Deliverable 1.2
§ The Handbook is a practical collection of processes and templates established in the project for quality control, reporting, internal and external communication, shared workspace, meetings, etc. to facilitate communication and work for each team member.
§ B.link and SCC also provided a training during the first Steering Committee meeting to project partners on the technical and financial aspects of SportBoard project, based on the content of the Handbook.
§ To support, through lifelong learning, the educational, professional and personal development of people in education, training, youth and sport, in Europe and beyond, thereby contributing to sustainable growth, quality jobs and social cohesion, to driving innovation, and to strengthening European identity and active citizenship.
§ SportBoard addresses the sector specific priority “Improving good governance in sport”, and the Horizontal priority of the Erasmus Plus Programme in the field of Sport “Promoting integrity and values in sport”.
Any communication or publication related to the Project, including at conferences, seminars or in any information or promotional materials (such as brochures, leaflets, posters, presentations, etc.) must indicate that the project has received funding from the Union and must display the European Union emblem. When displayed in association with another logo, the European Union emblem must have appropriate prominence:
Any communication or dissemination activity related to the action must use factually accurate information.
Moreover, it must indicate the following disclaimer (translated into local languages where appropriate):
“Co-funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or European Education and Culture Executive Agency (EACEA). Neither the European Union nor the granting authority can be held responsible for them.”
Lack of standards & appropriate tools to ensure good governance
Lack of constructive cooperation between sports organisations & public authorities
SportBoard is an intersectoral project initiative, aiming to improve good governance of grassroots sport organizations and governing bodies by proposing a holistic approach towards monitoring and managing ethics behavior of child and young athletes.
Develop a set of indicators of ethical (non-ethical) behavior of child and young athletes for its further monitoring and management. Indicators for measuring
Increased awareness on importance of monitoring and management of child and young athletes ethical behaviour for building good governance in sport
Develop an online digital platform for monitoring and managing ethics behavior of child and young athletes.
Better understanding of ethical athletes’ behaviours within six categories and measures to be taken for improvement of these behaviours in child and youth sport: 1) harassment & bullying; (2) discrimination, whether it be based on origin, colour, gender, religion, disability or sexual orientation; (3) doping; (4) abuse, including sexual abuse; and (5) violence, (6) match fixing.
Develop and test a model of cooperation between grassroots sports organizations and public authorities for providing efficient and coherent monitoring and management of ethics behavior of child and young athletes.
Tested models on cooperation between grassroots sport organizations and sport governing bodies for providing good governance in sport.
• One online educational course for sport coaches and physical education teachers on monitoring and managing ethical behavior of child and young athletes.
• One SportBoard App for registration of indicators of ethical / non-ethical behavior of child and young athletes.
• Online observatory tool for monitoring and preliminary analysis of ethical behavior of child and young athletes.
• At least 140 sport coaches, 40 physical education teachers, and 70 representatives of sport governing structures from Spain and Italy attended the SportBoard online educational course.
• At least 150 coaches and physical education teachers used SportBoard Mobile App for monitoring and managing ethical behavior of child and young athletes.
• At least 50 representatives of sport governing structures and bodies from Spain and Italy use SportBoard digital platform for improving good governance in sport by monitoring and managing ethical behavior of child and young athletes
• The project Pilot Program is tested in 10-12 types of sport: soccer, volleyball, rugby, rhythmic gymnastics, basketball, roller hockey, field hockey, figure skating, sport dancing, athletics, handball, tennis, artistic gymnastics
• The cooperation model between grassroots sports organizations and public authorities is tested within two territories: Sant Cugat Creix and City of Modena
- Sport trainers & Coaches from grassroots sport organizations
- Sport psychologist & behaviour researchers
Sport governing structures & bodies:
- Grassroots sport organizations
- Local authorities
- Sport federations
Primary & secondary schools and physical education (PE) teachers
Children, young people between the ages of 6 and 14 years old and their parents
PP1: SAN CUGAT CREIX (SPAIN)
PP2: UNIVERSITY RAMON LULL (SPAIN)
PP3:SPORT AND CITIZENSHIP (FRANCE)
PP4: COMMUNE DI MODENA (ITALY)
PP5: SCUOLA DI PALLAVOLO ANDERLINI (ITALY)
Comune di Modena
AP1: European capitals and cities of sport Federation (ACES). ACES has a rich network of sport governing bodies across Europe and will support the SportBoard initiative with NEEDs analysis activities and also disseminate the project results across its networks
AP2: Schools (2) from Modena that are interested to participate in the project Pilot Programme implementation under the coordination of Modena
FIRST APPROACH:
Describing ethical (nonethical) behavior through a set of indicators.
SECOND APPROACH:
Monitoring & regulation of ethical behavior as a base for building good governance in sport
1. Preparation
2. Implementation
3. Evaluation
4. Dissemination
• E1.1 Kick Off Meeting
• Desk Research M1-M14
• Pilot Programme to be delivered in two rounds corresponding to two sports seasons( trainings for sport coaches, teachers, sport clubs administrative staff, parents, and public authorities)
• Evaluation process to review and rectify the Pilot Methodology and digital tools
• Development of recommendations for further multiplication of project methodology in other EU cities
• Webpage, social networks, newsletters, etc.
• Awareness raising events regarding Project approach: webinars and Conferences
M13-M30
M13-M30
M1-M30
Number of countries covered by the project
Number of coaches, PE teachers, administrative staff, parents attending the focus groups
Number of representatives of sport governing bodies (public authorities, federations) answered on the NEEDs assessment questionnaire
Number of coaches and PE teachers, attended the SportBoard online educational course
Number of coaches and physical education teachers used SportBoard Mobile App for monitoring and managing ethical behaviour of child and young athletes
Number of representatives of sport governing structures and bodies from Spain and Italy attended the SportBoard online educational course.
Number of representatives of sport governing structures and bodies from Spain and Italy used SportBoard digital platform for improving good governance in sport by monitoring and managing ethical behaviour of child and young athletes.
Number of child and young athletes’ parents used the SportBoard App
Number of stakeholders attending the project awareness raising activities (webinars and Conferences)
3 Grant and Consortium Agreement
List of participants
60
Photos of the focus groups
Report of the focus groups
150 Sureveys answered
180 Monitoring by the Web App
150 Monitoring by the Web App
70 Web App records
50 Digital Platform records
50 Web App records
List of participants
160
Photos
Reports of the events
Work Package 1: Project Management (SCC)
Work Package 2: Design of Pilot Programme Methodology & Digital Tools (URL)
Work Package 3: Implementation & Evaluation of the Pilot Programme (Modena)
Work Package 4: Communication & Dissemination (Anderlini)
•Ensure efficient management and coordination of all project activities, securing the realization of the project objectives on time, within budget and with high quality;
•Stimulate and support fluid communication among project partners and between the different WPs and a good working ambience and commitment to the project by partners;
•Promote an efficient use of resources, with sound financial and administrative management of the project;
•Ensure quality control of deliverables and progress monitoring in the implementation of the work plan, well-documented and reported within the consortium and to the European Commission;
•Comply with the provisions of the Grant and Partnership Agreement in respect to technical and financial reporting;
•Communicate with and report to the European Commission (EACEA).
M1-M30 Participants: All Partners Leader: SCC
Description:
• SC meetings are to be held every 6 months (7 in total), SportBoard will combine physical and online meetings. Only one ‘in person’ meeting yearly (3).
• All PPs will be asked to attend project technical meetings that will happen monthly online.
• Out-of-schedule project meetings can be called by the COO in case of unexpected events and particularly if the course of the project is endangered, as well as a part of a process of conflict resolution.
• WP-leaders can propose ad-hoc WP coordination meetings to deal with issues at WP level. Any face-to-face meetings will, where possible, be aligned with other project meetings involving the same participants, to minimise additional travel. Project meetings will be aligned with external events attracting the presence of beneficiaries, e.g., workshops and / or conferences in the field.
• Efficient communication is crucial to successful project progress. Standard communication tools as email, telephone and virtual meeting apps will be used, as already established during the formulation of the project.
M1-M30 Participants: All Partners Leader: SCC
Description:
• Resource planning is to be kept up to date & financial data to be collected from all partners.
• Periodic Reports to the EACEA will be compiled by the Coordinator in cooperation with all PPs, respecting reporting timeframe.
• SCC as Project Coordination will draft a Project Handbook, based on the content of the Grant Agreement and the rules of the Erasmus + Programme The handbook will provide clear instructions and advise the project partners in terms of project management.
M1-M30 Participants: All Partners Leader: SCC
Description:
• Review of work progress based on the Workplan and according to WP objectives, deliverables and indicators. If any major deviations from the Work Plan are anticipated, the Coordinator with the concerned partners will immediately set up an alternative plan to minimise or eliminate deviations.
• Project deliverables are the central focus of quality review and will be submitted in due time to WP-leaders and/or the Coordinator for review and feedback. In addition, the indicators, defined in the Performance Indicators list, will facilitate monitoring and evaluate impact achievement.
This WP will provide necessary tools for Pilot Programme implementation and is linked to two specific objectives:
• SO1: to develop a set of indicators of ethical (non-ethical) behavior of child and young athletes for its further monitoring and management
• SO2: to develop an online digital platform for monitoring and managing ethics behavior of child and young athletes.
M4-M5 (2 months)
Description:
Participants: URL, SCC, Anderlini, Modena, SC, ACES, 2 Modena
Schools Leader: URL
• Focus groups for sport coaches, administrators, PE teachers and young athletes’ parents will be implemented by URL experts for two Pilot territories (Sant Cugat and Modena).
• Questionnaire for representatives of sport governing bodies (public authorities, federations etc.). Online questionnaire, based on EU Survey Platform, will be distributed by SC within its wide network of sport governing bodies.
M1-M6 (5 months)
Task 2.2 – Desk Research on theories and good practices on improving good governance in sport by monitoring and managing ethics behavior
Participants: S&C, SCC, Anderlini, Modena Leader: S&C
Description:
• Desk Research implemented by literature review around good practices on monitoring and management of athletes' ethics behaviors in the field of child and youth sport, existing protocols and recommendations, ethics behavior indicators, particularities of management of ethical behavior for child and youth sport.
• The Research will be focused mainly on 6 following categories of behavior: (1) harassment & bullying; (2) discrimination, whether it be based on origin, color, gender, religion, disability or sexual orientation; (3) doping; (4) abuse, including sexual abuse; and (5) violence, (6) match fixing.
M6-M14 (8 months)
Participants: URL & SCC Leader: URL
Description:
• Building upon the knowledge produced within the previous Tasks (T2.1. and T2.2.) the key goal of this Task is to develop SportBoard Pilot Program that will be further implemented within WP3.
M4-M15 (11 months)
Description:
Participants: SCC & URL Leader: SCC
• The platform will be developed in parallel with the Pilot Program to ensure a coherence between the Pilot Program implementation and digital tools supporting it. This platform will be based on SCC previous experience in building a similar tool. Implementation of this task will be supported by external tech experts and specialists in data protection. Developed Platform will be tested within the First Round of the Pilot Program implementation and improved based on the feedback received from the final users. The final version of the Platform will be finished for the beginning of the Second Round of the Pilot Program implementation.
• The main object of this WP is to develop and test a model of cooperation between grassroots sports organizations and public authorities for providing efficient and coherent monitoring and management of ethics behavior of child and young athletes; and to do this we we'll use our just developed tools to observe our young athletes
M15-M29
Leader: Comune di Modena
Participants: Comune Modena, Anderlini, SCC, URL, 2 schools in Modena
Description:
Developed Sport Board Pilot Program will be delivered through kickoff trainings for sport coaches, PE teachers, athletes’ parents, representatives of sport governing bodies. Kick off trainings will be organized within a 1-day program organized by Anderlini, SCC and City of Modena (one in Modena and one in Sant Cugat). The program will be implemented in 2 different rounds of 4 months each and in the middle of the two rounds there will be an evaluation of the functionality of the digital platform.
M17-M30 (13 months)
Leader: Comune Modena
Participants: Comune Modena, Anderlini, SCC, URL
Description:
The project partners will be able to analyze and learn from the intervention’s practices results, so to make criteria and suggestions on how to further favor and improve them. Project Partners will co-design and validate, the tools for evaluation and collecting evidence from the intervention with the Pilot Program Implementation. Gathered data will be translated into English, categorized and analyzed by URL considering the set of indicators and the Evaluation Scoreboard described at the stage of the Pilot Program developed. Data gathered and evaluation of the results will be compiled into the Final Report
M15-M30 (8 months)
Leader: Comune Modena
Participants: : Comune Modena, Anderlini, SCC, URL
Description:
This is a very important task for the platform for Pilot Programme Implementation, which will be a complex tool that has to work well to be used and to gather correctly the need data. Technical assessment will be done along the whole process of the Pilot Programme implementation
D.3.1 Internal reports on pilot Programme Implementation (first round) M20
D.3.2 Final evaluation report with recommendations for grassroots sport organisations and sport governing bodies
M30
D.3.3 ICT Strategies for further development of the SportBoard digital platform M30
The objective of this WP is to disseminate the project objectives, activities and results throughout the implementation process.
M1-M30 Participants: Leader: Anderlini
Description:
To effectively coordinate communication and dissemination actions, Communication and Dissemination Plan will be drafted on how to communicate project activities and deliverables following the requirements established by EACEA in terms of visibility and communication. The general and specific communication objectives of the strategy will orient the actions to be developed subsequently, and the characterisation of target groups and audiences will determine the most appropriated set of tools to be used. Modena will be leading this task, in consensus with the rest of partners and counting with their final validation.
M1-M30
Communication and Dissemination Plan
Participants: All Partners and Associated Partners Leader: Anderlini
Description:
Ø Design of the project image guidebook
Ø Establishing online presence on social media
Ø Development of the Sport Board Web App
Ø Design of the project roll ups
Ø Minimum one publication in specialized journals and scientific dissemination articles in general media
Ø Elaboration and dissemination of e-Newsletters.
Description:
Ø Two webinars with min 30 participants for each: one webinar will be organized at the beginning of the project (M3-M4) to present the project to the EU sport community and find stakeholders. The second webinar will be organized in the middle of the project (M13-M15) to promote the SportBoard digital platform.
Ø Interim SportBoard International Conference (Modena) will be organized before the 1st Round of the Pilot Programme implementation and will introduce the Pilot Programme Methodology and the digital platform
Ø Final International Conference will take place in Brussels during the last month of the project, and it will be an international forum gathering specialists on the project topic and key European stakeholders, including policy makers at EU level. SportBoard will share the main findings and present the recommendations to improve good governance in sport by monitoring and management of athletes' ethical behaviours.
Events & Meetings
EACEA European Education and Culture Executive Agency
“the Contracting Authority”
LEAD PARTNER
“the Beneficiary”
Takes responsibility for the implementation of the project
Beneficiaries through the Accession Form
Implement the grant in accordance with the Agreement, with all its obligations and conditions
Regulation (EU) 2021/817 of the European Parliament and of the Council of 20 May 2021 establishing Erasmus+: the Union Programme for education and training, youth and sport and repealing Regulation (EU) No 1288/2013
CONTRACTUAL OBLIGATIONS – GRANT AGREEMENT
Contracting Final reporting
Project award
Implementation period
Balance payment
Inspection period (audit)
For 5 years after the final payment, all project related documents must be easily accessible.
Final payment
Submission of the final report
End of the activities
Contract signed - Start of the activities
CP
Implementation period
Start of activities 1st of June 2022
Final reporting
Balance payment
Inspection period (audit)
End of the activities 30th of November 2024
Final report 31st of January 2025
2030
•Regulation (EU) 2021/817 of the European Parliament and of the Council of 20 May 2021 establishing Erasmus+: the Union Programme for education and training, youth and sport and repealing Regulation (EU) No 1288/2013
•Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012 on the financial rules applicable to the general budget of the Union;
•The Grant Agreement no. 101050767 and all its annexes, signed between the Coordinator and the European Education and Culture Executive Agency (EACEA);
This Consortium Agreement sets out the modalities of the relations among the Coordinator and the partners of the project SportBoard and the responsibilities of each party to ensure proper management and a joint and effective implementation of that project, in accordance with the description contained in the Description of the Action (Annex I of the Grant Agreement) and the rules and conditions laid down by the regulations and documents above mentioned.
In case of conflict between the provisions of this Agreement and those of the Grant Agreement, the latter prevails.
This Consortium Agreement shall entry into force on the date which the Grant Agreement signed between the Coordinator and the EACEA establish as the starting date of the action. It shall remain in force until the Coordinator has discharged in full his obligations toward the EACEA according to the Grant Agreement and its annexes. , i.e., five years from the payment of the balance of the Project by the EACEA to the Coordinator
The duration of the implementation of the Project as stated in Article 4 of the Special Conditions of the Grant Agreement is set to 30 months, running from 01/06/2022 to 30/11/2024.
The Coordinator and the Project Partners commit themselves to ensure the proper implementation of the Project and its performance in compliance with the agenda and the deadlines established according to the obligations towards the EACEA.
The Coordinator is responsible for the overall coordination, management and implementation of the Project. In addition, the Coordinator shall assume the sole responsibility for the entire Project vis-à-vis the EACEA and shall fulfil all the obligations arising from the related Grant Agreement and its annexes.
Each Project Partner is responsible for carrying out the specific project activities described in the Description of the Action or, where applicable, in an annex to the Consortium Agreement and it commits itself to deliver the expected results.
The maximum contribution of the ERASMUS+ Programme as specified in Article 5 of the Terms of Conditions of the Grant Agreement amounts to 250,000 Euros.
- The first instalment corresponds to 35% of the relevant EU grant share of the partner.
- The second instalment corresponds to the 35% of the relevant EU grant share of the partner
- The third instalment corresponds to the 30% of the relevant EU grant share of the partner
Ø Conflicts or issues among members should be resolved by the Steering Committee and addressed in a professional manner. Should any of the partners not fulfil their responsibilities, the Steering Committee will decide to act and to propose corrective actions if necessary.
Ø All decisions will of course be presented for approval to the EASME for its definitive implementation.For the quorum for the validation of the meeting, at least 3 out of the 5 members of the SC must attend. In the case of major modifications of the GA and Consortium Agreement (partnership composition, such as the withdrawal or replacement of a partner; prorogation of the project duration; modification of the action plan) the decision must be taken unanimously Simple majority is applicable to decisions on any other matter. Other minor decisions concerning the technical and operational implementation, can be validated by the coordinators of each Activity as well as Project Coordinator.
Ø Decisions are taken by the Steering Committee members. In case of need or urgency, a decision-making procedure in writing may also be adopted. In this case, the Lead Partner will send a description of the relevant issue to be addressed to all the Steering Committee members. In case of conflict the Steering Committee will provide its decisions to relevant parties; it will also provide a period of one week to each of the parties to present their case and arguments in the case they would not agree with the Steering Committee.
The Lump Sum modality of the new Erasmus+ call focuses on Continuous and Periodic Reporting, meaning that the beneficiaries must continuously report on the progress of the action (e. g., deliverables, milestones, outputs/outcomes, critical risks, indicators, etc. if any), in the Portal Continuous Reporting tool and in accordance with the timing and conditions it sets out.
The beneficiaries must provide reports to request payments, in accordance with the schedule and modalities set out in the Data Sheet (see Point 4.2 of the Grant Agreement)
• For additional prefinancing (if any): an additional prefinancing report
• For interim payments (if any) and the final payment: a periodic report
Ø The prefinancing and periodic reports include a technical and financial part.
Ø The technical part includes an overview of the action implementation. It must be prepared using the template available in the Portal Periodic Reporting tool.
Ø The financial part of the additional prefinancing report includes a statement on the use of the previous prefinancing payment.
Ø The financial statement must contain the lump sum contributions indicated in the project, for the WPs that were completed during the reporting period.
Ø Additionally, the partners must submit internal narrative and financial reports to the LP, every six months. The LP will provide the reporting format.
Ø For the last reporting period, the beneficiaries may exceptionally also declare partial lump sum contributions for work packages that were not completed (e.g., due to force majeure or technical impossibility). Lump sum contributions which are not declared in a financial statement will not be considered by the granting authority
M1 -30 Continuous reporting (Deliverables)
Biannual Internal Narrative Report
Biannual
Internal Financial Report
M17
I PERIODIC REPORT
Reporting period: M1-M15
(submission 31/10/2023)
Reporting period: M16- M30
M32 II PERIODIC REPORT
(submission 31/01/2025)
Lead Partner Project PartnersDeliverable’s information
Submission process
• Deliverable’s due date
• Reviewed due date
• Receipt date
• Approval date
Lead Partner
DISCLAIMER: Co-funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or European Education and Culture Executive Agency (EACEA). Neither the European Union nor the granting authority can be held responsible for them.