Tue, 4 Mar 2025
Summary:
The discussion focused on the communication dissemination and exploitation plan, emphasizing the need to keep project stakeholders informed. Amanda highlighted the importance of regular updates from work package leaders, leading to an agreement to create a template on Teams for sharing project activities and sending reminders every three months. Concerns were raised about legal signatures, and the team discussed how to honor a deceased member on the project website.
Additionally, the production of promotional materials for events was debated, with Adrian supporting the creation of hard copies while P.D. pointed out the challenges of determining their necessity based on event frequency and audience preferences. The group also considered sustainable options for materials, proposing the preparation of digital files for printing as needed.
The draft website was discussed, with Remus confirming its live status and the need for content managers. Karsten emphasized the importance of a clear communication plan for updates. Igor outlined the requirements for the data management plan, stressing the need for signatures from faculty directors and encouraging detailed documentation of data sets.
Minodora proposed replacing plastic pens with wooden pencils containing seeds and provided an update on the documentary film, indicating ongoing evaluations of production teams. Amanda proposed a follow-up meeting regarding a special issue and suggested a consortium meeting in Brussels in March 2026. The frequency of the General Assembly meetings was confirmed to be twice a year, with plans to set a date for the next gathering.
Chapters & Topics:
Communication and Dissemination Strategies
Amanda Margaret Machin led a discussion on the communication dissemination and exploitation plan, seeking input from work package leaders on how to keep project updates organized. Emanuela Bozzini noted the legal responsibilities regarding signatures, while Adrian Florea suggested regular reminders for updates. The group agreed on the importance of a centralized template for sharing information and discussed the need for external reminders for those less familiar with Teams.
Discussion on Promotional Materials and Sustainability
Amanda initiated a discussion on the necessity of hard copies of promotional materials for events, with Adrian advocating for their use to promote the Recode project. P.D. noted that the decision should depend on the number of physical events and the audience’s comfort with paper versus digital formats. The conversation also touched on the potential for using sustainable materials for promotional items.
Website Development and Communication Strategies
Amanda Margaret Machin addressed the draft website’s status and requested input from partners before it goes live. Remus Brad clarified that the website is already live and features a news section, encouraging partners to send him the names of those responsible for posting updates. Karsten Aust highlighted the importance of a clear communication plan to ensure regular updates on the website.
* Communication dissemination and exploitation plan
* Data management plan and responsibilities
Data Management Plan Updates
Igor Goncharenko discussed the data management plan, highlighting that the data process agreement must be signed by faculty directors rather than package leaders. He presented a template for documenting data sets, urging team members to input any known or planned data sets to aid in drafting the data management plan. Amanda Margaret Machin confirmed that this document will evolve as the project progresses.
Updates on Documentary Film and Sustainability Initiatives
Minodora suggested a sustainability initiative to replace plastic pens with wooden pencils that have seeds. She provided an update on the documentary film, mentioning the need to clarify the subcontracting process with the financial department and the ongoing search for a production team. Minodora and Adina have met with local production teams but are still evaluating options.
* Documentary film production and financial issues
Plans for Upcoming Meetings and Special Issues
Amanda Margaret Machin addressed the need for a follow-up meeting to discuss a special issue, which Jala Toson was supposed to lead. She also proposed a consortium meeting in Brussels around mid-March 2026, with many participants indicating their interest in attending. Additionally, Amanda reminded attendees to review the ethical guidelines and complete the data protection forms.
* Upcoming meetings and scheduling for the General Assembly
