Kick Off Meeting of Strategic Partnerships Project CR

Kick Off Meeting of Strategic Partnerships Project CR. E. T. E. https: //crete 2020. chania. teicrete. gr/ Start Date: 01/10/2018 – End Date: 30/09/2020 Associate Prof. Konstantinos Petridis, Department of Electronic Engineering of TEI of Crete, Chania, Crete, Greece 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 1

CRETE Kick Off Meeting The Venue: 3 rd floor, room 3. 73, Physics Department, University of Warsaw 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 2

The Consortium • A Strategic Partnership for Higher Education Project • CRETE stands for: Critical Skills for Electronic Engineers of 2020 • Main Objective: To Address the main Soft & Hard Skills the 4 th Industrial Revolution will demand from our graduates • CRETE Consortium: Five HEIs and Two SMEs 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 3

The Timeline 19/10/18 Greek NA Kick Off Meetin g Arrival of 40% of the total budget 30/04/2020 Completion of the O 1, O 2, O 4 April 2019 September 2020 Completion of O 5 F 2 F Progress Meeting in AAU 1 st IC in AAU 19/11/18 CRETE Kick Off Meeting, Warsaw October 2019 Submission of the Progress Report July 2020 F 2 F Progress Meeting in TEIo. C March 2020 Multiplier Event in TMMA September 2019 1/10/18 30/11/18 Transfer of Funds Start of the Project F 2 F Progress Meeting in TMMA May 2019 25/10/18 Multiplier Event in TEIo. C Sign of the Grant Agreement October 2020 Submission of the Final Report April 2020 IPP Progress Meeting 2 nd IC in IPP July 2020 Completion of O 6 May 2020 Completion of O 3 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 4

The Evaluation Report • Score Received: 82% - Success Rate: 22% • Strong Points: All the points Relevance / Quality / Dissemination received high marking • Weak Points: They do not specify any weak point! • Approved Budget: 219. 993 Euros ( 283343 Euros – 78%) – the highest approved among the 24 months duration projects and the 2 nd highest among all • Not Approved Activities: Two of the Four Planned Intensive Courses (Greece, Belgium) 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 5

Outline • Registration – Sign the Attendance Sheet • Get Know Each Other – Present Yourself • CRETE Objectives – Outputs • The Role of Each Partner in the Project • Administration & Financial Management Rules • Evaluation / Next Action 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 6

Outline • Registration – Sign the Attendance Sheet • Get Know Each Other – Present Yourself • CRETE Objectives – Outputs • The Role of Each Partner in the Project • Administration & Financial Management Rules • Evaluation / Next Action 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 7

Outline • Registration – Sign the Attendance Sheet • Get Know Each Other – Present Yourself • CRETE Objectives – Outputs • The Role of Each Partner in the Project • Administration & Financial Management Rules • Evaluation / Next Action 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 8

Kick Off Meeting Participants Ass. Prof. K. Petridis (TEIo. C) Ass. Prof. E. Triantafylou (AAU) 11/25/2020 Prof. N. Escudeiro (IPP) Mr R. Tavio (EVM) Prof. P. Degreef (TM) Prof. A. Twardowski (TM) Dr. K. Zourou (W 2 L) 19 th of November 2018, Physics Department of University of Warsaw, Poland 9

The Working Groups The Management Team # Name Email Telephone Institution 1 K. Petridis c. petridischania@gmail. com 00306932250964 TEIo. C (L) 2 N. Escudeiro nfe@isep. ipp. pt 00351966554443 IPP 3 P. Degreef phaedra. degreef@thomasmore. be 0032486667764 TM 4 A. Twardowski Andrzej. Twardowski@fuw. edu. pl 0048225532732 UW 5 E. Triantafylou evt@create. aau. dk 004599402082 AAU 6 R. Tavio ricardo. tavio@evm. net +34605991031 EVM 7 K. Zourou katerinazourou@gmail. com 00306944615626 W 2 L Duties: Coordinate the normal implementation of the project within their Institution / The contact point between the coordinator and the partner / The (L) should submit the reports to IKY 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 10

The Working Groups The Management Team # Name Skype Address Institution 1 K. Petridis costas. petridis TEIo. C (L) 2 N. Escudeiro nuno. escudeiro IPP 3 P. Degreef Phaedra. degreef@thomasmore. be TM 4 A. Twardowski andrzejtwardowski 17 UW 5 E. Triantafilou etrian 77 AAU 6 R. Tavio ricardo. evm EVM 7 K. Zourou katerinazourou W 2 L Duties: Coordinate the normal implementation of the project within their Institution / The contact point between the coordinator and the partner / The (L) should submit the reports to IKY 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 11

The Working Groups The Financial Management Team # Name Email Telephone Institution 1 K. Tsitou ptsitou@chania. teicrete. gr 00302821023038 TEIo. C (L) 2 P. Cristina pcfs@sc. ipp. pt IPP 3 Patrick Pelgrims patrick. pelgrims@thomasmore. be TM 4 A. Radomyska anita. radomyska@fuw. edu. pl 00482255 32 638 UW 5 L. S. Andersen lsa@create. aau. dk +4599402620 AAU 6 P. J. D. Cruz pablo. diaz@evm. net 0034686759315 EVM 7 F. Hrysoulidou katerinazourou@gmail. com 00306944615626 W 2 L Duties: Coordinate the supervision & the reporting of incurred expenses of the project in each coordinator / Communication with Mrs K. Tsitou /The (L) should collect all the copies showing the various incurred expenses 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 12

The Working Groups Other Working Teams that will be involved in the project are: 1. The Outcomes Implementation Team; its role is to define (a) the modules to be developed; (b) finalize the initial assignment per partner; (c) define the curriculum of each assigned module and planned Intensive Course (IC); (d) coordinate & supervise the implementation of the ICT tools. AAU is the leading partner of this working group 2. Dissemination Team; the construction of a dissemination plan based on the (a) needs the project addresses; (b) projects’ outcomes; and (c) projects’ end users. EVM is the leading partner of this working group 3. Quality & Evaluation Team; Planning of the assessment of the internal management procedures and the quality of the CRETE projects’ outcomes. W 2 L is the leading partner of this working group 4. Exploitation Team; Responsible team for the identification of the pathways to integrate the modules will be developed into the partners’ undergraduate & postgraduate curricula. UW is the leading partner of this working group 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 13

CRETE Consortium Expertise • Nanotechnology, 3 rd Generation Solar Cells, Robotics, Io. T, 5 G Communications, 3 D Printing • Robotics, Artificial Intelligence, Expertise to link Undergraduate Curricula with Market Needs • Automations, Embedded Systems, Io. T • Spintronics, Quantum Computing, 2 D Materials in Optoelectronics 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 14

CRETE Consortium Expertise • Machine Learning, Artificial Intelligence, Robotics, Problem Based Learning, Project Based Learning Teaching Methods • Project Management Principles, Time Management Principles, Critical Thinking, Conflict Management, Entrepreneurship in Science • Oral Presentation Skills, Scientific Writing, Ethics in Science, Open Science Principles 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 15

Outline • Registration – Sign the Attendance Sheet • Get Know Each Other – Present Yourself • CRETE Objectives – Outputs • The Role of Each Partner in the Project • Administration & Financial Management Rules • Evaluation / Next Action 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 16

CRETE – Objectives • The education of our students in the most wanted soft & hard skills the 4 th Industrial Revolution will demand; enhance the employability of our graduates • Projects’ stakeholders: Students, Academics, Life Long Learners, Industry and HEI Administrations • Planned Actions: Planned Surveys, Development of Modules & of an Educational Platform, Running Intensive Courses and Erasmus Weeks • Outcomes: Lecture Notes, Video Lectures, Teaching Guides, Integration of the modules into the HEIs curricula 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 17

CRETE – Objectives • Intensive Courses (ICs) – Part I 1. Students (preferentially undergraduate or MSc students) within the consortium partners will be funded to participate. 2. The selection of the participant students should be based on their (a) interests; (b) the level of their studies; (c) their profiecient in English; and (d) their academic performance 3. Lecturers within the consortium will participate as lecturers. 4. Other Participants: The Administration of the Host Institution and the Students of the Host Institution should be invited 5. All the lectures during the ICs should be video recorded and if possible to be web streamed 6. Along CRETE project, two (from the four have been requested) ICs will be organized. One in AAU and another one in IPP; The topics of the ICs will be coincident with the priorities of the CRETE project and the duration of each one of these ICs will be five days 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 18

CRETE Objectives • Modules in key competences 1. Intellectual Output (O 1) – Leading Partner IPP Start Date: 15/10/2018 – End Date: 30/04/2020 1. Artificial Intelligence (AI)/Responsible IPP 2. Robotics / Responsible AAU & TEIo. C 3. Io. T / Responsible TEIo. C & TMMA 4. Quantum Computing / Responsible UW 5. Data Science / Responsible TEIo. C (missing lecturer!) 6. Automations & Embedded Systems / Responsible TMMA 7. 2 D Materials & Devices / Responsible UW & TEIo. C 8. 3 D Printing Technologies / Responsible TEIo. C 9. 5 G Wireless Communications / Responsible TEIo. C 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 19

CRETE Objectives Minimum Standards for the O 1 Modules to be considered complete 1. Lecture Transparencies / with author notes (PPT) 2. Assessment Tests per lecture 3. Middle and Final Exam Papers 4. Bibliography 5. Duration: Full Semester Lectures (10 – 12 Weeks); each lecture session 90 minutes 6. Add Audio or Video into your transparencies 7. Awarded ECTS: Three 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 20

CRETE Objectives Involved Personnel Info in O 1 Name 1 Module Institution Artificial Intelligence IPP E-mail Skype 2 L. Doitsidis Robotics TEIo. C ldoitsidis@chania. teicrete. gr lef_doi 3 L. Nalpandidis Robotics AAU lanalpa@m-tech. aau. dk lazaros_n. 4 G. Triantafyllidis Robotics AAU gt@create. aau. dk george. triantafyllidis. ed 5 I. O. Vardiambasis Io. T TEIo. C ivardia@chania. teicrete. gr ioannis. vardiambasis 6 Io. T TMMA 7 Quantum Computing UW 8 Automations & Embedded Systems TMMA 2 D Materials & Devices TEIo. C c. petridischania@gmail. com costas. petridis 2 D Materials & Devices UW 9 K. Petridis 10 11 M. Maravelakis 3 D Printing TEIo. C marvel@chania. teicrete. gr manolis. maravelakis 12 E. Kokkinos 5 G Wireless Communications TEIo. C ekokkinos@chania. teicrete. gr vangelisk 24 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 21

CRETE Objectives 2. Intellectual Output O 2 (Soft Skills) – Leading Partner: W 2 L Start Date: 15/10/2018 – End Date: 30/04/2020 1. Entrepreneurship Skills Development 2. Human Management & Decision Making 3. Oral Presentation Skills 4. Scientific Writing Skills 5. Project Management Skills 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 22

CRETE Objectives Minimum Standards for the O 2 Modules to be considered complete 1. Lecture Transparencies / with author notes (PPT) 2. Assessment Tests per lecture 3. Middle and Final Exam Papers 4. Bibliography 5. Duration: Half Semester Courses (6 Weeks); each lecture session 90 minutes 6. Add Audio or Video into your transparencies 7. Awarded ECTS: Two 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 23

CRETE Objectives Involved Personnel into O 2 Name Module Institution 1 Entrepreneurship Skills EVM 2 Project Management EVM 3 Human Management & Decision Making EVM Email Skype 4 K. Zourou Oral Presentation Skills W 2 L katerinazourou@gmail. com katerinazourou 5 K. Zourou Scientific Writing Skills W 2 L katerinazourou@gmail. com katerinazourou 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 24

CRETE Objectives O 3: Teaching Guides for the development of Soft Skills Leading partner: EVM Participants: EVM, W 2 L Start Date: 01/10/2019 – End Date: 31/05/2020 • A teaching guide (20 - 40 pages) that advises academics how to cultivate their students targeted soft skills will be developed • Should contain: 1. Assist Academics to develop lecture plans that will help them to cultivate students’ soft skills 2. Tips how to develop the targeted soft skills during a lecture session 3. Tips on how to trigger students interest to realize the importance of the soft skills 4. Tips how to assess students’ soft skills 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 25

CRETE Objectives Involved Personnel into O 3 Name Module Institution 1 Teaching Guides for Soft Skills Development EVM 2 Teaching Guides for Soft Skills Development W 2 L 11/25/2020 Email 19 th of November 2018, Physics Department of University of Warsaw, Poland Skype 26

CRETE Objectives O 4: Training Modules in Modern Teaching Methods & Modern Delivery Systems Leading partner: AAU Participants: AAU, IPP, EVM Start Date: 15/10/2018 – End Date: 30/04/2020 List of Modules: 1. PBL Principles for Electronic Engineers 2. Principles of Blended Teaching Methods 3. Principles of Online Teaching 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 27

CRETE Objectives O 4: Training Modules in Modern Teaching Methods & Modern Delivery Systems Involved Personnel in O 4 Name Module Institution Email Skype 1 Jon Ram Bruun. Pedersen PBL for El. Eng. AAU jpe@create. aau. dk jon. ram. pedersen 2 Eva Triantafilou PBL for El. Eng. AAU evt@create. aau. dk etrian 77 3 Lise Busk Kofoed PBL for students AAU lk@create. aau. dk lisebuskkofoed 4 Principles of Blended Teaching IPP 5 Principles of Online Teaching EVM 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 28

CRETE Objectives Minimum Standards for the O 4 Modules to be considered complete 1. Lecture Transparencies / with author notes (PPT) 2. Assessment Tests per lecture 3. Middle and Final Exam Papers 4. Bibliography 5. Duration: Half Semester Courses (6 Weeks); each lecture session 90 minutes 6. Add Audio or Video into your transparencies 7. The teaching manuals for each module 8. Awarded ECTS: Two 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 29

CRETE Objectives O 5: Moodle Educational Platform & Project Websites and Webpages Leading partner: IPP (for Moodle) and EVM (for the website) Participants: ALL Start Date: 1/11/2018 – End Date: 30/09/2020 Description of the Deliverable: • Into the Moodle Platform all the generated educational material will be uploaded • The Moodle Platform will remain active beyond CRETE projects’ lifetime • All the modules onto the Moodle Platform will be exploited in the most convenient way by the consortium partners • The Moodle should be equipped with communication tools e. g. chat rooms, forums • The CRETE website will be the main Administration and Dissemination Tool of the Project 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 30

CRETE Objectives O 5: Moodle Educational Platform & Project Websites and Webpages Leading partner: IPP (for Moodle) and EVM (for the website) Participants: ALL Start Date: 1/11/2018 – End Date: 30/09/2020 Allocated Time For this Deliverable: • For the Moodle Installation & Partners Training, 25 Technical man-days for installation & maintance and 12 technical man-days for the design of the platform • For the Web development, 25 technical man-days have been allocated for the installation and maintance of website (IPP). Another 24 technical man-days have been assigned for the design of the website (EVM) 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 31

CRETE Objectives O 6: Report on skills upgrade & capacity building in HEI Leading partner: W 2 L Participants: ALL Start Date: 1/04/2019 – End Date: 31/07/2020 Allocated Time For this Deliverable: • For the coordination of this output 18 management days will be assigned to the W 2 L and six management days to the rest of the consortium partners • Six administration days to W 2 L and three days to the rest of the consortium partners Deliverables: • Questionnaires to be distributed for the evaluation of CRETE actions & outputs by the projects’ stakeholders • Reports that summarize the evaluation findings 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 32

CRETE Objectives Multiplier Events Two such events have been planned; the 1 st one will be hosted by TEI of Crete (during the annual Erasmus Week this partner organizes) in May 2019 (20 – 25 of May 2019). The 2 nd one will take place in Thomas More University during the annual Erasmus Week this partner organizes every year. The 2 nd multiplier event will be hosted in March 2020 (26 – 20 th of March 2020) Scope of these events: To disseminate the projects’ objectives and outputs to to stakeholders beyond the consortium Allocated Funds: 30 stakeholders per event beyond consortium (10 within the host country and 20 outside of the host country). Each partner have received 5000 Euros corresponding to 100 Euros per national participant and 200 Euros per international participant Proofs: List of the participants, signed by them and include their contact information, photos 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 33

CRETE Objectives Learning/Teaching/Training Activities Two training activities have taken funding (from the four has been designed) along the CRETE projects’ lifetime: 1. In AAU, during April 2019 (C 1, C 5) Topic: The Most Critical Skills for an Engineer of 2020 Duration: Five days (without the traveling days) Schedule: A draft schedule has been released within the project’s proposal Funded Participants: 20 Students (five from each Institution) / 10 Academics: 2 (TEIo. C), 2 (IPP), 2 (TMMA), 2 (UW), EVM (1), W 2 L (1) / Extra staff mobility should be covered through the Erasmus Plus International mobility. Ten students and four lecturers from AAU should contribute to the course curriculum Host Institution: Should be able to enroll at least 10 students and 5 Academics as lecturers 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 34

Learning/Teaching/Training Activities 1. In AAU, during April 2019 (C 1, C 5) 1 2 3 3 4 5 11/25/2020 Status Travel Costs Subsistence Costs Institution Student 1800 (360 pp) 2030 (7/5) (406 pp) TEIo. C Academic 720 (360 pp) 848 (4/2) (424 pp) TEIo. C Student 1800 2030 (7/5) IPP Academic 1440 848 (4/2) IPP Student 1375 (275 pp) 2030 (7/5) TMMA Academic 550 (275 pp) 848 (4/2) TMMA Student 1375 2030 (7/5) UW Academic 550 848 (4/2) UW Student - - W 2 L Academic 360 424 (4/1) W 2 L Student - - EVM Academic 530 424 (4/1) EVM 19 th of November 2018, Physics Department of University of Warsaw, Poland 35

CRETE Objectives Learning/Teaching/Training Activities Two training activities have taken funding (from the four has been designed) along the CRETE projects’ lifetime: 2. In IPP, during April 2020 (C 2, C 6) Topic: The Most Critical Skills for an Engineer of 2020 Duration: Five days (without the traveling days) Schedule: A draft schedule has been released within the project’s proposal Funded Participants: 20 Students (five from each Institution) / 12 Academics: 4 (TEIo. C), 2 (IPP), 2 (TMMA), 2 (UW), EVM (1), W 2 L (1) / Extra staff mobility should be covered through the Erasmus Plus International mobility. Ten students and four lecturers from AAU should contribute to the course curriculum 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 36

Learning/Teaching/Training Activities 1. In IPP, during April 2020 (C 2, C 6) 1 2 3 3 4 5 11/25/2020 Status Travel Costs Subsistence Costs Institution Student 1800 (360 pp) 2030 (7/5) (406 pp) TEIo. C Academic 720 1696 (4/2) (424 pp) TEIo. C Student 1800 2030 (7/5) AAU Academic 720 848 (4/2) AAU Student 1375 (275 pp) 2030 (7/5) TMMA Academic 550 848 (4/2) TMMA Student 1800 2030 (7/5) UW Academic 360 848 (4/2) UW Student - - W 2 L Academic 360 424 (4/1) W 2 L Student - - EVM Academic 360 424 (4/1) EVM 19 th of November 2018, Physics Department of University of Warsaw, Poland 37

Outline • Registration – Sign the Attendance Sheet • Get Know Each Other – Present Yourself • CRETE Objectives – Outputs • The Role of Each Partner in the Project • Administration & Financial Management Rules • Evaluation / Next Action 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 38

Administration & Financial Management • General Info: 1. To have a clear financial reporting mechanism & appropriate accounting system to manage the project 2. All the expenses should be recorded accordingly and all the necessary proofs to be collected; the partners will keep the original documents and copies should be sent asap to the coordinator 3. All the expenses will be reported by TEI of Crete through the Mobility Tool and all the Outputs will be also uploaded onto this management platform 4. Each partner is responsible for its budget and be responsible to manage it according to the projects’ rules 5. All the communication with the Greek NA occurs only through the coordinator !!! 6. All the above regulation will be contained into the consortium agreement will be signed by the beginning of December 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 39

Administration & Financial Management Project Management Allocated Budget Total Budget: 48000 Euros The partners receive a fixed amount per month for the management of the project (project management costs): This is 250 Euros per month for the partners (6000 Euros for 24 months) and 500 Euros per month for the coordinator (12000 Euros for 24 months). This amount of money should be depicted onto the submitted timesheets 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 40

Administration & Financial Management Transnational Project Meetings Total Budget: 20210 Euros Five F 2 F progress meetings have been planned during the CRETE projects’ lifetime. Each one of the partner has to participate in these projects, with one participant. The meetings will have one day duration and each participant will receive a fixed amount of refunding (includes daily subsistence costs, hotel and travel expenses) calculated based on distance from the sent organization and the venue (should be in one of the consortium partners). This distance is measured using the Erasmus+ distance calculator tool that can be found here: http: //ec. europa. eu/programmes/erasmus-plus/tools/distance_en. htm There are two given tariffs: 575 Euros (100 – 1999 km) and 760 Euros (> 2000 km) 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 41

Administration & Financial Management Planned F 2 F & Skype Meetings 1 st Skype Meeting – December 2018 1 st Progress Meeting, Uni. of Aalborg, Copenhagen, April 2019 2 nd Skype Meeting – June 2019 2 nd Progress Meeting, Thomas More, Mechelen, Belgium, September 2019 3 rd Skype Meeting – December 2019 3 rd Progress Meeting, IPP, Porto, Portugal, April 2020 4 th Progress Meeting, TEI of Crete, Chania, July 2020 4 th Skype Meeting, September 2020 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 42

Administration & Financial Management Example for the Warsaw Kick off meeting the total refunding amount will be: Distance Band Refundable amount per participant TECHNOLOGICAL EDUCATIONAL INSTITUTE OF CRETE 100 -1999 km 575 AIKATERINI ZOUROU & SIA EE 100 -1999 km 575 INSTITUTO POLITECNICO DO PORTO >= 2000 km 760 AALBORG UNIVERSITET 100 -1999 km 575 0 km 0 ECOSISTEMAS VIRTUALES Y MODULARES SL >= 2000 km 760 THOMAS MORE MECHELEN-ANTWERPEN 100 -1999 km 575 Organisation UNIWERSYTET WARSZAWSKI 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 43

Administration & Financial Management Example for the AAU Progress meeting, the total refunding amount will be: Distance Band Refundable amount per participant TECHNOLOGICAL EDUCATIONAL INSTITUTE OF CRETE >= 2000 km 760 AIKATERINI ZOUROU & SIA EE >= 2000 km 760 INSTITUTO POLITECNICO DO PORTO >= 2000 km 760 0 0 UNIWERSYTET WARSZAWSKI 100 -1999 km 575 ECOSISTEMAS VIRTUALES Y MODULARES SL >= 2000 km 760 THOMAS MORE MECHELEN-ANTWERPEN 100 -1999 km 575 Organisation AALBORG UNIVERSITET 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 44

Administration & Financial Management Example for the TMMA Progress meeting, the total refunding amount will be: Distance Band Refundable amount per participant TECHNOLOGICAL EDUCATIONAL INSTITUTE OF CRETE >= 2000 km 760 AIKATERINI ZOUROU & SIA EE >= 2000 km 760 INSTITUTO POLITECNICO DO PORTO 100 -1999 km 575 AALBORG UNIVERSITET 100 -1999 km 575 UNIWERSYTET WARSZAWSKI 100 -1999 km 575 ECOSISTEMAS VIRTUALES Y MODULARES SL >= 2000 km 760 0 km 0 Organisation THOMAS MORE MECHELEN-ANTWERPEN 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 45

Administration & Financial Management Example for the IPP Progress meeting, the total refunding amount will be: Distance Band Refundable amount per participant TECHNOLOGICAL EDUCATIONAL INSTITUTE OF CRETE >= 2000 km 760 AIKATERINI ZOUROU & SIA EE >= 2000 km 760 0 km 0 AALBORG UNIVERSITET >= 2000 km 760 UNIWERSYTET WARSZAWSKI >= 2000 km 760 ECOSISTEMAS VIRTUALES Y MODULARES SL 100 – 1999 km 575 THOMAS MORE MECHELEN-ANTWERPEN 100 – 1999 km 575 Organisation INSTITUTO POLITECNICO DO PORTO 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 46

Administration & Financial Management Example for the TEIo. C Progress meeting, the total refunding amount will be: Distance Band Refundable amount per participant 0 km 0 100 – 1999 km 575 INSTITUTO POLITECNICO DO PORTO >= 2000 km 760 AALBORG UNIVERSITET >= 2000 km 760 100 – 1999 km 575 ECOSISTEMAS VIRTUALES Y MODULARES SL >= 2000 km 760 THOMAS MORE MECHELEN-ANTWERPEN >= 2000 km 760 Organisation TECHNOLOGICAL EDUCATIONAL INSTITUTE OF CRETE AIKATERINI ZOUROU & SIA EE UNIWERSYTET WARSZAWSKI 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 47

Administration & Financial Management Intellectual Outputs Total Budget: 97163 Euros (Attn we have requested: 116590 Euros) Any costs under this category should be linked with the production and delivery of the enlisted outputs O 1 – O 6. There are four categories: Manager / Teacher / Technician /Administration. Each partner will only be able to claim staff costs associated with Managers, Administrators or technicians against Intellectual Outputs if specified so in the approved budget analysis. Managers and administrative staff in the context of the intellectual outputs have responsibilities strictly related to the output concerned and not in general to the project implementation. 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 48

Administration & Financial Management Intellectual Outputs (II) Total Budget: 97163 Euros (Attn we have requested: 116590 Euros) Please note that each person refunded under this category should keep Timesheets indicating the hours of work dedicated to the production of the Intellectual Outputs. The hours allocated in these timesheets should cover and depict the total days of work related to the staff cost each partner claims. The declared days of work and the relevant cost claimed cannot exceed the corresponding approved budget. These timesheets will be attached in any staff payments towards the Intellectual Outputs category and should be signed and stamped by the corresponding individual and the Authorized Financial Officer. (a monthly timesheet template will be send to all partners to be used in all relevant payments of staff costs. ) 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 49

Administration & Financial Management Intellectual Outputs (III) Total Budget: 97163 Euros (Attn we have requested: 116590 Euros) Regarding timesheets and reporting: Please notice that each day of work consists of 8 hours and only full days can be uploaded to the EU Mobility reporting tool. Thus, when you declare hours in the timesheets, make sure that the total hours declared per month give a number that is a multiply of “ 8” (in order to have full days declared as a result). If a partner wants to declare i. e. 10 days of work for an intellectual output, has to provide timesheets with 80 hours in total for this output. All partners should send or email the relevant information and documentation required to the Coordinator upon request and support responding to the above mentioned obligations 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 50

Administration & Financial Management Travel Expenses Proofs & Documentation: 1. Flight Booking Report (a copy) 2. Flight Fare Invoice (a copy) 3. Boarding Passes (a copy) 4. Hotel Fare Invoice (a copy) 5. Certificate of Attendance (a copy) 6. Attendance List signed by each participant N. B. : The participation in the progress management meeting is fixed and includes the subsistence, accommodation and flight fare costs! The refunding depends on the distance to the host Institution 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 51

Administration & Financial Management Staff Cost Expenses Proofs & Documentation: 1. Timesheets; please report whole man - days 2. Proofs of formal contractual relationship with the partner 3. Staff Cost Payments 4. The # of the Deliverable the allocated man-days have been registered onto the timesheets 5. The management allocated funds per partner should be appeared to the timesheets in a monthly base N. B. : The participation in the progress management meeting is fixed and includes the subsistence, accommodation and flight fare costs! The refunding depends on the distance to the host Institution 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 52

Administration & Financial Management • Every six months the project management team should have collected from each partner a report (a template should be constructed) that reports: (a) the deliverables’ progress (with proofs); (b) the implemented dissemination actions; (c) the incurred expenses per category (staff, travel costs); and (d) any problems faced – The 1 st report is expected on 30 th of April 2019 • All the expenses and copies of the proofs should be sent to the coordinator a week after a projects’ action • Two reports to the Agency will be submitted: Progress & Final Report • All the partners should participate in all face to face meetings • All the face to face meetings should be video recorded; the meeting minutes should be released the latest one week after the meeting took place 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 53

Total Requested Budget / Approved Budget Partner Management Transnational Project Meetings Intellectual Outputs Exceptional Costs Multiplier Events Learning Activities Travel Individual Support TEIo. C 12000 (12000) 2855 (2855) 22890 (17922) - 5000 (5000) 6840 12858 5040 5756 AAU 6000 (6000) 2670 (2670) 17221 (16750) - - 4975 10314 2520 2878 W 2 L 6000 (6000) 3245 (3245) 14092 (11776) 3000 (3000) - 360 1696 720 848 EVM 6000 (6000) 3615 (3615) 30799 (21497) - - 360 1696 805 848 IPP 6000 (6000) 2855 (2855) 16026 (13758) - - 5695 10314 2520 2878 THOMAS More 6000 (6000) 2485 (2485) 12253 (11464) - 5000 (5000) 5100 8634 3850 5756 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 54

Outline • Registration – Sign the Attendance Sheet • Get Know Each Other – Present Yourself • CRETE Objectives – Outputs • The Role of Each Partner in the Project • Administration & Financial Management Rules • Evaluation / Next Action 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 55

Next Meeting December 2018 – Project Management Meeting Report: Incurred Expenses (Staff Costs, Travel Costs) / Dissemination Actions / Exploitation Suggestions Please update me with your Skype Contact Info 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 56

Next Meeting April 2019 – AAU (Progress Meeting & Intensive Course) 11/25/2020 19 th of November 2018, Physics Department of University of Warsaw, Poland 57