Presentation by Pascal Chardonnet from Université de Savoie. Presentation was held at the EMAP training seminar in Tallinn for future Erasmus Mundus Joint Doctorates consortia (18-21 January 2012). For video see http://vimeo.com/38026297.

1. Program Management,
Quality Assurance
and
Sustainability
Pascal Chardonnet
Université de Savoie -EMJD Coordinator
18-21 January 2012 Tallinn/Estonia
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2. Erasmus Mundus
Joint Doctorates
Despite the financial recession in Europe,
investing in knowledge remains a high priority
The relative success or failure of a project
often depends on program management and on
t h e q u a lit y a s s u ra n ce d o n e pr i o r to
implementation
The sustainability is a key question for all
EMJDs
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3. Program Management
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4. EMJDs
The award of a new EMJD is always
associated with the creation of a new
consortium centred on a new project.
The program management is the translation
of this new idea called «strategic plan» into
a well defined set of activities and managing
the delivery in a successful completion
Key question: can we identify a «good
project management» ?
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5. As we will see, I have identified some
(known) of the core elements of successful
program management and this topic should
be implemented before : Governance and
Organization, Strategy an d Framework
Processes, Assessment an d Continuous
Improvement
Program management requires objectives
oriented budgeting
Like any endeavour, success starts with a
good foundation
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6. I- Strategy and Framework
Processes
EMJDs : high complexity. Many actors : HEIs,
Students, Agency EACEA, Local authorities.
We need a strategy
What are the good processes and practices
required for success ?
What are the key ways we are going to
achieve the defined strategic program
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7. But Strategy doesn’t pre-exist, rather it takes
form by the resources available and with the
external actors and factors
Students Strategy Resources
Objectives
Example : European Phd School in
Astrophysics
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8. Our Example :
We initiated a PhD Program in 2002 with an
International Agreement (our objective)
Only (!) 6 partners: University of Nice,
Observatoire de la Côte d’Azur, University of
Savoie, University of Roma, Freie University
of Berlin and ICRANet
Fellowships given by each institution
But a Joint PhD diploma
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9. Our primordial IRAP PhD gave us
experience in management
Three meetings per year
Often contacts via email, tel
Creation of an international faculty
The scientific cooperation is essential as well
as an efficient staff
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10. Our next step: EMJD Consortium
North Shore
Hapuna
Volcano
Kealakekua TARTU
Black Sand
POSTDAM
SHANGHAI
RIO
KOLKATA
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11. II- Governance and Organisation
Who decides?
How and What?
How the organization evolve through program
phases ?
Could we define a «culture of the program»?
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12. Leadership by senior management: in our
case the Director of IRAP PhD, Prof. R. Ruffini
Early and direct involvement of all partner
members: host organization as well as
external (Préfecture, CAF, CROUS...)
Appropriate resourcing of program
management with sufficient flexibility
Programmatic and timely reports
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13. Governance
EMJDs
Strategy
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14. The scientific goal is at the core of our project
management. We have built a team in Nice to
organize and to solve all the technical details
related to our project (Governance)
Our consortium is composed of 13 partners and it
is not weaken by this high number (Organization)
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15. Governance
EMJDs Organization
Strategy
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16. EMJD IRAP : Our Organization chart
Prof. A. Marouani
Partner 1 Partner « i » Partner 12 President Nice University
Legal Representative
Prof F. Vidal
Dean of the Science Faculty
Prof Remo Ruffini
Director of IRAP PhD
Annie Vidal
Marie-Noelle Champetier Alain Reboul
Prof. Pascal Head of
Director of the personnal Accounting officer
Chardonnet Financial Service
Coordinator
Pina Barbaro
Assistant
Julie Coquin Cathy Siveri Julien Chabert
Véronique Gallo Financial Financial
Manager of the
Manager payments manager manager
agreement
The Faculty
Emmanuel Losero
Administrator
EMJD Students EMJD Students
First Cycle Second Cycle
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17. Organization : many parts of the project
need to be structured simultaneously
Being assigned to the Office of International Projects Erasmus Mundus, Mr Emmanuel
Losero deals with the "EMJD International Relativistic Astrophysics" in taking care of
orders, mission’s orders and refunds or bills payment as well as verifying that the students
are paid every month and by maintaining the budget. This project is under the supervision
of the Faculty of Science directed by the Professor Vidal.
At the accounting office, Mrs. Julie Coquin is responsible for collecting EACEA revenue
in order to place the dates of opening and closing of the agreement. She manages the
"project builder", that is to say that she organizes the credits in 2 parts: one part
“operating costs” and one “payroll” in accordance with the convention established by the
EACEA.
She also establishes thresholds limiting expenditures and the financial center where the
credits are.
On the other hand, Emmanuel Losero closely works with the Finance department of the
Faculty of Sciences, led by Mrs. Annie Vidal, through Mrs. Cathy Siveri who checks the
expenses, then Mrs. Veronica Gallo from accounting agency makes payments.
Finally, Julien Chabert saves providers records on the software “SIFAC” so that banking
informations could be stored in the database.
The Accounting office also performs the grants’ payment.
Pina Barbaro is in close contact with the students for Bank account, Social security
problem, booking rooms in Nice
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18. Collective determination of key performance
indicators and their application
Visa problem : «Convention d’accueil» centralized in
Nice -> residence permit
Insurance: Social + Mobility
Employment contracts signed by the President of
Nice University
Student card: our students are registered in all
universities
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19. III- Assessment and continuous
improvement
What is the cursor that allow us to measure
the ability to achieve the strategic program
How we are capturing and sharing lessons
learned
Are we improving how we manage?
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20. Feedback from students
Constant dialog with the coordinator
(thermometer)
Each year the students wrote freely :
«suggestions for improvement».
A student delegate per cycle
Annual report for each student
questionnaires from web-survey
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21. Feedback from Experts
Our Faculty
PhD School in Astrophysics: high profile
professors invited
Consortium meeting : 2 meetings per year
Frequent contact by phone or emails
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22. Governance
Continuous EMJDs
Improvement Project Management Organization
Strategy
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23. Quality Assurance
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24. Investing in Knowledge:
competitiveness
2008: Harvard University Opens Office In Shanghai
Attracting experts from around the world
Attractive environment: different European
countries
Competence: the reason for success
Success through quality
Wide and specialized knowledge
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25. The relative success or failure of a project
often depends on the project management
and the quality assurance done prior to
implementation
ICRANet is a leading international center for
research within the Relativistic Astrophysics
We have created a Faculty in charge of
Quality Assurance of our program
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26. Our Faculty
University of Stockholm
J.Rosquist
Observatoire de la Côte d’Azur
J. Pacheco
Freie University of Berlin
F. Mignard
H. Kleinert
F. Vakili
Albert Einstein Institute
University of Nice Sophia-Antipolis
H. Nicolai
P. Coullet
G.L. Lippi
V.Belinski University of Ferrara
F.Frontera
University of Roma La Sapienza
R.Ruffini Tartu Observatory
G.Amelino Camelia J.Einasto
S.Frasca
Brazilian Centre for Theoretical
International Center for Relativistic Physics
Astrophysics Network M. Novello
G.Vereshaghin
S.S. Xue Indian Center for Space Physics
C.Bianco S. Chakrabarthi
University of Savoie Shanghai Astronomical Observatory
P.Chardonnet J. Yipeng
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27. Quality Board
«The Faculty monitors the scientific progress
of each Doctoral Candidate. In agreement
with the Thesis Adviser and, if necessary, of
additional experts sought for this purpose, the
Faculty may suggest ways of improving the
Candidate's overall progress.» from the
doctoral Candidate Agreement.
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28. European PhD School
in Relativistic Astrophysics
Very successful initiative (feedback from
our students and from Professors)
The transfert of knowledge through training
courses and conferences is a major element
of our Program
We reinforce the international dimension of
the career of PhD students
Important for employability (future employers)
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29. European PhD Schools
Nice: september 2010
Les Houches october 2011
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30. Nice Observatory : september 2010
Visit of CERN LHC : October 2010
Les Houches : April 2011
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31. PhD Schools (I)
1. Nice, France (Lectures): from 6th – 30th September 2010 -
2. Pescara, Italy (Conference, Lectures): from 1st – 13th October
2010
3. Pescara, Italy (Conference, Lectures): from 21st – 26th March
2011
4. Les Houches France (Workshop): from 3st – 8th April 2011
5. Nice, France (Conference, Lectures): from 25st May – 10th
June 2011
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32. PhD Schools (II)
1. Nice, France (Lectures): from 1th – 30th September 2011
2. Les Houches France (Workshop): from 2st – 7th October 2011
-
3. 3rd Galileo-Xu Guangqi Meeting : October 11-15, 2011 Beijing,
China
4. Les Houches April 15 - May 5, 2012
5. 13 th Marcel Grossmann Meeting in Stockholm University, July
1-8, 2012 Sweden
6. Nice France (Lectures) September 1-21, 2012
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33. Sustainability
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34. The sustainability is the long-term maintenance
Important to create network synergies:
opportunity for improve collaboration between
Institutions (PhD Students ->Post-Doc)
Key question: is it a natural consequence of a
good program management and a high quality
assurance ?
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35. The program management and quality assurance
guarantee a part of sustainability (good foundation)
Joint Diploma: long-term visibility and stability
European PhD School: unique research experience
include ECTS
We need promotion. Communication is essential
We need other funds. Each university partner will
assign a dedicate grant to this program
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36. But we need students: Promotion is essential
Website: www.irap-phd.eu
Posters: 1500
Mailing lists
Adverts: CERN, Nature, Science
International meetings
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37. the International Program (IRAP PhD)
Relativistic Astrophysics Ph.D.
The field of relativistic
astrophysics is rapidly becoming
one of the strongest area of
scientific development due to the
2002
fortunate interaction of a vast
number of observational facilities
in space, on the ground and
underground, and a very
powerful theoretical framework
based on General Relativity and
relativistic quantum fields
theories. While the observational
and experimental activities in this
area have been the result of a pull
of successful international
collaborations, paradoxically no
comparable effort has been done
in promoting coordinated actions
in the theoretical field. In 1995
the International Center for
Relativistic Astrophysics (ICRA)
has promoted the creation of an
international Network of centers
operating in the field of
astrophysics (ICRANet) with the
main task of collaborating in the
very fast developing domain of
research of theoretical relativistic
astrophysics. Some of the leading
institutions in North America, in
Europe and in Austral-Asia are
collaborating in the ICRANet
which has his coordinating center
in the town of Pescara Italy. As a
byproduct of this activity, a
dedicated PhD program has been
created by the ICRANet aimed at
forming a restricted and highly
qualified number of PhD students
able to approach research in this
novel field of research. The
Universities and Research Centers
participating in this program, the
International Relativistic
Astrophysics Program of Ph.D. or
for short the IRAP pH, are: the
ETH Zurich, the Free University of
Berlin, the Observatoire de la
Cote d’Azur, the University of
Nice- Sophie Antipolis, the
University of Rome “La
Sapienza”, the University of
Savoy,.
The Ph.D. degree will be granted
by the five rectors of the
participating Institutions. Each
IRAP PhD cycle last three years
and its based in a Host Institution
selected among the ones
participating in the program. The
IRAP PhD courses and scientific
activities will take into due
account that research in the field
of relativistic astrophysics
encompass the knowledge of a
very broad number of scientific
areas ranging from the
mathematical and geometrical
structures of space-time, the
relativistic field theories of
fundamental interactions both at
a classical and a quantum level
and their verifications, as well as
Abel Cluster 1689 and background galaxies. Credit: NASA, N. Benitez (JHU), T. Broadhurst (The Hebrew University), H. Ford (JHU), M. Clampin(STScI), G. Hartig (STScI), G. Illingworth (UCO/Lick Observatory), the ACS Science Team and ESA.
the knowledge of astronomical
and astrophysical observational
techniques and their associated The Courses The Faculty Application and Fellowships:
phenomenological theoretical • Lectures on theoretical physics delivered • SELECTED THEORETICAL MODELS IN Julien Borgnino In 2002-2003 four positions will be
models. This new style of at University of Roma ASTRONOMY AND ASTROPHYSICS. Université de Nice-Sophie Antipolis opened, two of which with fellowships.
research is by its own nature “La Sapienza“ by Prof. Remo RUFFINI: Lecture delivered at Observatoire de la Pascal Chardonnet The deadline for application is the 30 of
interdisciplinary and special emphasis on LATE PHASES Côte d’Azur by Prof. Jose PACHECO. Université de Savoie April 2002. For the session 2003-2004,
international. In order to optimize OF THERMONUCLEAR EVOLUTION Demetrios Christodoulou six positions will be opened three of
the teaching, the students will OF STARS, GENERAL RELATIVITY AND • THE THEORETICAL UNDERSTANDING ETH Zurich which with fellowships, the deadline for
follow their courses organized by COSMOLOGY. OF SHOCK WAVES IN PHYSICS AND Jacques Colin application is the 30 of September 2003.
the faculty in all five participating ASTROPHYSICS. Course delivered at Observatoire de la Côte d’Azur Please contact Prof. Julien Borgnino at:
Institutions. The Statute of the • THE PHYSICS OF GRAVITATIONAL ETH Zurich by Prof. Demetrios Hagen Kleinert borgnino@unice.fr
IRAP PhD. can be found on INTERACTION; an advanced course on Christodoulou Freie Universitat Berlin
www.icra.it/IRAPPhD the mathematical and physical Jose Pacheco Invited Lectures
foundation of general relativity with • SELECTED TOPICS IN QUANTUM Observatoire de la Côte d’Azur
special attention to its generalization in RELATIVISTIC FIELD THEORIES. Lecture Ugo Moschella The courses will also include invited
unified field theories. delivered at the Free University of Berlin Università della Insubria Como lectures by:
Lectures held at the University by Prof. Hagen Kleinert. Remo Ruffini (Director) Prof. Riccardo Giacconi, Nobel laureate
of Roma “La Sapienza” by Donato BINI, Università di Roma “La Sapienza” in Physics 2003,
Giovanni MONTANI • SELECTED TOPICS ON OBSERVATION as well as
and Remo RUFFINI. IN ASTRONOMICAL SYSTEMS. Lecture The Host Institution for the call V. Belinski, C. L. Bianco,
delivered at University of Nice by Prof. in 2002-2003 and the 2003-2004 cycles G. Bisnovati Kogan,
• PHENOMENOLOGICAL ASPECTS Julien Borgnino. is the: E. Costa, D. Blair, T. Damour,
OF HIGH ENERGY COSMIC RAYS. University of Nice Sophia Antipolis P. De Bernardis, N. Deruelle, F. Everitt,
Lecture delivered at University of In addition the students will be able to Grand Château H. Gursky, V. Gurzadyan, R. Janzten,
Savoy by Pascal CHARDONNET follow courses in the Physics and 28 Avenue Valrose P Lipari, S. Masi, E. Pian, L. Piro,
ICRANet Astronomy Ph.D. programs in the
participating institutions.
B.P. 2135
06103 NICE CEDEX 2
B. Punsly, K. Sato, V. Tchetchekine,
S.S. Xue
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38. the International Program (IRAP PhD)
Relativistic Astrophysics Ph.D. the International IRAP PhD
Relativistic Astrophysics Ph.D.
The field of relativistic astro-
physics has become one of the
fastest progressing field of scien-
tific development. This is due to
the fortunate interaction of a vast
number of observational and ex-
perimental international facilities Invitation for Applicants 2007
in space, on the ground, under-
The field of relativistic astrophysics
ground, in the polar ice caps and
has become one of the fastest pro-
the deep ocean, with a powerful gressing fields in science.
theoretical framework based on This is due to the coordinated in-
Einstein’s theory of general rela- teraction of a vast number of in-
tivity and relativistic quantum field ternational projects of observations
theories. In 1995, the International and experimental facilities in
space, on the ground, under-
Center for Relativistic Astrophysics
ground, in the polar ice caps, and
in Rome (ICRA) initiated an Inter- in the deep oceans. The fortunate
national Network of Centers in the circumstance occurs in these years
field of Relativistic Astrophysics of a considerable support to this
(ICRANet) which has this year ac- endeavor by a powerful theoreti-
quired the status of International cal framework based on Einstein’s
theory of general relativity and rel-
Organization. The ICRANet com-
ativistic quantum field theories.
bines the reseach powers of lead- Many international collaborations
ing institutions in the Americas, have been dedicated to the de-
Australia, Asia and Europe. The velopment of new experimental
coordinating center is located in and observational facilities. Since
the town of Pescara, Italy. 1995, the International Center for
Relativistic Astrophysics in Rome
In parallel to these activities, the
(ICRA) initiated an International
International Relativistic Astro- Network of Centers in the field of
physics Ph.D. Program (IRAP-PhD) Relativistic Astrophysics (ICRANet)
has been created with the goal of dedicated to foster international
training a highly qualified number collaboration in the theoretical
of Ph.D. students in this exciting field of Relativistic Astrophysics.
Since 2005 ICRANet has acquired
field of research. So far, the par-
the status of International Organi-
ticipating institutions are: ETH zation with a coordinating Center
Zurich, Freie Universität Berlin, in Pescara (Italy). ICRANet com-
Observatoire de la Côte d’Azur, bines the research powers of lead-
Université de Nice-Sophia An- ing institutions in the Americas,
Dark Matter Ring in Galaxy Cluster CI 0024+17 © NASA and The Hubble Heritage Team (AURA/STScI)
tipolis, Università di Roma “La Asia and Europe. Prof. Remo Ruffi-
ni is the ICRANet Director, Prof.
Sapienza”, Université de Savoie.
Fang Li Zhi President of the Board
The IRAP-PhD is granted by all and Prof. Riccardo Giacconi Chair-
these institutions . men of the Scientific Committee.
Each program cycle lasts three The International Relativistic As-
years. trophysics Ph.D. Program (IRAP
The courses and related scientif- PhD) is the academic branch of
ICRANet, has been created with
ic activities cover a broad scien-
the goal of training a highly qual-
the International IRAP PhD
Relativistic Astrophysics Ph.D.
Invitation for Applicants 2006
The field of relativistic astrophysics
has become one of the fastest pro-
gressing fields of scientific devel-
opment. This is due to the fortu-
nate interaction of a vast number
of international observational and
experimental facilities in space,
on the ground, underground, in
the polar ice caps, and in the deep
ocean, supported by a powerful
theoretical framework based on
Einstein’s theory of general rela-
tivity and relativistic quantum field
theory. In 1995, the International
Center for Relativistic Astrophysics
in Rome (ICRA) initiated an Inter-
national Network of Centers in the
field of Relativistic Astrophysics
(ICRANet) which acquired the sta-
tus of an International Organiza-
tion in 2005. The ICRANet com-
bines the research powers of lead-
ing institutions in the Americas,
Australia, Asia and Europe. The
coordinating center is located in
the town of Pescara, Italy. In par-
allel with these activities, the In-
ternational Relativistic Astrophysics
Ph.D. Program (IRAP PhD) has
been created with the goal of train-
ing a highly qualified number of
Ph.D. students in this exciting field
of research. So far, the participat-
ing institutions are: ETH Zurich,
Freie Universität Berlin, Institut des
Hautes Études Scientifiques, Ob-
servatoire de la Côte d’Azur, Uni-
versité de Nice-Sophia Antipolis,
Università di Roma “La Sapienza”,
and Université de Savoie. The
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39. Example of posters
2010
2011
2012
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40. 9 PhD positions available
with funding in Relativistic Astrophysics -
International Relativistic
Astrophysics PhD Program
Job Description:
PhD Admissions and Funding at the International Relativistic Astrophysics PhD Program
Consortium (IRAP PhD).
The coordinating Institution is the University of Nice Sophia-Antipolis located in the French
Riviera.
The Partners of the Consortium are:
UNIVERSITE DE NICE - SOPHIA ANTIPOLIS, France (Co-ordinating institution)
Advertisement
SHANGHAI ASTRONOMICAL OBSERVATORY, China
FREE UNIVERSITY OF BERLIN, Germany
AEI - POTSDAM, Germany
TARTU OBSERVATORY, Estonia
STOCKHOLM UNIVERSTIY, Sweden
UNIVERSITY OF FERRARA, Italy
UNIVERSITY OF ROME - LA SAPIENZA, Italy
in Nature
BRAZILIAN CENTRE FOR PHYSICS RESEARCH, Brazil
OBSERVATORY OF THE CÔTE D'AZUR, France
INDIAN CENTRE FOR SPACE PHYSICS, India
INTERNATIONAL CENTER FOR RELATIVISTIC ASTROPHYSICS NETWORK, Italy
UNIVERSITY OF SAVOIE, France
Director of the course: Prof. Remo Ruffini
PhD students will receive a very competitive salary (gross salary 2800 Euros per month and
a 7500 Euro installation grant for non-European students), computing facilities and support
for travel, and comprehensive benefits including paid vacation, health care insurance and
retirement benefits. To be eligible, applicants should have obtained a Masters degree in
astronomy, astrophysics, theoretical physics or a related field. We encourage applications
from the best candidates irrespective of nationality, gender or background. Student research
will be carried out in the framework of the IRAP PhD Consortium.
Consult the web page : http://www.irap-phd.org for details and application instructions.
All inquiries should be directed to Prof. Pascal Chardonnet: chardonnet@lapp.in2p3.fr.
Applicants are requested send a curriculum vitae, an application form, a list of all university
courses taken and transcripts of grades obtained, brief statements of research interests and
experience, and the contact information for at least two referees. Applications received by
the deadline of February 28, 2011 will receive full consideration.
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41. Always imagine new ideas
Reinforce our research team between professors
Looking for an European Erasmus Mundus Visa
We have created our European Student Card
We have created our facebook page IRAP PhD
Program
Patience and flexibility are also very important
in such high complex projects (to work against
viscosity)
But the key is to delegate and to control
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42. conclusion
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43. Europe is facing up to extraordinary challenges
in terms of securing sustainable economic
growth
Yet in spite of the financial situation in Europe,
there are definite reasons to be optimistic
«Knowldge is limited, imagination encircles
the world»
A. Einstein
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