WP2 - Institutional and capacity building for Staff Advisory units and sub-cells


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WP2 - Institutional and capacity building for Staff Advisory units and sub-cells

led by Tallinn University of Technology & EURASHE

In this WP the infrastructure for reinforcing SAOs and sub-units on project management will be set up. Every partner institution that is going to be involved in reinforcing SAOs will take the necessary steps to install the hardware and software equipment needed to support the modernization of information systems and administrative procedures. Software for financial management and student enrolment will be purchased. The training and training materials will be outsourced. Each of these institutions will set up its institutional design according to their own priorities and needs. In order to secure the best possible conditions for providing access to the SAOs across PCs, a crucial activity within this WP is capacity building and forming a minimum of 4 staff at each institution in IMS, HR, Financial management and international accounting principles, administrative and student enrolment systems. Therefore, 4 types of training will be developed in function of these profiles. Likewise, a seminar on leadership will be organised by EURASHE in Brussel. This WP will be implemented from February 2016 to June 2018.


List of activities:


Rectors' Meeting in Brussels (March 6th - 10th, 2017)

Led by EURASHE

rectorsmeeting

March 6th - 10th, EURASHE (European Association of Institutions in Higher Education) and project coordinator co-organised meeting of twelve leading representatives from TACTIC partner universities from Cambodia, Vietnam and Mongolia. The Rectors’ Meeting took place in Brussels, Belgium in the EURASHE headquarters.

The 3 days intensive program started by the TACTIC presentation by the coordinator of the project Violeta Osouchova from Masaryk University, Brno. Thereafter the presentations of each of the partner institutions followed with emphasis on the expectations from TACTIC project. After the lunch break, EURASHE Project Manager Marko Grdosic and Policy and Communications Officer Alexandre Wipf led the evaluating discussion about strengths and weaknesses of the partner universities, followed by two European Commission representatives Manel Laporta Grau and Antonella Giorgio who covered equally important aspect of the cooperation - the role and significance of European Union in supporting the capacity building in higher education outside European Union.

Second part of the program included presentations on importance of European associations for representing the interests of higher education institutions and role of stakeholders in development of higher education in Europe. Speeches were given by Michal Karpisek, EURASHE Secretary General, Paula Ranne (ENQA, European Association for Quality Assurance in Higher Education) and Anna Widegren (ESU, European Students Union).

On the last day of the program the participants visited ODISEE University College in Brussels. The day followed by presentation on management of higher education institutions in Belgium by Johan Cloet, former EURASHE Secretary General, former General Director of Lessius University College/Vice-General Director of Thomas More University College in Antwerp, Belgium. After that, with reflections of the participants the Rectors’ Meeting was officially closed. We are looking forward to the meeting of all partners in Hanoi, Vietnam, in December 2017.

See more:

Photos from the event

Rectors' Meeting program

List of participants


Administration Management and Student Enrollment Training (March 23rd - September 19th, 2017)

Led by Tallinn University of Technology

In the end of March the first from four planned training modules took place in Asia. Co-organized and prepared by Talinn University of Technology, the training on Administration Management and Student Enrollment Training was delivered to nominated staff from Cambodia and Vietnam by Ms Keit Kiissel and Ms Kadri-Ann Matson, experts from TUT's International Marketing and Recruitment and International Admissions offices.

Both trainers and trainees have shared and discussed their professional experience while learning new knowledge in the field during the days of March 23rd to 30th, 2017. The training was hosted by University of Battambang in Cambodia and Ho Chi Minh University of Technology in Vietnam. It mainly focused on Marketing and Student Recruitment, Admission and Student Enrolment, Accommodation, Services for Freshmen, Academic Consultation during the Studies, Students’ Databases, Career Centre, and International Student Exchange Program.

The Mongolian module was completed in October 2017, with Ms Jete-Maria Vürmer from TTU accompanying Ms Keit Kiissel this time.

See more:

Resumés of the trainers

Resumés of Cambodian trainees

Resumés of Vietnamese trainees

Program of the training

Photos


Human Resources and Organizational Change Management (April 10th - June 23rd, 2017)

Led by Université Perpignan Via Domitia

In the end of June the second training module was completed. On behalf of TACTIC partner Université Perpignan Via Domitia, Dr. Laurent Giraud from Toulouse 1 Capitole University first visited Mongolia in April (10th - 14th) and then continued with his journey to Cambodia and Vietnam two months later (June 12th - 23rd) to deliver training on Human Resource and Organizational Change Management.

In three weeks, one week per country, Dr. Giraud led nominated trainees from each partner university through his intensive lectures, workshops and case studies focused on crucial topics such as job analysis, recruitment and selection, leadership, workplace relationships or organizational change management from basics to tools and development, all supported by relevant literature. The last day of the training was dedicated to preparation of HR polices, tailored to the needs of each university.

See more:

Trainer's resumé

Cambodian trainees resumés

Vietnamese trainees resumés

Mongolian trainees resumés

Syllabus of the training

Photos


Financial and Project Management Training (May 22nd – June 9th, 2017)

Led by Masaryk University

After Administration Management and Student Enrollment and Human Resources Management, what came next? Another crucial area of the management of higher education institutions is that of finances. Training on Financial and Project Management therefore filled three consecutive weeks between May and June (May 22nd – June 9th) at our partner universities in Asia.

Led by Mrs. Violeta Osouchova (TACTIC project coordinator) from Masaryk University, the training dealt with topics such as structures and polices for FM, planning, budgeting, diversification of funds, use of informational systems for FM, risk management or project writing and project management.

See more:

Trainer's resumé

Cambodian trainees resumés

Vietnamese trainees resumés

Program of the training

Photos


Information Systems Management Training (September 25th - November 3rd, 2017)

Led by Brno University of TechnologyIMS Training in Mongolia

IMS (Information Management System) area training was carried out by two IT professionals from BUT. Trainings were organised in

  • Cambodia: Meanchey University, Sisophon, 25.  – 29. 9. 2017
  • Mongolia: University of Humanities, Ulaanbaatar,  9. – 13. 10. 2017
  • Vietnam: Hanoi University of Science and Technology, Hanoi, 30. 10. – 3. 11.

Trainers prepared the training content based on the pre-course questionnaires about IT service level at each university. Trainings included theoretical part (aimed to present the world wide accepted IT service management methodologies), the presentation part (oriented to present BUT systems as a case study), and practical part, where trainers visited each IT units, make an IT service assessment and provided recommendation to futures development.

Experience exchange via presentations, discussions and workshops were very open and friendly, full of informal interactions and trust. (Report by Mr. Ing. Jan Brada)

See more:

Program of the training and resumés of the trainers

Vietnamese trainees resumés

Cambodian trainees resumés

Mongolian trainees resumés

Photos


Internships in Europe (November 6th - 17th, 2017)

Hosted by TUT, UPVD, BUT and MU

The year’s “training season” was topped off with two-week-long internships in Europe for nominated partner countries trainees that was co-organized and hosted by all four TACTIC European universities - Tallinn University of Technology, Université Perpignan Via Domitia, Brno University of Technology and Masaryk University.

Each Asian HEI sent 4 delegates, one person per training module, who would be provided with opportunity to visit the European universities and learn the best practices of university functioning right in the process.

Each European partner hosted the visit for 2 – 3 days, providing the trainees with general overview of the university’s usual work processes as well as more specific information and insights into each of the four main management areas: financial management, human resources, administration management and student enrolment and information management systems. Trainees were introduced to specific electronic systems that each university uses, they could observe the employees in work, browse through policies and documents that the employees use, attend specific workshops, and so on.

We would like to thank to all of the partners for their big effort in organizing this event, as well as to the trainees themselves for their enthusiastic participation and mutual sharing of practices that inspired partners on both continents.

See more:

Photos (more will be added soon)

TUT Program

UPVD Program

BUT & MU Program

List of participants


PRINCE2 Foundation and Practitioner Certification Exam Training

An abbreviation for PRojects IN Controlled Environments, PRINCE2 is a set of project management standards globally recognised for their practice-driven approach. The certification is useful both for aspiring and employed project managers. While PRINCE2 Foundation is the entry-level for building knowledge in the area, to access the PRINCE2 Practitioner (as the second-level certification) a successful completion of previous courses in the area is required. 

Between August 7th - 11th, six trainees from our Vietnamese partner universities (HUST, HCMUT) undertook the courses and certification exams provided by Invensis Learning company. The training took place in the premises of HCMUT, Ho Chi Minh City, Vietnam and all the participants completed it successfully. Below you can find brief information on the participants and on the courses themselves.

In Cambodia, our partners will be taking the PRINCE2 course on-site as well. The dates are set to February 20th - 24th, 2018 and the course will be provided by Simplilearn Inc.

Mongolian partners are planning to take the course during March.

Vietnam

Cambodia

Mongolia


Train-the-Trainer (February, June, 2018)

After our partners from universities in Cambodia, Mongolia and Vietnam had taken part in training seminars in Europe, focusing on project management (PRINCE2) and financial management, HR and administration managements, student enrollment etc. during the autumn semester 2017, they organized Train-the-trainer session at their home universities for their colleagues in order to share obtained knowledge from European universities. Therefore, three Train-the-trainer sessions were arranged in Vietnam, Mongolia and Cambodia during February and June 2018.

On 6th February, 2018, Hanoi University of Science and Technology (HUST) organized a first session for nearly 60 colleagues from HUST and other Vietnam universities with a title "Internal and Rountable Meeting practices and sharing from HUST trainees in TACTIC project".

On 14th June, 2018, University of Humanities, Mongolia and National University of Mongolia organized Train-the-trainer seminar on "Effective Higher Education Management: Finance Management&Project Management, Student Enrolment and Information Management System" in Ulaanbaatar, where approximately 30 colleagues from Mongolian universities participated. The seminar involved several discussions e.g. on current issues of HEIs of Mongolia.

Third and last session took part on 25th June, 2018 in Battambang, Cambodia. There were 39 participants from three main universities including University of Battambang, Mean Chey University, and Chea Sim University of Kamchaymear. This was a professional workshop on “Project Management (PRINCE2), Financial and Human Resource Management, and Administrative Management and Student Enrolment”.

Vietnam

Mongolia

Cambodia


Evaluation of establishment of Staff Advisory Office/Group (SAO/SAG) at Asian universities (October 2018)

One of the objectives of TACTIC project was to establish Staff Advisory Office/Group (SAO/SAG) with project management units at each partner university for career counselling, guidance, and occupational support and change management. The primary responsibility of the Staff Advisory Office/Group (SAO) is to encourage participation by staff, in an advisory role, in university matters and to train and advice staff concerns to university administration.

A member of SAO is a person who completed TACTIC training from one or more fields as defined in project proposal (financial, administrative, human resources, IMS) or project training and who could share knowledge from financial management to other colleagues. SAO member can also provide consultations to other staff who need some advice on accounting as well as hold additional regular meetings with SAO members.

In the end of October 2018, Reijo Karo (Director of International Projects in Tallinn University of Technology), together with Mai Hoa Nguyenova (Programme Manager at Masaryk University, Brno) held individual meetings, consultation and administrative agenda with all six Asian universities in order to evaluate the establishment of Staff Advisory Office/Group (SAO/SAG) at those universities. In all of the Asian universities, Staff Advisory Offices were established and they serve their purposes. There is a sufficient number of interested and qualified staff for managing the Staff Advisory Offices at each involved university.

See more:

Explanation of Staff Advisory Office

Guidelines for establishment of SAO


SAO Training, Talinn, Estonia (November 20th - 22nd, 2018)

In the week between 19th-23rdNovember, 2018, the Staff Advisory Office Training took place in Tallinn, Estonia. Representatives from Hanoi University of Science and Technology and Ho Chi Minh University of Technology participated in this training. The program was organized by Tallinn University of Technology. The training consisted of multiple presentations by experts, workshops and discussions. The main topics discussed at the training concerned strategic planning in student recruitment, offline and online marketing. The participants also visited International Admission and Student Counselling Office at the Tallinn University.

Training program


SAO Training, Brno, Czech Republic (November 26th - 30th, 2018)

The Staff Advisory Office Training took place between 26th – 30th of November, 2018 in Brno, Czech Republic. Representatives from National University of Mongolia, University of the Humanities, University of Battambang and Mean Chey University participated in this training. The program was held throughout the whole week and consisted of multiple practical workshops and activities organized by the Masaryk University and, later on, Brno University of Technology. The Mongolian and Cambodian participants also held presentations on student services at their home universities. The main topics discussed at the training concerned specific IT systems for student enrollment (ISOIS, MU IS), international mobility activities (Erasmus+, Keep moving, Orientation week) and international marketing strategies. Teiresias, the support center for students with special needs at the Masaryk University, was also introduced.

See more:

Photos

Training program


Leadership Meeting in Brussels, Belgium (December 10th - 14th, 2018)

In the middle of December 2018 representatives from all six Asian universities altogether with Masaryk University coordinator Violeta Osouchova and trainers from EURASHE participated in “Leadership Training” that was held from December 10 to December 14 in Brussel, Belgium. The Leadership Training was focusing on university strategic management and strategic planning of universities.

During the four-days-long training, representatives of European Student Union spoke about their participation in the strategic planning of universities and trainers from EURASHE (European Association of Institutions in Higher Education) presented the role of EURASHE in the European Higher Education. Also strategic issues in higher education were discussed as well as merging process.

See more:

Programme


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