1st transnational project meeting minutes
Kick-off meeting
SkillsUp:
Skilling up educators for today and tomorrow's labor market
No
2016-1-LT01-KA204-023143
Date: 24 – 25 November, 2016
Venue:
Plunges suaugusiuju svietimo centras, Macernio 29, Plunge, Lithuania
Participating
partners:
§ European University Cyprus
§ Institut E-seniors, France
§
Östra Grevie
Folkhögskola, Sweden
§ Balkan Plan, Bulgaria
Head of
meeting: Rita Smilingiene, project coordinator, PSSC Lithuania
Minute
taker: Laima Galvanauskiene, project manager in PSSC,
Lithuania
Table of contents
1.
Agenda..................................................................................................................3
2.
Minutes.................................................................................................................5
3.
Decisions...............................................................................................................8
4.
Pictures..................................................................................................................9
5.
Participants‘
list...................................................................................................11
6.
Presentations used at the
meeting........................................................................13
7.
Annexes:
Annex I Timeline of the project
Annex II Partners‘responsibilities in the project
Annex III Communication Plan
Annex IV Accounting kit
Annex V Parners‘ contact list
1. Agenda
1st transnational project meeting
Kick-off project meeting
SkillsUp: Skilling
up educators for today and tomorrow‘s labor market
No
2016-1-LT01-KA204-023143
|
Date: |
From 24 – to 25 November, 2016 |
|
Venue: |
Plunges suaugusiuju svietimo centras, 29
Macernio street, Plunge, Lithuania |
The purpose of the activity:
·
Project adjustment: timeline, budget, partners’
responsibilities;
·
Set main project milestones and deadlines;
·
Discuss project quality and dissemination plans.
Work programme
24 November (Thursday)
9:00 – 13.00 Morning session
9.00-9.10.Welcome to Plunge adult education center – Adomas Kripas, headmasterof PSSC
9.10 – 10.00 Partner‘s presentations (10 min.).
· PSSC
· EUC
· E-seniors
·
Östra Grevie
Folkhögskola
·
Balkanplan
10.00 – 11.00 Skills
Up Project review by coordinator Rita Smilingiene
·
Objectives & outcomes
· Timeline following the reduction of 12 months for the project implementation
· Discussion & approval of the timeline including project‘s meeting calendar.
11:00 Tea/coffee
11:15 – 13.00
Discussion on project implementation.
·
Projet communication
plan by Rita Smilingiene
·
Discussing &
planing project risk management & risk assessment by all partners
·
Project quality &
evaluation plan by Emil Paparov
·
Project dissemination
strategy & plan by Sven Jarvi
13.00 – 14:00 Lunch.
14:00 – 17:00 Afternoon session.
·
Budget &
financial instructions for reporting by Nijole Zlibiniene
·
Questions &
answers.
·
Pending issues from
Discussion on project implementation
15:30-15:45
Tea/coffee
17:00 Close of the day sessions.
25
November(Friday)
9.20-13.00 Morning session: Discussing
project Intellectual outputs.
·
O1 State of theArt,
E-seniors, France
·
O2 Digital Skills
Training Course, EUC, Cyprus
10:45-11:00
Tea/coffee
·
O3 Soft Skills
Training Course, Balkanplan, Bulgaria
·
O4 Multilingual
Collaborative Learning Platform, PSSC, Lithuania
13.00 – 14:00 Lunch break
14:00-15.30 Afternoon session
·
Presenting &
approving project logo by representative from Östra GrevieFolkhögskola
·
Presenting project
website by coordinator Rita Smilingiene
·
Meeting evaluation
organized by representative from E-seniors
15.30
Close of the meeting
2. Minutes
24th November
Morning
session
1.
Welcome and introduction
Adomas Kripas, PSSC,
welcomed the participants and wished successful work and fruitful collaboration
during the next two years. He introduced the members of Lithuanian team who
will work on the project:
Nijole Zlibiniene will be responsible for the financial management of
the project,
Adele Kripiene will do administrative work,
Adomas Kripas will manage local activities of the project,
Laima Galvanauskiene will work as researcher and manager of local
activities,
Veronika Tilindiene (not present at the meeting) will do technical part,
Rita Smilingiene will work as coordinator, teacher and technician at the
project.
Participating partners introduced themselves and their roles in the
project:
Institut E-seniors was represented by team coordinator Emil Paparov and teacher/financial manager Françoise Pettelat, Östra Grevie Folkhögskola was
represented by team coordinator Sven Jarvi and teacher/technician Amjed Bouzguenda,Balkanplan was represented
by coordinator/teacher Simeon Toptchiyski, European
University Cyprus was represented by coordinator/researcher Dimitrios
Vlachopoulos, teacher George Tsokkas, technician Kyriakos Neofytou, teacher Maria Christofi.
After short introduction
partners introduced their institutions and expectations for the project
outcomes in presentations, video and oral description.
2.
Skills Up Project review was done by
coordinator Rita Smilingiene. She reminded the main objective and foreseen
outputs and outcomes of the project „step by step“ in the presentation. She
suggested to make an amendment regarding the validation of the pilot training
and short staff training following the recommendations of the evaluators of the
project application and use Europass for this purpose. All partners accepted
the suggestion.
3.
Timeline following the reduction of 12
months for the project implementation was the next issue discussed by the
partners. The coordinator Rita Smilingiene, Lithuania, suggested the draft
version of the timeline and all partners had a possibility to comment and give
suggestions for amendments. After the discussion the final version was approved
with the deadlines for each activity and output and is included in these
minutes. The responsibilities of each partner according to the project timeline
were described in a separate document and distributed for each partner.
4.
The calendar of
the project meetings and training was discussed and approved by the partners:
2nd meeting – Sweden - 13-14
June, 2017,
3rd meeting – Bulgaria - 28
October, 2017
4th meeting - 22-23March, 2018
5th meeting - 1st week October
2018 (to be confirmed in Sweden).
Short staff training is foreseen
in Bulgaria 23-27 October, 2017.
5. After the
tea break the communication plan was
presented by the coordinator Rita Smilingiene. Dimitrios Vlachopoulos, Cyprus, suggested to use the tool
”Blackboard-collaborate” to record on-line management meetings instead of
writing minutes. The suggestion was accepted. All partners agreed that social
network Facebook page will be used to inform about upcoming events, sharing the
news about the dissemination activities in project partner countries. The
responsible persons from each country will get the administrator’s rights. The
representatives from each country were chosen:
Veronika
Tilindiene, Lithuania,
Kyriakos Neofytou, Cyprus,
Maud Martin, France,
Simeon Toptchiyski, Bulgaria,
Amjed Bouzguenda, Sweden.
6. The next topic discussed was project
risks and assessment of risks. All partners got a list of possible risks
and had to express their opinion whether they considered it as a risk or not
and assess it. The results will be summarized by the coordinator and all
partners will suggest strategies how to overcome risks and person responsible
for solving it. Final version of the plan will be discussed in the on-line
meeting of coordinators in January.
Project Management committee was established. All partner’s coordinators will be involved in this
unit. This
management committee will agree on the scheduling of future activities if there
is any delay in agreed tasks according to the project time-line. Also it will
review progress achieved and resolve any disputes that may arise, approve any
minor changes to the work-plan brought about by unforeseen circumstances.
7.
Project quality
and evaluation
is the work package lead by Institut E-seniors. The coordinator of this team
Emil Paparov in the presentation explained the main purpose of this activity,
tools to be used and created to measure the quality of the outputs and impact
on participants of the project. The presentation is included in the minutes.
Afternoon session
8.
Project
dissemination strategy
was presented by Sven Jarvi, Sweden, the coordinator of the team which is
responsible for this scope in the project. The main points of the strategy were
described in the application: to create a project webpage in social media
channel, engage stakeholders informing about the project outputs, create
dissemination tools (logo, flyer, newsletters, making a case study video),
organize local dissemination events for the community and stakeholders, make
project valorisation plan and implement it. All partners will use templates of
the dissemination plan and dissemination events register to present the
dissemination activities and participants in their countries. Swedish team will
summarize them in one project dissemination plan and register.
9.
Budget and
financial reporting rules
were prepared by Nijole Zlibiniene who is the financial manager of the project.
The partners were asked to follow the rules when reporting the budget
expenditure quarterly and keep to the deadlines indicated in the agreement with
the coordinator. The coordinator Rita Smilingiene presented the platform www.trackray.com where all partners will have to record their working hours
on the project. Annex I and Annex II of the reporting rules will be used for quarterly report of
the partners‘ budget expenditures as well as Annex III (General ledger of
profit and loss account). Besides the coordinator prepared a Project Eligible
Costs and Evidence Summary to ensure smooth reporting proces of the partners.
Simeon Toptchiyski,
Bulgaria, suggested to use more simple Excel sheet for monthly reporting staff
hours. The coordinator suggested to use the prepared platform and if there are
difficulties with reporting, the alternative has to be found.
All partners had the question
about the possibility of saving on travelling to project meetings or having
bigger budget. The coordinator explained that this is a flat rate and it is not
possible to cut or enlarge the budget as it depends only on the travel
distance. After answering the questions the day session was closed at 5 p.m.
At 7p.m.
the meeting participants were invited to the social dinner in the rural
farmstead “Prie Ziedelio”. The traditional samogitian cuisine was presented and
participants were invited to dance folk dances with a folk group.
25th November
Morning
session
The
second day of the meeting started with the approval of the work programme of
the day. The coordinator Rita Smilingiene suggested to have the lunch after all
questions of the meeting are discussed. All partners agreed and started the
discussion on the questions of the agenda.
1.
O1 State of theArt. The first output in
the project was presented by E-seniors, France, coordinator Emil Paparov. The aim of the output is to create a
report that provides an overview of the existing training opportunities and
needs related to the digital and soft skills. Regarding the description of the
output in the application it has 3 stages and 3 month duration starting with M1
and finishing in M3. The presented timeline by E-seniors didn’t satisfy
partners as national research falls in Christmas period and not much time left
for carrying out surveys in partner countries. The partners agreed that
E-seniors will send a draft questionnaire to the leading partners of O2 (EUC)
and O3 (Balkanplan) and coordinator by 1st December for the
feedback. The final version of questionnaire should be presented to all
partners by 12th December, 2016 national research results by 20th
January, 2017 should be presented to the leading partner and final version of the output by 5th
February, 2017 should be presented by Institut E-seniors. Dimitrios
Vlachopoulos, Cyprus, offered his help with the theoretical part of the
research report.
2.
O2 Digital Skills Training Course.
The leading partner of the output is European University Cyprus. The coordinator of the team Dimitrios
Vlachopoulos
discussed with the partners tasks leading to the production of the intellectual
output and the applied methodology. The partners agreed that course should be
selfpaced. The course will be divided in classrooms for each country where a
course in English and national language will be presented. The course
information will be presented: welcome video, study
guide and syllabus. The content will be organized in chapters with
self-evaluation possibility in different ways (quizzes, wiki task). It also
will include learners Forum. Europass will be used for the validation of the
course completion. The development of the output will start in M3 and will be
finished in M16 involving 2 pilot trainings (in English and national
languages).
3.
O3 Soft Skills Training Course. The leading partner of the
output is Balkan Plan, Bulgaria. The coordinator of the team SimeonToptchiyski suggested to keep the same model for the course as it was
discussed in previous O2. It will be suplemented by the face-to-face short
staff training to test the games used for developing soft skills which will be
described in the courses. The development of
the output will start in M3 and will be finished in M16 involving 2 pilot
trainings (in English and national languages).
4.
O4 Multilingual Collaborative Learning Platform.
The leading partner
of the output is Plunges suaugusiuju svietimo centras. The coordinator Rita
Smilingiene presented the initial version of the platform based on Moodle which
address is http://courses.skillsup4educator.eu/ and explained why they chose
this platform. All partners will have access to it and the learners will be
able to self-register in the course they want. The platform will be reached
through the website http://www.skillsup4educator.eu/
SimeonToptchiyski
suggested to use a logo of the organization to reach the course in national
language and open it in a new window. He suggested to use the basics of Moodle
to be it simple for teachers and learners to work on.
The development of the output started in M1 and the platform will be ready for
technical development of courses by 10 February, 2017.
5.
The next point for
discussion was approving project logo. Sven Jarvi from Östra GrevieFolkhögskola
presented 4 examples of suggested logo and partners chose one of them asking to
make a slight adjustment of the arrow dirrection in the logo.
6.
Project coordinator
Rita Smilingiene presented project
website outline and partners agreed about the content of the page: About
Us, About project, Project News, Courses. The domain is http://www.skillsup4educator.eu/
7.
At the end of the meeting the evaluation
questionnaires were filled by all participants and the French partner will make
a report on the evaluation during the next on-line meeting.
The meeting was closed by Adomas
Kripas, headmaster of the hosting organization.
Decisions
|
No. |
Decisions / Tasks |
Deadline |
Responsible person,
institution |
|
1. |
To present a
final questionnaire of O1 |
12th December, 2016 |
Françoise Pettelat Institute
E-seniors |
|
2. |
Progress
financial Quarterly report for the
period 1 November, 2016-31 December,
2016 |
5th
January, 207 |
Nijole
Zlibiniene, PSSC, Monique
Epstein, E-seniors, Ingela Sjotedt,
OGFS Stalo
Eracleous, EUC, Simeon Toptchiyski, BP |
|
3. |
To present
the evaluation report of the 1st partner meeting to all partner
teams. |
29th
December, 2016 |
Françoise Pettelat, E-seniors |
|
4. |
To present
national survey reports of O1 to the leading partner of the output. |
20th January, 2017 |
Laima
Galvanauskiene, PSSC, Françoise Pettelat, E-seniors, Sven
Jarvi, OGFS, Simeon Toptchiyski,BP, Dimitrios
Vlachopoulos, EUC |
|
5. |
Develop
and present project quality plan
to project management committee. |
30th January, 2017 |
Françoise Pettelat, Institute E-seniors |
|
6 |
State of the Art Report. Digital & Soft Skills Training Need for Educators in
partner Countries. |
5th February, 2017 |
Françoise Pettelat, Institute
E-seniors |
|
7. |
To prepare
the Multilingual platform for technical development of O2 and O3 |
10th
February |
Rita
Smilingiene, PSSC |
Pictures
