Document Sample
DECEMBER 7-11 2005

Basics Project Management

1              PARTICIPANTS

Zuzana BENOVA, AISIS, Czech Republic
Cvetka BIZJAK, Zavod RS za šolstvo, Slovenia
Loriana CAVALERI, Nuova Direzione, Italy
Simon COFFEY, King’s College London, United Kingdom
Danuta ELSNER, Poland
Bengt-Göte FREDING, Utvecklingsenheten, Sweden
Jane JONES, King’s College London, United Kingdom
Milan KOTIK, AISIS, Czech Republic
Pieter LEENHEER, The Netherlands
Joakim LÖVGREN, Utvecklingsenheten, Sweden
Brigita RUPAR, Zavod RS za šolstvo, Slovenia
Valentina TORNABENE, Nuova Direzione, Italy
Rudi SCHOLLAERT, Nascholing in het Katholiek Onderwijs, Belgium
Marc VAN DEN BRANDE, Nascholing in het Katholiek Onderwijs, Belgium
Karine VAN THIENEN, Nascholing in het Katholiek Onderwijs, Belgium

Excused: Margaret FARREN, Dublin City University, Ireland

A warm Welcome to our new representative from Palermo: Loriana Cavaleri. She is a sociologist
and she has worked in the field of pupils at social risk and evaluation skills.

2              COMMITMENTS

What                                                         By whom         By when

Basics deliverables

1 – Publication

Action plan for publication:

   Adapting text according to feedback (final version) and All contributors March 1
    send to VSKO for posting on Secret Garden. As flat as
    possible, re-read by a native speaker of English

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                               p. 1
   Language editing                                             Jane, Simon

   General editing                                              Pieter, Rudi

   Lay-outing                                                   VSKO

   To the printers                                              VSKO           July 7

How many copies per partners? For the Conference? For the
Prague course?

Chapters will be accredited by name.

! Add a reference to the implications for change agent and
for head teacher in each contribution if relevant…

Sending out his text for a second feedback round                 Simon          Straight after
                                                                                the meeting

Short text on action research (Cf. In search of the Treasure Jane               March 1

Chapter on change agents competences                             Pieter         March 1

Action plan for translations:

Translate selection of articles: key documents + others All partners            September 1
adapted to own target group – related to home context and
purposes, translations or summaries

100 A4 pages with Basics logo, EU logo and copyright text
                                                                                Before August
   Send the translations in a binder to VSKO (5 copies)                        25

   Send an electronic version for the CD-Rom

Send logo and copyright text from EU website (for Karine                        Done

Case studies (for the CD-rom): polish them in order to have                     March 1
them publishable

Instruments (for the CD-rom – toolbox):

Providing instruments in L1 and in English – including lay-out   All partners

2 - Course modules

Provide training materials, articles in own language as All contributors        March meeting
supporting materials (e.g. Brigita’s powerpoint for a 2days
training on building vision)

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                     p. 2
3 – Change agents forum: the Conference

Action plan:

   Preliminary programme                                        VSKO               December

   Calculate the budget for accommodation                and VSKO                  End of January
    subsistence – finalise it by the end of January

   Send out a flyer (invitation + Preliminary programme)        VSKO               January

   Contact schools, communicate that there will be a All partners                  End of January
    conference and that they can apply for a Comenius
    2.2.C grant at their National Agency

   March: working out the programme                             All partners       Sicily meeting

   PM. Deadline for application of Comenius 2.2.c grant in
    Italy: March 1

Fill in the filecard for contribution to the Conference          All contributors   Mid-January

Deliveries in Language 1

Providing a grid: a “survey of documents in L1”                  VSKO               ASAP

Bring as many documents as you can in your own language          All                By Sicily
Preferably in electronic format

Fill in the grid (“survey” of documents in L1) and bring it to

Project management: Finance and administration

Send travel docs to VSKO (no taxi bills)                         All partners       Straight after
                                                                                    the meeting

Sending relevant docs (content, dissemination) for the Final All partners and Straight after
Report                                                       consultants      the meeting

Agree on a moment to log in on the Secret Garden and sort        Simon & Karine     ASAP
out access problems at King’s

Danuta’s New email address:


Inform VSKO of Valentina of prices for flights to Palermo All partners              Straight after
and Catania                                                                         the meeting

Send arrival and departure time for the meeting to VSKO, All meeting                February 25
CC to Valentina                                          attendants

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                       p. 3

3.1            Contact Seminar in Alden Biesen (January 11-15 2006)

So far we have 35 registrations for the Contact Seminar in Alden Biesen and 20 people still in the
running for a grant.

Survey of countries involved: Belgium: 10; Czech Republik: 4; Denmark: 1; Estonia: 2; Finland: 1;
Germany 3; Hungary: 2; Italy: 4; Northern Ireland: 1; Norway 3; Portugal: 1; Romania: 1;
Slovenia: 2.

Are still in the running: 2 people from Czech Republik; 2 from Ireland; 2 from Italy; 3 from
Northern Ireland; 3 from Sweden; 1 from The Netherlands and 7 from Turkey.

3.2            Comenius course in Prague (February 18-24 2006)

The conference will be embedded in the last partner meeting.

As to marketing, we can make people aware that they can apply for a Comenius 2.2.c grant for
attending the Conference.

Survey of candidates so far: 27 attendants

Belgium: 8; Germany: 1; Italy: 9; Romania: 1; Sweden: 6; Turkey: 2

Dates for the 2007 Course: February 3-9

3.3            Conference September 2006 (September 22-23 2006)

The Conference will be organised in Portoroz (SI) on Friday and Saturday September 22-23. We’ll
combine it with the final meeting (see also last section on Meetings).

Target group of the conference: head teachers, middle management, external advisors…

Contributions: we are aiming for interactive formats.

Rudi will send out a more general invitation in January. In March we’ll work it out. P.M.: the
deadline for application of a Comenius 2.2.c grant is March 1 in Italy.



         Karine: Presenting BASICS

         Rudi: opening and stages in the change process

         Pieter and Marc: the cultural dimension

         Jane: Sustainability

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                   p. 4

1    Bengt-Göte & Joakim                Awareness

2    Brigita & Cvetka                   Supervision

3    Simon & Zuzana                     Comfort zone

4    Zuzana                             Leadership / role of the headteacher

5    Karine                             Resistance / Learning & passion?

6    Pieter & Marc                      Change agent competences

7    Cvetka                             How to change mental models

8    Irena                              Implementing change

9    Danuta                             Mapping the process of change

10                                      Use of techniques? (toolbox)

New slot: Series of case studies by Basics schools (45’)

See also document “the Portoroz conference”

Action plan:

    VSKO: Preliminary programme

    VSKO: Calculate the budget for accommodation and subsistence – finalise it by the end of

    VSKO: Send out a flyer (invitation + Preliminary programme)

    All partners: Contact schools, communicate that there will be a conference and that they
     can apply for a Comenius 2.2.C grant at their National Agency

    All partners: working out the programme at the Sicily meeting

PM. Deadline for application of Comenius 2.2.c grant in Italy: March 1


UK, King’s College, They continued their work with their mentors. They provide regular
Jane and Simon      training for professional development, including research activities.

                                They disseminate and share their work from the Basics project with the
                                mentor group

                                Simon and Jane will have a look at how to put a web link to

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                       p. 5
                       on their homepage.

                                They arranged a visit to a public co-education school, Ardingly College,
                                Haywards Heath, West Sussex, a closed environment of privileged
                                education. Website:

CZ, AISIS, Zuzana and They a run a similar project as Jane. They work as facilitators in schools.
Milan                 The last 3 months they started with practice with a group of 35 people
                      from the whole Czech Republik. They work with heads and deputy heads
                      about leadership and vision.

                                They disseminate Basics in their work with head teachers and deputies
                                from all over Czech Republik, who would be happy to join us at the
                                Conference. They will fill in a dissemination form to account on this.

                                In the redesign of their website the added a short description of the Basics
                                project as well as a link.


NL, Pieter                      Pieter started a discussion on the possibility of having a Dutch – Flemish
                                conference on November 16.

                                He also supported VSKO in the organisation of a two days excursion of the
                                Basics Flemish Change Agents to schools in The Netherlands – a part of the
                                Training change agents programme.

SE,            Boras, They work for the National Agency for school improvement. Out of more
Utvecklings-enheten, than 3000 schools, Boras was one of the 6 best school communities from
Bengt-Göte       and Sweden.
                      In the schools they visit for to disseminate their best practice, they work
                      on “why, what & how”, “shared meaning, external orientation, a.s.o.
                      They provide inset for teachers in this area.

                                They take advantage of these opportunities to hand out the Basics
                                leaflets. And they are very successful in sending people to Alden Biesen,
                                the Comenius course in Prague, and other courses delivered by VSKO.

                                They will send a dissemination form for their Programme on school
                                improvement (lists of attendants, invitations, programmes) and for their
                                broadcasting performance (+ cd-rom of the performance)

SI, Ljubljana, NEI, They use action research as a basic strategy in their work with schools in
Brigita and Cvetka  the context of the Didactic reform.

                                They will send a dissemination form for their 2 x 2 days workshops on
                                creating vision. They work with some 40 people from the 1rst and 2nd
                                cycle in the Didactic Reform. In the 1rst cycle they support 3 schools.
                                Each school has a development team. NEI works with 2 groups on action
                                research: 1) the school head and 4 or 5 teachers from the development
                                group (workshops on how to support people on the didactic reform) and 2)
                                with the whole staff.

                                They have / will (?) put the logo and some materials on their website.

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                            p. 6
                                They are prepared to write some articles with mention of Basics.

IT, Palermo, Nuova Their main activity since Mestre has been finding participants for events
Direzione, Valentina such as the Contact Seminar and the Comenius course in Prague. Both
and Loriana          were not highlighted by the National Agency. They have written a formal
                     letter to the boss of the Socrates Agency to ask for support for these two

PL, Danuta                      Danuta sends dissemination forms on a regular basis in order to keep track
                                of her efforts to share the Basics approach.

                                She handed out a copy of her last publication, a book on managing change
                                in schools.

                                The had 2 slots of workshops at the national inset institution for training
                                of school heads.

BE, vzw Nascholing, They still run a local Basicsproject where they support the learning and
Rudi,  Marc    and innovation process of 9 schools who work towards an innovation effort of
Karine              their own choice. Besides Rudi, who is the project coordinator, they
                    employ 2 half time collaborators, Guido and Karine.

                                They continued also working with a group of educational advisors in order
                                to discuss the Basics principles and how they relate to the practice in
                                Flemish schools. Now they engaged as a learning group in a training on
                                coaching skills.

                                In June, Rudi will present some Basics outcomes at a national conference
                                for educational advisors.

                                And they continue updating the website and the Secret Garden (close
                                environment for Basics partners and forum for the change agents directly
                                involved in the project)


Publication of framework as well as strategies, instruments and techniques for change agents.
Next to the English book, the partners are expected to deliver a translation of some 100 A4
pages, adapted to the home context. Parts of the joint publication could be summarised, other
parts could be translated and adapted to the actual home context. Something faithful to the
original which serves the local purpose and target group and makes sense in the local context.
Something that can also serve the local dissemination purposes.

The translations are expected in two versions: a first one in a binder, lay-outed by the partner
(with Basics logo, EC logo and text on support of the Socrates programme… VSKO will send the
logo’s and the text of the Commission.

The partners can already start translating now. Time of delivery: before August 25.

Course modules and materials for the professional development of change agents in several
languages. This consists of 1) the modules of the Prague course (Powerpoint presentations,
scenarios of workshops, texts); 2) conference contributions; 3) own materials in mother tongue,

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                           p. 7
i.e. home based modules of workshops, seminars, presentations used or useful in the framework
of the Basics project (powerpoint presentations, scenarios, programmes and texts).

Change agent portfolio. See Sonja’s contribution to the publication, Prague 1 course portfolio,
Prague 2 course portfolio. Also in language 1 where applicable (e.g. in Slovene, in Flemish).

Forum for change agents. See also website: Comenius course, Contact Seminar, Conference,
Secret Garden...

6              SCHOOL VISIT

Programme of the school visit:

9.00am            Arrival and coffee

9.15am            Welcome; John Franklin, Headmaster Ardingly College

9.30am            An introduction to the independent sector in the UK: contexts for change (Mike
                  Carslaw, Deputy Headmaster)

10.00am           Tour of the College

10.45am           Opportunity to meet some teaching staff

11.45am           Lesson observation

12.00am           Change issues affecting the independent sector in general and Ardingly College in

12.30pm           Lunch

1.00pm            Plenary

1.30pm            Departure


Format for the discussion of the publication:

First stage: the publication as a whole: what kind of publication do we envisage? A holistic
approach starting from what is the essence of Basics according to us and the implications for the

Second stage: zoom in on separate contributions.

7.1            The essence of Basics (Pieter Leenheer)

Procedure: 3’ to formulate individually in a few key words what is the essence of Basics. Discuss
and bring it together in groups of 3 before sharing it in plenary.

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                     p. 8
Plenary: key issues:

   Common ground. Sharing = discovering similarities. The mission to raise why questions and to
    create common ground for dealing with change.

   “Why” need to be ready to change? Change is at the same time a necessity and a choice. The
    driving force can be an outside demand or from a bottom-up perspective: what is in it for
    me. The how derives from the why.

   Agency at the shop floor is essential. Managers used to implement planned change in a
    rational way, but it is impossible without involvement of people concerned. Why can only be
    done by the people self. There is a need for a relative autonomy. Boundaries: the
    government set rules. There is also a need for outside orientation. Change sometimes needs
    an external drive or push, because it doesn’t always happen automatically. It’s often good to
    have a critical friend passing by…

   Change is no big deal. It is looked at as a demon, but it isn’t. Change is an attitude. The
    point is in helping people by providing time and space, in helping people with dealing with
    emotions and going ahead with it. The emotional side is always forgotten.

   Change is about mental models changing throughout the process. “Give people training and
    mental models will change” versus “Work on change and mental models will change”.
    Sometimes one needs a push. Persons also can ask for a push. And this is not always via
    providing training.

   Agency: action research as a starting point (including the why).

   The need to make reference to learning, the core business of the school (= related to the

   Change is unavoidable. Sometimes people want to keep things as they were, to keep the
    comfort zone.

   A number of stakeholders take decisions without knowing what they talk about. A number of
    stakeholders are not aware of processes blocking the processes. Schools need to set more of
    the agenda themselves. Besides the message for schools Basics has also a message for other

   Why? Need for time, need for reflecting in order to give a meaning. Doing something can only
    if it is meaningful.

   Agency and autonomy: it is important that people can appropriate it and make it meaningful
    for themselves, that they are setting their agenda so that they can learn from it. From
    opportunity to learning to more learning, to more competence.

   External orientation. Often we can point out a “motoric moment”. An engine sparks off, and
    things come in action. Often because of pressure, or critical friending.

   Basics is about a new approach to learning, teaching and organising learning. It is based on
    research, and on the capacity and the possibility of schools to change in a local or global
    setting. It’s about networking for better learning. Basics is about a theoretical and a
    practical approach to learning.

If this is the core, to what extent do the contributions meet these ideas?

1) Unavoidable and emotional process which hurts lots of people. Managers make the same
mistake as the government: they devise a rational plan and try to implement it.

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                   p. 9
2) If you don’t carry out this process you can’t do your work

3) It has to be done by the people. The limits are set by the authorities, but it should be as
autonomous as possible

4) There is a need for external orientation.

Pieter’s view on the publication is that there should be

1) An introduction: at the start a description of the core message;

2) General articles: texts of Rudi, Jane, Bengt-Göte, …

3) A range of specific articles that illustrate aspects of the message, e.g. Cvetka’s article on
how to change mental models starting from people looking at their own problems and from
there on reframing mental models.

So far the publication partly lacks of coherence. If we agree on this as a message, in each article
there should be a link with the core message. This doesn’t mean we have to rewrite the texts,
it’s just about adding and stressing some issues in order to give the publication more coherence.
So for instance Bengt-Götes’s text is excellent to make connections to “agency”.

A number of articles are rather rough. Who are we writing for? Actually our target audience
consists of coordinators, external advisors, managers… Different categories of readers have
different reading habits.

Two issues to look at in the articles are: the core message, references to the core message, and
in view of the future reader: is it adequate or not.

Summary of the core message of Basics for the feedback on the contributions:

      1) Change is unavoidable; no big deal! Time and space; technical-rational. Understanding of

      2) Why: attribute and share meaning

      3) Agency: relative autonomy of teacher and school

      4) External orientation: mirror & cooperation.

7.2            Criteria for feedback (Rudi Schollaert)

1) Readability for the target group: who is the text written for? What is the target group? Who
does the text address?

         a) People in schools involved in change processes

         b) Unless the text is written towards authorities.

What our audience is not: purely academic, audience of university lecturers.

2) The link with the Basics principles, the core message, with relative degree of explicitness.
The link should be reasonably explicit.

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                   p. 10
3) The length: is it appropriate. We need a window of equity: 10 to 15 pages max. We are now
at the last feedback stage, to be followed by the final draft. Regularity of format and style will
be looked at during the last editing stage as well.

Articles will need an abstract: “this article is dealing with X and this is how it fits in with

4) Format

5) Connections between texts, cross referencing

6) What is the point the authors is making

7) What are the implications for the change agent as to competences needed to do it?

Agreement on the questionnaire for feedback:

1) What is the point the author is making?

2) What target group does it address?

3) The link with the core message of Basics

4) Cross-referencing to other texts

5) Length

6) Appropriateness of the format

7) Facultative: what does it mean for competences of change agents?

Group composition:

   Karine, Joakim and Brigita

   Pieter, Danuta, Zuzana and Simon

   Jane, Marc, Valentina and Milan

   Bengt-Göte, Cvetka, Loriana and Rudi


We take the articles in the order written down on the whiteboard. The groups skip the texts
from their team members. Each representative will receive feedback from 3 groups. People who
are not attending the meeting receive feedback from 4 groups.


See separate documents posted in the Secret Garden.


             Leadership

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                   p. 11
As we pointed out in Leuven, a number of characteristics are essential to change, e.g.
reflection sustainability, leadership.

Who is the change agent? Someone who supports, facilitates communication and the adaptation
to the “new idea”. But he is also a leader, someone who has vision, who can influence others,
who takes response-ability.

             The role of the head teacher

A change agent has to have awareness of the role of a leader and of the role of the head
teacher. There is a kind of overlap between the formal leader an change agency. A school head
can be productive or counterproductive… The head teacher is the one who hires, outsources…

Missing in the contributions to the publication: “the school head is there and we respect him”.
We should add something on the head teacher in each text: wat is he doing in … What are the
implications for the change agent and for the school head. It’s about ownership and

        Change agents competences (see next section)

        Instruments: “useful but risky”. It can also be web links.

The “toolbox” is meant to include “strategies, instruments and techniques”. Besides
“instruments” we will also include training activities (e.g. for active listening).

One of the sessions at the Conference could cover the use of strategies and techniques,
including the link with action, what to do with the outcome. It could be a workshop on the use
of our Toolbox.

             Self perception / misperception


We did some brainstorming about it at the Boras meeting.

How to deal with it in the book?

   Either at the end of each article: which kind of competences needed?

   Or an additional chapter

   Include what we want to convey in the portfolio article

Change agents competences at 2 levels: towards yourself and to make change happen with
others. Two types of change agents: the professional and the lay change agent.

As we don’t believe in the Superman syndrome there are two options: 1) either rely on joint
competences as a team; 2) make it depend on the context: life, school or professional situation
(the external who does it for a living.

The external change agent has the advantage of being independent to the situation. His task
consists of “how to support it”, not “how to solve it”.

As coordinator Rudi mentions the need to deliver a typology or taxonomy of change agent

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                p. 12
Pieter’s reaction: this is impossible if it’s linked to a context. What might be possible then is
“how to assess strong and weak points”. E;G; for internal agents: strong points, e.g. in own
context; weak points, e.g. less background. …

Marc suggests the approach of the professional profile:

          11 Professional profile (elements of it are already in Sonja’s text): researcher, learner,
             professional developer, …

          12 Which competences are needed for each of these “functions”. A researcher needs to…

          13 Which knowledge do you need. Attitudes are mostly generic, whereas skills are more
             specific to the task.

A teacher is appointed “for ever”, whereas an external change agent isn’t. Does he fit in with
the situation? At a certain point he might be “outdated”. To that respect the situation is
different from the “professional profile” or for a profile in vocational education.

So the question for the school is: “which competences does our team need in this particular

Pieter suggests to write an additional chapter on change agents competences consisting of 4

Part 1:               Marc’s suggestion on Change Agent Profiles                - Part consisting on

                                                                                - Exhaustive description of
                                                                                  skills,   knowledge   and

Part 2:               Nobody is perfect ==> a team needed

Part 3:               Competences are contexts related ==>


Part 4                Incidental                       Deliberate

                                                       - internal (a.o. school head)

                                                       - external


Implications for Sonja’s text: leave out the competences and refer to the separate chapter on

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                                   p. 13
10             MEETINGS

10.1           Sicily meeting (March 8-12 2006)

Before booking our tickets, all partners will check on the prices for a flight to Catania and
Palermo (300 km from one another) and mail it to Rudi, CC to Valentina. From this information
Valentina and Rudi will sort out where the meeting will take place, depending on budgetary
issues and feasibility concerns.

The meeting will mainly be devoted to

    Preparation of the conference

    Translations

    Instruments

By the Sicily meeting we need to have a clearer view on texts in L1. Reports of meetings,
programmes, powerpoints…

Task: By next meeting all partners bring as many documents as they can in their own language.
Preferably in electronic format. VSKO will devise a grid with the kinds of documents expected
and send it out. The partners are kindly requested to fill it out by mentioning what documents
they can provide for which contractual delivery.

10.2           Portoroz meeting (September 20-24 2006)

We’ll start on Wednesday with practicalities and administrative issues such as finalising the
paper work. On Thursday we’ll schedule the preparation of our contributions. We’ll end with a
project evaluation.

10.3           Evaluation of the Brighton meeting

Rudi: he is extremely satisfied. The group has been performing. He had not been anticipating at
this being an easy meeting. He gets more and more confident in the publication. He thanks all of
us for the constructive feedback. He also thanks our hostess and our host who have done a great
job, who have displayed their own leadership style and a good team spirit. It has been a smooth
meeting, according to plan. He is happy with the accommodation, with everything.

Jane enjoyed it.

Simon: it worked very well in small groups. Personally he would like more detailed feedback. He
asks us to try to be critical in a constructive way.

Bengt-Göte adds: “we give praise”. He thinks it is important to get feedback if he’s on target
content wise.

Rudi suggests as a possible procedure to make notes on the documents and give it to people,
also at sentence level. Bengt-Göte thinks it would be helpful to have any comment.

BASICS, 112241 – CP – 2003 – 1 – BE – COMENIUS – C21                                 p. 14

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