M K O

JCN
FIRST PARTNER MEETING
Florence (IT), 10-11-12 December 2012
MINUTES OF THE KICK OFF MEETING
1
AGENDA OF THE MEETING
Day 1
Timetable of Monday 10 December 2012: 14.00 – 18.00
Time
1
2
3
4
5
6
14.00 14.10
14.10-14.25
14.25-14.40
14.40-14.55
14.55-15.10
15.10-15.25
15.25-15.55
16.10 8 16.40
What
Who
Welcome of Participants and Adoption of the agenda
Presentation of Ministry of Justice Mecklenburg-Western Pomerania (JM MV)
Presentation of Pixel
Presentation of Tallin prison
Presentation Ministry of Justice, Finland
Presentation of the Irish Probation Service (IPS)
Pixel
JM MV
Pixel
Tallinn Prison
MoJ Finland
IPS
Coffee Break
Introduction to the project context and background
Presentation of drafts workstream 0: project book, management plan, work plan,
9 16.40-17.40 monitoring plan financial management
10 17.40-18.00 Constitution of the steering committee
JM MV
Pixel
JM MV
Day 2
Timetable Tuesday 11 December 2012: 9.00 – 18.00
11 9.00-9.45
12 9.45-10.30
10.30-11.00
11.00 13 11.45
Presentation and analysis of Workstream 1: Working out the common basis
Presentation and discussion of the calendar of the activities and of the models and forms
to be used to produce the expected outputs and deliverables
JM MV
Presentation and analysis of Workstream 2: Comparison
Presentation and discussion of the calendar of the activities and of the models and forms
to be used to produce the expected outputs and deliverables
MoJ Finland
Tallinn Prison
JM MV
MoJ Finland
Tallin Prison
Coffee break
Presentation and analysis of Workstream 3: Analysis
Presentation and discussion of the calendar of the activities and of the models and forms
to be used to produce the expected outputs and deliverables
14 11.45-12.30 Presentation and analysis of Workstream 4: Model and Standards
Presentation and discussion calendar of the activities and of the models and forms to be
2
IPS
JM MV
used to produce the expected outputs and deliverables
12.30-14.00 Lunch Break
15 14.00-14.45 Presentation and analysis of Workstream 5: Transfer by Final Conference
Presentation and discussion of the calendar of the activities and of the models and forms
to be used to produce the expected outputs and deliverables
16 14.45-15.30 Presentation and analysis of Dissemination and Exploitation activities, Part 1
Presentation of Website and Logo
Reports of the steering committee
Final project report
Internal newsletter via CEP
External newsletter, Establishing an editorial team
Press articles in relevant academic joumals and publications
Lectures, attending professional conferences
Dissemination materials, flyer, brochures
Report Final conference: including general report and list of the participants
Publishing of workshops results: minutes, reports and agreed papers
JM MV
Pixel, JM MV
15.30-16.00 Coffee Break
17 16.00-17.00 Presentation and analysis of Dissemination and Exploitation activities, Part 2
18 17.00-17.15 Presentation of the University of Greifswald (EMAU)
EMAU
17.15 Workstream 0: Presentation and Analysis of the evaluation activities, especially quality plan
19 18.00
How will the internal evaluation work?
Presentation of evaluation templates
Analysis of partial evaluation reports
Final evaluation reports
Day 3
Timetable Wednesday 12 December 2012: 9.00 – 13.00
9.00 -10.30
10.30-11.00
11.00-12.30
12.30-13.00
Contractual issues, Definition of the partner's role
Pixel, JM MV
Coffee Break
Financial management , Project timetable, any other business
Meeting evaluation, Good bye
3
JM MV, all
all
LIST OF PARTICIPANTS
Name and Surname
Institution
Rait Kuuse
Viktoria Tinnuri
Taavi Kruus
Pille Tunger
Eneli Vensel
Elina Ruuskanen
Kirsti Kuivajärvi
Frau Tanja Klee
Herr Jörg Jesse
Frau Grit-Christin Ladwig
Frau Agnete Mauruschat
Frau Barbara Hansen
Frieder Dünkel
Ethel Gavin
Gerry McNally
Tony Hickey
Elisabetta Delle Donne
Antonio Giordano
Andrea Peraldo
The Prison of Tallinn (ES)
The Prison of Tallinn (ES)
The Prison of Tallinn (ES)
The Prison of Tallinn (ES)
The Prison of Tallinn (ES)
Ministry of Justice (FI)
Ministry of Justice (FI)
Justizministerium Mecklenburg-Vorpommern (GE)
Justizministerium Mecklenburg-Vorpommern (GE)
Justizministerium Mecklenburg-Vorpommern (GE)
Justizministerium Mecklenburg-Vorpommern (GE)
Justizministerium Mecklenburg-Vorpommern (GE)
University of Greifswald (GE)
Irish Probation Service (IE)
Irish Probation Service (IE)
Irish Probation Service (IE)
Pixel (IT)
Pixel (IT)
Pixel (IT)
4
DEADLINES AND
ACTIONS
AGENDA ITEM
1. Welcoming of participants and Adoption of the agenda
Elisabetta Delle Donne (Pixel, IT) welcomes all of the project partners to Florence and
thanks them for coming to the meeting. Elisabetta introduces the meeting and describes
the practicalities of the two days.
Elisabetta introduces the Meeting Agenda and asks the partners if they have any remark
or modification proposals. No amendments to the Agenda are needed and therefore the
Agenda is adopted by all partners.
2. Presentation of Ministry of Justice Mecklenburg-Western Pomerania (JMMV)
Herr Jörg Jesse (JMMV, GE) presents the Ministry of Justice Mecklenburg-Western
Pomerania.
The Department of the Ministry of Justice Mecklenburg-Western Pomerania is responsible
for prison and probation services, offender management and pretentions of clemency.
Five Prisons and one in 2011 newly established Regional Office for Offender Management
Services (Lastar) with 4 external probation offices are under its administrative and
technical supervision. The Department 2 is also in charge for the security of the forensic
clinics. These are in responsibility of the Ministry of Social Affairs. The Department 2‘s
conceptual work follows two main goals: Firstly the enhancement of society’s’ security and
safety of society shall be achieved through the reduction of re-offending. This is done by
safe accommodation and targeted and precise treatment of prisoners. For this reason the
probation service is also engaged in the prisoners’ assessments and the beginning and the
end of detention. The treatment of dangerous offenders is continuously intensified. Two
socio therapeutic facilities for adults and juveniles help reduce recidivism. Secondly
specialized prisons with economic sizes are to be developed. The prison service has over
780 staff, thereof 12 lawyers and higher administration service, 27 psychologists and 30
social workers and 607 prison officers.
3 Presentation of Pixel
Elisabetta Delle Donne (Pixel, IT) presents Pixel. Pixel is an international education and
training organization with a specific expertise in European cooperation and project
management. Pixel was established in Florence (Italy) in 1999, has a permanent staff of 15
people and a network of about 100 external professionals and trainers that cooperate
with them on specific activities. Pixel has significant experience in the following areas:
support and consultancy in the field of European cooperation, as well as project planning
and project management; organization of international mobility Initiatives; organization of
international conferences In the field of education and training; direct submission as
promoter or coordinator of European Projects. 90 European projects were successfully
carried out to date by Pixel. Some of the European programmes that funded the projects
in which Pixel was and is involved are: Socrates ODL; Socrates Minerva, Socrates
Grundtvig, Socrates Lingua, eLearning, Leonardo da Vinci, Lifelong Learning (Sub
5
Programmes: Comenius, Erasmus, Leonardo da Vinci, Grundtvig and Transversal
Programme). Pixel has developed cooperative agreements and partnerships throughout
Europe with over 400 institutions. Pixel’s European partners are: ministries, universities,
schools, regions, provinces, municipalities, training institutions, research centres, cultural
institutions, schools, hospitals etc. in 30 different European countries. Pixel is engaged in
a constant improvement in the quality of training and consulting services performed.
Obtained the quality certification according to UNI EN ISO 9001:2000. Pixel is also
accredited as a teachers’ in-service training agency by the Ministry of Education and by the
Tuscany County Council.
4 Presentation of the Tallin Prison
Rait Kuuse (Tallin Prison, ES) presents the Tallin Prison.
The Department of Prisons in the Ministry of Justice is the administrative management
unit of the prison system with its principal duty of managing, enhancing and supervising
work in prisons. Tallinn Prison, as other three prisons in Estonia, is directly supervised by
the department. Tallinn Prison is a regional prison, which serves the northern and western
part of Estonia. Tallinn Prison is currently the largest prison in Estonia and is located in the
city of Tallinn on the site of the former prisoner-of-war camp that operated between 1944
and 1949 and renovated afterwards. The history of prison starts from 1919 and this year
93rd anniversary was celebrated. Preparations are currently being made for the
construction of a new Tallinn Prison. In the structure of Tallinn prison are, since 2008
emerging process, two probation departments supervising round 3500 probationers,
which is approximately half of the total number of probationers in Estonia. Probation
officers are dealing with implementation of wide palette of community sanctions and
measures from pre-sentence reports to parole orders. Prison is managed by a director
who is appointed to the position for five years term by the Minister of Justice. There are
600 workers in Tallinn prison (of whom 372 are prison officers and round 100 probation
officers) are active in 14 departments of the prison. There are on every day basis round
1190 inmates serving their sentence in the prison, round 450 of whom are remand
prisoners. Inmates can obtain basic and secondary education, and learn the trades of
woodwork, construction, electrical maintenance and gardening. Inmates work in the
prison’s kitchen and laundry, carry out repairs and renovation work and are employed in
other workshops.
5 Presentation of the Ministry of Justice, Finland
Kirsti Kuivajärvi and Elina Ruuskanen (Ministry of Justice, FI) present the Ministry of Justice
of Finland.
The Ministry of Justice maintains and develops the legal order and legal safeguards and
oversees the structures of democracy and the fundamental rights of citizens. The Ministry
is responsible for the drafting of the most important laws, the functioning of the judicial
system and the enforcement of sentences. The Minister of Justice is Head of the Finnish
Ministry of Justice. The Permanent Secretary assists the Minister in leading and developing
the activities of the Ministry, the strategic planning and the management by performance
of the administrative sector of the Ministry and the management by results of the
Ministry. The Ministry of Justice has a Law Drafting Department, a Department of Judicial
Administration and a Criminal Policy Department. The Ministry of Justice aims at an open,
active and safe society where people can be confident that their rights will be respected.
6
As part of the Government the Ministry of Justice lays down guidelines for legal policy,
develops statute policy and directs its administrative sector.
6 Presentation of the Irish Probation Service
Gerry McNally (Irish Probation Service, IE) presents the Probation Service.
The Probation Service is an agency of the Department of Justice and Equality. It is the lead
agency in the assessment and management of adult and child offenders subject to
community sanctions and supervision in the community.
The Probation Service has over 400 staff, including 280 Probation Officers, in more than
forty locations nationwide. The Probation Service provides assessment reports,
supervision in the community, community service, post-custody supervision for adult and
young offenders before Courts. Probation Service personnel also works in IPS prisons and
places of detention to rehabilitate offenders, reduce re-offending and facilitate their
resettlement and re-integration on discharge from custody. The Probation Service is
responsible for the assessment and supervision of almost 9,000 offenders in the
community on any day and works with a further 1,600 in custody.
The Probation Service works closely with the Irish Prison Service, An Garda Síochána and
other agencies of the criminal justice system in Ireland and other jurisdictions and other
relevant public bodies such as the Health Service Executive (HSE), Vocational Education
Committees, Local Authorities as well as the voluntary and community sector. The
Department of Justice and Equality, through the Probation Service, provides funding to
almost 60 community based organisations for actions supporting the work of the Service.
All partners presentations will be made available onto the project website at the Meetings
> Documents section.
7 Presentation of the University of Greifswald
Frieder Dünkel presents the University of Greifswald.
The University of Greifswald covers all classic faculties and studies. The partner is head of
the Department of Criminology, which is attached to the Faculty of Law and Business
Administration. The University was founded in 1456 and has about 12,500 students
(2012), of them about 1,500 in Law.
8 Introduction to the project context and background
Herr Jörg Jess (JMMV, GE) describes the main context the project refers to.
The project is based on the observation that the risk of re-offending is high and that an
effective resettlement can assist the prevention of further offending. There is a need to
share, learn and develop best practices for better outcomes. The main beneficiaries of this
“sharing knowledge” are: the prisoners leaving custody, the communities and the criminal
justice system.
The Project refers directly to the Stockholm Programme by exchanging best practices and
refers to the European Prison Rules on the release of sentenced prisoners. For this reason
the project intends to establish a "community of best practices" to enhance services and
develop new initiatives and to build a wide network of all concerned with the
management of high risk offenders across Europe. This network will contribute to the
7
evolution of a European identity and shared resource.
The project has the aim to integrate existing informal links, expertise and best practice
through shared learning, improved best practice among partners and a strong network.
The main objectives are:
 the creation of a European network and database for best practice of transition
management of prisoners leaving custody with a focus on high risk offenders;
 the development of Minimum standards and of a model for the handling of (high
risk) offenders;
 the establishing of a whole system of integration.
The presentation of the project is integrated by Elisabetta Delle Donne (Pixel, IT), who
describes its technical aspects.
The project JCN Justice Cooperation Network, European treatment and Transition
Management of High Risk Offenders, is funded by the European Commission in the
framework of the Criminal Justice Programme.
The pro ect ob ective is to develop a European network and database or best practice o
transition management of prisoners leaving custody with a focus on high risk o enders.
This includes the development o minimum standards and of a model for the handling o
high risk o enders in the shape o a modular system to establish a whole system
integration that ensures the continuity o approach towards the o ender.
The project is organized in 5 main activities:
 Development of a common and mutual understanding o de initions in the ield o
high risk o enders and transition management.
 Comparison of existing systems o transition management. The intention is to
identi y national programmes and elements o transition management systems
which are common among partners and those which are di erent.
 Analysis of the existing elements and programmes in the partner countries. n this
basis it can be established in how ar the programmes and elements are capable
to ensure the desired continuity o treatment in theory and practice best
practices .
 Development o a model or the handling o high risk o enders in the shape o a
modular system which ensures the desired continuity. Minimum standards shall
be elaborated, which are necessary to underpin an integrated system, based on
modules identified in developing a model.
 Sharing of the findings of the project with States beyond the project partners. This
includes all EU Member and candidate States. The final conference will be the
primary vehicle to disseminate findings of the project and to make them available
for all interests across Europe.
The expected results include:
 Organization of transnational workshops in Germany, Estonia, Finland, Ireland. 40
participants and experts will attend each of the workshops. The workshops,
organized in the partner countries, will have the aim to:
- Workshop 1 (Tallinn, Estonia): to assess the state of the art on the
existing national services - prison, probation, etc- in the field of high
8
risk offenders and transition management
- Workshop 2 (Dublin, Ireland): to compare existing systems of
transition management in the partner countries.
- Workshop 3 (Helsinki, Finland): to identify best practice.
- Workshop 4 (Schwerin, Germany): to develop a model for handling
high risk offenders, the model will take the form of a modular
strategy.

Report entitled “Common Understanding o Terms and De initions” on the topic o
high risk offenders and transition management. The report will be available in all
of the partner’s languages and also in French.

Report entitled “Transnational Comparative Analysis o Transition Management
Strategies”. The report will be available in all of the partner’s languages and also in
French.

Report entitled “Best Practice Strategies and Programmes or dealing with high
risk offenders and for the desired continuity of treatment as well as for transition
management”. The report will be available in all o the partner’s languages and
also in French.

Model for handling high risk offenders. The Model will be available in all of the
partner’s languages and also in French.

Document identifying Standards and indicators as integration to the Model for
handling high risk offenders developed. The document will be available in all of
the partner’s languages and also in French.

Final Conference to present the JCN project results.

Availability of the JCN web that will collect all o the pro ect’s results
9 Presentation of Workstream 0: project book, management plan, workplan, monitoring
plan financial management
Elisabetta Delle Donne of Pixel presents Workstream 0 that is organized in the following
activities:
0.A: Planning and Organization
The tasks to be carried out in the framework of Workstream 0. A are:
 0.A.2: Participation in Partners/Steering Committee Meetings
 0.A.5: Progress Activities Reports
 0.A.6: Yearly Activities Reports
The templates that will be used are:
 Form for the production of in progress activities report
 Guidelines for writing the Yearly Activity Report
The expected results by each partner are:
9
Pixel has provided:
 Project Book
 Management Plan
 Project WorkPlan
 Reports of the steering committee meetings (including this one)
Each partner will have to produce:
 In progress Project Activities Reports
 Yearly Activity reports
As far as task 0.A.2, Participation in Partners /Steering Committee Meetings is concerned,
after a joint discussion the project partners propose possible dates for the next meetings
to be further confirmed. These dates are agreed and accepted by all the project partners.
The next meetings will be organized as it follows:
 13 March 2013: Estonia
 12 June 2013: Ireland
 30 October 2014: Finland
 2 April 2014: Germany
 3 September 2014: Germany.
Each of the meetings will be followed by a national workshop as described in the following
workstreams.
13 March 2013
All partners
Second meeting in
Estonia
12 June 2013
All partners
Third meeting in
Ireland
30 Oct 2013
All partners
Fourth meeting in
Finland
2 Apr 2014
All partners
Fifth meeting in
Germany
3 Sept 2014
All partners
Final conference
As far as task 0.A.5, Progress Activities Reports is concerned, Elisabetta Delle Donne fully
explains the project partners how to fill in the online In Progress Activities Report, which
Every 3 months
has to be produced and updated by each partner every 3 months.
All partners
In progress Activities
Report
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of the
Workstream 0.A Project Planning and Organization. After a joint discussion, it is decided
15 Sept 2013
that:
 The Yearly Activities will be produced by 15 September 2013 and 30 October 2014. All partners
0.B: Financial Management
The activities related to Workstream 0. B are related to the production of:
 First Financial Report
 Second Financial Report
 Third Financial Report
The templates and Guidelines that will be used are contained in the:
 Manual for the Project Financial Management
The expected results by each partner are:
Pixel will provide:
 Financial Manual
Each partner will have to produce:
 Yearly Financial Reports
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of
10
Yearly Activities
Report
30 Oct 2014
All partners
Yearly Activities
Report
Workstream 0.B. Financial Management. After a joint discussion, it is decided that:
 the First Financial Report will be produced in June 2013
 the Second Financial Report will be produced in September 2013
 the Third Financial Report will be produced in October 2014.
0.C: Dissemination
The activities related to Workstream 0. C are:
 0.C.3) Publication of internal newsletters
 0.C.4) Publication of external newsletters
 0.C.5) Publication of press articles on relevant academic journals
 0.C.6) Speeches about the project in relevant conferences
 0.C.9) Yearly Dissemination Reports
 0.C.10) Final Conference
The templates that will be used are:
 0.C.9) Guidelines for writing the Yearly Dissemination Report
The expected results by each partner are:
 Project brochure (revision of texts produced by Pixel, translation in the national
language, printing)
 Reports on Workshops
 Publication of the Internal/External Newsletter
 Publication of press articles
 Production of Yearly Dissemination Report
 Report on the Final Conference
It follows a joint discussion focusing on the following themes: the production and the
language of the internal and external newsletter; the deadlines for the production of press
articles; the number of speeches to be guaranteed; the involvement of associated
partners; the production of project brochures.
After this joint discussion, it is decided that:
 the internal newsletters will be under the responsibility of each partner which will
produce it in its own national language;
 the external newsletters will be produced by a team composed by the German and
the Irish partners;
 every partner has to guarantee at least one speech per year about the project in
relevant conferences;
With reference to the involvement of associated partners, it is decided that:
 no deadline is fixed: the involvement of associated partners will follow the natural
development of the project;
 no official form for the involvement of associated partners will be produced or
used;
 the only proof of the involvement of associated partners will be represented by a
specific section of the Yearly Dissemination Report.
With reference to the project brochures, it is decided that:
11
30 June 2013
All partners
First Financial Report
30 Sept 2013
All partners
Second Financial
Report
30 Oct 2014
All partners
Third Financial
Report





Pixel will send each partner the English version of the brochure;
each partner will check it and propose integrations and corrections;
each partner will have to translate the brochure in national languages;
each partner will have to send the translated version to Pixel;
Pixel will have to produce the graphic layout of the brochures for all languages of
the project partners.
Elisabetta Delle Donne (Pixel, IT) proposes the deadlines to be respected in the framework
of Workstream 0.D. Dissemination.
After a joint discussion, it is decided that:
 the internal newsletter will be produced every 4 months;
 the external newsletter will be produced every 2 months;
 the publication of press articles on relevant academic journals will be guaranteed
by September 2013 and October 2014;
 each partner has to guarantee at least one speech per year about the project in
relevant conferences;
 a copy of the newsletters, press articles, speeches have to be sent to Pixel within
the related deadlines (i.e., every 2, 4 months, etc.);
 the Yearly Dissemination will be produced by October 2014;
 the Final Conference will be held in October 2014.
0.D: Evaluation
The activities related to Workstream 0. D are:
 Quality Plan
 Evaluation Forms
 Progress Evaluation Reports
 Final Evaluation Report
The expected results to be produced by the University of Greifswald are:
 Quality Plan
 Evaluation Templates
 Progress Evaluation Reports
 Final Evaluation Reports
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of
Workstream 0.D.Evaluation. After a joint discussion, it is decided that:
 The Quality Plan, together with the related evaluation templates, will be produced
by the University of Greifswald by February 2013;
 the Progress Evaluation Reports will be produced by the University of Greifswald
by June 2013 and October 2013;
 the Final Evaluation Report will be produced by October 2014.
10 Constitution of the steering committee
All project partners contribute to the constitution of the steering committee. After a joint
discussion, it is decided that:
 the steering committee is composed by a reference person for each of the
partners ;
 the steering committee will get together on the first day of each of the planned
12
Every 4 months
st
(1 deadline: Feb
2013)
All partners
Internal newsletter
Every 2 months
Justizministerium
Mecklenburg
Vorpommern/ Irish
Probation Service
External newsletter
Sept 2013/ Oct 2014
All partners
Publication of press
articles on relevant
academic journals
Sept 2013/ Oct 2014
All partners
Speech about the
project in relevant
conferences
October 2014
All partners
Yearly Dissemination
Report
October 2014
All partners
Final Conference
Feb 2012
University of
Greifswald
Quality Plan and
Evaluation Templates
June 2013-Oct 2013
University of
Greifswald
Progress Evaluation
Reports
Oct 2014
University of
Greifswald
Final Evaluation
Report

meetings for the workshops;
the last session of the steering committee will be held on the occasion of the Final
Conference.
The steering committee is composed as it follows:
Rait Kuuse: Prison of Tallinn
Kirsti Kuivajärvi: Ministry of Justice
Herr Jörg Jesse: Justizministerium Mecklenburg-Vorpommern
Frieder Dünkel: University of Greifswald
Irish Probation Service: Gerry McNally
Elisabetta Delle Donne: Pixel
11 Presentation and analysis of Workstream 1: Working out the common basis
The activities related to Workstream 1 are:
 1.A) Organization of Internal National Meetings and production of related
Minutes; ;
 1.B) Organization of a Transnational Workshop (Estonia) and production of the
Workshop Report;
 1.C) Draft Report entitled Common Understanding of Terms and
Definitions;
 1.D) Production of the final version of the Report;
 1.G) Translation into the national language of the Report;
 1.I) Uploading of the Workshop Report and of the Report on the project
web site
The templates that will be used are:
 1.A) Guidelines for the production of the Minutes of the National
Meetings
 1.B) Guidelines for the production of the Workshop Reports
 1.D) Template for the production of the Report
The Prison of Tallinn (ES) will provide:
 Report on the Workshop
 Draft version of the Report entitled Common Understanding of Terms and
Definitions
 Final version of the Report entitled Common Understanding of Terms and
Definitions
Each partner will have to produce:
 Minutes of the National Meeting;
 Translation in national languages of the Report entitled Common Understanding of
Terms and Definitions
 Pixel will upload the final version and the translations of the Report on the project
portal
Elisabetta Delle Donne (Pixel, IT) presents a template for the production of the internal
meetings. Also a template for the production of Workshop Reports is presented by
13
Elisabetta Delle Donne. Both templates are analyzed and discussed by all partners. After a
few adjustments, they are adopted by all partners.
Rait Kuuse (The Prison of Tallinn, ES) proposes to send a workshop agenda to all the
partners in order to receive their feedbacks. In addition, all the partners have to send the
number of participants to the partner which organizes the workshop. Both proposals are
approved by the other partners.
Frieder Dünkel (University of Greifswald, GE) presents a questionnaires all the project
partners have to fill in. The main objective is to underline a common basis among all the
different project partners. After a joint discussion of the questionnaire, this is adopted by
the project partners.
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of
“Workstream 1 Working Out the Common Basis”. After a joint discussion, it is decided
that:
 the Internal National Meetings will be held by 28 February 2013, the related
Minutes will be produced by the end of February.
 the Transnational Workshop will be held on 13-16 March 2013;
 the Report of the Transnational Workshop will be produced by 30 March;
 the Report entitled Common Understanding of Terms and Definitions will be
produced by 30 April 2013
 the Translation of the Report will be made by 15 May 2013, the Irish partner will
carry out a language assessment of the original report in English.
12 Presentation and analysis of Workstream 2: Comparison
The activities related to Workstream 2 are:
 2.A) Organization of Internal National Meetings and production of related
Minutes;
 2.B) Organization of a Transnational Workshop (Ireland) and production of the
Workshop Report;
 2.C) Draft Report entitled Transnational Comparative Analysis of
Transition Management Strategies
 2.G) Production of the final version of the Report
 2.H) Translation into the national language of the Report
 2.I) Uploading of the Workshop Report and of the Report on the project
web site
The templates that will be used are:
 1.A) Guidelines for the production of the Minutes of National Meetings
 1.B) Guidelines for the production of the Workshop Reports
 1.D) Template for the production of the Report
Irish Probation Service (IE) will provide:
 Report on the Workshop
 Draft version of the Report entitled Report entitled Transnational Comparative
Analysis of Transition Management Strategies
 Final version of the Report entitled Transnational Comparative Analysis of
14
28 Feb 2013
All partners
Production of
Minutes of Internal
Meetings
13-16 March 2013
All partners
st
1 Transnational
Workshop
30 March 2013
The Prison of Tallinn
Report on the
workshop
30 Apr 2013
The Prison of Tallinn
Production of the
Report entitled
“Common
Understanding of
Terms and
Definitions”
15 May 2013
All partners
Translation of the
Report and Language
Check
Transition Management Strategies
Each partner will have to produce:
 Minutes of the National Meeting;
 Translation in national languages of the Report entitled Transnational Comparative
Analysis of Transition Management Strategies
30 May 2013
 Pixel will upload the final version and the translations of the Report on the project All partners
portal
Production of
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of the
workstream 2. D. After a joint discussion, it is decided that:
 the Internal National Meetings will be held by 30 May 2013, the related Minutes
will be produced by the end of May.
 the Transnational Workshop will be held on 12-15 June 2013
 the Report of the Transnational Workshop will be produced by 30 June;
 the Report entitled Transnational Comparative Analysis of Transition Management
Strategies will be produced by 31 July 2013
 the Translation of the Report will be made by 15 September 2013
13 Presentation and analysis of Workstream 3: Analysis
The activities related to Workstream 3 are:
 3.A) Organization of Internal National Meetings and production of related
Minutes;
 3.B) Organization of a Transnational Workshop (Finland) and production of the
Workshop Report;
 3.C) Draft Report entitled Best Practice Strategies and Programmes for
dealing with high risk offenders and for the desired continuity of v
treatment as well as for transition management
 3.G) Production of the final version of the Report
 3.H) Translation into the national language of the Report
 3.I) Uploading of the Workshop Report and of the Report on the project
web site
The templates that will be used are:
 1.A) Guidelines for the production of the Minutes of National Meetings
 1.B) Guidelines for the production of the Workshop Reports
 1.D) Template for the production of the Report
Ministry of Justice of Finland (FI) will provide:
 Report on the Workshop
 Draft version of the Report entitled Best Practice Strategies and Programmes for
dealing with high risk offenders and for the desired continuity of treatment as well
as for transition management
 Final version of the Report entitled Report entitled Best Practice Strategies and
Programmes for dealing with high risk offenders and for the desired continuity of
treatment as well as for transition management
Each partner will have to produce:
15
Minutes of Internal
Meetings
12-15 June 2013
All partners
nd
2 Transnational
Workshop
30 June 2013
Irish Probation
Service
Report on the
workshop
31 July 2013
Irish Probation
Service
Production of the
Report entitled
“Transnational
Comparative Analysis
of Transition
Management
Strategies”
15 Sept 2013
All partners
Translation of the
Report



Minutes of the National Meeting;
Translation in national languages of the Report entitled Best Practice Strategies
and Programmes for dealing with high risk offenders and for the desired continuity
of v treatment as well as for transition management
Pixel will upload the final version and the translations of the Report on the project
portal
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of the
workstream 3. D. After a joint discussion, it is decided that:
 the Internal National Meetings will be held by 30 September 2013, the related
Minutes will be produced by the end of September.
 the Transnational Workshop will be held on 30 October – 2 November 2013
 the Report of the Transnational Workshop will be produced by 30 November;
 the Report entitled Best Practice Strategies and Programmes for dealing with high
risk offenders and for the desired continuity of v treatment as well as for transition
management will be produced by 31 December 2013
 the Translation of the Report will be made by 31 January 2014
14 Presentation and analysis of Workstream 4: Model and Standards
The activities related to Workstream 4 are:






4.A) Organization of Internal National Meetings and production of related
Minutes;
4.B) Organization of a Transnational Workshop (Germany) and production of the
Workshop Report;
4.E) Development of a Model for handling high risk offenders
4.F) Production of a document identifying Standards and indicators as
an integration to the model developed
4.I) Translation into the national language of the Model and the
Standards
4.M) Publication of the results on the web site
The templates that will be used are:
 1.A) Guidelines for the production of the Minutes of National Meetings
 1.B) Guidelines for the production of the Workshop Reports
Each partner will have to produce:
 Minutes of the National Meeting;
 Translation in national language of the Model for handling high risk offenders
 Translation in national language of the Document identifying Standards and
indicators as an integration to the model developed
 Pixel will upload the final version and the translations of the Model and the
Document on the project portal
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of the
workstream 4. After a joint discussion, it is decided that:

the Internal National Meetings will be held by 28 February 2014, the related
16
30 Sept 2013
All partners
Production of
Minutes of Internal
Meetings
30 Oct – 2 Nov 2013
All partners
rd
3 Transnational
Meeting
30 Nov 2013
Ministry of Justice
Fin
Report on the
workshop
31 Dec 2013
Ministry of Justice
Fin
Production of the
Report entitled “Best
Practice Strategies
and Programmes for
dealing with high risk
offenders and for the
desired continuity of
v treatment as well
as for transition
management”
31 Jan 2014
All partners
Translation of the
Report and language
check






28 Feb 2014
Minutes will be produced by the end of February.
All partners
the Transnational Workshop will be held on 2-5 April 2014
Internal Meetings
the Report of the Transnational Workshop will be produced by 30 April;
2-5 Apr 2014
the Model for handling high risk offenders will be produced by 15 May 2014;
All partners
th
the Document identifying Standards and indicators will be produced by 15 May 4 Transnational
Workshop
2014;
15 May 2014
the Translation of the Model will be made by 30 June 2014
Justizministerium
Mecklenburgthe Translation of the Document will be made by 30 June 2014
15 Presentation and analysis of Workstream 5: Transfer by Final Conference
The activities related to Workstream 5 are:



5.A) Organization of Internal National Meetings and production of related
Minutes;
5.B) Development of the contents of the CDs to be distributed to the
Conference participants
5.C) Organization of the Final Conference (Germany) and production of the
Conference Report
Justizministerium Mecklenburg-Vorpommern will provide:
- 400 CD2 printed to be distributed to the Conference participants
- Publication of Conference Report
Vorpommern
Production of the
Model for handling
high risk offenders
15 May 2014
Justizministerium
MecklenburgVorpommern
Production of the
Document identifying
Standards and
indicators
30 June 2014
All partners
Translation of the
Model and the
Document
Each partner will have to produce:
 Minutes of the National Meeting;
 Translation in national languages of the Conference Report;
 Pixel will upload the final version and the translations of the Report on the project
portal
Elisabetta Delle Donne proposes the deadlines to be respected in the framework of the
30 Aug 20144
workstream 5. After a joint discussion, it is decided that:
All partners


The Internal National Meetings will be held by 30 August 2014;
the Final Conference will be held on 4-5 September 2014
16 Presentation and analysis of Dissemination and Exploitation activities
Elisabetta Delle Donne (Pixel, IT) presents the draft version of the project portal and the
project website.
The project web site is to be used for project management purposes by all of the partners.
Elisabetta Delle Donne asks the partners the authorization to upload the descriptions of
their institution. Partners accept and those who did not insert all the information have to
send them to Pixel by 20 December 2012. This information will be password protected. A
link to the website of each partner institution will be uploaded in the section which
preceding the login.
The draft version of the web site is accepted by all partners.
17
Internal Meetings
4-5 Sept 2014
All partners
Final Conference
Both drafts of project web site and project portal are approved by the project partners.
Elisabetta Delle Donne proposes the deadlines to be respected. After a joint discussion, it
is decided that:


the project web site will be available online by the first half of January 2013;
the project portal will be available online by the first half of February 2013.
19 Contractual issues, Definition of the partner’s role
Tanja Klee (JMMV, DE) presents the draft of the contract. Each partner is invited to check
it and to send the missing information to the project promoter, Ministry of Justice
Mecklenburg-Western Pomerania in order to complete it. This contract integrates the one
each partner has signed with the European Commission. The role of each partner is
defined in the Calendar of activities (and in the extract of the calendar) which will be
attached to the contract.
20 Financial management, Project timetable, any other business
The Project Administrative and Financial Manual produced by Pixel is distributed to all
partners. The Manual also contains the official Guidelines produced by the EACEA. The
Manual produced will be uploaded on the pro ect’s web site will be made available onto
the project website at the Meetings > Documents section
General remarks
 Eligible costs should be: directly connected with the carrying out of the approved
activities on the basis of the work plan, necessary for performance of action,
reasonable in accordance with economy and efficiency principles, actually
incurred by partners and recorded in their accounts, identifiable and verifiable,
made during pro ect’s li e and con orm to the rules set out in the Financial and
Administrative Manual of the funding program.
 The following costs are always not eligible: costs related opening and operating
bank accounts, debts services charges, exchange losses, expenditure that is
already funded by other Community sources, excessive expenditure, and
expenditure of the substitution of staff who participate in the project, fines,
financial amendments and legal costs.
 In order to justify expenditure partners should fill in the Financial Report Form and
enclose or the required documents.
Types of costs
 Staff. Staff Cost can include personnel having either a permanent contemporary
employment contract with the project partner as well as and personnel recruited
through an external agency. In order to calculate the staff costs, different types of
personnel are classified in 4 categories: Managers; Teachers and Trainers;
Technical staff; Administrative staff. For each category there is a maximum daily
cost which changes from country to country. Staff daily costs cannot exceed the
maximum rate for the relevant country. Any surplus is considered ineligible. Staff
costs should be justified using:
- Time cards
- Pay slips
18
15 Jan 2013
Pixel
Availability of the
project web site
15 Feb 2013
Pixel
Availability of the
project portal
- Employment contracts
- Bank statements of payments made
- Declaration of method of calculation

Travel. Travel costs are admissible only if they are directly connected to specific
and clearly identifiable project related activities. Partners are required to choose
the cheapest mean of travel, where this is not the case a full explanation should
be provided.

Subsistence costs. Subsistence costs include Accommodation, Meals, and Local
travels. Subsistence costs are admissible as long as they are necessary and
reasonable and do not exceed the maximum daily amount per person in the
destination country.

Subcontracting. Expenditure made to an external organization who is not a
member of the partnership that carried out a specific and limited project activity,
must be included in the “Sub-contracting” cost category. Sub-contracting activities
may include translation, interpreting, and printing services, carried out by external
organizations who are not members of the project partnership. This expenditure is
only admissible when the personnel of the partner organizations do not possess
the necessary skills to carry out the activity in question.
All details are included in the Manual for Financial Management produced by Pixel. It is
however underlined that the Official Project Management Guide enclosed is the one
related to the Daphne Programme as the one for the Justice Programme is not available
yet. As soon as the Project Management Guide of the Justice Programme will be available,
all partners will be informed and it will be published on the JCN project web site.
22 Meeting closure and evaluation
There are no further matters for discussion.
Jörg Jesse (JMMV, GE) declares that the meeting has been very positive in terms of quality
of the partnership who has both the expertise and experience to successfully carry out the
project activities, Jörg Jesse (JMMV, GE) underlines the commitment expressed as well as
the motivation of all project partners to reach the goals of the projects.
Elisabetta Delle Donne (Pixel, IT) also thanks all participants for the attending and reminds
them the next meeting in Tallinn and asks each partner to fill in the meeting evaluation
form.
Evaluation of Partners’ Meeting
The evaluation o partners’ meetings was based on the use o questionnaires created by
Pixel to evaluate the organization, management and results of each meeting. The aspects
that were evaluated by the pro ect’s partners included: the in ormation provided before
the meeting; facilities available for the meeting; technical equipment; the agenda of the
meeting; the material distributed; the time management; the working atmosphere; the
19
level of participation; the results reached etc.
The graph below illustrates how the project partners evaluated the kick off meeting
The average evaluation of the meeting is an excellent 8.7 /10.
The information distributed before the meeting and the technical equipment available
receive a score between 7.3 to 7.6 , these slightly lower score are probably due to the fact
that being a kick off meeting the preparatory information never seem to be enough and
usually there is a further improvement of this score, that is already quite good anyway, for
the preparation of the second meeting. The technical facilities were those made available
at the hotel where the meeting was held and because there were over twenty
participants connecting at the same time, this may have been slightly slow the WiFi
connection.
The participants evaluated very highly the meeting secretariat (8.4/10) the reception at
the meeting (9.0 / 10), the planning of the meeting (8.5 / 10), the material distributed
(9.2 / 10), the time management (9.1 / 10), time availability (9.3 / 10) and the working
atmosphere (9.4 / 10). Also the general meeting management (9.3 / 10) obtained positive
marks and comments.
20
A key element in a transnational meeting is the level of participation and active
contribution to the discussion from all actors. This aspect obtained a very positive score
(8.8 / 10) also confirmed by the high evaluation of the level of satisfaction for answers
received to everyone’s doubts 8.8 / 10).
The consistency of the reached results received a very good score (9.0 / 10), so as the
consistency between the results achieved and the initial objectives (8.8 / 10). Finally, in
order to support the dialogue and the reciprocal knowledge among the participants, social
events have been organised (a walking tour of the city and dinners downtown the city),
obtaining a positive mark (9.4 / 10).
Overall, this meeting was a success. Among the elements which were appreciated the
most: “The good organization and the pleasant atmosphere for work”, those are the key
aspects to guarantee the success of a meeting. Furthermore a successful kick-off meeting
represents the best starting point for a positive carrying out and exploitation of a
European project.
21