When joining EURO-3C, the first step is to identify your role in the project, including your Work Package and Task involvement, so you can contact the correct persons.

You will be added by your company colleague and automatically added by the support team to the relevant communication channels, including the EURO-3C mailing lists, Element rooms and the Nextcloud Workspace.

You should also review the latest meeting minutes, action points and available project documentation related to your activities.

For questions related to technical activities, your first contact should be your Task Leader or WP Leader. For administrative questions, contact the project management team. For communication, dissemination, publications or events, contact WP8.

The appropriate contact depends on the topic.

Questions related to technical content should be addressed to the relevant Task Leader or WP Leader.

Questions related to deliverables should be discussed with the deliverable leader and WP Leader.

Administrative and financial questions should be addressed to the project management team.

Questions related to communication, dissemination activities, publications, events or social media should be addressed to WP8.

Tool access issues should be reported through the Technical Support channel in Element.

Mailing list issues and new contacts should be addressed to contact-info@euro-3c.eu

EURO-3C uses different tools depending on the purpose.

Email and mailing lists are used for official communication, deadlines, formal requests and decisions.

Element is used for daily collaboration, discussions and quick coordination between partners.

The Nextcloud Workspace is the official repository for project documents, including deliverables, meeting material, templates and reports.

The EuresTools Reporter is used to monitor project activity efforts and the Dissemination Tracker is used to report all dissemination outputs.

Your EURO-3C Matrix account is created by the Eurescom IT team. You will receive an invitation email containing your username, temporary password and instructions to activate your account.

To connect for the first time, download Element for desktop or mobile, select “Sign In”, choose “Edit the Homeserver”, enter matrix.euro-3c.eu and log in using the credentials provided in your invitation email.

If the rooms do not appear immediately after login, restart your Element application or resynchronise your Matrix client.

Contact contact-info@euro-3c.eu if you have questions or cannot access the platform.

First check your spam or junk folder. If you still cannot find the invitation, verify that your correct project email address has been provided to the EURO-3C team.

If the issue remains unresolved, contact the IT support team or request assistance through the Technical Support room once you have access.

The EURO-3C Element platform includes several predefined rooms.

The Technical Support room is dedicated exclusively to technical issues related to Matrix/Element, Nextcloud, EuresTools Reporter, Dissemination Tracker and other project platforms.

The General room is an open discussion space where consortium members can exchange information, discuss events and share project-related topics.

The Announcements room is a read-only channel used by project management and administrators to share important information, requests and official announcements.

Each Work Package from WP1 to WP8 has its own dedicated room for WP coordination, technical discussions and task-related exchanges.

Closed meeting rooms are available by invitation only, depending on your Governance Model role: WP9, Technical Board, Project Management Unit, Communication Board and Impact Creation Office.

No. Partners should join only the Work Package rooms relevant to their activities and responsibilities. Joining unnecessary rooms may create excessive notifications and make communication less efficient.

Element should be used for discussions, coordination, questions and quick exchanges between partners, but it is not compulsory and is proposed as a facilitator for communication purposes.

Email should remain the official channel for formal communication, approvals, deadlines and important decisions. Important decisions should always be confirmed through the appropriate official project process and should not rely only on informal chat discussions.

The EURO-3C Workspace is the official document repository for the project. It contains project documents, deliverables, meeting presentations, minutes, templates, administrative information and communication material.

Partners should always use the official Workspace version when preparing or sharing project documents.

Access rights are managed through user groups following the Governance Model structure.

Every consortium member should be assigned to the “EURO-3C All” group, which provides access to the general project folders:

00_Participants
01_Meetings
02_Work Packages (WP1, WP2, … WP9)
04_Technical Board (TB)
05_Impact Creation Office (ICO)
09_Deliverables
10_Visual Identity (logos, templates)
11_FAQ
12_Proposal & Pre KO space
13_Communication Coordination Board (CBB)

Additional groups are assigned when a person needs access to specific restricted folders depending on their role:

03_Project Management Office (PMO)
06_Legal Financial
07_Project Strategic Unit (PSU)
08_External Advisory Board (EAB)

Contact contact-info@euro-3c.eu. An administrator will review your access rights and assign the required group if needed.

Yes, all members can view, edit and delete all files. This restriction may be reviewed in the future depending on project needs and working practices.

To request access for a new consortium member, first update the Participant and Mailing List Management file located in the 00_Participants > Mailing Lists folder of the EURO-3C Workspace.

Add the new colleague’s details to the appropriate table and highlight the newly added row in yellow so it can be easily identified.

Once the file has been updated, send a request to contact-info@eurescom.eu indicating that a new user has been added to the tracking file.

The request should include the colleague’s full name, organisation, email address, required Work Package(s) or group access, and any mailing lists they should be added to.

The EURESCOM IT Team and Management Support Team review and process new account and access requests twice per week. Once processed, the new user will receive the necessary account information and invitations to access the relevant EURO-3C tools and communication channels.

The tracking file is available in the 00_Participants > Mailing Lists folder of the EURO-3C Workspace.

If you need to be added to or removed from a EURO-3C mailing list, first update the Participant and Mailing List Management file located in 00_Participants > Mailing Lists.

Clearly indicate the requested change and highlight the updated row in yellow so it can be easily identified by the administrators.

Once the file has been updated, send a notification to contact-info@euro-3c.eu. The EURESCOM IT Team reviews and processes mailing list updates twice per week. Once processed, your mailing list subscriptions will be updated accordingly.

EURO-3C uses dedicated mailing lists for consortium-wide communication, Work Packages, Tasks, governance bodies and specific project activities. The complete overview of available mailing lists is maintained in the 00_Participants > Mailing Lists folder of the EURO-3C Workspace.

To ensure consistency across the consortium, all additions, removals and modifications to mailing list memberships must first be recorded in the Participant and Mailing List Management file before notifying contact-info@euro-3c.eu.

This centralised process ensures that mailing lists, Workspace access rights and participant records remain synchronised throughout the project.

The project management team should be informed when a person leaves the project or changes responsibilities. Please contact contact-info@euro-3c.eu and update the tracking file available in the 00_Participants > Mailing Lists folder of the EURO-3C Workspace.

Access rights, mailing lists and Workspace permissions should then be reviewed to ensure that the correct people receive information and restricted documents remain protected.

EURO-3C meetings take place at different levels, including project-level meetings, Work Package meetings and Task meetings.

Project-level meetings are coordinated by the project management team. WP meetings are organised by WP Leaders, while Task Leaders organise meetings when specific technical coordination is required.

You can view the planned meetings in the 01_Meetings folder > Meetings calendar.

Meeting organisers or designated participants prepare minutes summarising discussions, decisions and action points.

Action points should clearly identify the responsible person and the expected deadline.

Formal decisions should be recorded through official project documentation. Discussions in Element alone should not be considered formal decisions.

A Task Leader coordinates the activities within their Task. This includes organising discussions when needed, collecting partner contributions, coordinating progress, identifying risks, supporting deliverables and reporting progress to the WP Leader.

The Task Leader is also responsible for reviewing the effort entered by partners for their Task in the Reporter and validating it quarterly. If deviations are identified, they should inform the WP Leader.

Reporter: https://ws.eurescom.eu/

All partners are expected to participate actively and professionally in Work Package and Task meetings. Meetings are collaborative working sessions intended to build a common understanding of the project’s vision, objectives and technical approach, establish priorities, monitor progress and support decision-making.

Partners should attend meetings fully prepared, having reviewed the agenda and any supporting material in advance. Active participation is encouraged through constructive comments, actionable proposals and technical contributions. Feedback should be concise, relevant and focused on helping the consortium reach practical solutions.

To ensure productive meetings, the following principles should be respected:

Be fully present and avoid distractions during the meeting.

Allow one conversation at a time and avoid side discussions so all participants can follow the discussion.

Speak clearly, briefly and stay focused on the agenda.

Clearly distinguish whether a discussion is intended to inform, discuss or reach a decision.

Practise active listening and provide constructive, solution-oriented feedback.

Respect the time allocated to each agenda item to ensure all planned topics can be covered.

Work Package and Task meetings should aim to establish a common understanding of priorities, coordinate ongoing activities and strengthen collaboration across organisations and technical domains. They also provide an opportunity for new consortium members to integrate into the wider EURO-3C community.

Each meeting should result in clear Minutes of Meeting (MoM) including decisions taken, action points, responsible persons and deadlines. Action points should be reviewed at the beginning of the following meeting to monitor progress and ensure continuity.

Where appropriate and agreed by participants, meetings may be recorded to support the onboarding of new staff members. However, each beneficiary remains responsible for onboarding its own personnel and ensuring that new team members become familiar with the project documentation, procedures and previous discussions.

Each deliverable has a deliverable leader responsible for coordinating preparation and submission.

The deliverable leader prepares the document structure, collects contributions from partners, coordinates internal reviews, integrates comments and ensures the final version is submitted according to the project timeline, which should be clarified by the Management team and in the Handbook D1.1.

All deliverables should be ready for review at least one month before the official deadline, outside of holiday seasons.

All dissemination activities should be recorded in the EURO-3C Dissemination Tracker: https://tracker.eurescom.eu/

Examples include conference participation, scientific publications, workshops, demonstrations, social media activities and media coverage.

If in doubt, partners planning publications or external communication activities should contact WP8 to ensure compliance with project communication rules and proper visibility of EURO-3C results.

Yes, partners can create EURO-3C-related communication material. However, all material should follow the project branding guidelines and use approved logos and templates where applicable.

Partners should inform WP8 about relevant communication opportunities, publications, events or announcements so they can be coordinated and amplified through project channels and reported to the EuresTools Tracker: https://tracker.eurescom.eu/

For communication opportunities, events, publications, social media visibility, website news or project promotion, contact WP8.

WP8 can support partners by providing guidance on communication formats, visibility opportunities and dissemination channels.

No. The General Assembly consists of one representative from each Party to the Consortium Agreement. An Affiliated Entity does not automatically become a General Assembly Member solely because it is affiliated with a beneficiary. See Section 6.3 of the Grant Agreement.

If an Affiliated Entity formally joins the Consortium Agreement as a Party, it will have its own General Assembly representative. Otherwise, it is represented through the Party to which it is affiliated.

The Dissemination Tracker is used to record and monitor dissemination and communication activities carried out by EURO-3C partners.

Partners should use it to report activities such as conference papers, presentations, posters, keynotes, tutorials, booths, events, responses to requests, interviews and other dissemination activities related to the project.

The information recorded in the tracker allows the General Assembly to have an overview of partners’ activities and the Communication and Management teams to monitor project activities, support dissemination, follow up on publications and make sure relevant results are properly reported.

As soon as you know that a dissemination activity is planned, you should create an entry in the tracker.

For any planned publication of EURO-3C Results, the final version of the planned publication must be notified in writing to the other Parties at least 30 calendar days before the planned publication submission date, in accordance with Section 8.4.1 of the Consortium Agreement. The General Assembly then has 20 calendar days from receipt of the written notice to raise a justified objection.

You do not need to wait until the activity has taken place or until a paper has been published. Planned activities should already be recorded so that the consortium and Communication team have visibility of what is coming. You can return to the entry later and update it as the activity progresses.

Go to the Dissemination Tracker and select “Add new”. You then select the type of dissemination activity you are reporting and complete the relevant information requested by the tool.

Please review the Dissemination Tracker for more support: https://workspace.euro-3c.eu/apps/files/files/8454?dir=/11_FAQ&openfile=true

If the activity you want to report is not available as an option, please contact the Communication team so that we can assess whether a new activity type should be added.

You should report dissemination activities related to EURO-3C, including, for example:

Conference contributions

Conference papers or proceedings

Presentations

Posters

Keynotes

Tutorials

Conference booths or stands

Participation in relevant events

Responses to external requests

Other dissemination activities related to the project

The tracker includes different activity types. If you are unsure which one to select, choose the closest option or contact the Communication team.

You should list all authors involved in the dissemination activity. For EURO-3C partners, you can select the relevant people directly from the available list in the tracker.

If an author is not part of the project, you can add their name and email address if needed for verification. The external author’s contact information is not public.

You are not required to provide the details of external authors if doing so would be unnecessarily difficult, but including their names is recommended so that proper credit can be given.

No.

The confidentiality level determines whether the dissemination item can be made visible on the EURO-3C website.

Select Public when the information can be publicly displayed.

Select Non-public when the information should not be publicly displayed, for example because it contains confidential information, relates to a patent, or otherwise needs to remain internal.

When in doubt, select the appropriate confidentiality level based on the information you are submitting and contact the Communication team if you are unsure.

No.

Marking an item as Public means that it is eligible to be made visible publicly. Its publication status also matters.

For example, a conference paper can be marked as public while it is still in draft or under review. It will not be displayed on the website until the publication status allows it.

A publication will be made visible on the website once it has reached the appropriate publication status.

For example:

Planned: it will not appear publicly

Draft: it will not appear publicly

Submitted/under review: it will not appear publicly

Rejected: it will not appear publicly

Accepted/published/completed, as applicable: it can be made visible, provided it is also classified as public.

This means that partners can safely enter planned or draft publications in the tracker without them automatically appearing on the website.

You should update the publication status in the tracker to Rejected.

The entry will remain recorded for monitoring purposes but will not be displayed publicly on the website.

Update the publication status accordingly and complete the remaining publication information as soon as it becomes available.

In particular, provide the DOI once it has been assigned.

If the publication does not have a DOI through the publisher, there may be alternative options for making the publication available.

For example, institutional repositories or recognised open-access repositories may provide a DOI.

EURO-3C can also make use of the project’s Zenodo repository where appropriate.

If you cannot obtain a DOI through the normal publication route, contact the Communication team to discuss the appropriate solution.

For a published paper, please complete all relevant publication information requested by the tracker.

This includes, where applicable:

Publication title

Authors

DOI

Publication status

Open access type

Download/publication link

Abstract

Other bibliographic information requested by the tool

The abstract is compulsory.

Tutorials and presentations should also be recorded in the Dissemination Tracker.

For example, if you give a tutorial about EURO-3C at your university or another relevant organisation, create an entry and provide the relevant information.

You can mark the activity as Planned when it is upcoming and Completed once it has taken place.

You do not need to provide a DOI or publication-specific information for a tutorial.

You should still report the relevant EURO-3C dissemination activity if you are presenting the project, giving a keynote, displaying a poster, operating a booth/stand, responding to a request, or carrying out another relevant dissemination activity.

The tracker is not limited to publications.

If you have a EURO-3C booth or stand at an event, record it as the appropriate event or exhibition activity in the tracker.

The activity can initially be marked as Planned and should be updated to Completed once the booth has actually taken place.

You should still record it.

Select the appropriate activity type, such as presentation or keynote, and provide the relevant information.

The same applies to posters and other forms of conference contribution.

Contact the Communication team or support team. If there is a type of EURO-3C dissemination activity that is not currently covered by the tracker, we can assess it and add a suitable category if needed.

They serve two different purposes.

The confidentiality level determines whether the information is allowed to be made public.

The publication status indicates where the activity or publication currently stands, for example planned, draft, accepted, completed or rejected.

Both are important. For example, a conference paper can be marked Public but still be Draft. In that case, it will not be displayed publicly until it reaches the appropriate publication status.

Once you create a dissemination item, it remains available in the tracker so that you can review and update it later.

The first notification is sent to the General Assembly and Communication Coordination Board. This gives them visibility of the planned activity and allows them to take any necessary action.

In many cases, no immediate action will be required. However, the Communication team may follow up if additional information or communication material would be useful.

Yes.

The system can automatically send a reminder after the relevant activity date so that you can return to the entry and update it.

The reminder is intended to prompt you to provide the final information, such as:

Final status

DOI

Publication link

Recordings

Photos

Presentation materials

Other communication material

The exact timing of the automatic reminder will be defined by the project, around 45 days after the end date.

Update the publication status to Rejected.

The publication will not appear on the public EURO-3C website, but keeping the entry in the tracker is useful for monitoring and reporting purposes.

Yes.

You can return to the dissemination item at any time and update the information as the activity progresses.

This is particularly important for planned publications and events, as information such as the publication status, DOI, links, photos and other materials may only become available later.

Please add the relevant links or information to the dissemination item once they become available.

Photos, recordings, presentations and other suitable material can be particularly useful for the WP8 team when preparing website content, news, social media posts, newsletters and other EURO-3C communication materials.