Present:
Maxine Berg (MB), Hanna Hodacs (HH), Felicia Gottmann (FG), Chris Nierstrasz (CN),
Anna Guszcza (AG)
Apologies:
Meike Fellinger (MF)
I.
Overview of the reporting requirements
1.
AG outlined the requirements for the scientific reporting: a) Scientific reports to be prepared by the Principal Investigator: MB, but input and support from the project team is expected b) c)
1st report due 30 Oct 2012 and 2nd report due 30 Oct 2014 (final report).
Scientific report should include:
 Executive summary
 Project objectives for the reporting period
 Work progress and achievements during the reporting period
 Publishable summary
 If applicable, changes communicated to beneficiary
 Scientific papers (published or submitted), presentations, papers etc
The document explaining the details of the reporting requirements (“REPORTING REQUIREMENTS”) was d) distributed.
2.
AG explained the guidelines for the financial record keeping: a) Each single expense item (invoice) has to be recorded b) Details such as value, description and justification of the expense, related notes, documents need to be provided for each expense item
3.
Actions: a) AG to keep comprehensive record of all expenses b) AG to prepare an online form for recording expenses details and the repository space for uploading project publications c) Each of the project members to provide expenses details by inserting required data into the online form or emailing directly to AG. d) Each of the research members of the project to provide electronic copies of the publications, presentations, meeting reports etc, by uploading them to the online repository site or by emailing them to AG.
II.
Project website
1.
AG summarized the ideas for the development of the project website: a) enriching the look of the website by adding project related pictures

b) providing the content for the “News” page c) providing the content for the new “Teaching” page: study modules, announcements, study materials, d) e) handbooks etc
Creating new page with the project related database
Creating the online (Intranet) calendar to keep track of the conference trips , study trips, leaves etc of the project members
2.
Actions: a) Postdocs to email pictures with the descriptions to AG b) AG to clarify the copyrights issues c) Postdocs to gather material for database:
 FG to prepare the archive list
 CN to prepare the list of quantitative data
 HH to prepare the list of the resources online d) AG to prepare the online intranet calendar e) Everybody to provide the input for the “News” page. AG to request MB for material. f) FG to prepare the report on the Hanco Jurgens seminar
III.
Literature reviews
MB requested to write the literature reviews; the summaries of the “state of the art” of the specific subject areas.
Action:
Each of the postdocs to prepare the literature review by the end of the summer term (30 June); up to 5000 words
IV.
Conference on material Culture and east India Trade, 1-2 July
1.
MB presented the progress in the conference organization
2.
FG informed that the workload had been divided among the team members:
 HH dealing with the invitations to suggested participants from Sweden
 CN dealing with the invitations to suggested participants from the Netherlands
 FG dealing with the invitations to suggested participants from France
 Helen dealing with the invitations to suggested local (UK) participants
3.
Actions: a) AG to ask Helen to forward all conference related correspondence to her
V.
Reports on the research progress and future research plans
1.
Due to the time constraints, the research work progress and plans for the future will be discussed during individual meetings with MB (CN and FG on Wednesday’ 16 March)
2.
Hard copies of the individual reports were distributed
VI.
Any other business:
1.
AG to arrange business cards for FG, HH, CN
VII.
Date of the next project meeting
Thursday 5 th May, 1.00 p.m.-3.00 p.m.