Case Study of the Second Impronta Granada Meeting and Poniente Workshop

Description

The Quadruple Helix (QH) model fosters collaboration between four key stakeholders: academia, government, industry, and civil society. The Living Lab methodology allows these groups to cocreate solutions in real-world settings.

UGR County Councils refers to the initiative led by the University of Granada (UGR) under the Erasmus+ ENGAGEgreen project, aiming to foster collaboration between academic researchers, local governments, and community stakeholders. This initiative focuses on addressing regional challenges through cocreated, research-driven solutions. The Second Impronta Granada Meeting is the third pilot event organized by UGR as part of this project, bringing together researchers, policymakers, and local communities to discuss and develop strategies for sustainable development in rural and urban areas

The Poniente Workshop, part of the Second Impronta Granada meeting, serves as a case study of how these two frameworks work together to address regional challenges in the Poniente Granadino region. The event brought together policymakers, academics, local businesses, and citizens working together to identify shared needs, propose solutions, and codesign initiatives for the region’s sustainable development.

In the run-up to the workshop, two online meetings with the UGR County Councils from the Poniente region and other areas were held to identify the key themes that would be presented at the meeting. These discussions helped shape the agenda and guided the workshop’s focus on sustainable development, regional identity, and regional collaboration.

Summary: Key features in a nutshell

• Stakeholders involved: University of Granada (UGR), local governments (Diputación de Granada, municipalities), local businesses, civil society organizations, and citizens
• Objective: To identify common challenges and to cocreate actionable solutions for regional problems related to depopulation, local heritage, tourism, and economic development
• Format: An interactive workshop, with cocreation activities, and panel discussions, building on findings from two preparatory online meetings
• Outcome: Development of practical initiatives such as intergenerational housing, tourism revitalization, integration of local knowledge, and cultural heritage preservation

How does the format work?

The Poniente Workshop followed the Quadruple Helix (QH) model, with active participation from governmental actors, academia, local businesses, and civil society

1. Government: Local councils and the Diputación de Granada provided policy frameworks, funding, and regional development goals.
2. Academia: Experts from the University of Granada (UGR) shared research findings on cultural heritage, socioeconomic development, and sustainable tourism.
3. Civil Society: Organizations like Tierra de Aguas and local communities represented the needs of the population and their vision for the future of the Poniente region.
4. Local Businesses: Entrepreneurs discussed how to connect local products and services to sustainable tourism models and the economic revitalization of the area.

Challenges

• Coordination Complexity: Despite efforts, coordination between stakeholders remains a challenge due to the complexity of local governance structures, funding dynamics, and the differing goals of each actor
• Sustainability: The main challenge lies in maintaining long-term commitment to initiatives as most projects are funded on a short-term basis and lack a continuous funding strategy
• Stakeholder Engagement: The need to engage local businesses and the broader community remains difficult, especially in marginalized areas or regions where public participation is low

Tasks and resources

Scientists

• Tasks
  • Contributing research insights on socioeconomic development, cultural heritage, and sustainable tourism; providing evidence for policymaking
• Required resources
  • Time for fieldwork and data collection
  • Collaboration with local governments to align research with practical solutions
  • Support for disseminating research findings to local stakeholders

Knowledge exchange managers and research managers

• Tasks
  • Organizing stakeholder meetings
  • Disseminating research findings
  • Ensuring communication between academia, government, and civil society
• Required resources
  • Digital platforms (e.g., webinars, forums) to facilitate communication
  • Organizational resources for managing the events and sustaining long-term initiatives

Policymakers

• Tasks
  • Defining regional policy frameworks
  • Providing financial support for local initiatives
  • Ensuring alignment with local and EU development goals
• Required resources
  • Policy expertise and administrative capacity for effective project management
  • Financial support and allocation of resources to ongoing initiatives
  • Time to participate in meetings, workshops, and planning sessions

Examples

1. Living Lab Example:The Poniente Workshop served as a Living Lab where stakeholders codesigned solutions for regional development; projects such as intergenerational housing models and sustainable tourism programs were suggested based on real-world challenges presented during the workshop
2. Research-based example

• Research conducted by the University of Granada (UGR) on cultural heritage preservation informed the creation of strategies for preserving the region’s history while simultaneously boosting local economies
• Academic contributions, such as sociodemographic studies on depopulation, provided the foundation for formulating strategies that directly addressed the region’s challenges.

Sources and further reading

Official coverage of the Second Impronta Granada meeting – University and Territory event: https://improntagranada.es/impronta/ii-impronta-granada-meeting-strengthens-the-university-territory-alliance-in-loja/

Case Study Details

How is the Format Conducted?

• The Poniente Workshop followed a structured format of an interactive session with micropresentations, group work, and panel discussions; prior to the event, two preparatory online meetings helped define key themes, such as sustainable tourism, youth retention, and economic revitalization, which were then discussed in greater depth during the event

Available Resources (Main Tasks)

• Coordination between local councils, researchers, and civil society is key to ensuring sustainability and relevance of the projects
• Research dissemination through the University of Granada (UGR) to share key findings with all stakeholders and design solutions that align with regional needs

What works? What doesn’t? (Lessons learnt)

• What works: The QH model of collaboration was effective in fostering dialogue and co-creation among diverse stakeholders; bringing together a variety of stakeholders with shared interests can lead to effective co-creation of solutions. The Living Lab approach allows for real-time feedback
• What doesn’t work: Coordination remains a challenge, and stakeholder engagement continues to be difficult, especially with local businesses and marginalized groups; besides, ensuring sustainability and long-term engagement from stakeholders is challenging, particularly when there are limited resources

How are the activities evaluated?

• Evaluating the success of the Living Lab requires monitoring stakeholder engagement and the implementation of solutions post-workshop
• Feedback will be gathered through surveys and follow-up workshops to assess the long-term impact of the initiatives launched

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@uni-frankfurt.de

Description – Key features in a nutshell

The UGR County Councils are regional dialogue spaces that connect university staff, local policymakers, civil society actors, and the private sector across Granada’s regions. They foster collaboration to identify local challenges and co-design solutions. Their aim is to align scientific knowledge with regional development needs. They are organised primarily around in-person meetings, while virtual sessions are also held to follow up on the activities of each UGR County Council. The UGR County Councils are new collaborative spaces designed:

• To foster direct connections between the University of Granada (UGR) and the different municipalities and regions within the province of Granada
• To create innovative, sustainable solutions by engaging the university, local governments, businesses, and the public in co-creation processes
• To generate opportunities and transfer scientific, educational, and innovative knowledge that contribute to the transformation and sustainable development of the regions
• To lay the foundations for future Living Labs, testing and applying innovations in public policies and local practices

How does the format work?

The methodology behind the UGR County Councils is based on the Living Lab methodology and follows a collaborative model known as the ‘Quadruple Helix’, bringing together four key stakeholders: the university, the public sector (municipalities’ mayors and governments), businesses, and citizens. The UGR County Councils aim to work closely with local communities to identify local needs related to three main thematic areas: the environmental impact of urban agendas, soil and culture. Besides, one of the UGR County Councils’ objectives is to design solutions for local development through regular meetings, workshops, and hackathons which can be implemented through scientific knowledge, technological innovation, and public policies.

After recruiting our main participants (lecturers, researchers, professors, and technicians from the University of Granada) via Google Form, the first informational meeting about the formation of UGR County Councils was held on 18 December 2024, gathering over 45 participants. The formal launch of the UGR County Councils took place and premiered on 20 January, 2025, as part of the Impronta Granada initiative, the strategic alliance between the University of Granada and the Provincial Council of Granada.

This recruitment process was coordinated by Medialab UGR, the Social Innovation Lab of the University of Granada. The first internal call was launched through a Google Form open to the entire university community between June and July 2024. Once this initial group was engaged, we organised the first informational and training session on the Living Lab methodology on 18 December 2024.

After ensuring that the university community was familiar with the initiative, we updated the Google Form to open participation to the other three helices – citizens, policymakers, and the business sector. University members themselves helped share the form with representatives from their own municipalities. Parallel to this, Medialab UGR, with the support of the Provincial Council of Granada, also sent the form to all municipalities in the province of Granada.

Challenges

• Engagement of local stakeholders. Ensuring active and sustained participation from local businesses, municipalities, and citizens is challenging
• Coordinating diverse interests. Balancing the interests of different groups (university, public sector, businesses, and citizens) while ensuring the project’s goals are met
• Implementation of solutions. Ensuring the co-created solutions are practical and implementable within the local context and effectively integrated into local policies

Tasks and resources

Scientists

Over 80 scientists from the University of Granada have joined the UGR County Council initiative. The registered researchers have different backgrounds and are specialised in more than 20 diverse areas of expertise (ranging from psychology and linguistics to parasitology and ecology), which make the knowledge transfer rich and fruitful.

Key tasks

• Provide scientific expertise and knowledge to help identify local needs and co-create innovative solutions
• Guide collaborative research projects that address regional challenges, particularly within the framework of the “Living Lab” methodology
• Actively participate in the evaluation of proposed solutions and innovations based on scientific validity and local applicability
• Present findings from collaborative efforts at various meetings, workshops, and events, such as the Impronta Granada annual gathering

Knowledge exchange managers and research managers

Key tasks

• Coordination of knowledge transfer by facilitating the transfer of scientific knowledge to local communities
• Ensure active participation from all relevant stakeholders, including municipalities, businesses, and citizens and ensure their needs are met with appropriate knowledge inputs
• Handle logistical arrangements for meetings, workshops, and events, ensuring smooth operations and communication
• Oversee the implementation of collaborative projects between UGR, businesses, and local governments
• Promote participation in the councils through communication strategies such as the social media campaigns
• Collect participant feedback after each session, ensuring that ideas and concerns are communicated effectively to the relevant decision makers

Policymakers

Key tasks

• Contribute to the identification of local needs, leveraging their expertise to align council projects with existing urban agendas and municipal and regional development plans
• Help ensure that the innovative solutions developed through the UGR County Councils are integrated into local governance and policymaking processes.
• Provide institutional support for the projects that emerge from the UGR County Councils
• Engage with local businesses, citizens, and researchers to promote regional collaborations and policy initiatives based on scientific evidence.

Example

The successful implementation of the Living Lab methodology in the 10 different regions constituting the Granada province, where university researchers and local stakeholders work together to design and implement solutions for their municipalities’ needs.

How has the format been implemented?

1. Initial informational session. Held on 18 December 2024, organised by Medialab UGR within the framework of the Impronta Granada initiative, with institutional support from the Vice-Rectorate for Social Innovation, Employability and Entrepreneurship. The meeting was moderated by Medialab UGR staff, who were also responsible for designing and managing the agenda, and brought together 46 participants to discuss the structure, objectives, and methodology behind the creation of the UGR County Councils.
2. Internal structure
   1. Council presidency. Vice-Rectorate for Social Innovation, Employability, and Entrepreneurship.
   2. Council spokesperson. Responsible for leading meetings, ensuring cohesion among stakeholders, and coordinating action implementation. This role could be assumed by a UGR lecturer or staff member.
   3. Dialogue facilitator. When necessary, Medialab UGR experts will facilitate participatory processes, ensuring all actors have a voice and that discussions are productive and balanced.
3. Ongoing Google Form questionnaire. The initial Google Form used to reach the lecturers, professors, researchers, and technicians from the University of Granada has been extended to the other three stakeholders (municipalities’ governments, private sector and citizenship in the region of Granada) accounting currently for over 120 registered participants.
4. Emailing list. Creation of an emailing list per UGR County Council so that the different participants can contact each other.
5. Organisational session. 10 different virtual meetings have been organised so that every UGR County Council participant can meet their counterparts and identify their local needs so as to present them in the formal launch event.
6. Formal launch. The councils met officially on 20 January 2025 during the Impronta Granada event, where all participants were introduced and roles assigned.
7. Additional meetings. Subsequent meetings will be held either in-person or online, depending on local needs and priorities.

Available resources (What are the main tasks?)

1. Coordination: Organising meetings, gathering feedback, and ensuring all stakeholders are informed of developments.
2. Workshops and Living Labs: Facilitating collaborative problem-solving and ideation sessions.
3. Community engagement: Ensuring active participation from local residents, businesses, and governmental bodies. Fostering engagement is considered in the following ways:
   1. Participation certificates;
   2. Continuous training through science-policy based workshops;
   3. Best UGR County Council Award to be delivered at the 2026 Impronta Granada event;
   4. Visibility and dissemination through UGR social media.

What works? What doesn`t? (Lessons learnt)

• What works? Clear communication channels and flexible participation options (online and in-person meetings) have helped engage stakeholders
• What doesn’t? Overreliance on digital platforms for engagement may exclude some community members, especially in rural areas with limited access to technology.

How do you evaluate the activities?

Evaluation will be conducted through continuous feedback loops, including focus groups after each meeting. Success indicators include:

• Number of projects initiated
• Level of satisfaction from participants
• Number of solutions implemented in local policies
• Degree of local economic impact

Sources and further reading

Promotion and dissemination of both the informational meeting and the consolidation of the UGR County Councils:

• UGR County Councils microsite via Impronta Granada website with the profile of the different participants: https://improntagranada.es/campaign/consejoscomarcalesugr/
• UGR County Councils news and informational video within the University of Granada via Medialab UGR: https://medialab.ugr.es/impronta-granada/la-universidad-de-granada-celebra-la-primera-reunion-informativa-sobre-la-constitucion-de-los-consejos-comarcales-ugr/

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@uni-frankfurt.de

A Case Study of the Second Impronta Granada Meeting and Entrepreneurship and Employability Workshop

Description

UGR County Councils refers to the initiative led by the University of Granada (UGR) under the Erasmus+ ENGAGEgreen project, which aims to foster collaboration between academic researchers, local governments, and community stakeholders. This initiative focuses on addressing regional challenges through cocreated, research-driven solutions. The Second Impronta Granada Meeting is the third pilot event organized by UGR as part of this project, bringing together researchers, policymakers, and local communities to discuss and develop strategies for sustainable development in rural and urban areas.

Planning effective follow-up activities is essential to ensuring that the momentum generated by participatory events like the Entrepreneurship and Employability Workshop that took place at the Second Impronta Granada Meeting is sustained and transformed into long-term, actionable outcomes. The UGR County Councils initiative, along with the Second Impronta Granada Meeting, demonstrates how follow-up activities can provide continuous engagement between researchers, local governments, and youth participants to address employment and entrepreneurship challenges in rural regions. Follow-up actions help evaluate the success of proposed solutions and allow for adjustments as the community works together to overcome challenges and build sustainable initiatives.

Summary: Key features in a nutshell

• Objective: To design and implement follow-up activities that maintain engagement with local stakeholders and ensure sustainability in addressing employment and entrepreneurship issues
• Approach:
  • Post-event surveys to evaluate the effectiveness of proposals
  • Ongoing collaboration between UGR researchers, policymakers, and local businesses
  • Visibility of outcomes through digital platforms like the Impronta Granada website
• Outcome: Creation of long-term initiatives that reflect collaborative solutions and tackle local development challenges

How does the format work?

1. Planning post-event engagement: After the  Entrepreneurship and Employability Workshop, the follow-up phase ensures that all stakeholders stay engaged. This can be achieved through feedback loops like surveys and online discussions on platforms such as the Impronta Granada website. Feedback helps refine the solutions discussed during the event and provides participants an opportunity to reflect on the progress made.
2. Collecting feedback and evaluating impact: Post-event surveys and interviews can be used to measure the effectiveness of the proposed solutions. These tools help identify gaps in implementation and areas that require additional attention. For instance, participants could be asked if the entrepreneurship programs presented in the workshop were accessible and if they helped overcome barriers to starting businesses in rural areas.
3. Visibility and continuous engagement: Using digital platforms like the Impronta Granada website, researchers and policymakers can continue the dialogue after the event by updating project progress and sharing outcomes. This transparency keeps the community informed and ensures that everyone is working towards common goals.
4. Sustaining collaboration: Long-term engagement requires regular communication. After the II Encuentro Impronta Granada, stakeholders can continue collaborating through follow-up workshops, networking events, or virtual consultations, where ideas and solutions can be refined using feedback from the initial event.

Challenges

• Sustaining participation: Keeping stakeholders engaged long-term can be difficult due to time constraints, especially for researchers and policymakers who have other responsibilities
• Resource availability: Limited funding and resources can make consistent implementation of follow-up activities challenging
• Managing expectations: Ensuring that stakeholders’ expectations align with what can be realistically achieved in the follow-up phase is crucial to avoiding disillusionment

Tasks and resources

Scientists

• Tasks
  • Support data collection
  • Participate in follow-up workshops
  • Share updates on research progress
• Required resources
  • Time for research dissemination and follow-up consultations

Knowledge exchange managers and research managers

• Tasks
  • Coordinate online feedback.
  • Manage communication platforms
  • Facilitate follow-up events
• Required resources
  • Digital tools (e.g., websites, survey tools)

Policymakers

• Tasks
  • Monitor progress.
  • Allocate resources
  • Ensure that research findings are integrated into policy decisions
• Required resources
  • Financial and administrative support for post-event actions

Examples

1. Impronta Granada website: The Impronta Granada website allowed continuous engagement after the  Entrepreneurship and Employability Workshop where researchers shared updates, progress reports, and new insights, allowing policymakers and businesses could stay informed and involved.
2. Follow-up surveys: After the Second Encuentro Impronta Granada, surveys were used to assess the effectiveness of entrepreneurship programs and youth employment initiatives discussed during the event, with feedback used to refine the proposals and ensure that they met local needs.

Sources and further reading

• Impronta Granada Website – https://improntagranada.es/
• Official coverage of the Second Impronta Granada meeting – University and Regional event: https://improntagranada.es/impronta/ii-impronta-granada-meeting-strengthens-the-university-territory-alliance-in-loja/

Case study details:

How is the format implemented?

Follow-up activities are initiated post-dialogue events to ensure the connection between researchers and policymakers is maintained. For example, after the Second Impronta Granada Meeting, researchers were invited to submit further proposals for collaboration based on the feedback received from policymakers and stakeholders. This ensured that both parties could review and refine their engagements.

Available resources (main tasks):

• Collecting feedback from participants to assess the relevance of research presentations
• Facilitating ongoing dialogue via online platforms like Impronta Granada to track progress
• Organizing further collaborative meetings based on the discussions at the events

What works? What doesn’t? (Lessons Learnt):

What works:

Using structured online platforms such as Impronta Granada to continue discussions beyond events ensures that the momentum of the workshops and discussions is not lost.

What doesn’t work:

It’s challenging to maintain sustained participation by policymakers after the events due to their varying commitments and workloads.

How are the activities evaluated?

The follow-up activities were evaluated using feedback surveys sent to both researchers and policymakers, to gauge how well the research had impacted local policymaking. Follow-up surveys assessed the continuation of collaboration, the implementation of knowledge, and the development of new projects or initiatives inspired by the initial discussions.

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Case Study of the Second Impronta Granada Meeting and Entrepreneurship and Employability Workshop

Description

Organizing dialogue events in capitals or key urban areas requires a structured approach that balances the needs of local stakeholders with the goals of policymakers. These events provide a platform for researchers, businesses, and policymakers to co-create solutions for pressing territorial challenges, ensuring that the voice of the community is heard and considered. This contribution discusses strategies for organizing dialogue events in urban centers and leveraging them to foster inclusive policymaking in the context of entrepreneurship and youth employment.

Summary: Key Features in a Nutshell:

• Objective: To create an effective structure for dialogue events that connect local stakeholders with policymakers to co-create sustainable solutions for employment and entrepreneurship.
• Approach:
  • Clear goals for the event to align academic research with policy priorities.
  • Multi-stakeholder workshops to foster collaborative solutions.
  • Use of interactive tools (e.g., micropresentations, polling, feedback sessions) to ensure active participation.
• Outcome: A transparent and inclusive process where local challenges are addressed through policy-driven solutions that are informed by academic research and local expertise.

How Does the Format Work?

1. Setting Clear Objectives: Before the event, it is essential to define the goals and outcomes expected from the dialogue event. For the Entrepreneurship and Employability Workshop, the goal was to address youth unemployment and promote entrepreneurship in the Poniente Granadino region by involving UGR researchers, local businesses, and policymakers.
2. Interactive Sessions and Workshops: During the event, interactive workshops and micropresentations were organized to encourage real-time feedback. Researchers shared data and insights, while policymakers discussed policy frameworks and how these could be integrated with academic findings to create actionable strategies.
3. Engagement with Local and National Stakeholders: It is important to include both local actors and national policymakers in the discussion. The Entrepreneurship and Employability Workshop in Granada connected local youth and policymakers with national representatives, ensuring that the solutions developed were relevant and feasible at both levels.
4. Post-Event Engagement: Ensuring that the event leads to sustained collaboration is key. Follow-up activities, including workshops and feedback surveys, should be planned to ensure that policymakers and researchers continue to collaborate after the event.

Challenges:

• Managing Expectations: Different stakeholders have different expectations. Policymakers may focus on policy alignment while researchers may prioritize data accuracy. Balancing these priorities requires careful facilitation.
• Sustaining Momentum: Keeping the engagement high after the initial dialogue event requires consistent follow-up, which may be hindered by time constraints or budget limitations.

Tasks and Resources:

Scientists

• Tasks:
  • Present research findings relevant to youth employment and entrepreneurship.
  • Provide data-driven solutions for local development challenges.
  • Engage in workshops and policy discussions.
• Required Resources:
  • Time for research dissemination and participation in events.
  • Communication tools for presenting research data and engaging with stakeholders.

Knowledge exchange managers and research managers

• Tasks
  • Facilitate interactive workshops and ensure researcher-policymaker interaction.
  • Organize feedback loops and ensure ongoing communication post-event.
• Required Resources:
  • Digital platforms for research dissemination and ongoing feedback.
  • Logistical support for organizing sessions and ensuring active participation.

Policymakers

• Tasks:
  • Integrate research findings into local policies and allocate resources to support research-driven initiatives.
  • Ensure long-term collaboration between researchers and local communities.
• Required Resources:
  • Policy expertise to interpret research data and incorporate it into decision-making.
  • Financial resources for post-event actions and implementation.

Examples

UGR County Councils refers to the initiative led by the University of Granada (UGR) under the ENGAGEgreen project, aiming to foster collaboration between academic researchers, local governments, and community stakeholders. This initiative focuses on addressing territorial challenges through co-created, research-driven solutions. The Second Impronta Granada Meeting is the third pilot event organized by UGR as part of this project, bringing together researchers, policymakers, and local communities to discuss and develop strategies for sustainable development in rural and urban areas.

The Entrepreneurship and Employability Workshop, which took place at the Second Impronta Granada meeting, successfully organized multi-stakeholder dialogues in an urban setting, enabling researchers, policymakers, and youth participants to collaborate in addressing employment and entrepreneurship challenges. The event’s interactive workshops helped align research with local policy, paving the way for further collaboration.

Sources and Further Reading

• Official coverage of the Second Impronta Granada meeting – University and Territory event: https://improntagranada.es/impronta/ii-impronta-granada-meeting-strengthens-the-university-territory-alliance-in-loja/

Case Study Details

How is the Format Conducted

Dialogue events in capitals, such as the Second Impronta Granada Meeting in Loja, combine workshops, networking sessions, and presentations. These events are organized with a mix of in-person and virtual participation to ensure accessibility for a broader audience. The inclusion of policymakers, researchers, and stakeholders from civil society allows for multi-dimensional dialogue on issues such as climate change, urban development, and social innovation.

For this event, an innovative dialogue event was held, where a combination of physical and virtual formats allowed for maximum participation from stakeholders. Researchers from the University of Granada and other partner universities participated by showcasing their work in thematic workshops. The event included a series of discussions, policy briefs, and presentations, as well as the important inclusion of local policymakers through the Impronta Granada platform, which bridges the gap between the academic community and decision-makers.

Available Resources (Main Tasks)

• Securing venues in capital cities for large-scale meetings.
• Coordinating with stakeholders from local and regional governments, universities, and research institutes.
• Using online platforms such as Impronta Granada to promote dialogue and share research outcomes with a wider audience.

What Works? What Doesn’t? (Lessons Learnt)

What works:

The hybrid event format (in-person + online) allowed for wide participation and dynamic interaction. Micropresentations were particularly successful in translating research data into actionable policy recommendations.

What doesn’t work:

Sustaining momentum after the event remains challenging, particularly in ensuring long-term involvement from policymakers who face competing priorities. Additionally, ensuring equal participation across all sectors, especially among local businesses, can be difficult in regions with fewer resources.

How Do You Evaluate the Activities:

To evaluate the effectiveness of the dialogue events, surveys were distributed to all participants to assess their satisfaction with the format, content, and overall engagement. Key indicators such as the number of new collaborations formed, and the implementation of research insights into local policies, were also tracked to assess long-term impact.

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Key features in a nutshell

• The Policy Fellowship Programmes of the Rhine-Main-Universities Darmstadt, Frankfurt, and Mainz allow policymaking professionals from regional and federal ministries, the European Commission and international organisations, NGOs, as well as journalists to visit the Rhine-Main-Universities to conduct meetings with scientists.
• The initiatives aim at providing practitioners with scientific expertise on the policy issues they are dealing with while the researchers learn about policy perspectives on their research topics.
• Record: 210 policymaking professionals have conducted about 2,800 meetings with about 730 scientists since 2016.

How does the format work?

The Rhine-Main Universities – an alliance of  Technical University Darmstadt, Goethe University Frankfurt, and Johannes Gutenberg University Mainz – promote dialogue between scientists from various disciplines and policymakers via face-to-face meetings. The Rhine-Main Universities have established three dialogue programmes: The Mercator Science-Policy Fellowship Programme, the Science Meets Regions Fellowship, and the ENGAGE Policy Fellowship.

These programmes follow a very similar structure: The Rhine-Main Universities circulate calls for applications to hundreds of policymaking institutions, civil society organisations and media in Germany and abroad.

When applying to our programmes, policymaking professionals must elaborate on their need for academic expertise in motivation letters. Also, they have to provide a list of questions they would like to discuss with our scientists. Once accepted into the programmes, each policymaking professional receives a comprehensive list of researchers with whom they can meet. The policymaking professionals provide feedback on the list. The policy engagement unit at Frankfurt University schedules the meetings between the scientists and the policymaking professionals.

Each fellowship cohort conducts joint visits to the Frankfurt/Rhine-Main area twice during their fellowship, and each policymaker has meetings with approximately eight researchers during each visit. If the policy fellow needs scientific expertise in the future, they will have a network of 16 researchers they have already met and whom they can approach. Likewise, the participating researchers can approach their counterparts in policymaking institutions if they want to disseminate their knowledge. Our evaluations show that the participating policymakers and scientists are very content with the programmes. Both appreciate the office’s time efficiency and organisational support for policy engagement.

These face-to-face meetings have resulted in numerous follow-up activities such as joint events, talks by researchers at the institutions of policy professionals, and joint research projects.

Our fellowship programme brings professionals and scientists together in hundreds of meetings they would otherwise never meet. Our evaluation surveys show that about half of the researchers had no or only occasional contact with policymakers before participating in our programmes. The same observation applies to the participating policymaking professionals.

Thus, our dialogue initiatives prove that there is excellent potential for programmes bringing policymaking professionals and researchers together.

Challenges (and how to address them)

A very practical challenge is scheduling meetings with our scientists, who are often not at the universities daily. Thus, we must start planning the meetings three months in advance.

Another challenge is for the scientists to understand that the policy fellows are diverse. Some policy fellows have extensive knowledge of the topics they would like to discuss; they ask questions, such as “How does the use of smartphones affect the reading skills of children in primary schools?” Others are interested in rather big “big questions” in their policy fields (e.g., “How stable are financial markets?”), while some policy fellows use the time to gain an overview of unfamiliar topics (e.g. “What are algorithms?”).

Likewise, policymakers might talk with scientists who understand policymaking well while others speak to policymakers for the first time. We have prepared FAQ lists for policymakers and scientists and informed policymakers about the programme through bilateral phone calls or Zoom calls and an induction event.

Tasks and resources

Scientists

The programmes are very time-efficient for scientists. Since the meetings are informal, they do not have to invest much time in preparing them other than reading the topics of interest of the policy fellows.

Knowledge exchange managers and research managers (Support staff)

The Rhine-Main-Universities created two new positions to coordinate their policy-dialogue projects. Our tasks include managing the application process, identifying possible experts for policymakers, assisting policymakers and scientists with organisational issues, scheduling 350 meetings per year, and other tasks. The programme is very resource intensive regarding support staff because we tailor some 16 meetings to the needs of the policy fellow.

Policymakers

The policymakers must submit an application, which takes them a couple of hours to prepare. We recommend that they spare 30 minutes of preparation time for each of the 16 scheduled meetings with our scientists. They have to conduct the meetings with our scientists. We also ask our policy fellows to participate in preparatory sessions, a feedback call, and two rounds of evaluations.

Required funding

We spend about 80% of our budget on financing two full-time positions. We have a modest budget for joint events, public relations, and travel. Stiftung Mercator provides about 60 per cent of our funds, while the EU and the three Rhine-Main-Universities contribute 20 per cent each.

Our policy fellows must cover the costs of travel to the Frankfurt/Rhine-Main area, accommodation, and dinners. We do not charge the policy fellows; other institutions, like the Centre for Science and Policy at Cambridge University or ETH Zürich, do so for their policy dialogue projects.

Sources and further reading

Tome Sandevski. How the Rine-Main Universities promote knowledge exchange between researchers and policymakers via face-to-face meetings. Knowledge of policy blog. 15 August 2023.  https://knowledge4policy.ec.europa.eu/blog/how-rhine-main-universities-promote-knowledge-exchange-between-researchers-policymakers-face-0_en

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Key Features in a nutshell

• Bilingual webinars are the ideal format to virtually put face-to-face scientists and local/regional policymakers and break the language barrier.
• The remote component and its short duration (1h an half maximum) allow flexibility in terms of time, which meets the needs of the often-busy schedules of policymakers.
• Online formats such as webinars are more sustainable than in-person transnational meetings in terms of time, costs and inclusivity.
• The Q&A and comments sections of the platforms allow the interaction with a broader public such as civil society.

How does the format work

Université Lumière Lyon 2 and Ca’ Foscari University of Venice have piloted the bilingual webinar format, within the framework of the Erasmus+ project ENGAGEgreen: Enhancing Institutional Capacities for Policy Engagement for Green and Digital Transitions.

This type of webinar format, with the addition of Remote Simultaneous Interpreting (RSI), allows local and regional policymakers, who might not be familiar or comfortable enough to carry out a discussion in a different language, to actively participate in the webinar.

In their inclusivity, bilingual webinars help foster stronger relationships among host institutions and policymakers, thus broadening the network, and engaging in the discussion also the civil society.

Participants (including organizers and speakers):

10 Researchers

1 Student

9 NGO/Civil society

7 University personnel (Research/Project managers)

4 Other (freelance, company, Coldiretti)

Before the webinar:

In preparation for the webinars, host institutions meet online bilaterally to decide on common topics, possible speakers and the target audience. Subsequently, host institutions and speakers agree on the agenda and time slots dedicated to each speaker, to be included in the online registration form and communication material to be shared on websites and social media.

It is advisable to share with the interpreter the presentations or other support materials.

The videoconference platform chosen for this webinar format is Zoom. It allows RSI, the creation and customization of a registration form and automated reminders to attendees (e.g. 1 week, 1 day and 1 hour before the event), as well as follow-up emails and surveys.

15 minutes prior the start of the webinar the Research manager (or other support staff) initiates a “Zoom practice session” together with speakers, moderator and interpreter. This is to confirm all technical aspects such as audio, selection of language, and sharing of presentations, are ready for a smooth presentation.

During the webinar:

During a 1-hour webinar, a lineup of 3 speakers (ideally 1 moderator, 1 researcher and 1 policymaker from the respective regions/nations) will shortly present their cases and related challenges, to be followed by a round of open discussion, and concluding with taking Q&A from the broader public.

With the support of RSI, which translates the conversation in real time, participants to the webinar are able to follow the discussion without breaks and without the possible misunderstandings of listening/speaking in a language that is not native.

Research managers (or other administrative staff) can support the back-end moderation of the webinar, such as select questions from the participants, and assist the speakers and translators in the event of technical issues.

The structure of the programme is as follows:

15 minutes before the start – practice session with speakers, moderator and interpreter

5 minutes of welcoming & project introduction

15 minutes for the presentation of Speaker 1

15 minutes for the presentation of Speaker 2

5-10 minutes of discussion among speakers

10 minutes for the Q&A

(It is advisable to keep the overall duration of the webinars under 2 hours).

After the webinar:

The webinar is followed by social media posts to communicate the outcomes of the discussion. An automated follow-up email is sent to all participants including a short evaluation questionnaire and the link to the ENGAGEgreen project’s website.

This format of webinars can also be replicated with other project partners or stakeholders or repeated annually as a form of follow-up and to take in the state-of-the-art of the topics discussed.

Challenges (and way to address them)

• Identification of common topics of interests between the two national institutions. Mitigation measures: monitor common areas of study, investigate with other departments/units of the university about scientists/researchers to involve, contact the already existing network of policymakers.
• Match schedules of the speakers. Mitigation measures: propose multiple dates and time slots well in advance from the final date of the webinar. Set preliminary and recurrent meetings, to confirm the agenda and keep everyone updated.
• Possibility of increasing the number of languages and speakers, but this implies a longer duration and higher translation costs. Mitigation measures: investigate the possibility of using AI tools to generate subtitles or interpretation.
• Production of promotion material in both languages and carry out parallel promotion both on- and offline. Mitigation measures: Create some draft posters/promo material in a common language (e.g. English) and have each partner translate in the respective native language. Moreover, each should disseminate the promo material with the respective networks/dedicated mailing lists.

Tasks and Ressources

Project team

The personnel from the department/unit directly involved in a specific project liaise with other structures of the university/institution to identify the most suitable speakers on the chosen topic, both from academia and among policymakers and other organizations and stakeholders.

Knowledge exchange managers and research managers

Knowledge exchange managers and research managers play a key role in all phases of the organisation of webinars, from bilateral preliminary meetings to post-webinar debriefing. They can help identify possible topics for the webinars and coordinate the drafting of the programme. Moreover, they can assist in organising the webinar, like identifying the most suitable platform and setup the webinar, contact interpreters, or moderate the session. In addition to that, they can liaise with communication offices to give support in the preparation of press releases and social media posts before or after the webinars.

Speakers: Scientists/Researchers and Stakeholders

Researchers: The researchers need a clear understanding of the context in which they are speaking. Their contribution should balance scientific rigor with relevance for policy development. They should deliver high-value scientific content – not something obvious to the audience – while ensuring it is accessible to non-scientists. They must also adhere to the fast-paced timing typical of online events.

Stakeholder/Organization: It is important to involve individuals who represent a specific sector (for example, an economic sector) and who can effectively engage with researchers. This requires a sufficiently strong knowledge base to understand and meaningfully discuss the scientific issues presented.

Moderator: Given the complexity of connecting research and policy, the moderator’s role is to keep the discussion aligned with the objectives of the webinar. The moderator should be able to guide speakers back to the intended goals if the conversation diverges.

Required funding for activities

If the hosting institution does not have a licensed version of Zoom, which allows the webinar format, upgrade costs may apply.

Given the bilingual nature of this format of webinars, Remote Simultaneous Interpreting costs are required. AI-generated translation has not yet been considered.

Examples

Ca’ Foscari University of Venice website
Université Lumière Lyon 2 website

Key Features in a Nutshell

The event Engaging Green Policy Decision Making, organized by the project team of ENGAGEgreen of Ca’ Foscari University of Venice, its Alumni Brussels Chapter, and hosted by Ca’ Veneto (seat of the Veneto Region in Brussels), hosted participants from the alumni community living and working in the political capitals of Europe who are likely to be involved in policymaking institutions or other similar entities.

Held concurrently with the ENGAGEgreen Dissemination and Stakeholders Conference, the informal networking event gathered participants from a preexisting pool of contacts (alumni). Already familiar with the university and the region (subnational Italian government authority), they were more likely to attend, providing a natural opportunity for them to reengage with each other and explore the project’s topics.

The program includes a dialogue between a moderator and a researcher involved in the project in which the former leads the discussion with questions on the chosen topic and welcomes questions from the audience.

How does this Format work?

Before the event

Preliminary meetings between the project team and the hosting institution are organized to present the initiative and share the rationale of the event and to confirm the date and time and the possible supporting staff available. Consequently, the organizers arrived at a consensus regarding the conception of an event that would encompass the formality of an academic event while also incorporating the informality of a shared reflective moment. Given the busy schedule during a working day, it was organized outside working hours and at its conclusion a light cocktail was offered by the host institution.

One or more meetings with Alumni representatives are needed to align on topics, speaker(s), and promotion of the event.

Finally, the communication activity: a LinkedIn event post by Ca’ Foscari Alumni Brussels Chapter and promotion by the speakers and organizers.

During the event

All organizers meet in advance to finalize the setting and schedule and to welcome the attendees. Being an informal event, no registrations are required.

After the event

The organizing university sends a message of thanks for the co-hosts, and another for the participants, inviting them to follow the project’s updates on social media, and asking to complete a short questionnaire providing feedback on different aspects of the event.

Challenges (and way to address them)

• Uncertainty about the number of attendees and spaces required; mitigation measures: set up a registration form with a deadline, so that the number of possible participants can be known at least a day in advance
• Alumni present in the region; mitigation measures: scout beforehand regarding the presence of an alumni community; if not present, involve alumni from other partner universities present in the region or change the target audience depending on the co-organizers network there

Tasks and Resources

Project team and host institution

The personnel from the university directly involved in the project liaise with the host institution to identify the most suitable speaker or moderator on the chosen topic, both from academia and among policymakers and other stakeholders. They organize regular online meetings to coordinate on registration, support staff, and possible infrastructures/services needed (e.g., screen, microphone, promotional material to be printed).

Speakers

Moderator: Meets online with organizers and the main speaker to confirm the schedule and agree on topics and questions. In this case, the moderator is also part of the alumni community, a vital link to the target audience.

Professor: Meets online with organizers and the main speaker to define the topics, based on their expertise, and the attendees. Decide on the topic and try to identify the main issues that may concern the invited guests.

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de