1ST MC Meeting Powerpoint Presentation · receipt of a valid 4-day, First Aid approved training course for carrying out First Aid at work. ... – Presentation of the Action by the

Action CA15206Payments for Ecosystem Services (Forests for Water) 1st Management Committee Meeting

Dr. Mónica Pérez-Cabero Science Officer Brussels, 18/10/2016

COST Emergency Instructions

2

First Aider at COST

What is a 'first aider'?In relation to the workplace, a first aider is someone who has passed and is in receipt of a valid 4-day, First Aid approved training course for carrying out First Aid at work.

Who is 'first aider' at COST?15th floor:

Leatitia Malone: [email protected] – 43800

First Aid boxes are located at Reception

3

mailto:[email protected]

Fire Marshall at COST

Who is ‘Fire Marshall' at COST?15 th floor:

Leatitia Malone: [email protected] – 3800

Florin Petre: [email protected] – 3855

Dafna Rothschild: [email protected] - 3838

These staff members + the SO and AO of this meeting are responsible for the evacuation in case of fire. Please follow their instructions!

4




5

Evacuation InstructionsIn case of fire alarm*:

Stop all activity Try to stay calm, do not run Do not lose time in retrieving personal belongings Follow the evacuation signals Emergency exits are located in front of the toilets both sides of

the building Do not use the elevators! Join the meeting point, oustide of the building, which is located on

the right, at the parking space in the middle of the Avenue Louise facing the children shop « TINOK »

Be careful when crossing the road for the TRAM! The Fire Marshall will proceed with the counting of those present

*Fire alarm test: every 1st Friday of the month at noon!

6

Exit from Tower

TINOKMeeting pt

COST Association Contact Point Action CA15206

Science Officer Dr. Mónica Pérez-Cabero [email protected]: +32 (0) 2 533 38 22

Administrative Officer Aranzazu [email protected] Tel: +32 (0) 2 533 38 90

Agenda 18/10/2016, 09:30-17:00 h

1. Welcome to participants2. Quorum (verification of 2/3 of the participating COST countries)3. Adoption of the Agenda4. Tour de table / introduction of MC members 5. European Cooperation in Science and Technology

– From the general view to the COST Action---------------------------------- Coffee break ----------------------------------------------------

– Financing COST Action activities: Administrative Rules and Guidelines

6. Agreement on Management Committee rules7. Election of the Chair and Vice-Chair---------------------------------- Lunch break ---------------------------------------------------

Morning meeting Chaired by COSTMinutes are prepared by COST

9

8. Selection of the Grant Holder institution (Scientific Representative) and the FSAC rate for the Grant Holder institution

9. Presentation and discussion of the Action– Presentation of the Action by the "Main Proposer"/Chair of the Action

(based on the Memorandum of Understanding)– MC discussion

10. Establishment of Action Management structure:– Election of Working Group Leaders and STSM Manager– Election of other management roles

11. Action implementation planning:– Development of Objective Achievement Indicators for MoU Objectives– 1st Grant Period

12. Any Other Business (AOB)13. Closing

Agenda

Minutes are prepared by MC

18/10/2016, 09:30-17:00 h

Agenda1. Welcome to participants2. Quorum (verification of 2/3 of the participating COST countries)3. Adoption of the Agenda4. Tour de table / introduction of MC members 5. European Cooperation in Science and Technology





18/10/2016, 09:30-17:00 h






18/10/2016, 09:30-17:00 h






18/10/2016, 09:30-17:00 h

Tour de table / introduction of the MC members

• Name / Surname • Country• Background• Previous experience in COST?• Interest / Working Groups

http://www.cost.eu/COST_Actions/ca/CA15206?parties

13

http://www.cost.eu/COST_Actions/ca/CA15202?parties






18/10/2016, 09:30-17:00 h

15

COST OVERVIEW

What is COST?

16

Founded in 1971, COST is the oldest and widestEuropean intergovernmental framework fortransnational Cooperation in Science and Technology.

A programme that supports open networks of peopleworking together on a research and innovation topic.

The first initiative for bringing together Europeanresearchers and it is governed by Member Countries.

Science is about people!

Origins of COST

1971 Ministerial Conference

2016 Ministerial Conference

COST Ministerial Conference in Bratislava stated that its member stateswere committed to fulfilling the COST's mission and objectives.

18

COST Association organisation and relation with other actors

19

Executive Board Scientific Committee

COST Actions

COST National Coordinators

Committee Senior Officials (General Assembly)

See: http://www.cost.eu/about_cost/who

Ministerial Conferences

COST Association

COST Association Administration

COST Countries

20

COST mission and strategy“COST enables break-through scientific developments leading tonew concepts and products, and thereby contribute to strengthenEurope’s research and innovation capacities.”

CSO COST 4106/12 (2012)

Strong case behind the positive relationship between S&TCooperation and European R&D performance:

Identify and achieve complementarities avoiding duplicationof efforts.

Reduce isolation, build critical mass for joint researchefforts and develop common S&T programmes addressingsocietal challenges.

Enhance communication and sharing knowledge and ideaswithin the ERA, paving the path to innovation.

21

COST Budget in H2020

EUR 300 million for 7 years from two H2020 work programmes:

Challenge 6 “Europe in a changing world – inclusive, innovative and reflective Societies”

“Spreading Excellence and Widening Participation”

European CommissionHorizon 2020

COSTAssociation

22

COST Actions – Characteristics

A network of research and innovation actors with their ownfunded research

Collaborating in S&T fields of common interest to at least 5COST Countries

Evaluated and selected via a competitive COST Open Call

Pursuing the fulfilment of the objectives and deliverablesdescribed in the approved proposal (Memorandum ofUnderstanding - MoU)

Expandable to new participants

Based on a joint work programme for 4 years (max)

COST DOES NOT FUND RESEARCH

23

Actions: spaces where ideas and people can grow without limits…

24

COST supports the networking of researchers through science and technology networks -‘COST Actions’- open to:

All fields of S&T (highlight on trans-, multi-, interdisciplinary, new and emergent fields)

All partners (academia, public organisations, SME, industry, NGO, International Organisations)

All career stages (young and experienced researchers) Capacity building, Early Career Investigators

All countries COST Countries (COST Member Countries + Cooperating State (Israel)) Global cooperation on the basis of mutual interest (NNC, IPC) Geographical balance

Average number of COST Countries in COST Actions (number of COST Actions)

Actions: spaces where ideas and people can grow without limits…

26

COST POLICIES

COST Policies

27

COST set up a number of policies that help Achieve the COST Mission

28

Implementation Strategy by the MC

Excellence and Inclusiveness

SOME EXAMPLES:

The Action should have a plan towards inclusiveness (Geographical Coverage, Early Career Investigator involvement and Gender Balance) that is revised and updated at every MC meeting and develop a strategy to attract researchers and stakeholders

Leadership roles Organising and locating Action meetings and events Benefiting from COST networking tools Promoting STSMs Action Think Tank for Early Career Investigators

29

COST Inclusiveness Target Countries

Early Career Investigators and Gender Balance

30

ECI = PhD + up to 8 years

Encourage and enable under represented gender to be intensively involved in all COST activities by the Action

SOME EXAMPLES:

Leadership roles in the Action structure (e.g. Grant Holders, WG Leaders)

Benefiting from COST networking tools (in particular STSM and Training Schools)


Solvay Conference, 1927

International Cooperation

Aiming to support the involvement of researchers from NearNeighbour and International Partner Countries in COST Actionson the basis of mutual benefit

31

SOME EXAMPLES:

Approved IPC and NNC Institutions can host STSMs Researchers from approved NNC Institutions can:

Apply for STSMs Attend Training Schools

Researchers from approved IPC and NNC Institutions can be Training School Trainers


COST Near Neighbour Countries 206 participations in running COST Actions accros 16 countries

32

Albania (18) Algeria (4) Armenia (11) Azerbaijan (2) Belarus (7) Egypt (7) Georgia (6) Jordan (3) Lebanon (2) Moldova (4) Morocco (17) Palestinian Authority (4) Syrian Arab Republic (1) Russia (54) Tunisia (14) Ukraine (52)

20 May 2015

International Partner Countries358 participations in running Actions across 30 countries

33

20 May 2015

Aiming to facilitate/ encourage industry participation

34

SME and Industry Cooperation

SOME EXAMPLES:

Participation in networking activities

Session dedicated to industrial participation at Action events

Roundtable discussions with industrial partners at Action events

STSMs with industry acting as home/ host institution


35

COST ACTION PARTICIPATION

Who can participate?

Any individual affiliated to the following INSTITUTIONS:

• Institutions from COST Countries, Near Neighbour Countries andInternational Partner Countries.

• European Commission and EU Agencies.

• European RTD Organisations limited to: CERN, EMBL, ESA, ESO,ESRF, European XFEL, ILL, EFDA JET.

• International Organisations (examples: UNESCO, FAO, WHO, EFI, CABI,MARIE CURIE FELLOWS ASSOCIATION, EUROPEAN CENTER FORWOMEN AND TECHNOLOGY).

http://www.cost.eu/participate

International Cooperation and Specific OrganisationsParticipation (COST 135-14)

36

http://www.cost.eu/download/COST_International_Cooperation_and_Specific_Organisations_Participation

COST Country participation in COST Actions

37

315 running Actions (Sept. 2015)

314314313

310304

301300

285283

273268267

256256255

251246

233231

229227226

224210

207170

155155

150139

133131

10294

9268

11

0 50 100 150 200 250 300 350

SpainUnited Kingdom

GermanyItaly

FrancePortugalGreece

NetherlandsBelgiumPoland

SwitzerlandDenmark

IrelandSwedenAustriaNorway

IsraelCroatiaSerbiaTurkey

Czech RepublicFinland

SloveniaHungaryRomaniaBulgariaEstonia

SlovakiaLithuania

MaltafYR Macedonia

CyprusIceland

LatviaBosnia and Herzegovina

LuxembourgMontenegro

How COST Countries join an Action

Management Committee approval is required when a new COST Country requests participation later than one year after the

Action was approved by the CSO

Researcher Contacts CNC

CNC nominatesMC Member

CNC accepts theMoU

38

How IPCs, NNCs and Specific Organisations join an Action

Applicant encodes a new application Needs MC approval

OPTION 1: NNC & IPC already included in the proposal = FOUNDERS

OPTION 2: NEW NNC & IPC

Chair encodes applicant details in e-COST Applicant and Chair complete application form in e-COST Online approval by MC and COST Association

Once the Institution is approved the applicant becomes MC Observer

3539

40

COST Action Structure and Decision Making

COST Action Structure

MANAGEMENTCOMMITTEE

(MC)

WG 1 WG 2

WG 4WG 3

COSTAssociation

GRANT HOLDER(GH)

WG X

41

Management Committee

Coordination, Implementation, and Management of an Action

Supervising the appropriate allocation and use of funds

Achieving the Action’s MoU objectives

DECISION MAKING BODY

COMPOSED OF:

Delegates nominated by their respective COST National Coordinator (CNC)

Up to 2 representatives per Participating COST Country

42

Management CommitteeMAIN TASKS TO BE PERFORMED by the MC

43

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 Action Objectives.

Working Group structure and membership.

IMPLEMENTATION of COST POLICIES.

WORK & BUDGET PLAN.

DISSEMINATION & EXPLOITATION STRATEGY.

Approval of NEW PARTICIPANTS.

MONITORING & ASSESSMENT.

Supervising the appropriate allocation and use of funds.


ACTION CHAIR

ACTION VICE-CHAIR

WG LEADERS

GH Scientific Representative

STSM manager

And other horizontal activities

KEY ROLES in order to ORGANISE THE WORK

CORE GROUP:

Prepare MC decisions

CORE GROUP MEETINGS

44


Minimum once a year in a participatingCOST Country

Typical duration ½ day

Decisions only valid if at least 2/3 ofthe Participating COST Countries arerepresented

Simple majority vote of MC Memberswith 1 vote / Participating COSTCountry

MC decisions must be minuted,uploaded in e-COST and sent toCOST Association

DECISION TAKING PROCEDURE

MC MEETINGS E-VOTE

Initiated and managed by the ActionChair

All MC members are in the e-mail list

Vote open for 7 days

Simple majority vote of MC Memberswith 1 vote / Participating COSTCountry

MC decisions must be minuted andshould be included in the officialMC minutes of the following MCMeeting

45

Working Groups

Achieving the scientific objectives as defined in the MoU

WG Leaders should be MC Members

Working Group Meetings: Coordinate the research work, production andexchange of research, prepare reports to MC and have specific agenda andminutes

PRODUCTION & EXCHANGE OF RESEARCH

COMPOSED OF:

46Exception: WG leaders can be exceptionally MC substitutes in case of serving the COST Mission and Policies.

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.

Action Interactions

MC MEMBERS

&WG

MEMBERSGRANT HOLDER

COSTASSOCIATION

ACTION CHAIR, VICE-CHAIR

47

COST Networking Tools

48

COSTNETWORKING

TOOLS

49

MC & CORE GROUPMEETINGS

WGMEETINGS

WORKSHOPS &

CONFERENCES

DISSEMINATION

SHORT TERMSCIENTIFIC MISSIONS

TRAININGSCHOOLS


DISSEMINATIONMEETINGS

COST Networking Tools: Meetings

Internal Meetings: Management Committee (MC), Core Group (CG) and Working Group (WG) Meetings

Workshops and Conferences: serve the Action’s objectives and act as a showcase for the activities of the Action

Dissemination Meetings: to disseminate the outcomes of the Action at relevant conference in the field (oral presentation); max 2 participants are eligible to be reimbursed per Grant Period (GP)

Location: Participating COST Country (except Dissemination Meetings)

Approved by the MC (in the Work and Budget Plan)

MC determines among participants who are entitled for reimbursement

MC, CORE GROUP, WG MEETINGS, WORKSHOPS and CONFERENCES

SPECIFICS

50

COST Networking Tools: STSM,TS

Exchange visits fostering collaboration, contributing to the scientific objectives

of the Actions and allowing participant to learn new techniques, to have access

to data/instruments/methods not available in their own institution

SHORT TERM SCIENTIFIC MISSIONS (STSMs)

TRAINING SCHOOLS (TSs)

Provide intensive training on a subject that contributes to the aim of the Action

(new or emerging subject)

If applicable, offer familiarization with unique equipment or know-how in one of

the laboratories of the Action

51

COST Networking Tools: Dissemination

DISSEMINATION MATERIAL

52

COST Guidelines for thedissemination of COSTAction results and outcomes

Complementary to COST Vademecum

COST Guidelines cover COST Corporate identity and branding

Use of COST logo and EU emblem COST branding requirements at events

Action Website requirements and recommendations

Publications Multimedia (e.g. Action videos) Promotional material (e.g. brochures/flyers)

http://www.cost.eu/module/download/51622

How are COST Actions funded?

Action Grant Agreement (AGA)

GRANT HOLDER

(GH)

COSTASSOCIATION

MANAGEMENT COMMITTEE

(MC)SO negotiates andapproves W&BP

COST ASSOCIATION e-signs AGA with GH

53

What is the Work & Budget Plan?

The document upon the Action Grant Agreement is based on.

The W&B establishes the S&T goals for the Grant Period anddetails the COST Networking tools to progress on the achievementof MoU objectives and deliverables.

WORK AND BUDGET PLAN

Action Chair

COST Association (Science Officer)MC

54

COST Grant budget planAction no. and title: XX14XXGrant period: dd/mm/20yy – dd/mm/20yyAllocated budget: XXX 000 EUR

What is the Work & Budget Plan?

55

56

Work and Budget (W&B) Plan drafting, negotiationand approval.

Once the W&B has been approved by the COSTAssociation e-COST will automatically launch an onlineMC vote for approval of the W&B.

Grant Agreement e-signature.

e-COST Action Management Tool (eCAMT)

57

CA15206: Payments for Ecosystem Services (Forests for Water)

CSO approval: 26/02/2016

Start of Action: 18/10/2016

End of Action: 17/10/2020

Duration: 4 years

Parties: Currently 30

First Grant Period: 1 nov 2016 – 30 apr 2017

Budget for the 1st Grant Period: aprox. 75.500 EUR

MC Chair: to be nominated at the 1st MC Meeting

MC Vice Chair: to be nominated at the 1st MC Meeting

58

Element Purpose and features

1st Progress report by the MC1st Progress Review by the Action Rapporteur(month 12)

Monitors progress to date

Identifies any specific interventions needed, in particular for supporting the implementation of COST policies and SC recommendations

2nd Progress report by the MC2nd Progress Review by the Action Rapporteur(month 24)

Monitors progress to date

Identifies specific interventions needed, in particular regarding the fulfilments of the objectives of the Memorandum of Understanding - as well as dissemination strategy

Final Achievement ReportFinal Assessment by the Action Rapporteur(month 48)

Identify how well the Action has reached itsobjectives and contributed to COST policies

Information on initiation of any follow-up activities and its impact on R&D activities in the area covered by the Action

Monitoring and Final Assessment of Actions

Scientific Committee recommendations

The proposed Action should ensure that the excellentparticipation of Inclusiveness Target Countries and EarlyCareer Investigators, gender balance (including at theleadership level), industrial engagement and internationalcooperation are maintained.

59

What is expected from a COST Action?

Fulfil MoU objectives and deliverables

Disseminate and exploit the results

Implement the COST policies

Contribute to the COST Mission

60

Final Considerations

Keep your focus on the Achievement of your Objectives

Always spend your annual budget. There is no carryforward from previous grant period of underspent budget.

Always send to COST Association (SO and AO) theminutes of the MC meetings and upload them in e-COST.

Adding activities (meetings, TS, etc) not included in theGrant Agreement needs SO and MC approval.

61

COST: Important documentshttp://www.cost.eu/participate

62










18/10/2016, 09:30-17:00 h

COST ACTIONS ADMINISTRATIVE RULES AND

GUIDELINES

64

Content

1. How is your Action funded?

2. What networking activities can your Action fund?


• Meetings• Training Schools• Short Term Scientific Missions• COST Action Dissemination

3. Communicating with the COST Association

65

How is your Action funded?

The 1st Management Committee (MC)Meeting is administered and paid directly bythe COST Association through the CentralisedManagement Payment Scheme

After the 1st MC Meeting all approved Actionactivities will be administered by your GrantHolder and will be funded through the COSTGrant System (CGS)

66

COST Grant System (CGS)

Managed by the Grant Holder Institution Grant Agreement Annex A - contains the activities detailed

in the approved Work and Budget plan Adherence to the rules in the COST

Vademecum

e-COST management tool

67

The Grant Holder Institution

Affiliated to a Management Committee

Member (MC)

Legal entity

Financially stable

The elected institution must be able to adhere to COST

rules - i.e. must be able to pay flat rate allowances etc.

Must be able to accommodate the submission of

electronically signed reimbursements etc.68

The Grant Holder - 4 Representatives

Legal Representative

Financial Representative

Administrative Representative - Grant

Manager

Scientific Representative

69

The Grant Holder Institution - Financial Support

Fixed percentage contribution of up to 15% of the scientific expenditure to support the administration of the Action

*FSAC amount is calculatedby applying the initiallydefined and approvedpercentage to the actualeligible scientific expenses

No breakdown of FSAC isrequired by the Grant Holder

*FSAC - Financial and ScientificAdministration and Coordination

70

71

How is the Grant paid to the Grant Holder?

First Grant payment: 65% of the Grant

Second Grant payment: Up to 35% of

the Grant

No carry over of unspent funds

COST Networking

Tools

72


Meetings

Training Schools

Short Term Scientific Missions (STSM)

COST Action Dissemination

73

Meeting Types - 1/3

Management Committee Meetings Up to 2 MC members (or their substitutes) from

each Participating Country can be reimbursed Should not last more than 1 day Maximum 3 MC meetings per Grant Period

74

Meetings - Eligibility for MC Meetings

Participating COST Countries

MC Observers from approved Near

Neighbour Country (NNC) Institutions

MC Observers from approved European RTD Organisations

Working Group leaders from Participating COST

Countries

In the exceptional cases where Working Group leaders are not MC Members

Limited to one representative from eachapproved Organisation

Limited to one representativefrom each approved institution and up to a

maximum of two representatives from each NNC

Up to two MC Members (or their Substitutes)

YES

75

Meetings - Eligibility for MC Meetings

MC Observers from approved IPC

Institutions, approved IO, the EC and EU

Agencies

Invited Speakers Not eligible to be reimbursed

Any other participant not specifically

mentioned as being eligible

76

Meeting Types - 2/3

Core Group Meetings Should not last more than 1 day Composition determined by the MC Can make some decisions on behalf of the MC

Working Group Meetings, Workshops and Conferences Up to a maximum of 4 Invited Speakers can be

reimbursed Each Invited Speaker can be invited only once

throughout the lifetime of the Action

77

Meetings - Eligibility - all other Meeting Categories (except Dissemination Meetings)

Any Action Participant from Participating COST Countries

Any Action Participant from approved NNC

Institutions

Any Action Participant from approved European RTD Organisations

Invited Speakers from Participating COST

Countries

Eligible to be reimbursed

Up to four Invited Speakers

78

Meetings - Eligibility - all other Meeting Categories (except Dissemination Meetings)

MC Observers from approved IPC

Institutions, approved IO, the EC and EU

Agencies

Any other participant not specifically

mentioned as being eligible

Not eligible to be reimbursed

79

Meeting Types - 3/3 Dissemination Meetings

A maximum of two Action Participants per Grant

Period

The attendees must be listed in the official

programme of the event in question

Typically MC Members and / or Working Group

Members attend Dissemination Meetings

Up to EUR 500 can be claimed for conference fees

80

Reimbursement for attending COST events?What to do?

Register for an e-COST profile – Include bank details:https://e-services.cost.eu/user/login

Accept e-COST invitation Sign attendance list for everyday attending the event Encode expenses, upload all relevant supporting

documentation and submit claim online as soon aspossible after the event has finished

Respect Claim Submission Deadline: 30 Days from themeeting end dateRule Derogations = pre-approval from COST Association

81

Long distance travel = cross border travelWhat can be claimed?

Flight expenses:

Economy class only

Max € 1200 Full travel itinerary Ticket price

You must submit an invoice and the full

travel itinerary

Trains (including sleeper trains), bus and ferry expenses:

Can claim for first, second and business class travel tickets

You must submitinvoice / receipts

Car travel expenses:

Maximum distance 2000 km at € 0.20 per km € 0.30 per km with 2

or more eligible participants

Proof of distance travelled is required

(Google Maps print out)

Local transport = travel entirely within one countryWhat can be claimed?

Public transport expenses (bus, train, metro and tram): Claimed amount ≤ € 25 No receipts required

Claimed amount > € 25 All receipts required

Also eligible (paid against amounts on invoices / receipts) Ferry travel Car travel * Luggage fees Parking expenses Visa fees

* Proof of distance travelled is required (Google Maps print out)

Taxi expenses are allowed when:

No other means of public transport is available

Travelling between 10pm and 7am

ANDOnly up to a maximum of € 80 in total for the entire trip paid against amounts detailed on submitted receipts

Accommodation expenses How does it work?

Paid against flat rates only = up to € 120 per night No receipts required Maximum number of nights = the number of days

attended by a participant as confirmed by the number ofdays they sign the attendance list for the event plus 1 -the plus 1 enables (if applicable) the claimant to claimfor accommodation expenses for the night before theevent commences

The Management Committee (MC) can decide to lowerthe accommodation allowance flat rate

All participants must receive the same accommodationallowance flat rate

84

Meal expenses How does it work?

Paid against flat rates only = up to € 20 per personper meal for up to two meals per day (lunch anddinner only)

Number of meals is dependent on the participant’stravel times

Meals provided locally must be deducted The Management Committee (MC) can decide to

lower the meal allowance flat rate All eligible participants must receive the same meal

allowance flat rate

85

Meeting - Non eligible expenses

Registration, lecture fees and honoraria Any kind of insurance (life, medical, health, luggage) Printing and postage expenses Wi-Fi-telephone, internet and minibar consumption Overnight stay during a trip by car, fuel costs, road

tolls and car rental costs Fees, charges and / or penalties linked to a

participant changing or having to rebook travel tickets Transportation / postage expenses associated with

obtaining visas

86

Final considerations: Optimise your budget

Consider the availability of cheap and accessiblepublic transport options in the locality of themeeting

Seek to avail of the facilities of researchinstitutions affiliated to MC Members / ActionParticipants

Send invitations to participants as early aspossible to facilitate the purchasing of cheaptravel tickets

COST Association premises can host Actionactivities - rooms are subject to availability

Rule derogations require COST Associationapproval prior to the expense being incurred

87

Training Schools

88

Training Schools Recommended duration: from 3 days up to 2 weeks Recommended ratio: 3 Trainees per 1 Trainer

Location: Participating COST Country

or an approved NNC Institution

Financial Support for: Trainers: same as the COST reimbursement rules for meetings (no

Honoraria, no lecture fees) Trainees: fixed grants - up to EUR 1500 (No justification of

expenses required) Organisational expenses: Local Organiser Support (LOS)

Training Schools - Eligibility

Trainers eligible for reimbursement:

From Participating COST Countries

From approved NNC Institutions

From approved IPC Institutions

From approved European RTD Organisations

Up to a Maximum of 4 Invited Speakers

Trainees eligible for funding:

From all COST Countries

From approved NNC Institutions

From approved European RTD Organisations

Local Organiser Support (LOS)

91

Local Organiser Support - Eligible expenses

Rental of meeting rooms and technical equipment Photocopying and printing of programmes, book of

abstracts, book of proceedings and promotional materials Up to a maximum of 15% of the eligible LOS amount can

be used to support the administrative / secretarialexpenses associated with hosting the event

Field trip expenses if scientifically justified Coffee breaks and light refreshments including light

lunches (such as sandwiches) One single networking meal (lunch or dinner) for the

entire meeting duration Laboratory materials - rental of scientific equipment for a

Training School

92

Local Organiser Support - Non eligible expenses

V.A.T. and other indirect taxes Any meal exceeding the one single networking dinner

limit Hotel group reservations Translation expenses Field trip expenses without relevant scientific

justification Purchase of technical equipment and IT devices (e.g.

Mobile phones, computers, printers etc.)

93

Local Organiser Support: 2 modalities

LOS -Lump Sum

A lump sum of € 20 per participant per day as evidenced by the number of signatures on the signed attendance

list

Up to a maximum amount of €5 000

No invoices are required

LOS - Actual Expenses

Claimed against the actual expenses incurred (V.A.T.

excluded)

Up to a maximum amount of € 10 000

Invoices must be uploaded onto e-

COST

Final breakdown of expenses must be submitted by the

claimant

94

Short Term Scientific Missions (STSM)

95

Short Term Scientific Missions - STSM Duration:

minimum 5 days maximum 90 days

STSM activities must occur in their entirety within one Grant Period Selection of Grantees: direct responsibility of the MC Financial support is only a fixed contribution:

allowance per day: up to a maximum of € 160 in total a maximum of € 2500 for up to 90 days

Early Career Investigators PhD + 8 years provision allows for:

an extended time frame of between 91 days and 180 days for up to a maximum amount of € 3500

96

STSM - from where to where?

Home Institution Host Institution

STSM from a Participating COST country

To another Participating COST Country

To an approved NNC institution

To an approved IPC institution

To an approved EC / EU Agency/ an approved European RTD Organisation / an approved International Organisation

STSM from an approved NNC institution

To a Participating COST Country

STSM from an approved European RTD Organisation

To a Participating COST Country

97

COST Action Dissemination

98

Dissemination - eligible expenses

Website expenses Material for display or distribution (flyers, posters etc.) Multimedia content Publications (peer-reviewed journal papers, book of

abstracts, handbooks, guidelines etc.) Open access licenses Purchase and distribution of a fixed number of copies

of high-quality publications produced by a renownedpublisher (usually books or journals)

Proof reading, editing, production and distributionexpenses

Dissemination - Non eligible expenses

Creation of databases meant for dissemination

purposes

Sponsorship for COST Action booths at

Conferences or other events

V.A.T. amounts

Acknowledging COST

All COST funded dissemination material needs to respect corporate branding requirements see:

COST logo EU emblem Disclaimer (the views expressed in the dissemination material belongs solely

to the Action and should not in any way be attributed to the COST Association)

See instructions at: www.cost.eu/media/dissemination-corporate-identity

101

Communicating with COST

Communicate only outcomes of MC decisions to COST

officers

Do not include COST officers in your internal discussions

Always indicate your Action number in the subject line of

every correspondence you have with COST officers

Follow and engage with us on

social media

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https://plus.google.com/u/0/b/115034754023972712749/115034754023972712749/about

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Rules of Procedure for COSTAction Management Committees

Annex I of the document COST Action Management, Monitoring and FinalAssessment (COST 134/14; http://www.cost.eu/action_management)where the rules and procedures for the Management Committee are laid.

http://www.cost.eu/action_management






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8. Selection of the Grant Holder institution (Scientific Representative) and the FSAC rate for the Grant Holder institution

9. Presentation and discussion of the Action– Presentation of the Action by the "Main Proposer"/Chair of the Action

(based on the Memorandum of Understanding)– MC discussion

10. Establishment of Action Management structure:– Election of Working Group Leaders and STSM Manager– Election of other management roles

11. Action implementation planning:– Development of Objective Achievement Indicators for MoU Objectives– 1st Grant Period

12. Any Other Business (AOB)13. Closing

Agenda

Minutes are prepared by MC

18/10/2016, 09:30-17:00 h

Documents

1ST MC Meeting Powerpoint Presentation · receipt of a valid 4-day, First Aid approved training course for carrying out First Aid at work. ... – Presentation of the Action by the