First Steering Committee Meeting
QUALITY EDUCATION SUPPORT PROGRAMME I
Lot 1 and Lot 2
19th September, 2017
National Library of Tajikistan
734024, Dushanbe, 5 Tehron str.
Agenda of the 1st meeting is attached to the minutes
- Mr. Usmonzoda, Deputy Minister of Education and Science of Republic of Tajikistan
- Mr. Maciej Madalinski, Head of Operations, EU Delegation in Tajikistan
- Dr. Michael Lightfoot, QESP Lot 1Team Leader
- Ms. Galiya Bozhanova, QESP Lot 2 Team Leader
- Mr. Arthur Bayhan, Adviser at Hulla& Co.Human Dynamics
- Mr. Evgeniy Ivanov, Deputy Head of Implementation Senior General Education Expert, HD
Additional participants were in attendance from all relevant stakeholders in fields of education and employment – see attached list of participants
Summary of Discussion
Opening and official welcome
Mr. Usmonzoda opened the Steering Committee Meeting and noted that it is targeted at coordination of joint project activities in educational sector.
Mr. Madalinski stated that a Steering Committee is a good pool for assessing progress of two projects financed by EU Delegation in Tajikistan. Joint Sector Review Conference was a good opportunity to discuss the progress. And solid partnership between the Government and development partners is crucial for success of the projects.
Mr. Ivanov, made a presentation on terms of reference on the Steering Committee (SC) of the both projects. He especially stressed the importance of coordination of the two projects. He then spoke on composition of SC and reporting taking place every 6 months, starting with inception report and then followed by interim reports. The language of the meetings shall be English and decisions will be taken upon consensus of parties and in case of non-agreement, upon majority of votes. Taken decisions to be approved by EU Delegation.
The TL Michael Lightfoot, made a presentation on the working plan and overall project map on expected results. He dwelled on reached achievements, planned objectives and shared objectives. Comprehensive result from the project is to prepare students to life of learning and world of work. But there are 5 expected results, which key expert considered in detail. As for the key achievements by components, Dr. Lightfoot mentioned the following:
- High need in awareness raising;
- New way of thinking;
- Low quality data and impossibility of its verification;
- Curriculum don’t fully reflect competence based teaching.
Implementation should include the following:
- Collaboration approach;
- All interventions should be based on evidence;
- Project results should be sustainable;
Abdujabbor Aliev, Ministry of Education and Science of the Republic of Tajikistan mentioned that without professional development society can not arrive at progress and expressed a hope that cooperation expands.
Dr. Lightfoot also mentioned that they proposed to hold CPD every 3 years instead of 5, but this proposal was declined by Ministry of Finance.
One of the participants proposed as well to have CPD via viber and Aliev supported this idea. He also added that CPD are held via internet in GBAO.
The TL Galiya Bozhanova gave a broad description of the workplan of the project and expected 5 results.
R1: Regulatory framework, defining roles and responsibilities different ministries and their subordinated structures
R2: Competency Framework and Staff Appraisal System
R3: Strengthening of Capacity of the Key In-service Training Providers for the IVET teachers
R4: Establishment of mechanisms for “school-businesses” partnership
R5: Overall Capacity of MoLME to develop and manage the initial TVET sector
Then further she noted both lot 1 and lot 2 shall have common core and shared elements that they would be pursuing jointly, namely:
- Teachers’ Competency Framework – common elements: Professional practice – planning and preparation – personal development activities – Subject or Sector-specific skills
- Training Needs Analysis Leading to:- needs-driven CPD
- Common Quality Assurance Systems based on logic model:- input – process – output
- Forming new partnerships – including social partnerships and public private partnerships
Representative of Ministry of Labour and Migration asked if to what extent employer’s needs are considered while designing the curriculum of vocational institutions. How the sustainability of projects is achieved?
Ms. Bozhanova repeated that every 6 months projects report to Delegation of European Union in Tajikistan on progress achieved.
Mr. Aliev also noted that there is a low enrollment to VET and therefore more incentives need to be created to attract new students.
Dr. Lightfoot noted that business should also take part in debate on vocational and professional education.
Nozim Siddikov, Representative of Ministry of Labour, migration and employment underlined that competent assessment system is underway.
Representative of ILO noted effective role of meetings and coordination of activities. On the level of donor organizations there is a DCC and UNICEF handles the education sector. He also suggested that entrepreneurship skills should be embedded into VET curriculum.
Representative of Institute of Education Development asked the speakers if where else similar projects were implemented. Dr. Lightfoot responded that the major components of the QESP are representative of an international movement for education reform to make education and training programmes in schools and colleges more relevant to lifelong learning which embeds common core “skills for employability”. Different countries across the world are at different stages of development in respect of their education and curriculum development that reflects this new move towards competency-based education systems.
- The meeting will have regular formal meetings in this format every six months, but interim meetings of particular sub-committees and smaller working groups are envisaged to take place on a more regular basis.
- Next meeting is expected in March 2018
- The work plans and respective inception reports of the two projects have been presented to the SM members and the formal approval of the project reports should be expected right after this meeting.
In line with the TORs for this Joint Steering Committee the next meeting will be organized by colleagues from the QESP Lot 2
- Terms of Reference of the QESP Steering Committee;
- Joint Steering Committee Meeting – Attendees.
Annex 1. Terms of Reference of the QESP Steering Committee
Composition, Roles, Responsibilities and Operation
Role and functions of the Steering Committee
The establishment of the Project Steering Committee (PSC) is provided for by the Project Terms of Reference under point 4.3.2. ‘’in order to oversee and validate the overall direction and policy of the Quality Education Support Programme I (AAP 2015) in all its components’’.
The two components (lots) under the QESP I are:
Lot 1 – Technical Assistance to the MoES in the areas of In-Service Teacher Training, Learning Assessment and Planning, Budgeting and Monitoring
Lot 2 – Technical Assistance to the MoLME in the area of In-Service Teacher Training for the Initial Technical, Vocational Education and Training system
Thus, the PSC will review progress made by both related projects for a given reporting period and will give guidance on key issues related to the future project implementation. It will guide the project implementation and monitor the project progress in order to ensure that activities are carried out efficiently, on time, and in line with national policies. The Consultants (Human Dynamics consortium for Lot 1 and GOPA consortium for Lot 2) will report at each meeting of the Steering Committee on achieved results, obstacles and problems encountered and present the draft work-plan for the next six-month reporting period.
The Steering Committee should be established during the Inception phase or right after it and will convene twice a year.
More specifically, the PSC will assist the EU in performing the following tasks:
- Supervise and ensure that the Project is implemented in accordance with sound, verifiable and transparent reporting and auditing standards;
- Oversee the management of the Project to ensure that objectives are met in a measurable and verifiably manner;
- Review all project reports and work plans and ensure that monitoring and evaluation procedures and general management functions are being performed in accordance with international best practice;
- Address and settle all policy, administrative, coordination and financial matters related to project implementation;
- Ensuring risk management strategies to address potential threats to the project’s success;
- Issue comprehensive meeting minutes with details of attendees, an overview of project outputs, a summary of progress, constraints and outstanding issues.
Proposed constituency of the Steering Committee
Membership of the Steering Committee shall comprise:
- Deputy Minister of Education and Science (co-chair);
- Deputy Minister of Labour, Migration and Employment (co-chair);
- Representative(s) of the European Commission;
- Representatives of the MoES:
- Department of Pre-school and General Secondary Education
- Department of economics and planning in the field of education and science of the RT
- Department of Education Management and Information System
- Department of Primary, Secondary and Higher Professional Education
- Regional Representatives of the MoES:
- Khatlon Regional Education Department,
- Sogd Regional Educational Department,
- GBAO Regional Education Department
- Dushanbe City Education Department
- DRS (Districts of Republican Subordination)
- Republican Institute for In-Service Teacher Training and its regional branches (Dushanbe, Qurgonteppa, Khulob, Khorog, Khojand);
- National Testing Center under the President of the Republic of Tajikistan
- Republican Teaching and Methodological Center;
- Academy of Education of Tajikistan;
- Education Development Institute of the Academy of Education of Tajikistan;
- Center for Editing, Publishing and Circulation of textbooks, Scientific and Methodological textbooks;
- Agency for Education Quality Control
- Representatives of the Ministry of Labour, Migration and Employment;
- Department of Initial TVET
- Department of Law
- Educational-methodical center and monitoring of the quality of education, MoLME (TMC)
- Teachers’ Training Centre, MoLME (TTC)
- Agency for Labor and Employment of Population, MoLME (EA)
- Research Institute of Labour, Migration and Employment of Population, MoLME (RILME)
- Adult Training Centre, MoLME (ATC)
- Engineering Pedagogical College, MoLME
- Regional Representatives of the MoLME:
- Council of directors of TVET institutions in Khatlon Region (chair/deputy chairperson)
- Council of directors of TVET institutions in Sogd Region (chair/deputy chairperson)
- Adult training Association in Tajikistan
- Ministry of Finance of Tajikistan
- National Association of SMEs in Tajikistan
- Association of Employers in Tajikistan
- Chamber of Commerce in Tajikistan
- Trade unions of employees in Education and Science
- Project Teams, Lot 1 and Lot 2 – all Key experts.
The Project proposes that the representatives of the stakeholders in the PSC should be at the level of Head of Department.
According to the Terms of Reference, participation in the Steering Committee will be open to other stakeholders as deemed necessary for the successful implementation of the Project.
Possible organisations to be invited as observers are:
- Aga Khan Foundation
- OSI AF in Tajikistan
- ILO in Tajikistan
Human Dynamics Project manager (Consultant Lot 1)
GOPA Consultants Project Manager (Consultant Lot 2)
Role of a Project Steering Committee member
Members of the Project Steering Committee ensure project objectives are being adequately addressed and the project remains sustainable. They are not directly responsible for managing project activities, but provide support and guidance for project management. It is intended that the PSC utilizes the experiences, expertise, and insight of individual members building professionalism in the management of EU funds in Tajikistan. Thus, individually, PSC members should:
- Understand the strategic implications and outcomes of initiatives being pursued through project outputs;
- Appreciate significance of the project for some or all major stakeholders and represent their interests;
- Be genuinely interested in the initiative and be an advocate for broad support for the outcomes being pursued in the project;
- Have a broad understanding of project management issues and the approach being adopted.
Their duties include the following tasks:
- Review the status of the project;
- Ensure the project’s outputs meet the requirements of the project owners and key stakeholders;
- Help to balance priorities and resources;
- Provide guidance to the project teams and users of the project’s outputs;
- Consider ideas and issues raised;
- Check adherence of project activities to good practice;
- Foster positive communication regarding the project’s progress and outcomes;
- Report on project progress to those responsible at higher level.
Project Steering Committee members are officially nominated by their respective membership organisations and strongly committed to attend the PSC meetings.
The Consultant will ensure the proper functioning of the Steering Committee’s meetings, such as preparing and circulating the agenda, reporting, writing and distributing PSC minutes, and ensuring follow-up to PSCM decisions.
Each member institution shall appoint its own representatives – the principal and his/her alternate if the holder is prevented from attending a meeting of the PSC. The PSC members will liaise with the Project team and ensure that staff of the appropriate level is made available to work alongside the staff of the Consultant and in the framework of joint working groups that will be established for the effective implementation of the Project activities.
Agendas and Rules of Procedure
The Steering Committee shall meet on a six-monthly basis. Additional ad hoc meetings may be held if considered necessary by the Chairpersons or by a majority of the members.
The invitation to a Steering Committee and the draft agenda should be sent in electronic form at least ten working days prior to the date of the Steering Committee meeting.
The agendas of the meetings will be established jointly by the chair persons and the project Team Leaders.
The chair persons may invite external persons or bodies to attend a meeting (or part of a meeting) when deemed necessary for the information of the Committee.
The Steering Committee will have a quorum when the Chairperson and at least two-thirds of the members of the Steering Committee are present.
The official language of PSC meetings is English. Relevant translation in Russian and/or Tajik will be provided when necessary.
Rules of Decision
The Steering Committee will make decisions and act on the basis of consensus between all members. Accordingly, all decisions should be taken on the basis of agreement, compromise, and consent.
In the unlikely case that a consensus cannot be reached, the decisions will be taken by the majority.
Decisions taken by the Steering Committee are subject to the approval of the Contracting Authority.
Minutes of Meetings
Lots 1 and 2 will take turns in providing the secretariat for the PSC. The Team Leader of the respective project will be responsible for the overall functioning of the PSC and implementing these ToR.
The Secretariat will record the minutes of each meeting. These minutes will be sent to the Steering Committee members within two weeks after the date of the respective meeting. Members of the PSC are required to provide their comments in 10 calendar days afterwards. Correspondence will be carried-out in electronic form by e-mail. The minutes will be finally approved at the beginning of the following meeting.
Annex 2. Joint Steering Committee Meeting
19 September 2017, 9.00 am
|Deputy Ministers – Co-Chairs of the SCM|
||Deputy of Ministry of Education and Science of the Republic of Tajikistan Co-CHAIR|
||Deputy Minister of Labour, Migration and Employment Co-CHAIR|
|Delegation of the European Union to Tajikistan|
||Programme Manager, EU Delegation|
|LOT 1: Support to MoES|
||Department of Pre-school and General Secondary Education, MoES|
||Department of economics and planning in the field of education and science of the RT, MoES|
||Department of Education Management and Information System, MoES|
||Department of Primary, Secondary and Higher Professional Education, MoES|
||Regional Representatives of the MoES, Khatlon Regional Education Department|
||Regional Representatives of the MoES, Sogd Regional Education Department|
||Regional Representatives of the MoES, GBAO Regional Education Department|
||Regional Representatives of the MoES, Dushanbe City Regional Education Department|
||Regional Representatives of the MoES, Districts of Republican Subordination Vahdat|
||Regional Representatives of the MoES, Districts of Republican Subordination Rudaki|
||Regional Representatives of the MoES, Districts of Republican Subordination Hisor|
||Republican Institute for In-Service Teacher Training and its regional branches in Kulyab|
||Republican Institute for In-Service Teacher Training and its regional branches in Dushanbe|
||Republican Institute for In-Service Teacher Training and its regional branches in Qurgonteppa|
||Republican Institute for In-Service Teacher Training and its regional branches in Khorog|
||Republican Institute for In-Service Teacher Training and its regional branches in Khujand|
||National Testing Center under the President of the Republic of Tajikistan|
||Republican Teaching and Methodological Center|
||Academy of Education of Tajikistan|
||Education Development Institute of the Academy of Education of Tajikistan|
||Center for Editing, Publishing and Circulation of textbooks, Scientific and Methodological textbooks|
||Agency for Education Quality Control|
||Department of Initial TVET, MoLME|
||Department of Law|
||Educational-methodical center and monitoring of the quality of education, MoLME (TMC)|
||Teachers’ Training Centre, MoLME (TTC)|
||Agency for Labor and Employment of Population, MoLME (EA)|
||Research Institute of Labour, Migration and Employment of Population, MoLME (RILME)|
||Adult Training Centre, MoLME (ATC)|
||Engineering Pedagogical College, MoLME|
||Council of directors of TVET institutions in Khatlon Region (chair/deputy chairperson)|
||Council of directors of TVET institutions in Sogd Region (chair/deputy chairperson)|
||Adult training Association in Tajikistan|
||National Association of SMEs in Tajikistan|
||Association of Employers in Tajikistan|
||Chamber of Commerce in Tajikistan|
||Trade unions of employees in Education and Science|
||Aga Khan Foundation|
||OSI AF in Tajikistan|
||ILO in Tajikistan|
|Project Teams / Human Dynamics / Gopa Consultants|
||KE 1 Team Leader, Education Management Expert / QESP 1 Lot 1|
||KE 2 INSET and Education policy expert / QESP 1 Lot 1|
||KE 3 General Education Assessment expert / QESP 1 Lot 1|
||Project Coordinator QESP 1 Lot 1|
||JNKE / QESP 1 Lot 1|
||JNKE / QESP 1 Lot 1|
||HD Education Adviser|
||Team Leader / QESP 1 Lot 2|
||KE2 / QESP 1 Lot 2|
||Project Office-Manager QESP Lot 2|
||Office Manager / QESP 1 Lot 1|
||JNKE / QESP 1 Lot 1|
|Interpretation services / QESP 1 Lot 1|
|Interpretation services / QESP 1 Lot 1|