Effective Communication Strategies for Tempus Project Holders

1. Communication Activities Grant holder's Meeting, 12-13 December 2011, Brussels

2. Overview • Part I: Communicating with the EACEA • Part II: Communicating with NTOs and NCPs • Part III: Communicating your project results to stakeholders and the general public • Part IV: EACEA communication activities that might be relevant for you

3. Part I: Communicating With the EACEA in Brussels

4. Part I: Communicating With the EACEA in Brussels Outline of Part I 1. Communicating with the EACEA 2. The EACEA website 3. EVE

5. Part I.1:Communicating with the EACEA in Brussels 1) Contact details for your Project officer at EACEA can be found on the following page; http://eacea.ec.europa.eu/tempus/tools/documents/2011_09_09_responsible_project_officers_by_project.pdf 2) All correspondence with EACEA must be from the project coordinator at the grant holder institution. 3) E-mail is the preferred option. 4) Keep the Project Officer informed of important developments, but especially if there is a difficulty. The sooner you inform the PO of this, the easier for everyone. 5) Formal letters and all documents from the Agency will come from Klaus Haupt, Head of Unit and should be addressed to Klaus.

6. Part I.2:The EACEA Web-site • Space for Beneficiaries – all project documents available there. - Always check the FAQ before contacting your Project Officer. • http://eacea.ec.europa.eu/tempus/beneficiaries/beneficiaries_tempus4_en.php • Future Calls, RSS feeds • http://eacea.ec.europa.eu/tempus/funding/higher_education_institutions_en.php • Future Events • http://eacea.ec.europa.eu/tempus/events/index_en.php • Tempus Publications • http://eacea.ec.europa.eu/tempus/tools/publications_en.php

7. Part I.3: EVE Espace Virtuel d’ Echange/Virtual Platform for information sharing • Article I.11.4 of your Grant Agreement : Use of the Results: • Public electronic platform for the dissemination and exploitation of project results . • Project coordinators must upload basic information about their project and its results. • (outputs, pictures, links, presentations) More information: http://www.ec.europa.eu/eve

8. Part II: Communicating With the NTOs and NCPs in the Grant Holder's Country

9. Part II: Communicating With the NTOs and NCPs in the Grant Holder’s Country • Keep your NTO or NCP in the grant holder’s country informed of major developments on your project. • Invite the NTO/NCP representative to your kick-off meeting. • Add a link to the NTO web-site in-country. • If making documentaries for TV or radio on the project, maybe invite them to join as well?

10. Part III: Communicating Your Project Results to Stakeholders and the General Public

11. Part III: Communicating Your Project Results to Stakeholders and the General Public Outline of Part III • The Project Web-site • Intellectual Property Rights • Local Media • Project Publications • Promotion Material • Dissemination Conferences

12. Part III.1: The Project Web-site • Make your web-pages attractive to search-engines • by updating your pages regularly. • Don’t archive on the web-site. • Who is linking to you? • Sentences, paragraphs and pages should be short. • (Who, what, when, where, why?) • Include the Tempus logo.

13. Part III.1: The Project Web-site (continued) • - Social Media cannot replace a good web-site. • Social Media involves much additional work. • If you must post, think before you post! • Be friendly and service-minded to fellow-users. • Be open and honest about who you are, but remember that your actions reflect back on the project and the programme.

14. Part III.2: Intellectual Property Rights • Article II.3 of your Grant Agreement on ‘Ownership of Results’ - the results belong to the beneficiaries, but the Commission has the right to make free use of them. • Ensure compliance with the I.P. laws in your country. • 3) Ask permission to use photos. • 4) Ask permission before storing personal data. • 5) Ask permission before taking text from another publication or web-site.

15. Part III.3: Local Media • Local media is an excellent means of informing the local community about your project. • Write a press release on events you are organising. • Invite the local media to events. • Be your own media: record U-tube videos of project activities that can be placed on other web-sites.

16. Part III.4: Project Publications 1) All Tempus-funded publications must bear the following; ‘This project has been funded with support from the European Commission. This publication 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’. 2) All Tempus publications must bear the Tempus logo.

17. Tempus IV logo • not • Web-page with logo • http://eacea.ec.europa.eu/about/eacea_logos_en.php#tempus_logo

18. Part III.5: Promotion Material • Posters, leaflets, brochures and any other promotion material must bear the Tempus logo. • Each piece of equipment purchased with the Tempus grant whether in a partner institution or in the community must bear a sticker with the Tempus logo. • Promotion material must be produced in a ‘cost-effective’ way, should target a specific audience and the amounts produced should be justified by the size of that audience.

19. Part III.6: Dissemination Conferences • You must ask prior authorisation from EACEA before renting a premises for a Tempus event. • Only staff travel and costs of stay from project partner institutions will be covered. • Hospitality costs will not be covered. • Attending research conferences is not eligible under Tempus.

20. Part IV: EACEA Communication Activities That Might Be Relevant

21. Part IV: EACEA Communication Activities That Might Be Relevant Outline of Part IV • Studies and Seminars • Tempus Higher Education Reform Experts • Tempus Publications

22. Part IV.1: Studies and Seminars • EACEA regularly launches studies on topics of interest to the Tempus community. • Seminars are regularly organised on various topics. • A publication is usually made on the outcomes. • In 2012 and 2013, a series of regional seminars will take place on human resources management in universities in the Tempus Partner Countries.

23. Part IV.2: Tempus Higher Education Reform Expert • 1) Higher Education Reform Experts are working in Tempus Partner Countries. • 2) They can support you in your project work.

24. Part IV.3: Tempus Publications • EACEA produces publications on various aspects of Tempus. • They can all be found here; • http://eacea.ec.europa.eu/tempus/tools/publications_en.php • - We are always looking out for examples of good practice on Tempus projects.

25. THANK YOU