KICK-OFF MEETING

KICK-OFF MEETING

Ready Women

Kick-off meeting

Seville 29/11/2018 – 30/11/2018

 

Meeting Minutes

1. Presentation of participants and respective roles in the project. Definition of specific target group per partner.

 

We made our kick off READY WOMEN project meeting in Seville, hosted by FAMS COCEMFE, in the premises of the Civic Centre of Sevvile.

Juan José Lara Ortiz, Pedro Fernández Pérez, director of FAMS COCEMFE and Encarnación Barrera Bizcocho welcomed the participants and opened the meeting.

After the presentations of each partner’s organization, Encarni Barrera, the Ready Women Project Manager, made an overview of the partnership and the importance of the involvement of each organization and presented their role in the Ready Women project implementation as follows:

FAMS COCEMFE SEVILLA:

  • Management & coordination.
  • Support: Qualitative study.
  • Supervision and support: development of curriculum.
  • Coordination and development: educational content and implementation of a course in basic and professional competences and soft skills.
  • Support: Transnational Interactive tool (Virtual Community).
  • Design and Pilot implementation of accompanying process to access to employment.
  • Final Conference.

ISTITUTO DEI SORDI DI TORINO (IDST):

  • Management of experts committee: Development of curriculum.
  • Preparation and design of transnational training course (C1).
  • Coordination and development: educational content and implementation of a course in basic and professional competences and soft skills.
  • Design and Pilot implementation of accompanying process to access to employment.
  • E5 Multiplier event in Italy.

EDUCATION AND YOUTH EMPOWERMENT SOCIATY (EYES):

  • Design and Coordination of Evaluation and Quality Assurance plan.
  • Support: Development of curriculum.
  • Coordination and development: educational content and implementation of a course in basic and professional competences and soft skills.
  • Design and Pilot implementation of accompanying process to access to employment.
  • Multiplier event E1 in Bulgaria.

ISTANBUL GELISIM UNIVERSITY (GELISIM):

  • Design and coordination of Qualitative study.
  • Support: Development of curriculum.
  • Design and construction of Transnational Interactive tool (Virtual Community).
  • Multiplier event E4 in Turkey.

UNIVERSITA DEGLI STUDI DI BARI ALDO MORO (UNIBA):

  • Design and coordination of Qualitative study.
  • Support: Development of curriculum.
  • Multiplier event E5 in Italy.

ASSOCIACIONE EUROKOM

  • Management of experts committee: Development of curriculum.
  • Preparation and design of transnational training courses (C1).
  • Coordination and development of educational content and implementation of a course in basic and professional competences and soft skills.  
  • Design and Pilot implementation of accompanying process to access to employment.
  • E5 Multiplier event in Italy.

EUROPEAN REGIONAL FRAMEWORK FOR CO-OPERATION (ERFC)

  • Support: Development of curriculum.
  • Coordination and development: educational content and implementation of a course in basic and professional competences and soft skills.
  • Design and Pilot implementation of accompanying process to access to employment.
  • E6 Multiplier event in Greece.

LABORATORIO FORMACAO HIGIENE E SEGIRANCA NO TRABALHO LDA (PREVIFORM): 

  • Support: Development of curriculum.
  • Coordination and development of educational content and implementation of a course in basic and professional competences and soft skills.
  • Design and Pilot implementation of accompanying process to access to employment.
  • E3 Multiplier event in Portugal.

SUREKLI EGITIM ARASTIRMA VE DANISMA DERNEGI (SEADDER):

  • Dissemination Plan
  • Support: Development of curriculum.
  • Coordination and development of educational content and implementation of a course in basic and professional competences and soft skills.  
  • Design and Pilot implementation of accompanying process to access to employment.
  • E4 Multiplier event in Turkey.

ECOLOGICAL FUTURE EDUCATION (EFE)

  • Management of experts committee: Development of curriculum.
  • Preparation and design of transnational training courses (C1).
  • Coordination and development of educational content and implementation of a course in basic and professional competences and soft skills.
  • Design and Pilot implementation of accompanying process to access to employment.
  • E2 Multiplier event in Latvia

2. Overview of the project activities. Review of project implementation timeline. Project activities: national contexts, fine-tuning of implementation schedules. Definition of deadlines and shared activities.

Encarni presented the main deliverables of the Ready Women project (Intellectual Output), and its phases:

O.1.Intelectual output: Innovative training program for social inclusion of disabled women

O.1. – A.1.: Qualitative study on relations between women with disabilities and employment opportunities.

O1 – A2: Design of contents for implementation of a transnational training course.

O1–A3: Development of educational content and implementation of a specific training course in basic and professional competences and soft skills.

O1 – A4: Development of Virtual Community of European women with disabilities.

O1– A5: Pilot implementation of accompanying process to access to employment.

O1 – A6: Communication Strategy: Dissemination plan.

O1 – A7: Evaluation report and improvement recommendation.

A.1. Qualitative Study

In order to not delay with the qualitative research and to not postpone the project activities later on, an Expert Committee will be created to observe the Qualitative Study and the Curriculum development (based on the Qualitative Study) and to support the organizations for the content development contributions.

Discussion was raised on how to conduct the Qualitative Research and partners decided to make it in a form of interviews with interested representatives as discussion (focus) group/s.

The Qualitative Study will be a state of the art report, including a simple description of the unemployment situation of the target group of disabled women with focus of their training needs (basic and professional competences plus soft skills).

The project target group was determined – as it was not specified in the project application, partners decided to include 15 disabled women in each partner’s country. An option could be also to have one more mixed focus group (man and women).

Typology of the disability was discussed too – the women involved will be women with physically and sensory (but not mentally) disabilities.

UNIBA Bari will prepare the template and summarize the collected study reports from all the partners. A short version of the Qualitative Study will be made too, to be used for dissemination purposes.

Implementation period for this activity will be 1st – 5th Month.

UNIBA Bari will be responsible for this activity.

A.2. Transnational Training Course (C1)

The transnational training course (C1) and the 2nd transnational coordination project meeting (TNM) will be held in Turin in the first week of July 2019 – 1st– 5th July 2019.

The transnational training course will cover the needs of the disabled women, which arise from the Qualitative Study and is aimed to staff partners on how to teach and train on basic and professional competences and soft skills for women with physical disabilities.

2 experts from each partner’s country will participate in the training.

1 staff member of each partner organization will attend the TNM (this staff member could also participate in the C1 training, but without accommodation budget).

IDST will be responsible for the implementation of this activity.

A.3. Curriculum

The project consortium discussed the Curriculum content and what to be included in it and decided that softs skills and transversal competences have to be one part of the Curriculum content - common for all the partners, and specific professional educational topics (as for example IT, Administrative skills, Green Energy etc.) another content part of the Curriculum.  Each partner will provide the specific part depending on the profile of the resp. partner’s organization in the national language and in English and the common part will be in English.

No budget is foreseen for the translation of the Curriculum, so that it should be done under the Management Costs.

A.4. Virtual Community

A Virtual Community will be developed in order to host the educational and training course materials, Curriculum etc. GELISIM will check if it will be possible to host this educational space to could remain after the project ends.

GELISIM will be responsible for the implementation of this activity.

A.5. Pilot implementation

After accomplishment of the training course, one trainer/expert from each organization will be determined to work with the disabled women to accompany the process of contacting the businesses and organizations. His/her role will be to help the women to find a job, to try to access to work places and will support them to establish contacts and to look for employment.

As the project co-ordinator, FAMS COCEMFE SEVILLA has a long experience in this, they will design the Methodology - a personalized tutoring, on how to support the women in the process of accessing a proper job market.

DEADLINES fixed

A.1.

  • Create structured interview template (focus group guide) – 26th January 2019
  • Focus group results - first results to be send to the Expert Committee – 31. March 2019
  • Analyses results – first draft of the Qualitative Study report – 30. April 2019

A.2.

  • 1st draft of the Curriculum – 31. May 2019

C1

  • First week of July – 01 - 03 July 2019

3. Definition of contents of project communication: Dissemination Plan- website, social networks, media, multiplier events, etc.

 

A.6. Dissemination plan

A structure of a Dissemination plan was presented by SEADDER as a first draft to be discussed and agreed. A project web site will be created, where each partner will be presented shortly in English, but also in every national language.

4 newsletters will be prepared – 1st in August 2019 (after the C1 training course), 2nd in February 2010, 3rd in September 2020, and 4th in February 2021.

An Instagram project profile will be created where info, pictures, video materials etc. will be shared.

The information published in the dissemination channels will be updated every 3 months. One Final Conference and Multiplier events in each country will be conducted to disseminate both the project and its results.

One Brochure with general info about the project and one Leaflet for any other purposes will be designed too, to spread out the project outcomes.

Use of EPALE platform will be provided.

News/announcements/ on how we work with the target groups – pictures, video materials etc. will be published, too.

The Greek partner was prepared and presented a Project Logo proposal, one volunteer of FAMS COCEMFE has also designed a project Logo, and the project consortium chooses the FAMS’s logo as it corresponds not only to the disabled people life, but also the European Commission’s flag.

SEADDER will be responsible for implementation of this activity.

4. Evaluation and quality assurance strategy.

A.7. Evaluation and Quality Assurance Strategy

EYES presented the structure of the QA and Evaluation work and tools. A QA strategy will be developed, focused on the quality of the processes and the quality of the performance and  will define what will be evaluated; how it will be evaluated; when will evaluation take place and who will be involved in the evaluation process.

Main elements of the Quality Assurance and Evaluation Strategy will be the Evaluation of the management processes, the Evaluation of all transnational project meetings and the Evaluation of the IO 1 – the Innovative training program for social inclusion of disabled women. This assessment will be done through peer review discussions and questionnaires.  

Quantitative or qualitative indicators have been set to measure the project implementation phases and its outcomes.

The verification techniques and tools will be adapted to the characteristics of each activity and will set up process records, records of participants, satisfaction surveys, interviews, discussion groups, among others instruments.

QA and Evaluation plan will extract recommendations for improvement of the project outcomes considering the feedbacks given.

 

5. Project management: cooperation agreement, discussion, important points to consider (clarifications where necessary). Project management: Budget/financial aspects and discussion. Presentation of management and budget control tools. Deadlines of financial and activity reports.

A Grant Agreement is expected to be signed within the next 2 weeks by the National Agency (NA). After that each partner will sign its National Project Agreement and send it to FAMS.

A Google Drive storage was already created by FAMS in order to store all project documentation and records. The project Application form and all Annexes are already stored into the Google Drive mostly in Spanish, but partially also in English.

A Budget Control sheet was created and presented - it will be part of the financial reports and will be fulfilled and provided by each project partner (every 6 months).

A Time sheet – a new, simpler variant was presented and discussed too.

The first payment to the partners will happen after the NA transfer the first project tranche to the Coordinator. Payment will be done as follows:

 

1st pre-financing payment: 20% of the amount to be paid 30 days after the Coordinator will receive the signed bilateral agreement in original.

2nd pre-financing payment: 20% of the amount to be paid within 30 days from the date when the Partner has spent and reported the sum of the 1st instalment, and the Coordinator has approved it.

3rd pre-financing payment: 20% of the amount to be paid within 30 days from the date when the Coordinator has received the second payment from the Agency after the intermediate report on the project execution (By March 2020). In addition, the partner must have spent and reported the sum of the 2nd instalment, and the Coordinator has approved it.

4th pre-financing payment: 20% of the amount to be paid within 30 days from the date when the Partner has spent and reported the sum of the 3rd instalment, and the Coordinator has approved it.

Payment of the balance: Within 30 days from the date when the project final report is approved by the Agency and the Coordinator receives the balance payment. The amount of the balance payment will be determined according to the approved technical and financial reports of the action.

After partners have received the first project money tranche, they should send to the Coordinator a copy of the Bank aviso notification from their Bank Conto, that the payment has been received.

Encarni has provided the project consortium with an optional variant of allocation of working days each partner has to report.

Shifting/adjustment within the budget positions is possible only within the 20 % of the whole project budget, excluding the Management budget item.

If movements between budget positions are necessary (for example from travel costs to IOs costs), partners have to declare it to the very beginning of the project implementation in order to have enough time to ask the NA for approval.

The Interim Report should be prepared in February 2020. To that time the 70 % of the entire project budget has to be spent in order to receive the next tranche from the NA.

NA requires also documents for expenditures of the Management costs (the 250 euro per month/person) – proofs to be provided are described in the Budget Control sheet.

IOs working days are calculated on hourly rates (fixed on national bases by the Erasmus+).

As a staff member is considered a person, who has a clear proof about the relationships with the partner’s organization – a working contract, or a contract as a volunteer, or is an owner (legal representative) of the company – proofs to be provided.

According to the requirement of the Spanish NA, besides of the boarding passes, as a proofs for the travel expenditures health insurances should be provided too.

Attendees in the MEs have to be persons not staff of the partner’s organizations, but different people. 100 euro are foreseen as costs for each participant in the ME (only national and no international attendees). A participant list is fixed by the NA and should be fulfilled and provided as an evidence that the ME happen. Other docs – leaflets, brochures, pics, videos, feedback forms etc.

Docs to be provided for the C1 training course – Training programme, Certificates, Evaluation form, List of participants, pictures, videos.

It is recommendable a Financial Officer to be hired for the proper financial implementation of the project.

 

6. Planning of next short-term staff training event in Turin. Definition of contents curricular and pedagogic materials: Coordination, management and deadlines, profiles description for staff attendees. Planning next transnational meeting: Dates and contents.

A.2. Transnational Training Course (C1)

The transnational training course (C1) and the 2nd transnational coordination project meeting (TNM) was decided to be organized together and hold in Turin in the first week of July 2019 – 1st (Monday) – 5th (Friday) July 2019. The C1 learning activity will be tailored as a Train The Trainer course, where 2 experts from each partner’s country will participate.

1 staff member of each partner organization will attend the TNM.

The focus will be put on the C1 - 3 days training course - 3 days are fixed in the application form and budgeted as learning activity.

The first day (Monday) to be considered as a travel day.

The TNM will be 1 day – on the last day (Thursday, the 4th July 2019).

1 staff member of each partner’s organization will attend the project meeting.

Last day – Friday, the 5th July, to be considered as a travel day.

 

In order to design the proper C1 training course, characteristics of the target group of disabled people were discussed too – partners, who has experience with this target group shared their impressions that disabled people usually rarely trust trainings and aren’t convinced that trainings will help them to find a job. Thus partners decided that training on self-confidence, self-esteem, self-respect etc. should be included in the C1 transnational training course. The excellent situation will be to find as a trainer a disabled person, who has been trained and already found a job, as a testimonial in order to motivate the others in the same situation.

 

7. Evaluation of the transnational meeting. Attendee’s certificates. Closure of the meeting.

Partner fulfilled the Meeting Evaluation Form provided by EYES and received their Certificates.

For any further detailed information, pls. check here: https://drive.google.com/drive/folders/1B_mclyMYDMaoYkg6oN2RiIXj33KfXZZN