SYNTHESYS 2 Networking Activity 2
Task 2.3 Develop an EU-wide set of competencies for collections management
Deliverable 2.10 Publish set of EU competencies
REPORT FROM WORKSHOP - A European Competency Framework for Natural
History Collections
Museum National d’histoire Naturelle , Paris 5th -6th December 2012
Delegates:
Rob Huxley (NHM, London - chair)
Jiri Kvacek (PNHM, Prague)
Rene Dekker (Naturalis, Leiden)
Fausto Barbagli (MFNH, Firenze)
Isabelle Vandevelde (RBINS, Brussels)
Charlotte Labbe (MNHN, Paris)
Kristina Gorman (NHM, London)
Christiane Quaisser (MfN, Berlin)
Michel Guiraud (MNHN, Paris)
Mary Luz Penacoba (MCN, Madrid)
Peter Bartsch (MfN, Berlin)
Background
The first SYNTHESYS project identified a need for improved consistency in collections management
standards across Europe and specifically a need for a consistent approach to the learning and
development of collections-related staff. SYNTHESYS 2 has so far addressed these through training
courses, development of EU-CoM (the Collections Managers Forum). SYNTHESYS also aimed to
devise a set of European competencies to improve performance, and promote staff training and
mobility within European institutions. Knowledge and experience gained during the project brought
the management team and network leaders to the conclusion that this was too large a task to be
achieved within the SYNTHESYS project alone due to financial and time constraints. The decision was
made to instead hold a workshop to define what was needed to achieve such a competency set and
how that might be achieved by other means.
However in parallel the NHM London had been compiling a bid to the EU Leonardo da Vinci: Transfer
of Innovation programme to transfer the well-established and comprehensive NHM collections
competency framework to European institutions. It seemed sensible to bring these two aims
together and that is this aim of the workshop and this report. The agenda for the workshop is
included as Appendix 1.
Aims of workshop

To discuss and report on the possibilities of a European Competency Framework for staff
with collections management responsibility
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To develop a work plan to deliver a competency framework for Europe using Leonardo ToI
funding
To develop a work plan to deliver a curriculum of training options to address competency
needs and linked directly to the framework
Deliverables of Workshop
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A SYNTHESYS NA2 report on options for the development of European Competency
framework. (Below)
A draft bid to Leonardo ToI UK for support to create a competency set
OPTIONS FOR DEVELOPMENT OF A FRAMEWORK
A starting Point - The NHM, London Competency Framework
NHM, London has a Competency Framework in place for use by the 100 staff responsible for the
care and accessibility of its collections. This defines the skills and abilities required at each
competency level for each staff group. This Competency Framework is used for both individual
personal development and strategic planning. It is used for assessing and recording an
individual’s skills and knowledge; matching it to their job and planning their personal
development. i.e. “What skills do I need to be good at my job?” or from the manager’s
perspective - “What skills does this person need to do their job effectively?”
By mapping job requirements against the Competency Framework, staff can identify for
themselves gaps in their skill set and their vocational training and development needs.
The Framework was developed to reflect the variety of responsibilities across the NHM. Each
staff member has a suite of competencies identified relevant to their role. This Personal
Competency Profile is developed jointly by the individual and departmental management. There
are 88 competencies in total identified as core and non-core. There are four levels of
competency indicating an increase in skills, abilities and responsibilities from A (Starting level
Curator) to D (Head of Collections). A Personal Competency Profile is made up of core
competencies together with specific non-core competencies for specialist roles.
Having these recognised competencies ensures that all NHM staff are working to the same
expectation of standard. This is a major contributor to achieving the consistent application of
best practice in managing the collections for the future and facilitates strategic planning at both
departmental and organisational level. They also inform recruitment and selection procedures by
providing a defined structure for the development of job specifications and enable more mobility
within the organisation than was possible in the past. The Framework acts as a universal
language for describing competency and specifying job roles and has contributed to the
development a cohesive and consistent approach to VET within the NHM. For example the NHM
has used Leonardo Mobility funding to assist staff in gaining “on the job” training and operational
experience in European museums thus developing or improving key competency for their roles in
their own organisation. This would not have been possible without having this Competency
Framework in place.
What is the need for such a framework in Europe
Preservation of and access to European natural history collections is dependent on staff knowledge
and skills. The needs of all museums to manage, care for and use these collections are almost identical
but the approach to the delivery of vocational training in collections care is very variable. SYNTHESYS
1, through its collections assessments, identified a clear lack of consistency and provision of training
forming barriers to staff development and mobility and resulting in notable variations in application of
best practice and risk to collections. This project will deliver a means to ensure consistency of
standards in training.
What are the deliverables of such a project
1. A universal set of competencies for staff with collections responsibilities across Europe
2. A training curriculum to help individuals and institutions achieve the competency levels
needed for their jobs
What other frameworks or similar exist in NHMs in Europe
Germany
France
Belgium
US
Canada
Italy
Spain
non known by the group for NH but there are high levels of collections care
in the art sector and this may reflect some degree of competency
recognition
some systems exist and recruitment is based on standard job description +
competencies. There is no direct link to training courses
a similar system to France with certified training in collections care linked
to a framework of competency measurements. Staff demonstrating
training to a level could achieve a salary bonus. This applies to federal
institutions in Brussels e.g. Royal Library, zoological institutes, not just
natural history collections. 3 levels on training course (reverse to NHM
levels). Job family descriptions also started. Each staff has defined job
description. But again no link to collections care etc. Courses already
existing, but not in collections care – new course designed: preventive
conservation, not restoration.
The group were unaware of any similar frameworks but this was identified
as an area to explore further possibly through SPNHC
The Canadian Conservation Institute: have a framework for conservators
While there are clear rules and standards for conservation – NH collections
considered part of cultural heritage since 2004 but are considered lower
priority. There is no official training in place for NH museum staff. A
strong association of museums has organised conferences to cover e.g.
collections care – but only one delegate per institute – communication not
good so may only contact one person per institute. Good rules, but not
good information for staff – not put into practice. General rules not
considered useful for NH collections staff.
Similar to Italy – regulations on Science museums also so NH museums fall
in between art/cultural heritage and the science museums. Capacity +
Czech
knowledge usually provided by researchers working on the collections –
then passed on, but in a very ad hoc way.
There is a school of museology in Brno with connections to National
Museum, Prague– no specialist training is provided for natural history –
very general only. Universities – more science focus.
What is the Scope of the Project?
While the competency framework is intended primarily for collections work, could it be used also for
staff whose prime responsibility is research? This would extend the scope too far and also there is
already a clear system of recognition for researchers within the international scientific community
through publication, etc that allows for mobility. The competency principle would be more difficult to
apply here. However if collections staff are carrying out collections-based research this could be
acknowledged in the framework as a ”scholarship” competency .
What are the challenges to developing a successful framework?
The following were identified by the workshop:
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Communication with other institutions not only in the Natural History community but the
museum world in general – it is important to enlist their support and manage relations
Finding partners beyond this group incl. non-paid partners,
co-operation (competition?) with education / professional bodies / other stakeholders- are
we offering something that they believe they already provide. It is important to identify and
open dialogue with possible competitors in this field.
Basic incompatibility – what if it doesn’t work outside NHM London?
Will it work within Regional / national laws?
Continuation + sustainability – with no critical mass of institutions using it may not continue
Making it over-complicated (consider reducing the size)
Time + financial constraints e.g. finding links between all various training courses in different
languages – a potentially huge task
Ensuring engagement of unions / human resources departments and other stakeholders
What needs to be done to achieve a common framework for Europe?
The following were identified:
 A need to improve clarity of language in the original NHM framework, remove local idiom/jargon,
provide glossary of terms, translate into local languages
 Training: “upskilling” – identify existing courses + personal training needs.
 Identify if ECVET (European Credit System for Vocational Education And Training) standardised
qualifications across Europe can be developed – possibly beyond the scope of this project but
should at least be investigated
 Needs to be flexible enough to build in new competencies for example for molecular collections,
virtual collections etc
Recognition
 European institutions have highly competent staff, but this not always recognised as such.
 Academic recognition is common but is collections management?
 Would the competencies developed be recognised beyond our network/community – who
would it be recognised by? E.g. it would be relatively easy to for it to be recognised within
the CETAF community but would it be Europe-wide?
 The current aim is to target a limited community (pilot in 4-5 institutions) then lead to CETAF.
BUT beyond that there also needs to be Europe-wide transfer. This is beyond scope of the
Leonardo ToI bid, but that is ultimate goal.
 This project should feed into the larger goal– first steps only but final aim is Europe-wide.
Need to be clear on what we can achieve in a time- and funds-limited project.
Broader community
 Will the project extend to art museums and other institutions that also hold NH collections?
In France: for example INP (Institut National du Patrimoine) already have their own training
for museums in general.
 There is a need to carefully manage relations with the existing broader community (e.g. art
collections, biobanks)
 If we are taking the lead on managing their staff’s competencies there is potential for
tension/conflict
 We need to communicate with these institutes before the framework is developed to
prevent it being seen as instructions and “being told what to do” - need to be clear this is
not overriding existing systems.
 Advise getting a partner outside the NHMs-community and build this into Work packages.
 National Museum Prague would be suitable for such work as Natural history is only part of a
multi-disciplinary institution
 Non-European institutes could be involved as possible associated partners as Leonardo ToI
grants can pay expenses for associated partners if named on ToI consortium.
Scope of the framework
 Research in its broadest sense as such should not be included but some element of
innovation in designing educational programmes should possibly be included also
recognition for research by collections managers should be included.
Outline Work Plan
The group drew up a work plan to achieve the aims of the project. In summary the main tasks
identified were:
Competency
1) Start with NHM competency framework
2) Establish what other frameworks exist
3) Carry out stakeholder analysis.
4) Consolidate the framework for Europe-wide and create overall competency set
5) Translate into local languages
6) Create profiles for collections jobs
Training Curriculum
7) What training already exists, and how does it address competency?
8) Where are the gaps? What is missing? Where are the equivalents across different
countries?
9) Design a curriculum to address gaps
10) Create a training plan (including Train the Trainer)
11) Create language-based centres – within-country workshops – include representatives from
human resources / ministries within each country to advise on implementation – then
feedback to co-ordinator to say e.g. “here is the French model”
12) Identify learning mechanisms – what kind of training?
13) Create suite of training tools including e-learning (e.g. for students wanting to get a job in
collections managers) – target group is beyond collections staff outside institutions
14) Certification / accreditation – CETAF? Existing already with Daubenton. Proof of concept to
roll out to ECVET qualifications. E.g. DEST model. Align with a university?
15) Deliver pilot studies
16) Revisions following pilot studies
17) Roll-out
These tasks were organised into a series of provisional work packages as follows and suggestions
made for content and points to note:
1. WP1 Transfer adaptation and product consolidation:
 ensure clarity – NHM to look at its framework first and adapt if need be e.g.
“conservator and curator”
 use standardised language + glossary then consortium to study this, then translate to
local languages (carried out within countries);
 discuss in country – how does it fit?
 Report back to group to create European set that fits all countries; consolidate and
create overall competency set; adapt to country and create job specifications;
training in how to use the framework.
2. WP2 Research training needs and stakeholder analysis:
 identify gaps, what is missing? – use framework to identify what training and how i.e.
research needs.
 Not dealing with individuals but jobs;
 what training is out there and how does it address competence + how does it match
our curriculum;
 identifying stakeholders (need to do this early on from beginning of project in
parallel with WP1); hold workshop for stakeholder co-operation.
3. WP3 Training:
 modify curriculum + address gaps;
 assign competencies to existing courses; identify learning mechanisms e-learning, 11 etc.;
 create language-based centres – group training by language;
 transfer of curriculum etc. to other countries/sectors;

pre-vocational training i.e. students, potential collections managers
4. WP4 Creating a credits and certification system:
 Proof of concept for ECVET qualification.
5. WP5 Piloting and testing:
 pilot beta-version in 1-2 partner institutions – 2 languages –
 include a Collections Trust-recommended institution in UK
6. WP6 Evaluation
7. WP7 Dissemination
See below
8. WP8 Management:
 monitoring project progress;
 deliverables on time;
 budget management;
 risk management;
 website development;
 organise meetings (1: kick-off meeting, 2: 6m progress meeting, 3: 12m progress
meeting, 4: 18m progress meeting, 5: wrap-up meeting)
These work packages were modified on the basis of discussion and feedback from Leonardo (see
APPENDIX 2 for the final set of WPs included in the bid and their associated tasks ).
Dissemination
The following were identified as possible tools, mechanisms for dissemination:
- Website
- Scratchpads – free, existing technology we know works, we have a lot of support
- Eu-CoM
- CETAF
- DEST website (pool of 100 training providers – proven example of sustainability)
- Local associations
- SciCOLL
There was a need to make it clear in any application for funding that a strong network already exists
that has proved to be sustainable –for example DEST. Use of mailing lists from DEST, EDIT etc.
A good example was the Ambassadors programme under VIBRANT dissemination plan – c.30 people
spreading the word on scratchpads across the world.
Quality management:
It was recommended that the project include a social science partner to test and evaluate.
Other partners
SciCOLL: OECD-hosted worldwide initiative – mention this – poss. use member as a partner –
sustainability beyond project.
Impact
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Impact: short-term (training, career path, collaboration) on CETAF improve consistency of
standards – within country + N+S
Long-term: creation of group that shares knowledge; mobility – increase access etc.
geographically – leading position
Indicators for impact: usage i.e. no. of courses implemented, how many courses linked to
framework. Rate of implementation in country
Post-funding: consortium, framework, curriculum, hand over to CETAF to maintain
(sustained) + DEST website.
Impact on national VET system of your country: Collections Trust
Update
NHM London and 8 European partners were awarded a grant of €285,000 to support this project and
this began in October 2013.
APPENDIX 1 Workshop details
Attendees at workshop
Rob Huxley (NHM, London - chair)
Jiri Kvacek (PNHM, Prague)
Rene Dekker (Naturalis, Leiden)
Fausto Barbagli (MFNH, Firenze)
Isabelle Vandevelde (RBINS, Brussels)
Charlotte Labbe (MNHN, Paris)
Kristina Gorman (NHM, London)
Christiane Quaisser (MfN, Berlin)
Michel Guiraud (MNHN, Paris)
Mary Luz Penacoba (MCN, Madrid)
Peter Bartsch (MfN, Berlin)
Agenda
Wednesday 5th December (14.30-16.30) Report on options for European Competencies
Time
14.30
14.40
Item
Introduction to
Workshop
The NHM
Competency
framework
14.50
Detail
Agenda, Aims, Products,
Description of the NHM Competency
framework
What is it
How is it used
Pros and cons
Consistency in skill level/knowledge?
Mobility?
Easier to identify training needs?
15.15
15.30
Break
15.45
Should it be restricted to managing
collections only or include research,
education etc
How will competencies relate to existing
standards?
What are the barriers a) developing a common framework
to developing a
b) using it to design job specifications
successful
c) using it for personal development/job
framework?
mobility
d)using it to define training needs
Close
16.00
16.30
Participants describe what they know
about competencies used in their won
institutions, others in Europe
Evening: Dinner at Boullion Racine 19.00
Who
RH
Powerpoint
Powerpoint
All
Discussion
All
Discussion
All
Discussion
All
Discussion
Thursday 6th December 9.00-13.00 - Developing the ToI
The main aim of the morning will be to review the requirements of the Leonardo programme and see
how we can match them and decide on who will be in the consortium and what they will do. We can
use the draft bid as a starting point
9.00
9.30
9.45
Coffee etc
Introduction
The Bid
What is Leonardo ToI
What are criteria?
Examples of other projects supported
What we are proposing to do
Reason for project
RH
Powerpoint
All
Discussion
All
Discussion
All
Group
work
Main aims and objectives
What is innovative?
What is being Transferred? Competency and VET
Pedagogical Materials - do we need to include
this? Does the planned curriculum count as
pedagogical material? How will we test any of
these on users?
Characteristics of consortium – who are we and
what do we offer?
European added value – why are the benefits
European rather than just national.
10.30
10.45
Break
Detailed
workplan,
dissemination
and exploitation
Work packages and tasks – anything missing?
How will we ensure that results are used?
How will we ensure sustainability
11.45
Impact
What will be short term impact on target groups
and geographical areas
What will be long term impact on target groups
and geographical areas
How will we measure impact?
How will project impact on Vocational and
educational training Systems in partner countries
12.15
Budget and
partners
Funding details (75%!)
Who will be paid partners?
Who will be associated ?
RH/
all
12.40
Summary and
next steps
What have we achieved /decided
Next steps
RH/
KG/
all
13.00
End
APPENDIX 2 Workpackages of successful Leonardo Transfer of
Innovation funded project
The workpackages developed are:
WP1 Transfer adaptation and product consolidation
The aims of this work package are to:
 deliver a multi-language European set of competencies for collections management staff and to
encourage its adoption both within the natural history community and beyond
 establish the competency set as the main means of defining collections management posts in the
sector
The key objectives of WP1 are to:
 ensure that the NHM Framework (the starting point for the project) is clear and jargon free. Glossary
definitions will be supplied where necessary
 translate and adapt the Framework to the needs of the European museum partners
 evaluate the translated competency set in the context of local and national laws, culture and
governance and modify it accordingly to achieve a universal set applicable in all partners
 define all Collections-based job roles using the competency set
 developed competency profiles for individual staff members
WP2 Research training needs and stakeholder analysis: training delivery
The aims of this work package are to:
 Deliver a curriculum/syllabus of VET training opportunities mechanisms to assist collections staff in
achieving the competencies necessary for their role and future development
The key objectives of WP2 are to:
 Analyse stakeholders learning needs to identify training requirements
 Evaluate existing European training offer and provide gap analysis
 Design a VET curriculum to meet identified learning needs based on defined set of core competencies
 Provide access to multi-language VET material on-site and on-line
 Set up language-based centres to assist staff in selecting own-language courses etc
WP3 Creating a credits and certification system
The aims of this work package are to:
 examine the feasibility of enabling collections management staff to gather ECVET accreditation
attached to competencies and VET and acquire a form of certification of competence.
The key objectives of WP3 are to:
 Test the feasibility of applying ECVET credits to the curriculum
 Test the feasibility of mapping ECVET credits onto the competency set
 Provide a certification system linked to the curriculum
WP4 Piloting, Testing and Evaluation
The aims of this work package are to:
 Undertake a trial (pilot) of the Competency Framework in sub set (e.g. Department) of partner
institutions to identify issues before attempting to roll out across institutions
 Ensure that there is appropriate and robust input and consultation with all stakeholders including
external training providers, relevant national training organisations etc.
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Identify sociological and cultural barriers to acceptance of the competency system in partner
organisations
Gather indicators of success of project
WP 5 Extension to other sectors
The aims of this work package are to:
 identify the feasibility of extending the products beyond the natural history community to scientific
collections in general and to arts and humanities collections.
The key objectives of WP5 are to:
 Build relationships/networks with sectors beyond natural history
 Analyse the potential for adapting and extending the competency set to non-natural history museums
and other collections-based sectors such as biobanks.
WP6 Dissemination
The aims of this work package are to:
 encourage the widest uptake of the products and principles in Europe and beyond
The key objectives of WP6 are to:
 Ensure the project is publicised effectively through several media to a wide audience of sector
professionals stakeholders and potential future users
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Use existing and develop new mechanisms where needed to achieve first aim
WP7 management
The aims of this work package are to:
 support the project through efficient management and cost effective budgetary control. The aim is the
management and control of the EUColComp project to provide full transparency and control of the
entire project to the consortium and the Leonardo National Agency in terms of time, resources and
cost tracking.
The key objectives of WP7 are to:
 Ensure cost effective and timely delivery of objectives
 Ensure clear and accurate budgetary control
 Resolve conflicts
 Ensure coherent and efficient collaboration within the consortium
 Monitor and address risks