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ERASMUS+ KA2 Strategic Partnership

   New Dimensions of the Distruptive Impact on the Art and Creativity in Digital   Social Innovation / CreArt

PROJECT NO: 2020-1-TR01-KA227-ADU-097776

KICK-OFF PROJECT MEETING

MINUTES REPORT

Date: 6-7 November 2021

Host Institution: Yenişehir İlçe Milli Eğitim Müdürlüğü

Venue: Mersin,Turkey

 Mersin Suphi Öner Öğretmenevi

Dumlupınar, 1524. Sk. No:1, 33130 Yenişehir/Mersin

PARTICIPANTS OF THE PROJECT MEETING

Yenişehir İlçe Milli Eğitim Müdürlüğü, Turkey – Coordinating Institution

  • Nida Akceviz Ova
  • Mehmet Necmeddin Dinç
  • İbrahim Yılmaz

Sarıçam Halk Eğitim Merkezi, Turkey – Partner

  • Yeliz Nur Akarçay
  • Alpaslan Akıllı

Karataş Halk Eğitim Merkezi , Turkey- Partner

  • Berna Karacan
  • Hüseyin Pars

Megider, Turkey- Partner

  • Dilara Kılınç
  • Özcan Yücel

Ecoistituto Del Fruili Venezia Giulia, Italy – Partner

  • Gilberto Marzano
  • Luca Marzano

DomSpain SLU , Spain – Partner

  • Julia Vilafranca Molero
  • Helena Arevalo Martinez

                     Team 4 Excellence ,Romania – Partner

  • Mr. Ovidiu Acomi
  • Mr. Stefan   Bugu

On Friday, 5th  November 2021

   Partners arrived in Mersin.

On Saturday, 6th November 2021

The  Kick-off Meeting of the Erasmus+     CreArt Project was organized at   Suphi Öner Teacher’s House Hotel, Mersin, Turkey on November   6- 7, 2021. The purpose of the meeting was to get acquainted with the partners and project plan; select project management team, Project Steering Committee; to develop a common understanding of the objectives, tasks and results, to discuss activities proposed in the project in detail, to plan activities and exact dates of the meetings foreseen within the project, to clarify project management, administrative and financial issues.

The Kick-off Meeting started at 10:00 after registration of the participants and the participants to the Kick-off Meeting were delivered the dossiers, fliers, notebooks and meeting documents. The Kick-off Meeting was organized according to the initially announced programme.

The meeting launched with official welcome speeches chaired by Nida Akceviz Ova, project coordinator of YIMEM who welcomed the participants and passed the floor to the following person for welcome speeches:

  • Mehmet Necmeddin Dinç , Director of Yenişehir İlçe Milli Eğitim Müdürlüğü

Short presentation of all partners, their institution/organization took place in the following order:

  • Julia Vilafranca Molero and Helena Arevalo Martinez, DomSpain SLU
  • Yeliz Nur Akarçay, Sarıçam Halk Eğitimi Merkezi Müdürlüğü
  • Ovidiu Acomi , Asociata TEAM 4 Excellence
  • Gilberto Marzano, Ecoistituto Del Fruili Venezia Giulia
  • Hüseyin Pars, Karataş Halk Eğitim Merkezi Müdürlüğü
  • Dilara Kılınç, Mesleki Girişimciler ve Toplum Gönülleri Derneği
  • Nida Akceviz Ova, Yenişehir İlçe Milli Eğitim Müdürlüğü

 They presented their association, institutions and explained their contributions to the project and mentioned about their direct relations. After these presentations, they continued to review the meeting agenda items.

After the Coffee break, Project Team started up to work on the project in the meeting room of the Suphi Öner Teacher’s House Hotel .Directorate of National Education Nida Akceviz Ova, the Coordinator of the CreArt Project continued on the overview of the Project:

  • Rationale, goals and objectives,
  • Expected results,
  • Consortium,
  • Management,

The first part presentations were followed by discussions and comments about the project.

After lunch break the participants continued the meeting chaired by Nida Akceviz Ova. The focus of the second part of the meeting was the management, administrative rules, project IOs, tasks, activities, responsibilities and deadlines foreseen in the framework of the project. She described the rationale, the general objectives, the activities, the provided outputs and deadlines, the links among the different project activities and the partners’ role according to Application Form of CreArt Project.

  Partners discussed the main issues related to the first intellectual output of the project: the needs assessment.In order for the first intellectual output to be of high quality, it was discussed that learning units should be prepared in accordance with the general aims and objectives of the project on the subjects determined for the partners.They highlighted that in order to bring to effective data, the partnerships had to identify the  main and sub topics avoiding biases and taking care to address the right target groups.

The project coordinator and partners took the responsibility that the IO would be of high quality and delivered on time according to the project schedule.

The learning units are as follows:

  1. Creativity Theories and Models ( Sarıçam HEM )
  2. Individual and Social Creativity ( MEGIDER )
  3. Creative Teaching and Teaching Creativity( Karataş HEM )
  4. Machine Creativity ( Ecoistituto )
  5. Pedagogical Use of the Arts ( DomSpain )
  6. Creativity and the Arts at School ( Yenişehir MEM )
  7. Creative Thinking ( TEAM4Excellence )

TEAM4Excellence will implement the software solution in the Moodle environment. They will be responsible for:

  • Functions specification
  • Software implementation
  • User guide
  • Technical guide

The template was prepared by Ovidiu Acomi, the Romanian partner responsible for Moodle, with the contributions of the partners, so that each partner can prepare the moodle in the same format and length for the learning units to be created. It has been decided that the learning units will be prepared by December 15, 2021 and uploaded to google drive and notified to other partners via e-mail.

 Yeliz Nur Akarçay from Sarıçam HEM stated that any issues endangering the success of the IO of the project had to be reported immediately to the project management and discussed within the consortium.

In the project proposal, it was declared in the first intellectual output of the project that the learning units would also provide English teaching with the CLIL by DomSpain, Spain’s partner, and it was decided to be added to each learning unit by the partners in virtual meetings. Julia Vilafranca Molero, from DomSpain SLU, made a presentation to the partners about what they can do and what they should pay attention to in the learning unit with CLIL. All learning materials would be be translated into partners’ languages.

Partners decided that  the pilot training courses would be organized as follows:

  • 15 hours of remote learning activities
  • 15 hours of e-learning (self-learning)
  • 10 online group activities.

The main topics of the pilot training course and the structure of its delivery would be refined according to the project progress and the partners’ suggestions.

The Second and Third Intellectual Outputs of the project were presented by leading partners. IOs were discussed briefly.

  • Yeliz Nur Akarçay from SHEM presented IO2.

‘Laboratory Activities ’ – Months 13-19

–        List of the main function of the laboratory as well as the functional design of the learning analytics model

  • Gilberto Marzano from Ecoistituto presented IO3.

‘Educational Multimedia Book’- Months 19-24

Each project IO has been assigned to one leading and supporting partners. The project coordinator and leading organization take the responsibility that the IO is of high quality and delivered on time according to the project schedule.

The meeting continued with administrative management of the CreArt project. The following tasks were presented and discussed among the participants:

  • Establishment of Project Steering Committee
  • Project Management Plan- Yenişehir İlçe MEM
  • Risk Management Plan – DomSpain SLU
  • Communication Plan – Team 4 Excellence
  • Quality Assessment Plan – Yenişehir İlçe MEM
  • Dissemination Plan – Team 4 Excellence
  • Sustainibility and Exploitation Plan- Yenişehir İlçe MEM
  • Webpage of the Project – Yenişehir İlçe MEM

Each partner determined a person for the steering committee. The selected people chosen for the committee will represent the partner countries. The steering committee consists of :

  • Nida, Yenişehir İlçe MEM-Turkey
  • Yeliz, SHEM – Turkey
  • Julia, DomSpain SLU – Spain
  • Gilberto, Ecoistituto – Italy
  • Ovidiu, Team4 Excellence – Romania
  • Hüseyin, Karataş Hem- Turkey
  • Özcan, Megider- Turkey

The Steering Committee will ensure the smooth running of the project, successful completion of all its objectives, conflict resolution, and high quality of outcomes.

  • Virtual Project Coordination Meetings will be held by Skype every 3 months.
  • Transnational Project Meetings:
  1. Kick-off Meeting: Yenişehir İlçe MEM, Turkey, 6-7 November 2021 – 2 persons, 2 days
  2. Intermediate Consortium Meeting: Team 4 Excellence, Romania, March 2022 – 2 persons, 2 days
  3. Intermediate Consortium Meeting: Ecoistituto, Italy, November 2022 – 2 persons, 2 days
  4. Final Meeting (Final Conference) : Karataş Hem – Turkey, April 2023 – 2 persons, 2 days

Meetings will be organized and scheduled by contacting all team members. Meeting dates should be agreed upon and pre-announced at least three weeks beforehand. The host institution is responsible for initiating meeting organization.

A pre-determined number of team members from each partnering organization is required to attend meetings, as prescribed by the project proposal and project plan. All meeting participants are required to participate in cooperative manner. If a planned participant is unable to attend a meeting, they must inform the meeting organizer beforehand, and/or provide a substitute member to take their place.

Each meeting should be attended by preferably the same team of project participants in order to assure smooth project execution.

The host of the meeting and the coordinator are jointly responsible for preparation of agenda for each transnational meeting. Meeting Agenda will be distributed 5-10 business days in advance of the meeting. The Agenda should identify the presenter for each topic along with a time limit for that topic.

Action Items are recorded in both the meeting agenda and minutes. Action items will include both the action item along with the owner of the action item and the deadline. Meetings will start with a review of the status of all action items from previous meetings and end with a review of all new action items resulting from the meeting.

All resources for meetings will be available on the meeting. The host institution is obliged to issue a certificate of participation to each participant.

During the meeting a list of the project participants has to be signed. Meeting minutes will be sent to all partners no later than two weeks after the meeting. Meeting minutes will include the status of all items from the agenda. Minutes should be approved by all partners and the coordinator will upload and store them at the relevant folder on the Dropbox / Google Drive.

After project meetings all the partners who participated, will fill in an evaluation questionnaire regarding the development of the transnational meeting, which will be very useful for the evaluation and improvement of the organisation strategy of the organizing entity.

All partner meetings will be working meetings where specific deliverables will be designed or finalised. Skype teleconferences, email exchange using the Dropbox, phone calls and four face-to-face meetings will facilitate coordination and information exchange among partners.

Particularly the Skype teleconferences and the face to face meetings will be the main forums for partner interaction, exchange of best practice and to facilitate reflection on activities and results at each key stages of development.

  • Short Staff Training Event:

The short staff training event will be held in Spain by DomSpain SLU in May 2021. The exact dates of the event will be determined later. The profile of participants will be educators working in the field of adult education, and each partner will send 3 trainers for 5 days, including travel days.

DomSpain is responsible for preparing the content and agenda of the training and sharing it with all partners and presenting it on the project platform. Each partner is responsible for involving educators who are staff of the institution and providing the participants with the insurance and must sign a contract with them regarding participation of the training.

  • Multiplier Events:

The multiplier events will be organized in November, 2023 by partners.The details of the multiplier event will be discussed at a later time as they are planned to occur in 2023.

  • Budget of the project:
  • Project Management and Implementation: 48.000.00
  • Transnational Project meetings: 24.030.00
  • Intellectual Outputs: 67.785.00
  • Multiplier events: 20.500.00
  • Learning, Teaching, Training Activities: 15.765.00

–     Total Grant: 176.080.00

It was stated that the IO2 budget was cut by the Turkish National Agency. Although no budget was allocated for IO2, all partners have to work actively to perform the output as specified in the application from.

All the plans were discussed in detail and they will be shared with partners. Lead organizations of the dissemination activities will be Team 4 Excellence. Communication strategy was discussed and it was decided to use Dropbox and Google Drive tools to share, edit and follow the changes in the materials uploaded. All documentation relating to the partners will be stored under the corresponding shared folder on Dropbox.

All project documents must carry the CreArt Project Logo and requisite EU logos. Instructions for the use of logos will be found on the shared drive. These instructions will comply with regulations for the use of the Erasmus+ logo set out on the EC website. All templates will be developed/ updated to include the appropriate project and EU logos.

Each partner will provide information on members of their project team: name, role and responsibilities with the project and within the partner organisation, and contact details. This information will be stored on the Dropbox and Google Drive. Any changes relating to contact details

will be notified to the project team as soon as possible.

Partners need to submit a questionnaire when they organize a meeting with the target groups. The activity sheet should include the short description of the activity as well as the date of the activity and signature, email addresses of the participants. Adding email addresses of the participants is very important as International Agency may decide to check participants directly if they really participated in the activities or not. It is very important to involve real participants in the activities.

Yenişehir İlçe MEM will be responsible for the implementation and management of the project website. The issues regarding the project website will be will checked by YIMEM. The project webpage will be updated, guidelines and training materials will be published.

First day presentations were finished with discussions and comments about the project. The Chair Nida Akceviz Ova expressed her gratitude to all the partners for their active contribution to the meeting and closed the meeting at 17:30 according to the initially announced programme.

Day 2: 07.11.2021

The second day of the meeting started at 09:00 according to the initially announced programme, chaired by Nida Akceviz OvA The partners made discussion on the following topics.

  • IO2 “Laboratory Activities”
  • Detail about the pİlot media lab
  • Timetable and Task Plan
  • Virtual Conferences
  • Dissemination Activities in each country

The last presentation of the second day of the meeting was delivered by Yeliz Nur Akarçay, regarding the financial issues of the project and the submission of the reports and timesheets.

All financial issues must be coordinated with Turkish NA. For all projects , the project grant is distributed to the partners as 40% for the 1st year, 40% for the 2nd year and 20% after submitting final report. The grant was transferred to all partners for the 1st year before the kick- off meeting. The 2nd and final payments will be made based on the positive evaluation of the progress and final reports by the national agency.

All partners have to follow EU regulations and all of them are responsible for quality implementation of the project. The partners should be active and precise for preparing the intermediate report. The partners will provide project coordinator with any information and documents required for the preparation of progress report and, where appropriate, with certified copies of all the necessary supporting documents completed and signed by the legal representative, every 3 months, as set by the deadlines and for the periods specified below:

Progress Report:

The progress report is due April 30, 2022. The report will cover the activities carried out during the period of  the partners should submit all the necessary documents by 15/04/2022. Project coordinator ensures to hand in the progress report the latest on 30/04/2022

Financial Report

The Financial report includes the following information:

1.       Timesheets:

Each partner should record days regularly based on the defined reporting periods so Project Coordinator monitors consumption of days. Partners will be asked to print the timesheets and upload them signed to the Drop Box tool before Project coordinator submits reports.

Timesheets will be completed by all team members for each month that they work on the project; timesheets give a description of activities undertaken and the number of hours worked and the category of the staff.

2.       Travel reports:

Each partner should record its travelling costs (transnational meetings, multiplier events, learning teaching and training activities) based on the distance band.

Evidences should be uploaded and linked at Travel reports file (tickets boarding passes, receipts for accommodation, transfers, daily expenses etc.)

3.       Dissemination Report:

For dissemination all partners should use the Dissemination document where they can describe the dissemination activities and upload the evidence.

Partners will be asked to print their recorded dissemination activities with all the evidence before project coordinator submits a progress report.

The evaluation of the quality of the dissemination and exploitation activities of the project and its results will be monitored regularly through reports to be provided by the partners approximately each 6 months.

The Meetings Evaluation Questionnaire will be included in Dropbox. The questionnaire template can be modified according to the needs of the meeting and has to be filled in and delivered to the partner responsible for evaluation who will share the results with all partners.

After discussing the financial issues, signed partner agreements were handed over to the partners and kick-off meeting evaluation questionnaire was distributed to partner institutions.

In conclusion of the day Mehmet Necmeddin Dinç, director of the coordinating institution thanked the participants for their contribution, involvement and commitment. He expressed his great hope for successful implementation of the project and thanked his team for the support.