The management of the IUC programme is framed by a number of operational guidelines and underlying principles. The available documents are divided into different topics.

Financial: financial guidelines, formats for financial reporting, per diem and hotel allowances.
Planning and activity reporting: formats for annual planning and activity reporting
Mobility and scholarships: procedures for visa and travel arrangements, allowances for scholars
RD Congo & Burundi: All formats and guidelines for the management (both general and financial) of the IUC programmes in DR Congo and Burundi (programmes CUI). Documents are in French.

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Updating....

At the level of each IUC Partnership, each 5-year phase is framed by a partner programme (PP) outlining the broad programme and project objectives including the earmarked budgets.

Annually, and consistent with the PP, each IUC partnership develops an activity programme (AP) and budget. All such activity programmes are subsequently consolidated into an Annual Programme (AP) that is approved by VLIR-UOS and DGDC.

Please consult, for the different IUC partnerships, the overview of the approved 2010 and 2011 IUC Activity Programme budget in the downloadable file at the bottom of this page.

Introduction to some basic formats

I. PARTNER PROGRAMME DOCUMENTS (5-year cycle)

The Partner Programme (PP) is the principle document outlining the operational plan and budget of an IUC partnership with one single IUC partner university. A distinction is made between a Phase I Partner Programme (Year 1 till 5) and a Phase II Partner Programme (Year 6 till 10). A PP is approved by VLIR-UOS and acknowledged by DGDC.

Formats for both a Phase I and Phase II Partner Programme are provided during the formulation phase. These formats consist of a main document with a number of programme and project level annexes. As they are not in use after year 'o' (pre partner programme) they are not provided here, but available on demand.

II. Activity Programme (AP)

The annual Activity Programmes (AP) and budgets for a year 'x' are being formulated and submitted for approval to VLIR-UOS and DGDC by 31 October of the year 'x-1'. As IUC partnerships are being implemented on the basis of annual budgets, the AP is the binding document against which annual reporting needs to be done. As such this is probably the most 'popular' IUC format, next to the Annual reporting format.

The Northern and Southern steering committees need to approve the AP prior to its submission to VLIR-UOS.

 III. Annual Report (AR)

The Annual Report (AR) of a year 'x' consists of a Annual Activity Report (AAR - Narrative overview of activities and achieved results) and an Annual Financial Report (AFR - financial spreadsheets) submitted for approval to VLIR-UOS and DGDC at the latest on 15 October of the year 'x+1'. Following this a financial control process is organised by VLIR-UOS in cooperation with the coordinating Flemish and local universities (sometimes including a local audit procedure).

 IV. PRE PARTNER PROGRAMME DOCUMENTS  (Phase-In: 15 to 18 month coverage, sometimes divided into 2 APs)

Following the selection of a new IUC partner university, a joint planning process is being initiated. These involve a number of formats as in the process the followind documents are produced:

an identification phase partner programme proposal (IPPP - formats are not available through this website),
a pre partner programme (PPP, only relevant for coordinating units) and pre partner programme report (AR of PPP, differentiated narrative AAR),
a partner programme proposal (PP document)

V. Phase Out Programme

Following a 10-year period of earmarked funding, focussed support is provided by VLIR-UOS to facilitate the closing of this phase. This support is framework by an ex-post Partner Programme covering the so-called year 11 and 12 activities and budgets.

All the available planning and reporting formats can be found on Formats and guidelines > Annual Planning and Reporting

 

Longstanding Partnerships

With reference to the figure underneath, VLIR-UOS engages in IUC partnerships covering approximately 17 years. This period is characterised by different phases which involve varying roles and responsibilities for all stakeholders.

The figure underneath provides a summary overview of the IUC programme cycle. For more details reference is made to the IUC leaflet. 


Phase In

The Phase In of an IUC partnership is marked by the following successive steps:

  • a call for proposals followed by a preselection of IUC partner institutions
  • the commission of an external evaluation resulting in a programme mission report on the basis of which the final partnership selection is made
  • signing of a pre partner programme agreement providing resources to support the preparatory process that covers 15 to 24 months and consists of the following steps:
    • training and orientation of all stakeholders including the programme manager who is recruited by the concerned partner university
    • formulation of an Identification Phase Partner Programme (IPPP)
    • matchmaking mission to Flanders
    • appointment of Flemish project leaders
    • formulation mission to the partner concerned
    • review and expected approval of a Phase I Partner Programme 

 


 Partner Programme: 2 successive 5-year programmes

An IUC partnership is framed by 2 successive 5-year Partner Programmes (Phase I and Phase II). A Phase II Partner Programme is granted subject to a positive midterm evaluation in year 3-4 of Phase I.

A Phase II Partner Programme may necessitate an additional more modest matchmaking and formulation process.  


Phase Out

Following a 10-year period of earmarked funding, IUC partnerships enter into a 5-year period of post IUC support. In this regard a distinction is made between:

  • the Phase Out programme (year 11 and 12 if considering Phase I & II as year 1-10)
  • post IUC support

In order to facilitate the termination of the partner programme phase, limited support is provided such that scholars can graduate, and the financial reporting cycle can be closed. In addition, a closing event during which the results of the final evaluation are discussed, as well as equipment handover is organised, marks the end of this phase. Administratively, this is framed by a Phase Out Activity Programme.

Post IUC support consists mainly in providing access to a number of mostly competitive IUC funds and/or activities. Among others, post IUC support is provided through:

  • the IUC Research Initiatives Programme (RIP)
  • the North South South Cooperation Programme (NSSCP)
  • Close the Gap (CTG) programme for outreach initiatives
  • ongoing support through the IUC Alliances (CTG, INASP, IFS)
  • participation in partner level meetings and transversal training and exchanges/workshops
  • Own Initiatives are possible for departments which did not benefit from IUC funding during Phase II of a IUC partner programme.

IUC & NETWORK Phase In 2012

From Thursday 19 until Friday 27 of April 2012, VLIR-UOS organised the IUC & Network Matchmaking.

The general sessions on 19 and 20 April took place at the University Foundation (Egmontstraat 11) in Brussels. The rest of the matchmaking happened at the respective Flemish university assocations.

The goal of the Matchmaking is to bring the proposed South team of the new tentative IUC and Network partners to Belgium to introduce them in the VLIR-UOS programme management framework and procedures, to let them present their proposal for cooperation and to seek a match with Flemish academics.

Flemish academics interested in the new IUC and NETWORK cooperations have applied to be part of the North team as coordinator, project leader or team member (IUC) or as coordinator or network advisor (NETWORK).

=> Read the calls at the bottom of this page.



IUC and NETWORK partner universities start formulating a partner programme

7 preselected IUC universities:

  1. Universidad de Oriente (UO, Cuba)
  2. Mzumbe University (MU, Tanzania)
  3. Nelson Mandela African Institute of Science and Technology (NM-AIST, Tanzania)
  4. Hue University (HU, Vietnam)

3 preselected partners for a Network University Cooperation:

  1. NETWORK Universidad Central Marta Abreu de las Villas (UCLV, Cuba)
  2. NETWORK Escuela Superior Politecnica Del Litoral (ESPOL, Ecuador)
  3. NETWORK Can Tho University (CTU, Vietnam)

You can click on the overview below to see a summary of the selected proposals (updated 3/4)
The detailed proposals can be downloaded at the bottom of this page.

SHORT HISTORY

On 6 February VLIR-UOS launched a call for new IUC partnerships to 7 preselected universities, and a call for Network University Cooperation to 4 preselected universities, all in the framework of the country strategies of Cuba, Ecuador, Tanzania, Uganda and Vietnam. They were all asked to submit a South proposal on 6 March at the latest.

On Friday 16 March, the Bureau UOS revised all received South proposals and agreed to invite UO, Mzumbe University, NM-IAST, HU and the NETWORKS UCLV, ESPOL and CTU to a matchmaking in Belgium and to start a formulation process for IUC/NETWORK cooperation.

It was also decided to follow another time schedule for Uganda, where the delegations from the preselected Ugandan universities took part in a matchmaking between 7 and 11 May 2012.


FUTURE STEPS

 

Action

Date

Formulation missions and start pré-partner programme

June-September 2012

Submission of proposals

15 October 2012

Funding decision

November 2012

Start of programme (indicative)

Early 2013

   
   
   

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CALL FOR FLEMISH INTEREST IUC proposals NETWORK proposals Matchmaking presentations (Friday 20/4/2012)

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