EHLSSA

European Home Learning Service for Seniors Association

Kick off meeting Minutes

Fürth, December 08-09^th 2014

Venue: Institute for Innovation in Learning, Dr. Mack-Str. 77, Technikum 2, 3rd Floor

90762 Fürth, Germany

Participants

Paul Held	ILI, Germany
Roland Klein	ILI, Germany
Angela Köchel	ILI, Germany
Elena Coroian	ILI, Germany
Anna Slyschak	ILI, Germany
Anne-Marie Lipphardt	ILI, Germany
Elena Förthner	ILI, Germany
Roger Escuder Mollon	UJI, Spain
Cathy Fowley	DCU, Ireland
Trudy Corrigan	DCU, Ireland
Cecil Issakainen	Palmenia, Finland
Daria Kyslitska	e-seniors, France
Patrizia Papitto	e-seniors, France

Meeting Agenda

Monday, 8th of December

9:30 – 10:15	Welcome to ILI Paul Held Anne-Marie Lipphardt	ILI
10:15 – 10:30	Coffee Break
10:30 – 12:00	Introduction of Participating Institutions and „breaking the ice”	All partners
12:00 – 13:30	Lunch Break
13:30 – 14:00	EEHLSe Project Presentation Presentation of the project, its objectives, and the background	ILI
14:00 – 14:45	Overview of the Work Plan Presentation of the work plan and intellectual outputs Restructuring of intellectual outputs Dissemination	ILI
14:45 – 15:15	Project Management	ILI
15:15 – 15:45	Coffee Break
15:45 – 16:30	Use of available Resources Presentations about project examples and already developed curricula	All partners
16:30 – 17:15	Discussion of the Work Plan (O1 User Needs Analysis) Presentation of the aims of the Output Methodology and time table discussion O1-A2 UNA Country Report O1-A3 Transnational Report	UJI

Tuesday, 9^th of December

9:00 – 10:30	Financial & Administrative Issues Erasmus Plus Guidelines List of Participants	ILI
10:30 – 10:45	Coffee Break
10:45 – 11:30	Discussion of the Work Plan (O2 Pedagogical Concept) Presentation of the aims of the Output Methodology and time table discussion O2-A2 Pedagogical Concept O2-A3 Final Pedagogical Concept O2-A4 Evaluation Concept and Instruments		ILI
11:30 – 12:00	Discussion of the Work Plan (O3 Learning Platform) Presentation of the aims of Output Methodology and time table proposal O3-A2 Definition of Technical Design O3-A5 Final Version	ILI
12:00 – 13:30	Lunch Break
13:30 – 14:00	Discussion of the Work Plan (O13 Project Evaluation) Presentation of the aims of Output Methodology and time table proposal O13-A1 Evaluation Concept O13-A2 Evaluation Report	UJI
14:00 – 14:45	Open Questions Allocation of Tasks Next Meeting	ILI & All Partners

Welcome

The leader of ILI (Paul Held) welcomed the participants in Fürth with a short introduction of the location of ILI, FAU and its students and the history of the region. He then gave an overview of the institute, e-learning and presented the project partners which are from:

• France (Paris)
• Spain (Castello de la Plana)
• Ireland (Dublin)
• Finland (Helsinki)

The agenda was presented by Anne-Marie Lipphardt and approved by the partners.

Introduction of Participating Institutions and “breaking the ice”

All partners presented themselves, their organizations and their core area of expertise (see also partners PPP).

Trudy and Cathy gave information about the Dublin City University (DCU) and their experience with retired people. They spoke about the philosophy of University (i.e. inclusion, easy access, learning together, transformative learning, community of learning together), the modules of the University and the aims they want to reach by teaching seniors. They showed a video with pictures and interviews with older people, their collaboration with young students that gives the opportunity to learn from each other, to share skills, new stories and experience.

After their presentation the partners asked DCU about

• Costs’ covering: mixed financing of the courses (volunteers’ work and the fees from the courses)
• The role of young students in the mentoring process (mentoring of the young students within 8 weeks, the topics of the courses)

Roger presented the Jaume University and spoke about the form of studies for seniors at the University (4 faculties, 3 years degree and postgraduate study), its philosophy (lifelong learning, changing society and the necessity to understand own social role and life changes), different subjects of the courses, different ways of teaching, numbers of the learners and dissemination aspect. Roger gave some examples where seniors can learn in different ways through:

• Anthropology blogs (learn by research)
• Wiki Senior.es (learn collaborating)
• Virtual classrooms
• Website (community)
• ICT (practice and theory)
• Project together with learners (understanding and building)
• Communication in twitter and Facebook

Cecil gave her presentation about the Helsinki University and its department called Palmenia which deals with projects like:

• PCCE (senior’s project),
• Lions Club international,
• EnterRy (where students act as tutors),
• Seniri Verkko (a new project for seniors in Net: learning through games, teaching online from home)

Daria and Patrizia presented the non-university governmental institution called E-Seniors. They presented the aims and the target group of courses organized by the institution, and the activities of E-Seniors: EU Projects (ASSISTANT, ALFRED, GAMES, NeverTooLate) local projects, ICT trainings, different workshops.

EHLSSA Project Presentation

Paul presented the Profile of ILI, its aims (lifelong learning, developing in practice not in theory, thinking from pedagogical and didactical side) and past experience concerning technology enhanced learning for seniors (SNE, BSNF, SeTRAIN, eLSe/LernHaus, MobiSen, Senapp).

Overview of the Work Plan

Paul presented the vision of the EHLSSA project.

1. Every citizen should have an opportunity to learn. The problem is that approximately 80% of older people live far away from institutions and Universities. The aim of the project is to reach such people, who want to learn something new. The aspect of motivation is very important; all partners should bring all their resources.
2. The subject of learning can differ depending on the interest of the learners (culture, language, household keeping etc.)
3. Interactivity and level of learning courses.

The Abbreviation EEHLSe (originally) stands for European Elderly Home Learning Service and has the project number 2014-1-DE02_KA204_001664. The partners decided to change the project name to EHLSSA – European Home Learning Service for Seniors Association in order not to offend with negatively connoted terminology.

Project Management

Anne-Marie gave general information about the project:

• duration of the project
• budget
• partners
• target group (see details in the PPP)

Concerning the target group, the partnership decided to include both, seniors with basic ICT competencies and those without.

The products of the project will be:

a) 3 E-learning courses

b) 1 Training Course for Teletutors

c) EHLSSA Quality Chart

d) European Elderly Home Learning Service

e) EHLSSA Association

Additionally, each partner has to organize 2 workshops during the project lifetime, ILI will organize a European workshop and E-Seniors will hold the final conference in Paris.

Intellectual Outputs

Anne-Marie explained all intellectual outputs which were applied for (see details in PPP). She named the responsible partner and discussed the new deadlines/durations of the work plan together with the partners which had to be adapted due to the delayed project start.

Project Management

As coordinator of the EHLSSA project, ILI introduced the work and aims of project management and underlined the importance of all partners participating actively in the management, too (details see EHLSSA PPP).

To ease communication and maintain work- and knowledge flow through all partners ILI suggested some communication rules, on which all agreed:

Ø All partners use the mailing list (ehlssa@ili.fau.de) to distribute and contribute to all issues of the project.

Ø In the first month of the project monthly online meetings organized with Adobe Connect will take place, to push the project and monitor the results. Later on every second month may be sufficient. Partners will discuss this during partners meetings.

Ø For File exchange and the storage of documents, a system will be provided by ILI

Ø For appointments and surveys the consortium will use doodle

Ø Partners agreed on a procedure to produce outcomes: The Work package leader is responsible to create a first proposal of deliverables or outcomes. All partners are in charge to give feedback and to collaborate to the proposal usually within one week.

Within WP1 an internal interim report, a progress and a final report will be developed and all partners will contribute actively to them.

Ø Internal report deadline: 30.04.2016

Ø Final report deadline: 31.10.2017

Ø Establishment of the mobility tool: middle – end of 2015. All of the report will be uploaded there.

ILI will create Logo proposals and send them to the partners before Christmas. The partners will make a decision during the next online meeting.

Meetings of the Project

The partnership fixed the locations for the project meetings and dates for two further meetings:

• 2nd Meeting: in Castellon 11.-13.05.2015

• 3nd Meeting: in Dublin 14.-16.09.2015
• 4^th Meeting: in Helsinki 07.-09.2016
• 5^th Meeting: in Fürth (autumn – winter 2016)
• 6^th Meeting: in Paris (2017)

The next Online Meeting will take place the 12^th January 2015 at 14.00 CET.

Financial and administrative issues

Angela Köchel explained briefly administrative and financial rules.

For reports and supporting documents, the web-based mobility tool has to be used.

Payments:

• The first payment – 40% will take place in January-February
• The second payment – 40% (70% of the refinancing is spent till this payment)
• Final payment takes place after the writing of the final report.

Each partner receives 250 EUR per months (Management and Implementation Flat Rate). This flat rate has also to be used for dissemination purposes.

Concerning the intellectual outputs she pointed out:

• The proof of staff time invested by time sheets has to indicate the number of days worked for the project per person
• The proof of contract (long term contract or short term contract; voluntary work is eligible)
• Unit costs, not real costs
• No subcontracting for any task

Concerning transnational project meeting the following issues are important:

• The venue is always in the locality of the respective beneficiary
• Unit costs: 575 € per trip and per person, if the trip is less than 2000 km (beeline); if the trip is more than 2000 km: 760 € will be paid.
• All documents should be kept and sent to ILI (tickets, invoices, boarding passes etc.)

Multiplier events will take place in the country of the beneficiaries. Only participants from organizations can be supported (100€ for national and 200€ international participants; at a max 800 EUR will be paid per event)

Budget transfer is possible within the following circumstances:

• Up to 20% from management can be transferred (no exceptional costs)
• “Receiving category” may not increase more than 20%.

Roland presented the overall project budget including the total budget per partner divided by staff categories (researcher, manager, administrative, technical) and the working days each partner has to reach during the project lifetime.

Presentation of the Work Plan (O1 User Needs Analysis)

Roger presented O1, its objectives, proposed strategies, methods and outcomes. Within this output, each partner has to look for a focus group. The consortium decided to have at least 20 interviewees per partner. The age of the respondents can be from 55 years up; the gender should be equally distributed.

Roger will prepare an interview grid with both open and closed questions. In order to reach all seniors, they should not be conducted online but face-to-face.

The questions can concern skills, uses, interests, subjects, motivation or experiences (difficulties, advantages) and should use a simple structure and easy language (no use of terms like “e-learning”, “ICT”, etc.). Course topics should be proposed in advance.

After the final version of the grid is ready, each partner has to translate it into the native languages.

The results will be analyzed by each partner and reported in a national UNA. This report (written in English) has to be submitted to Roger until the end of February 2014.

Presentation of the Work Plan (O2 Pedagogical Concept)

Anna introduced the objectives and outcomes of O2:

• Literature review and desk research
• Development of a pedagogical concept for each country
• Final pedagogical concept
• Evaluation concept and instruments (every partner is involved)

She will take care of the development of an initial template for the Pedagogical Concept until the end of December 2014. All partners will discuss about the proposal during the online meeting in January and decide about the final grid.

Presentation of the Work Plan (O3 Learning Platform)

Roland presented Output 3. At the end of the output, a learning platform will be established. Each learning modules should be translated and should have a very basic structure.

The concrete steps of O3 are:

1. Technical requirements analysis
2. Technical design report
3. Prototype version
4. Implementation (Beta Version of the online platform)
5. Final version of the online platform

The platform will contain the following features: content, curriculum, mapping and planning, use administration, communication and collaboration tools. ILIAS (Open Source e-learning) will be used for the platform.

As an example of a ILIAS Learning Platform Elena Coroian, researcher at ILI, presented the project Lern@Haus where seniors can participate in online ICT-courses. She demonstrated the platform and point out to some of the results: very good participation and different duration as well as the time of working.

Presentation of the Work Plan (O13 Project Evaluation)

Roger presented Output 13, the project evaluation. This output contains the evaluation of all project meetings and an evaluation about each output once it is finished.

The first step within this output is to evaluate the kick-off meeting. Further details about the output will be discussed during the next meeting.

Open questions

At the end of the meeting, the partners had the chance to ask questions and make comments.

- Trudy suggested to link seniors from different countries (its possibility i.e. in English courses)

- Paul mentioned that the main topic of the next meeting will be the content and the structure of the course.

Allocation of tasks

What

Who

When

Project Management | ILI
Create EHLSSA Mailing List	ILI	10.12.2014
Storage for Project Documents	ILI	End of December 2014
Minutes of the Meeting	ILI	18.12.2014
Logo Proposal	ILI	12.12.2014
Feedback to Logo Proposal	All partners	19.12.2014/ 12.01.2015
Next Online Meeting	All partners	12.01.15, 2 pm CET
Next Meeting (Castellon)	All partners	11-13.05.15

Dissemination
Proposal for Dissemination Activity Form	ILI	End of December 2014
Website establishment	ILI	End of December 2014
Proposal for Website Content	ILI	End of December 2014
Flyer Proposal	ILI	End of January 2015
Feedback to Proposal	All partners	Middle of February 2015
Final Version	ILI	End of February 2015
Translation of Flyers	All partners	Mid of March 2015
Printing	All partners	According to needs
Proposal for Project Description	ILI	End of February 2015
Feedback to Proposal	All partners	Mid of February 2015

O1 User Needs Analysis | UJI
Draft Interview Grid	UJI	21.12.2014
Feedback from Partners, Decision on Final Grid	All partners	12.01.2015
Final version	UJI	23.01.2015
Focus Groups & Questionnaires (min. 20 interviewees pp)	All partners	End of February 2015
Template/Structure for Results	UJI	End of February 2015
Results/National Reports	All partners	Mid of March 2015
Transnational Report	UJI	Beginning of April 2015

O2 Pedagogical Concept | ILI
Template for Pedagogical Concept	ILI	End of December 2014
Feedback to Template	All partners	12.01.2015
Final Template	ILI	23.01.2015
Literature review and desk research	All partners	Mid of February 2015
Draft national report	All partners	End of February 2015
National Concept Reports	All partners	End of March 2015
Transnational Report	ILI	30.04.2015

O3 Learning Platform | ILI
Adaptation of Platform Design	ILI	End of April 2015
Decision about Platform Design	All partners	11.-13.05.2015

O13 Project Evaluation | UJI
Delivery of Feedback Form	UJI	12.12.2014
Survey Responses	All partners	19.12.2014
Draft Output Evaluation	UJI	End of February 2015
Decision Evaluation Form of Outputs	All partners	End of March 2015
Delivery of Output 1-Evaluation	All partners	Mid of April 2015