quality control and monitoring manualrewbc.ni.ac.rs/wp-content/uploads/2016/...of-nis.docx · web...

Erasmus + Project No 561586 EPP 1 2015 1 RS EPPKA2 CBHE JP‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐Enhancement of HE Research Potential Contributing

to Further Growth of the WB Region (Re@WBC)

WORKPACKAGE 4. QUALITY

Ref. No. and Title of Workpackage 4.3-4.4 Re@WBC reporting

Title of Deliverable: Re@WBC reporting formInstitution: University of NisAuthor/s of the deliverable Prof.Dr. Dragana Cvetkovic IlicDissemination Level Internal

INSTITUTION UNIVERSITY OF NISWP1. Preparation for the HR research management reform1.1. Research potential at WBC universities mappedStart date 15.12.2015End date 14.03.2016

Description of the activity

Within this activity, the University of Nis designed a questionnaire addressing the topics of research potential, employment and career development, ethics, working conditions, accountability and public responsibility, training and research projects and collaboration. It was distributed to all the partners. All the WBC universities have filled and submitted the questionnaires.

Specific and measurable indicators of achievement

Comparative analysis available on the university web-siteNine reports on research potential

Planned results Reports

INSTITUTION UNIVERSITY OF NISWP1. Preparation for the HR research management reform1.2. Review of HR strategies at EU partnersStart date 15.12.2015End date 14.07.2016

Description of the activity carried out

Within this activity, based on the desk research questionnaire developed in A1.1, the team of the University of Nis prepared a similar document in which specific questions related to key issues in HR management in WBC were asked. That document was the principal criterion for selection of key topics for study visits.EU partners organized study visits in which best practices in HR management were presented to WB partners representatives.Based on the presentations and discussion during the study visits to EU universities, a list of good practices was prepared by UNI. The list served as an input document for defining the action plan.A1.1 and A1.2 are considered completed in line with the work programme and timetable.


Documents of good practice13 participants trained from the University of Nis

Planned results Training material and reports

2 Quality Control and Monitoring Manual

INSTITUTION UNIVERSITY OF NISWP1. Preparation for the HR research management reform1.3. Comparative analysisStart date 15.12.2015End date 14.09.2016


The filled questionnaires were the final outcome of the desk research activity (A1.1). However a wider organizational survey was implemented to collect also the opinions of the researchers working in the WBC universities, and especially, PhD students. Based on the desk research and researchers’ survey, UNI has prepared an internal analysis report for UNS, UV, UT, US, UK and UES. This task is not completed. The UB and UoM are yet to submit the improved desk research questionnaire, so the gap analysis can be made possibleBased on the presentations and reports from three EU universities, the University of Nis made a detailed comparative analysis and distributed it to WB universities.


Survey6 Internal analysis reportsComparative analysis made and distributed to all partners.

Planned results Report

INSTITUTION UNIVERSITY OF NISWP1. Preparation for the HR research management reform1.4. Action plans for HE management reformStart date 15.12.2015End date 14.09.2016


UNI provided each of the WBC universities with the list of generic action areas, a collection of good practices for addressing the key principles of the C & C and guidelines for the development of action plans.


list of generic action areascollection of good practicesguidelines for the development of action plans

Planned results Report

Quality Control and Monitoring Manual 3

INSTITUTION UNIVERSITY OF NISWP1. Preparation for the HR research management reform1.5. HR offices and centers equippedStart date 15.12.2015End date 14.01.2017


The University of Nis purchased the equipment in October 2016.


The University of Nis purchased the following equipment in the amount of 12696.46 Eur=1.535650,00RSD:

1. iMac 21.5" i5 3.1 GHz Retina 4K, mk452z/a (2 pieces)2. MacBook Air 13-incni, MMGF2ZE/a (2 pieces)3. Lenovo LAPTOP IdeaPad Y700-17 ISK 80Q0003NYA (1 piece)4. Lenovo Flex 3 15.6 Inch 80R40008US (7 pieces)5. FUJITSU Primergy TX1310 M1 Xeon E3-1226v3 FS TX1310M1 (1 piece)6. PHILIPS LED TFT 27" V-line 273V5LHAB/273V5L (2 pieces)7. WD 4TB 3.5", USB 3.0, Elements Desktop - WDBWLG0040HBK-EESN (3 pieces)8. ASUS S1 LED (1 pieces)9. Interactive table Vision interactive touch 80" (2 pieces)

Planned results Equipment installed.


INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.1. University centers and HR offices reinforcedStart date 15.11.2016End date 14.07.2017


We made a report on the present situation concerning university centres and HR offices at the University of Nis along with an idea how to improve it.The University of East Sarajevo collected all reports into one internal report along with an analysis of the situation and suggestions of concrete actions.The University of Nis reinforced the University Center for carrier development through the following: The scope of activity of the center has been made wider so as to now include students' career,mandatory trainings have been introduced to be held twice a year, targeting topics of current interest to researchers. All of these changes have been made official by appropriate appendices to the document regulating the work of this UNI center.


9 reports of partner universities and 1 internal report.An appendix to the students' and researchers' career development rule book.

Planned results

INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.2 Administrative staff competences improvedStart date 15.08.2016End date 14.12.2016


University of Novi Sad organised a training of administrative staff. The topics of this training were: C&C, services for PHD students, data bases. Serbian, Bosnian, Montenegrin and Albanian staff members participated. Three trainers came from the University of Coventry, University of Liege and University of Torino.


Specific and measurable indicators of achievemen

Number of administrative staff trained 25 (5 from the University of Nis)

Planned results Learning material, training material.

INSTITUTION UNVIERSITY OF NISWP2. Excellent university for the researchers2.3. University managements educated on the C&C implementationStart date 15.08.2016End date 14.04.2016


A meeting for the WB partner universities management was organized at the University of Belgrade on June, 8th, 2016. Management members were informed on the importance of Charter and Code for researchers and the necessity to adopt strategies and action plans for researchers. Speakers at this meeting were prof. Dragana Cvetkovic Ilic and prof. Miroslav Trajanovic from the University of Nis. Rector of the University of Nis. The Vice rector for international cooperation also took part in this meeting.


17 members of universities management representatives were informed (4 from the University of Nis).

Planned results Training material, event.

INSTITUTION UNVERSITY OF NISWP2. Excellent university for the researchers2.4 HRS4R strategy created and adopted at partner universitiesStart date 15.01.2016End date 14.10.2017


The University of Nis team helped to other partners with creating action plans and HRS4R.



Strategy adopted at 6 universities.

Planned results HRS4R

INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.5. Training trainersStart date 15.11.2016End date 14.02.2017


In order to have a firmly established practice, that will continue to live on also after the termination of the project, of organizing trainings for researchers on various important topics such as researcher methodology, teaching methodology, writing research project proposals, inter-cultural communication, research ethics and entrepreneurship, WBP professors were appropriately educated by EU experts and received proper qualification to conduct such trainings themselves.


A total of 4 trainings were organized. At these trainings 81 researchers were trained in total.The first training was organised by the University of Coventry, 14-17/12/ 2016. The topics of the training were the following: supervisor development and training, multidisciplinarity and funding proposal. Number of trainees at the University of Coventry 16 (3 from the University of Nis).The second training was organised by the University of Belgrade, 5-7/4/2017. The topics of the training were the following: inter-cultural communications, researcher ethics, writing research proposal. Number of trainees at the University of Belgrade 32 (3 from the University of Nis).The third training was organised by the University of Liege, 8-11/5/2017. The topics of the training were the following: HR strategy for researchers, merit based and transparent recruitment of researchers, scientific staff interested in the recruitment of researchers. Number of trainees at the University of Liege 21 (4 from the University of Nis).The forth training was organised by the University of Torino, 23-26/5/2017. The topics of the training were the following: soft skills and entrepreneurship. Number of trainees at the University of Torino 18 (5 from the University of Nis).

Planned results Teaching material, Training material, Event


INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.6. Promotion procedures improvedStart date 15.11.2016End date 14.07.2017


Bylaws regulating promotion procedures, which rank among factors of most importance as far as the working of universities is concerned, were improved at WBP universities so as to enable increased efficiency and effectiveness of the promotion procedures. Among the specific measures taken in this respect was the designing of a common template for evaluation reports. In addition to the usual data requirements (such as published papers, teaching experience, etc.), the common template includes as mandatory some other currently not evaluated aspects (highlighted strengths and weaknesses of the candidates, co-authorship issues, mobility experiences, professional skills, creativity and independence, public impact and engagement).


We created a report on the present situation concerning promotion procedures containing also concrete ideas how to improve it.The University of Sarajevo collected all reports into one internal report along with an analysis of the situation along with suggestions of concrete actions.This activity is in progress at UNI.

Planned results

A common framework for promotion procedures respecting the specific requirements at WB partner institutions is expected to be prepared in order to help all partners improve promotion procedures at their home institutions.

INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.7. Plagiarism monitoring tools implementedStart date 15.08.2016End date 14.03.2017


The University of Nis purchased a plagiarism monitoring tool in 2017. The University Senate took the decision to start the utilization of this tool from the beginning of the academic year -- that means from October 2nd 2017 --and defined procedures for its utilization by faculties. They adopted bylaws at the University of Nis concerning the procedure of the use of the software for PhD thesis.The University Re@WBC team organized two trainings for the librarians, IT specialists and administrative staff who are supposed to use the authenticate software at their faculties.



35 trainees at the University of Nis.A bylaw adopted by The University Senate concerning the utilization of the plagiarism monitoring tool.

Planned results A plagiarism monitoring tool implemented.

INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.8. Ethical committee procedures improvedStart date 15.08.2016End date 14.04.2017


WBC universities sent their reports to the University of Vlora, in which they described the present situation concerning EC and offered an idea how to improve them.The University of Vlora collected all reports into one internal report along with an analysis of the situation and suggestions of concrete actions.A training of EC members organised at the University of Kragujevac 10-11/11/2016 (19 participants from Albania, Bosnia and Herzegovina, Montenegro and Serbia were trained).


Number of trainees from UNI is 5.

Planned results Codes, bylaws regulating Ethical committee procedures.

INSTITUTION UNIVERSITY OF NISWP2. Excellent university for the researchers2.9. Cooperation with scientific diaspora establishedStart date 15.08.2016End date 14.10.2018


WBC universities sent the reports to the University of Tirana, which describe the present situation concerning cooperation with scientific diaspora and Alumni along with an idea how to improve it.The University of Tirana collected all reports into one internal report with an analysis of the situation and with suggestions of concrete actions.All the WBC partners are supposed to create Alumni networks and links to them on the websites of their universities.This activity is in progress at UNI.

Specific and Report


measurable indicators of achievement

Planned results Alumni networks available on the web site.

INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.1. Researchers trained on C&C and HRS4RStart date 15.12.2015End date 14.06.2016


104 participants (mostly PhD students and professors) were informed through 4 one day seminars on the role and significance of C&C and HRS4R organized at the University of Nis with the intention of raising awareness about the benefits of applying the principles implemented in the strategy.


Presentation

104 researchers trained

Planned results

Researchers were made aware of the role and significance of the C&C and HRS4R, of the opportunities they can have if both university management and the general researcher community work together towards implementing HRS4R and respecting the C& C principles.

INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.2. Webpages offer opportunity linksStart date 15.12.2015End date 14.10.2018


Email databases of all researchers will be created at all WBP universities and the webpages on the universities' websites will offer opportunity links (job vacancies, mobility programmes, project calls etc.). This will contribute to researchers ' having a more open and easier access to all the relevant information, and to regularly and on time keeping them posted.


Ongoing.

Planned resultsOnce completed, we expect more access to important information and career opportunities for researchers and also greater transparency of procedures and easier exchange of information.


INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.3. Young researchers trained on research methodologyStart date 15.12.2015End date 14.06.2017


It is planned that 1800 young researchers (100 per seminar at each WBP university) will be trained by WBC lecturers during two two-day seminars on research methodology. This is to have a huge impact on the quality of future research and will thus benefit the whole academic community of the WBP universities.

At UNI this activity has been finished. Within 6 trainings which were organized at 6 different faculties of the UNI, a total number of 201 researchers were trained. The trainings covered different topics such as problem solution, creativity, innovation, different types of analyses (SWOT, gap, Cost-benefit, PDCA) etc. The seminar was conceived in an interactive form following a Q&A format.


6 trainings were organized201 participants attended the trainings

Planned results Researchers more informed about research methodology.

INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.4. Young researchers trained in various skillsStart date 15.12.2015End date 14.01.2018Description of the activity carried out

After much consultation with our EU partners and the partners who will organize the seminars we have reached the following decisions about the date and place for the realization of these seminars as well as about the trainers:11-12, September, 2017, University of Kragujevac; The trainers came from the University of Coventry and the University of Torino; Researchers who participated in this training came from the Universities of Kragujevac, Nis, Belgrade and Novi Sad (25 researchers from Nis, 25 researchers from Belgrade, 28 researchers from Novi Sad and 27 researchers from Kragujevac)13-14 September, 2017, University of Vlora and University of Tirana; The trainers will be from the University of Liege and the University of Torino; Researchers who participated in this training came from the


Universities of Vlora and Tirana (27 researchers from each university)15-16 September, 2017, University of East Sarajevo; The trainers came from the University of Coventry and the University of Liege; Researchers who participated in this training came from the Universities of East Sarajevo, Sarajevo and Montenegro (27 researchers from East Sarajevo, 27 researchers from Sarajevo and 20 researchers from Montenegro).


Completed by UV. A two-day training took place at the University of Vlora “Ismail Qemali”, which aimed at training young researchers in various skills primarily related to writing and managing research projects in order to obtain funding and other writing skills for increasing chances for employment. The trainers were Eleonora Pilone and Lorenzo Comberti from the Politecnico di Torino, Italy and Isabelle Halleux from the University of Liege, Belgium. 64 participants (young researchers, interested academic staff) attended the first day of the training and 63 participants attended the second day of the training. The training covered different topics such as Communication skills for EU projects, CV writing, communication issues with prospective employers, project writing, project managements, ethics etc. The participants were very interested in the training and suggested that more similar activities be organized.

Planned resultsMore informed researchers about Project management; Writing research project proposals; Inter-cultural communication; Research ethics; Entrepreneurship.


INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.5. Training on teaching methodologyStart date 15.12.2015End date 14.01.2018


1800 members of the Junior teaching staff (100 per seminar at each WBP university) are trained during two one-day trainings in Teaching methodology. The trainings are intended to facilitate the start of teaching careers of the just elected assistant professors and give them appropriate support.


Not completed by UV yet.

Planned results More informed junior teaching staff about teaching methodology.

INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.6. Pilot Mentoring system introducedStart date 15.12.2015End date 14.10.2017


A pilot mentoring system is created, and tested at least at one faculty (department) of each WBP university, with the purpose of aiding the newly promoted assistant professors to better respond to new responsibilities. This is intended as a possible response to the need of the junior teaching staff to continue receiving help and guidance from their supervisors after the completion of their PhD studies, given that this is precisely the moment that is crucial to a successful continuation of their careers.


Completed by UV. Two established scholars, external members of the UV staff, have been appointed as mentors. Their role and tasks have already been defined by a decision of the UV Academic Senate and they are already carrying out activities (mainly informative seminars) to help junior staff and young researchers too to further advance in their academic careers.

Planned results More encouraged and supported junior teaching staff for advancing in their careers.


INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.7. Measures for enhancement of multidisciplinarity in researchStart date 15.12.2015End date 14.01.2018


Motivated by a general lack of multidisciplinarity in research in WBP universities, a workshop is organized for 50 participants at each of the WB partner universities to demonstrate the benefit of multidisciplinary approaches, with specific case studies of a poor and a profitable research, at which also the example of the University of Nis, where a Scientific Council for Multidisciplinary Studies has been established, is offered to the remaining WBC partners.


Not completed by UV yet.

Planned results More informed researchers about the multidisciplinarity approaches.

INSTITUTION UNIVERSITY OF NISWP3. Excellent researchers for the community3.8 Guide book publishedStart date 15.12.2015End date 14.04.2018


A guidebook in English is prepared and published, with the purpose of helping young researchers at the starting point of their careers, containing answers to many typical questions related to publishing their first paper, browsing scientific journals’ databases, SCI lists, citation indices and impact factors, participation in scientific conferences etc.


UV was assigned chapter 7. Two UV staff members had already done some work on this chapter. The chapter was submitted to UNIKG in July 2017. The revised version of the chapter, after some small suggestions made by UNIKG were reflected, was submitted in October 2017.

Planned resultsThe book will help young researchers with several aspects of research, like PhD thesis preparation, research proposal preparation, ethics, publication etc.


INSTITUTION UNIVERSITY OF NISWP4. Quality at [email protected]. Quality Assurance Committee (QAC) establishedStart date 15.12.2015End date 14.01.2016


Re@WBC QAC was established and it consists of 5 members representing five partner institutions: University of Nis, University of Montenegro, University of Liege, University of East Sarajevo, University of Tirana. A project quality guide, procedures and report templates were developed. Annual QA reports were finished on time(http://rewbc.ni.ac.rs/wp-content/uploads/2016/12/Template_for_the_annual_report.pdf )and analyzed and appropriate conclusions made at the first and the second QAC meeting, which were organized in Podgorica and Sarajevo.


The QAC was established and approved of during the kick-off meeting that took place in Nis in December 2015.A project quality guide, procedures and report templates were developed. The 1st. and the 2nd. annual QA reports were written and analyzed.

Planned results QACproject quality guide, procedures and report templates

INSTITUTION UNIVERSITY OF NISWP4. Quality at [email protected]. Project quality procedures developedStart date 15.12.2015End date 14.06.2016


Re@WBC will develop relevant documents and templates necessary for efficient project development. First and foremost, it is necessary to create a Financial Management Guide (FMG) to help all partners with the most sensitive issue of budget management and harmonize all financial practices of the partners. Besides the FMG, various templates will be designed to further facilitate all procedures related to activities leading to staff costs and travel costs.


1. Quality Control and Monitoring Manual2. Financial Management Guide3. Dissemination and Exploitation Management4. Templates to be used for all the procedures related to the project activities.


Planned results All the partners use the manual, the guide and all templates for reporting to the project coordinator for all its carried out activities.

INSTITUTION UNIVERSITY OF NISWP4. Quality at [email protected]. WP reportsStart date 15.10.2015End date 14.10.2018


Regular reporting on the progress of all WPs is compulsory. It is planned that each lead partner organizes the writing of these reports at regular intervals. This sort of internal monitoring is very useful since it precludes significant delays in the realization of WPs and makes the lead partners perform a sort of SWOT analysis which gives a clear picture about the progress made and gaps that need to be attended to. Self-evaluation reports are an indicator of project quality.


All the partners have regularly submitted reports requested by WP leaders and the project coordinator.

Planned results Project quality is ensured.

INSTITUTION UNIVERSITY OF NISWP4. Quality at [email protected]. Annual QA reportsStart date 15.10.2015End date 14.10.2018


It is assumed that all partners, regardless of the fact whether they have the role of WP leaders or not, provide annual reports on their achievements so far. These annual reports will sum up the progress in the given period, and allow QAC to get a clear picture of the realization of the project. If there are any discrepancies between the Workplan and the realized activities, QAC will react timely and prevent further delays.


All the partners submitted the 1st and 2nd annual reports.

Planned results Project quality is ensured.


INSTITUTION UNIVERSITY OF NISWP4. Quality at [email protected]. Reports analysisStart date 15.10.2015End date 14.10.2018


The Quality Assurance Committee analysis the reports submitted by all WP leaders as well as annual reports by all other partners. This analysis is necessary to identify issues and try to solve them. The Committee makes conclusions and decisions which are compulsory for all project partners.


Annuals reportsTwo QAC meetings

Planned results Further suggestions for improvement will be obtained.

INSTITUTION UNIVERSITY OF NISWP4. Quality at [email protected]. External monitoringStart date 15.10.2015End date 14.06.2017


Besides regular internal monitoring reports on the progress of all WPs, and in line with the requirement for external monitoring, an external expert in the field of EACEA project evaluation has been sub-contracted by the University of Nis. His task is to review all documents produced in the first half of the project and to pass comments and suggestions for their improvement. Also, he will inspect all supporting documents for possible mistakes and errors. Further, through reviewing the Workplan the expert will identify all delays and omissions in the realization of project activities, and point them out to the QAC and Consortium for correction.


Two monitoring visits were organized at the University of Nis, one on 07 July 2016 and another one on 19 April 2017, with the participation of representatives of NEO and the UNI team.

Planned results Issues were addressed and the general outcome was positive.

INSTITUTION UNIVERSITY OF NIS


WP5. Dissemination and exploitation at [email protected]. Project web-site created and regularly updatedStart date 15.10.2015End date 14.10.2018


In collaboration with the Center for the promotion of science, Project website is created, intended for posting all project promotion materials, training materials, seminar presentations and other project materials. Making the materials publicly available, is part of ensuring a sustainable and effective dissemination process. Likewise, at each of the partner universities’ websites a Re@WBC web page is created with a similar purpose.


Project website is created and regularly updated on a daily basis with all relevant documents and information.UNI team collected all the information about the activities it has carried so far within the project and uploaded it to the Re@WBC website as well as all the necessary inputs, documents and information.

Planned results Constantly updated information about all project activities and deliverables is available on the Re@WBC website.

INSTITUTION UNIVERSITY OF NISWP5. Dissemination and exploitation at [email protected]. Promotional material distributedStart date 15.10.2015End date 14.08.2018


Project promotion material has been designed and distributed to all the partners. At all partner universities project promotional material is distributed to all researchers, through which they are regularly kept posted on current project activities. Of particular importance are carefully designed booklets that are published at the beginning of the project and distributed to researchers though their faculties/departments, the purpose of which is raising awareness for the role and significance of implementing HRS4R.


Project promotion material has been designed and distributed

Planned results Promoting the project.


INSTITUTION UNIVERSITY OF NISWP5. Dissemination and exploitation at [email protected]. Project results disseminatedStart date 15.10.2015End date 14.10.2018


UNI team made considerable effort to make all partners recognize the importance of the dissemination activities. Since the beginning of the project a vast majority has done various dissemination activities and given a presentation of the idea of the project, its goals and activities to different stakeholders. There has also been public advertisement of the project by the partners at various events and conferences which were not related to the planned project activities.UNI team has organized several dissemination events.Also, CPN created a template for the dissemination activities so the partners can easily make note in it of all the public appearances, presentations and other dissemination activities. The UNi team distributed this template to all the partners and made it available at the project website.


1. The University of Nis organized a promotion of the Re@WBC project during the XIII International Conference SAUM 2016 which took place from 09.11 to 11.11.2016 at the Faculty of Electronic Engineering in Nis.

2. The University of Nis in collaboration with the University of Belgrade organized a promotion of the Re@WBC project during the XIX Geometrical Seminar which took place from 29.08 to 04.09.2016 at Zlatibor. This presented an opportunity to make a number of researchers familiar with the basic role of the Re@WBC project but also to exchange ideas on how to improve the position of researchers at universities. Promotion material was distributed to the participants.

3. A lecture was given at the University of Nis by prof. dr D. Pokrajac dedicated to prevention of students’ attrition and measures to improve motivation.

4. Presentation of Re@WBC project was organized at MIME 2017 conference and MAO 2017 conference, 06-08, June 2017 and 09-12, June 2017, Shanghai

5. Promotional and dissemination event at the workshop titled Digesting Crises in Europe (DICE) within DAAD project, 16 May 2017 at the University of Nis.

Planned resultsUNI seeks to organize promotion days and also trigger other events to promote the project but also to motivate all other partners to use every opportunity for the promotion of the project results.

INSTITUTION UNIVERSITY OF NIS


WP5. Dissemination and exploitation at [email protected]. The label "HR Excellence in Research" obtained by a number of WB partner universitiesStart date 15.10.2015End date 14.06.2018


"HR Excellence in Research" label is obtained by a number of WBP universities. This will presumably boost future enhancement of the HR potential, and take the universities up a level closer in that respect to the highly developed European universities.


13-14 September, 2017, University of Vlora and University of Tirana; The trainers came from the University of Liege and the University of Torino; Researchers who participated in this training came from the Universities of Vlora and Tirana (27 researchers from each university)15-16 September, 2017, University of East Sarajevo; The trainers came from the University of Coventry and the University of Liege; Researchers who participated in this training came from the Universities of East Sarajevo, Sarajevo and Montenegro (27 researchers from East Sarajevo, 27 researchers from Sarajevo and 20 researchers from Montenegro).The "HR Excellence in Research" was obtained by 4 partner universities.

Planned results "HR Excellence in Research" label is obtained by a number of WBP universities.

INSTITUTION UNIVERSITY OF NISWP5. Dissemination and exploitation at [email protected]. Establishment of awards for young researchersStart date 15.10.2015End date 14.07.2017


Precise award criteria are to be created and adequately formulated bylaws concerning the system of awards are to be adopted, in order to stimulate and motivate young researchers (prizes, promotional events, grants etc.), with a tendency of further continuation of this practice, possibly leaving Career Development Centers in charge of it.


Not completed by UNI yet.

Planned resultsUNI along with other consortium members will work on developing criteria and introducing bylaws for an ongoing system of awards for young researchers.

INSTITUTION UNIVERSITY OF NIS20 Quality Control and Monitoring Manual

WP5. Dissemination and exploitation at [email protected]. Mentoring system adoptedStart date 15.10.2015End date 14.10.2018


The UNI Academic Senate has already adopted a bylaw defining and regulating the role and responsibilities of “ Advisors for a newly promoted assistant professor” which must be introduced at all faculties of UNI


A bylaw has been adopted.

Planned results More encouraged young researchers for advancing in their careers.

INSTITUTION UNIVERSITY OF NISWP5. Dissemination and exploitation at [email protected]. Strategy on continual training of researchers adoptedStart date 15.10.2015End date 14.04.2018


UNI Academic Senat has reached a decision concerning a university strategy on continual training of young researchers two times per year on topics of current interest, entrusting the researchers' career development Centers with the organization of these trainings. This is a natural response to the generally accepted opinion in the WBP universities that continual training of young researchers is necessary in order to maintain the quality of research and increase the production rate of new results.


A university strategy on continual training of young researchers was adopted within the bylaws regulating the work of the researchers' career development Center.

Planned results Sustainability of project results will be ensured.


INSTITUTION UNIVERSITY OF NISWP6. Management at [email protected]. Kick-off and coordinating meetings realisedStart date 10.12.2015End date 14.10.2018


Within activity 6.1, University of Nis organized a kick-off meeting and several collocated coordination meetings At the project kick-off meeting, held at UNI, the UNI team presented the project activities and ideas to the Consortium representatives so that every detail was clear and transparent to all the participants. Relevant internal documents were adopted. The project management bodies responsible for the complete management of the project realization were set up (SC, WP lead organizations, QAC, PCB, etc...). The reports on the results of the meeting were posted on the project website. the second coordination meeting was held at the University of Belgrade, in December 2016.


The project management bodies responsible (SC, WP lead organizations, QAC, PCB) were set up.Current problems were resolved.Plans for further activities were made.

Planned results Proper project management is ensured.

INSTITUTION UNIVERSITY OF NISWP6. Management at [email protected]. Procedures for project managementStart date 15.10.2015End date 14.06.2016


In the course of project realization, relevant documents, standards and protocols were adopted and relevant decisions passed at regular meetings of the project management bodies and at coordination meetings to facilitate project realization. These documents, standards and protocols are to define how the project is to be carried out, monitored and controlled. They will definitely contribute towards a successful project management as well as the realization of project activities because misunderstandings will be prevented, and all activities made more efficient. All procedures for project management had been prepared and adopted by mid-June 2016 .


A project management guide was developed and adopted by all the partners.A software platform for project management was established and used by all partners.All the documents regarding the activities, the tasks completed, the


travels made, etc. are collected. All original supporting documents suggested by the agency are submitted to the university’s Finance Office. Copies are scanned, signed and stamped and uploaded regularly onto the platform. Duly signed and stamped copies of these documents are then mailed to the project coordinator.

Planned results Proper project management is ensured.

INSTITUTION UNIVERSITY OF NISWP6. Management at [email protected]. PA signedStart date 15.10.2015End date 14.10.2016


Project management bodies: Steering committee, Quality assurance committee and Project management board were set up.

Partnership agreements were created and signed on time.


Steering committee, Quality assurance committee and Project management board were set up.Partnership agreements were signed on time.

Planned results

INSTITUTION UNIVERSITY OF NISWP6. Management at [email protected]. Software platform for project managementStart date 15.10.2015End date 14.10.2018Description of the activity carried out

The UNI team developed an internet software platform to improve project management. Besides the website as a public place available to all intersted parties who would like to get information about the project, the management platform is a useful internet tool available to the Consortium for on-line management. The purpose of the platform is to allow better communication between different project partners and to secure a more efficient management of the project activities. All project documents are uploaded to the platform and made selectively available to project management bodies provided with passwords. The UNI team has access to all parts of the platform. Electronic versions, either in Word, PDG or Excel formats, of all supporting documents were stored there for safe keeping and inspection. At the kick-off meeting the UNI team explained to all the


partners how to use the project management platform of and gave a presentation with a short instruction for using which was distributed to all partners and uploaded to the website of the project.The first several meetings also included a section devoted to the use of the platform so that all the partners can get used to working with it and have all their questions concerning it answered, which eliminated the all minor problems the partners were having and cleared things up considerably in general as for the use of the platform.


A software platform for project management was established and used by all partners.Several presentations with the instruction for using the platform were organizedPresentation was made

Planned results All the partners regularly upload all required documentation onto the platform.

INSTITUTION UNIVERSITY OF NISWP6. Management at [email protected]. Day-to-day coordinationStart date 15.10.2015End date 14.10.2018


Communication is a key to successful management and efficient project realization. With this in mind, day-to-day coordination activities will allow communication, record keeping, information dissemination, etc, at all levels, from WP teams to the Consortium as a whole. Coordination is done in the most optimal way on a daily basis to ensure that the project realization is successful, anticipating and preventing possible difficulties. The key persons in the communication flow will be the project coordinator, members of the SC, and leaders of WPs.


Communication with all the partners realized on a daily basis.

The UNI team keeps ongoing, regular and transparent communication with all the partners.

Planned results Daily basis communication


INSTITUTION UNIVERSITY OF NISWP6. Management at [email protected]. Financial managementStart date 15.10.2015End date 14.10.2018


The UNI team in collaboration with the University of Montenegro team have created the Financial Management Guide which has been adopted by all the partners. After being adopted it was distributed to all partners. This is the most important management document which regulates financial transactions between partners. It consists of the following chapters:

1. Financial reporting and exchange rates2. Budget headings (eligible costs, supporting documents,

maximum rates)3. The Project management platform and availability of financial

documents of all partners4. EACEA documents related to sound project financial

managementWhen all other related information was gathered and documents, standards and protocols developed for the purpose of the project management, they were all posted on the website by the UNI team and the relevant information was sent to all the partners by e-mail. It will help efficient and systematic book-keeping which will greatly facilitate writing mid-term and final reports.


Financial Management Guide was created and adopted.All supporting documents are safely kept by the UV Finance Office. Copies are duly signed, scanned and uploaded onto the platform and eventually mailed to the project coordinator.

Planned results Transparent and correct financial management.


Project number: 561586-EPP-1-2015-1-RS-EPPKA2-CBHE-JP

"This project has been funded with support from the European Commission. This publication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein"