1. Evaluation Plan New Jobs “How to Get New Jobs? Innovative Guidance and Counselling 2 nd Meeting Liverpool | 3 – 4 February 2014 3L Research Institute Roula Mourmouri 1

2. 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) 2

3. 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 process Specific 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 3

4. Meetings Three main stages: -Preparation -The meeting -Follow-up 4

5. 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 5

6. 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) 6

7. 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. 7

8. 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 Sheet A 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 8

9. 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 9

10. 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- 2 nd Meeting – Agenda - Keeping it consistent is important, so that emails are not lost or not read, and filing is facilitated 10

11. 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 1 st year and the final at the end of the 2 nd year of the project 11

12. 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 Assurance 12

13. 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 13

14. Evaluation Plan Thank you for listening! 14