YOUTH OF THE WORLD 2017-1-IT03-KA205-010978

Minutes of Project Meeting #3

Yow – Youth of the World No 2017-1-IT03-KA205-010978

Sofia, Bulgaria 24th of July 2018

YOUTH OF THE WORLD 2017-1-IT03-KA205-010978

Document history

V1 2018-08-02 First issue sent to partners for review V2 02/08/2018 Second review by ICSE & Co

V3 03/08/2018 New check By ICSE & Co

YOUTH OF THE WORLD 2017-1-IT03-KA205-010978

Contents

Agenda ........................................................................................................................................ 4

Attendance Sheet ........................................................................................................................ 5

Presentations ............................................................................................................................... 6

Decisions .................................................................................................................................. 12

Pictures ..................................................................................................................................... 14

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Agenda

YoW_Youth of the World: transformative power of global education

3rd TRANSNATIONAL MEETING

Sofia, Bulgaria

July 24, 2018

09.30 Reception (ICDET)

09:45 – 10:10 General monitoring of the project (ICSE)

• Results till now, what’s next?

• Discussion

10:10 – 10:30 Evaluation part of the project (FWC)

10:30 – 11:45 Dissemination part of the project (USB, Epralima, ICSE)

11:45 – 12:00 Coffee break

12:00 – 12:40 Tool kit (ICSE + DP, all partners)

12:40 – 13:00 Graphic and presentation of the tool kit – web version

(Epralima)

13:00 – 14:30 Lunch

14:30 – 14:50 Gadget decisions (ICDET, all partners)

• What type and number needed

• Who will design the leaflets?

14:50 – 15:20 Blended mobility (all partners)

• Discussion on approach and tools

• Detailed planning and materials for the training

15:20 – 15:40 Payment (ICSE)

15:40 – 17:00 Next steps (ICSE, all partners)

End of the day - Free time

21:00 Dinner

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Attendance Sheet

YOUTH OF THE WORLD 2017-1-IT03-KA205-010978

Presentations

1. ICSE presented the General monitoring of the project:

Aferdite presented a power point presentation and spoke about the results till now of the project:

• Verifying the training event – the evaluation report was sent by Elisabetta and Dora; The toolkit proof to be designed in a user-friendly fashion way so it can be an easy way to gain in depth information on the project results; Minimum 5 tutorials to be made on how to create GE activities programme for youth sector with tools and techniques that educators, schools or informal groups of young people can reuse; - Elisabetta and Dora will finish the report for the training program and update

the evaluation resumé; - Report from trainer (Activity, Exit /report, Staff); Report and staff training C1; - All partner will need to fill the M/E (Monitoring and Evaluation form.

https://docs.google.com/document/d/1O8gVeb02DA4DnHpb9bhSayobmVMOuDvlPZ4TOty281I/edit?usp=sharing;

- A Feedback is needed for September to check with FWC; - Partners need to add to the website a session with documents and sources

from 3 levels and collect documents interested on it: o International sources; o European ones; o National level;

- Also add a Playlist video and Youtube channel; - Youtube cannel to create it, and menu videos.

• Toolkit part 1 – it is almost completed. The next steps are to set the graphic for the content (to be simple but unified with the project image and colours; the website version need to be also unified, possible with a drop-down menu). The toolkit is in English and the translated versions in national languages can be added in pdf format and downloadable; - Epralima will send a version for the Website and 2 version in PDF. - And also a second version for the Website

• Toolkit part 2 and Tutorial – the text is completed. The next steps are to set the graphic content and to finalize the tutorial. There are 3 options for the tutorial: 1) each partner to make 1 new tutorial; 2) each partner to finish 1 of those tutorials started during the TC; 3) each partner to collect at least 3 tutorials on the web concerning their thematic; - Put the list and finish tutorial; - Send description on characteristics (to find in Drive)

https://drive.google.com/drive/folders/1GM83jtV9JSMoEbptrEMBv78qxld_Y1g_?ogsrc=32 ;

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- 5 topics given for the Tutorials:

➢ Development Education; ➢ Human Rights Education; ➢ Education for Sustainability; ➢ Education for Peace and Conflict Prevention; ➢ Intercultural Education;

- Use Videoscribe - check videos on Facebook the groups; - Collect material from TC (PUT ALL in a folder to share with others)- From Drive; - Deadline - 6 September for the tutorials; - Recreate new tutorial and revise the old ones from the videos, photos etc,

present in Drive and Facebook Group.

• Format for local events – 5 multiplier events have to take place in partner countries (1 per country) – Italy, Cyprus, Bulgaria, Ireland and Portugal. On these events the Toolkit have to be promoted, the website, the FB page and to build a contact seminar for future projects. The events should be done in public places which provide full and indiscriminate access. The staff of every partner organization have to plan the event promoting. - a total number of 250 for all partner events: 40 for partner, that can be maybe

divided in 2 public events: one can be a seminar and the other a general participation also in another event.;

- Description from the project: Events taking place in the partner countries will /CHARACTERISTICS/: ➢ place the events in public places which provide full and indiscriminate

access like, libraries, museums, public squares, stadiums, and the likes; the staff will plan events promoting inclusion to involve the general audience;

➢ specific arrangement is planned for senior participants who may experience health problems, such as health service /ambulance available around the event location, basic medicine available with the organizers;

➢ the information sessions for community groups to be planned to include written, visual and audio messages to face specific information understanding needs;

➢ access to local FB sites from libraries and schools will be promoted, supported and encouraged.

• Workshops during the international meetings on GE – 4 workshops have to be done during the International meetings and open to local stakeholders. Partners still haven’t done any, so every partner have to organize a local workshop on the current topics: Italy - principles of GE and the use of storytelling; Portugal & Ireland & Cyprus - The GE values, experiential education; Bulgaria – What values do they transmit the media and how they affect us; Greece - Global perspective in Youth Education. ICDET proposed to make the workshops also online so they can be easily accessible to all the people. The showed one video created by them for the workshop which their intern Adriana has made - https://youtu.be/eiw_Phme7ig

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- Workshop should be created again, with specific thematic from all partners and can be in slides, (Cyprus will send a video with a written article to share in the website, also check and share the online training workshop for the Global Education - to check with Adriana workshop, and dissemination plan. And finally check and share the Workshop for a Sport event by DP; Other typical workshops from DP dealing with GE.

- topic of the workshop will be: ➢ Principles of the Global education and the use of Storytelling; ➢ The global education values, experiential education; ➢ What values do they transmit the media and how they affect us; - ICDET ➢ Global Perspective in Youth Education;

• Format for the final event – the final multiplier event will be with a period of 1 day and will take place in Greece. Partner decided to be in the early December. The purpose of this event is to promote the Toolkit, the website of YoW and to present the results of the project;

• Blended Mobility C2 – The blended mobility will take place in Florence, Italy in the week of GE in Italy (after 20th of November). Every partner country should send 4 participants and 1 youth worker who will have the role of a facilitator for the project. In total, 5 people are required to participate from every country. The blended mobility will last 20 days, 7 from which will be for the youth exchange in Florence, the other 13 will be for preparation in the own organizations. The blended mobility is meant in order to test and disseminate the project results and issues. From all the participants, at least 10 need to have a migrant background or some kind of difficulties. Blended mobility scheme:

1. Selection criteria (facilitator, letter of motivation, participants);

2. Programme preparation (issue, social media, responsibility, volunteer);

3. Skeleton structure (differences, online learning);

4. Participants (Exchange programme, who do workshops roles, frame work);

5. Methodology need to be given but to let them free, to build it with

facilitators

• Blended Mobility way of preparation – the 5 facilitators of the training session will work on the virtual part of the project with partners for the realization of the mobility. They will be paid for the work done. They will animate a FB group of participants, organize skype meetings, online activities for the blended mobility and the preparatory meeting. Later they will organize with the partners the mobility activities that will be a youth exchange and participate as facilitators.

Summary of Partner Tasks: - Set the graphic for the content of the Toolkit – Epralima is in charge; - Elisabetta and Dora to finish the report for the training program and update the evaluation

resumé; - All partners have to fill the Monitoring Framework;

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- Partners need to add to the website a session with documents and sources from 3 levels and collect documents interested on it: International sources, European ones, National level;

- Create a Youtube channel and add a Playlist; - Epralima to send the Toolkit for the Website and 2 version in PDF; - Send description on characteristics for the tutorials; - Collect materials from the Staff training (TC) and put them in a folder shared with all partners; - Recreate new tutorial and revise the old ones from the videos, photos etc, present in Drive and

Facebook Group; - Make the tutorials for the second part of the Toolkit till September 6, 2018; - Make a local event to promote the project and the Toolkit; - Cyprus to send a video with a written article to share in the website, also check and share the

online training workshop for the Global Education; - Choose a facilitator for the Blended mobility C2; - Every partner to make the workshops on the topic chosen; - Each partner to translate online the Toolkit in their own language and make it as a pdf file.

2. FWC presented the evaluation part of the project: Throughout the project, a systematic monitoring and evaluation process is used through a combination of quantitative (participant lists, social media tracking, web analytics) and qualitative (entry & exit/evaluation questionnaires, photos, event report) data, according to the project outputs and expected results. Several examples have been presented: Entry & Exit questionnaires. FWC has developed all the questionnaires necessary for a successful M&E process. It has also developed the Monitoring Framework which will help partners to keep track of the whole evaluation process. All partners will need to fill the Monitoring Framework with numbers and relevant information in steps – link HERE. The Monitoring Framework should be completed in steps (after relevant activities are completed) by ALL partners. Its purpose is to be used as a basis for monitoring during future meetings and activities. There are five criteria (Relevance, Efficiency, Effectiveness, Impact, and Sustainability) which can be used as guidelines for evaluating the project altogether. Summary of Partner Tasks: - All partners have to fill the Monitoring Framework.

3. USB presented the dissemination part of the project:

Ermioni presented a power point presentation for the Dissemination report of the project. She spoke about the dissemination strategy, which is ready for use. The strategy consists of the following online channels: 1) the website of the project http://www.youthoftheworld.eu/ 2) e-Newsletter; 3) Social networks; 4) Facebook page https://www.facebook.com/youthoftheworld2017/ 5) Instagram https://www.instagram.com/youthoftheworld2018/ Still some newsletters are missing from the partners. All partners decided that they have to choose a person responsible from their organization to post/upload materials at the channels. To know who, when and what to upload, was taken the decision of creation of a

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Calendar in which to put the dates and task for the organizations and receive notifications as a reminder. ICDET propose to use the Google calendar and share it with all the partners as the easiest, fastest and free option to work with. Partners agreed that when posting a material in the YoW page, all partner organization have to share it in their own fb page (with the hashtag). The offline channels of the Dissemination strategy are: 1) fact-sheets; 2) leaflets; 3) promotional materials. ICDET will be responsible for the graphic design of the leaflets and the promotional materials. For attracting more followers, Ermioni suggest using every time when partners post a material the #youthoftheworld hashtag in Facebook, Instagram and other social networks. The records till now for people reached are as follows:

• EPRALIMA, PORTUGAL: Publications-newspaper-article (23.11.2017), 2950 people reached;

• FUTURE WORLD CENTER, CYPRUS: Post in FWC Global Education FB page (20.05.2018), 1115 people reached;

• ICDET, BULGARIA: Folder with photos from staff training (May 2018), 1171 people; • UNITED SOCIETIES OF BALKANS, GREECE: Facebook post about Europe’s Day 2018

(07.05.2018), reached 1739 people. The next steps for the dissemination process are: to reach more stakeholders, strengthen presence on Social Media, more clicks in the follow newsletters. Summary of Partner Tasks: - Upload the missing Newsletters; - Make a Google Calendar with the tasks and materials to upload for every partner organization; - Post and upload materials in the Social Media.

4. Tool Kit – graphic and presentation – web version

Natalia from Epralima presented a power point presentation on the web version of the toolkit. She showed to the partners an example of a cover for the Toolkit. The partners liked it but asked for more examples and with more colours in order to have to opportunity to choose the best one. They decided that the cover have to be more attractive. The toolkit will be uploaded at the website at web version in English and for the different national languages there will be an option to download them at pdf file. Partners discussed how the toolkit should looks like. Epralima proposed to use the PDF flip and make it like this example: https://www.pdf-flip.com/examples/Bro_03.html. ICDET proposed to make it with Issue (the gave the example of their web Youth Vibes magazine - https://issuu.com/youthvibes/docs/june_final/6?ff=true&e=32522278/62300971) But if the Issue will be used, the file of the Toolkit should not be more than 100 mb or it won’t be used in the Issue format. Also in Issue there is the logo of the program, so partners thought it will be better to use the version of Epralima and design it how they want. Partners suggested also if it’s possible to have a table of contents at the toolkit so when someone open it and don’t want to ready everything, to have the ability to skip some information and to go

YOUTH OF THE WORLD 2017-1-IT03-KA205-010978

directly to the information needed. ICDET proposed another option for the Toolkit version as a guide they made for another KA2 project - https://docs.wixstatic.com/ugd/d46909_d38216c08a174add988adda890b85106.pdf ICDET gave the idea to separate the Toolkit like this: https://www.icdetbg.eu/magazine with dropping down to current slides. About the tutorials on GE, partners decided to collect all the materials till now and to change their titles and repost them. Every partner has to put all materials in a Tutorial folder. Paul from DP will be responsible to decide how to use the materials (videos). He can make a new video with all the videos collected. Aferdite proposed to use the Videoscribe app. The toolkit has to be edited and to make it shorter. All partners have to edit their descriptions with the limit of the characters required. Also, to add the sources for the information.

- Newsletter will be an important part in this stage, to share the framework with Daniel, Epralima with next content: toolkit - staff training and next Blended Mobility;

- A solid plan can be for each partner 1 week and 2 weeks;

- Content: videos, events, photos.

Summary of Partner Tasks: - All Partners – to edit the description at the Toolkit and make it shorter; - Epralima to make more versions of the Toolkit cover and all partners to vote for the best one; - Epralima to make the web version of the Toolkit; - DP to create a tutorial from all the materials collected from the partners; - Share the framework with Daniel (Epralima) with next content: toolkit - staff training and next Blended

Mobility.

5. Gadget decisions

After voting at Doodle questioner made by Eva from ICDET, the results for the gadget materials chosen by the partners were: bags and pens. Partners decided to prepare 300 pcs from every type of promotional material. Every partner has to ask about the prices for printing the materials and to tell other partners. ICDET is responsible to check the prices for DHL delivery from every partner country to the others and also to create the design of the materials. If the price for both activities (printing and delivery) is low than the price to print them in Florence, the materials will be made at the partner country where is the cheapest price. If the price is the same or higher, materials will be done at Florence. Summary of Partner Tasks: - All Partners have to check the prices of printing the materials in their own country – 300 pcs of bags and

300 pcs of pens; - ICDET is responsible to check the delivery prices with DHL and to create the design of the materials.

6. Blended mobility 7. Payment 8. Next steps

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Decisions

Nr. Decisions, tasks

Responsible Deadline

1. Make the tutorials for the second part of the Toolkit

All partners September 6, 2018

2. Finish the report for the training program and update the evaluation resumé

ICSE (Elisabetta), FWC (Dora)

Within 27 August

3. Add to the website a session with documents and sources from 3 levels and collect documents interested on it: International sources, European ones, National level

All partners- ICSE Within 27 August

4. Create a Youtube channel and add a Playlist

Epralima & ICDET Within 24 August

5. Send description on characteristics for the tutorials

All partners - DP - FWC - ICSE/Elisabetta - ICDET - Epralima/Dani

Within 27 August

6. Make a local event to promote the project and the Toolkit

All partners September 6, 2018

7. Choose a facilitator for the Blended mobility C2;

All partners September 14, 2018

8. Make the workshops on the topic chosen

All partners October/November

9. Send a video with a written article to share in the website, check and share the online training workshop for the GE

USB for the dissemination calendar All partners

Continuing

10. Translate online the Toolkit in their own language and make it as a pdf file

All partners September 14, 2018

11. Fill the Monitoring Framework. All partners First check September 6, 2018

12. Upload the missing Newsletters All partners First check September 6, 2018

13. Share the framework with next content: toolkit – staff training and next Blended mobility

Epralima (Daniel) Within 27 August

14. Make a Google Calendar with the tasks and materials to upload for

All partners Within 24 August

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every partner organization

15. Post and upload materials in the Social Media

All partners Continuing

16. Edit the description at the Toolkit and make it shorter

All partners August 18

17. Set the graphic content of the Toolkit - make more versions of the cover and all partners to vote for the best one

Epralima August

18. Make the final web version of the Toolkit for the website and 2 versions in PDF

Epralima September 14, 2018

19. Collect materials from the TC and put them in the folder

All partners August 18

20. Recreate a new tutorial from all the materials collected from the partners

DP (Paul) All partners

August 18

21. Check the prices of printing the materials in their own country

All partners August 18

22. Check the delivery prices with DHL and to create the design of the materials

ICDET August 18

The meeting is closed.

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Pictures

Pic 1. Work in progress

Pic 2. Project team