ErasmusBUS Kick-off Coordination Meeting


25th November 2018 : Travel day
26th November 2018 : Travel day till 14:00 and meeting 16:00 – 19:00
27th November 2018 : Meeting day 09:30 – 13:00 and travel day but only if flights are from 16:00 onwards.
28th November 2018 : Travel day

Accommodation at the Guest House on the campus of Akdeniz University

- around €15 for single room per night
- around €20 double room per night 

Akdeniz Üniversitesi Sosyal Tesisleri
Dumlupınar Bulv., 07058 Konyaaltı/Antalya

Reception open 24 hours


Travel Tips :

Notes on budget and reporting:

1. There is budget for travel for this meeting in the proposal and these are set by Erasmus+ programme according to the distance from Antalya to your point of departure. The figure in the budget is a forfait ie. you get that figure whether you spend more or less. It covers your flights and transport to your accommodation. Do not lose your boarding passes and keep copy of receipt of flight.

2. Costs for subsistence ie. accommodation and food are not covered by any specific budget but it is to be taken from your organisations' budget for Management and Implementation that is also part of the project. Do not lose your receipt for accommodation.

Registration of participants in ErasmusBUS Kick-off Meeting :

Agenda                                              Meeting Handout

26th November 2018 : 16:00 – 19:00

Venue : Meeting room at Akdeniz University

Akdeniz Üniversitesi Sosyal Tesisleri
Dumlupınar Bulv., 07058 Konyaaltı/Antalya







16:00 Start of the works : Structure of ErasmusBUS and intro to E+ KA2 projects for newcomers to such projects

16:45 Internal Communication between the partners

17:00 Reporting Procedures and Record Keeping

17:15 Dissemination Tools and Effort, Multiplier Events

17:30 Coffee Break

17:50 IO1 : Curriculum and Content for Training Module (pooling of expertise and work plan)

18:30 IO2 OERs (presentation of MAG / Uninettuno environment, pooling of effort and work plan)

19:00 Closure of the works

* there will be 2 minute presentations of partners spread out as warmers in between sessions

27th November 2018 : 09:30 – 13:00

Venue : At the VET school partner in ErasmusBUS project

Antalya Mesleki ve Teknik Anadolu Lisesi Deniz Mahallesi,
36, Konyaaltı Cd., 07050 Muratpaşa/Antalya





09:00 Transport from Akdeniz University Guesthouse to venue

09:30 Welcome and transport around the school

10:00 IO3 MODULearn Model (general idea)

10:15 Validation and Monitoring

10:30 Coffee break

10:50 Mobilities of students and teachers (General planning, best timing for sending schools, logistics)

11:00 Creative Commons Agreement

11:15 Final timetable and planning of intermediate communication

* there will be 2 minute presentations of partners spread out as warmers in between sessions


Minutes of Kick-off Meeting   
Meeting Handout

Start of the works : Structure of ErasmusBUS and intro to E+ KA2 projects for newcomers to such projects

Since some of the partners are newcomers to E+ KA2 Strategic Partnerships an intro presentation was made about the general structure of such projects including ErasmusBUS including:

- Horizontal Activities that last throughout the whole project like Management and Implementation, Dissemination effort and Quality Management,

- Intellectual Outputs and how they are divided into sub activities,

- Multiplier Events and their value in exploitation and networking with stakeholders and

- Training activities that in the case of ErasmusBUS are mobilities of students for InternPrize dynamic and the learning & studying philosophy of ErasmusBUS.

The background story of ErasmusBUS was explained to all participants including:

- InternPrize and the previous E+ KA2 VET Creative InternPrize

- the practical background that inspired ErasmusBUS and that might, depending on timing, also animate the work of students on mobilities in conversions of old vintage buses in Malta.

Internal Communication between the partners

The participants were introduced to internal communication between coordination and partners and between partners and the others.

Emails sent to [email protected] will go to all partners and using it by individual partners is preferably avoided.

Emails to [email protected] and to Dr Vezne from Akdeniz University are for communication about the project.

Questions from a partner and an answer, if interesting for all partners because it could be a question even other partners might have is usually put up as info on the private area of Http:// and the link to the page is shared with all partners.

Usually no attachments are sent with emails but links to pages on the private area of Http:// from where docs can be downloaded like that anyone can find documents at any time.

Reporting Procedures and Record Keeping

Instructions for reporting or submitting documents will be sent out by Akdeniz University from time to time as may be necessary however the basic rules are:

Staff costs must relate to regular members of staff of the partners and therefore everyone must have employment contract and payslips available for those members of staff claimed as having worked on the project.

From time to time time sheets will be requested and a template will be made available for that.

For travel costs the docs required are the Boarding Passes, receipts for flights and receipt for accommodation. The budget is calculated according to distance calculator for travel and, where there is subsistence budget, the cost for it is per day of the training.

Records for Multiplier Events are attendance sheets including name, organisation, email contact and signature participants, venue, date and name of project. Also required are a programme of the event, photos etc.

Dissemination Tools and Effort, Multiplier Events

The project already has a logo.

The project website is already developed and online.

Facebook page is already operative and for now there is generic dissemination about the partners and the ambitions of the project.

Other social media platforms will be used later on.

There will be a Dissemination and Communications Strategy to help guide the partnership in its dissemination effort that needs effort from every partner. There will be instructions from time to time with the coordination team leading by example to make it easier for partners to understand and to be persistent in their dissemination.

There will be an informal vlog starting to animate dissemination that will intensify with the mobilities of the students.

Dissemination activities will be more detailed as the project matures.

IO1 : Curriculum and Content for Training Module

The IO is divided into two parts:

- the content of a training module ECTS level 5 on electrical, mechanical, hydraulic and engineering technical design for the development a training module that will be tested with students and professionals in the automotive industry and

- the visual and text resources for use by students and professionals for self learning and by trainers in VET, Adult and Higher Education.

There was some discussion to ensure that all partners understand that this is not a training module about "how to design" but about "how to understand the basics of technical design and how to be able to understand a design".

Leaders : Akdeniz and MAG

The work on this IO is divided into four steps:

IO1 A1 : Preparation : pooling of expertise and resources from partners

IO1 A2 : Curriculum and Training Design and Development: after the pooling of expertise and resources of partners is done.

IO1 A3 : Testing: by teachers in the school so that there may be suggestions for improvement etc. Testing will be by at least 8 trainers with at least 40 students between the four VET schools in the partnership

IO1 A4 : Publication: means the final training pack for face to face training is finished and published for use on project website etc.

*** A timetable for each activity has been decided upon and is being published on this page ***

IO2 OERs IO2 Open Education Resources on "Cross Sectoral Technical Design”

The IO is divided into three parts:

- video eLessons in which the content on Cross Sectoral Technical Design is delivered covering electrical, mechanical, hydraulic and engineering design,

- resources to support the eLessons developed as part of this IO and resources and materials adapted from IO1 and

- video gallery of testimonials about the InternPrize strategy and the Work & Learn Life Balance produced by the partners during their development of IO3 (the testing of OERs by trainers) and the training mobility of students in C1, C2, C3 and C4. The Work & Learn Life Balance is part of the development of the MODULearn Strategy Document in IO3.

Leader : MAG

The work on this IO is divided into four steps:

IO2 A1 : Preparation: MAG will create the space for the eCourse on the eLearning platform as soon as there is a final decision on the structure of the training.

IO2 A2 : Production and Integration: includes production of video lessons and putting all course materials online ready for use by students.

IO2 A3 : Testing: will be done by at least 15 trainers and 25 students in the four VET partners. The testing will also be taking place during the mobilities of students to follow the philosophy of Working & Learning for the ModuLearn model in IO3.

IO2 A4 : Distribution: means that the training course online will be promoted within the partners and in their networks.

There was a presentation of MAG / UNINETTUNO eLearning environment and there was discussion to choose the best possible way of recording lessons remotely using a tool usually used in synchronous forums between lecturers and students.

It was also decided that in the Interim Meeting of Burgos MAG will train the rest of the partners especially those recording the video lessons about how to use the tools etc.

*** A timetable for each activity has been decided upon and is being published on this page ***

IO3 MODULearn : Model for Lifelong Professional Development through Modular Learning

This will be a strategy document that takes VET and HE into the digital era through the adoption of Modular Learning and OERs. The document will be the result of research, observations and collaborative discussion within the project and with the education community in the EU and in the world.

Leader : VisMedNet (close support of Akdeniz and ValIda)

The work on this IO is divided into five steps:

IO3 A1 : Observation and Analysis: will be made during the testing of IO2 and during the four rounds of mobilities since they are all simulations of the Work & Learn dynamic. There will be observations as well as questionnaires after each round of testing to generate data for analysis.

IO3 A2 : Foundations for MODULearn: this will be the first document internal to the partnership based on the results of A1 before there is a solicitation of external expertise to contribute content to the final ModuLearn Strategy Document.

IO3 A3 : External Research for MODULearn: rather than publishing a set of recommendations as a result of the partners internal learning the partnership will engage experts from outside the partnership in a forum etc. so that the document is one of relevance beyond the partnership.

It is not yet decided how this activity will be staged but this can be decided during the Interim Meeting in Burgos.

IO3 A4 : Generation of MODULearn: is the work that will be carried out drawing together results of A2 and A3 so basically it is editing work and reflections by partners.

IO3 A5 : Publication: means that all the document is published and it is shared with stakeholders for exploitation.

A detailed timetable for these activities will be set in the Interim Meeting in Burgos.

Validation and Monitoring

Questionnaires will be sent to participants in meetings and in training activities to help Akdeniz and ValIda have constant feedback from partners or participants in the project activities.

Mobilities of students and teachers (General planning, best timing for sending schools, logistics)

Discussion was about budget, dynamics, preferred timetable for mobilities to match the timetable of the four partner VET schools as well as timing in relation to having the OERs from IO3 ready for testing etc.

The budget is for two weeks of mobility of students and an accompanying teacher for 6 days presumable to accompany the students at the start and / or at the end of the mobility as well as for validation and support.

Originally the proposal was for a 30 day mobility but the budget was cut down to 15 days during the evaluation process by the National Agency.

*** An indicative timetable for each mobility has been decided upon and is being published on this page however dates need to be confirmed by the time the partners meet for the Interim Meeting in Burgos***

Creative Commons Agreement

This is an agreement between the partners that will be sent later on in which it is agreed that the final products of the project are to be made open and accessible for exploitation even outside the partnership.

It is also understood that outputs cannot be sold and others can even use all or parts thereof acknowledging always the source of the materials.

Some days after the Kick-off Meeting there will be the start of the online monitoring tool on this page