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

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 1 COST Office staff for Action MP0801 Caroline Whelan Science Officer for Physical, Materials and Nanosciences Tel: +32 (0) Stéphanie Beauloye Administrative Officer for Physics, Materials and Nanosciences Tel: +32 (0)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 2 « 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)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 3 « 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

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 4 « Status » of Action MP0801 CountriesAcceptance of MoU Delegate(s) to MC AT, BE, BG, CZ, FR,DE, HU, IE, PL,ES, CH, UK (12) ConfirmedAppointed FI, IT, NO (3)IntentionAppointed

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 5 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 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

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 6 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 taxi’s expense if total amount is above 40 € Receipts for return journey to be submitted by 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

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 7 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)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 8 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 Golden rules: 2 participants per country per WG and active participation for WG meeting (presentation, poster)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 9 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 € without any invoices – for more than € copies of invoices are required; payment on the account of the institution

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 10 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 €, max € MC approval requested, by MC Chair or STSM Coordinator with MC members = Core group. Never let go on mission without COST grant letter!

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 11 COST instruments: STSMs Important steps at least ONE MONTH BEFORE the mission: Online registration of applicant: Applicant sends application by to STSM Coordinator or MC Chair, and Host Assessment and selection by the MC MC Chair or STSM Coordinator sends approval according to standard COST sends « grant letter » and « payment request form » to applicant Applicant sends the signed « grant letter » BEFORE going on mission

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 12 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 Payment of the applicant by COST Office

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 13 General Action Support Grant Grant: up to € 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

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 14 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.

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 15 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 €

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 16 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

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 17 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 Action’s budget

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 18 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 »)

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 19 Grant system –Pre-Payment to the Grant-Holder (65% of the grant amount); –Preliminary Financial Report after 6-9 months, then –2 nd 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.

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 20 Budget until end 31st May 2009: € allocated

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract COST MP0801 First Management Committee meeting - 21 Budget from 22/09/08 till 31/05/2009: 16,000 € allocated Budget planning ? 1.Meetings 2.Financial Subsidy 3.STSM

COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract Thank you for your attention Any further question?