Guide my W@y 4th Transnational Meeting in Mannheim, Germany (08.07.2016) Participants From Spain, University of Santiago de Compostela: Ph.D. Cristina Ceinos Sanz Prof. Dr. Elena Fernández Rey Ph.D. Rebeca García Murias Ph.D. Miguel Ángel Noguiera Pérez From KTU, Lithuania: Vida Drasute Dr. Sigitas Drasutis From WUP Katowice, Poland: Małgorzata Gościniak Monika Hepner-Jaworska 1
Aleksandra Kopczyk Grzegorz Sikorski From lernmodule.net, Germany: Uwe Kohnle From HdBA, Germany: Elena Iuga Thomas Jäger Prof. Dr. Florian Kreutzer From EURES Czech Republic: Mgr. Lenka Navrátilová From EURES, Spain: Emilia Seoane Pérez Introduction: Opening and Welcome (08h45 09h00) Welcoming speech and handing over to Mr. Jäger. Financial Administration (09h00 10h00) Mr. Jäger (GER): I am happy to open the day with a presentation about financial administration. I think almost all of you know what it is about, so I just summarise what can be done wrong. 2
Mr. Jäger (GER): I think all of you know this table. The first table shows the project management and implementation. There is no documentation needed, we just need to know how long you are in the project. Last month, which was June, marks the 22nd month. The next part is the intellectual output updates in May. At this point, you can add everything concerning the partner meetings: hotel bills, conference fees etc. And here, you can see the total sum, which shows you what you have spent so far and what you can spend now. If more people work in the project than you applied for, you can t get more money. The field extra costs is for things like translation etc. At the end of the project we have to wait for the last 20% from the EU, so we have to keep around 4.400 before we get the next payment. 3
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Mr. Jäger (GER): The next table shows the time sheet. With this, we have to be very careful. Each of your activities has to be related to your output! Do not only write down Meeting 1, but for example 1 hour for output 1 etc. At the end of the project we need originial signed time sheets from all of you. Those of you who do administration have to hand in a separate sheet: For each intellectual output you have to indicate what we wrote in the proposal and what you submitted for your time sheets. Again, it is very important that I get the signed timesheets in the end. 6
Mr. Jäger (GER): Concerning the multiplier events, we need an attendance list with the names of the participants, email adresses, signatures, adresses of the sending organisation, a copy of the agenda and the presentation if possible. The more proofs you can add, the better it is. Mr. Jäger (GER): Now onto some things where you have to be careful: a) Participants of own organisation do not count b) Make sure you have enough participants c) Your multiplier event must be within the official elibility period d) Your budget cannot be higher than the one we applied for 7
Mr. Jäger (GER): Another tricky issue are the exceptional costs, for example those for translators. The invoices, so the amount of money you paid, and a proof of payment is important. The exceptional costs are paid on the basis of relative costs: you get 75% refunded by the EU. Another very important thing: If the subcontract is in your language, please add an english translation! It does not have to be a 1:1 translation, but a handwritten note in the copy of the original. The holder of subcontract must not be a member of your team! Mr. Jäger (GER): Here you can see a bad vs. a good practice example: 8
Mr. Jäger (GER): The next table shows the dissemination activities: Here you insert a title, date, place, target group etc. For each event also add proofs: the agenda, some internet links, presentations etc. Please do not take a picture of the audience without relation to the project. Mr. Jäger (GER): The exchange rates are also a confusing topic, in the last project we used the date of the month when the interrater comes, but the new rule is to use the month when you made a payment. You can use this link and then you will find the average costs of this month. We have to do it in the daily course, in Euro - sometimes you win, sometimes you lose. 9
Mr. Jäger (GER): Now, what else? Remember that only in the official lifetime of the project, the payments will be refunded, please be careful about that. We need the signed originals for the time sheets and/or copies, stamps etc. to prove that this is official. All the categories that I have just presented: time sheets, contracts, meetings, boarding cards, booking receits, hotel bills, multiplayer events, attendance lists, subcontracts, invoices, certified copies please print those out, put a signature or a stamp on it and then send it to us. I will send you everything we have at the end, and you can print it out and send it to me. Are there any further questions? Shall we send everything until end of july? Mr. Jäger (GER): The earlier the better! End of july would be perfect, but later on we can still acept it. We will try to finish the final report until end of july, then send it to the national agency. Afterwards, Ms. Iuga can make final changements at the end of august. I need all the documents about the dissemination events until end of july at the latest. These are the agenda, the number participants, the attendence list, pictures, presentations and so on so that I can implement it to the final report. Ms. Gościniak (PL): Concerning the last thing: Do the partners get the 20% if the final report is okay or not? Mr. Jäger (GER): It depends on the amount you manage to proof: you loose a little bit if for example your translation costs are lower. Mr: Jäger will be on holiday the whole month of august but in september, he will work on the final report. That means, we need your final report by end of august. Ms. Iuga will be away in august as well and only has two days at the end to put everything in order, so everything concerning her should be done by end of july. The czech translation is missing completely! I need something by next week. Ms. Garcia, the same for Spain the translation is still missing! The deadline 10
for the last status report is end of september but we have to make all changes until end of july! If you change something in august, then write it down and send it to me, but please send me the report by end of july. So to sum this up, by the end of july, I need the following three things: all missing translations, the dissemination, and the status report. Ms. Gościniak, did you translate the book? Ms. Gościniak (PL): There will be some changes there are small corrections, for example the name of the minister of social labour has been changed. Ms. García Murias (ES): Are you going to translate the glossary? Ms. Gościniak (PL): Yes we will translate it. Please try to do your best, we can not put it on later! We can not promise to we correct it. It is in your own interest to have a good website. And check the websites in your language! If you find mistakes, let us know. Let me know, I am also entitled to make changes on the website. Evaluations and Reports (10h00 11h30) First, I will give you an overview of what we have achieved since our last meeting. Have some of you received the books already? For some countries it might take longer. You can also buy it for 39,99 euros for the regular selling price. We have put the link on the website so you can check it out. We did not advertise it as a print version, that s why we think the comission would not mind and it was in accordance with Mr. Jäger for the same reason. Now this is our book, its black and white and grey, let us know if you need more copies for your insititution or for yourself. I am not introducing the website again, but will introduce the evaluation. 11
As you can see, eyeryone agrees that the design is modern and userfriendly, there is nothing negative in this sense especially the eguidance is well-implemented. 100% is very good or good. The feedback depends on the young people. When we aquire feedback, we have to differ between young people and the counsellors. You remember the belgian lady yesterday? Young people might think differently about the website. Young people like it freaky. 12
You all agree that we implemented the project goal succesfully. Then of course you see the blue pie chart: you would recommend it. This is what we will have to introduce now: a feedback button for all the other users. Right now we have a visitor counter and we have to add a feedback option, even if it is only an email to myself. Concerning the administatrion rights: who can make changes in the portal at the end of the project? 13
Ms. Drasute (LT): Everything is on your server, anyone can do it. It is in your hands. If I had a person, it would not be a problem to give him administration rights. Who has administrative rights when Elena leaves? Ms. Drasute (LT): In case you need any help... The usage is another topic: How long will everything be available? Ms. Drasute (LT): It is at maximum five years that you can pay in advance for the domain. That should not be a problem for the HdBA. Now onto the next topic. We have had the advanced training. As you can see, everything went well, regarding the content negative feedback was either due to the internet connection or other technical problems. Probably in the future, when you use different virtual tools, you have to make sure that everything works. But apart from that, the contents were all very well implemented and you were quite satisfied. Especially with the virtual dialogues, it was big succes and you were happy with it. In general, you were very satisifed with the training and agreed using it in the future. 14
You have also had a chance to evaluate the ecounselling and it was also quite good. The majority of you used different virual classroom tools, and you had different kinds of clients as well: students in Spain and young professionals in Czech Republic and Poland. It is a modern alternative, but even for young people, its can be difficult. It is important to make sure that your clients know how to use these tools and how to conduct such a guidance concept. 15
So in general you are satisfied but some of you still prefer face to face counselling. You have a guideline now, which means you know how to train other counsellors and also how to have counselling dialogues. This is also what we have achieved. This is what you can use for further training. These are all the things we have achieved since March. As you can see, we have achieved quite a lot. We all were under a lot of pressure. I think it is important to focus on sustainability. You can all agree that everyone yesterday was highly motivated and interested in the project and they could distribute it themselves. I have also sent you a sustainabilty guideline to use after the project. Did someone else publish it? Ms. Gościniak (PL): We do not have the budget. Ms. Ceinos Sanz (ES): We will publish the spanish e-book by mid of july. Which company will do this? Ms. Ceinos Sanz (ES): The university of Santiago. 16
Could you give us some information? We have to agree to it and talk to our publisher, they have to know that there is a publication in Spain because of the administration rights. If you want to publish anything let us know. You can do marketing campaigns, send email campaings to your associates, use social media tools, type it in the favorites, or use the universities social media channels to use and distribute it. The univerity of Kaunas has a youtube channel, so they have a bigger audience. There are many channels on which you can distribute the project. Everything you do, write it down in the dissemination list. It is part of the dissemination, so mention it. The more we have, the better. If you have workshops and symposiums, mention those as well. We were talking about sustainabilty, if you have the chance to distribute it, then of course you are encouraged to do it. Keep that always in mind and do not forget to disseminate. Now I wanted to show you something interesting which I did with Mr. Drasutis. It is called google analytics. It is a nice service which records website traffic. You can see how many users visited the portal, where they came from and so on. It is the most widely used analysis service of the internet. We started in May and these are the results: On the youtube channel, we recorderd 119 tracks and got four subscribers, which is not a lot, but also not nothing. This pie chart shows a report on the videos, and you can see which are the ones that are mostly watched: 31% go to the image video, the others depend on the interest of the users. 17
So you can see, the users spend an average of 1.14 minutes on our channel. We have to think about the video. The people just click away after a minute which is of course not enough. We have to promote it and make it more prominent to make sure they spend more time on it. We should not just upload videos but also try to give it an nice structure. The youtube channel will stay after the end of the project and it will be nice to look at it afterwards. And now something very important: Our internet portal. The first graph shows the usage from the 1st of may until 3rd of July. There is a peak after the 12th of 18
june when I sent the email campaign. When you promote something, you get the attraction you want. This was the email campaign announcing the finished portal in english and german. But still it was not completely done back then. Now you will see the difference because people will be more aware of the project and use it more. As you can see, it started very flat and then increased. Where did the users come from? This world map shows you the countries of origin: We have Russia, North America, Canada, Africa, India we have a lot of people. This is interesting: Due to the email campaign and the big association from the conference in Madrid, we have a really wide range of users and target groups. 518 users come from Germany so far, they are the biggest target group. Over 5 000 people actually clicked on our page, but this is very statistical, this is more of a marketing issue. If you really want to publish more on it, then you can use this analysis. The new visitors and returning visitors are being calculated in this pie chart. There are slightly more returning visitors at the moment. The language most used is german. The second most used language is spanish, then polish as well as czech. This is quite good, every language has been clicked on. 19
You can even analyse which device the users use, computers or mobile devices. There were some mobile devices, around 32%. 647 went onto the main website, then less of them went deeper. Were they really our target group? This is what we have to stay on track after the project. People have to go deeper into our website. You can see everywhere they clicked on on the right hand sight. And then of course, which channels did they use to actually acces the website? There is a peak again after the 12th of june after the email campaign, like in the youtube channel. 20
National Dissemination (11h30 12h30) I would now ask all of you to give some feedback on your national dissemination. Which actions did you take and what was the feedback? Ms. Gościniak (PL): We had a conference on the 21th and 22nd of June. We decided to hold it outside of our institution, so we rented conference rooms and all the equipment for the presentations and also ordered some catering. We invited our national participants who where in the use of the local labour office there are 31 such agencies, so we had 40 participants of those local agencies, and the representatives of the agency of the Netherlands, talking about the working conditions there. We had a presentation with the outcomes of our project, discussed the main outcomes, results, the evaluation, and what was left to do. The other day we offered a workshop to our participants. The first task was for the participants to introduce themselves, why they are here, their motivations, and then we presented the whole concept, divided into modules. We presented one module, and on this basis, the participants were asked to prepare a guidance dialogue. There was a group work and then they presented the outcomes to the audience. We handed them our version of the dialogues and they could compare what 21
they have suggested whith what we actually had in mind. Afterwards, we also had a discussion. What were the differences? That would be interesting. Ms. Gościniak (PL): There is a difference between the profiling as we suggested it from what they know from their work. In the local agencies, profiling means dividing the unemployed people into categories and on this basis, the counsellors suggest trainings or activities the clients can take on and participate. So this was the main change. But we explained previously that concerning the word profiling, they should forget what they do in their daily work. Then we asked them to evaluate the workshop. They were very interested in the outcomes of the concept and asked us to send it to them. I think they would actually use it. They liked it due to the practical approach and simplicity. Thank you so much. I think group work is much more effective than frontal presentation, it is much more creative and engaging. It would have been good for the international conference, but due to the lack of man power we rather skipped this part. Ms. Ceinos Sanz (ES): For the spanish approach: We had about 25 participants, advisers and academic professionals as well as EURES counsellors and a few bachelor and master students. First of all, we had a presentation. The main idea was to give them a new viewpoint on guidance among young people. Then the participants talked about the difficulty to put the guidance concept into practice. They thought it would be neccesary to have an approach towards the different contextes, and more political competences for the counsellors. Thank you so much. So what is your conclusion the common opinion on the project was rather positive? Ms. Ceinos Sanz (ES): Yes. So the concept would be very interesting to Spain that is brilliant. 22
Ms. Navrátilová (CZE): At our dissemination event, the first day focused on the possibilites of advanced guidance, and the second day consisted the presentation of our project. The first morning, our project and another project on european level were pesented, then the audicence was divided and we had a workshop with 45 participants. First of all, Mr. Stastni presented the project, the content, and the portal, and then me and Ms. Fojtíková presented Vitero and ILIAS. Like yesterday, one of us was a client and the other one a counsellor and we showed what we can do with a client. Afterwards, the participants also had a chance to try it. How about the feedback? Ms. Navrátilová (CZE): It was very nice, but the audience was mainly academic. There were mainly professors, and also some career and guidance counsellors, as well as participants from other universities. They were surprised because the whole concept of eguidance and virtual counselling was completely new to them. Our advisors prefer face to face counselling. But they liked it and the feedback was positive. Feedback on the international conference Having a workshop and working with the concept in small groups is always better. People get much closer to it than with a frontal audition. What is your feedback on yesterday? Maybe we can go by country. Ms. Drasute (LT): The afternoon was much better, it is better to stay in front than to just sit there and listen. I liked the presentation. I also think the questions from the audience showed that the topic is interesting and the participants were really engaged in it. Starting from the organisation, the whole conference was great, and the catering was amazing as well. I would highly recommend it to anyone. Ms. Navrátilová (CZE): I also think it was nice. Maybe it would have been better to show a video, but in general it was a nice conference. 23
The problem was, most of them came from the employment agency and they want to try out the virtual counselling, which they can not do due to the technial limitations. We are not even at the beginning of the project, we have to implement and promote the project. Especially in the german employment agency, it is entirering to move on with things like this. Any more comments on yesterday s event? Ms. Gościniak (PL): It was succesfull yesterday. There was a large interest in the outcomes of the project. Ms. Navrátilová (CZE): Thank you, Ms. Iuga, for organising the conference. It was really nice to be there, I was also encouraged to learn more. I was quite sceptical at the beginning, but know I see I can implement it into my daily work. So thank you! There is not even any bad feedback in the evaluation sheets, everyone was really pleased and gave a positive feedback. Feedback on the project So, what about your feedback on the final project? I think we achieved a lot together, but please let us know how you experienced the whole process. Ms. Drasute (LT): First of all, thanks to the german team for everything. I think it went quite fluent, and it was nice working with everyone. I am glad that now we have finished the work on the the website. Ms. Gościniak (PL): I agree with what Ms. Drasute said. For me it was also a personal experience, I am glad to be part of the project. I also agree that maybe it is difficult to talk about the content before applying. The main issue is the result and that we had the chance to meet each other. This is the basis for further contacts and I think we have created a product that is practical and ready to use. I think it is ver good. 24
Thank you so much. How about the spanish side? Ms. Ceinos Sanz (ES): We agree. It was an opportunity to learn new things and also from each other. And we achieved our goals, so we are happy. Ms. Navrátilová (CZE): I also agree. I was very sceptical in the beginning. But I have to say, during the whole process, I perceived it more and more practical and the outcome is really nice and functional. I learned something new, which is very good for our practise. The next project will be how to get the project into practical use. It would only make sence with the same partners. But the clear sign from the agency is that it is over now. With a new project, there will be no going on. There are no ways to continue our work together, even though we are prepared to start now. The other thing is, we have achieved a very good product. We were very glad to have you all on board. I would not have been possible withouth Elena and Thomas. During the process, we had to centralise the application and put it forwards, otherwise we would not have made it. It is due to the structure that everything was linked so close together. I would have prefered to go on with what we have. Hopefully, for you, it is also a beginning. How to integrate the concept in Spain? The same in Poland. Ms. Boye from the employment agency says that at the moment, she can not see how to implememt it, but that might change very soon and then the whole concept will start spreading. So, without you, it would not have taken place. I think we had a really good time in Santiago and Katowice, it was really great to be in your places and countries, and also to have you here. Thank you so much for participating and making it such a succes! 25