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--- public:admin:what_is_an_embryo_make_project [2024-10-11 09:32] – Julien Delisle
+++ public:admin:what_is_an_embryo_make_project [2025-11-11 20:24] (current) – [3. Communication guidelines] Julien Delisle
@@ Line 2: / Line 2: @@
-==== Summary ====
+===== Summary =====
   - [[#1. quick description|Quick description]]
   - [[#2. main objectives|Main objectives]]
@@ Line 9: / Line 9: @@
   - [[#5. other useful information|Other useful information]]
-==== 1. Quick description ====
+===== 1. Quick description =====
 The MAKE program is supporting different format of project based learning. To see all the categories of projects, go to [[https://make.epfl.ch/projects|the project portfolio]]. One of these categories are the interdisciplinary projects, which are challenging projects pushing students from different disciplines to work together (including prototyping activities most of the time).
@@ Line 15: / Line 15: @@
 Interdisciplinary projects can be proposed by professors or **by students**. When an idea is proposed by a group of students, usually there are plenty of motivation (most important ingredient for interdisciplinary projects to be successfull). However, other important ingredients are taking more time to put together.
-The idea of the embryo category is to provide a group of students (having a project idea) - with approximately one academic year - to streghten their idea by finding the necessary resources and identifying the key challenges.
+The idea of the embryo category is to provide a group of students (having a project idea) - with approximately one academic year - to strenghten their idea by finding the necessary resources and identifying the key challenges.
 The embryo category is not accepted for professors since they have already the infrastructure in place to develop project ideas.
-==== 2. Main objectives ====
+===== 2. Main objectives  expected from the MAKE committee =====
-The main objectives during the academic year as an //embro projects// are the following:
+The main objectives during the academic year as an //embryo project// and expected from the MAKE committee are the following:
-  - Having a first contact with the different technicians in the different technical workshops of the [[https://make.epfl.ch/resources|prototyping network]]. These people and resources will be key in futur years when more advanced prototyping will be needed.
+  - Defining the requirements of the project, this step is crucial and tends to be the most challenging for EPFL students. It requires to
-  - Actually making a first** rapid prototype** in order to identify key challenges early on. Rapid prototyping is key to work on a first design, familiarize the students with prototyping and identify key risks and challenges. The idea is not to use expensive materials but to test if the idea is realistic.
+      - Ask the right questions (user needs, societal needs, any other relevant analysis of the needs or added value of your idea)
-  - Recruiting a first team, with students that will endorse managerial roles in futur years.
+      - Work hard to collect a maximum of information (most of it will be useless, some of it very useful)
-  - Build a network of different EPFL labs/professors (and their team), with the right expertise, to coach the students in the design of their ideas. For instance, if a group of students wants to build a //dog robot// it would be key to have the support of the bio-robotic laboratory (expert in animal-like robotics). As the topic of embryo project is interdisciplinary, it is key to contact different labs related to the different disciplines involved. Having the support of labs from different faculties helps to credit students from different sections later on. //When contacting labs/professors, it helps to have a first sketch of your idea (can be a design or part of a rapid prototype). It will raise their scientific curiosity and increase your chance of collaboration.//
+      - Define the requirements with details including a systemic mindset (avoid thinking in silos)
+  - Ideally making a first** rapid prototype** (only if the requirements are clearly defined first) in order to identify key challenges early on. Rapid prototyping helps working on a first design, familiarize the students with prototyping and identify risks and challenges related to it. The idea is not to use expensive materials but to test if the idea is realistic.
+  - Having a first contact with all the relevant stakeholders for your projects (collecting information and initiating discussions with them), example of stakeholders to discuss with can include:
+      - the different coaches available in the [[https://make.epfl.ch/coaches|MAKE network]].
+      - stakeholders (outside of EPFL) in society that could bring relevant information for the project, these are sometimes under-estimated
+      - the different EPFL labs/professors (and their team), with the right expertise. For instance, if a group of students wants to build a //dog robot// it would be key to have the support of the bio-robotic laboratory (expert in animal-like robotics). As the topic of embryo project is interdisciplinary, it is important to identify early - and initiate a discussion with - the different labs that could contribute to the project later. Having the support of labs from different faculties will help to credit students from different sections later on if a MAKE projects is validated. //Advice : When contacting labs/professors, it helps to have a first sketch of your idea (can be a document with your requirements, first design or even the beginning of a rapid prototype). It will raise their scientific curiosity and increase your chances of collaboration.//
-==== 3. Communication guidelines ====
-An embryo project is not an interdisciplinary project yet. The idea is to gather information and resources to see if the project is realistic. Therefore, adequate communication must be done to reach the objectives mentionned above.
-Here are a few guidelines to follow for students managing an embryo project:
+In order to meet these three objectives, students mainly need to:
-  - An embryo project is **not an EPFL project** yet, but trying to become one (the //trying// is important to mention to avoid misunderstandings).
+  * Focus all their energy creating the substance that will prove their idea has the potential to become a MAKE project (technical reports with scientific validity and robustness, detailed requirements, collecting information through discussion with many stakeholders)
-  - You can recruit other students and organize** meetings/team building events** in the SPOT makerspace [[https://make.epfl.ch/spaces?access=free|meeting rooms]]. However, larger events involving 50+ students must be avoided, because recruiting large number of students is not the main priority of embryo projects. The idea is to recruit futur managers of the project only. Moreover, big teams are diffcult to manage and it will simply increase the complexity in terms of human resources management. Finally with 50+ students participating in an event, mediacom must be informed and the //embryo label// is not official so you might run into problems.
-  - You can present the idea of the project to EPFL labs and other internal partners (EPFL centers etc). However, presenting the project to industrial partners is possible only under certain conditions:
-    - The project is not an official EPFL project yet. If the MAKE committee refuses to support an embryo project further, the project is likely to stop. It is therefore important to explain the nuance to potential futur industrial partners and the fact that you are trying to become an official EPFL **educational** project.
-    - You will probably not have a financial structure in place to receive sponsorship. In-kind sponsorship is possible however. Before engaging in any partnership (in-kind or not) with external partners, Julien Delisle must be informed absolutely to support you in the process, ensuring EPFL guidelines are respected.
-  - It is advised to work on structuring a futur student association (identify roles of futur president, VP etc..). However, it is not advise to constitute an association during the embryo phase yet.
-  - Interdisciplinary projects (and embryo projects as well) are **educational projects** before anything else. Their main objectives is to train futur generations of scientists/engineers/architecs to face complex problems and projects. However interdisciplinary projects are not supposed to solve global problems in the industry or in society and it should be presented as such. It is important for futur stakeholders supporting the project to be clear on this aspect in order to manage their expectations.
+However this is not useful and even counterproductive to:
+  * Creating a team structure similar to a company (CEO, CFO etc...) or creating an associative structure
+  * Seeking partnerships/sponsorships with external companies/stakeholders
+  * Seeking to increase the visiblity of the project
+All of the above is forbidden because it is not necessary when the project has no clear requirements and substance yet. Warning: <WRAP center round important 60%>
+If the coaches following an embryo project reports that the project is seeking visibility and is not working towards the objetives mentionned above, the MAKE team reserves itself the right to remove the embryo recognition to a project
+</WRAP>
+===== 3. Communication guidelines =====
+An embryo project is not a MAKE interdisciplinary project yet. The idea is to gather information and resources to see if the project is realistic. Therefore, adequate communication must be done to reach the objectives mentionned above.
+Here are a few guidelines to follow for students managing an embryo project:
+  - An embryo project is **not an EPFL project** yet, but trying to become one (the //trying// is important to mention to avoid misunderstandings).
+  - You can recruit other students and organize** meetings** in the SPOT makerspace [[https://make.epfl.ch/spaces?access=free|meeting rooms]], see also the [[https://make-reservations.epfl.ch|reservation tool]]. However, larger events involving many students must be avoided, because recruiting large number of students is absolutely not the priority of an embryo project. The idea is to recruit a small and efficient team of futur managers of the project (4-5 members). Moreover, big teams are diffcult to manage and it will simply increase the complexity in terms of human resources management.
+  - You can present the idea of the project to EPFL labs and other internal partners (EPFL centers etc). However, presenting the project to industrial partners / external entities is possible under the form of discussion (collecting information) but engaging in official partnerships with written/signed contracts **is absolutely forbidden**.
+  - You can identify the important roles of a futur associative structure (president, VP, treasurer etc..). However, it is not authorized to constitute an association during the embryo phase yet, again because not necessary to test an idea.
+  - Interdisciplinary projects (and embryo projects as well) are **educational projects** before anything else. Their main objectives is to train futur generations of scientists/engineers/architecs to face complex problems and projects. However interdisciplinary projects are not supposed to solve global problems in the industry or in society and it should be presented as such. It is important for futur stakeholders supporting the project to be clear on this aspect in order to manage their expectations (students should not over-sell their project).
-==== 4. Selection process and budget allocated ====
+===== 4. Selection process and budget allocated =====
 To be selected as an embryo project, you must contact Julien Delisle for an initial discussion. Julien will evaluate if the project has a potential to become an interdisciplinary project (by identifying if other similar projects exists already or not, if the subject could fit the criteria of the MAKE committee).
-If the project has a potential, it will be presented (10min presentation) to a relevant coach of the prototyping network for reviewing the technical feasibility. The presentation will include a few slides presenting the objectives of the project, the timeline of the embryo phase (and further), the organization, a first initial design - if there is one - and any other useful information).
+If the project has a potential, it will be presented (10min presentation) to a relevant coach of the MAKE network for reviewing the feasibility. The presentation will include a few slides presenting the objectives of the project, the timeline of the embryo phase (and further), the organization, a first initial design - if there is one - and any other useful information).
 If the coach says that the project is feasible with the existing resources on campus then the project will be recognized as an embryo project for 12 months. The project will be granted:
   - Access to the makerspaces as other interdisciplinary projects (see [[public:admin:camipro_access_to_epfl_makerspaces|this guidelines for more details]]).
-  - A small budget of 1000 chf.- to be used in the makerspaces of the SPOT and the SKIL for the next 12 months.
+  - A small budget of 1000 chf.- to be used in the makerspaces of the SPOT and the SKIL for the next 12 months (special order can be asked to Julien Delisle if something is not available in the makerspaces.
   - A presentation page of their project on the [[https://make.epfl.ch/projects|MAKE website]].
-==== 5. Other useful information ====
+===== 5. Other useful information =====
-  - After 12 months as an embryo project, if the MAKE strategic committee refuses to validate the project as an interdisciplinary project, the project will lose its access to the makerspace and the //embryo// label. See [[public:admin:make_selection_process|this procedure]] for more information related to the selection process of interdisciplinary project.
+  - After 12 months as an embryo project, if the project is ready, it will be presented to the MAKE strategic committee. See [[public:admin:make_selection_process|this procedure]] for more information related to the selection process of interdisciplinary project.