Action CA Modifying plants to produce interfering RNA. 1 st Management Committee Meeting. Dr. Ioanna Stavridou.

Transcription

1 Action CA15223 Modifying plants to produce interfering RNA 1 st Management Committee Meeting Dr. Ioanna Stavridou Science Officer Brussels, 27/10/2016

2 COST Emergency Instructions 2

3 Office Evacuation Who is responsible of the office evacuation? 15th floor: COST Reception* *Leatitia Malone: *Dafna Rothschild: Florin Petre: 3855 Administrative and Science Officers responsible of the meeting 21st floor: Barbara Bottiau: 3811 *Nathalie Warenghien: Christer Halen: 3807 Jeannette Nchung Oru: 3850 Radka Jekova : Radka.Jekova@cost.eu 3828 Teresa Oliveros Martinez : Teresa.Oliveros@cost.eu 3835 Tamsin Reniers : Tamsin.Reniers@cost.eu 3880 Svetlana Voinova : Svetlana.Voinova@cost.eu

4 Meeting pt TINOK Exit from Tower 4

5 COST Association Contact Point Action CA15223 Science Officer Dr. Ioanna Stavridou Tel: +32 (0) Administrative Officer Ms Tania Gonzalez Ovin Tel: +32 (0)

6 Agenda 27/10/ :30-17:00 1. Welcome to participants 2. Verification of the presence of two-thirds of the Participating COST Countries (quorum) 3. Adoption of the agenda 4. Tour de table / introduction of the MC members 5. General information on COST mechanism and on the funding and reporting of coordination activities: COST overview, policies and structure COST Action : Participation, Management, Monitoring and Final Assessment COST Actions Administrative Rules and Guidelines 6. Agreement on the internal rules of procedure for the Management Committee of the COST Action 7. Setting the frame for the Action presentation by the Science Officer Presentation of the Scientific Committee recommendations to the Action Budget for 1st Grant Period (GP) 8. Election of the Chair and Vice-Chair 9. Selection of: The Grant Holder institution (Scientific Representative) The FSAC rate for the Grant Holder institution Minutes are prepared by COST

7 Agenda 10. Presentation and discussion of the Action a. Presentation of the Action by the Main Proposer /Chair of the Action (based on the MoU) Objectives and deliverables Working Groups and other management roles/ structures Implementation of COST policies b. MC discussion of: Deliverables and timeline Working Groups and other management roles/ structures Implementation of Scientific Committee recommendations and COST policies 11. Establishment of Action Management structure Election of Working Group Leaders and STSM Manager Election of other management roles 12. Action implementation planning : 1st Grant Period (GP) Grant Period Goals, WG tasks and deliverables Activity and budget planning (Work and Budget Plan preparation) Dissemination strategy/ planning (Publications and outreach activities) 13. Any Other Business (AOB) 14. Closing 27/10/ :30-17:00 Minutes are prepared by the MC

8 Agenda 27/10/ :30-17:00 1. Welcome to participants 2. Verification of the presence of two-thirds of the Participating COST Countries (quorum) 3. Adoption of the agenda 4. Tour de table / introduction of the MC members 5. General information on COST mechanism and on the funding and reporting of coordination activities: COST overview, policies and structure COST Action : Participation, Management, Monitoring and Final Assessment COST Actions Administrative Rules and Guidelines 6. Agreement on the internal rules of procedure for the Management Committee of the COST Action 7. Setting the frame for the Action presentation by the Science Officer Presentation of the Scientific Committee recommendations to the Action Budget for 1st Grant Period (GP) 8. Election of the Chair and Vice-Chair 9. Selection of: The Grant Holder institution (Scientific Representative) The FSAC rate for the Grant Holder institution Minutes are prepared by COST

9 CA15223?parties Tour de table Name Country Background (expertise, previous experience with COST Actions?) Interest / Working Group 9

10 Agenda 27/10/ :30-17:00 1. Welcome to participants 2. Verification of the presence of two-thirds of the Participating COST Countries (quorum) 3. Adoption of the agenda 4. Tour de table / introduction of the MC members 5. General information on COST mechanism and on the funding and reporting of coordination activities: COST overview, policies and structure COST Action : Participation, Management, Monitoring and Final Assessment COST Actions Administrative Rules and Guidelines 6. Agreement on the internal rules of procedure for the Management Committee of the COST Action 7. Setting the frame for the Action presentation by the Science Officer Presentation of the Scientific Committee recommendations to the Action Budget for 1st Grant Period (GP) 8. Election of the Chair and Vice-Chair 9. Selection of: The Grant Holder institution (Scientific Representative) The FSAC rate for the Grant Holder institution Minutes are prepared by COST

11 COST OVERVIEW 11

12 What is COST? Founded in 1971, COST is the oldest and widest European intergovernmental framework for transnational Cooperation in Science and Technology. COST has been supporting networking of research activities across all 36 Member countries and beyond for more than 40 years. COST is open to all disciplines, to all novel and groundbreaking S&T ideas, to all categories of partners where mutual benefit is real.

13 COST Mission COST enables breakthrough scientific developments leading to new concepts and products. It thereby contributes to strengthening Europe s research and innovation capacities. Through trans-european networking of nationally funded research activities. 13

14 COST Key Principles Inclusiveness and excellence Highest quality in Science and Technology (S&T) Bottom-up Open Call Targeting Early Career Investigators (ECI) COST funding is used to leverage funding from nationally and regionally funded projects 14

15 COST Strengths and Key Features COST supports the networking of researchers through science and technology networks called COST Actions and is open to: Any novel and original idea (innovative) All fields of S&T (including interdisciplinary, new and emergent fields) Flexible participation join in at any time All partners (academia, public organisations, SME, industry, NGO, International Organisations) All career stages (young and senior researchers) Capacity building All countries (COST countries, Near Neighbour Country (NNC) and International Partner Counrty (IPC)) Global cooperation on the basis of mutual interest 15

16 COST ORGANISATION 16

17 COST Association organisation and relation with other actors Committee Senior Officials Ministerial Conferences (every five years) Constitution: Committee Senior Officials (General Assembly) 2 representatives per COST Country Responsibilities: Executive Board COST Association the overall strategy and steering of COST Scientific Committee COST National Coordinators deciding COST on Association the launching Administration of individual Actions approving participation of institutes from countries which are not COST countries COST Actions approving the extension of Actions See: 26

18 COST Association organisation and relation with other actors Ministerial Conferences (every five years) Scientific Committee Constitution: Committee Senior Officials (General Assembly) 37 high-level experts (1 per COST country) Responsibilities: Executive Board COST Association COST Actions Scientific Committee Selection of the proposals for COST Actions to be approved by the CSO COST Association Administration Quality control of procedures for the evaluation of proposals, monitoring of COST Actions and any other scientific activities Impact assessment of the finished COST Actions Contribution to COST S&T strategy development. COST National Coordinators See: 26

19 COST Budget EUR 300 million for 7 years from two H2020 work programmes: Challenge 6 Europe in a changing world inclusive, innovative and reflective Societies Spreading Excellence and Widening Participation European Commission Horizon 2020 COST Association 19

20 COST ACTION PARTICIPATION 20

21 Who can participate? Researchers affiliated to the following INSTITUTIONS: Institutions from COST Member Countries, Near Neighbour Countries and International Partner Countries. European Commission and EU Agencies. European RTD Organisations (CERN, EFDA JET, EMBL, ESA, ESO, ESRF, European XFEL, ILL). International Organisations (examples: UNESCO, IOCD, WHO, EFI, CABI, Marie Curie Fellows Association, European Centre for Women and Technology). 21

22 COST Countries EU 28 EU Candidates and EU Potential Candidates: Bosnia and Herzegovina fyr Macedonia Montenegro Republic of Serbia Turkey Other Countries: Iceland Norway Switzerland COST Cooperating State: Israel 22

23 How COST Countries join an Action Before Action Starts and <1 year after CSO Approval Researcher Contacts COST National Coordinator COST National Coordinator nominates MC member COST National Coordinator accepts the MoU MC approval required when a COST country requests participation later than 1 year after the Action was approved by the CSO, i.e. after 26/02/

24 International dimension of COST The participation of Institutions from Near Neighbour Countries (NNC) and International Partner Country (IPC) is welcome and is based on mutual benefit Institutions in Near Neighbour Countries (NNC): Balkan countries (Albania), Mediterranean countries (Algeria, Egypt, Lebanon, Libya, Morocco, the Palestinian Authority, Jordan, Syria and Tunisia) Eastern European Countries (Armenia, Azerbaijan, Belarus, Georgia, Moldova, Russia and Ukraine) Institutions in all other International Partner Countries (IPC) 32

25 COST Near Neighbour Countries 206 participations in running COST Actions accros 16 countries Albania (18) Algeria (4) Armenia (11) Azerbaijan (2) Belarus (7) Egypt (7) Georgia (6) Jordan (3) Lebanon (2) Moldova (4) Morocco (17) Palestinian Authority (4) Syrian Arab Republic (1) Russia (54) Tunisia (14) Ukraine (52) 20 May 2015 data 25

26 International Partner Countries 358 participations in running Actions across 30 countries 20 May

27 How IPCs, NNCs and Specific Organisations join an Action OPTION 1: NNC & IPC already included in the proposal = FOUNDERS Chair selects the applicant in e-cost MC approves OPTION 2: NEW NNC & IPC Chair encodes applicant s details in e-cost Applicant and Chair complete application form in e-cost MC approves COST Association approves through e-cost Once the Institution is approved the applicant becomes a MC Observer 35

28 COST POLICIES 28

29 COST Policies 29

30 Inclusiveness Target Countries Originated from: The political context of the Innovation Union (Horizon 2020) The intergovernmental context of the COST Member Countries With the aim to: Encourage and enable researchers from less researchintensive countries across the COST Member Countries to set up, lead or join COST Actions Counterbalance research communities unequal access to knowledge infrastructures, funding and resources distribution Connect pockets of excellence in science and technology operating from diverse locations in Europe, contributing to the realization of Horizon 2020 Widening Pillar objectives trough COST Excellence and Inclusiveness Policy 30

31 COST Inclusiveness Target Countries 31

32 Excellence and Inclusiveness Implementation Strategy by the MC The Action should have a plan towards inclusiveness : - Geographical Coverage (ITC list) - Early Career Investigator (PhD + up to 8 years) involvement - Gender Balance The plan should be revised and updated at every MC meeting and should develop a strategy to attract researchers and stakeholders. SOME EXAMPLES: Leadership roles Organising and locating Action meetings and events Benefiting from COST networking tools Promoting STSMs Action Think Tank for Early Career Investigators ECI = PhD + up to 8 years 32

33 COST Policies 33

34 International Cooperation Implementation Strategy by the MC Aiming to support the involvement of researchers from Near Neighbour and International Partner Countries in COST Actions on the basis of mutual benefit SOME EXAMPLES: Approved IPC and NNC Institutions can host STSMs Researchers from approved IPC and NNC Institutions can be Trainers when Training Schools are organised Researchers from approved NNC Institutions can: Apply for STSMs Attend Training Schools 34

35 COST Policies 35

36 SME and Industry Cooperation Implementation Strategy by the MC Aiming to facilitate/ encourage industry participation SOME EXAMPLES: Participation in networking activities Session dedicated to industrial participation at Action events Roundtable discussions with industrial partners at Action events STSMs with industry acting as home/ host institution 36

37 COST ACTION 37

38 COST Action A network of researchers with nationally funded research pursuing the fulfilment of the objectives and deliverables described in the approved proposal (MoU) Based on a joint work programme for 4 years In S&T fields that are of interest to at least 5 COST Countries (average 26 countries) Flexibility of operation and "à-la-carte" participation Selected via a COST Open Call 38

39 Action Structure COST Association GRANT HOLDER (GH) MANAGEMENT COMMITTEE (MC) WG 1 WG 2 WG 3 WG X 38

40 Management Committee DECISION MAKING BODY Coordination, Implementation, and Management of an Action Supervising the appropriate allocation and use of funds Achieving the Action s MoU objectives COMPOSED OF Delegates nominated by their respective COST National Coordinator (CNC) Up to 2 representatives per Participating COST Country 40

41 Management Committee KEY ROLES in order to ORGANISE THE WORK ACTION CHAIR ACTION VICE CHAIR WG LEADERS GRANT HOLDER Scientific Representative CORE GROUP: Prepare MC decisions And other horizontal activities 41

42 Management Committee MAIN TASKS TO BE PERFORMED by the MC Action Strategy Work & Budget Plan Dissemination & Exploitation Strategy Memberships (including approval of new Countries and Organizations) Implementation of COST Policies Reporting Supervising the appropriate use of funds 42

43 Management Committee DECISION TAKING PROCEDURE MC MEETINGS E-VOTE Minimum once a year in a participating COST Country Typical duration ½ day Decisions only valid if at least 2/3 of the Participating COST Countries are represented Simple majority vote of MC Members with 1 vote / Participating COST Country MC Chair does not have the right to vote Initiated and managed by the MC Chair All MC members are in the list Vote open for 7 days Simple majority vote of MC Members with 1 vote / Participating COST Country MC decision must be minuted and should be included in the official MC minutes of the following MC Meeting MC decision must be minuted and sent to COST Association 43

44 Working Groups Only Active MC Members with time PRODUCTION & EXCHANGE OF RESEARCH in their hands should be nominated Achieving the scientific objectives as defined in the MoU as WG leaders WG Leaders must be MC Members, or exceptionally MC substitutes COMPOSED BY Researchers from Participating COST Countries MC members (all MC members must become members of WGs) MC Observers from approved NNC, IPC, Specific Organisations 44

45 COST Networking Tools MC & Core Group MC & meetings CORE GROUP Internal Meetings MEETINGS important for defining the strategy of the Action WG meetings WG STSMs Focused meetings MEETINGS on specific MoU Inter-lab SHORT visits, TERMto learn objectives or deliverables newscientific techniques, have access MISSIONS to data, instrument, etc., contributing to the COST Action s objectives NETWORKING TOOLS Training Schools Workshops & Conferences TRAINING WORKSHOPS Intensive training on a subject Serve the Action s objectives SCHOOLS & that contributes to the aim and act as a showcase for the CONFERENCES of the Action, by offering Action s activities familiarization with unique Dissemination equipment or know-how Website, flyers, posters, publications, DISSEMINATION multimedia, etc.; they must reflect the Action s objectives; Open access 45

46 How are COST Actions funded? Grant Agreement MANAGEMENT COMMITTEE (MC) SO negotiates and approves W&BP COST ASSOCIATION GRANT HOLDER (GH) COST ASSOCIATION e-signs GA with GH 46

47 What is the Work and Budget Plan? The document upon the Grant Agreement is based on. Establishes the S&T Goals for the Grant Period and links with the Action Objectives. Details the COST Networking tools to be used during the Grant Period (activities funded by COST). Negotiated between SO and Action Chair through e-cost (e-camt : management tool in e-cost) MC vote launched in e-cost Needs to be Approved by the COST Association and MC 47

48 COST ACTION MONITORING AND FINAL ASSESSMENT 48

49 Monitoring of Actions Monitor running and assess ended Actions with regards to achievement of MoU objectives provision of MoU deliverables contribution to the COST Mission implementation of COST policies 49

50 Monitoring of Actions Type Time (months) Content PR1 12 Implementation of SC Recommendations & COST Policies PR2 24 Progress Impacts and successes Dissemination & Exploitation Urgent needs for improvement FA 48 MoU Achievements Expected Impact & Successes Dissemination & Exploitation Added value of the networking Success stories Emerging themes/ potentially important future developments Assessment / Evaluation by Scientific Committee Action Rapporteur Action Rapporteur 44

51 Monitoring and Final Assessment of Actions First Progress and Monitoring Report 12 months (focused on SC recommendations, if any, and COST Policies implementation) SC Recommendations: The Action must develop and implement specific plans to increase the participation of Early Career Investigators and to ensure the maintenance of the gender balance and the participation of Inclusiveness Target Countries. 44

52 Agenda 27/10/ :30-17:00 1. Welcome to participants 2. Verification of the presence of two-thirds of the Participating COST Countries (quorum) 3. Adoption of the agenda 4. Tour de table / introduction of the MC members 5. General information on COST mechanism and on the funding and reporting of coordination activities: COST overview, policies and structure COST Action : Participation, Management, Monitoring and Final Assessment COST Actions Administrative Rules and Guidelines 6. Agreement on the internal rules of procedure for the Management Committee of the COST Action 7. Setting the frame for the Action presentation by the Science Officer Presentation of the Scientific Committee recommendations to the Action Budget for 1st Grant Period (GP) 8. Election of the Chair and Vice-Chair 9. Selection of: The Grant Holder institution (Scientific Representative) The FSAC rate for the Grant Holder institution Minutes are prepared by COST

53 COST ACTIONS ADMINISTRATIVE RULES AND GUIDELINES

54 Content 1. How is your Action funded? 2. What networking activities can your Action fund? COST Networking Tools Meetings Training Schools Short Term Scientific Missions COST Action Dissemination 3. Communicating with the COST Association

55 How is your Action funded? The 1st Management Committee (MC) Meeting is administered and paid directly by the COST Association through the Centralised Management Payment Scheme After the 1st MC Meeting all approved Action activities will be administered by your Grant Holder and will be funded through the COST Grant System (CGS)

56 COST Grant System (CGS) Managed by the Grant Holder Institution Grant Agreement Annex A - contains the activities detailed in the approved Work and Budget plan Adherence to the rules in the COST Vademecum e-cost management tool

57 The Grant Holder Institution Affiliated to a Management Committee Member (MC) Legal entity Financially stable The elected institution must be able to adhere to COST rules - i.e. must be able to pay flat rate allowances etc. Must be able to accommodate the submission of electronically signed reimbursements etc.

58 The Grant Holder - 4 Representatives Legal Representative Financial Representative Administrative Representative - Grant Manager Scientific Representative

59 The Grant Holder Institution - Grant Manager Tasks Provide administrative support to the Action Must ensure that the Action adheres to the COST rules Must process reimbursement of claims and Action related payments Ensure separation of powers Archive supporting documents up to 30th April 2020

60 The Grant Holder Institution - Financial Support Fixed percentage contribution of up to 15% of the scientific expenditure to support the administration of the Action *FSAC amount is calculated by applying the initially defined and approved percentage to the actual eligible scientific expenses No breakdown of FSAC is required by the Grant Holder *FSAC - Financial and Scientific Administration and Coordination

61 How is the Grant paid to the Grant Holder? First Grant payment: 65% of the Grant Second Grant payment: Upto35%of the Grant No carry over of unspent funds 61

62 COST Networking Tools

63 COST Networking Tools Meetings Training Schools Short Term Scientific Missions (STSM) COST Action Dissemination

64 Meeting Types - 1/3 Management Committee Meetings Up to 2 MC members (or their substitutes) from each Participating Country can be reimbursed Should not last more than 1 day Maximum 3 MC meetings per Grant Period

65 Meetings - Eligibility for MC Meetings Participating COST Countries Up to two MC Members (or their Substitutes) MC Observers from approved Near Neighbour Country (NNC) Institutions MC Observers from approved European RTD Organisations YES Limited to one representative from each approved institution and up to a maximum of two representatives from each NNC Limited to one representative from each approved Organisation Working Group leaders from Participating COST Countries In the exceptional cases where Working Group leaders are not MC Members

66 Meetings - Eligibility for MC Meetings MC Observers from approved IPC Institutions, approved IO, the EC and EU Agencies Invited Speakers Not eligible to be reimbursed Any other participant not specifically mentioned as being eligible

67 Meeting Types - 2/3 Core Group Meetings Should not last more than 1 day Composition determined by the MC Can make some decisions on behalf of the MC Working Group Meetings, Workshops and Conferences Up to a maximum of 4 Invited Speakers can be reimbursed Each Invited Speaker can be invited only once throughout the lifetime of the Action

68 Meetings - Eligibility - all other Meeting Categories (except Dissemination Meetings) Any Action Participant from Participating COST Countries Any Action Participant from approved NNC Institutions Any Action Participant from approved European RTD Organisations Eligible to be reimbursed Invited Speakers from Participating COST Countries Up to four Invited Speakers

69 Meetings - Eligibility - all other Meeting Categories (except Dissemination Meetings) MC Observers from approved IPC Institutions, approved IO, the EC and EU Agencies Any other participant not specifically mentioned as being eligible Not eligible to be reimbursed

70 Meeting Types - 3/3 Dissemination Meetings A maximum of two Action Participants per Grant Period The attendees must be listed in the official programme of the event in question Typically MC Members and / or Working Group Members attend Dissemination Meetings Up to EUR 500 can be claimed for conference fees

71 Reimbursement for attending COST events? What to do? Register for an e-cost profile Include bank details: Accept e-cost invitation Sign attendance list for everyday attending the event Encode expenses, upload all relevant supporting documentation and submit claim online as soon as possible after the event has finished Respect Claim Submission Deadline: 30 Days from the meeting end date

72 Long distance travel = cross border travel What can be claimed? Flight expenses: Economy class only Max 1200 Full travel itinerary Ticket price You must submit an invoice and the full travel itinerary Car travel expenses: Maximum distance 2000 km at 0.20 per km 0.30 per km with 2 or more eligible participants Proof of distance travelled is required (Google Maps print out) Trains (including sleeper trains), bus and ferry expenses: Can claim for first, second and business class travel tickets You must submit invoice / receipts

73 Local transport = travel entirely within one country What can be claimed? Public transport expenses (bus, train, metro and tram): Claimed amount 25 No receipts required Claimed amount > 25 All receipts required Taxi expenses are allowed when: No other means of public transport is available Travelling between 10pm and 7am AND Only up to a maximum of 80 in total for the entire trip paid against amounts detailed on submitted receipts Also eligible (paid against amounts on invoices / receipts) Ferry travel Car travel * Luggage fees Parking expenses Visa fees * Proof of distance travelled is required (Google Maps print out)

74 Accommodation expenses How does it work? Paid against flat rates only = up to 120 per night No receipts required Maximum number of nights = the number of days attended by a participant as confirmed by the number of days they sign the attendance list for the event plus 1 - the plus 1 enables (if applicable) the claimant to claim for accommodation expenses for the night before the event commences The Management Committee (MC) can decide to lower the accommodation allowance flat rate All participants must receive the same accommodation allowance flat rate

75 Meal expenses How does it work? Paid against flat rates only =upto 20perperson per meal for up to two meals per day (lunch and dinner only) Number of meals is dependent on the participant s travel times Meals provided locally must be deducted The Management Committee (MC) can decide to lower the meal allowance flat rate All eligible participants must receive the same meal allowance flat rate

76 Meeting - Non eligible expenses Registration, lecture fees and honoraria Any kind of insurance (life, medical, health, luggage) Printing and postage expenses Wi-Fi-telephone, internet and minibar consumption Overnight stay during a trip by car, fuel costs, road tolls and car rental costs Fees, charges and / or penalties linked to a participant changing or having to rebook travel tickets Transportation / postage expenses associated with obtaining visas

77 Final considerations: Optimise your budget Consider the availability of cheap and accessible public transport options in the locality of the meeting Seek to avail of the facilities of research institutions affiliated to MC Members / Action Participants Send invitations to participants as early as possible to facilitate the purchasing of cheap travel tickets COST Association premises can host Action activities - rooms are subject to availability Rule derogations require COST Association approval prior to the expense being incurred

78 Training Schools

79 Training Schools Recommended duration: from 3 days up to 2 weeks Recommended ratio: 3 Trainees per 1 Trainer Location: Participating COST Country or an approved NNC Institution Financial Support for: Trainers: same as the COST reimbursement rules for meetings (no Honoraria, no lecture fees) Trainees: fixed grants - up to EUR 1500 (No justification of expenses required) Organisational expenses: Local Organiser Support (LOS)

80 Training Schools - Eligibility Trainers eligible for reimbursement: From Participating COST Countries From approved NNC Institutions From approved IPC Institutions From approved European RTD Organisations Up to a Maximum of 4 Invited Speakers Trainees eligible for funding: From all COST Countries From approved NNC Institutions From approved European RTD Organisations

81 Local Organiser Support (LOS)

82 Local Organiser Support - Eligible expenses Rental of meeting rooms and technical equipment Photocopying and printing of programmes, book of abstracts, book of proceedings and promotional materials Up to a maximum of 15% of the eligible LOS amount can be used to support the administrative / secretarial expenses associated with hosting the event Field trip expenses if scientifically justified Coffee breaks and light refreshments including light lunches (such as sandwiches) One single networking meal (lunch or dinner) for the entire meeting duration Laboratory materials - rental of scientific equipment for a Training School

83 Local Organiser Support - Non eligible expenses V.A.T. and other indirect taxes Any meal exceeding the one single networking dinner limit Hotel group reservations Translation expenses Field trip expenses without relevant scientific justification Purchase of technical equipment and IT devices (e.g. Mobile phones, computers, printers etc.)

84 Local Organiser Support: 2 modalities LOS - Lump Sum LOS - Actual Expenses A lump sum of 20 per participant per day as evidenced by the number of signatures on the signed attendance list Up to a maximum amount of No invoices are required Claimed against the actual expenses incurred (V.A.T. excluded) Up to a maximum amount of Final breakdown of expenses must be submitted by the claimant Invoices must be uploaded onto e- COST

85 Short Term Scientific Missions (STSM)

86 Short Term Scientific Missions - STSM Duration: minimum 5 days maximum 90 days STSM activities must occur in their entirety within one Grant Period Selection of Grantees: direct responsibility of the MC Financial support is only a fixed contribution: allowance per day: up to a maximum of 160 in total a maximum of 2500 for up to 90 days Early Career Investigators PhD + 8 years provision allows for: an extended time frame of between 91 days and 180 days for up to a maximum amount of 3500

87 STSM - from where to where? Home Institution STSM from a Participating COST country STSM from an approved NNC institution STSM from an approved European RTD Organisation Host Institution To another Participating COST Country To an approved NNC institution To an approved IPC institution To an approved EC / EU Agency/ an approved European RTD Organisation / an approved International Organisation To a Participating COST Country To a Participating COST Country

88 COST Action Dissemination

89 Dissemination - eligible expenses Website expenses Material for display or distribution (flyers, posters etc.) Multimedia content Publications (peer-reviewed journal papers, book of abstracts, handbooks, guidelines etc.) Open access licenses Purchase and distribution of a fixed number of copies of high-quality publications produced by a renowned publisher (usually books or journals) Proof reading, editing, production and distribution expenses

90 Dissemination - Non eligible expenses Creation of databases meant for dissemination purposes Sponsorship for COST Action booths at Conferences or other events V.A.T. amounts

91 Acknowledging COST All COST funded dissemination material needs to respect corporate branding requirements see: COST logo EU emblem Disclaimer (the views expressed in the dissemination material belongs solely to the Action and should not in any way be attributed to the COST Association) See instructions at:

92 Communicating with COST Communicate only outcomes of MC decisions to COST officers Do not include COST officers in your internal discussions Always indicate your Action number in the subject line of every correspondence you have with COST officers

93 Agenda 27/10/ :30-17:00 1. Welcome to participants 2. Verification of the presence of two-thirds of the Participating COST Countries (quorum) 3. Adoption of the agenda 4. Tour de table / introduction of the MC members 5. General information on COST mechanism and on the funding and reporting of coordination activities: COST overview, policies and structure COST Action : Participation, Management, Monitoring and Final Assessment COST Actions Administrative Rules and Guidelines 6. Agreement on the internal rules of procedure for the Management Committee of the COST Action 7. Setting the frame for the Action presentation by the Science Officer Presentation of the Scientific Committee recommendations to the Action Budget for 1st Grant Period (GP) 8. Election of the Chair and Vice-Chair 9. Selection of: The Grant Holder institution (Scientific Representative) The FSAC rate for the Grant Holder institution Minutes are prepared by COST

94 COST: Important documents 94

95 Agenda 27/10/ :30-17:00 1. Welcome to participants 2. Verification of the presence of two-thirds of the Participating COST Countries (quorum) 3. Adoption of the agenda 4. Tour de table / introduction of the MC members 5. General information on COST mechanism and on the funding and reporting of coordination activities: COST overview, policies and structure COST Action : Participation, Management, Monitoring and Final Assessment COST Actions Administrative Rules and Guidelines 6. Agreement on the internal rules of procedure for the Management Committee of the COST Action 7. Setting the frame for the Action presentation by the Science Officer Presentation of the Scientific Committee recommendations to the Action Budget for 1st Grant Period (GP) 8. Election of the Chair and Vice-Chair 9. Selection of: The Grant Holder institution (Scientific Representative) The FSAC rate for the Grant Holder institution Minutes are prepared by COST

96 Budget 1 st Grant period: 01/11/ /04/2017 Allocated budget (31 parties) : EUR EUR (including FSAC, excluding this meeting) For calculations (meetings): Based on COST rules 160 Euros / night plus 350 Euros for travel (higher for remote places) 48

97 It is also about fulfilling the objectives of the Action as It is not all about money outlined in the proposal 97

98 What was included in the Proposal: Objectives 98

99 What was included in the Proposal: Objectives 99

100 Objectives are specific, offering concrete statements of what the project will try to achieve in order to reach its aim/ challenge; they should not describe what you plan to do,howyouplantodoit,orwhatyouplantoproduce; they are SMART. 100

101 What was included as deliverables D1: Establish and manage On Line Platform, Web site, social networks (Facebook, Linked-in and Twitter) for providing up-to-date information on Action achievements and contact point for all interesting parties. (month 6) D2: Establish links with a wide range of stakeholders from different countries and organizations. (month12) D3: Review of existing and future applications of RNAi and creation a bioinformatics data-base. A report on various testing systems for RNAi plants and a review of applications of RNAi under study. (month18) D4: Develop research and delivery priorities, strategies, proposals and initiatives for developing new RNAi systems and to fill the knowledge gaps. (month18) D5: A review of the novel methods/protocols for developing RNAi systems for improving crop production and protection in Europe, including their applications and advantages and weaknesses (e.g. new transgenic rootstocks able to transfer virus resistance to non transgenic scion cultivars). (month 24) D6: Compilation of reviews on the available knowledge on aspects of RNAi systems that are essential for an effective risk assessment. Develop a database on targets and off-targets of characterised dsrna and mirna sequences. (month 36) 101

102 What was included as deliverables D6: Compilation of reviews on the available knowledge on aspects of RNAi systems that are essential for an effective risk assessment. Develop a database on targets and off-targets of characterised dsrna and mirna sequences. (month 36) D7: Development of specific biosafety protocols and post market monitoring requirements and methods for RNAi plants. (month 36) D8: Produce risk assessments examples based on case studies of current RNAi applications and developments. (month 36) D9: Encouraging, promoting and publicising research reports by scientists involved in RNAi related studies. (month 38) D10: A data-base of socio-economic studies on RNAi products. A teaching module for socio-economic assessments of RNAi technologies. (month 40) D11: A Review of the social and economic impacts of GMP RNAi, including a cost benefit analyses of some commercialised RNAi systems. (month 42) D12: Develop common research methodologies and approaches as an outcome of coordinated glasshouse and field studies. (month 44) D13: Reports and communication of results to stakeholders at workshops and in training programmes. (month 44) D14: Production and publication of reports of the activities carried out during the project and of the final report. (month 48) 102

103 Deliverables are distinct, expected and tangible outputs of the COST Action, meaningful in terms of the COST Action s overall objectives. COST Action deliverables are used to measure the COST Action progress and success. Tip: If you can see it, feel it, file it, trip over it, or put it on a shelf, it s probably a deliverable, not an objective 103

104 Strategy Macro Approach - If needed, define indicators of achievement of each Objective (especially for objectives not measurable, e.g. creation of a network ) - Define the tasks needed to achieve these objectives - The timeline for their implementation Micro Approach - Agree on the GP goals (micro-objective) to be achieved for the current Grant period - The tasks of each WG and how these relate to the suggested activities 104

105 Budget and Workplan How the GP goals activities relate to the MoU aim and objectives How the networking activities (Meetings, Training Schools, STSMs, Dissemination) relate to the GP goals Description of the activity Outputs of the activity Logistical/ financial details The COST Policies must be taken into consideration 105

106 Budget and Workplan GP goals (to be identified in collaboration with the WG Leaders) - must be specific to the Action (avoid general comments) - should enable the i) fulfilment of the objectives outlined in the MoU and ii) achievement of the deliverables as outlined in the MoU and agreed in the MC1 objectives, deliverables and milestones per WG included already in the MoU good starting point for defining the GP goals Please note: organisation of a conference is not a GP goal is a networking activity 106

107 Work and Budget Plan COST Actions cannot sponsor external events If COST Actions co-organise activities with an external event the Action must be fully integrated into the scientific programme of the organising committee COST must be visible (COST logo, Action number and title) as co-organiser on the event s website and the publication/dissemination materials 107

108 Dissemination planning Outline how the visibility and sustainability of the Action outputs and outcomes will be maximized. This dissemination plan should contain information on - why (the purpose), e.g. Share research results and outcomes; Stimulate new research or projects; Influence decision-making; Raise awareness; - what will be disseminated (the message), i.e. adapt your message to the audience; - to whom (the audience), e.g. Research communities, Policy makers, Enterprises (industry and SMEs), General public; - how (the method), e.g. online, media, print, events; - when (the timing). 108

109 Overview of the W&BP A - COST Networking Tools (1) MEETINGS - (2) TRAINING SCHOOLS - (3) SHORT-TERM SCIENTIFIC MISSIONS - (4) DISSEMINATION, PUBLICATIONS - (5) OERSA (Other Expenses Related to Scientific Activities) - B - TOTAL SCIENCE EXPENDITURE (sum of (1) to (5) C - FSAC (Financial and Scientific Administration and Coordination) (max. of 15% of B.) - - Max. 15% of B D - TOTAL EXPENDITURE (B+C) - 109

110 How to reduce management expenses in terms of money and time To work with a core group? To have max. one MC meeting / year? Normally 2-4 hrs long To combine the MC meeting with another meeting? Core Group meetings can be through Skype / at COST (no LOS to be paid ) Plan your activities early in the Grant Period; in case of underspending you will have time to plan additional activities Reduce Hotel and Meals Flat rate for meetings in cheaper locations MUST not affect negatively participation of researchers 110

111 How to reduce management expenses in terms of money and time Have a deadline for accepting the invitation sent by the Grant Holder participants have max. X days (to be decided by MC) to accept the official invitations otherwise the GH can cancel them (handle with care reminders before cancellation) better idea of the meeting expenditure To do as much as possible by written procedure? - Core Group can be mandated by the MC to take decisions not exceeding, for example

112 Obligations WG and MC meetings minutes to be sent to the SO and AO and uploaded in e-cost Any important deviation from the agreed budget and workplan must be first agreed by the MC (meeting minutes / ) and then validated by the SO upon receipt of the minutes / outcome, e.g. Cancellation of an event New activity 112

113 COST: Important documents Vademecum Guidelines for the Dissemination of COST Action Results and Outcomes Guidelines for Action Management, Monitoring and Assessment 113

114 Follow and engage with us on social media 114

115 Research Coordination: These objectives entail the distribution of tasks, sharing of knowledge and know-how, and the creation of synergies among Action participants to achieve specific outputs. Development of a common understanding/definition of the subject matter Coordination Objectives of information are seeking, specific, identification, offering collection concrete and/or data statements curation; of Comparison and/or performance assessment of theory/ model/ scenario/ projection/ simulation/ whatnarrative/ the project methodology/ willtechnology/ try to achieve technique; in order to reach its Development aim/ challenge; of knowledge needing they should international not coordination: describe new what or improved youtheory/ plan to model/ scenario/ projection/ simulation/ narrative/ methodology/ technology/ technique; Input do,howyouplantodoit,orwhatyouplantoproduce; stakeholders (e.g. standardization body, policy-makers, regulators, users) -excluding commercial they are applications; SMART. Input for future market applications (including cooperation with private enterprises); Dissemination of research results to the general public or to stakeholders 115