COST MP0801 Kick off meeting

1
COST MP0801 Kick off meeting Physics of
Competition and Conflicts By Caroline Whelan and
Stéphanie Beauloye Introduction on COST
instruments and procedures 1st Management
Committee Brussels 22nd September 2008
2
COST Office staff for Action MP0801

• Caroline Whelan
• Science Officer for Physical, Materials and
  Nanosciences
• Tel [phone]
• cwhelan_at_cost.esf.org

• Stéphanie Beauloye
• Administrative Officer for Physics, Materials and
  Nanosciences
• Tel [phone]
• sbeauloye_at_cost.esf.org

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)

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
  MoU
• Attention 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

5
 Status  of Action MP0801
6
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-c
  ost
• 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

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
  taxis 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

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)

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)

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

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!

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

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

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

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.

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

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

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 Actions budget

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 )

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.

21
Budget until end 31st May 200950.000 allocated
22
Budget from 22/09/08 till 31/05/200916,000
allocated

• Budget planning ?
• Meetings
• Financial Subsidy
• STSM

23
Thank you for your attention

• Any further question?