note Terms and conditions for transnational access to InGRID-2 research infrastructures 1. Definitions

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1 note This project has received funding from the European Union's Horizon 2020 research and innovation programme under grant agreement No Terms and conditions for transnational access to InGRID-2 research infrastructures Version 1: 20 June 2017 These rules have been formulated by the InGRID-2 consortium based on the relevant provisions of the EC Grant Agreement. In case of any conflict, the provisions of the Grant Agreement take precedence. InGRID will adhere to the principles and guidelines of the European Charter for Access to Research Infrastructures, which includes and expands on the principles of the European Code of Conduct for Research Integrity. 1. Definitions The following definitions shall apply: - Access provider: means the beneficiary that is in charge of providing access to the infrastructure(s) or installations, as specified in Annex 1. - Access: physically visiting an infrastructure to conduct research and consult databases. - Infrastructure: means a facility, a resource (or a coherent set of them) together with the related services and expertise that are used by the scientific community to conduct research. - Installation: means a part of an infrastructure that could be used independently from the rest. - Unit: the minimum unit of time offered by an infrastructure. InGRID-2 infrastructures offer Units of one day. - User: means a researcher within a user group, including the user group leader. - User group: means a research team of one or more researchers given access to the infrastructure under the project. Each user group is led by a user group leader. Members of a user group can come from one institute or from different institutes across the EU (and Associated Countries). - InGRID-2 TNA Helpdesk: The central InGRID-2 TNA Helpdesk, provided by AIAS-UvA TNA helpdesk (ingrid2@uva.nl), will offer information, assistance and referral to the access users and also will help with complaints and grievances. 1

2 2. Application Access will be offered to a particular facility through the call process until that facility s transnational access funding allocation has been used up. An updated list of available research infrastructures will be published as part of each call. 2.1 Eligibility To be eligible to benefit from access to the InGRID-2 infrastructures, a user/user group (led by a user group leader) must satisfy the following conditions: a) the subject of the research proposal is related to the fields-of-interest of the InGRID-2 project, thus is associated to poverty, living conditions, working conditions, vulnerability, and/or social policy. b) the user group leader and the majority of the users must work in a country other than the country(ies) where the installation is located. This rule does not apply if access is provided by an international organisation, the Joint Research Council (JRC), an ERIC or similar legal entities; c) only users/user groups that are allowed to disseminate the results they have generated under the project/action may benefit from the access, unless the users are working for SMEs; d) users must work in an EU member state or in an associated country (Annex 3); e) access for users and user groups (with a majority of users) not working in an EU or associated country is limited to 20% of the total amount of units of access provided under the grant. They are thus eligible, but the chance on receiving a visiting grant may be limited; f) users/user groups cannot be part of the InGRID-2 consortium; g) master or bachelor students are not eligible. The user/user group leader can be an academic researcher (including PhD students), policy practitioners and other persons active within the domains of InGRID-2. Bachelor and master students are not eligible. The total maximum number of visit days awarded is limited to 15 working days. Visitors cannot be awarded more than 15 working days, even not if this spread across several visits to one or more infrastructures. For user groups, all individual members are required to fill in the application form. The visiting record of users that received an InGRID visiting grant in the previous InGRID project (year of communication of the selection decision) will be kept in mind. Priority is given to new users. Applicants can only use 20 days in 2 years. This means that - users with a record of less than 20 visiting days in between 2013 and 2017, will have a lower priority than new users, but are still eligible for a visiting grant. - users with a record of 20 visiting days received in the last two years, are not eligible. They will be eligible for a new grant two years after the communication of the selection decision of their previous grant. Re-applying after receiving a visiting grant is only eligible after the previous visit took place. 2.2 Application process Calls for access to the infrastructures of InGRID-2 are launched every 4 months via the InGRID-2 project website and disseminated broadly. Applications for access to the infrastructures received before the deadline of the call will be taken into account in the selection procedure. Applications received after the deadline of the call will be automatically transferred to the next call period, unless the user or user group objects to this. Each user is required to fill in individually the application form, which can be found on the InGRID-2 project website. This will contain all necessary information, such as a description of the work they wish to carry out, and the names, nationalities and home institutions of the users. 2

3 Users can apply individually or link their application to the application of other applicants, with whom they want to form a user group and obtain joined access. For user groups, all individual members are required to fill in the application form. Users or user groups are requested to read carefully the access opportunities of an infrastructure under a call to check the availability of the datasets and the feasibility of their project with the data and the infrastructure. The InGRID-2 TNA Helpdesk can provide guidance on this matter. 3. Obligations - Users shall abide by the normal working practices, working hours, and health and safety regulations of the infrastructure while present on the site. - Users shall abide by the post-access requirements. - Before accessing the infrastructure, the user may (at the discretion of the access provider) be requested to sign a contract with the access provider outlining access terms to the infrastructure, agreement to be bound by the provisions of the Grant Agreement, liabilities of the access provider and the user towards each other, rights with regards to Foreground (information and results generated under InGRID-2) and Background (information held prior to InGRID-2) and consequences of a breach of these obligations by the user. 4. Related costs 4.1 Cost of access The access provider (the InGRID-2 partner that is in charge of providing access to the chosen infrastructure) shall provide access free of charge to the selected user/user groups to the infrastructure or the installation(s) managed by it. This includes all the logistical, technological and scientific support as well as (if any) specific training that is normally provided to external researchers using the infrastructure. Moreover, for each user the access provider1 will reimburse travel costs.2 Further, a flat rate daily subsistence allowance (to cover accommodation + meals) is offered to each user for each working day (i.e. actual unit day of access). The subsistence allowance is calculated with a country correction (Annex 2). The refund is managed by the access provider according to its internal rule. Also, a budget is accessible to provide child support for those who have to travel with kids in regard to this transnational access as long as the budget is available. For more information on travelling with your children for an InGRID visiting grant, please contact Sandra.volders@kuleuven.be. Other costs related to the visit of an infrastructure, as well as costs exceeding the daily subsistence allowance, will be at the expense of the user. 4.2 User reimbursement procedure Before the access takes place, the access provider shall inform the user or user group on the procedure of the reimbursement of the travel and daily subsistence allowance, as well as the cost associated to the visits which cannot be reimbursed by the access provider. Claims will be reimbursed in Euro ( ) or the local currency of the infrastructure. Claims will be reimbursed following the submission of certain reports following completion of the access. 1 For some research Infrastructures, the travel reimbursement might be limited to a maximum amount of reimbursement. Details about this will be provided on the project website for each research Infrastructure individually. 2 Please note that InGRID reimburses flights and travel in ECONOMY class only. An explanation and consent of the InGRID consortium is necessary when tickets are to be booked in business class. InGRID needs proof of the price you paid for the ticket and/or the invoice before reimbursement can be arranged. 3

4 5. Selection 5.1 Selection Panel The InGRID-2 consortium has set up a Selection Panel, which assists the access providers in the selection of users and user groups. The Selection Panel is composed of 4 Partners of the InGRID-2 consortium: HIVA-KU Leuven, CED, ISER-University of Essex, and LIS; and 2 members of the Advisory Board of InGRID-2. The names of the Selection Panel and Chair Person for each call will be communicated at the InGRID-2 project website. 5.2 Selection priorities The Selection Panel shall base its selection on scientific merit, taking into account that priority should be given to users or user groups which: a) have not previously used InGRID-1 en InGRID-2 resources; b) are employed in countries which are not covered by the InGRID-2 partnership (see in Annex 3 the countries marked with an asteriks); c) are working on projects promoting scientific advancement; d) have submitted proposals that are technically feasible for the available host facilities and data; e) belong to a transnational user group consisting of more than one user, wanting to work on a joined project during the access to the infrastructure. The visiting record of users that received an InGRID visiting grant in the previous InGRID project (year of communication of the selection decision) will be kept in mind. Priority is given to new users. Applicants can only use 20 days in 2 years. This means that - users with a record of less than 20 visiting days in between 2013 and 2017, will have a lower priority than new users, but are still eligible for a visiting grant. - users with a record of 20 visiting days received in the last two years, are not eligible. They will be eligible for a new grant two years after the communication of the selection decision of their previous grant. Re-applying after receiving a visiting grant is only eligible after the previous visit took place. Applicants are encouraged to focus on a specific topic that has the potential to benefit from a (relatively short) InGRID visit, instead of presenting an all-encompassing plan. 5.3 Selection process The Selection Panel shall assess all proposals received and recommend a ranking of the users or user groups that should benefit from access free of charge. In so doing, it will apply the principles of transparency, fairness and impartiality. The Selection Panel shall make a ranking of the proposals and assign them to one of these categories: a) the proposal should get access. b) the proposal should get access only if available. c) the proposal shall not get access. Based on this ranking, the access provider will make the final decision about the granting of access to the infrastructure, taking in consideration practicalities and other infrastructure specific requirements for access. The selection process will take about one month after the closing of the call. The user or user group will be notified about selection within 2 weeks after the decision of the access provider. In case of rejection (including unfeasibility), the statements of the Selection Panel and/or access provider will be sent to the user or user group (for example to give them a guideline to improve the proposal for re-application in a next call). 4

5 6. Access modalities Following approval from the Selection Panel and selection by the access provider, the user or user group will be guided through and supported in completing the individual application and accreditation process for the infrastructure. Details about this infrastructure specific process and the duration (in general at least one month) of this process can be found on the InGRID-2 project website and further individual questions can be put to the InGRID-2 TNA Helpdesk or to the infrastructure. The user and access provider will agree together on the schedule of the access and discuss other details, including logistic help for the organisation of the travel and stay. The user/user group will sign an access agreement which includes the necessary formalities for the access and in which he/she agrees with the terms and conditions. 7. Access rights and confidentiality The access provider shall ensure that the users enjoy, on a royalty-free basis, access rights to the (included) mutually agreed Background of the access provider and to the Foreground, if needed to carry out their own work under the Project. The access provider shall inform, as soon as possible, the users of any restriction which might substantially affect the granting of access rights. The access provider shall ensure that the users have the same rights and obligations in regard to confidentiality as referred to for the access provider. 8. Link to other InGRID-2 networking activities Users are stimulated to alternate a visiting grant with an InGRID-2 summer school or expert workshop to enhance the creation of strong synergies between learning and the application of new knowledge. 9. Presenting The users will be requested to report his/her main findings at the end of the visit in an internal seminar organised by the access provider. 10. Publish results and post on InGRID-2 website The user has to have the clear goal to publish the results to the scientific community, mainly in form of conference presentations and publications in international peer-reviewed journals. Further, the user agrees that results of the research using parts of the InGRID-2 infrastructure may be highlighted on the InGRID-2 website, including direct links to conference proceedings or scientific articles. Open access to scientific publications by the user: it is recommended (not obliged) to ensure open access (free of charge online access for any user) to all peer-reviewed scientific publications supported by the InGRID-2 project. Other output supported by the InGRID-2 project (reports, PowerPoints,...) shall be posted by the project coordinator on the InGRID-2 project website. Any dissemination of results must indicate that it reflects only the author's view and that the Commission is not responsible for any use that may be made of the information it contains. 5

6 11. Post-visit requirements During the access to the infrastructure, a timesheet/logbook should be filled in by each user. After the access to the infrastructure, each user and the access provider must prepare a short activity report of the access (template available on project website) and submit it to the InGRID-2 TNA Helpdesk (ingrid2@uva.nl). This also includes reporting about publications and other output resulting from the access to the infrastructure, which need to be uploaded via the InGRID-2 project website. Further, the user or user group leader must complete the questionnaire of the European Commission about the access, available at and an online reporting form (e.g. record of user and project information). 12. Acknowledgement and publicity a) Dissemination activities following from the visit to an InGRID-2 research infrastructure shall be compatible with the protection of intellectual property rights, confidentiality obligations and legitimate interests of the owner(s) of the Foreground. b) The financial support of InGRID-2 and the European Commission shall be acknowledged by at least including the following sentence in any publication or other output (including websites, reports...) generated by the work supported by the InGRID-2 project: The research leading to these results has received funding from the European Union s Horizon 2020 research and innovation programme under grant agreement No , InGRID-2 Integrating Research Infrastructure for European expertise on Inclusive Growth from data to policy. Also, the EC logo (available on shall be shown (if possible) on any publication. Other acknowledgement requirements which are specific for any of the InGRID-2 infrastructures shall be reported to the user by the access provider before the access. c) The Commission shall be authorised to publish, in whatever form and on or by whatever medium, including the Internet, the list of the users. 13. Insurance Full health/travel insurance is obligatory. It must cover the full period from arrival to departure, cover preexisting medical conditions, and include world-wide travel assistance and emergency air transportation services. This is a private cost not covered by InGRID-2. Further, the user might be obliged to sign up for insurance and other provisions of the infrastructure, which might be associated with other costs. This will also be a private cost not covered by InGRID-2. The user is by the access provider in due time informed about these possible costs. 14. InGRID-2 TNA Welcome and Helpdesk The central InGRID-2 TNA Helpdesk (ingrid2@uva.nl), provided by AIAS-UvA, will offer information, assistance and referral to the access users and also will help with complaints and grievances. 6

7 15. Force majeure The InGRID-2 consortium shall not be responsible for any failure to provide access, or delay in the provision of access, in whole or in part, due to unforeseen circumstances or circumstances beyond the InGRID 2 consortium s control. 16. Maternity or parental leave In the organisation of transnational access visits, the assignment of grants enables the postponement of the visits related to maternity or parental leave. This, however, should always be discussed and agreed upon with the host infrastructure and with the TNA helpdesk. In addition, the postponement of the visit cannot exceed the project duration. 17. Dispute settlement In the event of a dispute between the user and the access provider arising out of or relating to the transnational access, the parties shall seek settlement of that dispute by mediation of the InGRID-2 TNA Helpdesk. If the dispute is not settled by mediation within 30 days of the commencement of the mediation, or such further period as the parties shall agree in writing, the dispute shall be referred to and finally resolved by arbitration of the Selection Panel. If one of the parties involves a member of the Selection Panel, he or she will not be part of the Panel for arbitration. 18. General Data Protection Regulation By completing this registration your address will be added to the InGRID mailinglist. This mailinglist will only be used for the dissemination of newsletters and newsflashes and will not be disclosed to any third parties. Unsubscribing from this mailinglist is possible in each newsletter or newsflash, or via this link: If you have any remarks or questions regarding this, please contact ine.smits@kuleuven.be for more information or help. 7

8 Annexes Annex 1 List of access providers and the installations and/or infrastructures to which access is provided Partner acronym HIVA - KU Leuven TÁRKI AIAS-UvA SOFI-SU UT CED LISER CSB-UA ISER-UEssex DIW CNAM UNIPI Southampton LIS UNIMAN CELSI Name of the installation or infrastructure HIVA TÁRKI-POLC ICTWSS + EU micro datasets SOR UNI-TRIER IEPM IRISS CSB ISER SOEP CNAM DSMAE S3RI LIS CMIST WageIndicator Annex 2 Flat rates for the daily subsistence allowance per country Country Maximum rate (euro) Belgium 147 France 147 Germany 131 Hungary 131 Italy 145 Luxembourg 165 The Netherlands 166 Spain 134 Sweden 162 United Kingdom 174 Slovakia * 131 8

9 Annex 3 List of EU Member States and Associated Countries EU Member States Austria Belgium * Bulgaria Croatia Cyprus The Czech Republic Denmark Estonia Finland France * Germany * Greece Hungary * Ireland Italy * Latvia Associated Countries Albania Bosnia & Herzegovina Faroe Islands Iceland Israel Former Yugoslav Republic of Macedonia Montenegro Norway Serbia Switzerland Turkey Moldova Ukraine Tunisia Georgia Armenia Lithuania Luxembourg * Malta The Netherlands * Poland Portugal Romania Slovakia * Slovenia Spain * Sweden * United Kingdom * * Countries covered by the InGRID-2 partnership 9