Call for Proposals
South Initiatives 2014
Cuba, Ecuador, Tanzania,
Uganda, Vietnam, South Africa
and Ethiopia
Open to Flemish universities and university colleges
30 September 2013
Table of contents
Summary
4
1. Background
5
1.1.
Political agreement
5
1.2.
Country strategies
5
1.3.
From a country strategy to a country programme through competitive calls and policy
orientated choices
5
1.4.
6
A country call for South Initiatives
2. Definition
7
2.1.
Definition
7
2.2.
Concept
7
3. Funding and implementation period
8
3.1.
Indicative budget
8
3.2.
Implementation period
8
4. Criteria of eligibility
9
4.1.
Geographic location and local partner institution(s)
4.2.
Flemish promotership
11
4.3.
Country strategy
11
4.3.1. Country strategic frameworks
4.3.2. Research platforms Uganda
9
11
11
4.4.
Project Cycle Management (PCM)
12
4.5.
Formatting and submission modalities
13
4.6.
Not covered by South Initiatives
13
5. Drafting the proposal
13
5.1.
Format
13
5.2.
Logical Framework Matrix (LFM) and Indicative Operational Plan (IOP)
14
5.3.
Budget proposal
14
5.3.1. Format
14
5.3.2. Financial guidelines
14
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5.4.
Written confirmation copromoter(s)
15
5.5.
Brief CV local and Flemish (co)promoters
15
5.6. Declaration for Flemish promoters or co-promoters who are not only affiliated to a Flemish
university or university college
15
6. Submission modalities
15
6.1.
Via the ICOS of the Flemish association
15
6.2.
Form and deadline
16
7. Selection procedure
16
7.1.
Selection process
16
7.2.
Selection criteria
16
8. Implementation and reporting modalities
17
8.1.
Agreement and payment
17
8.2.
Implementation of the South Initiative
17
8.3.
Reporting
17
9. Timetable
18
9.1. Internal Deadlines
18
9.2. Overall timetable
18
10. Appendices
19
10.1.
Enclosed formats
19
10.2.
Accessible at the VLIR-UOS website: www.vliruos.be
20
11. More information
22
11.1.
ICOS per association
22
11.2.
VLIR-UOS
23
ABBREVIATIONS
Call for proposals for South Initiatives 2014
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3/25
Summary
Budget:
Max. € 75.000 per project
Duration:
Max. 2 years
Eligibility:
Flemish universities and university colleges
Countries:
Cuba, Ecuador, Tanzania, Uganda, Vietnam, South Africa, Ethiopia1
Launch of the call:
30 September 2013
Deadline submission project proposal and all
3 December 2013
annexes:
Selection date:
End January 2014 (indicative)
Submission:
by the Flemish promoter
VLIR-UOS supports partnerships
between universities and university colleges
in Flanders and the South
looking for innovative responses
to global and local challenges
www.vliruos.be
1
DR Congo will be addressed through a separate Call document.
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1. Background
1.1. Political agreement
Considering the agreement of 22 April 2010 between VLIR-UOS and the Belgian government, and the
resulting concentration on 20 countries for its South programme, VLIR-UOS needed to come up with a
new country list. This list was made up considering past cooperation and a set of criteria (Human
Development Index (HDI) and other) through a method called “Benefit of the Doubt”. For each country,
VLIR-UOS needed to develop a country strategy to be implemented through a country programme
(sum and mix of interventions going from individual to country level interventions).
1.2. Country strategies
A VLIR-UOS country strategy represents an informed policy choice that serves as a framework for
programming, in fact a roadmap for cooperation. This framework is sufficiently broad and multidisciplinary in order to ensure that VLIR-UOS can continue to facilitate academic partnerships and related
initiatives within the context of a long term country strategy - 12 year term - with a general objective.
A country strategy is the result of numerous inputs and consultations with a wide spectrum of actors in
Flanders and the specific country.
So far country strategies have been developed for the following countries: DR Congo, Cuba, Ecuador,
Uganda, Tanzania, Vietnam, Ethiopia and South Africa. Country strategies for Burundi and Suriname
are under way.
1.3. From a country strategy to a country programme through
competitive calls and policy orientated choices
VLIR-UOS embraces project funding through open competitive calls and a merit and quality based
selection. The academic quality and competitive character will continue to exist. However, calls for
proposals will make reference to the respective country strategies. Given sufficient quality, proposals
will be further evaluated and ranked in terms of their possible contribution to the strategic framework.
The translation of this strategy to academic partnerships and related initiatives through competitive
calls and need/opportunity based interventions, or in other words the totality of the selected and funded strategic projects, form a country programme. The following scheme represents the evolution
from country strategy to country programme.
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Competitive calls
Selection
Strategy
Programme
VLIR-UOS or
platform initiated
A country programme aims at integrating activities/ building blocks at different levels (national, institutional, departmental, individual etc) and of different types (scholarship, project, programme). As such,
the South Initiatives act at the level of specific focus areas at sub-institutional level (departmental) but
contribute to the country-wide objectives and therefore sometimes include cross-institutional and
national-wide activities:
INTERVENTION TYPE
LEVEL OF INTERVENTION
More direct contribution
to country-level priorities
NATIONAL
- Network
and capacity building
University
Institutional strengthening
Cooperation
and capacity building
- Research Platforms
- Other
national-level
Strengthening and capaciIUC
ty building at depart-
projects
mental/ faculty level
TEAM and South
Reinforcing the individual
Initiatives
Scholars
1.4. A country call for South Initiatives
The Bureau UOS has decided to launch a South Initiative 2014 call in seven of the eight countries for
which a VLIR-UOS country strategy exists (Cuba, Ecuador, Tanzania, Uganda, Vietnam South Africa
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and Ethiopia). For RD Congo a separate RD Congo call will be launched in the beginning of October
2013.2
The demand for a call for South Initiatives is high, both within the partner countries and the Flemish
universities and university colleges. In the first place because of the fact that this type of projects, due
to its limited size in terms of budget and timeframe, is a good way for newcomers to check and try
whether they would fit into, and feel comfortable with the way university cooperation for development
is conceived and organised within VLIR-UOS. Through the South Initiatives, VLIR-UOS wants to
provide the opportunity to (new) professors/ lecturers with no or limited experience in (university)
cooperation for development, to get involved. South initiatives offer as such opportunities for exploration, to test new ideas and new partnerships, and can be considered as ‘eye openers’ and as a breeding house. In addition, South Initiatives can offer opportunities to broaden the scope of current or past
research projects whereby the goal is not only to harvest but also to multiplicate at a national level.
2.
Definition
2.1. Definition
South Initiatives are short-term, small, one-off projects with a limited budget, initiated by academics/
lecturers at a university/ university college or a (national) non-profit research institute in a developing
country, in collaboration with Flemish academics/ lecturers. Also other civil society actors in the South
can be involved, but only as supporting partner and not as applicant.
South Initiatives are meant for forms of cooperation that currently do not fit within the existing UOS
programmes. Funding through this budget line is meant to facilitate and organise new partnerships
and new, innovative forms of cooperation. Within the new country strategy approach, South Initiatives
are particularly relevant to identify new partners, to bring innovation in the country portfolio and to join
forces around nationally relevant topics through selected pilot initiatives.
2.2. Concept
The purpose of South Initiatives is to explore, facilitate and organise new partnerships and innovative
forms/ modalities of cooperation that contribute with the proposed country strategic priorities (seed
money). They are pilots, so per definition short term, that may subsequently grow into ‘regular’ projects
within the existing VLIR-UOS programmes.
The South Initiatives can also be an important tool in order to promote synergetic actions within a
country or regional strategy, and more in particular involving TEAM or Own Initiative projects, IUC
programmes and other VLIR-UOS activities or activities funded by other donors.
In the same context, South Initiatives can offer opportunities to broaden the scope of current or past
research projects, and possibly even bring them to a national level.
2
Due to budget uncertainty earlier on this year the VLIR-UOS calls for new projects and scholarships have been put on hold
until now. Only in July 2013 we received the positive news that VLIR-UOS will receive 100% of its budget for 2013. For 2014
VLIR-UOS is still waiting for budgetary indications. VLIR-UOS hopes to be able to offer broad new opportunities for cooperation
for academics. However, we are aware of the short time that remains available for submission, selection and approval of the
proposals. We call on everyone for constructive cooperation, in an effort to be able to harvest as much qualitative and development relevant proposals as possible.
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Examples:

Exploring and formalising a new partnership by exchanging lecturers/ professors, doing joint
research and co-organising training courses;

National ‘pilot’ initiatives/ ‘seed money’ in view of serving transversal needs identified in the
context of the country strategy consultations and important for successful project development
(examples: national level workshops on innovative teaching and learning skills development,
intellectual property rights development, research capacity training, …)

Elaborating a framework for a future TEAM project by setting up a basic laboratory and initiating research activities in order to strengthen collaboration for sustainable development;

Visits to further elaborate an existing collaboration between a professor/ lecturer in the South
and a Flemish professor/ lecturer as a result of earlier contacts made;

A feasibility study in the South on the establishment of an international M.Sc. programme, or a
part thereof, or a first pilot of what is meant to become a local training initiative organised in
the South, or a brainstorming meeting on quality improvement/ extension of a local training
programme;

Mobility of academics/ lecturers/students to the South to explore partnership ideas, e.g. in the
context of travel grants for Flemish students, and/ or to develop a system of quality control for
exchange of students, or to explore a project idea;

Quality improvement of an existing curriculum;

Exploring ideas for collaboration with Belgian and other actors in the country/ region concerned;

…
3.
Funding and implementation period
3.1. Indicative budget
VLIR-UOS reserved a budget of € 2.100.000 for South Initiatives 2014 in the 7 countries (Cuba, Ecuador, Uganda, Tanzania and Vietnam, South Africa, Ethiopia). This budget is indicative and depending
on the quality of individual proposals.
The overall budget for this call is subject to final approval by the Belgian government of the overall
VLIR-UOS budget for 2014.
The indicative maximum budget per project is € 75.000 (total budget for the total project duration).
3.2. Implementation period
The South Initiatives will have to start between the date of formal approval of the South Initiatives
Programme 2014 (probably April / May 2014) and 31 December 2014. They are limited in duration
(max. 2 years). Extensions to the implementation period are not possible.
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4.
Criteria of eligibility
4.1. Geographic location and local partner institution(s)


The cooperation is limited to institutions in the 7 countries for which a VLIR-UOS country
strategy has been formulated:
1.
Cuba
2.
3.
Ecuador
Tanzania
4.
5.
Uganda
Vietnam
6.
7.
South Africa
Ethiopia
In Uganda, the call is only open to the 8 universities that have been selected in the framework
of the country strategy:
-
Busitema University (BU)
-
Gulu University (GU)
-
Kyambogo University (KYU)
-
Makerere University (MAK)
-
Mbarara University of Science and Technology (MUST)
-
Mountains of the Moon University (MMU)
-
Uganda Christian University (UCU)
-
Uganda Martyrs University (UMU)
In the framework of the Ugandan research platforms (see 4.3.2.) it is recommended that project proposals are submitted by teams of at least 2 Ugandan universities (a leading partner
(promoter) and (a) supporting partner(s) (copromoter(s)).
Makerere University (MAK) and Mountains of the Moon University (MMU) are only eligible if
these universities are involved as supporting partners (no core funding).
The platform coordinator (in Uganda and in Belgium) can be promoter of maximum 1 South Initiative or 1 TEAM project within the platform he/she coordinates.
Only in Uganda the number of partner universities was explicitly limited to 8. In the other 6
countries (Cuba, Ecuador, Tanzania, Vietnam, South Africa and Ethiopia), no restrictions have
been made, however in the country strategies indications are given on the opportunities for
cooperation in a selected number of universities (see background documents).
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
VLIR-UOS prefers to cooperate with university colleges and universities which fulfil their
threefold role of a university, or with non-profit (national) research institutes attempting to
freely disseminate and make accessible the acquired knowledge. VLIR-UOS aims at cooperation with (a) Southern partner(s) (university and/or university college and/or (national) nonprofit research institute) which has/ have potential with respect to (university) education and/or
research, which play(s) an emancipatory role within its/ their society, which pursues an active
policy of cultural, ethnic, social and philosophical non-discrimination. VLIR-UOS encourages
Southern partners to work together with other social actors in the country, yet these can only
be involved as supporting partner.

South Initiatives are limited to initiatives with institutions in the South that have limited financial
resources from their own.

South Initiatives which aim at a cooperation with an university involved in a new or ongoing
IUC are only eligible if this university is involved as a supporting partner (no core funding). The
IUC programmes are new or ongoing at the following universities in the countries from the list
(see also ‘IUC Partnerships’ on http://iuc.vliruos.be/):

-
Hue University (HU, Vietnam)
-
Mountains of the Moon University (MMU, Uganda)
-
Mzumbe University (MU, Tanzania)
-
Nelson Mandela African Institute of Science and Technology (NM-AIST, Tanzania)
-
UCuenca (Universidad de Cuenca, Ecuador)
-
Universidad de Oriente (UO, Cuba)
-
Limpopo University (UL, South Africa)
-
Jimma University (JU, Ethiopia)
Project proposals which aim at a cooperation with former IUC partners are only eligible if this
university is involved as a supporting partner (no core funding). They can also be applicant
and receive core funding if it concerns cooperation with a(n) academic unit(s) which was
(were) not part of the projects financed during the second phase of the partner programme.
The former IUC partners in the 7 countries eligible for this call are (see also ‘IUC Partnerships’
on http://iuc.vliruos.be/):
-
Can Tho University (CTU, Vietnam)
-
Escuela Superior Politécnica Del Litoral (ESPOL , Ecuador)
-
Hanoi University of Technology (HUT, Vietnam)
-
Sokoine University of Agriculture (SUA, Tanzania)
-
Universidad Central Marta Abreu de las Villas (UCLV, Cuba)
-
Mekelle University (MU, Ethiopia)
-
University of the Western Cape (UWC, South Africa)
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4.2. Flemish promotership
The Flemish promoter must be a ‘ZAP’ member with tenure at a Flemish university or with an equivalent position, or a lecturer with tenure at a Flemish university college. In other words, the Flemish
promoter of a South Initiative must:

have permission from his/ her university or university college to enter into financial undertakings on behalf of the institution;

have the appropriate competence to supervise the project;

be affiliated with the institution at least as long as the duration of the project.
It is the responsibility of the Institutional Coordinator for Development Cooperation (ICOS) of the
association (see 11.1.) to check whether the promoter is allowed to act as a promoter within his/her
own institution, and to check if the promoter will be affiliated with the institution for the duration of the
project.
Promoters or copromoters who are not only affiliated to a Flemish university or university college, but
also to an institution within which DGD funding is or can be provided on a project or structural basis,
and in case no rules for inter-institutional cooperation are provided, are requested to add a declaration
in which the director of the institution concerned declares that the selection of the proposal by VLIRUOS would neither involve conflict of interests nor imply parallel DGD funding of the project concerned.
In case the promoter is different from the person who is responsible for the execution of the project,
this should be clearly specified in the project proposal (see annex 1).
4.3. Country strategy
4.3.1. Country strategic frameworks
With the 2010 decision to limit the total number of VLIR-UOS partner countries, it was agreed to set up
a strategy for each partner country that will serve as road map for future cooperation with that country
in the context of academic cooperation for development.
South Initiatives should take into account the VLIR-UOS country specific strategic guidelines that have
been elaborated for each of the countries: Cuba, Ecuador, Uganda, Tanzania, Vietnam, Ethiopia and
South Africa. In doing so, it will be possible for VLIR-UOS to further elaborate a country specific intervention map thus offering higher visibility of actions and results, improved donor coordination (synergy,
harmonisation and alignment) improved promotion of Flemish Higher Education and increased societal
impact.
4.3.2. Research platforms Uganda
In Uganda, two problem-based, interdisciplinary and inter-university research platforms have been
created, reflecting the priorities identified by the Ugandan universities during the identification mission,
and matched by the interests expressed by academics and lecturers in Flanders:
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1. Platform on (Food, Health & Environmental) INSECURITY

Focus on the relevance of the family in addressing food, health & environment insecurity.
2. Platform on (Ensuring Accountable) GOVERNANCE

Focus on responsiveness and accountability to local communities in the areas of
natural resource management, social service delivery and post conflict recovery.
South Initiatives in Uganda should be aligned with the research priorities of these platforms (see
background document 6).
4.4. Project Cycle Management (PCM)
South Initiatives have to be identified and formulated following the general principles of the Project
Cycle Management methodology (PCM).
Since 2003 VLIR-UOS has adopted the Project Cycle Management methodology, based on the Logical Framework. This methodology is to be applied for projects with Southern institutions for all ‘South’
programmes (South Initiatives, TEAM, IUC, DR Congo Programme). The advantage of introducing
PCM and the Logical Framework is that the different instruments will respond to the same logic, allowing the same management tools and criteria to be used to formulate, implement, monitor and evaluate
projects.
In the case for the South Initiatives 2014, the promoters are requested to develop a ‘simplified’ logical
framework with the following components:
1.
Specific objective:
the key project objective that indicates the benefit(s) the major
project beneficiary will obtain (short-term objective)
2.
Intermediate results:
the services or products to be realised by the project
3.
Main activities:
the measures to be taken by the project to ensure the results
4.
Assumptions:
external factors falling outside the direct control of the intervention, but that are vital to the success of the project
5.
Pre-conditions:
external factors that must be met before the project starts
6.
Indicators:
an operational description of the specific objectives and the
intermediate results
7.
Sources of verification: description of where and how to find the information with
regard to the indicators
Together with the logical framework, an indicative operational plan with a timing of the different project
activities must be elaborated.
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For more information on the PCM methodology, please consult:
-
background document 12 ‘Project Cycle Management (PCM): General VLIR-UOS
manual (draft of July 2002)’ available on our website www.vliruos.be;
-
the ICOS of the Flemish association (for a list of the ICOS per association, see 11.1.);
-
the VLIR-UOS office (thomas.vervisch@vliruos.be).
4.5. Formatting and submission modalities
The proposal must meet the drafting and submission requirements as described in ‘5. Drafting the
proposal’ and ‘6. Submission modalities’. Non-compliance with the obligatory format will lead to nonacceptance of the proposal.
4.6. Not covered by South Initiatives
All forms of cooperation that can already be funded within VLIR-UOS, as part of TEAM, the Institutional University Cooperation Programme, the North Actions Programme or the Scholarship Programme,
cannot be funded with the budget for the South Initiatives (see ‘Programmes’ on www.vliruos.be).
5.
Drafting the proposal
A project proposal for South Initiatives must comprise the following parts:
1.
Project proposal (annex 1)
2.
3.
Logical Framework Matrix (LFM) and Indicative Operational Plan (IOP) (annex 2)
Budget proposal (annex 3)
4.
Written confirmation of copromotership by the local and Flemish copromoter(s) (if applicable)
5.
Brief Curriculum Vitae (max. 2 pages) of the local and Flemish (co)promoters, and of the
key researcher(s) involved
6.
Declaration for Flemish promoters or co-promoters who are not only affiliated to a Flemish
university or university college but also to an institution which is eligible for DGD funding
on a project or structural basis (if applicable)
5.1. Format
The application format in annex 1 comprises a maximum of 6 pages and must be submitted in English.
All compulsory fields are to be completed within the format. The format must be signed by the local
and Flemish promoter (can be an electronic signature).
Besides the documents listed above, attachments are not accepted. They are not sent to the members
of the selection committee.
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5.2. Logical Framework Matrix (LFM) and Indicative Operational
Plan (IOP)
According to the Project Cycle Management methodology (see 4.4.) a Logical Framework Matrix
(LFM) and an Indicative Operational Plan (IOP) must be added to the project proposal. The format in
annex 2 must be used.
5.3. Budget proposal
5.3.1. Format
A budget proposal for a South Initiative represents a general overview of all planned expenditures,
according to the specified budget lines. In the case of cofinancing, also funds from other donors (cofinancing) should be included in the budget proposal.
The Excel-format in annex 3 must be used for the budget proposal, including a detailed calculation of
the investment costs, the operational costs, the personnel costs and the scholarship costs (based on
the VLIR-UOS scholarship guidelines and allowances).
5.3.2. Financial guidelines
In general, the provisions of the VLIR-UOS financial guidelines for TEAM projects apply (June 2012
version) (see background document 9, but also 10 and 11). Given the specific character and objective
of the South Initiatives and the wish to keep this instrument easily manageable, certain types of expenditure per typology in the South Initiatives cannot be funded:

No buildings (A.1.)

No purchase of vehicles may be charged (A.2.)

Should be limited to 25% of the project budget
B. Operational costs

In accordance with the TEAM regulation
C. Personnel costs

In accordance with the TEAM regulation (service contracts, topping-up, employment contracts), but no wage costs for expatriated
personnel may be charged

Should be limited to 25% of the project budget

In accordance with the TEAM regulation, except for the fact that
Ph.D. scholarships cannot be included. M.Sc. scholarships can on-
A. Investment costs
D. Scholarship costs
ly be included in the case of a 2-year South Initiative.
E. Coordination costs

In accordance with the TEAM regulation, but local coordination
costs (E.2.) may be charged only if a local project account has
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been opened and local expenses are managed through this account (5% lump sum from A tot D)
5.4. Written confirmation copromoter(s)
In case (a) local or Flemish copromoter(s) is (are) involved in the project proposal, the project proposal
has to contain a confirmation (e.g. e-mail) of the copromoter(s) in which they confirm their copromotership.
5.5. Brief CV local and Flemish (co)promoters
The local and Flemish (co)promoters, and the key researcher(s) involved, must submit a brief Curriculum Vitae, in a free format, but limited to the South Initiative relevant information, in English (max. 2
pages).
5.6. Declaration for Flemish promoters or co-promoters who are
not only affiliated to a Flemish university or university college
If promoters or co-promoters are not only employed by a Flemish University or university college, but
also by an institution (e.g. ITM) which is eligible for DGD funding on a project or structural basis, and
no regulations are provided for such inter-institutional cooperation, these promoters or co-promoters
must include a declaration from the institution’s management stating that any selection of the proposal
by VLIR-UOS would not create a conflict of interests or entail parallel funding by DGD.
6.
Submission modalities
6.1. Via the ICOS of the Flemish association
The promoters of a South Initiative must submit their proposal to the ICOS (Institutional Coordinator
for Development Cooperation) of the Flemish association, taking into account the internal deadline
within the association (see 9.1.).
The ICOS function as go between, between the VLIR-UOS secretariat and the individual Flemish
institutions and academics/ lecturers. The ICOS are the first line contact persons to assist the promoters with the elaboration of their project proposal (eligibility check, explanation of the financial guidelines, assistance in the elaboration of the logical framework matrix, etc).
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The proposals must be grouped by association and submitted to VLIR-UOS by the ICOS. The ICOS
must draw up a general survey of all proposals from their own association (see annex 4) and complete
the ICOS checklist for each South Initiative (see annex 5).
For a list of the ICOS per association, see 11.1.
6.2.
Form and deadline
Proposals must be submitted to VLIR-UOS by the ICOS of the Flemish association electronically:

7.
The electronic copy should reach us at the latest on 3 December 2013 at 5 pm by e-mail to
thomas.vervisch@vliruos.be and dominique.debondt@vliruos.be.
Selection procedure
7.1. Selection process
A selection based on open competition of all project proposals submitted will be made by the Selection
Committee of VLIR-UOS, composed of experts of the Flemish universities and the Flemish university
colleges, DGD, and external experts. The Selection Committee will justify its selection as detailed as
possible.
The project proposals will be submitted to the Selection Committee for selection on 15 December
2013 (indicative). During this meeting of the Selection Committee the promoter is not expected to
come and present his/her proposal. The Bureau UOS and the VLIR-UOS Steering Committee will
ratify this selection.
Once the VLIR-UOS Bureau and VLIR-UOS Steering Committee will have taken their final decision as
to the selection of the project proposals, all promoters will be informed of the outcome of the appraisal
process and the reasons for approval or rejection of their proposal(s).
All South Initiatives 2014 selected by VLIR-UOS, will be integrated in the South Initiatives Programme
2014 and be submitted for approval to the Minister for Development Cooperation in February / March
2014.
7.2. Selection criteria
The Selection Committee will review all proposals in the first place on their quality and their development relevance, in relation to the South Initiatives concept and finality, and their alignment with the
VLIR-UOS country strategy (+ for Uganda: their alignment with the research priorities of the platforms).
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Other selection criteria are (not in priority order):
-
Innovation level of the project;
-
Feasibility of the objectives;
-
Value for money of the project;
-
Impact on the partner institution/ country/ region;
-
Opportunities for the Flemish institution(s)
-
Profile and quality of the partners, and nature of their involvement;
-
Complementarity/ synergy with other projects in the region or country ;
8.
Implementation and reporting modalities
8.1. Agreement and payment
As soon as the South Initiatives Programme 2014 is formally approved by the Minister of Development
Cooperation, VLIR-UOS will draft an agreement between VLIR, the local institution and the Flemish
institution with which the promoters of the South Initiative are affiliated, to establish rules governing the
management and use of, and responsibility for, the resources allocated.
After all parties involved have signed the agreement, and provided VLIR-UOS has received the resources needed for the implementation of the South Initiatives Programme 2014 from DGD, VLIRUOS will transfer the first instalment of the subsidy to the respective Flemish institution.
8.2. Implementation of the South Initiative
The promoters are to execute the South Initiative as described in the application dossier and approved
by VLIR-UOS.
8.3. Reporting
The promoters of South Initiatives which will start between the date of Royal Decree for the South
Initiatives Programme 2014 and 30 June 2014, must submit the annual report of year 1 over the South
Initiative to VLIR-UOS, comprising an activity report (report on content) and a financial report by 31
August 2015. The promoters of a South Initiative which will start between 1 July 2014 and 31 December 2014 must submit the annual report of year 1 over the South Initiative to VLIR-UOS, comprising an
activity report and a financial report by 28 February 2016. If the South Initiative takes two years, the
reports of the second year and an end report are to be introduced to VLIR-UOS one year later.
All expenses, with the exception of coordination costs, must be the subject of an original justification
document, in accordance with the respective VLIR-UOS guidelines.
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9.
Timetable
9.1. Internal Deadlines
After submission of the project proposal to the ICOS of the Flemish association, a first eligibility check
will be done by the ICOS and the proposal will be updated by the promoters, if necessary.
The internal deadlines for the submission of the proposals to the ICOS of the Flemish association are:
Association
Deadline
Ghent University Association
16 November (advice)
28 November (final submission)
Universitaire Associatie Brussel
18 November (advice)
28 November (final submission)
KU Leuven Association
18 November (advice)
28 November (final submission)
Associatie Universiteit-Hogescholen Limburg
18 November (advice)
28 November (final submission)
Associatie
Universiteit
&
Hogescholen
18 November (12.00)
Antwerpen
9.2. Overall timetable
Date
Party
Activity
30 September 2013
VLIR-UOS
Launch of the call for project proposals
November 2013
Promoters
Internal deadline for submission to the ICOS of
the Flemish association (see diagram above)
3 December 2013 (5
pm)
ICOS
Deadline for submission to VLIR-UOS, through
the ICOS of the Flemish association, of the
project proposals for South Initiatives 2014, the
general overview of project proposals and the
completed ICOS checklist for each South Initia-
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tive 2014
January
tive)
2014
(indica-
February 2014
Selection Committee
Selection of the project proposals by the Selection Committee of VLIR-UOS
VLIR-UOS Bureau
Ratification of the selection by the Selection
Committee of VLIR-UOS
VLIR-UOS
Steering
Committee
February / March 2014
VLIR-UOS
Steering
Committee
Discussion and approval of the South Initiatives
Programme 2014 by the VLIR-UOS Steering
Committee (DGD, Cabinet of the Minister, VLIRUOS)
April / May 2013
Minister for Develop- Final approval of the South Initiatives Proment Cooperation
gramme 2014 by Royal Decree
Between date of Royal Promoters
Start of the South Initiatives 2014 implementa-
Decree and 31 Decem-
tion period
ber 2014
10. Appendices
10.1. Enclosed formats
Formats that are enclosed and which have to be submitted.
For the promoters:
This format is to be followed when drafting the
Annex 1:
Format for a South Initiatives project proposal
Annex 2:
Format for the logical framework and the indica-
project proposal.
A project proposal is only complete if a logical
framework and an operational plan are added.
This document gives you the format of a logical
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tive operational plan
framework and an indicative operational plan.
Annex 3:
A project proposal is only complete if a duly
completed and detailed budget is added. This
Budget proposal
document gives you the format of a budget
table.
For the ICOS:
To be drafted by the ICOS and to be submitted
Annex 4:
Format for the general overview per Flemish
association of the proposals
to VLIR-UOS.
To be drafted by the ICOS for each project
proposal and to be submitted to VLIR-UOS.
Annex 5:
Checklist ICOS
10.2. Accessible at the VLIR-UOS website: www.vliruos.be
Following background documents can be downloaded from the VLIR-UOS website (www.vliruos.be)
when formulating a project proposal:
Projects should maximally align with the identi-
Background document 1:
The country strategy for CUBA
fied themes and priorities for cooperation.
For ongoing VLIR-UOS activities please visit the
Cuba page on our website
Projects should maximally align with the identi-
Background document 2:
The country strategy for ECUADOR
fied themes and priorities for cooperation.
For ongoing VLIR-UOS activities please visit the
Ecuador page on our website
Projects should maximally align with the identi-
Background document 3:
The country strategy for TANZANIA
fied themes and priorities for cooperation.
For ongoing VLIR-UOS activities please visit the
Tanzania page on our website
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Projects should maximally align with the identified themes and priorities for cooperation.
Background document 4:
The country strategy for VIETNAM
For ongoing VLIR-UOS activities please visit the
Vietnam page on our website
Projects should maximally align with the identi-
Background document 5:
fied themes and priorities for cooperation.
The country strategy for UGANDA
For ongoing VLIR-UOS activities please visit the
Uganda page on our website
South Initiatives in Uganda should be aligned
Background document 6:
For information on the Uganda platforms please
visit the platform page on our website.
with the research priorities of the INSECURITY
or GOVERNANCE platform.
Projects should maximally align with the identi-
Background document 7:
For ongoing VLIR-UOS activities please visit the
fied themes and priorities for cooperation.
South Africa page on our website. Also the
country strategy for SOUTH AFRICA will be
made available on our website as of 30/09/2013.
Projects should maximally align with the identi-
Background document 8:
For ongoing VLIR-UOS activities please visit the
fied themes and priorities for cooperation.
Ethiopia page on our website. Also the country
strategie for ETHIOPIA will be made available
on our website as of 30/09/2013.
The VLIR-UOS financial guidelines indicate
Background document 9:
what expenses are allowed in the framework of
VLIR-UOS financial guidelines for TEAM and
a TEAM project or South Initiative, how budgets
South Initiatives projects (September 2012)
are to be made, and how expenses have to be
accounted for (for per diem and hotel allowances, and scholarship guidelines and allowances,
see background documents 10 and 11).
Background document 10:
VLIR-UOS
hotel
allowance
and
per
diem
amounts from 1 August 2013 onwards
Those amounts are to be used to budget the
hotel and per diem costs for South Initiative
projects.
Background document 11:
Those rules and amounts are to be used to
Allowances and guidelines for scholarships 2013
budget the scholarship costs for South Initiative
projects.
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Background document 12:
Project Cycle Management (PCM): General
VLIR-UOS manual (draft of July 2002)
This document provides you with explanation
on the PCM concepts that are to be applied
when elaborating South Initiative projects.
11. More information
11.1. ICOS per association
Associatie
Naam ICOS
Adres
KU
Roeland
Development
Janssen
Unit
Leuven
Association
Cooperation
Naamsestraat
63
-
Telefoon
E-mail
+32 16 3
Roeland.Janssen@kuleuven.b
79556
e
bus
5001
3000 Leuven
Associatie
Nina
Dienst
Universiteit
&
Mangelschots
Samenwerking
+32
(0)3
nina.mangelschots@ua.ac.be
265 43 21
UA – Gratiekapelstraat 10
Hogescholen
Antwerpen
Ghent
Internationale
2000 ANTWERPEN
Nancy Terryn
University
Association
Dienst
+32 (0) 9
Onderzoeksaangelegenhed
en
Afdeling
264 98 14
nancy.terryn@ugent.be
Onderzoekscoördinatie
Sint-Pietersnieuwstraat 25
9000 GENT
Associatie
Universiteit-
Stephanie
Frere
Dienst
en
Hogescholen
Limburg
Internationalisering
+32 (0) 11
26 80 15
stephanie.frere@uhasselt.be
+32
(0)2
880 12 89
francoise.de.cupere@vub.ac.b
e
Ontwikkelingssamenwerkin
g
(DIOS),
Campus
Diepenbeek
Agoralaan, gebouw D
3590 DIEPENBEEK
Universitaire
Associatie
Brussel
Françoise
Cupere
De
Vrije Universiteit Brussel
International Relations and
Mobility Office
Pleinlaan 2
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1050 BRUSSEL
11.2. VLIR-UOS
VLIR-UOS
Thomas VERVISCH
Visiting address: Bolwerksquare 1A, 1050 Brussels, Belgium
Mailing address: Postbus 103 Elsene Naamsepoort, 1050 Elsene, Belgium
Tel.: (32) (2) 550 19 62
E-Mail: thomas.vervisch@vliruos.be
www.vliruos.be
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ABBREVIATIONS
BU
Busitema University, Uganda
CTU
Can Tho University, Vietnam
DGD
Directorate General for Development Cooperation
ESPOL
Escuela Superior Politécnica Del Litoral, Ecuador
GU
Gulu University, Uganda
HDI
Human Development Index
HU
Hue University, Vietnam
HUT
Hanoi University of Technology, Vietnam
ICOS
Institutional Coordinator for Development Cooperation
ICP
International Course Programme
IOP
Indicative Operational Plan
ITP
International Training Programme
IUC
Institutional University Cooperation
JU
Jimma University, Ethiopia
KYU
Kyambogo University, Uganda
LFM
Logical Framework Matrix
LU
Limpopo University, South Africa
MAK
Makerere University, Uganda
MMU
Mountains of the Moon University, Uganda
MU
Mekelle University, Ethiopia
MU
Mzumbe University, Tanzania
MUST
Mbarara University for Science and Technology, Uganda
NM-AIST
Nelson Mandela African Institute of Science and Technology
OI
Own Initiative
PCM
Project Cycle Management
SI
South Initiatives
SUA
Sokoine University of Agriculture, Tanzania
UCU
Uganda Christian University, Uganda
UCLV
Universidad Central Marta Abreu de las Villas, Cuba
UCUENCA
Universidad de Cuenca, Ecuador
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UMU
Uganda Martyrs University
UO
Universidad de Oriente, Cuba
UOS
Universitaire Ontwikkelingssamenwerking (University Cooperation for Development)
UWC
University of the Western Cape, South Africa
VLIR
Vlaamse Interuniversitaire Raad (Flemish Interuniversity Council)
VLIR-UOS
VLIR-Universitaire Ontwikkelingssamenwerking (VLIR-University Cooperation for
Development)
ZAP
Zelfstandig Academisch Personeel (Independent Academic Personnel)
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