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| Actions | Comments |
|---|---|
1-100517 Up2U objective and key results (OKRs) must be defined, all work packages should have their own OKRs linked to the Up2U OKRs and also cascaded down to the task level. Progress should be measured. |
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| 2-100517 Board should meet face-to-face at least once a year. Board should attend the MT meetings at least quarterly to get some first-hand insight into the work of the MT. |
Weekly MT meetings happen on Wednesdays at 14.30 CSET/CET at https://trello.com/b/UzePwMTd/wp1-project-management-and-external-liaison |
| 3-100517 The Board encourages the MT and the WP leaders to achieve more cross-pollination between WPs and better communicate downstream. Not only Trello but private Wiki spaces are needed per WP to collect consolidated information. |
The Board encouraged all the WPs to organize face-to-face meetings to discuss the critical issues. |
| 4-100517 The Board encourages all the partners to comply with the quarterly financial reporting practice. |
Action on Peter to chase for the missing data. |
| 5-100517 Peter to start the process of reviewing and rearranging budget for partners. Partners' contributions to WPs as well as travel budgets must be fixed. |
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| 6-100517 WP5 leaders to organize a meeting with the Board members and explain/clarify the purpose and structure of the SMC. |
As it was agreed in Porto, today, the WP5 leader Stefano, the WP5.1 task leader Mary, the available Board Members (Gabriella, Eli, Vicente) and Project Coordinator myself had a video call to clarify the structure and role of the Subject Matter Committee. STRUCTURE 1. The board members agreed with the current structure of the SMC. There is a permanent committee (voluntary people for the whole duration of the project) reporting to the Board. There are national sub-committees (temporary people for a fixed period of time or a certain task to complete) reporting to the permanent committee members. 2. Any project participant can propose candidates for both permanent and sub-committees. The Board appoints the permanent committee members and then the permanent committee members decide on the national sub-committee members. 3. The committees can have both internal and external people. 4. By "external" we mean people who has no formal task or specific role/contribution to the project other than his/her SMC participation. This is regardless of the person's affiliation (i.e. someone can be considered "external" and still working for a project partner origination, if nothing to do with the project otherwise). - There was a concern raised by the board about the current large number of internal people on the list of permanent SMC candidates! Agreement: It was agreed to reduce the number of internal people on the permanent committee by: - allowing only one person per partner organisation, preferably working on the pedagogical filed. - putting the members with formal role in the project to sub-committees - invite external people, preferably with strong links to national ministries of education ROLES 1. The role of the SMC is twofold: it acts as an advisory committee to the Board and the MT members and it also serves a subject matter committee looking after the pilot countries, training programmes and other pedagogical aspects of the project. 2. It was agreed that both roles can be fulfilled with one SMC. No need to create a separate body, just clarify the role of the members. MEMBERS 1. It was agreed to try and appoint more "external" people to the permanent SMC, in general. 2. It was agreed to keep Stefano (WP5 lead) on the permanent SMC ex-officio acting as the link to the WP5 activity for SMC support. 3. It was agreed to remove duplicate candidates per organisation and people with conflicting roles from the permanent committee. They can participate in the national sub-committees. 4. It was agreed to consider three new (external) candidates to the permanent SMC. Names and CVs to be circulated for appointment by the Board via email. ACTION on Mary. 5. It was agreed to leave 1-2 vacancies always open to be able to consider new members at any time (as the Board and the MT see fits). |
Completed
The Board members have been re-invited to attend the MT meetings.
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