Action ES1306 Connecting European connectivity research 1st Management Committee Meeting - Connecteur
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Action ES1306
Connecting European
connectivity research
1st Management Committee Meeting
Dr Deniz Karaca
Science Officer -ESSEM
Brussels, 10 April 2014
COST is supported ESF provides the COST Office
by the EU Framework Programme through a European Commission contract
COST Office Contact Point Action
ES1306
Science Officer Dr Deniz Karaca
deniz.karaca@cost.eu
Tel: +32 (0)2 533 38 31
Administrative Officer Ms Andrea Tortajada
andrea.tortajada@cost.eu
Tel: +32 (0)2 533 38 45
Kick-off meeting
– Morning - about COST (Part I and II)
– Afternoon - academic part
Please pay attention to the more administrative
presentation this morning:
– Rules and procedures will govern your Action
and will be crucial for the following 4 years
– Opportunities may be better used
– Pitfalls may be avoided
10/04/2014: 9:30-12:00
Agenda
Adoption of the agenda
Status of the COST Action
Presentation of the delegates
General information on COST and its mechanism and on
the funding & reporting of coordination activities
Agreement on the internal rules of procedure for the MC
Election of the Chair and Vice-Chair
Election of:
The Grant Holder
STSM coordinator
Training School coordinator
10/04/2014: 13:00-16:00 Agenda Work plan for the implementation of the COST Action Presentation of the Action by the proposer Objectives and working programme Working method / organisation & management Distribution of tasks and election of WG leaders Promotion of gender balance & ESRs Time table Budget plan Place & date of next meeting AOB Closing
ES1306: Connecting European connectivity research CSO approval: 15/11/2013 Start of Action: 10/04/2014 End of Action: 09/04/2018 Duration: 4 years Parties: Currently 23 MC Chair: to be nominated at the 1st MC Meeting MC Vice Chair: to be nominated at the 1st MC Meeting DC Rapporteur: Dr John Boardman (UK)
Presentation of the delegates
PART I: INTRODUCTION TO COST Mission, History, COST Countries, Characteristics, Scientific Domains and Governance
What is COST? Founded in 1971, COST is the oldest and widest European intergovernmental framework for transnational Cooperation in Science and Technology. COST has been supporting networking of research activities across all 35 Member countries and beyond for over 40 years COST is open to all disciplines, to all novel and ground- breaking S&T ideas, to all categories of partners where mutual benefit is real.
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.
10COST Features Intergovernmental Pan-European Open to global cooperation on the base of mutual interest Light-weight administration Easy implementation
COST in Figures Established in 1971 19 COST countries now 35 + 1 Cooperating State 3 reciprocal agreements with International Partner Country (IPC) From 7 Actions to over 328 Actions running April 2014 From 7 Domains to 9 Domains + TD 250 MEUR of FP7
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.
COST’s preparation for the new seven-year period required the
establishment of a new legal entity, the ‘COST Association’.
13COST Policies under H2020
COST has identified its priorities and developed its policies on:
Inclusiveness.
Early stage researchers,
ESRs.
Gender balance.
International
cooperation.
SMEs/industry
participation.
14COST Countries
15Country participation
in COST Actions
328 running Actions
March 2014
16International dimension of COST
The participation of Institutions from International Partner
Country (IPC) is welcome and is based on mutual benefit
IPC participants can be classified as:
Institutions in neighbouring Balkan countries (Albania and
Montenegro), Mediterranean countries (Algeria, Egypt, Lebanon,
Libya, Morocco, the Palestinian Authority, Jordan, Syria and
Tunisia) and Eastern European Countries (Armenia, Azerbaijan,
Belarus, Georgia, Moldova, Russia and Ukraine)
Institutions in Reciprocal Agreements’ countries (Argentina, New
Zealand and South Africa)
Institutions in all other International Partner Countries (IPC)COST Near Neighbour Country
206 participations in running COST Actions across 17 countries
Albania (15)
Algeria (7)
Armenia (8)
Azerbaijan (5)
Belarus (6)
Egypt (7)
Georgia (5)
Jordan (2)
Lebanon (5)
Moldova (5)
Montenegro (12)
Morocco (13)
Palestinian Authority (3)
Syrian Arab Republic (2)
Russia (51)
Tunisia (14)
Ukraine (46)
March 2014 data
18International Partner Countries
519 participations in running Actions across 27 countries
March 2014 data
19COST Governance
Council COMMITTEE OF SENIOR OFFICIALS (CSO) COST National
COST
Coordinators
Secretariat
COST OFFICE
9 COST
Domain
Committees ….. ESSEM …… …….. …….
COST Actions MC
(~300)
WG
WORKING GROUPS (NETWORKS) …… ~30.000 researchers
Scientific Domain
MC = Management CommitteeCOST structure: CSO
Council COST
COST
COMMITTEE OF SENIOR OFFICIALS (CSO) National
Secretariat Coordinators
CSO
2 representatives per COST Country
Responsible for
the overall strategy and steering of COST
deciding on the launching of individual Actions
approving participation of institutes from
International Partner Country (IPC)
approving the prolongation/extension of ActionsCOST structure: Domain Committee
Domain Committee
1 representative / COST Country
Responsible for
ESSEM assessment of proposals for new
Actions
monitoring of ongoing Actions
evaluation of completed Actions
MC
dissemination and exploitation of
WG results of a COST Action
strategic developments in the
Scientific Domain Domain
Synergies between ActionsCOST ACTION:
networks centred around nationally funded
research projects
based on a joint work programme for 4 years
in fields that are of interest to at least five COST
countries (average 20 countries)
selected via an Open Call for proposals
average financial support: EUR 130 000 per year
Structure & Decision making
23COST ACTIONs
COST supports the networking of researchers through science and
technology networks, which are open to:
All fields of S&T (including interdisciplinary, new and emergent fields –
bottom-up)
Any novel and original idea (innovative)
All partners (public and private, big and small)
All career stages (fostering Early Stage Researchers)
All countries (small and big, leader and follower countries), including
COST Near Neighbour Countries (NNC) and International Partner
Countries (IPC) – fostering inclusiveness and international cooperation
24Action General Strategy
Memorandum of Understanding (MoU)
Originates from the Full Proposal.
Describes the Action objectives which are expected to be delivered
and the added value of networking.
Accepted by a minimum of 5 different COST Member Countries
and/or Cooperating State before an Action can start. 3-4 month after
CSO approval : first Management Committee meeting – election of
Chair and Grant Holder / draft work and budget plan
25How are COST Actions funded?
Yearly Grant Agreement
MANAGEMENT 1. COST Office negotiates and COST
COMMITTEE approves Work and Budget Plan
OFFICE
(MC) with MC
GRANT
HOLDER
Institution that
complies with
2. COST Office signs GA with GH
COST rules.
26What is the Yearly Work & Budget Plan?
Is the document upon which the Grant Agreement is based on
Details the COST Networking tools (MC/WG meetings,
workshops, scientific missions, dissemination activities,…) to
be used during the Grant Period in order to achieve the
objectives including an estimate of the budget for each activity
(following COST rules - Vademecum)
Needs to be Approved by the MC and the COST Office
The budget level will primarily depend on the number of
approved COST countries participating in the Action (current
average: EUR 130.000 for 20 COST countries)
27What can you do with your Budget?
MC & CORE GROUP
MEETINGS
SHORT TERM WG
SCIENTIFIC MEETINGS
MISSIONS
COST
NETWORKING
TOOLS
TRAINING WORKSHOPS
SCHOOLS &
CONFERENCES
DISSEMINATION
28Action Structure
GRANT HOLDER MANAGEMENT
COST
(GH) COMMITTEE
OFFICE
(MC)
WG 1 WG 2 WG 3 WG X
29Management Committee
DECISION MAKING BODY
Coordination, Implementation, and Management of an Action.
Supervising the appropriate allocation and use of funds.
To achieve the Action’s final objectives.
COMPOSED BY:
The MC is composed of delegates nominated by their
respective COST National Coordinator (CNC).
Up to 2 representatives per COST country.
Chair, Vice-Chair, WG leaders, Grant Holder…
MC Observers
30Management Committee
IF WE ARE THE ONES WHO ARE TAKING THE DECISIONS…..
WHAT IS THE PROCEDURE TO FOLLOW?
MC MEETINGS E-VOTE
Minimum once a year in a participating Initiated and managed by the MC Chair.
COST Country.
All MC members are in the e-mail list.
Typical duration ½ day.
Vote open (7 days).
Decisions only valid if at least 2/3 of the
Participating COST Countries are Simple majority vote of MC Members
represented. with one vote per Participating COST
Country.
Simple majority vote of MC Members
with one vote per Participating COST MC decision must be minuted and
Country. should be included in the official MC
minutes of the following MC Meeting.
MC decision must be minuted and sent
to the COST Office. EXCEPT approval IPC and NNC.
31Management Committee
MAIN TASKS TO BE PERFORMED by the MC
ACTION STRATEGY as defined in the MoU
ACTION STRUCTURE:
Election of the Action Chair, Vice-chair, Grant Holder and other relevant COST
Action positions needed to achieve Actions Objectives.
Working Group structure and membership.
ANNUAL WORK & BUDGET PLAN
DISSEMINATION & EXPLOITATION STRATEGY
Approval of NEW PARTICIPANTS
Implement COST Policies
MONITORING & ASSESSMENT
Supervising the appropriate allocation and use of funds
32Management Committee
KEY ROLES in order to ORGANISE AND DISTRIBUTE THE WORK
ACTION CHAIR
ACTION VICE CHAIR CORE GROUP:
WG LEADERS
Prepare MC decisions
GRANT HOLDER
And other horizontal activities
CORE GROUP MEETINGS
Exception:
WG leaders can be exceptionally MC substitutes in case of serving the
COST mission and Policies
33WORKING GROUPS
PRODUCTION & EXCHANGE OF RESEARCH
The objectives of Working Groups are to perform the necessary tasks required
for the Action to fulfil its scientific objectives as defined in the MoU
WG leaders must be MC Members
Working Group Meetings: Coordinate the research work, production and
exchange of research, prepare reports to MC and have specific agenda and
minutes
COMPOSED BY: Any researchers from Participating COST Member
Countries
MC Members, or MC Observers from NNC, IPC, Specific
Organisations
Every MC Member must join a Working Group and
actively participate as Working Group Member
34Action Interactions
ACTION
CHAIR, VICE-CHAIR
MC
MEMBERS COST
&
OFFICE
ACTION
PARTICIPANTS
GRANT
HOLDER
35COST Action
Management Committee
• Max 2 representatives / COST
Country
Responsible for
coordinating implementation of
the Action
MC ensuring scientific coordination at
a national level
managing the Action’s work and
budget plans
monitoring progress report
WG WGCOST Action
Working Groups
• a small number of researchers
working together
• MC members or other scientists
from the Parties
MC
• invited experts / speakers
(workshops / conferences)
• members from non-COST
institutes
WG WG Responsible for
production and exchange of
Research9 Scientific Domains • Biomedicine and Molecular Biosciences (BMBS) • Chemistry and Molecular Sciences & Technologies (CMST) • Earth System Science & Environmental Management (ESSEM) • Food & Agriculture (FA) • Forests, their Products and Services (FPS) • Individuals, Society, Culture & Health (ISCH) • Information & Communication Technologies (ICT) • Materials, Physics & Nanosciences (MPNS) • Transport & Urban Development (TUD) + Trans-Disciplinary
ESSEM Domain
ESSEM -relating to better
understanding, observing,
modelling and predicting the
Earth system and thereby
improving management of
environmental conditions.
• 137Actions launched since 1992
• 30 running Actions by April 2014ESSEM New Actions
ES1307 | Sewage biomarker analysis for community
health assessment | KO: 14 April’14
ClimMani: Climate Change Manipulation Experiments in
Terrestrial Ecosystems: Networking and Outreach | KO:
24 April’14
Innovative optical Tools for proximal sensing of
ecophysiological processes (OPTIMISE) | KO:25 April’14
40Today:1st MC Meeting Understand how to manage a COST Action Understand COST Rules and Procedures Understand MC responsibilities for COST Grant System Elect a Chair, Vice-Chair, WG Leaders, Webmaster, STSM Manager Core Group (Chair, VC and WG Chairs, Grant Holder, Webmaster) can be mandated by the MC to take decisions not exceeding Elect a Grant Holder and two Financial Rapporteurs Start development of the Annual Work Plan and Annual Budget Plan 12 months
Work and Budget Plan COST Grant budget plan Action no. and title: ES1306 Grant period: 01.06.2014 – 31.05.2015 Allocated budget: 151 000 EUR A. SUMMARY BUDGET (1) MEETINGS (2) SHORT-TERM SCIENTIFIC MISSIONS (3) TRAINING SCHOOLS (4) PUBLICATIONS, DISSEMINATION, OUTREACH (5) OTHERS B. TOTAL SCIENCE EXPENDITURE (sum of (1) to (5)) C. SECRETARIAL SUPPORT (max. of 15% of B.) D. TOTAL EXPENDITURE (B+C) = 151 000 EUR .
Key Dates and Action Monitoring
Work and Budget Plan (W&B) 25 April 2014
Signature of the COST Grant Agreement May 2014
Annual Monitoring Progress Report
Next one: 01/04/2014 - 6 Weeks before the APC
Template available at
http://www.cost.eu/download/monitoring_progress_re
port_template.doc
Annual Progress Conference (APC)
12-14/05/2014 in Croatia (HR)
Oral presentation
Action posterPART II: ADMINISTRATION Management Committee, Networking Tools
COST Networking Tools – What can be funded?
COST-ESSEM support: Annual Grant Contracts with Grant-
Holder Institution
Contract covers costs for:
Meetings (MC, WGs, conferences, workshops or WC )
STSMs (Short Term Scientific Missions)
Training Schools
Publications & Dissemination activities
Generally from the Action budget; however, final Action publication is currently
financed centrally by the COST Office (outside of Action’s budget)
Secretariat (administration + charges)
Max 15% of actual “science” spending (=FSAC)!
All these expenses are approved in the Action’s Work/Budget PlanCOST Activity: Meetings
Only in COST countries that accepted MoU of this
Action
Good balance of participating countries
Types of meetings:
Management Committee (min.1 meeting/year )
Core Group (Chair, Vice Chair, WG Chair, Grant
holder, webmaster, STSM coordinator/manager)
Working Group Meetings
Workshops and Conference organized by the Action
46COST Activity: Meetings
Eligible Participants
• MC members and substitutes (up to 2/country during
MC meetings)
• MC Observers: from approved NNC
• Non official substitutes during MC meetings:
confirmation of replacement by COST National
Coordinators is needed
• WG members (if WG meetings)
• Invited Speakers/Experts limited to 4 per meeting
(attendance limited to one during the Action’s lifetime)
• DC Rapporteur: obligatory for MC meetings
47Travel Reimbursement Form
1 time on-line registration for personal and bank details: https://e-
services.cost.eu
Complete online all expenses and download the individual travel
claim after the meeting (claim available through the link in the event
invitation)
Signed original claim submitted to the grant holder after the meeting
along with copies of travel proves
Deadline of form submission = 30 days from end date of meeting
Any deviation from the rules requires explicit prior written
agreement from COST Office
48Eligibility criteria for participant
120 €/night for accommodation and breakfast (meeting days + 1
starting from the night before) – same flat rate for all participants
20 €/meal (lunch or dinner, when not offered by local organizer)
Travel expenses (most economical):
• Air travel: economy fare, max.1200 €
• Train and bus (1st class); seat reservations/sleepers eligible
expense
• Car: only by kilometre (0,2 €/km, attach Google map) up to
2000 km on return
• Local transport < 25 no receipts, >25 with receipts
• Taxi: Only when no public transport is available and between
22:00 until 07:00. Justification & receipts always required
Non eligible costs: fuel, toll fee, car rental, registration fees, health
related expenses; life, luggage and cancellation insurances,
telephone calls, internet/wifi and minibar consumption
49Local Organiser Support (LOS)
Support for meetings, conferences and workshops
One conference/workshop organized by the Action per
year is usual (see also MoU)
Financial Support:
Up to 10.000 EUR per meeting
Up to 20 EUR per person per day signing the Attendance
List: no invoices needed
Above 20€ per person per day: ALL invoices needed
(ATTENTION: VAT is not an eligible cost!)
Eligible costs:
Rental Meeting room/Technical Equipment, printing, coffee breaks, etc.
One meal per whole meeting can be reimbursed to the Local OrganizerCOST Activity: STSM (Short Term
Scientific Mission)
Min. 4 STSMs/year
To/From an institution in another COST participating country or
formally approved host institution in an International Partner Country
(IPC)
Selection responsibility of Action ( Chair or STSM coordinator)
Duration: minimum one week (5 working days), maximum 3 months
Recommended financial support:
Daily allowance: max 160€ per day; Travel cost: max 500 €
max 2500 € for up to three months
Exception:
Early Stage Researchers (ESR: phD + < 8 years) : max 3500€ - 91
days up to 6 months
51COST Activity: STSM (Short Term
Scientific Mission)
Important steps BEFORE the mission:
• On-line registration of applicant
• https://e-services.cost.eu/stsm
• Send application by e-mail to STSM Coordinator, MC
Chair, Grant Holder
• Assessment by the MC / selection / send info to Grant
Holder
• Grant Holder sends “grant letter” to applicant
Important steps AFTER the mission:
• Applicant sends scientific report to STSM
responsible, MC Chair, Grant Holder
• Evaluation by MC / approval / send info to Grant Holder
• Payment of the applicant by Grant HolderTraining Schools Provide dissemination of Action activities and intensive training, especially for young researchers The trainers (i.e. lecturers) are usually Action members Duration: minimum 3 days and maximum 2 weeks Support for: Organisation: the same as local organiser support Trainers: normal COST reimbursement rules, no honoraria Trainees: fixed grants NOTE: NO trainees from non-participating COST countries and non-COST countries can be reimbursed !
Dissemination, publication support,
outreach
Support for disseminating the work of the Action (books,
special journal issues, website, conference proceedings,
CDs, etc…)
Dissemination Meeting (New!) – Conference preferably
within Europe and up to 2 participants per grant period.
Attendee(s) must be an official Speaker about the Action
Taken from of the Action’s own budget
Final Action Publication (end of Action): up to 10.000
EUR (outside of Action’s budget, directly by COST)
Request: to be inserted in Work & Budget Plan and requested by
Email to the Science Officer 6 months before the end of the
Action; approval by COST Office Publications Department
54HIGHLIGHTS
VAT is ineligible
Reimbursement of travel expenses hotel and meals = no face
value! flat rate EUR 120 per night and EUR 20 per meal (or
lower if MC pre-approves = notification of participants PRIOR
to the meeting + same amount for all participants + NO
invoices)
Change of work/budget plan = MC approval and COST
notification
Minutes of each meeting to be uploaded on e-COST
Any deviation from the COST rules must have prior approval
from the COST office and/or Grant Holder.
Always check eligibility of each meeting participant.
55Agreement on the internal rules of
procedure for the MC (see handouts)
ISCH - 56References Document COST 4114/13: “COST Action Management”, Annex II: Rules of Procedure for Management Committee Available for download at: http://www.cost.eu/about_cost/governance
COST Office
• Science Officer (W&B Plan, general scientific issues):
Dr Deniz Karaca, deniz.karaca@cost.eu
• Administrative Officer (general administrative issues):
Ms Tania Gonzalez Ovin, tania.GonzalezOvin@cost.eu
• COST Website: http://www.cost.eu
• COST Vademecum
http://www.cost.eu/download/COST_Vademecum_Part_1
• Action Website:
http://www.cost.eu/domains_actions/essem/Actions/ES1301
58www.cost.eu
Domain pages: e.g. Reciprocal Agreements:
www.cost.eu/essem www.cost.eu/about_cost/recip
Open Call: rocal_agreements
www.cost.eu/opencall Library:
Guidelines: www.cost.eu/library
www.cost.eu/guidelines Events:
FAQ: www.cost.eu/events
www.cost.eu/service/faq Access to e-COST:
https://e-services.cost.eu/
e-COST related mails should be sent to: e-cost@cost.eu
59ACRONYMS (1/2) AO Administrative Officer APC Annual Progress Conference BMBS Biomedicine and Molecular Biosciences (Domain) CGA COST Grant Agreement CGS COST Grant System CG Core Group CMST Chemistry and Molecular Sciences and Technologies (Domain) CNC COST National Coordinator CSO Committee of Senior Officials DC Domain Committee DCCCCM Domain Committee Chairs Cluster Consensus Meeting EEP External Experts Panel ESF European Science Foundation ESR Early Stage Researcher ESSEM Earth System Science and Environmental Management (Domain) FA Food and Agriculture (Domain) FPS Forests, their Products and Services (Domain) GH Grant Holder HOSO Head Of Science Operations
ACRONYMS (2/2)
ICT Information and Communication Technologies (Domain)
IE Interdisciplinary Exploratoria
ISCH Individuals, Societies, Cultures and Health (Domain)
Judiciaire, Administratif, Financière, Working party of Legal, Administrative
JAF
and Financial Affairs within COST(CSO Executive Group)
JSO Junior Science Officer
MC Management Committee
MoU Memorandum of Understanding
MPNS Materials, Physical and Nanosciences (Domain)
SAO Senior Administration Officer
SO Science Officer
SSO Senior Science Officer
STSM Short-Term Scientific Mission
TD Trans-Domain
TDP Trans-Domain Proposal
TDP-SAB Trans-Domain Proposal Standing Assessment Body
ToR Terms of Reference
TUD Transport and Urban Development (Domain)
WG Working GroupCOST News by e-mail?
Sign up at http://www.cost.eu/notification
www.cost.eu
COST Office
http://www.facebook.com/
COST.Programme
Avenue Louise 149
1050 Brussels, Belgium
http://twitter.com/COSToffice T: +32 (0)2 533 3800
http://www.linkedin.com/ F: +32 (0)2 533 3890
groupRegistration?gid=1699127 office@cost.eu10/04/2014: 9:30-12:00
Agenda
Adoption of the agenda
Status of the COST Action
Presentation of the delegates
General information on COST and its mechanism and on
the funding & reporting of coordination activities
Agreement on the internal rules of procedure for the MC
Election of the Chair and Vice-Chair
Election of:
The Grant Holder
STSM coordinator
Training School coordinatorYou can also read
