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Preparation Workpackage 1: Planning Document

Statement of purpose

The aim of this WP is the multidimensional analysis of recent trends in developing IaH strategies, with special emphasis on 1) support to international student services in Israel and 2) developing local students’ international experience who do not go abroad. Based on this analysis, a framework for IaH relevant to the Israeli HEI landscape will be developed. Overall, this will facilitated 1) identification of important trainings, 2) helping partner institutions fine tuning their strategy for IaH based on what they have in place and what they need to develop, and 3) benchmark progress based on the LFM and wider understanding of IaH.

Strategy:

  1. First, a "common denominator" - key generic concept of IaH among partners will be identified and used to facilitate common understanding between Israeli and European partners and other key stakeholders. Relevant IaH practices will be analyzed and compared within the WILLIAM international framework.
  2. A tool will be created to help partner institutions fine tune strategy and benchmark progress.
  3. Results of responses from the tool will be analyzed and a report prepared that will offer: 1) a comparative perspective of activity in EU institutions and within Israeli institutions and 2) provide a framework for the development workpackage to determine most valuable trainings. This process will be enhanced by data analysis based on the CHE survey on Internationalization at home.
  4. Study site visits will take place at partner institutions in Europe to reinforce the Israeli experience on development and implementation of IaH.
  5. Each institution will create an institutional IaH strategy plan that outlines how IaH will be embedded within the larger internationalization
  6. Equipment will be purchased which supports the IaH institutional strategic plan.

Timeline and milestones

Specific activities in Preparation WPDescription Milestones/timeline
1. Study visits to EU universities for members for revision of strategic policies on internationalisation and IaH
Three study visits will take place at Pula, MCI, MUNI in which Israeli partners will gain best practices on IaH based on EU institutionsl experience and expertise across WILLIAM’s 3 main goals. -Itineraries for Site visits planned and prepared
-dates confirmed
-survey of satisfaction devised and distributed after trip
-website updated with presentations
-summary notes taken and stored
1.2 Formulation and adoption of report with revised HEI internationalisation strategies through IaH.1) A tool will be created to help partner institutions fine tune strategy and benchmark progress.
2) Results of responses from the tool will be analyzed and a report prepared that will offer: 1) a comparative perspective of activity in EU institutions and within Israeli institutions and 2) provide a baseline for all IL institutions.
(see document: stage 1 report from Preparation for details)
Overview:
-tool devised, distributed, completed.
-data analyzed
-suggested tools for benchmarking determined
-report written June, 2019
- IaH institutioanl strategy template distributed by July, 2019
-IaH institutional strategy template completed by October, 2019
1.3 Purchase of equipment for IR departments and student services
Based on institution’s IaH needs and strategy, each institution will see if revisions to equipment need to be made. WP3, virtual classrooms will provide pricing of important equipment for virtual classrooms
-each institition will submit revisions. Upon approval equipment will be purchased
-identify virtual classroom equipment and pricing, May 2019
-each institution revises equipment list &-ask for approval for equipment, June 2019
-purchase equipment Sept-March, 2020

For further information/details, see the attached reports:

  1. Indicators for IaH mapping, milestones and timeline
  2. Report of IaH mapping and baseline

Workpackage Leads:

Ben Gurion University, Dr. Michal Linder linderzm@post.bgu.ac.il

Global Impact Institute, Dr. Uwe Brandenburg uwe.brandenburg@globalimpactinstitute.eu

Development Work Package 2: Planning Document

Statement of purpose

Integration of protocols, guidelines and procedures to improve student services and IROs through a comprehensive IaH. This will be achieved by delivering trainings and workshops combining theoretical approaches and practical formation both in EU and Israel.
The content of the training sessions will be the following:
-Formation on IaH policy and formulation of appropriate strategies
-Formation on strategic management of IaH
-Formation on organisation and management of international student services
-Formation on self-assessment tools for IaH (together with preparation, dissemination and management WPs)
-Formation on promotion and marketing strategies for IaH
-Formation of social integration programs for international students.
-Preparation of protocols and guidelines for international students, based on needs of partner institutions.

Strategy

  • Preparation of training modules by EU experts in organisation of student services
  • International marketing for IaH
  • Establishment of IaH strategies
  • Implementation of programming at each IL HEI based on results
  • Organisation of trainings in EU and Israel
  • Organisation and production of guidelines, protocols and procedures for foreign students
  • Piloting of services and social integration systems offered

Specifically, the documents prepared will seek to:

  • Inform incoming students of institutional services and social integration schemes according to EU standards
  • Provide guideline for faculties and central services in making resource and development choices
  • Ensure an IaH dimension in all the Israeli HEI policies, strategies and processes
  • Encourage international competitiveness

Milestones and timeline

Activity DescriptionResponsibilityDateAction Items
Organization of guidelines, protocols and procedures for international students.Collect and compile relevant info materials from all participating IHE ‘s (accommodation, visa, insurance, finance, safety, health).
MCI & Tel HaiJune 2019Request all participating Institutions to send all the material
Create a matrix of required informationIdentify the various fields of information and define prioritiesTel HaiSept 2019 The collected materials will be categorized and recommendations made for presentation of the various materials (brochures, websites, etc.)
Social and cultural integrationIntegrate international students into Israeli social and cultural setting; making local students aware of different cultures through connection with international studentsTel-Hai & ESNJuly 16-25, 2019 First mentoring visit of ESN
July 25, 2019 –workshop for student unions/staff working within international students.
November 2020 5-12 second mentoring visit of ESN
April 2021, third mentoring visit of ESN
Involve ESN in the process through mentoring/annual visits of ESN and workshops.
Based on each institution’s needs, social integration programs will be developed at each partner HEI.
Plan of consortium training activities in the area of student support services Based on the Institutional Internationalization at Home strategies, and on the skill sets of each EU partner (as reflected in the mapping from the preparation workpackage), THC will work with EU partners to determine the content of EU training. Tel-Hai Team in cooperation with EU institutions hosting the visits. December 2019
By January 2019, THC will produce a document which outlines what the content of the trainings at each EU institution will be based on 1) the needs expressed in the institutional IaH strategies of the Israeli institutions; 2) mapping of preparation which identifies strengths; 3) suggestions after initial site visits to EU institutions.
MCI visit: Implementation of student services support training
Israeli partners travel to MCI for 3 day training on selected topics.
Topics to be determined as a result of the report from THC on the needs expressed from the Institutional IaH strategy documents and on MCIs expertise as seen in the mapping and from the site visit.
THC & MCI April 20-23, 2020Dependent on the report, MCI will develop content accordingly in preparation for the visit.
MUNI visit: Implementation of Marketing training & student services for international students 4 days at MUNI, training for Israeli partner institutions on international marketing and development of international office. Additional topics for the training may be added depending on needs of Israeli institutions from the Institutional IaH report. MUNIJune (?) 2020 Plan more specifically for this visit after seeing the report from THC on the IaH institutional strategies documents.
MUNI visit: Advanced training for international marketingTo be determined depending on needs and skills of the partner institutions. MUNIJune (?) 2021Based on results/outcomes of first training, the second training will be structured.
Israeli partner training: Administrative training for internationalization and for safety and security of international students Training will be twofold: 1) help provide awareness and tools for administrative faculty on working with international students in areas such as cultural sensitivities and increase visibility of IaH across administrative staff;
2) Training to help Israeli institutions develop guidelines for safety and security of international students while on their campus.
Tel-Hai & MCI & HUJI
February 4-5, 2020 This will be organized by Tel Hai, in collaboration with HUJI in the area of safety and security. Part of the training will include learnings from the SUCTI training handbook on administrative training.
By October 1, 2019, a Save the date for this training should be sent out to all Israeli partners with draft of content.
THC will work with subcontracted NGO for security and with HUJI to determine content of this training and determine the date.
Institutional multiplier meetings/trainings for administrators/faculty on working with international students and on safety/security
AND
Begin to develop/improve institutional guidelines and protocols on safety/security.
Based on the above training of the Israeli partners, each institution will work to devise its institutional guidelines and protocols in the area of security and safety. All Israeli partner institutions June 20201) Meetings and trainings at partner institutions will be devised.
2) Each institution will submit their new/revised protocols/guidelines on safety and security for peer review.
Israeli institutions finalize new protocols for incoming international students and international student services based on trainings/collaboration with partner and EU institutions After a process of receiving partner institution’s guidelines and material (year 1) trainings and collaboration on best practices (year 2), each Israeli partner will develop their new/revised guideline and protocols for incoming students and improving student services. All Israeli institutionsAugust 2020 (before the onset of the new school year 3 of WILLIAM).
Note: prior to this time, all guidelines/protocols should be approved by management and ready for implementation in the final year of the project.
Each institution will be required to submit their revised guidelines, protocols, and explanations for implementation processes.
Piloting of new services (based on guidelines/trainings) and of social integration programs Based on consortium trainings and collaboration, each Israeli institution will pilot their newly developed services/put guidelines and protocols into action. All Israeli institutions September 2020
Training on International office supportTraining content will be determined based on needs of Israeli institutions in the Institutional IaH strategy report. Tel Hai and PulaCurrently listed as: Oct/Nov, 2021 – Israeli partners travel to UNIPU for 3 days training on selected topics
See if we can move to Feb. 2-4, 2021
Plan more specifically for this visit after seeing the report from THC on the IaH institutional strategies documents.

1) How will best practices be collected

  • Guidelines, protocols and procedures e.g. services available to foreign students, key contact persons, possibilities for social integration system, safety and security protocols, role of local students in integration process, participation in international activities, welcome in Israel packages, emergency services, etc., will be collected from the various IHE in Israel and in the EU, who already offer various programs and services for foreign students.
  • An ongoing communication will be established with the Committee for International Academic Programs in the CHE and we will work in cooperation with their policies.

Workpackage Leads:

Tel-Hai College

Shira Hantman, shirah@telhai.ac.il

Mooli Lahad, moolil@telhai.ac.il

Hila Nevo, hilanv@telhai.ac.il

Raaya Gal, raya@telhai.ac.il

Galit Barshah, galitb@telhai.ac.il

MCI

Leena Saurwein, leena.saurwein@mci.edu

Sarah Widmoser, sarah.widmoser@mci.edu

Development Workpackage 3: Planning Document Establishment of a virtual collaborative learning environment to support IaH

Statement of Purpose:

Virtual International Classrooms are “rooms” dedicated to education, in which the students are not physically present but meet in e-space using virtual mobility.
The purpose of introducing these types of spaces internationally is to grant students of higher education with cross-cultural training and competency. Additionally, the virtual spaces could enable students to learn topics that are unavailable at their institutions and gain from the enriching experience of taking a course in a different country. These students are thereby given a taste of “study abroad.”
Altogether, the Virtual International Classrooms work to facilitate intercultural communication, enhancing its effectiveness in diverse environments and promoting a higher level of intercultural awareness.

Deliverables:

Design of different models for virtual classrooms
Equipment recommendations
Joint WILLIAM training for faculty and administrative staff about virtual classrooms
Virtual courses starting in Sept/Oct 2020
Sample survey for faculty and student feedback
Analysis of faculty and student feedback
Dissemination of analysis to WILLIAM partners

Milestones:

Sept. 2019 – Guidelines for running virtual course
Site visits to learn about models of virtual classrooms:
April 16, Hebrew University
May 28, Pula
June 14, MCI
January 2020 – finalize which course and faculty will be teaching the course in partnership/relation with institution abroad.
February 2020 – Training for Israeli faculty teaching the virtual classroom
March 2020 – Syllabi of the courses for which we plan to use virtual classrooms
June 2020 - Develop surveys to assess faculty and staff satisfaction
Sept./Oct. 2020 – Start the classes
Dec. 2020 – Joint WILLIAM training for faculty teaching the virtual course (troubleshooting)January - 2021 – Analysis/evaluation of faculty and staff satisfaction
February 2021 – Report of lessons learned/best practices

Strategy:

Task A: Define the goal of the Virtual Class. Set clear, well-defined, measureable goals
Possible goals-
a. Improve academics, such as access to expert lectures
b. Improve collaboration with foreign students
Note: The two goals are not mutually exclusive. The institution should choose which goal is primary, as it will affect their choice of courses.

Task B: Choose an appropriate course and lecturer
Chosen courses should be relevant for global learning.

A topic might be relevant for global learning because the content is the same worldwide or because it is culture-specific, thereby helping students become global citizens by learning about other cultures.
The course content should be suitable for interactive learning, discussions, collaborative projects and assignments.
The lecturer should be someone who is enthusiastic about the possibilities of online learning, and willing to learn new skills related to online education.

Task C: Define the type of Virtual Classrooms needed to achieve the established goal. There are various types of Virtual Classrooms:

1) Video Conference Class – a Video Conference Class means to conduct a conference between two or more different sites by using computer networks to transmit audio and video data.

a) Connecting a lecturer in a classroom to a remote classroom
b) Connecting a lecturer in a classroom to many remote classrooms
c) Connecting a lecturer in a classroom to the individual student/s

2) Total Virtual Classroom – a Total Virtual Classroom is an online space, hosted by a cloud-service provider, where multiple participants can join a video call.

a) Connecting a lecturer to a remote classroom
b) Connecting a lecturer to the individual student/s

Task D: Choosing the appropriate conditions, software, and equipment

Physical classroom

  • Must be in a quiet area
  • Must be well lit
  • Should hold 30 students
  • Each classroom must have a technical teacher’s assistant to handle any technical interruptions and manage questions

Equipment in transmitting classroom:

  • Podium with lecturer’s computer
  • Wireless mic for lecturer
  • Video Camera
  • Monitor to view distanced class
  • A Video Collaboration System

The Video System will connect:

  1. Lecturer video camera
  2. Lecturer wireless mic
  3. Podium computer for presentations
  4. Monitor to see the distanced class
  5. Speakers to hear the distanced class

Equipment in distanced class:

  1. 2 projectors – one projecting the lecturer and the other projecting his computer
  2. Speakers
  3. A question area with a microphone
  4. A video camera for the lecturer to see the distanced class

Cisco is a leader in the video field. Below is a price list that you use as a basis for discussions with your vendor.

סה"כמחיר יח' כמות תיאורשם
$13,000$6,5002מערכת Cisco Room Kit כולל פאנל Cisco שולחני מערכת וידאו
$5,380$2,6902שירות שנתי למערכת הוידאו הכולל החלפת חומרהשירות שנתי
$1,900$9502מיקרופון תקרתי מבית Cisco דגם 
Cisco Ceiling Microphone Gen 2 מיקרופון תקרתי
$5,300$2,6502מקרן מולטימדיה מבית Epson בעוצמת הארה של 5000 ANSI כולל מסך הקרנה עם יכולת מובנית 
ל Relay / trigerמקרן
$5,760$2,8802מסך TV מקצועי בגודך 75" מבית סוני 
 BRAVIA 4K HDR Professional Displayמסך TV
$1,800$4504רמקול מקצועי לתלייה על הקיר בחדררמקול מקצועי
$3,000$1,5002רגל מקצועית לטובת התקנת מערכת הוידאו רגל מקצועית
$2,160$1,0802פנל התחברות למערכת מעמדת המרצה \ קירפנל חיבורים
$7,200$3,6002התקנת המערכת כולל פריסת כבלים, הגדרות ראשוניות של המערכת וכבילה בהתאםהתקנה
$4,000$8050לפי בנק שעות של שרותי מומחה לטובת טיפול שוטף, תמיכה, הגדרות והדרכות משתמשיםהגדרת המערכת ותמיכה שוטפת
$22,500$22,5001הפתרון הארגוני המוביל לשיחות וידאו מרובות משתתפים, כיתות וירטואליות או שידור חי של אירועים מקוונים. עבודה משותפת ומאובטחת ברמה הגבוהה ביותר.שירות Cisco WebEx

Conference Classroon:
Our findings:
Software:
The leading collaboration solutions are Cisco’s Webex, Zoom, developed by former Cisco employees, and Skype.
We have not found any significant difference between Webex and Zoom software.

CirQlive MEETS—
MEETS is an integration solution, connects your LMS with your conferencing platforms in a seamless manner.
https://www.cirqlive.com/

Hardware:
Cisco has a hardware solution with complete device integration.
https://www.cisco.com/c/en/us/products/collaboration-endpoints/collaboration-room-endpoints/index.html
EzTalks created hardware solutions for Zoom that are very similar to Cisco’s solutions for Webex and less expensive
https://www.eztalks.com/

Total Virtual Classroom:

  • We studied various cameras and software and have concluded that either a built-in laptop video camera or a simple Microsoft USB web camera is excellent for our needs.
    Also needed is a collaboration solution such as Webex, Zoom and Skype for the virtual meeting room in the cloud.
  • A larger solution is a video studio. Attached is a Power Point description of our various ideas.

Task E: Teacher Training
In addition to site visits (which took place during year 1), WILLIAM will have 2 trainings to teach faculty the virtual courses. One training will take place before the course, and another session will take place for troubleshooting during the course.
An online education expert should work with the lecturer to design the course in a way that ensures effective use of educational technologies to support collaborative learning both for local and remote students.
The expert should also help the lecturer create and manage the virtual learning environment (such as Moodle), which would include various media for the instructor to interact with the class, collaborative resources for students to interact with each other, and course content materials.
Different models need to be developed for different types of classes: such as size, theory, practical training.
Both local and online students should receive orientation training in how to participate in the course.
Virtual reception hours should be extended to help overcome the physical distance.

Task F: Report of Best Practices
The report will be based on the experience of each institution/faculty that participated in the virtual classroom initiative.

Workpackage Leads:
Orlee Guttman Director of Strategic Partnerships
Jerusalem College of Technology/Lev Academic Center
Cell: 054-594-6811
Email : orlee@jct.ac.il

Menachem Burack Vice President, Information Technologies & Systems
Jerusalem College of Technology/Lev Academic Center
Cell: 053-310-0910
Email : burack@jct.ac.il

Quality Assurance Workpackage 4: Planning Document

Quality Assurance Planning Document

Statement of Purpose
The primary goal of WP4 (Quality Assurance - QA) is the development of a QA plan and the monitoring of its implementation. The role of the QA team will be to devise the plan, indicators for measuring success, collect documentation of QA from each institution and provide feedback for processes and activities aimed at achieving the project’s outcomes. QA will be discussed in each consortium meeting and regularly via email and virtual meetings between relevant partners. QA team will work in collaboration with all partners in WILLIAM to ensure QA of both the consortium activities and the implementation of WILLIAM with each Israeli institution.

Strategy:

  1. success for each WP, together with WP leads.
  2. Work with preparation WP to devise baseline for each institution.
  3. Create a QA plan that clearly states the indicators for each activity both at the level of the consortium activities and for each Israeli institution. The plan will comprise:
    1. Purpose of the Project Quality Plan
    1.2 Quality Strategy
    2. Description of project quality standards per work package
    3. Quality assurance tools
  4. Agree on a QA mechanism for monitoring activities and continued improvement and enhancement of the project’s impact. As new activities are decided upon, the QA plan will be revised to cater to the specific activities.
  5. Create a unified document that monitors the timeliness of all deliverables during the project development. Fill out the tangible and intangible outputs and impacts per work package and use this as the basic QA tool for achievement.
  6. QA team will work with all partner institutions to ensure QA of both the consortium activities and the implementation of WILLIAM with each Israeli institution.
  7. Internal monitoring will take place 2 times a year, in which
    a. each WP will need to provide documentation agreed upon in the QA plan from each institution
    b. a partner survey will be conducted biannually analyzing project efficiency, effectiveness, project coordination and progress. These aspects will also be reviewed at international consortium management meetings.
  8. In coordination with the internal monitoring, a peer review process will be implemented in which partners with expertise in a particular area will review materials to ensure quality of outputs and suggest improvements.
  9. QA work package will work closely with the external evaluator who will also be monitoring the project and offering feedback for improvement of QA.

Milestones/Timeline Work Package 4 Quality Assurance:
Year 1

4.1Setting up a framework of Quality Plan and monitoring of QP; Basic framework due March 2019
Fully plan of QA for each work package due August 2019
4.2Elaboration of self-assessment and benchmarking for IaH (in collaboration with Preparation WP)Due April 2019
4.3Internal monitoring and peer review:
PROGRAMMER LIST LETTERS

  1. Coordinator finalizes the Quality Assurance Mechanism (QAM) tool

  2. GII gives feedback to each institution on IaH strategies

  3. all partners finalize self assessment and benchmarking, together with QA team.

  4. QA lead assesses the project process according to QAM

a – Due August 2019
b – Due December 2019
c – Due January 2020
d – bi annual reporting from partners.

Year 2

4.3 Internal monitoring and peer review
PROGRAMMER LIST LETTERS

  1. GII peer review March 16 and 20 at each institution.

  2. All documentation for QA of activities must be submitted.

  3. QA lead assesses the project process according to QAM

a – due March 2020
b – due May and June, 2021
d – bi annual reporting from partners.
4.4External monitoring/evaluation March 2020

Year 3

4.3 A - Internal monitoring
B – peer review: QA site visits by EU institutions and GII
A - March, 2021
B - April 1 9-22
4.4External monitoring/evaluation Final evaluation November and December, 2021

Detailed QA Plan – Per Workpackage
Milestones/Timeline Work Package 4 Quality Assurance:

WP 1 - Preparation:

WP#Activities Mechanism for QATangible KPIs
1.2 Formulation and adoption of report with revised HEI internationalisation strategies through IaH.

  1. mapping/develop tool to help partner institutions fine tune strategy and benchmark progress.

  2. analyze results from tool and prepare report that will offer a comparative perspective of activity in EU institutions and within Israeli institutions and and provide a baseline for all institutions.

  3. each institution creates a institutional strategy document indicating what they will be implementing specifically for WILLIAM in their institution.


  1. Use previously constructed tool, IMPI (EU project for assessing internationalization), ensure all items from LFM are included in the tool for baseline and benchmarking.

  2. Rely on QA leads experience to ensure results are well analyzed.

  3. Interim submission of strategy in August and feedback received from coordinator …


  1. report on mapping written

  2. template of IaH institutioanl strategy document.

  3. IaH institutional strategy from each institution received as documentation of what will be implemented.

1.3 Purchase of equipment for IR departments and student services

  1. identify virtual classroom equipment and pricing,

  2. each institution revises equipment list &-ask for approval for equipment,

  3. purchase equipment


  1. receive multiple pricing for virtual classroom equipment and provide to each institution for reference.

  2. request explanation for revisions to equipment.

  3. Request from each institution interim update on where things stand with equipment purchase in October, 2019.


  1. documentation of pricing investigation for virtual classroom material.

  2. Report of all equipment that institutions need to implement WILLIAM with justification and pricing, submitted to project officer.

  3. equipment bought, documented, with appropriate stickers on each equipment.

WP2 – Development: Integration of protocols, guidelines and procedures to improve student services and IROs through a comprehensive IaH.

WP#Activities Mechanism for QATangible KPIs
2.1 Preparation of training modules by EU experts in organisation of student services, international marketing for IaH, establishment of IaH strategies, implementation of programming at each IL HEI based on results.
1) Determine content and timing for trainings by EU partners based on preparation report/site visits/ and IL partner IaH strategy document.

2) Develop trainings within Israel to reach wider particpiation from IL HEI partners

3) track how trainings translate into implememtation based on IaH institutional strategy doucment
1 & 2) tracking that process to receive infomration from partners and develop the report is progressing as planned.

3) Following each training, IL partners will receive a questionnaire on how the training will translate into muliplier traings, development of protocals, meetings, etc within the institution.
1) summary of review of material on IaH from partner institutions to help determine most valuable trainings.

2) document which outlines what the tentative content of the trainings at each EU institution, then as follow up, documentation of training.

3) documentation of follow-up plan by each institution, in line with their IaH strategy & documentation for all trainings of number of participants and satisfaction survey.
2.2. Organisation of trainings in EU and Israel
Based on plan in 2.1, trainings will take place in EU and IsraelReview of itinerary for traninings, gather attendance, create survey for participants on satisfaction and on translation to implementaiton plan. -All relevant material from the trainings are included in the event summary section and toolkit sections on the william website.
-Record of attendence
-post-training surveys for faculty (using some of the same questions from the CHE survey on perceptions of faculty about IaH.)
-post training survey for adminstrative staff (using questions from SUCTI project).
2.3. Organisation of guidelines, protocols and procedures for international students.
Based on institutional strategy document, each institution must devise 2-3 new or significantly improved protocols/guidelines for:
-incoming student services
-safety and security
Each partner will report their internal process for developing the guidelines within the expected time frame.
-EU partners will visit all IL partner institutions for QA consultation on the guidelines/protocals developed around April 2021. GII has an additional visit for QA in July 2020 to assess progress.
-compliation of the devised guidelines from each institution and report on how this was institutionalized and diseminated internally.

-feedback on the guidelines and plan from the EU partner visit currently scheduled for July 2020 (by GII) April 2021 (by all EU partners).
2.4. Piloting of services and social integration system offered-based on trainings/consultation by ESN, each IL institution will develop and implement 2-3 initiatives to advance social integration of local and International students-develop method to assess impact of trainings (qualitative or quantitative depending on size of group)
-receive summary of one-on-one mentoring by ESN for each institution (annual visit)
-receive plan of social integration pilot plan for each IL institution
-ESN’s visit in year 2 and 3 are meant to serve both as consulation and QA for these projects.
-report from ESN on annual visit to each institution
-results of feedback from trainings on social integration
-report from each institution that includes twice a year, progress on development of programs, implementation of programs (including attendance and evaluation).

WP3 – Development: Establishment of a learning virtual collaborative environment to support IaH

WP#Activities Mechanism for QATangible KPIs
3.1. Design of interactive course structure
1) Collect best practices about virtual collaboration from partners

2) decide on faculty, international collaboration and curriculam that will be adapted to virtual course

3) joint WILLIAM training for instructors of virtual collaborative course

4) creation of course syllabus
1) track institutional collaboration to see that contributions of each institution with expertise are being included. Create form for each institution to fill out who the lecturer is, what course/syllabus will be adapted

2) Create form for each institution to fill out who the lecturer is, what course/syllabus will be adapted

3) Create questionniare for after training

4) Collect all syllabi, find appropriate expert from partners to provide feedback,

5) Create 4-6 questions that will be added to student questionnaire before an after course participation
1) Summary of best practices / models for virtual classrooms

1) Equipment recommendations, necessary for course (overlap with WP1.3 deliverable)

2) list of instructors and course topics from all IL institutions.

3) feedback from instructors

4) peer review of syllabus by partner experts in virtual collaboration.

5) list of standardized questions that are to be added to each course to assess impact of virtual collaboration course as it relates to IaH goals.
3.2 Delivery of virtual collaboration initiative
1) conduct virtual course (Oct, 2020

2) trouble shooting training for instructors
1) make sure all courses have questions for pre and post incorporated into the course.

2) create satisfaction survey for instructors participating in the trouble shooting workshop for instructors.
1) receive course description from each institution and number of students enrolled.

1) receive all pre and post questionnaires from students across IL institutions.

2) receive responses of training from the trouble shooting workshop.
3.3. Analysis with preliminary results
1) gather feedback fro all instructors about the course in order to identify best practices and challenges

2) analyse survey results across institutions
1) as stated in 3.1,3.2 - create 4-6 shared questions that will be added to each institution’s student survey of the course to be distributed before and after the course.

2) create a team that will analyse results.
1 & 2) report of best practices in virtual collaboration based on 7 institutions experience, including results of student questionnaires.

WP 4 - Quality control and monitoring of WILLIAM project

WP#Activities Mechanism for QATangible KPIs
4.1 Elaboration of QA Plan 1) determine QA plan for each workpackage together with WP leads
1) Feedback from QA team, with knowledge and expertise in QA 1) Document with QA plan approved by consortium
4.2 Elaboration of self-assessment and benchmarking for IaH
1) The QA team will review the ‘institutional IaH strategy documents’ and together with the institution determine the information that will need to be collected as part of the evaluation of their institutional plan. An action plan for each institution will be created. 1) upon receving the final version of the institutional strategy plans for each instittuion, QA workpackage will meet with each institution to go over QA plan.
1) QA plan for each institution based on their Institutional strategy document
-progress reports every 6 months with documentation of QA implementation at each institution
4.3 Internal monitoring and peer review
Based on the institutional IaH plans and the workpackage plans, the QA team together with the appropriate partners for the activities will monitor progress -every 6 months in years 2 and 3, each institution will submit documentation for QA.
-During year 2 and 3, EU partners come to Israel to monitor implementation of institutional IaH strategies and programming.
-progress reports for each institution will be written by the relevant internal monitor and sent to the IL HEI for consideration
4.4 External Evaluation-attend two consortium meetings
-review material, monitor progress and offer feedback for improvement
-provide evaluation reports for mid and final reports.
-hire an external evaluator who will be in contact with the coordinator and workpackage leads to put in place monitoring plan and execute it. -mid and final reports
-periodical reports to coordinator providing feedback and tips for improvement if needed.

WP5 – Dissemination and Exploitation of WILLIAM

WP#Activities Mechanism for QATangible KPIs
5.1 Development of dissemination strategy including project website and social media
students in Israel.
1) Create project website which will be available for the whole period of the project.

2) In order to disseminate project results, regular newsletters will be published with easy access and open to all through the website.

3) Creation of a dissemination strategy and define what promotional materials will need to be produced to disseminate IaH practices within HEIs in Israel.
Material will be reviewed by partners and suggestions made. 1) Website running, tracking of number of people who enter the site.

2) newsletter on website, and documentation of email listings sent to

3) Document on william’s website

4&5) timeline of implementation of video and production of it.
5.2 Development of promotional materials and online/offline guidelines and leaflets.
1) Each HEI will be able to produce promotional videos displaying the services developed in each HEI.

2) A video will be produced for the entire consortium introducing protocols and procedures (e.g. for safety and security) for foreign incoming student services in Israel.
1&2) EU WILLIAM experts will review material produced from each IL HEI and provide feedback/suggestions. 1&2) Promotional videos and material that are produced for each HEI.
5.3 Organisation of national/international conferences, multiplier workshops and dissemination events
1)Israeli HEIs will take an active role in the organisation of info-days at local level and promoting the project internally within each HEI.

2) One annual conference will be organised within the frame of WILLIAM. Each year the topic will be selected in function of the development of the project being the first annual conference based on the development of IaH strategies within HEIs in Israel and models of implementation
1&2) the content of these days will be based on best practices and insights obtained by the consortium. Time at national and international meetings will be alloted to ensuring content is of high quality. 1&2) itineraries, powerpoints, and documentation available on the website.
-number of participants
-Satisfaction surveys distributed to all participants.
5.4 Development of promotional materials and online/offline guidelines and leaflets.1) best practices will be gathered from all WP leads and published

2) toolkit will be created on the website to help IL HEIs develop IaH strategies and programming. This will include a survey for HEIs and suggestions of relevant activities.
1) process will be put in place by which material is collected from each WP lead and uploaded on the website for best practices.

2) testing of survey will be among consortium partners and distributed to various stakeholders before it is published.
1) website will have best practices gathered and uploaded annually.

2) toolkit will be available on line by the end of the project.

WP6 – Management

WP#Activities Mechanism for QATangible KPIs
6.1 Development of Project Management Tools
- develop plan for communication and management
-make sure all WP have workplans in place
-work with WP4 and WP5 leaders to draft quality, dissemination and exploitation plan.
-review of all aspects of proposal and make sure accounted for in the management plan.
-regular review of all WP workplans to ensure each is on track.
-communication with partners and all relevant stakeholders to make sure management is functioning properly
-survey on management and areas of improvement every 6 months.
-management meetings at each international consortium meeting.
-email updates summarizing next steps, about once a month.
-workplan/timeline
-plans for WP developed and on Website.
-documentation of action items after management meetings.
6.2 Organisation of national and international project management meetings
-set agenda for meetings
-organize itiner
-communication with all workpacakge leads and institutions to ensure all items necessary to discuss are on the itinerary. -itinerary for meetings, attendance sheets, feedback/satisfaction form
6.3 Financial and administrative follow up and reporting to EACEA-financial reporting of the partner institutions every 6 months.
-all documentation uploaded onto the website
-constant communication with partners to ensure compliance with reporting.
-Guidelines for the use of the grant, financial management of the grant communicated to partners to raise the quality of the project implementation.
-Partner agreement lists actions and procedure for successful project implementation.
-mid and final reports
-external evaluation reports
-external financial auditing reports

QA Workpackage Leads:
Lead
Colman – Dr. Yael Israel-Cohen, Hadar Shany, Samara Segal
Co-Assist:
GII – Dr. Uwe Brandenburg
Gordon – Dr. Rhonda Sofer and Gordon WILLIAM team

Dissemination workpackage 5: Planning Document

Statement of Purpose
This document presents the consortium’s approach to planning dissemination and exploitation, and the activities that will promote these important tasks. The entire document is based on the Working Package of Dissemination and Exploitation that appears in the project’s application, which clarifies various topics and processes.
It is important to note that dissemination begins even before the project start date, immediately following the announcement of selection, and continues not only until the end of the project but also after the life of the project.
The objectives of the dissemination work package are to identify and organise the activities to be performed in order to transfer knowledge about the project and deliver its outcomes, processes and ideas to a wide and diverse audience.

Strategy

1. Target audiences for dissemination
Several target groups have been identified as major potential recipients of the knowledge generated by the project:

  1. Experts in each HEI that have the key skills necessary for the implementation of the program at partner institutions.
  2. Key stakeholders in each partner HEI, including faculty and staff
  3. Students in each partner HEI
  4. Other non-partner HEIs including their experts, faculty, staff, stakeholders, and students.
  5. National Bodies in Israel: Council of Higher Education, Budgetary and Planning Committee, Committee of Israeli University Heads (“VERA”)
  6. European Bodies in partner HEI countries
  7. Global HEIs, with focus on EU HEIs through their IROs

2. Means of dissemination

  1. Project Website: The results of the project and the final publications will be available there for free.
  2. Professional Networks and social media.
  3. Project newsletter that disseminates project results.
  4. Promotional Videos for incoming students
  5. National and International Conferences—Roundtable discussions.
  6. Internal HEI meetings between WILLIAM members with the key experts in the relevant fields at their HEIs.
  7. Publication of material and guidelines through leaflets and online documents.

3. Principles of dissemination activity
The dissemination and exploitation goals and activities is the responsibility of all consortium members. The following are some suggestions regarding dissemination and exploitation efforts:

  1. Regard all partner HEI activities as an opportunity for dissemination.
  2. Project activities should be well publicized within each HEI and beyond if the activity is relevant for the community.
  3. There are many opportunities for dissemination and promotion of WILLIAM: Professional network groups, teacher’s rooms, workshops, conferences and even in the classroom.
  4. It is important to document every event and report it to the WP4 leaders. Pictures are very important.
  5. The project’s logo as well as the Erasmus+ logo and disclaimer (according to the guidelines) should appear on every visual presentation of the project (presentations, documents, reports).

4. Process of reporting events
The WP4 leaders will request regular reporting from the partners on dissemination activities in which they were involved, such as event attendance (and the characteristics of the event, participating audience, etc.), press releases, publications, etc., and will take appropriate steps to ensure maximal internal circulation of relevant information to promote those actions.

Milestones and Timeline Year 1 (2019)

TaskDescriptionDateResponsibilityAction Items
Create
Dissemination List
Build Google
Doc.
Start
collection 1.3.19
HUJI TeamDetermine
what information is required
Prepare
Dissemination Strategy
Description of
basic plan for year 1
Description of plan for entire project
1.4.19

1.8.19
Masaryk and
HUJI Team
Submission
of plan by July 11, 2019
Publish semi-
annual Newsletter
With upload
feature to collect contact information
No. 1 –
1.7.19
No. 2 –
1.1.20
HUJI TeamAppointment
of editor;

Set dates for submission of information;
Set template for submission.
Creation and Maintenance of WebsiteMain portal for information to be uploaded by work package leadersCompletedCOLMAN
Team
Ensure that all participants have links to website.
ADD ADDRESS
Publish On-line Deliverables (Summary of William activity 2019)To be uploaded by Work Groups using uploading tool currently on website1.1.2020Appointment of group leaders – for uploading materials
HUJI Team – setting style and rules, sending reminders
Set visual style and rules use of logo.
Dissemination EventEvent for all interested parties in Israel in conjunction with Erasmus Info DayOctober- November 2019
(exact date TBA)
HUJIInitiate cooperation with Israel Erasmus+ Office and Israel Council Higher Education (CHE) and other HEIs in Israel
Collection of Best Practices and RecommendationsRequest of all WP groups to send best practices and recommendationsDecember 31, 2019HUJIRequest must go out in November to all WP groups
Assess dissemination activityExamine traffic on website through Google Analytics (eg.Ongoing: Report Before eachHUJI Team (Check if COLMAN
web team can
Add Google code to relevant pages
Hits, Duration, Downloads, etc.)consortium meetingprovide information)

Year 2 (2020)

TaskDescriptionDateResponsibilityAction Items
Publish On-line Deliverables (Summary of William activity 2020-21)To be uploaded by Work Groups using uploading toolOngoingHUJI Team
Videos for International Students1) Video for each HEI

2) General
Video on Key Guidelines
Start in July 2020HUJI Team and Israel partnersGet plan from each HEI, get EU approval (Yael), coordinate production
Determine content – get information from WP2
NetworkingGet each school to communicate with 2 other institutionsEnd year 2 and during year 3Masaryk and HUJI Team
Diffusion EventPerhaps Annual Conference of Israeli HEIs at CHEJuly 2020
International Meeting Tel HaiDecember 2020
Collection of Best Practices and RecommendationsRequest of all WP groups to sendDecember 31, 2020HUJIRequest must go out
in November
best practices and recommendationsto all WP groups

Year 3 (2021)

Promotional Materials Start July 2021
publish by December 2021
  
Videos for International Students1) Video for each HEI

2) General
Video on Key Guidelines
Publish by May 2021
Dissemination Conference at Tel HaiJuly 2021
Dissemination Conference at COLMANDecember 2021
Multiplier EventEach institution goes to 2 other HEIs to show outcomesTBA
Multiplier EventsUse existing teacher college forum to show tools and outcomesTBA
Collection of Best Practices and RecommendationsRequest of all WP
groups to send best practices and recommendations
December 31, 2021HURequest
must go out in November to all WP groups

1. Logos. There are two logos that must be used in all projects:

  1. The logo of the project fund provider EACEA. This is the only valid logo and must be used on all materials, documents, promotional items, web, posters, etc.
  2. The logo of the project. It was created to increase the visibility of the project and should be used on all promotional and dissemination materials and documents together with the logo of the EU. Here are the combined logos:

2. Credits: Any communication, publication or output resulting from the project, made by the beneficiaries jointly or individually, including at conferences, seminars or in any information or promotional materials (such as brochures, leaflets, posters, presentations, etc.), must indicate that the project has received European Union funding. This means that all material produced for project activities, training material, projects websites, special events, posters, leaflets, press releases, CD ROMs, etc. must carry the Erasmus+ logo and mention: “Co-funded by the Erasmus+ Programme of the European Union.” When displayed in association with another logo, the European Union emblem must have appropriate prominence.

Every publication should mention the following sentence:

“This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.”

Workpackage Leads:

Ms. Jane Turner, Head of International Office, Hebrew University of Jerusalem, janet@savion.huji.ac.il

Dr. Jonathan Kaplan, Vice Provost, Rothberg International School, Hebrew University of Jerusalem, yonatank@savion.huji.ac.il

Ms. Violeta Osouchová, Head of Division for Strategy and International Marketing, Masaryk University, Center for International Cooperation, osouchova@czs.muni.cz

Management Workpackage 6: Planning Document

Statement of Purpose
The ultimate goal of the management workpackage is to ensure that that milestones and goals are being reached on time, in budget, and with high quality; that communication between participants is clear; and that project reach all its deliverables in line with EACEA project/financial guidelines. Towards this ends, it is the management’s responsibility to set agendas, deadlines, and regular meetings/communication with all partners and among all workpackages. In addition, it is management’s role to maintain communication with the Project Officer and the National Erasmus+ Office to ensure the project is meeting expectations and that all necessary changes are communicated and approved.

Strategy

  1. Ensure project goals, strategies, and activities are clear to all partners,
  2. Ensure all contracts are signed and followed.
  3. Set agenda, timeline, and milestones for national/international meetings.
  4. Maintain constant communication with WP leads and each institution regarding progress of expected deliverables as set in LFM .
  5. Ensure workpackages are on time with reaching deliverables of high quality. When changes are necessary, communicating this within the consortium and with the project officer.
  6. Subcontract external evaluator and auditor to ensure project is in line with proposed plan in budget and in high quality
  7. Maintain regular management meetings for updates, changes, and conflict resolution.

Milestones/timeline

WP#Milestone Timeline
6.1 Development of Project Management Tools
- develop plan for communication and management
-make sure all WP have workplans in place
-work with WP4 and WP5 leaders to draft quality, dissemination and exploitation plan.
-review of all aspects of proposal and make sure accounted for in the management plan.
-regular review of all WP workplans to ensure each is on track.
-communication with partners and all relevant stakeholders to make sure management is functioning properly
-survey on management and areas of improvement every 6 months.
-management meetings at each international consortium meeting.
6.2 Organisation of national and international project management meetings
-set agenda for meetings
-organize itinerary
-communication with all workpacakge leads and institutions to ensure all items necessary to discuss are on the itinerary.
6.3 Financial and administrative follow up and reporting to EACEA-financial reporting of the partner institutions every 6 months.
-all documentation uploaded onto the website
-constant communication with partners to ensure compliance with reporting.
-Guidelines for the use of the grant, financial management of the grant communicated to partners to raise the quality of the project implementation.
-Partner agreement lists actions and procedure for successful project implementation.
Workpackage Leads:
COLMAN
Dr. Yael Israel-Cohen (coordinator/project management) ycohen@colman.ac.il

,
Hadar Shany (project management) HadarS@colman.ac.il

Samara Segal (financial management) Samarase@colman.ac.il



Assist:
Gordon
Dr. Rhonda Sofer rhonda@Gordon.ac.il

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