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Activity formats and team work

Activity formats

Expert meeting (EX)

Network meeting (NW)

Workshop (WS)


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What are the different roles and functions within the projects?

The ECML requires three experts in addition to the coordinator to form a project team. Team members should, as far as possible, reflect a range of relevant professional expertise, a balance of language profiles and geopolitical spread from within the ECML member states. In exceptional cases, applications from non-member states as team members can be accepted (with a maximum of one project team member from a non-member state).

In principle, projects have a coordinator and 3 team members. Within its team, each project should cover the following roles (outlined below):

  • Website correspondent
  • Second language documentalist
  • Communications person

In addition, a project may involve Associate partners on a self-financing basis where their role in the project is clearly indicated in the project proposal.

Project coordinator

This task requires significant leadership, communication and project management skills as well as previous experience of project work, preferably in an international context. The coordinator should have a direct link to the target audience of the project.

In terms of involvement, the role is likely to involve an average of about four weeks a year on project coordination and project activities.

Most of the events take place in Graz. Between meetings, projects are largely coordinated via e-mail or other types of distance communication.

The project coordinator liaises with the ECML secretariat on all matters related to the project. He or she will be required to enter into an individual contractual relationship with the ECML. This contract will be based on the project as described in the proposal and will be limited in scope and duration to the life of the project and its related activities.

The coordinator is responsible for the running of the project on the basis of an action plan agreed with the ECML and for the monitoring, reporting and evaluation of project progress and results. The project coordinator oversees, in cooperation with the website correspondent, the content and quality of the project website set up by the ECML for each individual project. This website, hosted on the Centre’s web server, is intended to provide both transparency and visibility of project processes and results, thus promoting participation and dissemination on a wider level.

In summary, the project coordinator’s responsibilities include:

  • leading the project team and coordinating the project
  • all matters related to project content
  • implementing the agreed action plan to the agreed standards and deadlines
  • regular liaison with the ECML secretariat on all project-related matters
  • ensuring the effective preparation and delivery of all project events and meetings and production of all necessary documentation
  • taking responsibility for the effective flow of information between team members, participants in project activities, and the ECML
  • ongoing evaluation of project activity and reporting on project progress to the ECML
  • submission of the project outputs to the ECML
  • participation at meetings for coordinators in Graz, 13-14 November 2019 and in 2021.

One of the languages of the project must be either French or English. The project coordinator will therefore require at least C1 level in written production on the scale of the Common European Framework of Reference for Languages in the selected language.

Team member

Team members will be responsible for assisting in the preparation and delivery of the project outputs and outcomes according to the plan agreed for the project. Team members will also be assigned one of the 3 roles outlined below; alternatively, these roles can be shared, provided all 3 team members have the necessary skills.

Website correspondent

In addition to the responsibilities as team member, the website correspondent will be responsible for the updating and further development of a project website (established and hosted by the ECML) and the production/uploading of documents/materials related to project content in liaison with the project coordinator, the second language documentalist and the ECML webmaster. The website correspondent will also be responsible for promoting ongoing communication among the project network established. Finally, the website correspondent will be responsible for proposing a structure and providing ideas for the design of the website to be established as output of the project. Competence in digital literacy and the use of social media is required.

Second language documentalist

In addition to the responsibilities as team member, the second language documentalist will be responsible for ensuring that key documents related to project content are available in the second language of the project; for publishing key project terminology in both languages; for maintaining a second language version of the project website and for liaising with the ECML concerning language questions. The second language documentalist will therefore require at least C1 level in written production on the scale of the Common European Framework of Reference for Languages in the second language.

Communications person

In addition to the responsibilities as team member, the communications person is expected to communicate information on the ongoing work, expected outcomes and benefits to wider society as well as to specialist target groups as appropriate. Competence in the use of social media is required. Participation in activities of thematically-related projects is expected in order to facilitate synergies between projects. The scope of participation will be defined together with the relevant project team and the ECML.

Associate partner

Associate partners are persons with a specialisation in the area of work who become involved with a project team and are financed by their institution or national authorities. This special form of cooperation has been widely used within the ECML’s current programme to further promote cooperation at institutional level and/or as a means of familiarising a non-member state with the activities of the ECML.


What support is provided by the ECML?

The ECML is responsible for logistics, budgetary matters and financial management relating to the running of all projects within the programme, as well as for the production of the final project outputs.

The contribution of the Centre includes:

  • travel and subsistence costs for team members (excluding those of associate partners) and participants for the meetings and events included in the action plan of the project;
  • annual coordination fees for each of the roles indicated above (except for associate partners). A total annual coordination fee of 4 500 Euros is available in each year of the project to be split among team members. The fees are not based on market rates for the team members’ time involved and is rather a token recognition of their commitment to the project.
  • a 3-month fellowship, if proposed by the project coordinator and approved by the ECML. The fellow will be a recent graduate assisting a project in a specific aspect of its work; he/she will carry out this work at the ECML;
  • the technical preparation and layout of online publications;
  • provision of relevant documentation and materials for events;
  • consultancy at all levels of the project (i.e. support for management, content, technical, website, dissemination, evaluation, project promotion, documentary);
  • logistical and financial management of meetings (e.g. invitations, assistance with travel and accommodation and payment);
  • technical support for website development and for live streaming of workshops and the organisation of webinars;
  • support and guidance from a designated external ECML programme consultant for the entire duration of the project.