Intra-Africa Academic Mobility Scheme

Academic Mobility for African Sustainable Development/AMAS

The Amas Project Milestones By December


The AMAS Focal Persons Meeting during the BIGSAS Partner Universities Coordinators Meeting (12-15 December 2017) at the University of Bayreuth, Germany on the 15th of December 2017


The AMAS Project Milestones by December 2017 and Future Engagements


The following milestones and discussion points were deliberated upon, as summarized in the table below;


No. Milestone and discussion points
A 2016- The AMAS Team was formed and developed the Intra-Africa Academic Mobility  Scheme proposal, under the banner AMAS: Academic Mobility for Africa’s Sustainable Development
B 2016- November, the AMAS proposal won the European Union funded grant for Intra-Africa Academic Mobility Scheme. The grant agreement was signed and was in effect
C 2016- December, all the AMAS focal persons (FPs) participated in the Kick-off meeting at the EC’s EACEA (Education, Audiovisual and Culture Executive Agency), in Brussels, Belgium. Details about management of the AMAS project were shared. Along this important meeting, AMAS held its inaugural project meeting to chart the way forward and planned the implementation of the AMAS Project, by sharing out core tasks and responsibilities and setting out workplans and timelines


1 2016: Development of the AMAS Memorandum of Understanding (MoU)
2 2017 January – August: The following key tools and documents have since been jointly developed by the partners; Doc 1- AMAS Letterhead; Doc 2- AMAS Logo; Doc 3- AMAS website-; Doc Ac1- AMAS Receipt; Doc Ac1a- AMAS Receipt; Doc Ac2- AMAS Invoice; Doc ADP1- Application Details & Procedures; Doc AF1- Application Form English Master & Doctorate; Doc EC1- Eligibility Criteria English both Master & Doctorate students; Doc FAQs- Frequently Asked Questions; Doc IA1- Information English for Applicants; Doc MT1- AMAS Milestones & Tasks; Doc P1-Poster for the Mobility English Final; Doc PT1- AMAS Payments Tool – Form; Doc T1-Table of Mobility Courses English Final; Doc R1- AMAS Final Report-1- Project Monitoring 6 Months After Inception by 15th September 2017. More core documents are continually developed
3 2017 January – December: Each partner university (PU) FPs and their teams/ committees on the ground, sensitised their key stakeholders about the AMAS Project including; University Management and Administration; Faculties; Departments; Potential postgraduate applicants for the mobility and; other relevant partners including the finance and international offices
4 2017 September – October: AMAS Project call for Cohort-1 applications for students’ mobility. An application poster was developed, posted to the AMAS website and the call made public and in effect between 1/9/2017 ending 15/10/2017. This window varied slightly in one PU; UM5R. Besides using the website advertisement, various ways and strategies were deployed to enhance visibility of the call and these included; dissemination to attract Target-1 applicants during strategic meetings including Senate, Faculty, Departmental and Postgraduates meetings; dissemination to other non PU universities to attract Target-2 applicants, by poster, emails and social media; Notice board pin ups of posters; sharing the web-link to DVCs, registrars, postgraduates focal persons and ad hoc to targeted applicants; posting web-link to targeted social media forums; clarifications about matters about the eligibility and applications procedures on request; follow ups over letters of referees
5 15/11/2017: Close of the call and commencement of shortlisting of applications in readiness for selection. All the PUs attracted applications through them to study in other PUs and also direct applications to study in respective PUs. All PUs with the exception of UEM received overwhelming numbers of applicants
6 2017 September – November: The coordinating PU, Moi University, disbursed the projects administration lump sum monies to each Partner University. There were documentation hitches in the transfers that affected UM5R and follow-ups have been made to resolve this hitch
7 2017 October: Following the request from EACEA and using the template from the Agency, the AMAS team developed and submitted its first monitoring report to the EACEA: Doc R1- “AMAS Final Report-1- Project Monitoring 6 Months After Inception by 15th September 2017”. In November 2017, Prof. Anne Nangulu, discussed the contents of the report by our EACEA focal person; Elif Memis and we expect feedback from the Agency soon
8 2017 December 15th – AMAS retreated during the BIGSAS event, to discuss its affairs and map out a strategy for the implementation of the academic mobility.

The meeting was fruitful and resolved that;

i Each FP sends out to respective PUs all application details for the call. This means details of applicants that applied to study at each PU. For example, MU sends out to AAU all applications it holds for students that applied to study at AAU. In fact, these applications details that are contained in huge folders are now being shared by means of Dropbox
ii Prof. Omar Egesah circulates to all FPs a template that profiles the details of each applicant (by 20/12/2017). All FPs are expected to adopt and fill in the template details of each applicant they shall host, and return the filled table to Prof. Egesah (by 22/12/2017), to collate and remit to EACEA a complete applicants’ profile. This will also be posted to; (by 15/01/2017)
iii Each PU compiles and keeps ONLY a dossier of applicants to study at their University. These are the applicants each PU shall select from, for the mobility they will host
iv Each PU forms a shortlisting and selection committee, goes ahead to shortlist and select four types of mobility candidates;

a.       Master Target-1 either credit or degree seeking

b.      Master Target-2 either credit or degree seeking

c.       Doctorate Target-1 either credit or degree seeking

d.      Doctorate Target-2 either credit or degree seeking


v Each PU compiles and sends to Anne/Omar lists of;

a.       Successful candidates for each of the four categories in 8iv above

b.      Reserve lists for each of the four categories in 8iv above

c.       Unsuccessful applicants for each of the four categories in 8iv above


vi Each FP / PU sends out to each candidate in the lists of applicants in 8v above, the outcome of their respective applications, with acknowledgement, regardless of the outcome of the selection (Omar shall develop and circulate for adoption three types of acknowledgements)
vii Each FP / PU to ensure they have selected at least one student and are ready with admissibility preparations to host the mobility. There was agreement that at least one mobility happens from February 2018 in each PU. That we plan for more numbers in the next call, expected to be put out in June 2018, targeting admission of students in September 2018. The following schedule was agreed upon;

a.       15/1/2018- the students contracts are ready (drafts already circulated by Dodji & Yamina for inputs)

b.      15/1/2018- selection of eligible candidates

c.       17/1/2017- acknowledgement of applicants

d.      31/1/2018- sending out selection lists to EACEA

e.       15/1/2018 – 31/1/2018- sending out invitations and students contracts to selected candidates

f.       Week of 26/2/2018 to 4/3/2018- selected mobility students report to host universities to start mobility studies (at least one in each PU)

viii Moi University should release the funds for academic mobility ONLY for the selected number of students to each respective PU. The process should be initiated on the 16th of January 2018, once each PU sends to Moi University the numbers and types of selected students, a day after the selection is done in each PU
ix Once they receive the mobility funds, each PU will be the custodian and shall be responsible for ALL the finances for each student they host. They shall arrange their air tickets, Visa (by refund), stipend, insurance and other needs of each student they host, as stipulated in the Grant Agreement and students contracts (Refer to: the Call Document; the AMAS Proposal; the AMAS MoU; the Grant Agreement; the Guidance on Contractual Project Management). In addition, each PU will be responsible for the admission of the students, for orientation of the students, for hosting the students and for planning the students’ accommodation, transportation, and welfare, among other needs and academic obligations (Refer to: the Call Document; the AMAS Proposal; the AMAS MoU; the Grant Agreement; the Guidance on Contractual Project Management)
x Intra-Africa Cluster Meeting | 7-8 February 2018 | Brussels: It was agreed that Prof. Omar Egesah, Prof. Dodji Amouzouvi and Dr. Emnet Woldegiorgis shall attend the meeting and represent the AMAS Project at the meeting. Prof. Anne Nangulu was to write to EACEA and request Emnet to join and attend the meeting since EACEA had initially invited two persons only
xi All Focal Persons agreed that they commit to these resolutions and timelines. It was agreed that the Focal Persons read over and use five important documents as they start to implement the AMAS Mobilities:

-the Call Document;

-the AMAS Proposal;

-the AMAS MoU

-the Grant Agreement

-the Guidance on Contractual Project Management

Omar was asked to circulate these core documents once more to all the FPs. Importantly the partners were encouraged to keep reports of all activities they undertake and keep accounts by receipts of all their expenditures

xii It was agreed that the next AMAS Focal Persons and Technical Person meeting takes place in April 2018 at the University of Abomey Calavi, Benin




Prepared by Prof. Omar Egesah


5th January 2018

For the AMAS Project


 Intra-Africa Academic Mobility Scheme


Academic Mobility for African Sustainable Development/AMAS

The overall objective of the Intra-Africa Academic Mobility programme is to promote sustainable development and ultimately contribute to poverty reduction by increasing the availability of trained and qualified high-level professional manpower in Africa.