European Cooperation in the field of Scientific and Technical Research COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM An Introduction to COST Instruments and Procedures

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Activities Funded by COST Actions Science management meetings (MC and WG) Scientific Workshops, Seminars, Research Conferences Short Term Scientific Missions (STSMs) Training Schools Dissemination (publications, outreach and website)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Meeting Types Management Committee (MC): manages the Actions and normally meets 2 per year Core Group: Chair, Vice-Chair, WG Chairs and Grantholder meet as needed Working Group (WG): 2-4 WGs do the scientific work (key topics/deliverables) MC members should participate in one of the WGs WG members selected by the MC

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Workshops/Conferences Reimbursements for Action members (in MC or WGs) Fair reimbursements numbers per signatory countries Involves non-COST participants (usually not reimbursed) Invited non-COST keynote speakers/session-chairs can be reimbursed Meeting Types

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Eligible Participants I. Management Committees (MC) *all members must be reimbursed and invited up to 2 MC members per signatory country plus the MC chair. Nominees of countries intending to sign the MOU can be reimbursed as invited experts, if the MC so chooses

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Eligible Participants II. Working Groups (WG) *all members must be reimbursed researchers from signatory can come as needed (invited experts) III. External experts and invited speakers External experts can be invited and reimbursed by the MC if their expertise contributes to the objectives of COST. Experts from non-signatory countries: max 5 per meeting. Experts from non-COST countries: max 4 per meeting with special role as keynote speaker or session chair.

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Travel Reimbursement Form (TRF) Submitted during the Meeting Copies of travel proofs On-line registration for personal and bank details before the meeting: Receipts for the home journey to be submitted by or fax latest by deadline given on invitation ,

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Travel costs reimbursed by COST Economy Airfare tickets (max 1200 Euro)- copies with price, name routing and class Train tickets – copies with price and routing Taxi receipts if no local transport is available, copies always needed and if above 40 Euro, additional justification is needed Local transport (bus-metro-tram…), up to 25 Euro no receipt required if more than 25 Euro, all receipts are needed Hotels are reimbursed at a fixed rate of 120 Euro/night Meals are reimbursed at a fixed rate of 20 Euro/meal if not provided by the local organiser Car reimbursement: 0.2 Euro/km. No rent or toll fee. Printout from Via Michelin or Mappy website All eligible expenses are listed on the second page of your reimbursement form Please always ask the COST Office prior to the meeting if you need to deviate from the rules!

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Organisation of Meetings MC approval is required in advance for all activities: via a full vote at an MC; an executive vote at a Core Group meeting, an vote organized by the Chair; or exceptionally a Chair‘s written decision by . No MC decision = no activity. The meeting application „xl template“ with a preliminary programme and a list of participants must be submitted by the MC Chair, WG Leader or local organiser, at least 1 month before the event, for WG/MC and 2 months for Workshops, Conferences

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Meeting Request Application Form

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM contribution to the costs of holding COST meetings Eligible expenses: meeting rooms, AV rentals, coffee breaks, badges, secretarial support (max 15%), etc Can fund lunches, etc but attendees will not be reimbursed Page 2 of the Excel application form must be completed and a supporting MC decision (MC PreApproval statement) recorded Up to € (receipts required) but below €3000 no receipts necessary (new regulations will be announced in early 2010) VATs are not paid (for any amount) Scientific Report Statement from chair (MC Post Approval statement) stating that all services were provided as declared on the Excel Meeting Support

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Meeting Support

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Meeting Support- Official Letters

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM (home lab and host lab must be active in Action and in signatory countries) Target group: young scientists, PhD students …but all researchers are eligible Duration: between 5 days and 3 months max Euro 2500 Early Stage Researchers (PhD + 10 years) up to 6 months max Euro 3500 Funding: fixed grant for travel (< €300) and daily allowance (€60-90/day): contribution Online registration at MC approval required. The Action can create an STSM Committee or allow the Core Group, Chair or an STSM coordinator to approve STSMs. Never go on mission without COST written approval Short Term Scientific Mission (STSM)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM STSM – official letters

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Training Schools Duration: 3 days – 2 weeks, and takes place in one of the laboratories linked to the Action. Reimbursed expenses: oSupport for the organization costs (room rental, technical equipment) oTravel and subsistence for lecturers - same as for participants to COST meetings but no lecture fee; oGrants for attendees – amount to be decided by the MC normally ca. 600 € per attendee. Usually 2 fixed amounts

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Training Schools – Procedures MC Chair sends request to the COST Office with these documents: 1.MC Approval stating aim of the training school 2.Detailed programme 3.Detailed financial support request for the organization of the meeting 4.List of lecturers with contact details and short C.V. 5.List of participants with contact details (they are selected by the MC who approves their eligibility for the attendance grant) and amount of Grant After reception of these documents COST will send acceptance letters to the local organizer, the lecturers and the participants.

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Training Schools – Application

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Training School - Lecturers

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Training School - Trainees

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST ES0902: 1st February 2010 – 31 January 2011 Indicative budget for CGS : 65,000 (net 56, %) Period: 1st February 2010 – 31 January 2011 The budget is based on the COST budget and on the preliminary COST Budget. Please note that the mutually agreed amount could be increased on basis of your first interim report.  To prepare a budget plan which fits well your work plan, with well justified activities.

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST Grant System The Actions must nominate 2 internal MC auditors who will assist the Grant Holder to check the validity of the expenses. Training 19/10, 2/11, 27/11,14/ and 21/1, 8/2, 2/ (the COST will organise a 4 hour training session in Brussels on the processes and on the electronic tool (e-cost) for the management of your Action activities. Please nominate two participants (max. 1 night). Grant agreement in the vademecum, chapter 6:

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Publications Two routes are used for COST publications related to Actions : A) External Publisher (a respected publisher for high level publications) B) OPOCE (The European Union’s publisher) The MC approaches the COST Office with a request for publication choosing either option A or B. All details can be found on the COST guidelines ncial_Instruments/7-Publications.pdf ncial_Instruments/7-Publications.pdf .

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Thank you for your attention Further questions?