European COoperation in the Field of Scientific and Technical Research COST Office Overview & News and Managing Your COST Action in 2007 E. Paola de Rose Science Officer Earth Systems Science & Environmental Management COST Office, Brussels

European COoperation in the field of Scientific and Technical Research 2 February 2006 What is COST? An intergovernmental framework for R&D which began in In other words: national governments created COST as the EU's first R&D initiative. Still a member state initiative, COST is now funded via the EU's Framework Programs and delivered via the European Science Foundation

European COoperation in the field of Scientific and Technical Research 3 February 2006 What Does COST Do? COST builds international networks of nationally-funded research projects, that work together to resolve clearly-defined scientific challenges, and deliver new knowledge, standards, systems or technologies. COST does NOT fund R&D directly

European COoperation in the field of Scientific and Technical Research 4 February 2006  The 27 EU Member States  EFTA Member States  Iceland  Norway  Switzerland  Acceding & Candidate Countries  Croatia  Acceding & Candidate Countries  Croatia  FYR of Macedonia (FYROM)*  Turkey  Other Countries  Republic of Serbia *  COST Co-operating States  Israel * not associated with FP COST Countries

European COoperation in the field of Scientific and Technical Research 5 February 2006 Global Participation in COST Actions Total number of participations in running Actions: 120 (incl. 5 NGO) Australia - 7 Argentina - 2 China - 10 Japan - 6 Canada - 22 New-Zealand - 1 South Africa - 1 Albania - 1 Bosnia & Herzegovina - 1 Armenia - 1 Ethiopia - 1 Eritrea - 1 Ukraina - 15 Russia - 27 USA - 14 Rep of Korea - 1 China (Taiwan) - 1 China (Macao) - 1 Brazil - 1 Algeria - 1 India - 1

European COoperation in the field of Scientific and Technical Research 6 February 2006 The COST Scientific Domains 1.Biomedicine and Molecular Biosciences 2.Food and Agriculture 3.Forests, their Products and Services 4.Materials, Physical & Nanosciences 5.Chemistry and Molecular Sciences & Technologies 6.Earth System Science & Environmental Management 7.Information & Communication Technologies 8.Transport & Urban Development 9.Individuals, Society, Culture & Health

European COoperation in the field of Scientific and Technical Research 7 February 2006 What is a COST Action? - a network of at least 5 nationally-funded projects, from different COST countries, that are individually working on elements of the same scientific agenda; - the network undertakes a joint work programme, as defined in the initial Action Proposal, over a 4 yr period; - goal: produce deliverables (named in the proposal); - the work is carried out on a “volunteer” basis; - additional projects (countries) can join if the scientific work programme and deliverables interest them;

European COoperation in the field of Scientific and Technical Research 8 February 2006 First collection date: May 31, Next: March 30, stage process: pre-proposals (2-3 pages) submitted on- line; invited full proposals submitted later. Selection criteria are published on-line. After a peer review, proposals are approved based on funding availability & decisions across Domains. From submission to approval takes six months. First round: 800+ pre-proposals (695 assessed); 79 invited full proposals (11 in the ESSEM Domain) and 39 new COST Actions starting in 2007 (4 in the ESSEM Domain) The Open Call: A New Way of Selecting Actions

European COoperation in the field of Scientific and Technical Research 9 February 2006 COST Running Actions from (status 30/11/2005)

European COoperation in the field of Scientific and Technical Research 10 February 2006 COST Structure MC = Management Committee COST OFFICE COMMITTEE OF SENIOR OFFICIALS (CSO) COST National Coordinators 9 COST Domain Committees COST Actions (~200) ESSEM …… ….. …….. WORKING GROUPS (NETWORKS) …… ~ researchers Scientific Domain ……. Council COST Secretariat Action WGs MC

European COoperation in the field of Scientific and Technical Research 11 February 2006 How do COST Actions work? Science management and working meetingsScience management and working meetings Scientific workshops and seminarsScientific workshops and seminars Short Term Scientific Missions (STSMs)Short Term Scientific Missions (STSMs) Training Schools and Research ConferencesTraining Schools and Research Conferences Dissemination (Publications, etc)Dissemination (Publications, etc) All activities must be approved by the MC and must conform to the COST Guidelines (see the website) The network collaborates to produce the deliverables. The COST financing supports:

European COoperation in the field of Scientific and Technical Research 12 February 2006 The COST Grant System The MC continues to make all Action decisions, including budget allocations, in accordance with the COST rules. Responsibility for administering the budget passes from the COST Office to a Grant Holding Institution, selected by the MC. Grant Agreements are signed and lump sums are transferred to the grant holder, who is legally responsible for appropriate procedures, and subject to audit.

European COoperation in the field of Scientific and Technical Research 13 February 2006 Selecting a Grant Holder = U of Freiburg The Grant Holder must be an institution, not an individual. Private companies must be approved on a case-by-case basis by the COST office. Allow several months for the assessment of a company. In some nations, problems with VAT, income tax, or bank charges have arisen. Select a grant holder based on the list provided to the Chair, or make careful enquiries. Grouping COST Actions in certain institutions may make sense.

European COoperation in the field of Scientific and Technical Research 14 February 2006 Legal & Contractual Grant Documents **templates on the website will be updated Action’s Memorandum of Understanding (including Technical Annex) Grant agreement signed between the ESF-COST and the Grant holder (for a 1-4 year period) Annual Work Plan: description of the Action’s work programme (their full operations) for the coming year. Annual Budget Plan: breakdown of the expenditures outlined in the annual work plan, showing how the grant for the year will be used.

European COoperation in the field of Scientific and Technical Research 15 February 2006 Grant Holder Rights & Responsibilities delivers the Annual Work Plan, by providing administrative/financial support (eg: meeting invitations, minutes, reimbursements, bill payments, financial record keeping….etc) adheres to the COST Guidelines and ensures all funds are spent in keeping with COST rules is entitled to retain up to 15% of the grant toward overhead costs related to the grant holder duties will be routinely audited and held accountable (all documentation must be held for 5 years)

European COoperation in the field of Scientific and Technical Research 16 February 2006 *being updated Reporting by the Grant Holder *being updated prepares Annual Progress Monitoring Reports and Final Report (administrative) Assists with preparation of scientific reports and Final Report (Scientific) prepares a Preliminary Financial Report (excel file) 6-9 months into each grant year  triggers the release of the remaining 35% prepares Final Financial reports after each 12 month period

European COoperation in the field of Scientific and Technical Research 17 February 2006 COST Office Web-based IT Tool A ‘common database’, with remote on-line access for Grant Holders, allowing applications, reporting, standard document generation, management of bank details, etc. Objectives: –Central storage and shared access to information (including scientific: eg: key-word search) –Statistics: ex: number of participants per country –Audits –Reporting to EC –Archives / Document Retrieval

European COoperation in the field of Scientific and Technical Research 18 February