Bylaws – Projects
EUPRERA members continuously have the opportunity to submit new projects. Proposals are evaluated by the Board of Directors (BoD). Once a proposal is approved, the EUPRERA member becomes a project leader.
The project leaders create, innovate, lead and participate in projects and invite new members to join or propose new projects.
The BoD is supported by project leaders, making suggestions to feed the process by being eye openers between external and internal networks (Knowledge Application).
All members can propose a new project to the BoD. The number of project leaders is not fixed and should support the dynamics of EUPRERA. The project leaders should not interfere with operational and formal details.
The project leaders should create, innovate and participate in projects and invite new members to join their projects or propose new projects to the board (to increase the level of commitment from members and the dynamism of the association).
Approval and functioning
In order to be recognised as an EUPRERA project, every proposal needs to attract at least 3 EUPRERA effective members (paying their membership fees regularly) who join and form a project group. One of them will be the project leader.
The EUPRERA board has to approve project proposals and has to approve the promotion of proposals to official projects. Proposals and projects will be announced on the EUPRERA website and the project leader will be able to maintain this information. Projects that have not started within a year after approval of the BoD stand to lose the approval from the BoD.
EUPRERA projects should be collaborative efforts (not projects run by one member and backed by others) which truly use the EUPRERA network to join forces and produce results valuable to the EUPRERA community. During the life of a project, leaders and team members are committed to contribute to the sustenance and promotion of EUPRERA in the course of the activities themselves of the project in at least the following basic provisions:
- inclusion of specific reference to EUPRERA into papers and presentations;
- using the name and graphic identity of EUPRERA into their communication activities to disseminate the project (i.e. social media profiles, webs, press releases, etc.).
Some additional basics annual outcomes can be identified as requirements for consider that a project is active and regularly functioning:
- Publication of at least one paper in international indexed academic journals, or
- one presentation in international scholar or professional congresses, or
- accreditation of at least a submission for obtaining funding in national or international competitive competitions organised by and from public or private institutions (e.g., H2020., Erasmus, competitions of educative agencies or institutions, etc.), or
- implementation of sustainable educative programmes during at least an academic year in the past five years.
In order to facilitate projects, project leaders will have the chance to present their proposals/projects during the annual EUPRERA annual congress (in autumn). Every project proposal and project can be presented with a poster and meetings can be arranged to gather with members who are interested to join.
Project leaders will regularly send an update of the project, using the form provided, once a year, on request of the DPRA (usually mid-September, soon before the EUPRERA annual congress). Project leaders will also align yearly with the DPRA to make sure that all EUPRERA members involved in the project are effective members.
EUPRERA will not usually be able to give financial support to project. Project teams will secure the necessary funding on their own (i.e. by using own resources or acquiring research funding using the capacities of their universities/organisations).
Project teams might also acquire sponsors within the range of the EUPRERA sponsorship policy, meaning that finances will be handled by EUPRERA and resources acquired will be assigned to only this particular project. In the latter case, a 10% handling charge applies for bookkeeping etc. and funds which are still available after a project has been closed or has not been active for two years will go to EUPRERA.
Besides, if finances will be handled by EUPRERA, the following rules apply:
- The project leader is responsible for the expenses related to the budget.
- The project leader proposes yearly to the BoD an overall budget, specifying:
- Incomes: the total figure and the amounts coming from each sponsorship (where there is more than one). If sponsorship contracts are available, they will be presented together with the budget proposal.
- Outflows: the total figure for each year of the project and the specific voices that invoices must refer to (i.e. travelling costs, translations, interviews, data processing…).
- The BoD approves the budget.
- Changes of the budget (for incomes as well as for outflows) during the year may be done by the project leader and have to be approved by the board, that informs the treasurer.
- Invoices are sent by the project leader to the treasurer who will pay if:
- Sponsors already paid their fee. Exceptions, evaluated one by one, may be made with the approval of the president.
- The invoice doesn’t exceed the total amount available in the project account.
- The invoice matches with the voices mentioned in the budget proposal approved by the board.