Evaluation Plan

New Jobs “How to Get New Jobs? Innovative Guidance and Counselling

2nd Meeting Liverpool | 3 – 4 February

2014

3L Research InstituteRoula Mourmouri

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Evaluation Plan

Contents:

- Purpose and Scope of the Evaluation Plan

- Meetings (Meeting Evaluation Form)

- Deliverables

Peer Review (Quality Verification Sheet)

Document Quality Control

Publicity Rules

- Project Management

Internal Communication

Monitoring and Reporting

Interim and Final Report (Internal Evaluation Questionnaire)

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Purpose of the Evaluation Plan

Overall objective:

- To assist project partners in establishing the procedures that will

ensure the quality of the project and guide them in the evaluation

processSpecific objectives:

- To discuss what we evaluate and why

- To present the quality guidelines to be followed

- To present and explain the evaluation tools to be used

- What the interim and final reporting entails

The goal is to ensure that the appropriate procedures are in place

that will guarantee the successful implementation of the project

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Meetings

Three main stages:

- Preparation

- The meeting

- Follow-up

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Meetings -Preparation Mailing List

- Ensure the mailing list includes all participants and information is

circulated evenly Agenda

- Agenda should be sent 15 days prior to the meeting Material

- PC should ensure that all material is ready for the meeting Venue & other Facilities

- Organizer should ensure that an appropriate venue is booked and

that all practical arrangements are in place

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The meeting Meeting Atmosphere

- committed an agreeable and congenial atmosphere The role of Project Coordinator

- encourages open and clear communication- seeks active participation- ensures that meeting objectives are achieved

Meeting Evaluation Form - the organizer should circulate it and collect it - forms should be sent to the PC and the partner responsible for Evaluation

Explanation of the Meeting Evaluation Form - Programme (presentations, discussions, key issues addressed,

format) - Organization ( overall organization, information, facilities) - Suggestions for next meeting (what to issues to be included) - Meeting impressions (impressions on positive and negative

issues)

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Meeting – Follow up Minutes

- should be circulated within fifteen (15) working days after each meeting

- the minutes will have to be approved by the partners

- the Project Coordinator will finalise and approve the minutes within one (1) month after the meeting.

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Deliverables Peer Review

- Partners should identify which deliverables are going under peer review- They should decide on the list of reviewers (from the partnership). It is advisable to be two (2) people for every deliverable

- The Quality Verification Sheet should be used for peer review

The Peer Review Process- The reviewers will have seven (7) working days to review and send back the

deliverable to the PC and the partner responsible, using the Quality Verification Sheet- The partner will have four (4) days to integrate changes and send it again to the

PC and the reviewers. - The PC checks that improvements/changes were incorporated and gives final

approval

Explanation of the Quality Verification SheetA form that assesses:

- The format (Table of contents included, Del. Name, Author, etc)

- Content ( clarity, meets the requirements of the project plan, depth)

- Suggested improvements

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Deliverables

Document Quality Control

- Apply correct technical requirements and instructions

- Ensure project reports are available in the place and time determined in

the application

- Use the appropriate and designated templates created for the purposes

of the project

Publicity Rules

- All deliverables and outputs should comply with the publicity rules

of the European Union

- The European Union contribution should be clearly acknowledged

- The appropriate Logos should be used

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Project Management

Internal Communication

- Informal day to day communication should be conducted via e-mail or phone

- Teleconferences can be organized to discuss particular issues

- All information distributed is considered as partnership confidential unless stated public

Email Rules and etiquette

- Subject Line: First state the name of the project, then the Particular topic

Example: NEWJOBS- 2nd Meeting – Agenda

- Keeping it consistent is important, so that emails are not lost or not read, and filing is

facilitated

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Monitoring and Reporting Interim and Final Reports

- Focus on the quality control of the contractual results to be

produced

- Assess the underlying process of the project

- They are a synthesis of the evaluation of all three aspects of the

project: Meetings, deliverables and project management.

- Evaluation forms and other documentation are going to be used in

both interim and final reporting

- The partnership should deliver the interim report at the end of the

1st year and the final at the end of the 2nd year of the project

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Interim Report Focus

- Partnership Content (description of activities)

- Planned and actual mobility activities Internal Evaluation Questionnaire: Purpose and Explanation

- Recommended for partners to fill in the Internal Evaluation

Questionnaire before the submission of the interim report

- This will allow the assessment of all processes and activities in

the first year of the project and assist partners in fixing any

problems

- The PC will circulate and collect the Internal Evaluation Forms

and communicate them to the Partner responsible for Quality

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Final Report Final Report

-Follows the finishing of all project activities and formally ends the Project-It contains two parts: One referring to the whole partnership and one specific to each partner

Main Contents of Part A-Description of partnership, detailed list of all activities-European Added value- Work plan and tasks- Communication and Cooperation- Evaluation methodology- Results and Outputs, Aims and Objectives

Main Contents of Part B- Activities carried out at local level and during the mobility actions- If activities were achieved according to plan (provide explanation if not)- Impact of the partnership and Dissemination- Account of mobility participation

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Evaluation Plan

Thank you for listening!

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