welcome to the grant holder workshop 21/05/2014 brussels
Post on 16-Dec-2015
215 Views
Preview:
TRANSCRIPT
Welcome to the Grant Holder Workshop
21/05/2014
Brussels
Agenda for Workshop
10:00-12:30 – Session I
Welcome to participants
About COST
COST Grant System
COST Networking Tools and Video Presentation
12:30-13:15 – Lunch Break
13:15-16:30 Session II
COST Networking Tools and Video Presentation (continuation)Questions and answers session
2
3
COST Mission
COST enables break-through scientific developments leading to new concepts and products and thereby contributes to strengthen Europe’s research and innovation capacities
COST Policies Moving Forward
Inclusiveness Early stage researchers
(ESR) Gender balance International cooperation SME / industry
participation
4
COST has identified its priorities and has developed policies on:
COST and Horizon 2020 COST will continue to foster scientific and technological
excellence and inclusiveness in Europe, by supporting bottom-up, open science and technology networks involving researchers across the continent
COST is expected to contribute in particular to the ‘Societal Challenges’ and ‘Spreading Excellence and Widening Participation’ pillars of the Horizon 2020 strategy
COST will receive an increased budget compared to the budget allocated under FP7
Preparation for the new seven-year period required the establishment of a new legal entity, namely the ‘COST Association’
5
The ‘COST Association’ was established on 19 September 2013 for the purpose of being the legal entity for the implementation of COST activities under Horizon 2020
The COST Association has been established as an International Non-Profit Association under Belgian law (AISBL)
COST Association
COST Funding from June 2014
European CommissionHorizon 2020
COSTAssociation
6
How COST works
COST Actions are formed from networks centred around nationally funded research projects who have been selected for funding following a thorough evaluation and selection process administered by COST
Selected COST Actions: Network nationally funded researchers
Are based on a joint work programme for a duration of 4 years
From the onset must consist of at least 5 COST Member Countries
7
COST is Open and Inclusive
Participation in COST is Open to:
‘Institutions’ from COST Member Countries, Near Neighbour Countries and International Partner Countries
European Commission and EU Agencies
European RTD Organisations specifically limited to: CERN, EMBL, ESA, ESO, ESRF, European XFEL, ILL, EFDA JET (see COST Vademecum Part 1: COST Action)
International Organisations
8
COST CountriesThe 28 EU Member
States
EU Acceding & Candidate Countries
former Yugoslav Republic of Macedonia
Iceland
Republic of Serbia
Turkey
Other Countries Bosnia and Herzegovina
Norway Switzerland
COST Cooperating State
Israel
9
Near Neighbour Countries (NNC)
Ukraine
Russia
Algeria
Tunisia
Georgia
Egypt
Morocco
Moldova
Armenia
Lebanon
Belarus
Montenegro
Albania Azerbaijan
COST Countries
NN countries
Jordan
Syria
547 Participants in running Actions from 27 countries – September 2013
International Partner Countries
COST Countries
Japan (12)
Canada (39)
USA (109)
Rep of Korea (3)
India (07)Hong Kong (2)
Brazil (11)
Colombia (2)
China (27)
Mexico (9)
Pakistan (3)
Singapore (3)
UAE (1)
Indonesia (1)
Chile (3) Uruguay (1)
Mauritius (1)
Taiwan (1)
Sudan (1)
Peru (1)
only one Action
Thailand (1)
Namibia (1)
Bangladesh (1)
Costa Rica (1)
Iraq (1)
Saudi Arabia (1)
Argentina (29)
RA CountriesSouth Africa (36)
Australia (112)
New Zealand (62)
COST Grant System (CGS)COST Actions are administered under the framework of the COST Grant system (CGS) driven by the following principles:
The Action Grant Agreement, a legal contract, between COST and the Grant Holder determines the obligations of the Grant Holder to COST
Annex A of the Action Grant Agreement is drawn from a Work and Budget plan approved by both COST and the Action Management Committee (MC) detailing the nature and the anticipated expenses of the scientific activities to be performed during the respective Grant Period
Funds are administered by an elected Grant Holder Strict adherence to the administrative rules and guidelines
set out in the COST Vademecum Part 1: COST Action Use of e-COST is mandatory
12
Action Structure
MANAGEMENTCOMMITTEE
(MC)
WG 1 WG 2 WG X
GRANT HOLDER(GH)
WG 3
COSTAssociation
13
Management Committee
Coordination, Implementation, and Management of an Action
Supervising the appropriate allocation and use of funds to achieve the Action’s final objectives
DECISION MAKING BODY
COMPOSED OF: The MC is composed of delegates nominated by their respective
COST National Coordinator (CNC)
Up to 2 representatives per COST country
14
Management Committee
Minimum once a year in a participating COST Country
Typical duration ½ day
Decisions only valid if at least 2/3 of the Participating COST Countries are represented
Simple majority vote of MC Members with one vote per Participating COST Country
MC decision must be minuted and sent to the COST Office
IF WE ARE THE ONES WHO ARE TAKING THE DECISIONS…..WHAT IS THE PROCEDURE TO FOLLOW?
MC MEETINGS WRITTEN PROCEDURE / E-VOTE
Initiated and managed by the MC Chair
All MC members are in the e-mail list
Vote open (7 days)
Simple majority vote of MC Members with one vote per Participating COST
Country
MC decision must be minuted and should be included in the official MC minutes of the following MC Meeting
EXCEPT approval IPC and NNC15
How are COST Actions funded?
16
Action Grant Agreement
GRANT HOLDER
Institution that administersthe funds
COSTAssociation
MANAGEMENT COMMITTEE
(MC)
COST Office negotiates and approves Work and Budget plan
with MC
COST Office signs GA with GH
Approved Work and Budget plan?The activities approved in the Work and Budget plan are annexed to the Grant Agreement
Establishes the Scientific objectives for the respective Grant Period
Details the COST Networking Tools to be used during the Grant Period
Needs to be approved by COST and the Action Management Committee
Changes to the Approved Work Plan need to be approved by COST and the Management Committee
17
Approved Work and Budget plan
Action Chair
COSTOFFICE
MC
Negotiation
18
Legally Binding Grant Agreement The Action Grant Agreement is a legal contract which establishes
the obligations of the Grant Holder towards the COST Association
In most instances, it covers a one-year period and must be signed by both parties
The Action Grant Agreement cannot be transferred by the Grant Holder to a third-party
The Management Committee is required to plan and define the Action’s activities and related budget in the Work and Budget plan, which is an annex of the Grant Agreement
Access to e-COST is dependent on the Grant Agreement being signed by both COST Association and the Grant Holder
19
Core Elements of the Grant Agreement
Specifies the obligation to respect the administrative rules detailed in the COST Vademecum Part 1: COST Action
Specifies the duration of the respective Grant period
Specifies the maximum financial contribution provided by COST (the grant amount)
Specifies Payment modalities
• First Grant payment: 65% of the grant – minus the underspend from the previous Grant period (if an underspend is evident)
• Second Grant payment: Up to 35% of the grant
20
Core Elements of the Grant Agreement
Specifies Reporting requirements
Intermediate Financial Report (IFR): Submitted by month 8 of the grant period - This report must be validated by COST prior to requesting the second grant payment. This report must also contain an updated forecast which requires the Grant Manager to include all of remaining approved scientific activities up to the end date of the respective grant period
Yearly Financial Report (YFR): The report is due within 60 days from the end date of the respective grant period
Payments linked to the subsequent grant periods cannot be processed unless the YFR from the previous grant period is finalised and approved by COST
21
Grant Holder Requirements
The Grant Holder must be an institution to which one of the Management Committee (MC) members holds an affiliation
The Grant Holder must be a legal entity. It cannot be an individual
The Grant Holder must be solvent and must be financially stable
The Grant Holder must have the capacity to support the coordination of the Action in line with MC decisions and the administrative rules and guidelines set out in COST Vademecum Part 1: COST Action
The Grant Holder must be able to abide by all aspects of administering the grant namely complying with local taxation schemes and reimbursing flat rates
22
Grant Manager Tasks
Create a Grant Manager account profile in e-COST – email address required. Institutional bank account should be linked to the Grant Holder profile
Support the Action Chair and vice Chair when coordinating meetings: distributing agendas, sending invitations, drafting Management Committee (MC) meeting minutes (if appointed to do so), collecting signed attendance lists.
Collecting, verifying and archiving administrative documents required to processing reimbursements and payments linked to approved COST activities in line with the rules specified in the COST Vademecum Part 1: COST Action
Ensure separation of powers: in cases when the Action Chair is affiliated to the Grant Holder, the task of committing funds for approved activities should be performed by the Action vice-Chair
23
Financial Support for the Grant Holder
The Financial, Scientific, Administration and Coordination (FSAC) budget line is a fixed percentage contribution afforded the Grant Holder to support the administrative tasks relating to coordinating approved scientific activities during a given grant period
The fixed percentage contribution can never represent more than 15% of the incurred eligible scientific expenditure and is defined in the approved Work and Budget Plan
At the end of each grant period, the final FSAC amount is calculated by applying the initially defined and approved FSAC percentage to the actual eligible scientific expenses
When an amendment to the Grant Agreement is necessary, a possible percentage increase in the FSAC can be requested. COST Approval is required after a determination as to whether such an increase is appropriate and justified
24
How is the FSAC Devised
Science Expenditure vs FSAC
Grant amount = € 100,000.00Percentage of FSAC agreed by the Management Committee = 15%
__________________________________________________
Science expenditure = € 100,000.00 /1.15 = € 86,956.52FSAC amount = € 86,956.52 × 0.15 = € 13,043.48
Financial Scientific and Administrative Coordination tasks (FSAC)can never be more than 15% of the scientific expenditure
25
How is the FSAC Calculated
Science Expenditure vs FSAC
Grant amount = € 100,000.00Percentage of FSAC agreed by the Management Committee = 15%
__________________________________________________
Science expenditure validated in the Yearly Financial Report (YFR) = € 85,000.00
FSAC amount = € 85,00.00 × 0.15 = € 12,750.00
The fixed FSAC percentage is applied to the actual scientific spend and not the Grant amount – If there is an underspend then not all of the FSAC amount can be claimed by the Grant Holder
26
Financial Support for the Grant Manager
If the Grant Manager is both a researcher and a Working Group Member then they are eligible to be funded for their attendance at approved meetings / Training Schools and Short Term Scientific Missions (STSM)
If the Grant Manager is not linked to the Action in a research capacity but only in an administrative function then they are not eligible to be reimbursed for their attendance at approved meetings / Training Schools / Short Term Scientific Missions (STSM). Their travel, accommodation and meal expenses associated with attending the approved activities must be sourced from the FSAC
27
Grant Manager Considerations All supporting documents related to the payment of COST
funds must be checked, verified and filed in a secure location prior to releasing the respective payment
Please ensure that all documents are physically protected and cannot deteriorate whilst in storage
Please file supporting documents in an orderly way by using a simple referencing and numbering system so that persons unfamiliar with the Action can navigate through the supporting documents easily and in a timely manner
Validated, reliable accounting records must permit direct reconciliation with what is reported on e-COST
Eligible expenditure concerning the COST Action must be recorded in the accounting records of the Grant Holder according to the applicable accounting standards of the country where the Grant Holder is established
28
Grant Manager Considerations
All relevant financial information and supporting documents related to administering COST activities must be archived and be readily available for review by the COST Office for a period of 5 years after the end of the Seventh Framework Programme or Horizon 2020, depending on which framework the Action falls under.
29
Bank Charges
Bank charges incurred when grant payments are received by the Grant Holder Institution are absorbed by the Grant Holder Institution
Bank charges incurred due to currency transfers made to eligible participants are eligible and can be claimed under the budget line: Other Expenses Related to Scientific Activities (OERSA) – Such charges should be encoded as bank fees
Bank charges incurred due to eligible participants providing incorrect bank account information must be deducted from the responsible participants claim
COSTNETWORKING
TOOLS
30
MC & CORE GROUPMEETINGS
WORKING GROUPMEETINGS
WORKSHOPS &
CONFERENCES
DISSEMINATIONACTIVITIES
SHORT TERMSCIENTIFIC MISSIONS
TRAINING SCHOOLS
List of Eligible COST Activities
Important links for Grant Holders
COST Association Vademecum Part 1: COST Action
http://www.cost.eu/participate/networking
COST Websitehttp://www.cost.eu/
e-COSThttps://e-services.cost.eu/
STSM On-line applicationhttps://e-services.cost.eu/stsm
31
List of COST Networking Tools
Meetings Training Schools Local Organiser Support Short Term Scientific Missions (STSM) Dissemination and Publications
32
33
Meeting Types Management Committee (MC) Meetings Core Group Meetings Working Group Meetings Workshops, Conferences Other Meeting types Final Workshop / Conference / Meeting
MC members are always eligible to be reimbursed for MC meetings (Reimbursement is limited to 2 MC Delegates per MC meeting)
For all other meeting types, the Action MC Chair if formally nominated to do so (or vice Chair only if the MC Chair and Grant Holder are of the same institution) must formally approve and communicate the final list of participants and their respective reimbursement status to the Grant Manager
34
Meetings – Eligibility ConsiderationsEligibility is determined by the status of the country to where the Researchers primary affiliation is held as is registered on their e-COST Profile
The following questions will help determine eligibility: Is the Researchers primary affiliation held in a Participating COST
Country? - A list of Participating COST Countries can be found on the respective COST Action Webpage at www.cost.eu
Is the Researchers primary affiliation held in a Non-Participating COST Country?
Is the Researchers primary affiliation held in an approved institute in a Near Neighbour Country (NNC)? - A list of approved NNC Institutions can be found on the respective COST Action Webpage at www.cost.eu
Is the Researchers primary affiliation held in an approved International Partner County (IPC)?
Is the institution or Country where the Researcher holds their affiliation restricting their eligibility to be reimbursed?
35
Dissemination MeetingsDissemination meetings involves facilitating the attendance of eligible participants at international conferences for the purpose of:
1: Disseminating the COST Actions activities to the wider scientific community
2: Collect information to be further disseminated amongst the Actions members
The following conditions apply to this meeting type: A maximum of two participants per grant period are eligible to be
reimbursed at dissemination meetings. Meetings must be approved by COST if not already approved in the Work
and Budget plan Speaker (s) must be listed in the official programme of the conference
representing the respective COST Action Participants must have their primary affiliation in institutions located in
Participating COST Countries, Approved European RTD Organisations or approved institutions located in Near Neighbour Countries
Up to EUR 500 can be claimed by eligible participants for conference fees
36
Eligibility Hierarchy 1 1 1 1 1 1 2 2 2 2 2 3 3
MC MembersNNC
MC ObserverIPC
MC Observer
EC and EU Agencies
MC Observer
European RTD
MC Observer
International OrganisationMC Observer
WG Members
Core Group Members
STSM Grantee
Trainer TraineeOther /
Observer
IS from participating
COST Countries
Conditions
From participating (or under intention) COST Country
From participating NNC.
From participating IPC
From participating EC/EU Agencies
From participating European RTD
From participating IO
Country determined from
MCUp to 2 per country
Depending on MC decision
Working Group Core Group Workshops/ConferencesFinal eventOther COST relevant
Outreach/Dissemination Meeting
Depending on MC decision
Depending on MC decision Not Allowed
Participating in Approved Meetings by Category
Participants profile
Depending on MC decision
Nomination tool
From participating (or under intention) COST Country
Not AllowedUp to 1 per institutionUp to 1 per institution and 2
per country
37
Eligibility Hierarchy 1 1 1 1 1 1 2 2 2 2 2 3 3
MC MembersNNC
MC Observer
European RTD
MC Observer
IPC MC Observer
EC and EU Agencies
MC Observer
International OrganisationMC Observer
WG Members
Core Group Members
STSM Grantee
Trainer TraineeOther /
Observer
IS from participating
COST Countries
Conditions
From participating
(or under intention)
COST Country
From participating
NNC
From participating European
RTD
From participating
IPC
From participating
EC/EU Agencies
From participating
IO
Country determined from
MCUp to 2 per country per meeting
Up to 1 per institution and 2 per Country
Up to 1 per institution
Working Group Core Group Workshops/ConferencesFinal eventOther COST relevant
Outreach/Dissemination (2 participants maximum per Grant Period)
Eligibility of Participants in Approved Meetings by Category
Depending on MC decision
Depending on MC decision
Depending on MC decision
Nomination tool
Depending on MC decision
Up to 2 participants maximum per Grant Period
From participating (or under intention) COST Country
Not eligible
Not eligible
Not eligible
Not eligible
Not eligible
Participants profile
38
Meeting Participation - What can be claimed?
Flight expenses Economy class flight tickets can be reimbursed up to the value of EUR 1200 Train or Bus expensesFirst and second class train tickets are eligible to be reimbursed (Supplements for fast trains and sleepers are eligible expenses) Car travel expensesUp to a maximum distance of 2 000 km at EUR 0.20 per km can be claimed by eligible participants
EUR 0.30 per km can be claimed when 2 or more eligible participants are travelling to the approved COST activity - Only the driver can be reimbursed
39
Meeting Participation - What can be claimed?
Local transport expenses are transport costs associated with shuttle, buses, trains, metro, trams, taxis, car travel, parking costs and ferry costs incurred travelling between the following points:
Home to Airport / train station Airport / train station to meeting venue / hotel Hotel to meeting venue Meeting venue to hotel Meeting venue / hotel to airport / train station Airport/train station back to home
If the claimed amount is less than EUR 25, no receipts are required to be submitted for reimbursement but the journey(s) must be detailed on the TRR (for both outbound & inbound journeys). If the claimed amount exceeds EUR 25, receipts justifying the total amount claimed are required
40
Meeting Participation - What can be claimed?
Taxi Expenses - Action participants are limited to use taxis to when no other means of public transport is available and only when travel is required between 10pm and 7am on the dates of travel - An amount of up to a maximum of EUR 80 is eligible for the entire journey when the above conditions have been met
Other eligible expense - visa fees relevant to attending the approved Action meetings. Claimants must validate the amount incurred by producing a supporting document (a receipt/stamp from the embassy/consulate issuing the visa) which clearly shows the amount paid and the conditions of the visa
41
Accommodation Expenses The reimbursement of accommodation expenses are
based on flat rates only (at a maximum of EUR 120 per person per night which includes breakfast)
The maximum number of nights that can be claimed by an eligible participant equals the number of attended meeting days (as confirmed by the attendees signatures on the meeting attendance list) plus 1 night
To be entitled to be reimbursed, each eligible participant must sign the meeting attendance list
The Management Committee (MC) can decide to reduce the accommodation flat rate for any given meeting with all MC members receiving the same flat rate allowance
Meals for Meeting 21-22/10 2013Meals 20-Oct 21-Oct 22-Oct 23-Oct
Lunch
Departure
Before 12:00 Y
Y y
Arrival
Before 12:00 N
After 12:00 N After
12:00 Y
Dinner
Before 19:00 Y
Y y
Before 19:00 N
After 19:00 N After
19:00 Y
maximum 8 meals (2+2+2+2) if travelling the day before and after the meeting
Meal allowance of 20 Euro per Meal
Accommodation 20-Oct 21-Oct 22-Oct
23-Oct
Travelling Y YY Y Travelling
Y NN N N N
maximum 3 nights = 20+21+22/10 if participant signed attendance list
43
Meeting Participation - Non-eligible expenses
Registration, honorarium or lecture fees (Except for approved Dissemination meetings – conference fees are eligible)
Transportation expenses associated with travelling to an embassy or consulate to obtain a visa
Life and medical insurance Travel cancelation insurance Luggage insurance Overnight stay during a trip by car, fuel costs, road tolls
and car rental costs Wi-Fi, telephone, internet and minibar consumption Printing costs, postage expenses Regional or national taxation fees, stamp duty expenses
Meetings - Reimbursement Procedure All recipients of COST funds must have an e-COST Profile and
must register their bank details MC Chair (or Vice Chair only if the Chair and Grant Holder are of
the same institution) on behalf of the MC must approve the final list of participants and their eligibility status for each approved meeting
Deadline for claim submission of 30 days must be strictly enforced
All recipients of COST funds must sign the relevant attendance list – No signature means no reimbursement
Any derogation from the COST rules requires prior approval required from COST
After each meeting, the MC Chair (or Vice Chair only if the Chair and Grant Holder are of the same institution) must approve the list of participants to be reimbursed
44
When choosing meeting locations: Assess where the Action can avail of low cost
accommodation so that the Management Committee (MC) can reduce the accommodation flat rate for the given meeting
Consider the availability of cheap public transport in the locality of the meeting and the availability of low cost airlines that service the meeting venue
Seek to avail of research institutions linked to MC Members that can avoid meeting room expenses and expensive coffee breaks and lunches
For MC Meetings be aware that usually only 80% of the MC attends
Subject to rooms being available, meetings can also in theory be held at the COST premises
Send Invitations to eligible participants as early as possible
45
Meetings: How to Maximise your Budget?
Meetings: Final Considerations
Spend your entire grant on approved scientific activities
Unspent funds cannot be carried forward to the subsequent grant period and will be reclaimed by COST and utilised by other COST Actions
Always send the minutes of the MC meetings to COST and upload on e-COST
Additional activities (meetings, Training Schools) not detailed in the Work and Budget plan need approval from the Action Science Officer
Derogation from the eligibility rules require COST approval prior to the expenses being incurred
46
Training SchoolsIntensive training on a subject aimed at widening, broadening and sharing knowledge relevant to the Actions scientific objectives
The following must be done prior to issuing invitations via e-COST
Agree on location of the approved Training School (must be held in participating COST Country or in approved Institutions located in NNC)
Agree on duration of Training School (Minimum of 3 days and maximum of 15 days)
As a form of MC approval, the MC Chair (or vice Chair only if the MC Chair and Grant Holder are of the same institution) must approve and communicate to the Grant Holder the final list of Trainees and Trainers that will attend the approved Training School and the fixed grant amounts that will be afforded to eligible Trainees
47
48
Training School - Eligibility Considerations
Trainers from participating COST Countries are eligible to be reimbursed
Trainees from any COST Country are eligible to receive funding
Trainers and Trainers from approved NNC institutions are eligible to receive funding
Trainers from approved IPC institutions are eligible to be reimbursed
Trainers and Trainees from approved European RTD Organisations are eligible to receive funding
Up to a Maximum of 4 invited speakers can be invited as Trainers for any individual Training School
49
Training School Parameters
Duration: between 3 days and 15 days Local Organiser Support can be claimed Trainers: same reimbursement practice and rules as
for meeting participants Travel, accommodation and meals – no lecture fee can
be claimed Trainees: Fixed grants (No receipts needed) Maximum Grant EUR 1500 (daily subsistence
allowance of EUR 160 and up to EUR 300 can be afforded for travel expenses)
50
Local Organiser Support (LOS)
Expenses related to the practical organisation of approved meetings, Workshops, Conferences and Training Schools can be claimed by the organiser in line with the listed items mentioned below:
Eligible costs when claiming LOS are: Room and technical equipment rental Photocopying, phone, fax and mailing costs linked to
hosting the approved meeting Personnel expenses – A fixed contribution to cover on site
staff support for the event which cannot exceed 15% of the total LOS request
Coffee breaks and Light lunches (to be deducted from each participants meal allowance)
Only one conference meal (to be deducted from each participants meal allowance)
51
Local Organiser Support (LOS)
Two modalities that the local organiser can consider when submitting a claim for LOS:
1. Flat rate - EUR 20 per participant for each day the they attend the approved meeting (as evidenced by each participants signature of the daily attendance list)
The maximum LOS amount claim using the flat rate modality is EUR 5000 No invoices are required
2. Provide Invoices detailing actual eligible expenses (V.A.T. cannot be claimed) Only to be considered if the eligible expenses cannot be covered by the
flat rate modality namely if the expenses exceed what the EUR 20 per participant per day provision will cover or if the claimable amount is above EUR 5000
A final breakdown of expenses using the online LOS breakdown template is required
52
Local Organiser Support (LOS) - Continued
The justification of expenses and the relevant invoices must be submitted to the Grant Manager and checked for eligibility, accuracy and compliance with the criteria detailed in section 5 of the COST Vademecum Part 1: COST Action
Online approval by the Chair (or the vice Chair only if the MC Chair and Grant Holder are of the same institution) is required
The overall COST contribution cannot exceed EUR 10 000 All meetings hosted together in the same destination over the
same time period are considered to be co-located and are eligible to claim for one LOS provision
V.A.T. amounts listed on invoices cannot be reimbursed
53
Local Organiser Support (LOS)
The following expenses are not eligible to be claimed by the Local Organiser: V.A.T. and any other indirect taxes Any meal exceeding the single meal limit Hotel group reservations Translation and editing costs Transportation expenses without COST Approval Purchase of technical equipment and IT devices
such as mobile phones, computers, printers
54
Short Term Scientific Missions (STSM)
From where to where?
From a participating COST Member Country: To another participating COST Member Country To an approved NNC institution To an approved IPC institution To an approved specific organisation
From an approved NNC institution: To a participating COST Member Country
From an European RTD Organisation: To a Participating COST Country or Cooperation State
A list of Participating COST Countries can be found on the respective COST Action Webpage at www.cost.eu
55
Short Term Scientific Missions (STSM)
Evaluation and selection criteria is the direct responsibility of the Action Duration: A minimum of 5 days and up to a maximum duration of 3
months Financial Support is only a contribution
Subsistence Allowance: A maximum of EUR 160 is permissible Travel expenses: A maximum amount of EUR 500 is permissible
In total, a maximum of EUR 2500 for up to three months
Early Stage Researchers (ESR – ESR is Ph.D. + < 8 years) can claim up to a maximum of EUR 3500 for a STSM between 91 days and up to 6 months)
Dissemination and PublicationsDisseminating and transferring knowledge is a key value to COST and the use of results by policymakers, industry and society is vital
56
COST Actions are encouraged to use all means to communicate their findings to the European research
community and to society at large
Dissemination and Publications
57
Responsibility of the Management Committee
Publication and dissemination strategy must be reflected in the Work and Budget plans and must be reviewed throughout every Grant period
Action Publications and Dissemination Activities
Final Action Publication
COST can fund one final Action publication
The final publication is funded directly by the COST Office and not through the Action Grant and must be Requested 6 months before the official end date of the Action
58
Dissemination and Publications Eligible expenses: Expenses for the production and distribution of a publication by a
printing house The purchase and distribution of a fixed number of copies of high-quality
publications produced by a renowned publisher (usually books or journals)
Proof reading, editing, production and distribution expenses relating to the production of approved publications
Multimedia material production expenses for CD-ROM, DVD and video products
The production of proceedings from scientific conferences and meetings The production of dissemination materials other than publications such
as flyers, posters, postcards) Website development
Graphic design and translation expenses are not eligible.
V.A.T. amounts listed on invoices cannot be reimbursed.
59
Provisions for Website Development
http://www.cost.eu/media/visualidentity Send the Action website URL to COST once the website
is up and running COST should be granted access to password protected
elements of the Action website
Dissemination and Publications
WEBSITE BEST PRACTICE EXAMPLES
http://www.esnam.eu/index.html
http://www.electrospinning-cost.eu/
60
Example of Best Practice Action Website
61
Example of Best Practice Action Website
62
Checklist for Dissemination Materials and Publications
‘This publication is supported by COST’
Communication and COST
Recommendations when communicating with COST:
Indicate Action number within every correspondence
Do not include COST contacts in internal discussions
Communicate only outcome of MC decisions to COST
Acknowledge COST
On the Action website On all peer reviewed publications At all Meetings / Workshops / Conferences
63
COST – European Cooperation in Science and Technology
Avenue Louise 149
1050 Brussels, Belgium
T: +32 (0)2 533 3800
F: +32 (0)2 533 3890
Get COST News by e-mail by signing up at
www.linkedin.com/groups?gid=1699127
www.facebook.com/COST.Programme
twitter.com/COSToffice
64
top related