 national agencies and 31 countries were represented and had a chance to share their experiences and bring up topics where improvement is needed. The meeting started with the welcome greetings from Ms Sibilla Drews, deputy NA director in BIBB followed by the welcoming message from Ms Anne Ballauf, NA manager of Austria, Germany & Liechtenstein, and also in charge of coordinating TCA in DGEAC, European Commission. Thereafter Ms Sibilla Drews gave a brief overview of the outcomes of the NA Directors Informal Meeting in Malta and 4 priority topics as the main interest fields of transnational cooperation between NAs in 2018-19 were presented. After that Ms Anke Dreesbach (DE) and Ms Sara Southam (UK) shared latest information from the TCA Working Group meeting what was held on 22 nd of May. In addition, a successful TCA project in VET Developing Euro Apprentices (the network of mobile apprentices among 6 European countries) was presented by Mr Berthold Hübers, head of VET mobility team in BIBB. Besides the above mentioned reports and presentations, several working group sessions were organized where common cooperation ideas as well as different aspects of TCA were discussed. The following is the summary of the discussions from these sessions grouped by the specific topic areas. Conclusions of the TCA E&T Officers Working Group Meeting After Working Group discussions following conclusions with the consecutive actions were made. European Commission is well aware that for the coherent and successful cooperation TCA E&T network needs a common online platform. In order to analyse the supporting and funding possibilities of such a tool the EC welcomes more elaborated overview of the exact needs with the list of minimum requirements this platform should by all means have. For that purpose the WG has come out with the list of minimum functionalities of the new TCA E&T communication platform: - Calendar of all TCA events (planning board) with the possibility for instant status updates (planned, opened, cancelled, over-booked etc); - One-stop place where all TCA activities can be centrally introduced, promoted and advertised; - Possibility for the TCA applicants to apply via platform and for the TCA officers to build up corresponding application forms depending on a type of a TCA, e.g. contact seminar, conference, study visit etc;
- Possibility to manage different processes related to the TCA events, e.g. get an overview of submitted applications, complete the selection of participants with an overview of the waiting list, to communicate with hosting/sending NAs etc; Some of the NAs expressed also the need for a common TCA beneficiaries reporting system, but as it was not the view of majority, it was not yet added on the priority list. The list will be sent to EC and after positive feedback, a smaller Working Group will be formed who in cooperation with IT-experts will work on with the creation of the platform. However, the TCA officers would appreciate an easy and quick solution, since the Erasmus+ programme ends in 2020. All TCA officers can contribute and add more functionalities in this list if they feel that something important is missing. The network has often brought up the need for common guidelines for TCA officers, especially for the new members. The WG has decided to write Frequently Asked Questions for TCA E&T officers. This document should state the main agreements within the network in order to ensure coherent planning, development and implementation of TCA activities in all NAs (e.g. commitments to update the list of TCA officers in Yammer, to publish the information about TCA events at least 4 months before the event etc.). Christelle (FR) is responsible for making the first draft of FAQ, all TCA officers can contribute with sending questions/answers to Christelle. The WG found that similar guidelines should also be created for the TCA beneficiaries. Many colleagues pointed out that Frequently Asked Questions for TCA beneficiaries could facilitate the officers work with selected participants, especially regarding counselling before the event and giving information about Erasmus+ programme possibilities. Ideally, this document could also improve the participants` preparation before seminars (e.g. to-do-list before TCA event) and, all in all, raise the overall quality of TCA events. Colleagues from IS (Elin) and UK (Sara) will be in charge of preparing the first draft of this FAQ, all TCA officers can contribute with sending questions/answers directly to them. In May-June 2016 E&T TCA network has carried out a European-wide TCA follow-up survey. The overall report with conclusions and recommendations is now ready and available to all officers in their meeting folders. 41% of the overall number of surveyed participants (1438) responded to the questions. The main findings in the survey reveal that in majority the participation in TCA event results Erasmus+ grant application (60,5%). Moreover, slightly more than half of these projects (51%) received funding. More than 90% of respondents were satisfied with the event they attended. However, several answers demonstrated that quite often the information regarding TCA event comes too late and there is not enough time for the beneficiaries to arrange the travel and other practicalities before the seminar. The WG has decided to repeat the TCA survey in 2017 again but postpone it to autumn (Sept/Oct) in order to include also the results of KA2 selection round. Also the questions of the survey will be reviewed and updated. Norwegian NA has agreed to run the same questionnaire tool as last year again and four NAs have volunteered to prepare the new survey (FI, NL, PL, EE). All other colleagues willing to contribute this are welcome. Questions/answers regarding TCA rules & procedures During the TCA officers meeting several questions regarding TCA rules and procedures were raised and then answered/clarified by Anne Ballauf from DGEAC. The following is a short overview of the
updated information regarding implementation of TCAs (should be later added in FAQ for TCA officers): All TCA activities the NAs are planning to organise/host or send the participants should have a prior approval by the EC either through their NA Work Programme or asking separate approval from respective desk officer. The EC has sent out an excel sheet with all approved TCAs on 2017 WPs which is available on NAconnECt Wiki 1. The EC will not update the sheet regularly as there are too many changes. However, all agencies should be aware that the TCA costs are eligible only when these are related to the approved TCA activities. In case the NA needs a quick approval for a TCA activity which e.g. takes place already before the official approval of the whole Work Programme, pre-approval of TCA events is also possible by EC. The target group of transnational events funded by TCA cannot be NA staff neither EC staff. Although it is allowed to organise transnational events with other funds than TCA (e.g. national funds), it is recommendable to apply the TCA rules when implementing these events. Even more, the EC suggests adding these events also to TCA Work Programme as regular TCA activities with 0-budget. It is also allowed to other agencies to send the participants to these 0-budget TCA events and using TCA funds for that. When reporting about the TCA activities in EPlusLink it is important to know that the amounts in budget awarded column should be equal to the amounts approved in TCA Work Programme. For the purpose of compatibility between the Work Programme and Yearly Report, it is recommended not to erase the TCA events in EPlusLink even when these were cancelled or not held. In case there were already some eligible costs related to the cancelled TCAs made, e.g. shortnotice cancellations, it should be still reported in EPlusLink as cancelled activities with eligible costs. Working Groups on four TCA strategic priorities for 2018-2019 One of the tasks during the NA Directors Informal Meeting in Malta was to identify and summarise the strategic priorities of all NAs. There the most prioritised topics were clustered to four main broad themes which supposed to be the priority themes for transnational cooperation between agencies in following years. These priority themes, namely - inclusion, impact, internationalisation of higher education/vet/schools, and professionalization of teachers/staff, were also for the basis of the following discussions in TCA officers workshops where common needs and aims within these 4 topics were opened for discussion. In every group TCA officers at first tried to cluster similar needs/aims and come out with up to 4 subtopics within the priority. After that, possible needs, previous practices and future cooperation plans/ideas on each specific sub-topic were discussed. Then all TCA officers in the meeting had a chance to move around and contribute with their ideas in all groups. Finally discussions continued on possible future cooperation in different specific sub-topics and/or potential TCA activities. All TCA events and cooperation ideas proposed during the meeting have been collected in TCA 2018/2010 planning board (excel: TCA_E&T_plans_2018_2019) and is available in TCA E&T group 2 in 1 https://webgate.ec.europa.eu/fpfis/wikis/pages/viewpage.action?pageid=199135240 2 https://www.yammer.com/nationalagenciescommunication/#/files/92416675
Yammer. However, it appeared that some of the sub-topics within the broad priority themes are still missing the hosts or NAs who could take a leading role in this matter. In most of the cases the TCA officers still needed to discuss the possible hosting/organising options internally with other NA colleagues or continue the discussions even in Brussels or sectoral meetings. Following is a short overview of all the emerged sub-topics in all four priority groups. In some of the cases already rather concrete TCA events were proposed by NAs, in some other cases just a preliminary ideas either needs were expressed. Impact In this group following 4 specific sub-themes as the main interest fields of TCA were pointed out: Supporting KA2 projects on dissemination and sustainability organising trainings and seminars in cooperation of interested national agencies and sharing best practices in this field Promoting cross-sectoral exchange of practise organising project output fairs for presenting the best practices and sharing good-quality intellectual outputs between sectors Capacity building in impact and dissemination cooperation for enhancing strategical thinking and planning on impact and dissemination, especially among newcomers Evidence based methods and tools on impact develop and follow-up with useful tool-kits, materials and training sessions for participants from all sectors Internationalisation of Higher Education, Vocational Education and Training and Schools In this group four following specific sub-themes as the main interest fields of TCA were pointed out: European internationalisation strategies within VET and HEI thematic seminars with presentations on practical examples Internationalisation strategies for VET Charters thematic and contact seminars on guidance materials as outcomes (e.g. how to write an application), combining study visits and job-shadowing Long term pupil mobility interest on organising contact seminars on enhancing these activities in SE KA2 and VET KA1 Student recognition research on mapping students recognition levels, followed by the thematic conference on recognition Professionalisation of teachers and staff In this group four following specific sub-themes as the main interest fields of TCA were pointed out: International project management skills especially for school managers Validation of learning experiences through KA1 mobility
21 st century skills - focussing on teaching competences of staff Interactive teaching methodologies Inclusion Based on most of all mentioned needs and interests following four specific inclusion related topics were brought up in this group: Equal opportunities in education Supporting migrants through education and training 21 st century skills (especially critical media and digital competences) Erasmus+ Role Models as an instrument for inclusion (e.g. for avoiding early school leaving) Although there was a high interest on these specific themes, not many countries were ready to confirm they will organise or host something particular on these themes next year. This goes especially for the second theme supporting migrants through E&T, at the moment it seems that only Sweden plans to organise a TCA on this topic in February 2018 (fast track for immigrants). However, it should be highlighted that there is a real need for TCAs in this theme. It was recommended that work on the topic of inclusion should go on, but probably in a smaller working group involving preferably representatives from NAs most interested in this priority. Even more, the idea of a specific inclusion working group should be further discussed among Directors and in the next NA meeting and this WG should include colleagues from agencies who have expertise in inclusion field. It was also suggested that when some NA plans to organise a TCA in one of these specific themes they should also involve (or at least inform) other national agencies who had expressed their interest in this theme as this could facilitate strategic cooperation in the programme. Working Groups on TCA administrative procedures During the meeting TCA officers proposed several topics related to different administrative aspects of TCA which have still brought up some questions or need further discussions with colleagues. Based on those 5 working groups were formed on following themes timeline for promotion of TCAs, how to recognise the learning outcomes of TCAs, developing courses/activities that meet the needs of New Europe today, next steps in developing the TCA Working Programme, ideas how to follow up with TCA participants. Following is the list of the main outcomes of these discussions. Even when so obvious, it should be highlighted that TCA officers take full responsibility and commitment in following the rules and minimum requirements agreed within the network. It is still a problem that some of the agencies send the information about their TCA out too late. It is very difficult to other (sending) agencies to promote the event and find well-prepared participants when the notice comes too late. Therefore it should be a common agreement that the invitations to TCAs (template available) should be distributed within the network not later than 4 months ahead.
All TCA officers should update the TCA E&T planning board in Yammer (excel table) with the complete information about their TCA events (including data about the budget what is to be paid by host/by sending NA). Since majority of TCAs are now divided between 4 priority themes there should be someone responsible for monitoring and coordinating the traffic under each theme (probably the members from the TCA WG). These coordinators could be in charge of checking the planning board and keeping an eye on the developments on particular TCA priority area. The Working Group could decide the coordinators in their next WG meeting in autumn 2017. TCA officers meeting in May is still a dreaming phase in the TCA planning process as not everything is quite clear by that time in agencies and it is probably too early to come out with concrete project/cooperation ideas. As it is especially difficult for newcomers in TCA network to cope with all the rules and regulations and find relevant information, there should be some kind of introduction scheme or training programme for them. One idea was to start to organise special sessions for the new TCA officers one day before the annual TCA meeting. The FAQ for TCA officers should also help in this question. TCA survey demonstrated that sometimes the TCA beneficiaries feel to be left out after attending the TCA event and therefore it is important to follow-up with TCA participants. UK has some good practices in turning back to TCA participants 6 months after the TCA event and encouraging them to make a video or blog on a topic Where are you now after 6 months of TCA event? The TCA Working Group has made a formal request to EC to insert in the next Erasmus+ application forms additional question if the project was a result of a TCA event? This would help the NAs to get reliable and quick information about the success of the TCAs. TCA officers find very useful to learn from Youth and Sport programmes, where they invest energy in developing courses on essential topics such as digital skills, European values, 21 st century skills etc (the needs of New Europe). Conclusions for the future By the end of the TCA officers meeting was quite clear that a number of TCA cooperation ideas need further development and discussions. Furthermore, many of the preliminary ideas need the involvement of sectoral colleagues, even managers and directors of NAs. These discussions should go on either in NA meetings in Brussels, sectoral meetings or virtually in Yammer. It was decided that TCA officers should put all the information regarding their organised/hosted TCAs in 2018-2019 in the Yammer planning board TCA_plans_2018-2019, by 15 th of September 2017 at the latest, one month before the submission of WP 2018. Next TCA officers meeting in the field of education and training will probably be hosted by the Swedish National Agency (tbc) and held in 2018.