Quality Control and Monitoring Manual - University of NišQuality Control and Monitoring Manual. ......

Erasmus + Project No 561586‐EPP‐1‐2015‐1‐RS‐EPPKA2‐CBHE‐JPEnhancement 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 MontenegroAuthor/s of the deliverable Olivera Popovic, Dragana Cvetkovic IlicDissemination Level Internal

Dear Partners,

Please use this form for the annual report on the progress of WPs within your institutions, as well as for your internal quality assurance procedures.

With best regards,

Re@WBC Project's Steering Committee

INSTITUTION University of Montenegro, UoMWP1. Preparation for the HR research management reform 1.1. Research potential at WBC universities mapped Start date 15.12.2015End date 14.03.2016.

Description of the activity carried out

The partners were to provide a detailed analysis of the current state of the HE research potential at WBP universities. To facilitate this process, each of the WBC universities was expected to hand in to University of Nis a filled in questionnaire, carefully designed to map all the relevant data (such as the numbers of researchers per research titles, data related to the election procedures and their transparency, data related to career and research centers and Ethical committees, etc.). The results of the analysis were to serve as the starting point for further development of the project activities.

At this moment UoM could only partially respond to the task due to an overbooked schedule of its management which was involved in the restructuring of the university and accreditation of new studies.

Specific and measurable indicators of achievement

The questionnaire is now filled in and submitted to the Coordinator. We expect a feedback. It would be useful if we were provided the comparative analysis of the state of the affairs in this context at other WB universities partners in the project, for the purpose of creating a more effective strategy and a successful application for the HRS4R.

Planned resultsSuccessfully applying for the HRS4R.

INSTITUTION UoMWP1. Preparation for the HR research management reform 1.2. Review of HR strategies at EU partnersStart date 15.12.2015.End date 14.07.2016.


The WB partners were to gain insight into the current HR management strategies at EU universities. This was accomplished through three meetings organized by the EU universities, at which EU experts presented their experiences with the process of enhancement of the HE research potential and give useful advice.


UoM participated at: • Training at the Politechnico di Torino, March 2016,

MarijaKrivokapić and Aleksandra Banjević• Training at the University of Liege, April 2016,

2 Quality Control and Monitoring Manual

MarijaKrivokapić, "University of Montenegro (development, organization, units, international relations)"

• Training at Coventry University, June 2016, VanjaVukićevićGarić and JovanaĐurčević, "WORKPACKAGE 5 DISSEMINATION: raising awareness for the role and significance of implementing HRS4R"

Planned resultsAcquaintance with the EU partners' experiences with the process of enhancement of the HE research potential.

Quality Control and Monitoring Manual 3

INSTITUTION UoMWP1. Preparation for the HR research management reform 1.3. Comparative analysisStart date 15.12.205End date 14.09.2016.


Based on the information presented at the three meetings organized (1.2), a detailed comparative analysis was to be made by the University of Nis, followed by a list of remarks pertaining to the identified gaps, and all the resulting conclusions were to be distributed to each of the WB partner universities. This activity was tohelp all the partner universities to gain better insight into the current state of affairs and prepare more adequately for the upcoming project activities.


Planned results

INSTITUTION UoMWP1. Preparation for the HR research management reform 1.4. Action plans for HE management reformStart date 15.12.2015.End date 14.10.2016.


Each of the WBP universities individually was to design an action plan for HE management reforms, based on the comparative analysis, with the purpose of enhancement of the HE research potential, and for application of HRS4R. The action plans were then to be presented to the universities' rectorates and consequently adopted.


UoM did not have the action plan designed up to this moment.

Planned results

In the near future, UoM will design an action plan for HE management reforms, based on the comparative analysis, with the purpose of enhancement of the HE research potential, and for application of HRS4R. The action plans will then be presented to the UoMRectorate and consequently adopted.


INSTITUTION UoMWP1. Preparation for the HR research management reform 1.5. HR offices and centers equippedStart date 15.12.2015.End date 14.01.2017.


Suitable equipment was to be purchased and installed at HR offices and centres and put in disposal of both the CDC staff and researchers, as well as appropriate plagiarism software, which is to be used by Ethical Committee members, supervisors, and reviewers, with the purpose of reducing instances of plagiarism in research that have reached grave proportions in the recent years.


Suitable equipment is purchased and installed,including the anti-plagiarism software.Purchasing ICT equipment for HR offices and centers in UoM is realized through two different tenders. The first tender was done for ICT equipment, the second one for plagiarism detection service. Before the First Call tender was published, following documents were prepared:

Notice to bidders in the process of unified procurement of equipment.

Tender documentation for unified procurement of equipment. This documents contain necessary documentations and forms which bidders had to fill.

Call for tender.

Request for submitting has been delivered (electronically) on 12.05.2016. Three offer has arrived. Based on the of bids received for ICT equipment, the tender commission has made a decision on awarding the contract. Suppliers that are awarded contracts are delivered equipment on time.Request for submitting bids number 01/4-3883/2 has been delivered (electronically) on 15.12.2016. Until December 30th we only one offer has arrived. Based on the of bids received for plagiarism detection service, the tender commission has made a decision on awarding the contract.Currently the contract with the company that was awarded the contract is preparing.

Planned results Achieved.

INSTITUTION UoMWP2. Excellent university for the researchers


2.1. University centers and HR offices reinforcedStart date 15.08.2016.End date 14.07.2017


Concrete bylaws at WBC universities are adopted with the purpose of improving the status of researchers and bringing the university closer to the more developed EU HE institutions, by implementing the principles of the human research strategy. Adoption of these bylaws will regulate the issue of the responsibilities of the existing centers and offices, and enhance them towards better service to researchers. At the same time, the bylaws will ensure sustainability of the project results, being regulations permanently implemented in the university system for the generations of researchers to come.


Planned results Implementation of the suggested new bylaws.

INSTITUTION UoMWP2. Excellent university for the researchers2.2 Administrative staff competences improvedStart date 15.08.2016End date 14.12.2016


36 members of administrative staff (4 persons from each WBP university) were informed about the C&C principles. A starting supposition is that in the WBC region the principles of the code of conduct for researchers and charter for their employers is not well known. For that reason, a trainingwas organized by experienced trainers to improve administrative staff competences in the field of C&C and provide them with necessary skills and knowledge to better and more efficiently handle researchers’ career development issues.


Two administrative representatives of UoM, BožidarkaNikčević and JelenaStriković, were present at the training of administrative staff, University of Novi Sad, September 2016.


Planned results

More competent academic staff who are able to acquaint the researchers with the implementation of the Charter and Code through the “HR Excellence in Research” process, and generally raise awareness on the matter.

INSTITUTION UoMWP2. Excellent university for the researchers2.3. University managements educated on the C&C implementationStart date 15.08.2016.End date 14.04.2016.


To make the university an excellent environment for the researcher, it is believed to be necessary to educate the management about the significance of improving the position of human research potential. It was planned that representatives of the management boards be educated by EU experts on the implementation of the Charter and Code through the “HR Excellence in Research” process at a seminar which will be realized in cooperation with the HR experts from the University of Nis. From each university at least 2 representatives of the management boards (the rector and a vice rector) were to participate. They were expected to make themselves better familiar with the principles and benefits of Charter and Code through the “HR Excellence in Research,” so that they are more ready to give the necessary support to certain project actions, to the realization of which their support is essential (such as adoption of bylaws).


None of the UoM representatives were present at the meeting in Belgrade in June 2016.Nevertheless, the UoM representatives are acquainted with the principles and benefits of European documents.

Planned results

The UoM management is ready to give the necessary support to certain project actions, to the realization of which their support is essential (such as adoption of bylaws).

INSTITUTION UoMWP2. Excellent university for the researchers2.4 HRS4R strategy created and adopted at partner universitiesStart date 15.01.2016End date 14.10.2017Description of the activity carried out

Already in the fourth month of the duration of the project, at each of the WB partner universities a work group is to be formed and charged with the task of designing a HRS4R strategy and presenting it to the Rectorates and Senates. In the initial phase of its work it is to consult the EU partners and UNI, that has already adopted HRS4R, concerning the methodology of adoption of HRS4R, and later on as the workgroup designs it, it will actively make use of the comparative


analysis (which is planned in 1.3) as well as the experiences of the EU partners related to the problems of overcoming the difficulties that are likely to present themselves during the process. In view of the positive disposition of the rectorates of all the WBP universities towards bringing their universities closer to the highly developed EU universities, it is strongly expected to receive their endorsement for the adoption of the strategy.


UoM is working on mapping the research potential and conditions and will be soon ready to organize a work group for the development of HRS4R.

Planned resultsThe UoM management is ready to endorse thestrategy that will be created soon.


INSTITUTION UoMWP2. Excellent university for the researchers2.5. Training trainersStart dateEnd 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, Re@WBC is 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 will be appropriately educated by EU experts and will receive proper qualification to conduct such trainings themselves. A total of 4 trainings are to be organized: those on inter-cultural communications, researcher ethics, writing research proposal, will be held in Belgrade; those on research methodology will be held in Liege; those on soft skills and entrepreneurship will be held in Torino; those on teaching methodology and multidisciplinarity was held in Coventry. At these trainings 81 researchers are to be trained in total.


One representative of UoM, JankoAndrijašević, attended the meeting in Coventry, December 2016.Three representatives of UoM are planned to attend the meeting in Belgrade in April 2017.

Planned results

UoM will participate in the trainings for researchers on the said topics to acquire appropriately educated professors who will continue to conduct such trainings themselves.

INSTITUTIONWP2. Excellent university for the researchers2.6. Promotion procedures improvedStart dateEnd date 14.07.2017.Description of the activity carried out

Bylaws regulating promotion procedures, which rank among factors of most importance as far as the working of universities is concerned,are improved at WBP universities so as to enable increase efficiency and effectiveness of the promotion procedures. Among the specific measures taken in this respect is designing a common template for evaluation reports. In addition to the usual data requirements (such as published papers, teaching experience, etc.), the common template is to include 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). Also, the average time of diploma recognition process is reduced.


UoM reported to the activity leader on the promotional procedures practiced in Montenegro.

Planned results Promotion procedures will be improved.

INSTITUTIONWP2. Excellent university for the researchers2.7. Plagiarism monitoring tools implementedStart dateEnd date 14.03.2017.


Appropriate plagiarism monitoring tools are to be installed for use by Ethical Committee members, supervisors, reviewers, etc. so as to fight the recent increase of plagiarism partly due to an overproduction of research papers.


The Authenticate software is purchased and installed at the UoM.

Planned results

Through their respective faculties/departments, all researchers will be informed about the possibility of using this new feature, and the software will be made available for use also to journals published by the WBP universities

INSTITUTION UoMWP2. Excellent university for the researchers2.8. Ethical committee procedures improvedStart dateEnd date 14.04.2017.


Relevant bylaws are to be created and adopted with the purpose of rendering more efficient the work of EC, which has so far not proved to be enough satisfactory. A total of 36 members of EC (4 members per each WBP university) are educated, through a training, by EU partners whose rich experience will vouch for its successful completion, so as to improve the quality of work of EC.



The representative of the UoM EC were not present at the meeting in Kragujevac due to sudden unfavorable health issue. UoMsubmittedits report to the activity leaderabout the performance and procedures of our EC. In its report, UoM's EC does not recognize any faults in its procedures.

Planned results

Researchers are having better service and receiving a more satisfactory response when it comes to setting right the procedures that they find incorrectly run in some way, or exercising their rights in general, and will ultimately produce a much better working environment in the WBP universities, and also result in having the best of researchers working there.

INSTITUTIONWP2. Excellent university for the researchers2.9. Cooperation with scientific diaspora establishedStart dateEnd date 14.10.2018.


Alumni networks are created and expanded and links to them are added on websites at all WBC partner universities, with the goal of increasing career opportunities and improving research quality, and reinforcing cooperation with scientific diaspora, which is undoubtedly of enormous importance in both of the mentioned respects.


In its report to the activity leader, UoM wrote that it has not yet established any formal connections with the scientific diaspora.

Planned resultsUoMwill work on looking for the best ways of establishinga formal connections with the scientific diaspora.


INSTITUTION UoMWP3. Excellent researchers for the community3.1. Researchers trained on C&C and HRS4RStart dateEnd date 14.06.2016


900 researchers (100 per WBP university) were to be made familiar with the role and significance of C&C and HRS4R through a one-day seminar, that was to be organized at each of the WBP universities, with the intention of raising awareness about the benefits of applying the principles implemented in the strategy.


The seminar is held at the UoMRectorate's building on december 26, 2016.

Planned results20 researchers are familiarized with the role and significance of C&C and HRS4R.

INSTITUTION UoMWP3. Excellent researchers for the community3.2. Webpages offer opportunity linksStart dateEnd date 14.10.2018.


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


UoM already has an email database of all its teachers and researchers, who are, thus, regularly informed about job vacancies, mobility programs, project calls, etc.

Planned resultsUoM will continue with the activity to enable easier access of researchers to all the relevant information.


INSTITUTION UoMWP3. Excellent researchers for the community3.3. Young researchers trained on research methodologyStart dateEnd date 14.06.2017.


1800 young researchers (100 per seminar at each WBP university) are to be trained by WBC lectures during two two-day seminars on research methodology.


UoM has already introduced the practice of regularly training each new generation of researchers on research methodology and will continue with the practice.

Planned resultsA huge impact on the quality of future research will also be beneficialfor the whole academic community of UoM.

INSTITUTION UoMWP3. Excellent researchers for the community3.4. Young researchers trained in various skillsStart dateEnd date 14.01.2018.


Through two-day seminar, 225 researchers receive training by EU partners’ experts in the following subjects: Project management; Writing research project proposals; Inter-cultural communication; Research ethics; Entrepreneurship.


UoM is sending 3 representatives to be re/trained onwriting research project proposals; inter-cultural communication; research ethics at the seminar to be held in Belgrade, April 2017.

Planned results

Researchers are better informed about how to write research project proposals; how to perform inter-cultural communication; and on the principles of research ethics.


INSTITUTION UoMWP3. Excellent researchers for the community3.5. Training on teaching methodologyStart dateEnd 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 to the just elected assistant professors and give them appropriate support.


Planned results

INSTITUTIONWP3. Excellent researchers for the community3.6. Pilot Mentoring system introducedStart dateEnd date 14.10.2017.


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.


Planned results



INSTITUTION UoMWP3. Excellent researchers for the community3.7. Measures for enhancement of multidisciplinarity in researchStart dateEnd date 14.01.2018.


Motivated by a general lack of multidisciplinarity in research in WBP universities, a workshop is to be organized for 50 participants at each of WB partner university to demonstrate the benefit of multidisciplinary approaches, with specific case studies of a poor and 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.


Planned results

INSTITUTION UoMWP3. Excellent researchers for the community3.8 Guide book publishedStart dateEnd date 14.04.2018.


A guidebook in English is to be 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.


UoM has already taken its specific task in the activity.

Planned results

UoM will contribute with the chapter on how to successfully publish a research paper in renowned journals, wiht the chapter titled: "Writing & Publishing of Scientific Paper"


INSTITUTION UoMWP4. Quality at [email protected]. Quality Assurance Committee (QAC) establishedStart dateEnd date 14.01.2016.


Re@WBC QAC consists of 5 members representing 5 partner institutions: University of Nis, University of Montenegro, University of Liege, University of East Sarajevo, University of Tirana.


QAC was formed at the kick-off meeting at the University of Nis in December 2015, which was attended by two UoM representatives. Because UoM is the lead partner of this workpackage, its representatives at the meeting presented the whole workpackage to the Consortium, including tasks and obligations. QAC is also confirmed at the SC meeting at the University of Belgrade in December 2016.

Planned resultsUoM is organizing the first QAC meeting on March 23-25, 2017 to discuss and evaluate the progress of the project realization.

INSTITUTION UoMWP4. Quality at [email protected]. Project quality procedures developedStart dateEnd date 14.06.2016.


In order to ensure stress-free and successful realization of quality management, Re@WBC developed relevant documents and templates necessary for efficient project development. In the first place, it created 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 were designed to further facilitate all procedures related to activities leading to staff costs and travel costs. This in fact means that besides the regular supporting documents required by the Agency, Re@WBC will provide the partners with the templates for all those occasions which are not precisely administratively regulated (justifying travelling by personal car, etc.).

Specific and measurable indicators of

Together with UNI, UoM created the following documents:1. Quality Control and Monitoring Manual2. Financial Management Guide


achievement 3. Dissemination and Exploitation Management4. Various templates to facilitate all the procedures related to the project activities.

Planned results Achieved.

INSTITUTION UoMWP4. Quality at [email protected]. WP reportsStart dateEnd 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.


UoM has so far regularly reported on the implementation of its activities.

Planned resultsRegular reporting will alleviate any approaching difficulties and lead to successful implementation of the project.

INSTITUTION UoMWP4. Quality at [email protected]. Annual QA reportsStart dateEnd 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.



The form for the regular annual quality reporting is developed in cooperation of UoM and UNI.

Planned results

Each Re@WBC partner is to use this form and report to the QAC. QAC will perform a report analysis for Year One of the project first, and then each succeeding year.

INSTITUTION UoMWP4. Quality at [email protected]. Reports analysisStart dateEnd date 14.10.2018.


One of the roles of QAC is to analyze regular reports by all WP leaders and annual reports delivered by all partners. This step is necessary in order to prepare an action plan for the remedy of all problems possibly identified in the reports. The conclusions made by QAC are compulsory for all project partners. We believe that annual reporting is sufficient for good monitoring of the dynamics of the project.


As the workpackage leader, in cooperation with UNI, UoM has developed the template for annual reporting, i.e. this particular one.We haven't received any reports yet.

Planned results

Uom, as the workpackage leader, will receive reports and together with the other members of QAC, analise them and suggest furthure procedures.

INSTITUTIONWP4. Quality at [email protected]. External monitoringStart dateEnd date 14.06.2017Description of the activity carried out

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 will be sub-contracted. His task will be to review all documents produced in the first half of the project and pass comments and suggestion for their improvement. Also, he will inspect all supporting documents for possible mistakes and errors. Further, reviewing the Workplan the


expert will identify all delays and omissions in the realization of project activities, and point them to the QAC and Consortium for correction.


EACEA representative, Franco Burgio, and two members of the NEO, VanjaDrljevićadnRankoLazović, were in the monitoring visit at the University of Montenegro in May 2016, Faculty of Philology, Nikšić. They were welcomed by the dean and the vice dean of the Faculty of Philology, and were presented the project by MarijaKrivokapić.

Planned results

EACEA representative and the member of the NEO were satisfied with the monitoring visit at the University of Montenegro in May 2016.

INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. Project web-site created and regularly updatedStart dateEnd date


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.


UoM regularly sends inputs about its activities for the Re@WBC website to be updated.UoM has a link to the Re@WBC website, but has not created its own Re@WBC web page.

Planned resultsInformation on all the project activities and products are available on the Re@WBC website.

INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. Promotional material distributedStart dateEnd date 14.08.2018


Appropriate project promotional material is designed and 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.


UNI emailed UoM the Re@WBC poster and brochure. UoM printed them for the dissemination purposes and displayed during the monitoring visit, at the seminar, and will so in future activities.

Planned results

UoM will continue disseminating information about [email protected] are looking forward to the planned booklets that are to be distributed to our researchers, the purpose of which is raising awareness for the role and significance of implementing HRS4R.


INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. Project results disseminatedStart dateEnd date 14.10.2018.


Various events are planned to be organized as part of the project dissemination process. Appearances in media are also planned, through which the awareness of the general public is raised for the importance of implementing HRS4R.


UoM is disseminating information about Re@WBC through its website.http://www.filoloski.ucg.ac.mei http://www.ucg.ac.me/me/o-univerzitetu/centri/centar-za-medjunarodnu-saradnju/medjunarodni-projekti

Planned results

UoM plans to disseminate the information about Re@WBC during regular info-days and open days, and continue doing so at the University meetings and the meetings of its faculties.

INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. The label "HR Excellence in Research" obtained by a number of WB partner universitiesStart dateEnd 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.


UoM is working on mapping the current conditions when it comes to its research and research management, with an intention to apply for the label.

Planned resultsUoM meets numerous of the requests of C&C and it is expected that it will receive the label.



INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. Establishment of awards for young researchersStart dateEnd 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.


Planned results

Together with the Consortium, UoM will work on developing criteria and introducing bylaws for a continual system of awards for the young researchers.

INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. Mentoring system adoptedStart dateEnd date 14.10.2018Description of the activity carried out

The Mentoring system is endorsed by the universities’ management boards and made mandatory by installing appropriate bylaws. We firmly believe that the management boards, already having recognized a need for installing such a system, will readily embrace the adoption of these bylaws.


Planned results


INSTITUTION UoMWP5. Dissemination and exploitation at [email protected]. Strategy on continual training of researchers adoptedStart dateEnd date 14.04.2018.


A university strategy on continual training of young researchers on research methodology and professional skills is created and adopted, entrusting the CD centers with the organization of these trainings. This is a natural response to 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.


Planned results


INSTITUTION UoMWP6. Management at [email protected]. Kick-off and coordinating meetings realisedStart dateEnd date 10.-11.12.2015.


At the project kick-off meeting, held at UNI, the coordinator 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 organisations, QAC, PCB, etc...). The reports on the results of the meeting were posted on the project website. Second coordination meetingwas held at the University of Belgrade, in December 2016.


Two representatives of UoM, MarijaKrivokapić and OliveraPopović, attended the kick-off meeting and gave 2 presentations: one on the University of Montenegro (its development, organisation, units, international relations, projects, research, mission, and the project EVOLUNIMONT), and on the "Workpackage 4 Development" of Re"WBC.

Planned results

UoM plans to participate at all the coordinating meetings and contribute to the good solutions and implementation of the project. UoM is organizing the QAC meeting in March 2017.

INSTITUTION UoMWP6. Management at [email protected]. Procedures for project managementStart dateEnd date 14.06.2016.


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



UoM quality control and management activities within Re@WBC are set so that: 1. Rector's Collegium decides on the employees who will represent UoM and take part in the project, as well as determines the coordinator on its side. These individuals have signed individual agreements with UoM for their participation in the project. 2. The coordinator is responsible for all the activities in the project. The coordinator choses the most suitable individuals to perform certain activities or work towards achieving the projected products. 3. The coordinator's decisions are submitted for the approval of the dean of the faculty and/or the Vice rector for international relations. Upon the approval the activities are performed. 4. All the documents relating to the activities, the tasks done, travels conduted, etc. are collected. All the costs are covered by adequate documents created by either EACEA or the Re@WBCcoordinator and are kept at the University's Central Financial Office.

Planned results Transparent and successful management of the project.


INSTITUTION UoMWP6. Management at [email protected]. PA signedStart dateEnd date 14.10.2016.


The practice of signing Partnership Agreements (PA) has proven most useful in the light of all the differences in institutional practices even within one country, let alone bewteen the countries in the WBC region or between the WBC region and EU partners. PA should be signed between the grantholder institution (UNI) and each Consortium member.PA will comprise the following headings:

1. Subject of the partnership agreement2. Duration of the agreement3. Payment of funds and mdalities4. Irregularities and repayment of funds5. Management of project and consortium decision-making modalities6. Specific obligations of the coordinator7. Specific obligations of the Partner8. Obligations of the Coordinator and the partners9. Accounting, record-keeping and reporting10. Intellectual property11. Audits12. Information and publicity13. Changes in the project partnership14. Language15. Conflict resolution16. Competent and applicable law17. Other provisions18. Termination


PA agreement between UoM and UNI is signed in the first few months of the project lifetime.

Planned results UoM and UNI both respect the signed issues in the PA.

INSTITUTION UoMWP6. Management at [email protected]. Software platform for project managementStart dateEnd date 14.10.2018



Re@WBC developed an internet software platform ot improve project management. Besides the website as the public place available to all intersted parties who would like to get information abut 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 more efficient management of the project activities. All project documents are and will be uploaded on the platform and selectively available to project management bodies provided with passwords. The grantholder will have access to all parts of the platform. Electronic versions, either in Word, PDG or Excel formats, of all supporting documents will be stored there for safe keeping and inspection.


UoM actively submits all the required documents to the project's platform to the best of its ability.

Planned resultsUoMwill continue actively participating in uploading all the required documents to the project's platform to the best of its ability.


INSTITUTION UoMWP6. Management at [email protected]. Day-to-day coordinationStart date 15.10.2015.End date 14.10.2018Description of the activity carried out

Communication is a key to successful management and efficient project realisation. With this in view, day-to-day coordination activities will allow communication, record keeping, information dissemination, etc, at all levels, from WP teams to the Consortim 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, the members of the SC, and the leaders of WPs.


The communication about the project's activities, tasks, products, etc. at UoM has been continual and transparent.

Planned resultsThe communication about the project's activities, tasks, products, etc. at UoM will continue being unhindered and transparent, which will lead to successful implementation of the project.

INSTITUTIONWP6. Management at [email protected]. Financial managementStart date 15.10.2015.End date 14.10.2018.Description of the activity carried out

The most important management document is the Financial Management Guide 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 relaed to sound project financial management

The FMG is drafted in collaboration with the Consortium members and after being adopted is distributed to all partners. When all other information related to the documents, standards and protocols were developed for the purpose of the project management,they were posted on the website. It helps efficient and systematic book-keeping


which will greatly facilitate writing mid-term and final reports.Specific and measurable indicators of achievement

UoM is the co-creator of the FMG.

Planned resultsTransparent and correct financial management.

INTERNAL QUALITY ASSURANCE PROCEDURES UoM quality control and management activities within Re@WBC are set so that: 1. Rector's Collegium decides on the employees who will represent UoM and take part in the project, as well as determines the coordinator on its side. These individuals have signed individual agreements with UoM for their participation in the project. 2. The coordinator is responsible for all the activities in the project. The coordinator choses the most suitable individuals to perform certain activities or work towards achieving the projected products. 3. The coordinator's decisions are submitted for the approval to the dean of the faculty and/or the Vice rector for international relations. Upon the approval the activities are performed. 4. All the documents relating to the activities, the tasks done, travels conducted, etc. are collected. All the costs are covered by adequate documents created by either EACEA or the Re@WBC coordinator and are kept at the University's Central Financial Office.

REPORT PREPARED BY Vladimir Pesic, MarijaKrivokapic, OliveraPopovic.

DATE 15.02.2017.Quality Control and Monitoring Manual 31


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"

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