3rd Board
...
meeting + WP leaders
27 April, 2018
on-line
Attendees: Antonio, Eli, John, Gabriella, Vicente, Peter, Barbara, Allan, Ilias, Stefano, Marco, Michal, Krzysztof, Faraz, Casper, Peter
Actions
| Actions | Comments |
|---|---|
| 1-270418 Peter to provide the Support Document in response to the reviewers comment alongside with his strategic vision to the WP leaders and the Board. | In one week. We need a thorough discussion about the response with the WP leaders afterwards. |
| 2-270418 Peter to manage the handover to the temporary interim project coordinator. | On going... |
| 3-270418 Board Members to step up for the interim period (between now and the mid-term EC review) and support the WP leaders with their strategic directions. | Acknowledged |
| 4-270418 Peter to inform the GA and all the project participants about his departure. Board to second it and ensure continuity in the project. | ASAP |
| 5-270418 Peter to organize a face-to-face Board meeting before the end of May in Amsterdam preferably with the interim project coordinator involved. | ASAP |
Agenda
| Agenda items | Notes |
|---|---|
| 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. |
27 April, 2018
on-line
Actions
...
Agenda
| Agenda items | Notes |
|---|---|
| 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:
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.Timeline |
| 4) Finance report Q6 for the EC review. Implement budget shifts in Budget_v11 | Currently 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 review | Process 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) AoB | Face-to-face Board meeting was requested to be held before end of May in the Amsterdam office of GÉANT. |
...
27 September, 2017
on-line
Attendees: Antonio, Eli, John, Gabriella, Vicente, Peter
Actions
| Actions | Comments |
|---|---|
| 1-270917 Peter to distribute the agreed OKR document to all Up2U project partners. Define the main focus of the project's expected impact. | Deadline ASAP.
|
| 2-270917 Urge the technical work packages to start piloting with alternative LMS platforms (OpenEdX, Canvas). Peter to organize an Architecture Review Meeting. | ASAP. |
| 3-270917 Organize virtual all-hands meeting in the next coming two weeks and encourage the work package leaders to organize face-to-face technical meetings to solve the critical issues. | In two weeks.
|
| 4-270917 Peter to follow up with partners who are deviating from the linear financial progress and ask for clarifications. | Deadline next Board meeting and/or Q3 report. |
| 5-270917 Peter to distribute the agreed new budget table and ask for further modification requests to be implemented in the next round. | Deadline ASAP.
|
Done on 19 October.
Difficulty to schedule such a meeting. Peter sent an email update to all....
10 May 2017
Porto, Portugal
Attendees: Antonio, Eli, Gabriella, John (remote), Vicente, Peter
Actions
| 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. |
|
| 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. |
|
| 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). |
The Board members have been re-invited to attend the MT meetings....