IAP-VII Information 09/11/2012 13/11/2012 IAP PHASE VII (2012 - 2017) Information sessions.

IAP-VII Information

09/11/2012

13/11/2012

IAP PHASE VIIIAP PHASE VII(2012 - 2017)(2012 - 2017)

Information sessionsInformation sessions

IAP-VII Information

I. Introduction (1)

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Frank MONTENY, head of the department research programmes

Véronique FEYS and Corinne LEJOUR, programme managers

Dita USLU and Naziha BENALI, administrative assistants

Yves ROUSSEAU, Vincent MEUNIER, Geert VERSTRAETE and Anne-Marie VAN DEN HUL, financial administrators

IAP-VII Information

I. Introduction (2)

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General email address :

[email protected]

Mention in each correspondence :

IAP P7/..

IAP-VII Information

II. Objectives

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To reinforce fundamental research in Belgium

To provide excellent research teams with additional human and material resources

To promote long-term, structured collaboration among university research teams of both Belgium’s linguistic Communities

To enable young emerging teams to benefit from the environment of excellence provided by a network

To facilitate the insertion of Belgian research teams into European and international networks

IAP-VII Information

III. The different IAP phases

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PHASE I (1987 - 1991) 14 networks 45 million EUR

PHASE II (1990 – 1995)

23 networks 50 million EUR

PHASE III (1992 – 1996) 16 networks 50 million EUR

PHASE IV (1997 -2001) 35 networks 110 million EUR

PHASE V (2002 – 2006) 36 networks 112 million EUR

PHASE VI (2007 – 2011) 44 networks 143 million EUR

PHASE VII (2012 -2017) 47 networks 156,5 million EUR

IAP-VII Information

IV. A few figures

• 47 networks (including 17 new networks)

- 24 in life sciences- 15 in exact or applied sciences- 8 in human sciences

• 369 research groups

- 257 Belgian promoters- 112 International partners

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IAP-VII Information

V. General conditions

Contract IAP-VII

Administrative guidelines

Homepage : www.belspo.be/iap

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IAP-VII Information

VI. Organisation of the network (1)

Coordination of the network

Meetings- Kick-off meeting- Minimum 1 meeting per year

Follow-up committee (external experts)

Website of the network

International symposium

Network-driven training activities

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IAP-VII Information


Guidelines for the annual meetings

Introduction by the coordinator

Presentation of the results and collaborations by the WP-leaders

Presentations by young researchers (also posters, …)

Short administrative meeting (+ minutes)

Rotation in the organisation

Do not forget to invite BELSPO

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IAP-VII Information

VI. Organisation of the network (3) Guidelines for the website

names of partners summary and/or description of the project list of publications agenda of the IAP meetings, conferences, workshops “network-driven” training activities job offers newsletter discussion forum annual reports

If necessary : password for restricted access

Do not forget : Belspo and IAP logos + links with the Belspo and IAP websites

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IAP-VII Information


Network-driven training activities

To promote interdisciplinary training of PhD students and postdocs

Graduate school, summer schools …

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IAP-VII Information

Regular organisation of meetings (WP-meetings)

Numerous contacts between researchers of different groups

Exchange of personnel, information and materials

Common use of equipment, databases, ...

Common activities: network-driven training activities, symposia, co-supervision of thesis, …

Collective participation: co-publications, EU-projects

Website

Electronic newsletter, …

Good practices of an IAP network

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IAP-VII Information

For each International partner a Belgian partner is designated as contact person

Contract between the Institution of the International partner and the Institution of the Belgian promoter

Cooperation with the International partners

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IAP-VII Information

VII. Categories of expenses

Personnel

Operating costs

Equipment

Subcontracting

Overheads

International partnership

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IAP-VII Information

VII. Personnel (1)

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Personnel budget = minimum 60% of the total budget

Doctoral and postdoctoral grants = maximum 60% of the personnel budget

(derogation if the total budget < 600.000 €)

Minimum 1 full-time (or equivalent in part-time) researcher

Minimum 1 post-doc researcher for teams with a budget of ≥ 900.000 € (recommendation)

IAP-VII Information

VII. Personnel (2)

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Employment or fellowship contract

- Duration: 1 year minimum (except derogations)

- IAP promoter namely mentioned

- Copy transmitted to Belspo upon entry into service

IAP-VII Information 17

VII. Operating costs (1) «Forfait» = maximum 15% of the total budget

Any type of expenses related to the project

No pieces of justification to be sent to Belspo

But possibility of control by auditing :

- Compliance with laws and internal rules

- “Forfait” used for the project (promoter’s account)


VII. Operating costs (2) In addition to the «forfait»: possibility of reimbursement of expenses under certain conditions

- Expense > 500 € incl.VAT (amount of the accounting document)

- Expense clearly related to the project

- Name of the IAP promoter or a colleague on the invoice

Some expenses are excluded from this possibility


VII. Operating costs (3) List of expenses excluded from the «Expenses in addition to the forfait»:

Office supplies (including computer equipment)

Photocopies, documentation, shipping, telecom, insurances

Travel and accomodation in Belgium and abroad

Restaurants, catering, food (except for organisation of IAP workshops)

Internal invoices for purchases of goods (general stores)


VII. Operating costs (4) Examples of «in addition to the forfait» expenses:

Internal invoices for the delivery of services

Remuneration for student jobs

Cost of maintenance of specific machines and instruments

Allowances to visiting researchers

Costs for organising IAP events

Internal subcontracting

Accounting document > 500 € incl.VAT


VII. Operating costs (5)

Internal subcontratcing

For the services of a colleague from another research unit of its institution

Subject to the approval of the programme manager :

via the annex 1 of the administrative guidelines


VII. Operating costs (6)

Remarks:

If 15 % in operating costs are sufficient → possibility to charge all expenses of operating costs on the “forfait”

No obligation to request the maximum “forfait”

IAP-VII Information

VII. Equipment (1)

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Scientific and technical machines and instruments (including computer equipment and office supplies)

Unit cost > 500 € incl.VAT

If purchase > 25.000 € and and not in the acquisition plan → permission of Belspo needed

IAP-VII Information

VII. Equipment (2)

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invoice = 1 PC full → equipment if > 500 €

invoice = computer accessories→ operating costs « forfait » if unit cost < 500 €

IAP-VII Information

VII. Equipment (3)

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No Office furniture

No acquisition after 31/12/2016

IAP-VII Information

VII. Subcontracting

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For costs incurred by a third party

If not foreseen by the annex I of the contract → permission of Belspo needed

Limited to 25% of the budget of the promoter

IAP-VII Information

VII. Overheads

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« Forfait » → no pieces of justification (no control by auditing)

Maximum 5 % of the total personnel and operating costs

Cover fixed costs for administration, rents, the depreciation of equipment, insurances

IAP-VII Information

VII. International partnership (1) 50 % co-financing

IAP Contribution:

- ± 100.000 € / network

- only for personnel and operating costs

- budget is added in budgettary table of the Belgian

partner

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IAP-VII Information

VII. International partnership (2)

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Expenses to the account of the IAP budget :

- Expenses incurred by the international partner :Expense claim on letterhead of the institution of the

international partner and signed by its legal representative

- Expenses incurred by the Belgian promoter :Invoices or expense reports relating to expenses

concerning the international partnership

IAP-VII Information

VIII. Financial regulations (1)

7 annual instalments: 2012 to 2018(independent of expenses)

The allocated budget is available during the entire period of the contract

Budget

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IAP-VII Information


Within the same budget category:

- balances automatically transferred to the following year

Between different budget categories:- Form for the transfer of credits + approval by financial department (annex 2 of administrative guidelines)

Minimum 60 % personnel budget

Transfer of credits

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IAP-VII Information


To be sent twice a year by the financial department of the institution

No expenses after the end date of the contract

Justification of expenses

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IAP-VII Information


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IAP-VII Information

IX. Reports (1) Initial report : before 30 November 2012

Annual reports :

Administrative part (personnel): Excel file Scientific part (research results and overview of

terms of cooperation)

Report for the evaluation : ?

Final report: before 31 December 2017

General summary of results

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IAP-VII Information

IX. Reports (2) Dates of submission of annual reports

= 3 months after the end of each working year

for networks that started on 1 April 2012 : 30 June

for networks that started on 1 October 2012 : 31 December

Common reports for the whole network to be sent by the coordinator

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IAP-VII Information

X. Dissemination of results (1) Publications, patents, posters, website,

announcements of conferences, power point presentations, ... :

- mention the Federal Belgian Science Policy Office as source of funding :→ This research has been funded by the Interuniversity Attractive Poles Programme initiated by the Belgian Science Policy Office

- use of logos: BELSPO, IAP, network, ...

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IAP-VII Information

X. Dissemination of results (2)

Open Access (OA) : Declaration of Berlin (2003)

Publications in «on line» journals

Results of the research in the OA repository of the institution (Institutional OA Repository)

or in the OA repository of Belspo (soon available)

IAP final report in the OA repository of Belspo

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IAP-VII Information

X. Dissemination of results (3)

For datasets relating to biodiversity:

Belgian biodiversity platform

For cultivable biological material such as bacteria, yeasts, filamentous fungi, viruses, cells, tissues, plasmids,...:

Biological Resource Centre

in preference to the BCCM consortium(http://www.belspo.be/bccm)

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IAP-VII Information 09/11/2012 13/11/2012 IAP PHASE VII (2012 - 2017) Information sessions.

Documents

Transcript of IAP-VII Information 09/11/2012 13/11/2012 IAP PHASE VII (2012 - 2017) Information sessions.