Minutes 6 April 2010

Learn4Work
Schokland Programme on TVET
Meeting Evaluation Committee
Date: 6 April 2010
Time: 09.30-11.30
Venue: Amersfoort, Edukans Aen den Bergh
Attendees: Arie van Duijn (chair); Hester Pronk; Loes van Tiem; Mutinda Munguti (by
webex); Anneloes van Kuijk (minutes)
Absent: Yemane Kokobe
1. Welcome
Arie opened the meeting at 10.20. Due to technical problems Mutinda was able to
join only later (10.40), Yemane could not be contacted.
2. Update from Edukans coordination
Joske Paumen replaced Hester Pronk during her maternity leave. She set up a
Financial Risk Assessment, analysed all 8 projects and made recommendations to
each partnership on how to improve financial management. Joske will confer with
Hester in April. Special attention to: are projects indeed able to generate their own
contributions? Have projects taken on the recommendations?
All projects submitted a mid-term report on 2009. Conclusions: some partnerships
have difficulties in documenting their progress and results adequately. Schools tend
to focus on results for their own students and teachers. Be alert on how to improve
the quality of education in Africa. And on sustainability of the projects. These issues
will be addressed in the next meeting of the Advisory Committee and in the coming
seminars.
Advisory Committee: it was not possible to call a meeting in September; next meeting
will be in May. Members: Joep Houterman (Nuffic), Frits van der Wal (Ministry of
Foreign Affairs), Marc Westerberg (ROC Landstede), Aart van den Broek (L4W).
New: Sandra Irobi (Young Entrepreneurs for Africa) and Sander Piek (Ministry of
Education).
Evaluation Committee: Karin Kreijkes found a new job and leaves Learn4Work and
the EC. Hester and Aart are looking for someone from a Dutch NGO to replace her.
Report International Seminar 2009: Hester will finalize the report.
3. Update EC members
Karin Kreijkes left the L4W programme.
Arie combined a mission for Cisco to Kenya with a visit to the 3 Kenyan L4W
projects. Some employees were hesitant to talk with him. All in all it was good to
visit the projects: Arie got a clearer image of the projects; and for the Southern
partners it is good to know that the Northern partners are interested in what they do.
Arie will share his information with Maayke Nabuurs.
4. Procedure evaluation of annual reports
L4W has to submit the overall annual report on 2009 to the Ministry of Foreign
Affairs before April 30, 2010. Procedure:
Hester divided the project reports among the EC members: Hester will assess all
reports, the other members will assess 2 reports each (=1 familiar project of which the
proposal was assessed and 1 new project).

The assessments will be send to Hester (deadline19 April?)
The EC will hold a teleconference on the outcomes (20 April?)
Each appraiser will write a report on each project containing:
• The outcome of the EC: approved or disapproved
• Advises and remaining questions from the EC
• Outcome from the Financial Report, including advises resulting from the
Financial Risk Assessment.
• Terms and agreements
Hester will send an official reaction to the partnership leads.
Hester will finalise the overall annual report for the Ministry of Foreign Affairs.
5. Rest fund
The L4W budget still contains about €250.000 for project funding (note that this
requires €500.000 own contribution). L4W will send out a new Call for Proposals
among the partnership leads. Preconditions (in draft):
• the annual report 2009 of the partnership is approved by the EC
• the partnership applies sound financial management
• the partnership follows the general conditions of the Learn4Work programme
• the funds will be used for activities in line with the current project (upscaling
broadening or deepening)
• the funds will be used on activities:
o to link&learn between the L4W projects/partnerships
o to enhance capacity building of the partnership
o to enhance sustainability of the current project
Important is that the extension is either based on a best practice and the partnership is
enough capacitated to implement an extended project, or that the extension is aims at
increased capacity to identify best practices.
Hester will write the new guidelines to be discussed and adopted at the next EC
meeting.
L4W will send out a Call for Proposals deadline 15 June
The EC will assess the project proposals (July).
Implementation may start in September 2010
6. Seminars
Most attendees were positive on the International Seminar in Amsterdam in 2009.
They appreciated the opportunity to meet each other and found most topics
interesting. Part of the attendees sent an evaluation form to Edukans, from which
lessons will be taken onward for future meetings.
Hester proposed that a new meeting be held in The Netherlands in June together with
the Workgroup for Education and Work, installed by the Ministry of Foreign Affairs.
This was approved.
It was agreed that it was a good idea to organise a new International Seminar in
2010: the projects will be in operation for a year by then, so it will be useful to share
results and experiences. The Seminar should have clear objectives and be useful to
the projects.
Themes: sustainability of the projects; effects in the South; synergy.
Venue: Africa: Kenya or Ethiopia (both host 3 L4W projects)? Arie suggested that
the seminar be hosted by the Cisco office in Nairobi. A link may be set up with the
telepresence room in Amsterdam.
Budget: L4W has the same budget as last year (circa €20.000). Accommodation and
catering can be provided; travelling should be on project budgets.

Planning: Loes will check with schools what is convenient regarding school holidays.
Mutinda noted that September and the first half of October are convenient; the
raining season starts mid October.
To be resolved in the next EC meeting.
7. Field visits
Background: in the previous EC meeting the function and status of the EC was
discussed: how can the EC function properly and make informed decisions? It was
suggested to make field visits to the projects. As no funds are available for this in the
Learn4Work budget, additional funds need to be found. Loes has not checked yet for
funding opportunities. Arie: field visits to L4W project can be combined with Cisco
missions and with attending the Seminar in Africa.
Resolved: That field visits be more formalised, including planning and evaluation of
an evaluation mission.
Hester said that Edukans uses the Edukans Assessment Tool to analyse the capacity
of organisations (financing, capacity, human resources, etc). L4W may adopt that.
Hester will send the EAT round.
Task Who Deadline
Financial reports Hester+Joske April 2009
Call meeting AC Anneloes asap
Report int sem
Hester
Assessing annual reports all 16 April
Send round interim reports 2009 Hester
Plan teleconference EC Anneloes asap
Writing outcome EC per project Hester
Write guidelines new call for hester
Before EC meeting
proposal
Notify leads on coming Call hester asap
Check with cisco nairobi+a’dam for Arie
Int Sem
Check with schools for planning Int Loes
Sem
Check funding opportunities field
visits
all
Send round EAT
Share information on field visits to
Kenya with projects
Hester
Arie