EU Project Pilot Testing: Guidelines for Pilot-testing Activities

by | May 14, 2024 | Erasmus+ Projects, Guidelines

Explore the effectiveness of EU Project Pilot Testing through tailored sessions designed for educators, students, and budding entrepreneurs. Our structured approach ensures that every participant benefits from hands-on experience and constructive feedback, making each session a stepping stone towards successful project implementation. This post will discuss how we develop EU project Results specifically for our target audiences. Examples include ICT teachers or students. Pilot testing happens when you first conduct sessions with these groups to gather feedback, ensuring the outcomes are comprehensive and up-to-date. You can find more guidelines here.

Simply put, we conduct pilot-testing activities by testing the results with a group of people who belong to the target group for whom the results are. Usually, these are people outside of the partnership. You can find this content in Turkish here.

There are sample documents and how to prepare them for the activities are in this post

What Results are Pilot-tested

This depends on the project results and what it aims to achieve with said results. Some common examples:

  • online platforms
  • training content (modules, resources, hands-on activities)
  • handbooks

EU Project Pilot Testing: Who Participates in the Pilot-testing Sessions

This depends on the Result that will be tested and who its end-users are. Some common examples:

  • A Training Module about a specific content (e.g. NFTs) addressed for secondary school students, then the sessions should be attended by secondary school students.
  • A Teaching Guidebook with guidelines on how to integrate a specific topic/resource/teaching concept in the classroom (e.g Gamification) addressed at Teachers, then the sessions should be attended by Teachers.
  • For a Business Plan focused on agriculture meant to inspire young entrepreneurs, the attendees should be young entrepreneurs and those aspiring to become one.
  • An Online Course about a specific area (e.g., Coding) aimed at enhancing/developing the coding skills of unemployed people or immigrants so they have a better chance of re-joining the labour market should be attended by unemployed people or immigrants.

Ultimately, the pilot-testing should be attended by the end-users of the Result being tested.

Where does the Pilot-test Take Place

The type of Result tested dictates the format of our pilot-tests. While we recommend face-to-face sessions for their effectiveness, we can also conduct tests online, depending on the specific Result and the requirements outlined in the Application.

Preparing for Your Pilot-testing Session: What You Need to Know

We prepare certain documents beforehand to guarantee a successful pilot-testing session. This benefits the Test Result, enhances the participant’s experience, and proves to the National Agency that the pilot testing occurred.

EU Project Pilot Testing: Attendance Sheet

Like the Transnational Project Meetings document, every participant in the pilot testing will sign it. This is one of the most important documents. We recommend having participants sign at the beginning of the pilot testing. If someone needs to leave early, we’ve already collected their signature. The List must contain at least the following information: We recommend having participants sign at the beginning of the pilot testing. If someone needs to leave early, we’ve already collected their signature.

  • The title of the pilot testing activity
  • The name of the project and respective project reference number
  • what days it will take place
  • where it will take place (name of the school, organisation OR at least city and country)
  • Name of the partner/school/organization/association where the piloting occurs.

We collect the participants’ names in advance, allowing them to write their names and signatures when they arrive. If needed, we can include additional information on the attendance sheet. For example, if experts from various fields participate, they can note their area of expertise and the organization they represent. Similarly, if we conduct the pilot-testing in a school, students can list their courses for our reports and participation statistics.

EU Project Pilot Testing: Consent Forms

A document signed by the participants indicates their voluntary participation in the piloting activity and consent to capture photos and/or videos for evidence/dissemination purposes. We do not always need this document; it is only when minors, such as young students, are involved. It is possible to integrate the Consent Form with the Attendance Sheet so participants do not have to sign twice (the attendance sheet and the consent form). For instance, add an asterisk in the column of the Attendance Sheet where participants will add their signature. Then, add another asterisk in the footer of the Attendance Sheet and write a 1-2 line consent phrase (E.g. “With this signature, I consent to my voluntary participation in the pilot-testing of the MetaNFT project and agree to the capture of photos/videos for dissemination purposes.”).

Evaluation Questionnaire

At the end of the pilot-testing sessions, we ask participants to complete an evaluation questionnaire. We collect their responses to:

  • To understand what went well and what we can improve. This information helps our partners enhance future events.
  • To understand what participants, especially students, have learned. The information we collect helps us assess the new knowledge they’ve acquired. In some cases, you can also have students fill in the same questionnaire before the session so you can compare the feedback collected before against the feedback collected after the session) – if the participants are students, one engaging way to assess their learning is by creating a Kahoot game.
  • To gather suggestions for improvements to refine the Result before we release the final version to the public.

One practical way to create the questionnaire is through online tools such as Google Forms. To facilitate access to the questionnaire, shorten the URL (using or others). You can create a QR Code, for example, using QRCode Monkey or Customized QR Codes. Alternatively, we can provide a printed questionnaire, though this is less common unless we’re dealing with an older generation of participants who prefer to write.

Certificates of Attendance

We deliver these to each of the participants. The Certificates must contain at least the following information:

  • The title of the pilot testing activity
  • The name of the project and respective project reference number
  • what days it will take place
  • where it will take place (name of the school, organisation OR at least city and country)
  • name of the partner who organized the pilot testing

The legal representative of the hosting partner should sign this document at the end. The hosting partner usually creates the template for this document. Or the dissemination leader – the involved partners have to decide ahead.

When the pilot testing happens with students, youth pass certificates can be provided instead.

EU Project Pilot Testing: Presentation(s)

We must show the pilot-tested Results to the participants. So they can understand its value and provide fruitful feedback. Traditionally, we use a PPT or Canva presentation when the Result involves training content, like a module or classroom activities. Interacting with the participants during the session is essential, such as trying out a presented activity. Other ways to present the Result are possible, depending on the Result type. If you want to pilot-test a training platform, you might show participants how to navigate it. If you want them to check the relevance of the content of a Guidebook about NFTs, you might hand them a copy and give them time to read it before engaging in an exchange of opinions and ideas.

Introducing the project’s concept and goals before the pilot testing starts officially is always a good practice.

During the Pilot-testing: What Should You Do

Like with any other activity under EU projects, we should take photos at various moments during the pilot testing. They will serve as evidence and for dissemination purposes. If we plan practical or hands-on activities, we also recommend recording videos.

After the Pilot-testing: What Should You Do

Country Report

Following a template provided by the activity leader, each partner will create a country report (from different countries).

This report will summarize the feedback from the participants (as per the Evaluation Questionnaire responses). Ideally, the report should include a conclusion and highlight any improvement suggestions that we can use to update the pilot-tested result.

EU Project Pilot Testing: Summary and checklist

Pilot testing lets us test a specific Result developed under a project before releasing it to the public. By testing beforehand, we can gather feedback and learn how to improve the Results.

Not all EU projects expect pilot testing, but when they do, it is crucial to implement it effectively. To effectively plan, conduct, and conclude pilot testing, it is imperative to ensure that the preparation, execution, and documentation are meticulously addressed.

To summarise, the following documentation should be considered from the beginning of the pilot testing until the end:

  • Attendance Sheet
  • Consent Forms (might be optional OR integrated into the attendance sheet)
  • Evaluation Questionnaire
  • Certificate of Attendance / Youthpass certificate
  • Presentation/s (if necessary)
  • Photos/videos of the pilot-testing
  • Country report

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