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Coordination and Management (WP9) D9.1 Coordination and Management Plan


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PROJECT DETAILS

Project acronym HEIRRI

Project title Higher Education Institutions and Responsible Research and Innovation

Funding scheme Horizon2020

Thematic priority Responsible Research and Innovation in Higher Education Curricula

Starting date 01/09/2015

Project coordinator Universitat Pompeu Fabra (UPF)

Duration of project 3 years

DELIVERABLE DETAILS

Work package ID WP9

Expected date 30/11/2015

Work package title Coordination and Management

Deliverable ID and title D9.1 Coordination and Management Plan

Work package leader UPF

Deliverable description Plan of the HEIRRI project development regarding Management and Coordination tasks.

Nature [X] R - Report [ ] O - Other

Responsible for deliverable Gema Revuelta and Núria Saladié

Submission date 30/11/2015

Dissemination level [X] P – Public [ ] CO – Confidential, only for members of the consortium


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TABLE OF CONTENTS

0. Introduction ...............................................................................................................

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1. Project management and administration .................................................................... 4 2. Quality assurance .......................................................................................................... 8 3. Research ethics and data management plan ............................................................. 10 4. Advisory Boards general coordination ....................................................................... 12 5. Working plan................................................................................................................ 15 6. Annexes ........................................................................................................................ 16


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Deliverable 9.1 Coordination and Management Plan


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0. Introduction This deliverable will provide with the detailed plan on the actions concerning the general coordination and management of the HEIRRI project inside its WP9, led by UPF. This document is structured by the tasks and subtasks assigned to WP9, together with a final section with conclusions, a summary and attached documents as annexes.


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1. Project management and administration Project management strategy and procedures As stated in the Description of Action (DoA), main decisions about HEIRRI management and coordination are taken by Project Executive Committee (PEC), which represents the maximum authority within the project Consortium. A Coordination Team (CT), chaired by the Project Coordinator, gives support to PEC and acts as main interlocutor with the European Commission (EC), as well as with the individual Consortium members. Three Advisory Boards (explained later), give support to PEC and contribute to the decisions about specific parts of HEIRRI activities. An open and multi-stakeholder Forum (HEIRRI Forum), with online and offline instruments, completes the structure, contributing to the development of substantial parts of HEIRRI activities as well as their communication and internationalization. AEESTI / Ecsite, as coordinator of WP1, guarantees demands and recommendations from HEIRRI Forum reach PEC. Coordination Team (CT) CT is responsible for the day-to-day HEIRRI management and coordination, gives support to PEC and is the main interlocutor with the EC via the Project Coordinator. The CT is composed of 5 people from UPF:  Project Coordinator, expert in public engagement and RRI  Expert in Education Research  Expert in e-Learning and learning technologies  Expert in business and entrepreneurship  Project Manager. Project Executive Committee (PEC) The Project Executive Committee (PEC) was formally constituted at the Kick-off Meeting (M1) celebrated in Barcelona on September 16th, 2015. The PEC includes all Consortium Partners, with one representative from each organization: Gema Revuelta from UPF, Niels Mejlgaard from AU, Roger Strand from UiB, Erich Grießler from IHS (when delegating, Alexander Lang), Ana Marusic from UNIST, Catherine Franche from ECSITE, Ignasi López from FBLC (when delegating, Daniel García), Nadja Gmelch from ACUP, and Erika Sela from INNOVATEC. The HEIRRI Project Coordinator is the PEC Chairperson. The PEC meets at least 3 times a year (a total of 9 PEC meetings for the whole project). Regarding the organization of PEC meetings:


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When a PEC meeting is being organized in one of the European cities, the CT gives support in its organization. Any topic requested to the project manager by a PEC member at least two months before the meeting, is automatically included in its agenda. The project manager circulates the agenda at least one month before the meeting. Minutes of the meeting are produced by project manager within 2 weeks and circulated amongst members.

Reports and Deliverables Coordination The CT will be in close and direct contact with Consortium members. The Project Manager will send a reminder to the partners in charge of a Report or Deliverable one month before such document is due. In case one Consortium member could not produce the requested document in time, such member should notify the Project Manager as soon as possible. Financial and administrative issues UPF will be in charge of mantaining a financial overview of the project and administer the financial contribution from the EC to partners. Organization of PEC meetings These are the scheduled meetings for the HEIRRI project: PEC MEETING

MONTH DATE

ORGANIZES

LOCATION

PEC constitution and first meeting M1 (during Kick-off meeting)

16/09/2015

UPF

Barcelona, Spain

PEC skype meeting

M3

17/11/2015

UPF

Online

PEC meeting (before First HEIRRI Conference )

M7

17/03/2016

FBLC

Barcelona, Spain

PEC meeting

M10

06/2016

UiB

Bergen, Norway

M12

08/2016

UPF

Online

M15

11/2016

UNIST

Split, Croatia

PEC skype meeting st

PEC meeting (and 1 Reporting Period)


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To be decided To be decided

PEC meeting

M18

02/2017

To be decided

PEC meeting

M22

06/2017

PEC skype meeting

M24

08/2017

UPF

Online

PEC meeting

M26

10/2017

To be decided

To be decided

PEC meeting (Final HEIRRI Conference)

M32

04/2018

ECSITE

To be decided

PEC (final) meeting

M35

07/2018

ACUP

Barcelona, Spain

To be decided

Summarising, in the HEIRRI project, there are: - 12 PEC meetings (9 of which are face-to-face and 3 are online) - 2 HEIRRI conferences (first and final) Project archives UPF will be in charge of keeping all deliverables of the project and guarantees their custody. All deliverables of the HEIRRI project will be available in Open Access through the RRI Tools platform, so Consortium members or anyone interested in consulting them. During the project, UPF will open a Dropbox folder (or similar) to share preliminary documents or draft versions among Consortium members. Quarterly reviews with Project Adviser UPF is the partner in charge of providing quarterly informal reviews to the Project Adviser. These reviews will consist of an overview of the project, highlighting any special event happened in-between quarterly reviews and pointing out deliverables produced and milestones achieved. Updating the contact list UPF, together with the contribution of ACUP (partner in charge of Communication and Dissemination) are the partners in charge of updating the HEIRRI contact list. Every new version of the list is circulated among Consortium members, open to additions and correction. The HEIRRI project does not have a specific intranet to share communications among all partners. Instead, Consortium members can use the mailing list “HEIRRI@googlegroups.com� for internal communication matters.


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Contractual documents and contract amendments UPF is the partner in charge of maintaining contractual documents and managing –where applicable– contract amendments. Monitoring certificates on financial statements UPF is the partner in charge of monitoring certificates on financial statements in order to guarantee that all partners submit their financial reports. UPF collects all financial reports and sends the final version to the EC.


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2. Quality assurance Work package leaders will be in charge of the quality control in their work package. UPF will oversee all outputs of the project; manage a bimonthly internal review and quality control; update the risk plan; monitor the project progress and the production of deliverables. Bimonthly internal review and quality control UPF will contact Consortium members bimonthly for an internal review and quality control. This internal review will be done by email or phone, checking on the good procedure of partners, solving questions and assisting in anything possible. Moreover, UPF, as Coordinator, will be the partner in charge of reading all Deliverables before submitting them to the Participants Portal. Therefore, UPF will be the one assessing if each of the Deliverables meets the quality required and is ready to be submitted to the System. A part of that, Formative and Summative Evaluations (WP8) will also accomplish a quality control function, in this case of the work done by the Consortium and its alignment with HEIRRI objectives. Risk plan The risk plan can be found in Part A of the DoA, under the name “1.3.5 WT5 Critical implementation risks and mitigation actions�. UPF is the partner in charge of updating this section if needed. These are the six risks identified in the DoA: 0. A partner is unable to produce their work on time (WP1, WP2, WP3, WP4, WP5, WP6, WP7, WP8,WP9) Regular contact should be held between the project coordinator and the partners. If the risk is noticed as serious, early remedial action will be taken, e.g., either to have another representative from the partner organization to undertake or assist in the production of the work or, in extreme cases, the work may need to be taken away from the partner and another existing or new partner will be installed to take over. 1. A partner is unable to work effectively with other partners and/or stakeholders (WP1, WP2, WP3, WP4, WP5, WP6, WP7, WP8, WP9) The project coordinator will immediately step in and explore the problem’s nature. If it becomes


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apparent that the individual partner is not suited for performing the task, remedial action of the type mentioned above may need to be taken. 2. A partner is unable to produce sufficiently high quality to be acceptable to the other partners and/or the Commission (WP1, WP2, WP3, WP4, WP5, WP6, WP7, WP8, WP9) As above, but this is an extremely improbable risk, taking into account that all partners have produced numerous deliverables on time in the past, and have excellent (peer reviewed) publication records. 3. A partner takes the decision to leave the Consortium (WP1, WP2, WP3, WP4, WP5, WP6, WP7, WP8, WP9) In this event, the PEC will develop a contingency plan that splits up the remaining tasks of the partner among the other partners, and explores the possibility of finding a new partner that can take over the tasks. 4. Activities do not reach enough numbers of participants (WP1, WP2, WP3, WP4, WP5, WP6, WP7, WP8, WP9) The PEC will work together with the multi-stakeholder HEIRRI Forum to reassess the communication and dissemination strategy of the project and will provide new strategies to reach different publics. 5. If problems arise concerning the budget during the project and hinder the continuity of it (WP1, WP2, WP3, WP4, WP5, WP6, WP7, WP8, WP9) The project coordinator will examine all the possible measures that could to be carried out and will assume the responsibility in a case of a situation of this type. Monitor the project progress and deliverable production UPF will monitor the progress of the project and deliverable production via email and telephone calls with Consortium members, but PEC meetings will be especially relevant for this purpose. Information collected will be transmitted to the Project Adviser during the quarterly reviews maintained regularly, and also whenever it is considered necessary to guarantee the proper development of the project.


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3. Research ethics and data management plan The Research ethics and data management plan consists of the implementation of a strategy and monitoring mechanism for the required approvals for ethics committees/authorities and for informed consent forms when required, the development of a project plan for research ethics, including for ensuring privacy and confidentiality of participants, and of the management of the data protection and data storage plan. As stated in the DoA, in the HEIRRI project there are two situations that require Ethics considerations: Firstly, the fact that task 5.1 of WP5 (Pilot testing experiences) includes surveys on educational interventions with healthy volunteers (students and academic professionals, and the general public). The evaluation will be conducted in established and educational settings, and will involve normal education practices. The research will involve the use of educational tests, survey procedures, and observation of public behaviour and the information obtained will be recorded in such a manner that human subjects cannot be identified, directly or indirectly, and that the disclosure of obtained responses outside of the research will not place the subjects at risk or be damaging to the subject. Secondly, task 4.2 of WP4 (Production of Materials) involves, among others, the elaboration of video materials. The content of videos will address issues related to education and good practices on Responsible Research and Innovation (RRI), but their specificities will be defined once the project starts. The recording of these videos will be made following established Ethics considerations and with participants that will have freely signed an Informed Consent document. It should be also noted that measures to protect the videos and their safe keeping include: (a) access to the video footage will only be permitted to authorized personnel (although finished videos of the HEIRRI project will be in Open Access); (b) all videos will be watermarked in a non-reversible way in order to safe guard the minors, and this even if Informed Consent has been obtained. Documents to be provided: -

Document of the evaluation protocol To be submitted to the REA in M3 Informed Consent document To be submitted to the REA in M10 Authorisation for collecting and processing data To be submitted to the REA in M10 Authorisation from guardian/legal representative of minors To be submitted to the REA in M10


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Information sheet addressed to guardian/legal representative of minors To be submitted to the REA in M10

As explained in the DoA, the HEIRRI project will guarantee the following aspects: -

Data collection: People participating in HEIRRI activities will decide whether they want their personal details to be recorded and saved. In the case that they allow their data to be used, they will have to sign an Informed Consent document. Data will be collected by the beneficiary responsible of each local activity organized. Data will be collected and processed only if and insofar as it is really necessary. The sampling methods or recruitment procedures will be done in such a way that they do not result in discriminatory practices.

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Data storage: Personal data will be safely-kept by the project beneficiary in charge of each local activity. In case of publishing, and for the results obtained, no personal information will be made public.

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Data protection: Beneficiaries will be responsible to safely keep the data collected by their performed activities. Data protection will be ensured through current legal regulation. Respect for people and for human dignity, fair distribution of research benefits and burden and protecting the values, rights and interests of the research participants will be ensured.

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Data destruction: Destruction of personal data will be done 10 years after the end of the project, following the document “Code of good scientific practice” (p.43) (access via: https://www.prbb.org/system/uploads/attachment/file/3/ca/CBPC_PRBB_CAT_CAST_ENG.PDF (last visit: 14/04/15), “all original primary information (…) arising from a research project must be stored for a minimum of 10 years from the date of the first publication of the results, except in those cases in which the law allows shorter storage periods or requires longer periods to be applied”. This document is the Ethics guide of good practices of the building where Universitat Pompeu Fabra (UPF) is located.

The procedures implemented for data collection, storage, protection, retention and destruction will be designed in accordance to ethical principles and also to applicable international, EU and national law (in particular, EU Directive 95/46/EC): “under this Directive, personal data must be processed according to certain principles and conditions that aim to limit the impact on the persons concerned and ensure data quality and confidentiality”.


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4. Advisory Boards general coordination Consortium members that co-chair advisory boards will provide to UPF information and updating reports from their boards. They also guarantee that Boards are adequately informed and their recommendations taken into account on the respective work package. There are three Advisory Boards: - Multidisciplinary Contents Council (MCC) - Business & Entrepreneurship Advisory Board (BEAB) - Science Communication & Internationalization Advisory Board (SCIAB) Each one with specific aims, tasks and responsibilities, gives support to PEC and contributes to the decisions about specific parts of HEIRRI activities. All those three Boards are constituted by complementary teams of internal (consortium members delegates) and external experts (invited by Consortium members). ADVISORY BOARDS

Multidisciplinary Contents Council (MCC)

Internal chair IHS Composition 10 int + 10 ext Aims To assure that the RRI Learning programs and materials addressed all the 6 key issues in a useful and methodologically solid way, and have valid and high standard systems of accreditation and qualification (WP3-WP4) in line with the main objectives of HEIRRI. It will also contribute to the forum (WP1) as well as in the WP related with testing, internationalization and communication (WP5-WP7). Initial Experts and representatives

Business & Entrepreneurship Advisory Board (BEAB) UPF 3 int + 3 ext To guarantee an actively participation of industry and business in the project since the very first moment, mainly by providing experiences and cases to analyze (WP2) and supervise their future usability. It will also contribute to the forum and debate (WP1) and, in general to the codevelopment of programs and materials, their testing and internationalization (WP3-WP7). Experts and representatives

Science Communication & Internationalization Advisory Board (SCIAB) AEESTI / Ecsite 5 int + 5 ext This Board will actively contribute in the design and elaboration of DB, programs and materials (contributing to defining contents about key issue “public engagement� and assuring they are understandable and have high quality from the point of view of communication) (WP2WP3-WP4) and contributing to the internationalization of HEIRRI (WP6) with the help of the different networks and platforms they belong. Experts in science


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proposal of from organizations in any of experts to be the 6 key issues of RRI invited or/and Curricula Implementation. Education experts of the RRITools project’s Advisory Board, ERASMUS+ and other involved in R&I.

from business and industry. International networks, foundations related with industry, relevant companies from R&I sector.

communication and public engagement, SC-SM international networks, media, organizations such as PCST, EUSEA, etc. External experts from HEI international networks and organizations (UNESCO, EC, editors of science journals, etc.)

All Consortium Members have an active role within the 3 Advisory Boards and work together with external experts: -

Internal Experts. All consortium members (except Partner 9) nominate 1 or 2 delegates from their institution to be part in at least 2 of those 3 boards. Delegates participate in (online and offline) meetings, share their knowledge, take decisions and contribute with all tasks assigned to the Board, working with the external members and following the internal rules that each board has marked on the first 3 months after their constitution.

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External Experts. All consortium members suggest names of experts and organizations to be invited to be part of each respective Board. The specific composition of the 3 Boards is decided by PEC before M6. Fees and travel costs of external experts will be distributed in a proportionate way among HEI organizations and international networks consortium members with the aim that small groups of internal and external experts could closely work within the tasks of their respective Boards. AU, UiB, IHS and UNIST cover 3 external experts each of them, while ACUP and UPF will cover 6 external experts. Each external expert will receive 3000â‚Ź to cover their work and travel to at least one HEIRRI conference. A Terms of Reference (ToR) document (attached to this document in the Annexes), elaborated by UPF, will estate the specific terms of their work.

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Boards co-chairing. Each Board is co-chaired by an internal and an external expert. Specific names of external and internal co-chairs will be decided by M6. Internal Co-chairs will act as intermediaries between their Boards and PEC.

In order to synthesize the input of the three Boards so that it can provide direction and objective review over the project lifetime, the following actions will be implemented:


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Online and face-to-face meetings will take place. The specific calendar will be in accordance to the PEC meetings calendar. These meetings will be called by the co-chairs of every Board.

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The two co-chairs will be responsible of gathering recommendations and amendments from the respective Advisory Boards and make sure they reach the respective WP leaders.

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The internal co-chair of every Board will share such input during PEC meetings. As stated previously, internal co-chairs will act as intermediaries between their Boards and PEC, to ensure that the input of each Board reaches all Consortium partners. And since PEC meetings will take place regularly along the three years of the project, the input of the Boards will be shared in time to provide direction and objective review.

A specific evaluation questionnaire will be designed to be given to all members of Advisory Boards in order to know how they perceive that their opinions and recommendations are being integrated into the HEIRRI development.


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5. Working plan The working plan for WP9 was established well at the beginning of the project. During the kick-off meeting, on September 16th 2015, the following calendar was distributed among all partners. The printed version was in a poster format (din-A3) with the purpose to be hung on a wall. The calendar presents the periods for all WP and Tasks of the project, as well as the dates for PEC meetings, Conferences and Deliverable due times.


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6. Annexes -

Contact list Terms of Reference Fold-out calendar


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Contact list


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Institution

Universitat P1 Pompeu Fabra

Aarhus P2 University

P3

University of Bergen

Institute of P4 Advanced Studies

P5

University of Split

"la Caixa" P6 Foundation

Short name

UPF

Person

e-mail

Gema Revuelta

gema.revuelta@upf.edu

Marta Bonet

marta.bonet@upf.edu

Mar Carrió

mar.carrio@upf.edu

Davinia Hernándezdavinia.hernandez@upf.edu Leo Jordi Pérez

jordi.perez@upf.edu

Vladimir de Semir

vladimir.semir@upf.edu

Fèlix Bosch

felix.bosch@upf.edu

Núria Saladié

nuria.saladie@upf.edu

Niels Mejlgaard

nm@ps.au.dk

Sanne Haase

sh@ps.au.dk

Country

Spain

Jane Frølund Irming jfi@ps.au.dk AU

UiB

IHS

UNIST

FBLC

Jesper Juel Holst

jjh@au.dk

Martin Serritslev

msr@au.dk

Anette Poulsen Miltoft

apm@au.dk

Roger Strand

roger.strand@uib.no

Kristin Egset Kjøde

Kristin.Kjode@uib.no

Liv-Grethe Gudmundsen

Liv-Grethe.Gudmundsen@uib.no

Erich Griessler

egriessl@ihs.ac.at

Anna Staudinger

anna.staudinger@ihs.ac.at

Alexander Lang

lang@ihs.ac.at

Ana Marusic

ana.marusic@mefst.hr

Aleksandra Banic

aleksandra.banic@unist.hr

Mario Malicki

mario.malicki@mefst.hr

Ignasi López Verdaguer

ilopez@fundaciolacaixa.org

Paola Isetta

pisetta@fundaciolacaixa.org

Denmark

Norway

Austria

Croatia

Spain


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Daniel García

dgarcia@fundaciolacaixa.org

Eva Zuazua

ezuazua@fundaciolacaixa.org

Guillermo Santamaría Catherine Franche P7 Ecsite Associació Catalana P8 d'Universitats Públiques P9 Innovatec

AEESTI/ECSITE Anne Urger

ACUP

INNOVATEC

gsantamaria@fundaciolacaixa.org cfranche@ecsite.eu aurger@ecsite.eu

Michael Creek

creekmail@gmail.com

Josep Maria Vilalta

jmvilalta@acup.cat

Nadja Gmelch

nadja@acup.cat

Marta Cayetano

marta@acup.cat

Joaquin Guinea

joaquin.guinea@innovatec.es

Erika Sela

erika.sela@innovatec.es

Belgium

Spain

Spain


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Terms of Reference


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Terms of Reference for the External Experts of the Multidisciplinary Contents Council of the HEIRRI project (Higher Education Institutions and Responsible Research and Innovation) BACKGROUND The European Commission and several Member States have launched various initiatives and actions on Responsible Research and Innovation (RRI) at European and at national level. RRI aims to improve the societal alignment of research and innovation, in particular by improving public engagement, science education, gender equality, open access to scientific information, ethics and governance. HEIRRI project (Higher Education Institutions and Responsible Research and Innovation) addresses the Call H2020-SEAC-2014-1 “Call for making science education and careers attractive for young people”, and more specifically to the Topic SEAC-2-2014. “Responsible Research and Innovation in Higher Education Curricula”. HEIRRI aim is to integrate the concept of Responsible Research and Innovation (RRI) into Universities and other Higher Education Institutions (HEI), in order to better align the needs, expectations and values of society with Research and Innovation.

OBJECTIVE The general objective of the Advisory Boards External Experts for HEIRRI is to contribute with their knowledge and expertise in several parts of the HEIRRI activities, giving support to the Project Executive Committee (PEC) and working closely with the Consortium members.

SCOPE OF THE WORK The scope of the work includes giving assistance to members of the Consortium to explore the state of the art of RRI and co-develop a common methodology for RRI curricula. Also, guaranteeing that materials are easily understandable and useful for strategic sectors, the active participation of relevant representatives from industry and business, and assuring the relevance of materials in other countries. There are three Advisory Boards in the HEIRRI project, each one with its own specific aims, tasks and responsibilities. Particularly, the Multidisciplinary Contents Council (MCC) has the aim to assure that the RRI Learning programs and materials of the project address all the six key issues in a useful and methodologically solid way, and have valid and high standard systems of accreditation and qualification in line with the


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main objectives of HEIRRI. It also contributes to the forum and the tasks related to testing, internationalization and communication.

CALENDAR Start and Duration The three Advisory Boards will be formally constituted at the First HEIRRI Conference (18/03/2016). Their agreement lasts until the end of the project, in August 2018. Meetings Meetings will take place mainly online (and sometimes face-to-face). These meetings will be called by the Co-Chairs of the Business and Entrepreneurship Advisory Board (BEAB) and will be sectoral when required. Milestones and indicative contents 1. March 18th, 2016 – Formal constitution of Advisory Board during First HEIRRI Conference. Administrative launch of the three Advisory Boards 2. April 2018 – Second HEIRRI Conference

COMPOSITION OF THE MULTIDISCIPLINARY CONTENTS COUNCIL The Multidisciplinary Contents Council (MCC) is composed of 10 External Experts and 10 Internal Experts. Chairperson Boards are Co-Chaired by an Internal and an External Expert. Specific names of External and Internal Co-Chairs will be decided by the First HEIRRI Conference.

DELIVERABLES Advisory Boards will not produce any Deliverable in the HEIRRI project, but they will be consulted during the elaboration process of some.

OTHER ORGANISATIONAL ASPECTS Payments Each external expert will receive €3000.- for their participation. This amount includes all their fees and expenses (counting travel and accommodation costs).The payment is made in Euros, and will be transferred to External Expert as follows: -

First year (February 2016, after accepting the Terms of Reference and the signature of the Agreement): €1000.-


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- Second year (February 2017): â‚Ź1000.- Third year (June 2018): â‚Ź1000.Confidentiality Information obtained by participating in the group is confidential and may not be divulged beyond the Advisory Board members. Conflict of interest A disqualifying conflict of interest exists in any situation that compromises the ability of the expert to carry out her or his task impartially.

IMPLEMENTATION OF WORK Specific conditions may be modified through written amendments.

INABILITY TO PERFORM OBLIGATIONS AND TERMINATION If for some reason the External Experts are not able to fulfil their obligations, the HEIRRI Coordinator (UPF) should be informed immediately. The External Expert may not delegate another person to carry out the work or be replaced without the prior written agreement of the HEIRRI Coordinator (UPF). In case of non-performance or poor performance of the work and/or breach of any substantial obligations, the HEIRRI Coordinator (UPF) may at any time instruct the External Expert to cease work immediately.


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Terms of Reference for the External Experts of the Business & Entrepreneurship Advisory Board of the HEIRRI project (Higher Education Institutions and Responsible Research and Innovation) BACKGROUND The European Commission and several Member States have launched various initiatives and actions on Responsible Research and Innovation (RRI) at European and at national level. RRI aims to improve the societal alignment of research and innovation, in particular by improving public engagement, science education, gender equality, open access to scientific information, ethics and governance. HEIRRI project (Higher Education Institutions and Responsible Research and Innovation) addresses the Call H2020-SEAC-2014-1 “Call for making science education and careers attractive for young people”, and more specifically to the Topic SEAC-2-2014. “Responsible Research and Innovation in Higher Education Curricula”. HEIRRI aim is to integrate the concept of Responsible Research and Innovation (RRI) into Universities and other Higher Education Institutions (HEI), in order to better align the needs, expectations and values of society with Research and Innovation.

OBJECTIVE The general objective of the Advisory Boards External Experts for HEIRRI is to contribute with their knowledge and expertise in several parts of the HEIRRI activities, giving support to the Project Executive Committee (PEC) and working closely with the Consortium members.

SCOPE OF THE WORK The scope of the work includes giving assistance to members of the Consortium to explore the state of the art of RRI and co-develop a common methodology for RRI curricula. Also, guaranteeing that materials are easily understandable and useful for strategic sectors, the active participation of relevant representatives from industry and business, and assuring the relevance of materials in other countries. There are three Advisory Boards in the HEIRRI project, each one with its own specific aims, tasks and responsibilities. Particularly, the Business & Entrepreneurship Advisory Board (BEAB) has the aim to guarantee an actively participation of industry and business in the project since the very first moment, mainly by providing experiences and cases to analyze and supervise their future usability. It will also contribute to


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the Forum and to the co-development of programs and materials, their testing and internationalization.

CALENDAR Start and Duration The three Advisory Boards will be formally constituted at the First HEIRRI Conference (18/03/2016). Their agreement lasts until the end of the project, in August 2018. Meetings Meetings will take place mainly online (and sometimes face-to-face). These meetings will be called by the Co-Chairs of the Business & Entrepreneurship Advisory Board (BEAB) and will be sectoral when required. Milestones and indicative contents 1. March 18th, 2016 – Formal constitution of Advisory Board during First HEIRRI Conference. Administrative launch of the three Advisory Boards 2. April 2018 – Second HEIRRI Conference

COMPOSITION OF THE BUSINESS & ENTREPRENEURSHIP ADVISORY BOARD The Business & Entrepreneurship Advisory Board (BEAB) is composed of 3 External Experts and 3 Internal Experts. Chairperson Boards are Co-Chaired by an Internal and an External Expert. Specific names of External and Internal Co-Chairs will be decided by the First HEIRRI Conference.

DELIVERABLES Advisory Boards will not produce any Deliverable in the HEIRRI project, but they will be consulted during the elaboration process of some.

OTHER ORGANISATIONAL ASPECTS Payments Each external expert will receive €3000.- for their participation. This amount includes all their fees and expenses (counting travel and accommodation costs).The payment is made in Euros, and will be transferred to External Expert as follows:


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First year (February 2016, after accepting the Terms of Reference and the signature of the Agreement): €1000.- Second year (February 2017): €1000.- Third year (June 2018): €1000.Confidentiality -

Information obtained by participating in the group is confidential and may not be divulged beyond the Advisory Board members. Conflict of interest A disqualifying conflict of interest exists in any situation that compromises the ability of the expert to carry out her or his task impartially.

IMPLEMENTATION OF WORK Specific conditions may be modified through written amendments.

INABILITY TO PERFORM OBLIGATIONS AND TERMINATION If for some reason the External Experts are not able to fulfil their obligations, the HEIRRI Coordinator (UPF) should be informed immediately. The External Expert may not delegate another person to carry out the work or be replaced without the prior written agreement of the HEIRRI Coordinator (UPF). In case of non-performance or poor performance of the work and/or breach of any substantial obligations, the HEIRRI Coordinator (UPF) may at any time instruct the External Expert to cease work immediately.


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Terms of Reference for the External Experts of the Science Communication & Internationalization Advisory Board of the HEIRRI project (Higher Education Institutions and Responsible Research and Innovation) BACKGROUND The European Commission and several Member States have launched various initiatives and actions on Responsible Research and Innovation (RRI) at European and at national level. RRI aims to improve the societal alignment of research and innovation, in particular by improving public engagement, science education, gender equality, open access to scientific information, ethics and governance. HEIRRI project (Higher Education Institutions and Responsible Research and Innovation) addresses the Call H2020-SEAC-2014-1 “Call for making science education and careers attractive for young people”, and more specifically to the Topic SEAC-2-2014. “Responsible Research and Innovation in Higher Education Curricula”. HEIRRI aim is to integrate the concept of Responsible Research and Innovation (RRI) into Universities and other Higher Education Institutions (HEI), in order to better align the needs, expectations and values of society with Research and Innovation.

OBJECTIVE The general objective of the Advisory Boards External Experts for HEIRRI is to contribute with their knowledge and expertise in several parts of the HEIRRI activities, giving support to the Project Executive Committee (PEC) and working closely with the Consortium members.

SCOPE OF THE WORK The scope of the work includes giving assistance to members of the Consortium to explore the state of the art of RRI and co-develop a common methodology for RRI curricula. Also, guaranteeing that materials are easily understandable and useful for strategic sectors, the active participation of relevant representatives from industry and business, and assuring the relevance of materials in other countries. There are three Advisory Boards in the HEIRRI project, each one with its own specific aims, tasks and responsibilities. Particularly, the Science Communication & Internationalization Advisory Board (SCIAB) contributes to the definition of contents about “public engagement” and to assure that they are understandable and have high quality from the point of view of communication, as well as help with the internationalization of HEIRRI through different networks and platforms.


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CALENDAR Start and Duration The three Advisory Boards will be formally constituted at the First HEIRRI Conference (18/03/2016). Their agreement lasts until the end of the project, in August 2018. Meetings Meetings will take place mainly online (and sometimes face-to-face). These meetings will be called by the Co-Chairs of the Science Communication & Internationalization Advisory Board (SCIAB) and will be sectoral when required. Milestones and indicative contents 1. March 18th, 2016 – Formal constitution of Advisory Board during First HEIRRI Conference. Administrative launch of the three Advisory Boards 2. April 2018 – Second HEIRRI Conference

COMPOSITION OF THE SCIENCE COMMUNICATION & INTERNATIONALIZATION ADVISORY BOARD The Science Communication & Internationalization Advisory Board (SCIAB) is composed of 5 External Experts and 5 Internal Experts. Chairperson Boards are Co-Chaired by an Internal and an External Expert. Specific names of External and Internal Co-Chairs will be decided by the First HEIRRI Conference.

DELIVERABLES Advisory Boards will not produce any Deliverable in the HEIRRI project, but they will be consulted during the elaboration process of some.

OTHER ORGANISATIONAL ASPECTS Payments Each external expert will receive €3000.- for their participation. This amount includes all their fees and expenses (counting travel and accommodation costs).The payment is made in Euros, and will be transferred to External Expert as follows: -

First year (February 2016, after accepting the Terms of Reference and the signature of the Agreement): €1000.-


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- Second year (February 2017): â‚Ź1000.- Third year (June 2018): â‚Ź1000.Confidentiality Information obtained by participating in the group is confidential and may not be divulged beyond the Advisory Board members. Conflict of interest A disqualifying conflict of interest exists in any situation that compromises the ability of the expert to carry out her or his task impartially.

IMPLEMENTATION OF WORK Specific conditions may be modified through written amendments.

INABILITY TO PERFORM OBLIGATIONS AND TERMINATION If for some reason the External Experts are not able to fulfil their obligations, the HEIRRI Coordinator (UPF) should be informed immediately. The External Expert may not delegate another person to carry out the work or be replaced without the prior written agreement of the HEIRRI Coordinator (UPF). In case of non-performance or poor performance of the work and/or breach of any substantial obligations, the HEIRRI Coordinator (UPF) may at any time instruct the External Expert to cease work immediately


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Fold-out calendar


ECSITE

WP1. Multi-stakeholder Forum T1.1 Forum General Coordination T1.2 Online Forum T1.3 First conference T1.4 Second conference

AU UNIST ACUP ACUP INNOVATEC UPF

Mar 2018

Apr 2018

May 2018

Jun 2018

Jul 2018

Aug 2018

Feb 2018

Jan 2018

Dec 2017

Nov 2017

1.3&4

1.5

WP2. Stock taking / inventorying T2.1 State of the Art Review T2.2 DB Elaboration 2.1

2.2

2.3

WP3. Training Programs Design T3.1 Design T3.2 Accreditation and Qualification. 3.1

3.2&3

WP4. Training Materials Elaboration T4.1 TM Protocols T4.3 Production of Materials Deliverables

PEC

Oct 2017

36

Sep 2017

35

Aug 2017

34

Jul 2017

33

Jun 2017

32

1.2

Deliverables

This project has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 666004

May 2017

19 20 21 22 23 24 25 26 27 28 29 30 31

Apr 2017

18

X 1.1

Deliverables

IHS

10 11 12 13 14 15 16 17

X Deliverables

UPF

Mar 2017

9

Feb 2017

May 2016

8

Jan 2017

Apr 2016

7

Dec 2016

Mar 2016

6

Nov 2016

Feb 2016

5

Oct 2016

Jan 2016

4

Sep 2016

Dec 2015

3

Aug 2016

Nov 2015

2

Jul 2016

Oct 2015

1

Jun 2016

Sep 2015

MONTH

4.1

4.2

WP5. Initial/Pilot Experiences T5.1 Organization of TM pilot testing T5.2 Organization of pilot testing for the public T5.3 Evaluate pilot testing experiences T5.4 Program and material final recomendations Deliverables

5.1&2

WP6. Internationalization T6.1 Internationalization Plan T6.2 Spread the voice and listen T6.3 Strategic actions with international networks Deliverables

5.3&4

6.1

WP7. Communication and Dissemination T7.1 Elaboration of CDP T7.2 Communication 2.0 Actions T7.3 Public Relations and Press Office T7.4 Dissemination within the scientific community Deliverables

6.2&4

6.3&5

7.1

7.2&3&4

WP8. Formative Evaluation T8.1 Evaluation Protocol T8.2 Formative Evaluation T8.3 Summative Evaluation Deliverables

8.1

WP9. Coordination and Management T9.1 Project management & administration T9.2 Quality assurance T9.3 Research ethics & data management plan T9.4 Advisory Boards General Coordination Deliverables

9.1

PEC meetings (face-to-face and skype) Face-to face Skype

8.2

8.3

9.2

9.3

D9.1 Coordination and Management Plan - WP9 Coordination and Management  

Plan of the HEIRRI project development regarding Management and Coordination tasks.

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