Swiss-Estonian Cooperation Programme
Support Measure "Supporting Social Inclusion"
Minutes of the Steering Committee meeting
Date
and time:
05.03.2025
13:30–17:00
Place:
State House (Riigimaja), meeting room No 409
Akadeemia 2, Pärnu
Participants:
Members with Voting Rights:
Kärt Kallion
Chair, Representative of the Programme Operator, Ministry of Culture
Olga Gnezdovski
Representative of the Programme Operator, Ministry of Culture
Evelin Liechti
Swiss Contribution Office of the Swiss Embassy to Estonia
Ieva Junevičienė
Swiss Contribution Office of the Swiss Embassy to Estonia
Helena Musthallik
Representative of the National Coordination Unit, State Shared Service Centre
Members without Voting Rights:
Kristi Lillemägi
Representative of the Programme Component Operator (Component 1), Ministry of Culture
Ülar Vaadumäe
Representative of the Programme Component Operator (Component 2), Ministry of Social Affairs
Taavi Kreitsmann
Representative of the Programme Component Operator (Component 3), Ministry of Education and Research
Marin Olo
Representative of the Programme Component Operator (Component 4), Ministry of the Interior
Observers:
Ieva Kalniņa
Swiss Contribution Office of the Swiss Embassy to Estonia
Agenda:
1. Opening remarks, introduction
2. Presentation and discussion of the annual report, including status of the achievement of indicators, overview of risks
3. Agreement on the SM Annual Report
4. Key priorities and focus areas for 2026
5. Open discussion and exchange of information (joint language etc)
Item 1. Opening remarks, introduction
The meeting was opened by Chair Kärt Kallion, who welcomed the participants to the fourth meeting of the Steering Committee. She noted that in 2025 the Support Measure had successfully moved from the planning phase into the actual implementation phase, allowing the programme to produce its first visible outcomes while maintaining focus on its long‑term objectives.
The Chair warmly welcomed Ieva Kalniņa, the new representative of the Swiss Contribution Office (SCO), to the team. The SCO thanked for circulating the meeting materials in advance, which had greatly facilitated their preparation for the discussions.
Participants were informed that the meeting will be recorded to support the preparation of the minutes and that photographs will be taken for programme‑visibility purposes.
Item 2. Presentation and discussion of the annual report, including status of the achievement of indicators, overview of risks
Programme performance and indicators
Olga Gnezdovski introduced the overview of the 2025 results, focusing primarily on the indicators and highlighting only the most relevant aspects of overall programme progress.
In 2025, the programme made a clear shift from groundwork to producing the first measurable results. Although long‑term indicators cannot yet be assessed at this stage, several intermediate and immediate outcome indicators already demonstrate positive progress. Across all components the necessary basis for scaling up activities in future years was created.
Activities targeting people from different linguistic and cultural backgrounds resulted in 701 participations by migrants/refugees, with 1170 total participations including local residents representing diverse linguistic and cultural groups. These activities included independent language learning, counselling services, film screenings introducing the Estonian cultural space, and media‑literacy workshops. Satisfaction rates across these activities ranged between 70% and 95%, with an average of approximately 80%, demonstrating that participants found the activities relevant and beneficial. While the immediate outcome level reflects participants’ satisfaction directly after the implemented activity, the intermediate outcome level assesses whether, thanks to these activities, participants are engaging more actively in Estonian society. At the intermediate outcome level, indicator OCIN 1.1 showed 100% positive responses from parents who attended the seminars under Component 3. Although this result is still based on a limited dataset, it was noted as highly encouraging.
SCO representatives raised questions regarding the lower satisfaction levels noted in media‑literacy activities compared to other strands. It was suggested that the topic itself may be sensitive or challenging for certain target groups, which could influence participation and feedback. Also, libraries have experienced difficulties in attracting participants. To improve reach, several adjustments are planned, including changes to promotional strategies, activity formats, and the introduction of new approaches (e.g., integrating media literacy into cooking-themed sessions, alternative formats such as comics, or more engaging speakers).
In addition, capacity‑building for professionals advanced: four complementary training modules were developed in the education sector and five in the social sector, with 251 total professionals trained in 2025. 74% of respondents indicated that they have gained new skills and knowledge to work also with people with different cultural and linguistic backgrounds.
There are not much long-term measurable results in social innovation activities yet, however the immediate feedback of the participants of the activities shows that activities have started well, respondents reported being satisfied with the activities and that they have gained new knowledge to implement social innovation methods.
Overall, progress in 2025 indicates that we are moving in the right direction and are well prepared for the next stages.
The Programme Operator additionally highlighted the positive indirect effect of the Support Measure, noting that it has contributed to stronger cooperation between the different counterparts. Cooperation among ministries and implementers has strengthened through
regular communication and information sharing. Regular cross‑component invitations to workshops and events have helped identify synergies and support each other’s activities. Programme materials such as videos and podcasts are shared widely across components.
The joint study visit to Switzerland for Components 1 and 4 is expected to further enhance shared learning. Cooperation also takes place at a practical and activity‑based level: for example, cultural‑space activities included discussions with the NFCS, while in the social sector the Ministry of Social Affairs worked closely with the Ministry of Education and Research on the competence profile framework. In preparing a workforce‑inclusion programme, the Ministry of Social Affairs also cooperated with Integration Foundation. Overall, these various forms of collaboration are bringing institutions closer together.
Steering Committee participants discussed the ambitious nature of some long‑term indicators, including large participation targets (e.g., 20 000 participations). SCO expressed concern about whether such targets could be realistically achieved given current participation numbers. The Programme Operator confirmed that the issue had been discussed with the Integration Foundation, and that while the targets are challenging, the implementers currently believe that they can be reached. The situation will continue to be monitored closely, and the issue may be reviewed again at a later stage. In this context, it was also suggested that engaging additional counsellors could be considered as one potential measure to support the achievement of participation targets.
It was also clarified by the SCO that the Annual Cooperation Programme Report does not need to include the full set of detailed indicators, only core indicators should be clearly reflected in the Annual Cooperation Report. As some indicator targets had been adjusted and approved during the previous Steering Committee meeting, the SCO requested that these changes be explicitly noted in the Annual Cooperation Report.
Disaggregation of participants’ data
The Steering Committee held a discussion on the disaggregation of indicators related to target groups with different cultural and linguistic backgrounds, which had been agreed at the first Steering Committee meeting.
The Programme Operator, based on the information received from the implementers, explained that due to the diversity of activities and data‑collection methods, it is not always technically possible and feasible to request the same background information from participants more than once. These characteristics are usually collected at the registration stage. Feedback collected after activities is usually anonymous, and therefore it is not always technically possible to link satisfaction results to individual background characteristics. Some systems can transfer registration data automatically, but this is not possible across all activities or formats (e.g. paper forms, QR codes). In addition, repeatedly requesting personal data may reduce participants’ willingness to provide feedback.
In light of this, the Steering Committee agreed that:
• disaggregation of feedback data will be carried out whenever technically possible and feasible;
• where this is not technically possible or feasible due to the nature of the activity or the data‑collection method, estimations based on registration information or regional statistics will be used.
Risk review and possible extension of the Support Measure
The Programme Operator summarised that the updated risk assessment is presented in the annual report. The risks had been thoroughly discussed and reviewed earlier in February during the Task Force meeting, and the conclusions of that discussion are now reflected in the report.
The SCO expressed appreciation for the quality and clarity of the updated risk assessment, emphasising that the justification for each adjustment was well presented and fully understandable.
The Programme Operator highlighted that the most significant remaining risk concerns the programme’s timeframe. For this reason, a request for an extension of the implementation period, within the limits of the existing budget, is planned to be submitted to the Ministry of Finance. Once feedback is received, further discussions will be held on the formal steps required. It was noted that budgetary efficiencies are being sought by combining some activities, such as evaluations and final events, across Support Measures.
It was also noted that not all activities or components would necessarily require additional time. The possible extension of the activities is tentatively foreseen until the end of 2028, with an additional period for finalisation and reporting until May 2029. The need for prolongation was particularly emphasised by university partners, who operate according to the academic calendar; an extended timeline would allow the launch of longer-term training programmes that cannot otherwise be initiated.
The SCO agreed that the extension would be acceptable from their side as long as implementation remains within the overall programme timeframe and emphasised the importance of careful planning of communication with partners, because early communication may reduce the sense of urgency needed to meet deadlines. The Programme Operator confirmed that, as no formal decision has been taken, no assurances will be given to implementers at this stage and all activities continue to follow the existing timeline.
Financial execution
The Programme Operator presented an overview of expenditures verified and paid out by the National Coordination Unit as of the end of February 2026, noting that approximately 6% of the total programme budget had been used. Based on current forecasts, it is expected that by the end of the year around 31% of the total budget will be verified and paid out.
The SCO sought clarification on how much of these expenditures would be reported to them, noting that the figures appearing in the reimbursement request were considerably lower. The Programme Operator explained that difference arises from the different cutoff dates used for the presentation and for the report.
To avoid confusion, the SCO requested that future financial overviews clearly specify that the figures refer to the total budget, including national financing, and proposed adding an additional column indicating how much of the expenditure will be reported to the SCO. This would facilitate understanding of progress and forecasts. The Programme Operator confirmed that such an adjustment can be incorporated in future presentations.
Item 3. Agreement on the SM Annual Report
The Chair invited any final questions regarding the Annual Report.
While not directly related to the report, the SCO requested that information on forthcoming international (English-language) events be shared in a more focused manner via email, even if only indicative timelines are available. The Cooperation Programme headquarters regularly requests up-to-date information on major programme events to support communication activities and enable the participation of SCO or Swiss partners representatives.
In addition, the Estonian counterpart was encouraged to share links to produced materials, including videos and other content, as well as high-quality visual materials such as professional photographs for communication purposes.
Finally, the SCO asked whether the section of the annual report describing cooperation with Switzerland could include more quantified information, such as the number of workshops. The Programme Operator will include this information in the report.
The Steering Committee concluded the discussion on the Annual Report without further remarks.
Item 4. Key priorities and focus areas for 2026
Programme component operators presented the plans of the components for 2026.
Each presentation was followed by a short discussion.
Questions and discussion on presentations
1) Component 1
The SCO enquired whether the planned comic‑format booklet on media criticism and propaganda would also be available in English. Kristi Lillemägi (the Programme Component Operator) answered that the language version had not yet been specified and agreed to obtain clarification from the National Library.
The SCO asked why the procurements for the development and implementation of digital tools are divided into two procurements, given how closely they are scheduled. The Programme Operator explained that this reflects the current planning according to the best knowledge available at this stage. However, the number and scope of procurements may still change once the ongoing analysis of existing digital systems is completed, which is expected to happen soon.
The SCO asked for clarification regarding previous experience with volunteer engagement, noting from the annual report that approximately 57% of volunteers had expressed willingness to continue, while 43% had not. The Programme Component Operator explained that the overall volunteering system in Estonia is under the Ministry of the Interior, and it is still developing in Estonia. It was noted that the Integration Foundation has existing experience with volunteer‑based initiatives, such as the highly popular “Language Friend” programme, which has attracted hundreds of volunteers. The SCO encouraged to continue exchange of experience with Lithuania’s civic engagement programme, which is likewise working on strengthening the volunteering system
The Programme Component Operator noted that one of the challenges related to indicators concerns obtaining complete information about participants in public events (like night cinema). Although QR codes are used to facilitate data collection and avoid the use of paper forms, it remains difficult to ensure that all attendees provide the required information; particularly at open public events where participants primarily attend to enjoy the activity and may be reluctant to answer background questions. The Steering Committee recalled that, as a practical solution, the previously agreed estimation-based approach (e.g. based on regional demographic statistics) could be applied where full disaggregation is not possible.
2) Component 2
The SCO asked whether the comparative analysis of child protection governance and career pathways covers Estonia only or includes other countries. Ülar Vaadumäe (the Programme Component Operator) promised to check this with the responsible colleague.
The SCO raised questions regarding two additional procurements planned under the component. The Programme Component Operator confirmed that the procurement for streamlining and updating qualification principles has already been launched and is currently open, with an evaluation methodology applying a 70/30 weighting between content and price. The procurement for the workplace onboarding programme has not yet been launched. The very slight delay in these procurements compared to the procurement plan is not considered by implementers as critical at this stage.
The Programme Component Operator added that expertise from the Bern University of Applied Sciences is being incorporated through practical workshops, which support the development of the planned activities. The SCO noted that Lithuania is also developing onboarding programme models that could provide useful insights for this process. In addition, the SCO offered to share a link to the onboarding programme implemented in Switzerland for further reference.
Further clarification was provided on procurement related to advertising new possibilities and positive changes in social care. The Programme Component Operator explained that earlier budget estimates had proved too high and that the activity will now be carried out by the Estonian Social Insurance Board, with a smaller budget allocation.
The SCO clarified expectations regarding the procurement plan, noting that only procurements requiring SCO non‑objection should be included in the procurement plan. It was agreed that the Programme Operator will continue consulting the SCO by e‑mail on which procurements need to be submitted for non‑objection, and that only those procurements which, following consultation, are confirmed as requiring SCO non‑objection will be included in the procurement plan.
Since there are no procurements requiring non‑objection under Components 3 and 4, the corresponding rows should also be deleted from the procurement plan. The Programme Operator confirmed that unnecessary entries will be removed from the current Annual Report as well as from future reimbursement requests to ensure clarity and consistency.
The SCO also noted that none of the procurements included in the procurement plan require the submission of a SIMAP form.
The SCO further asked that, if possible, they would like to receive an English summary of the qualitative study on burnout and professional resilience among social workers.
They also expressed interest in participating in the workshops organised in cooperation with the Swiss partner and would appreciate receiving invitations to these workshops.
3) Component 3
Kärt Kallion asked whether the conferences for parents would also cover the islands. Taavi Kreitsmann (the Programme Component Operator) explained that while it is not yet confirmed whether activities will take place specifically on Saaremaa, at least one conference is planned in Western Estonia, close to the islands, with the aim of ensuring broad geographical coverage across Estonia.
The SCO asked about the language versions of the planned parents’ website, emphasising that providing information in languages understood by parents remains important in order to reach target groups effectively and to ensure their participation. The Programme Component Operator confirmed that, in order to ensure accessibility for parents from different linguistic backgrounds, the website will be available at least in Estonian, English and Russian, and is expected to also be available in Ukrainian. It was further noted that the training videos linked to the website are available in four languages.
The SCO drew attention to practical barriers to parents’ participation, including limited availability during weekdays, travel costs and childcare needs. The Programme Component Operator confirmed that these issues have been reflected in the procurement design and are being incorporated into the planning of the forthcoming conferences in order to reduce barriers and support participation.
The SCO asked about the format of the mapping of multicultural topics, enquiring whether it constitutes a study or another type of output. The Programme Component Operator explained that a mapping exercise has been conducted over the past two years and is continuing into a third year, enabling new developments and emerging needs to be integrated into the objectives and outputs of the activities. It was clarified that the mapping takes the form of a brief analysis, rather than a full‑scale study. The Programme Component Operator undertook to verify the final format of the mapping with the implementor (Education and Youth Board) and to share further details if available.
The SCO also asked for clarification on what is meant by supporting Estonian‑speaking parents within the framework of the activities. The Programme Component Operator explained that the focus is on raising awareness among parents and, through them, among children about increasingly diverse classroom environments, including supporting parents in understanding how to help their children interact with classmates from different linguistic and cultural backgrounds. It was noted that this approach complements activities aimed at increasing the multicultural competence of education professionals and reflects the understanding that integration is a two‑way process, involving both minority and majority communities.
4) Component 4
The SCO noted interest in better understanding how the component aligns with ESF‑related activities and in exploring potential complementarities and therefore recommended holding a separate meeting ahead of the next Steering Committee meeting. The Programme Operator confirmed that a separate meeting is planned.
The SCO also noted their interest in receiving materials produced in English, where available.
A brief discussion followed on the concept of social innovation, which was noted to be interpreted differently across countries and among stakeholders. It was recalled that, within the annual meeting of the Cooperation Programme, a social‑innovation‑related initiative is planned to be visited.
Item 5. Open discussion and exchange of information (joint language etc)
The participants were shown where the Cooperation Programme videos are published and how they can be accessed on YouTube1.
The SCO highlighted the added value of including qualitative feedback from target groups, including participant quotes and illustrative feedback examples, for communication and visibility purposes. It was noted that this approach had already been applied under Component 4 in the annual report, and the Programme Operator confirmed that similar elements will be taken into account across all components in the next annual report.
Regarding the joint language discipline, both the SCO and the Programme Operator confirmed that they currently have no additional questions. The Programme Operator noted that minor updates have been made and confirmed that the updated version will be shared with the SCO.
The Steering Committee agreed that the next Steering Committee meeting will take place in Week 43 of 2026. It was agreed that a two‑day format would be preferable, allowing sufficient time for in‑depth discussions and exchanges. The meeting will be combined with a related programme event, if possible.
Evelin Liechti informed the participants that she will conclude her duties on 17 April, after which there will be a short interim period before the new Head of the Swiss Contribution Office assumes the role on 7 July. During the interim period, Ieva Junevičienė and Ieva Kalniņa will ensure continuity.
Evelin expressed her appreciation for the cooperation over the past years, highlighting that the programme is now well established and beginning to deliver its first tangible results. She emphasised her confidence that the programme is in good hands and will continue to develop successfully.
On behalf of the Estonian side, the Chair thanked Evelin Liechti for her supportive, constructive and dedicated cooperation, underscoring the value of her contribution to the successful implementation of the programme.
The meeting concluded with mutual thanks and farewell remarks.
Chair Minutes secretary
(digitally signed) (digitally signed)
Kärt Kallion Olga Gnezdovski
Head of Foreign Financing Coordinator of Estonian-Swiss cooperation programme