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Agenda itemsNotes
0) Peter is leaving GÉANT therefore stepping down as the project coordinator of Up2U.

Peter formally informed the Board and the WP leaders about his departure from the company hence from Up2U. Board members congratulated him on his new challenges.

GÉANT remains in charge of the project and the project coordination. An interim solution will be put in place between 31 May (Peter's departure) and 13 September (mid-term EC review). The new permanent project coordinator will be appointed afterwards.

1) Response to the paper-based preliminary EC review (M12).

Peter is writing a Support Document in response to the reviewers recommendations made at the paper-based review (M12). This document (or a simplified version of it) can also be provided to the reviewers as our official answer to their questions/concerns.

It was also requested that Peter provides his longer term strategic vision for Up2U (in form of a shot document of slides).

2) Re-submission of rejected deliverables until M18 (in time for the EC review as the latest)

The rejected deliverables (either demonstrators, online docs or written reports) must be resubmitted by M18 along with the Support Document. The suggestion is to keep the current structure of the deliverables and add an extra chapter to them addressing the specific questions of the reviewers.

The WP leaders and deliverable owners are responsible for the re-submissions!

3) Production of new deliverables due to M18

Peter is leaving as the project coordinator but GÉANT functions stay:

  • Casper remains the main support person for all administrative aspects of the project.
  • GÉANT PMO (Tryfon) can help with any EC liaison and consortium management issues.
  • GÉANT Technical Writers are available to edit and check deliverables before submission.
  • GÉANT Finance (Munya) can help with the quarterly reports and any financial issues, budget transfers, etc.

The Timeline of the new deliverables to be submitted by M18 is available. DoW must be followed with regard to all content of those deliverables.

4) Finance report Q6 for the EC review. Implement budget shifts in Budget_v11Currently GÉANT is collecting Q4 and Q5 figures. Keep them coming!
5) Temporary Project Coordinator until the EC review (Thursday, 13 September 2018, in Luxembourg)

GÉANT is going to appoint an experienced interim project coordinator for Up2U between now and the mid-term EC review on 13 September 2018. Peter is responsible for the handover.

Most likely, the temporary project coordinator will be Licia Florio, GÉANT - AARC2 Project Coordinator. She can technically help the project through the EC review. A new permanent project coordinator will be appointed afterwards.

6) New project coordinator after the EC reviewProcess is unclear at the moment. Most likely GÉANT will go through a proper hiring process to find the new final project coordinator for Up2U. We need a subject matter expert (pedagogy, novel teaching and learning practices) with good strategic vision.
7) Information to GA and all project partners!Peter to send out a message, Board to respond.
8) AoBFace-to-face Board meeting was requested to be held before end of May in the Amsterdam office of GÉANT.

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