Skype meeting before LTTA4

My Smart School LTTA 4 Meeting minutes January 16th 2019


A Skype meeting of My Smart School Erasmus+ Project was held online on the 16th January 2019. It began at 1.30 p.m. Central Europe Time and was led by the coordinator for the Italian host school -Istituto Omnicomprensivo “N. Scarano” Trivento-, Michelina Di Rienzo.



Mario Carlucci (ICT Team leader for the Italian partners)

Sara Pasciullo (Teacher of English – Italian Team)

Novella Di Soccio (Teacher of English – Italian Team)

Verica Nikoloska (Assistant coordinator of the Macedonian team)

Ilcho Vitanovski (Team leader for the Macedonian partners)

Katica Taseska (Member of the Macedonian team)

Helena Ramos (Coordinator Portuguese Team, Teacher of English)

Paulo Capela Marques (ICT Team Leader for the Portuguese partners)



Gulistan Aykal Acar (Coordinator of the Turkish partners)

Edyta Slonka (Coordinator of the Polish partners)



1. Lists of participants and Teachers attending the LTTA4 in Italy

2. Hotel Accommodation and necessary documentation

3. Time and place of arrival and departure of partners

4. Transport from/to airport

5. Agenda for LTTA4 in Italy

6. Religious Studies lessons

7. Foreseen budget

8. Europass documents

9. Animoto workshop and extra matters

10. Issue discussed by the partners in the late evening



As for the first point on the agenda, the Macedonian partners sent the application forms of the students involved in LTTA4 in Italy (3 boys and 2 girls), as well as the names of the teachers Ilcho Vitanovski and Katika Taseska, who will take part in the mobility in Italy. They upoladed the same health forms on the Drive.


The Italian partners received the names of the Turkish teachers who are: Gulistan Aykal Acar and Mustafa Yurduseven and the just the number of students by email.


As for the Polish team, they sent by email the names of the teachers Edyta Slonka and Izabella Kaluza, together with the number and gender of the students: 5 girls and 1 boy. The Polish decided to add one more student after asking the host school for permission. Their idea was to involve one more student in the last meeting and pay all expenses for him/her, in case of no availability from host families. The Portuguese and Macedonian partners were asked and agreed to add one extra student each, one student more than the 5 stated in the project.




The coordinator informed all the partners about the folder LTTA_c4 on the Drive, where they can find the health form for students.


Health form for students had been sent to partners by previous email, together with a guideline for the preparation of presentations on the wedding ceremony.



Concerning the second issue on agenda, partners were informed that the host school chose as accommodation a B&B in Trivento, because more comfortable than the farm house that hosted them in TM1. The Macedonian team already asked for a single room for the teacher Katica Taseska and a double room for the teacher Ilcho Vitanovski and the bus driver. The Turkish partners required the reservation of 2 single rooms by email. The attendees were also given information about the prices per night:


-single room 25/30€,

-double room 40/45€,

-triple room 50/55€.


As accommodation doesn’t include breakfast, partners were told that it will be approximately 3-5€/day.



As for the third point in agenda, the coordinator pointed out that in the above mentioned folder LTTA_c4, partners can find a form to fill in with involved teachers’ names, their choice about room accommodation, time/place of arrival and departure and info about the invoices. The deadline for sending the requested information can be half February. The Macedonian team is arriving by ferry+ minivan, while Poland is considering the possibility to arrive on Saturday 23rd with a night stay in Rome. This choice is still a work in progress.


Portugal team would like to arrive in Rome one day in advance, as well, sharing hotel in Rome and transfer from Rome to Trivento together with the Polish team.


The coordinator informed all partners that as soon as the Italian team gets all necessary information about arrival and departure from Portuguese, Polish and Turkish teams, it will arrange the transfer from/to airport.


Point 4 applied the meeting agenda. The meeting will be held in Trivento from 24 to 29 march 2019. The topic will be Religious Studies. A guideline about traditional wedding ceremony was sent to the partners by the host team, but it can be useful to have it again as a reminder. Here are the main points.

  • events that precede the wedding ceremony, like engagement ceremony, delivering male/female dowry, the bachelor party, and so on;
  • traditional (or modern) wedding dress and wedding suit;
  • the choice of the wedding day (some days and months are considered of bad luck for the couple);
  • the choice of the best man and the maid of honour;
  • the way the bride and the groom meet at church;
  • Ceremony at church: the wedding vows, like the exchange of the wedding rings, some ritual sentences or ritual acts;
  • Reception ceremony: flowers, traditional food, presents for the married couple, dances and so on…

As it was pointed out by the Macedonian coordinator, all teams are required to have 2 presentations on the subject of the meeting, in this case about the wedding ceremony, so far as stated in our project and thus following the style of the previous LTTAs. All partners agreed.

Attendees were acquainted that Powtoon is not always convenient for the changeable conditions of its use, so the coordinator suggested Google Slides as free tools offered by Google. Anyway, it was confirmed what stated in the mail sent before the meeting: everyone is free to choose the ICT tool he/she prefers. Portuguese partners told they will use Powtoon.


It was said that each presentation should last 5-8 minutes, and 15 minutes is the time estimated for the uploading and/or any possible trouble due to Internet connection. When possible, presentations can be sent in advance.


Partners were also asked to collect info and pictures about the religious calendar in their own country, connected with festivals and traditional food. Such a store will be useful while working on the same subject during the meeting in Italy.


The Polish team have already made a very nice video on religious subject, available for partners on Facebook and WhatsApp. It will be shown again during the meeting working days.


Concerning the ICT tools that are going to be used during the working session, the host team proposed Google Slides, Adobe Spark and Google Meet. The last one is a new tool and Mario Carlucci, the Italian ICT teacher, is still exploring it and evaluating how useful it can be inside our meeting. The use of this ICT tool is to be confirmed.


MyPaint or Pinta working session will be included in the agenda as requested by the project.


Regarding the „Cultural awareness day”, it was said that the Italian team would be glad to organize a visit to the Vatican Museum in Rome. Unluckily no feedback from the Museum was available, due to the fact that booking will be possible only 60 days before. The foreseen expenses for Rome, including transfer, museum tickets and lunch will be about 60/70 euros per person.

In conclusion, the meeting agenda should be ready by the first/second week of February and partners will be sent by email.



The coordinator let everyone know that the foreseen expenses list is still under construction, owing to some missing information so, as soon as the host school has all details about participants, it will prepare a more detailed list that will be sent by email.



Regarding Europass for LTTA4, each team will be sent the contents from Italy soon after the agenda. Infos about former mobilities Europass documents were asked and everyone was informed that Macedonia and Italy got the issuing number from their National Agency, while Portugal still haven’t got good news.



In order to have all steps of our project completed, the Portuguese team was asked to send partners the meeting minutes held some days before the LTTA 3 in Portugal, provided with screenshots, together with a report of the nice experience we had in the Agrupamento de Escolas do Forte da Casa between the end of October and the beginning of November 2018.


The Italian coordinator called the attention on the Animoto workshop and let the partners know that the Italian school is going to complete the mentioned workshop in the next weeks, as they want to involve students from the Junior High School as well. The Macedonian team and the Polish team have already done it. Portuguese and Turkish were invited to have the workshop or to upload pictures and link.


One more point was brought to the attention of the partners: The Dissemination Register on the Drive. Polish and Macedonian team have already filled in the excel sheet with all the dissemination actions they have been engaged so far; Italy is going to complete his work. Portuguese and Turkish are invited to start.



10. The issue discussed among the partners by WhatsApp and emails in the late afternoon.


The Italian coordinator feels the need to apologize because she did not address a topic of high importance during the meeting.


The matter was the possibility to host an extra student. The request came from the Polish and Portuguese partners who agreed to pay for the accommodation in case there weren’t any available families to host their student. The Italian teachers started working and looking for extra families in December, but they were unsuccessful.


So the solution could be to have the extra student hosted at the B&B, together with the teachers. An estimated budget was proposed by email that very afternoon. The Polish coordinator, as stated in the email previously sent to all partners, and after a WhatsApp conversation with the host school coordinator, agreed on involving 1 extra student, charging the student’s expenses on them. The host team was glad to have one more student involved.


The Macedonian team did not agree with this solution as well as the Portuguese team.


In conclusion there will be 1 extra student from Poland and 5 students involved by each of the other teams, as stated in the project.


Trivento, 20 January 2019

Coordinator of the project

Michelina Di Rienzo