First Meeting of the Management Committee of COST Action TD1303 Brussels 4-5 November 2013

“Asking researchers about the research funding system is like asking birds about aerodynamics” Jevons, 1973

General objectives | Working groups (WG) “The main objective of the Action is to establish a powerful transboundary network of partner institutions across Europe that are involved in education and research related to arthropod-transmitted infectious diseases of man and animals, a network addressing the growing importance of vector-borne diseases at a time of Global Change, all integrated under the One Health concept, and reflecting the complexity and demands of current high-end research.” WG1: The “One Health” concept in the ecology of vector-borne diseases WG2: Barcoding, molecular diagnosis and next generation sequencing WG3: Geospatial tools in vector research WG4: Phylogenetics and phylogeography of vectors and vector-borne pathogens WG5: Rare and emerging vector-borne pathogens Please, all MC Members Choose your WG!!!

Proposals for Working Groups Coordination WG LeaderWG Deputy Leader WG1 David Modrý (Czech Republic) Bulent Alten (Turkey) WG2 Muriel Vayssier-Taussat (France) Laetitia Lempereur (UK) WG3 Laura Rinaldi (Italy) Vladimir Ivovic (Slovenia) WG4 Agustin Estrada-Pena (Spain) Ozge Erisoz (Turkey) Elena Coipan (Netherlands) WG5 Gad Baneth (Israel) Silaghi Cornelia (Germany) WG1: The “One Health” concept in the ecology of vector-borne diseases WG2: Barcoding, molecular diagnosis and next generation sequencing WG3: Geospatial tools in vector research WG4: Phylogenetics and phylogeography of vectors and vector-borne pathogens WG5: Rare and emerging vector-borne pathogens

Proposals for other coordinating positions Name STSM Coordinator Dusan Petric (Serbia) Publications coordinator Domenico Otranto (Italy) Conference coordinator Antti Oksanen (Finland) Web manager Andrei D. Mihalca (Romania)

Specific objectives (tasks) 1.To implement the “One Health” concept in the field of vectors and VBDs (research, diagnosis, surveillance, health policies, education) 2.To implement a standardized medical terminology on vectors and VBPs and diseases considering the “One Health” concept 3.To train young scientists during Training Schools and Short Term Scientific Missions in top laboratories 4.To train Early Stage Researchers in general research issues (grant proposal writing, manuscript writing, research management) 5.To indicate and implement standardized and modern research tools in the daily research routine to facilitate metaanalysis 6.To facilitate ToK and disseminate scientific information

Eligible activities (budget plan) Meetings72,210 € STSMs25,000 € Training schools40,000 € Publications6,300 € Other2,490 € Overhead21,000 € TOTAL167,000 €

Meetings Meeting types MC Meetings for our Action (suggestion): 1 MC meeting per year duration: half day Core Group (CG) Meetings CG must have decision power meeting as often as necessary, in principle as internet meeting/voting CG consists of 12 people: Action Chair + Vice-Chair Publications coordinator + STSM Coordinator + Conference coordinator WG Leaders other additional members according to specific needs WG Meetings for our Action (suggestion): 1 WG meeting per year duration: one day Action Conferences/Workshops for our Action (suggestion): 1 Annual Conference duration: one and a half day MC members should make proposals for workshops, seminars etc. Dissemination meetings (attendance to other conferences) in principle to European Conferences maximum 2 participants/year (must be in the W&B or pre-approved)

Meetings Who?Day 1 a.m.Day 1 p.m.Day 2 a.m.Day 2 p.m.Day 3 a.m.Day 3 p.m. Arrival + DinnerarrivalMC WG discussion Presentations Departure MC Member WG Members Eligible participants Organization and management of the Action Scientific debates and action plan to implement the objectives Communication of research results

Annual Conferences One per year (4 during the Action) Organized by the MC (under the coordination of the Conference Coordinator) + Local organizing committee Locations? Cluj-Napoca (RO) ? ? Turku (FI) ? ?

Annual Conferences 2014 (Cluj-Napoca, Romania ?) Title: 1st Conference on Neglected Vectors and Vector-Borne Diseases (EurNegVec): with MC and WG Meeting of the COST Action TD1303 Date proposals principle: which days of the week? WED-FRI? Decided: 8-11 April 2014 Deadline for abstract 15 January 2014 Number of participants to be reimbursed (n=87): MC Members (n=40) WG Members (priority to ESR) (n=47): based on abstract submission? Budget (72210 EUR) Travel costs: EUR Organisational support: 2610 EUR (from the Action’s Budget) LOS: Can ask additional support from COST participation fee from participants not-eligible for reimbursement sponsors, local public funds, institutional funds etc.

Short Term Scientific Missions (STSMs) COST Principles for STSMs: should specifically contribute to the scientific objectives of the COST Action geographical and gender balance applications from ESR should be privileged Rules STSM applicants must be engaged in a research programme as a postgraduate student or postdoctoral fellow, or be employed by or officially affiliated to an institution or legal entity (public of private) Duration 5-90 days (single grant period) (may be extended days for ESR) NNC: Armenia, Algeria, Egypt, Russian Federation, Ukraine, Tunisia, Republic of Moldova, Albania, Morocco, Lebanon, Belarus, Georgia, Montenegro, Azerbaijan, Palestinian Authority, the, Syrian Arab Republic, Jordan, Libya IPC: Argentina, Australia, New Zealand, South Africa

STSMs Financial support: based on the budget requested by the applicant and the evaluation by the Action responsible Maximum 100 EUR/day Maximum 500 EUR for travel expenses Maximum 2000 EUR/grantee (3000/grantee for a duration more than 91 days) Our internal rules Proposed: 25 STSMs/year | average 1000 EUR/STSM (Total budget EUR) STSM Coordinator + WG Leaders + MC Chair (STSM Committee) (conflict of interest!). The setup of the committee, its composition and the mandate to take decisions must be approved by the MC Application submitted continuously, but assessed 2 times per year Deadline 28 February | Evaluation 1-31 March | Results 1 April Deadline 15 June If additional budget is available, the MC/CG can decide for one more application session(s) Is it necessary to limit the duration of a STSM? If yes, how much?

STSM rules draft Documents required for application 1.Written agreement of the host institution 2.Correctly filled on-line application form 3.CV 4.Full work plan (study/research/training) 5.Motivational letter (guidelines!) 6.Recommendation letters 7.Self-signed statement regarding any previous COST-related financing from the past Grading points 4-5 graded from to 5 pts (excellent) to 1 pt (rejected) ESR 0.3 pts not in the same year (rejected) not in the same lab (per action) (rejected) Ranking if more applicants get the same points, they will be ranked according to age, gender (favor the minority gender), nationality (avoid repetitions) waiting list (if selected applicants refuse from various resons) the budget for each STSM will be decided by the STSM Committee, according to the destination and according to COST rules

Training schools (TS) COST Principles and rules for TS: at least 3 trainees to 1 trainer duration 3-15 days location: any participating COST country/NNC Institution MC/CG must decide on the eligible participants (trainees and trainers) Selection criteria and eligibility for trainees affiliation to COST, NNC or EU-RTD country and sex balance priority to ESR Selection criteria and eligibility for trainees : affiliation to COST, NNC, IPC, EU-RTD maximum 4 invited speakers no repetition of invited speakers is recommended Recommended budget Trainers: similar to meetings Trainees: maximum 160 EUR/day maximum 300 EUR for travel expenses maximum 1500 EUR/trainee

Training schools (TS) Each WG has to organize at least one TS during the Action Proposal (total 9 TS during the Action): WG1: 1 TSs WG2: 3 TSs WG3: 2 TSs WG4: 2 TSs WG5: 1 TSs Organized by the MC (under the coordination of the respective WG Leader) + Local organizing committee Proposed for 2014 (total budget EUR) 2 TS (WG?, Location? Topic? Period?) Volunteers for 2014 For each TS: Total EUR: 20 participants (ESR) x 700 EUR = EUR 4 trainers x 800 EUR = 3200 EUR (no lecture fees eligible!) Organizational support 2800 EUR LOS: Can ask additional support from COST participation fee from participants not-eligible for reimbursement sponsors, local public funds, institutional funds etc. Selection criteria for trainees? Same as STSM? Selection of Trainers should be the responsibility of the WG.

Publications Types: produced during an Action’s lifetime (funded by the Action’s Budget): books (hard copy or electronic), reports, journal articles, brochures, flyers and other types of publication, including in electronic format e.g. DVDs and CD- ROMs website participation to other meetings produced at the end of the Action (funded by COST Office) Final Action Publication COST strongly recommends e-publications or the use of environmentally friendly materials or print-on-demand Budget 2014: 6300 EUR Eligible costs: The purchase and distribution of a fixed number of copies Proofreading, editing, production and distribution costs Multimedia material production costs The production of proceedings Production of other materials (e.g. flyers, posters, postcards) Website development

Publications EurNegVec Publications: Articles published in peer-reviewed journals When an EurNegVec member co-authors a scientific paper in the field of the Action, in the Acknowledgement section: “The work of initials was done under the frame of EurNegVec COST Action TD1303” Thematic journal issues in peer-reviewed journals To be decided within the MC Discussion with Editors-in-chief To decide (all proposals to be sent to the Publication Coordinator): Journals? Topics? Number of articles? (how many invited reviews, original research etc.) Eligibility of publication fees? Should we pay from the Action’s Budget? Methodological guidelines standardized diagnosis and surveillance of vectors and vectors-borne diseases proposals from each WG? First WG Meeting should come with clear proposal. horizontal approaches? (inter-WG) Manuals for the TSs? Monographs proposals? editors/coordinators? Proceedings Annual Conference abstracts

Proposal from Agustín Estrada-Peña Guideline(s) for the collection of “bugs” in Europe: where in the habitat collect the bugs, with instructions about how and where carry out active surveys how to identify the species, including illustrations for immatures and adults* in which parts of Europe is necessary to carry out periodic active surveys to detect or to monitor populations of spreading or native arthropods what are the variables that have influence on development and survival of arthropods, to avoid people to frequently reinvent the wheel, and to check the variables that really matter. distribution maps? *The point 2 is of special importance, because nobody has adequate keys, everybody use the first thing found on Internet and there is not an adequate knowledge of the taxonomy necessary for determination of arthropods. Bar coding is not yet working well as to identify vectors. We need to provide with drawings and probably there is the need to centralize the preparation of keys (and drawings) and to invest some money in the salary for a professional team making drawings. SEM are not useful. Such guide should be ideally published in an open access format allowing everyone for easy and free download. Ticks, Sandflies? Any other?

Proposal from Agustín Estrada-Peña Guidelines with procedures to detect DNA of pathogens in arthropods: Detailed protocols Detailed primers Detailed instructions about “if you found something different, please do not report it, better first check it twice”. This is expected to contribute to stop (or to decrease) the publication of “garbage”. It should with coordinating editor and multi-author approach

Website Detailed rules are available in the COST regulations Website management: General: Action Chair Specific contents STSM Coordinator Conference Coordinator Publication Coordinator WG Leaders Budget: 2014: 3000 EUR 2015: 1000 EUR 2016: 1000 EUR 2017: 1000 EUR

Website E UR N EG V EC : E UROPEAN N ETWORK FOR N EGLECTED V ECTORS AND V ECTOR -B ORNE I NFECTIONS About the Action Abstract and keywords Background Objectives & benefits Scientific programme Organisation & Timetable Dissemination plan The network By country By topic By WorkGroup Events and news MC Meetings WG Meetings Annual Conferences Training Schools STSMs Publications Monographs Guidelines Fliers and brochures [News] [Links] [Downloads] [Private area] [Contact] Alphabetical Scientific papers Maps Press realeses Available positions

Logo (Designer Oana Onit)

Logo (Designer Anna Benczedi)

Logo (Designer Ana Amaro)

123

Still missing countries Austria Bulgaria Cyprus Denmark Iceland Latvia Lithuania Luxembourg Malta Sweden