COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contract

COST MP0801 Kick off meeting

Physics of Competition and Conflicts

By Caroline Whelan and Stéphanie BeauloyeIntroduction on COST instruments and procedures

1st Management CommitteeBrussels – 22nd September 2008

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COST Office staff for Action MP0801

Caroline Whelan

Science Officer for Physical, Materials and Nanosciences

Tel: +32 (0)2 533 38 14

cwhelan@cost.esf.org

Stéphanie Beauloye

Administrative Officer for Physics, Materials and Nanosciences

Tel: +32 (0)2 533 38 45

sbeauloye@cost.esf.org

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 3

« Status » of Action MP0801

• Approval by CSO: 18th June 2008

• Entry into force: 28th July 2008

• Time schedule: 1st MC, 22nd September 2008

• Duration: 4 years until 21st September 2012

• DC rapporteur: Prof. Panos Argyrakis (GR)

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 4

« Members » of an Action: in general

• A country intends to join an Action (and will be called a “party”)

• One or two delegates to MC are nominated by COST National Coordinator (CNC)

• The MoU is accepted on behalf of the Governments of the COST Countries or Cooperating States

• The COST Secretariat will officially inform all Parties of the date of entry into force of the MoUAttention: more than one year after the approval by the CSO, the participation of a new party has to be approved by the MC via written procedure or at MC meeting

COST is supported by the EU RTD Framework Programme

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« Status » of Action MP0801

Countries Acceptance of MoU

Delegate(s) to MC

AT, BE, BG, CZ, FR,DE, HU, IE, PL,ES, CH, UK (12)

Confirmed Appointed

FI, IT, NO (3) Intention Appointed

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Travel Reimbursement Request Form and Reimbursement Procedure

• Specific « TRRF » for each meeting is sent by COST Office

• Online registration for scientific and bank details BEFORE the meeting at www.cost.esf.org/e-cost

• Completed « TRRF » with copies of the tickets and bills justifying the travel expenses to be submitted to the local organizer DURING the meeting

• Quick reimbursement: within 18 days

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 7

Travel Reimbursement Request Form and Reimbursement Procedure (2)

• Plane ticket: price, name of the passenger, ticket number and routing (invoice if necessary)

• Additional justification is required for each taxi’s expense if total amount is above 40 €

• Receipts for return journey to be submitted by e-mail or fax latest within ONE WEEK after the meeting

• Travel by car: please provide a proof of distance (Print-out from Via-Michelin, Maporama, Mappy)

• Following deviations to be justified: extra night // country of departure or arrival is/are different from country of residence

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 8

COST Actions – Instruments of supporting

• Science management meetings (MC and Working Groups)

• Scientific workshops, seminars, research conferences

• Short Term Scientific Missions (STSMs)• Training Schools• General Action Support Grant (GASG)• New Pilot Scheme with AU & NZ• Early Stage Researchers• Dissemination (publications)

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 9

Organization of a WG meeting, workshop, conference

• Early planning saves money!• Meeting application (.xls template) with detailed

program and participants’ list must be submitted by the local organizer or WG coordinator, at least ONE MONTH for WG, and TWO MONTHS for events requiring subsidies for organization, BEFORE the event

• MC approval BEFORE and AFTER the meeting by standard e-mail

• Golden rules: 2 participants per country per WG and active participation for WG meeting (presentation, poster)

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 10

Organization of a WG meeting, Workshop, Conference

• For workshops, maximum participants is 2MC + (2 X WG number) per country.

• Invited external experts, keynote speakers and session chairs from non-COST countries limited to 4. short CV note and participation in the program to be sent to COST Office

• Organizational support possible for coffee breaks, meals, room rental…

• Financial support for 3.000 € without any invoices – for more than 3.000 € copies of invoices are required; payment on the account of the institution

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 11

COST instruments: STSMs

• Any exchange supporting the activity and helping to reach the objectives of the Action

• Target group: young scientists• Duration: min 5 days• Financing: fixed grant for travel and daily allowance

(60 to 90 € per day), typically around 1.000 €, max. 3.500 €MC approval requested, by MC Chair or STSM Coordinator with MC members = Core group.Never let go on mission without COST grant letter!

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 12

COST instruments: STSMs

Important steps at least ONE MONTH BEFORE the mission:• Online registration of applicant: www.cost.esf.org/stsm• Applicant sends application by e-mail to STSM Coordinator or

MC Chair, and Host• Assessment and selection by the MC• MC Chair or STSM Coordinator sends approval according to

standard e-mail• COST sends « grant letter » and « payment request form » to

applicant• Applicant sends the signed « grant letter » BEFORE going on

mission

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 13

COST instruments: STSMs

Important steps AFTER the mission:

• Applicant sends report approved by the Host to STSM Coordinator or MC Chair

• Evaluation by MC and approval to be sent to COST Office according to standard e-mail

• Payment of the applicant by COST Office

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 14

General Action Support Grant

• Grant: up to 2.000 € upon MC decision• Beneficiary: MC Chair• Purpose: micromanagement

– e.g. support and development of the Action website, to be hosted on the server of one of the institutions represented on the MC

– e.g. secretarial support for preparatory events / MCs…

• MC Chair to report on the expenditure of the allocated grant at the MC meeting

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 15

Training Schools

• Purpose: dissemination of the scientific and technical results from COST Actions activities and intensive training in a new emerging subject in one of the laboratories of the Action with unique equipment or know how

• Duration: 3 – 5 days up to a maximum of 2 weeks• Lecturers: maximum 5, reimbursement under usual COST

rules• Students: maximum 30 to be reimbursed• Students’ grant: amount to be decided by the MC.

Each grant cannot exceed the normal reimbursement rates of COST.

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 16

Early Stage Researchers – ESR (1)

• Definition: PhD + 10 years• ESR might be elected as WG leader• COST support ESR for STSMs, Training Schools

and Conferences participation• STSM – same rules except:

- PhD + 10 years

- duration can go beyond 3 months – MAX 6 months

then grant up can be up to 3.500 €

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 17

Early Stage Researchers – ESR (2)

• Conference Grant (new scheme):special selection procedure through the Domain Committee – max 3 per Domain

• Maximum of 3000 EUR per grant• Oral contribution – copy of abstract• Proof of acceptance of abstract• DC MPNS decision – approval• After the conference: scientific report

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 18

New Pilot Scheme with Australia & New Zealand

• NON-COST Institutions approved by COST

• COST is funding STSMs to AU – NZ and

the AU – NZ partner agencies are funding the scientific missions to the COST Actions’ Institutions

• Invited experts to TS, Workshops, Conferences: separate budget not from the Action’s budget

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 19

Preparation for Grant system

• The CGS is to be implemented before the end of the year – to be confirmed

• Actions ending before 2010 not forced to adopt grant system

• The procedure - in short- will be as follows (all details in Vademecum « Grant system »)

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 20

Grant system– Pre-Payment to the Grant-Holder (65% of

the grant amount); – Preliminary Financial Report after 6-9

months, then– 2nd payment to the Grant-Holder about 35%;– Annual Final Report, Final Financial Report

and Scientific Report after 12 months;– DC Monitoring and COST-Office decision

on the next year budget for the Action.

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 21

Budget until end 31st May 2009:50.000 € allocated

Action MP0801

Total Action Budget 50000.00Remaining Action Committment 34000.00

MeetingsMeeting Type Date Place Avg per personPlanned to be reimbPaid part Cost Status TotalKick-off 22/09/2008 Brussels (BE) 640 25 16,000 APPROVED

16,000

STSMBeneficiary Date From To Cost Status Total

0

WorkshopsTitle Date Place Cost Status Total

0

General Support GrantsTitle Date Cost Status Total

0

SchoolsTitle Date Place Cost Status Total

0

Action Total 16000

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contractCOST MP0801 First Management Committee meeting - 22

Budget from 22/09/08 till 31/05/2009:16,000 € allocated

• Budget planning ?

1. Meetings

2. Financial Subsidy

3. STSM

COST is supported by the EU RTD Framework Programme

ESF provides the COST Office through an EC contract

Thank you for your attention

Any further question?