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COST Office Overview & News, and Managing Your COST Action in 2009-2010 Dr. Carine Petit

COST Office Overview & News, and Managing Your COST Action in 2009-2010 Dr. Carine Petit ESSEM Science Officer Brussels, November 2009. What is COST?.

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COST Office Overview & News, and Managing Your COST Action in 2009-2010 Dr. Carine Petit

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  1. COST Office Overview & News, and Managing Your COST Action in 2009-2010 Dr. Carine Petit ESSEM Science Officer Brussels, November 2009

  2. What is COST? The first and still the widest EU intergovernmental framework for R&D cooperation was created in 1971to coordinate nationally funded research activities. Still a member state initiative, COST is now funded via the EU's Framework Programs and delivered via the European Science Foundation.

  3. What is the objective of COST? COST aims at buildinginternational networksof nationally-funded research projects in9 scientific domains, that work together to resolve clearly-defined scientific challenges, and to deliver: new knowledge, position papers, standards (inter-comparison, cross cal/val), harmonisation, new systems of reference or cooperation to develop new technologies. COST does NOT fund R&D directly!

  4. COST main characteristics • Coordinationthrough cooperation in networks • “Non-competitive” (pre-normative; public utility) • Networks based on funded (research) projects – national responsibility • Equal access / Open Call • Building bridges • “Bottom-up” –no fixed programmes / priorities • À la carte participation • Focus on multidisciplinary cooperation • Enabling agent – Promotion of Early Stage Researchers • Pan-European dimension • Open to global cooperation in the mutual interest

  5. 36 COST Countries The 27 EU Member States EFTA Member StatesIcelandNorway Switzerland Acceding & Candidate CountriesCroatia FYR of Macedonia (FYROM) Turkey Potential Candidate CountriesBosnia and Herzegovina Republic of Serbia COST Co-operating StatesIsrael

  6. COST and the Neighbouring Countries COST countries COST neighbouring countries • Special budget line in the COST system to facilitate collaborations • Specific exchange activities(Short Term Scientific Missions, focus on Early Stage Researchers) Russia (41) Belarus (1) Ukraine (17) Moldova (5) Georgia (5) GEORGIA Armenia (2) Albania (1) Azerbaijan (1) Lebanon (1) Morocco (2) TUNISIA Tunisia (7) Palestinian auth. (1) Algeria (3) Egypt (4) In 2009: 90 participations in 45 Actions

  7. Russia (41) Canada (19) Belarus (1) Ukraine (17) BELARUS Albania (1) Moldova (5) Georgia (5) Andorra (1) Japan (14) Tunisia (7) GEORGIA Azerbaijan (1) USA (22) Armenia (2) Lebanon (1) Morocco (2) China (4) Rep of Korea (6) Palestinian auth. (1) TUNISIA ALGERIA UAE (1) EGYPT Algeria (3) Cuba (1) Pakistan (1) Hong Kong (2) Mexico (1) Egypt (4) Vietnam (1) India (3) SRILANKA Colombia (1) Malaysia (1) MALAYSIA Singapore (1) PAPUANEW GUINEA Brazil (3) COST countries Australia (42) Neighbouring countries South Africa (4) Argentina (4) New Zealand (26) Reciprocal agreements countries COST Actions: global participation (status: May 2009) 251 participations in 103 Actions (36 countries)

  8. COST in FP7: Legal Base • The decision of the European Parliament and of the Council of 18 December 2006 concerning the7th RTD Framework Programme (2007-2013)foresees “financial support for the administration and coordination activities of COST". • Annex II of theSpecific Programme 'Cooperation', in the budget of the Specific Programme, stipulates the financial support for COST: “Of which at least EUR 210 million and up to EUR 250 million for COST, subject to the mid‑term evaluation.” • In 2009, ~230 on-going Actions • 60 new Actions selected from 2 Collecting dates per year

  9. COST Governance FP7 contract with the European Community

  10. MC = Management Committee COST structure CouncilCOST Secretariat COST National Coordinators COMMITTEE OF SENIOR OFFICIALS (CSO) COST OFFICE 9 COST Domain Committees …….. ……. …… ….. ESSEM MC COST Actions (~200) WG WORKING GROUPS (NETWORKS) …… ~31.000 researchers Scientific Domain

  11. COST structure: CSO COST National Coordinators CouncilCOST Secretariat COMMITTEE OF SENIOR OFFICIALS (CSO) CSO 2 representatives / Party Responsible for • the overall strategy and steering of COST • deciding on the launching of individual Actions • approving participation of institutes from NON- COST countries • approving the prolongation/extension of Actions

  12. ESSEM MC WG Scientific Domain COST structure: Domain Committee Domain Committee: 1 representative / Party Responsible for • assessment of proposals for new Actions • monitoring of ongoing Actions • evaluation of completed Actions • dissemination and exploitation of results of a COST Action • strategic developments in the Domain • Synergies (e.g. ESF, EC, EEA, WMO, GMES, GEO/GEOSS)

  13. MC WG WG Action Management Committee • Max 2 representatives / Party nominated by the COST National Coordinator (CNC) • 1 representative / NON-COST institution Responsible for • coordinating implementation of MOU • ensuring scientific coordination at a national level • managing the Action’s work and budget plans • annual progress report • each MC member in min. 1 WG

  14. MC WG WG Action Working Groups • a small number of researchers working together • MC members and other scientists from the Parties (fair balance of countries – Member list on website) • invited experts / speakers (workshops / conferences) • members from NON-COST institutes Responsible for • production and exchange of Research

  15. 9 COST Scientific and Technical Domains Biomedicine and Molecular Biosciences (BMBS) Chemistry and Molecular Sciences & Technologies (CMST) Earth System Science & Environmental Management (ESSEM) Food & Agriculture (FA) Forests, their Products and Services (FPS) Individuals, Society, Culture & Health (ISCH) Information & Communication Technologies (ICT) Materials, Physical & Nanosciences (MPNS) Transport & Urban Development (TUD) + Trans-Disciplinary Proposals can be submitted to Open Calls

  16. 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 ajoint work programme, as defined in the initial Action Proposal, over a 4 year period; - goal: producedeliverables(listed in the proposal and MOU); - the work is carried out on a“volunteer”basis; - additional projects (countries) can join anytime during the life time of the Action on basis of a MC approval,except during the first year of the project from the CSO approval: any condition being imposed.

  17. How do COST Actions work? The network collaborates to produce the deliverables. TheCOST financing supports: • Science management and working meetings • Scientific workshops and seminars • Short Term Scientific Missions (STSMs) • Training Schools and Research Conferences • Dissemination (Publications, etc), website All activities must be approved by the MC andmust conform to the COST Guidelines(see official vademecum on the website)

  18. How are COST Actions structured? • Management Committee (MC): see former slide • Working Groups (WGs):2-4 groups, based on the Work Programme, undertake the scientific activity. See former slide. In order to make the management more efficient: • Core Group:Chair, VC and WG Chairs, Grant Holder, Webmaster; can be mandated by the MC to take decisions not exceeding, for example, 5000 €

  19. Today: First Management Committee (MC) Meeting • Understand how to manage a COST Action • Understand COST Rules and Procedures • Understand MC responsibilities for COST Grant System • Elect a Chair, Vice-Chair,Grant Holder, Webmaster, 2 Financial Rapporteurs, WG Leaders • Development of the Annual Work and Budget Plans Jan.2010 – Dec.2010 period • Expressions of Commitment: to be submitted to Chair ASAP to implement the WGs • An up-to-date WG member list must be available on your website • Notification of decision in minutes: MC1D1

  20. COST Action ES0902 “Permafrost and Gas Hydrate Related Methane Release in the Arctic and Impact on Climate Change - European Cooperation for Long-term Monitoring (PERGAMON)” • End Date: 11/11/2013 • CSO Approval Date: 26/05/2009 => spontaneous applications of new countries until 25/05/2010 • 10 Countries accepted the MOU: BE, FR, DE, IL, IT, NL, PL, ES, CH, UK • 4 intentions: DK, FI, NO, SE => CNC! • DC Rapporteur: Prof. Heikki Jarvinen (FMI, FI) • KO meeting fully paid by the COST Office • 1st February 2010 - 31 January 2011 Budget : 65 000 €

  21. Key Dates for COST ES0902 for the first year • December 15: name Grant Holding Institution for COST ES0902 • December 15:submit the first Work Plan and Budget Plan to COST Office for the preparation of the Grant Agreement • 1st February 2010 (backdated in case of long negotiations): • Signature of the Grant Agreement • Training to the CGS webtool: 21/01; 08/02; 03/03 ? • April 15, 2010: first progress report • DC12 meeting:Annual Progress Conference, Reykjavik, end of May 2010 (tbc) by the Chair • EGU 2011: PERGAMON Session? • End 2011: COST-ESF High-Level Research Conference with the ESF Polar Board?

  22. Open Call of September 2008 led to 3 new ESSEM Actions (total portfolio: 26 running Actions): ES0901: European procedures for flood frequency estimation (FloodFreq) ES0902: Permafrost and gas hydrate related methane release in the Arctic and impact on climate change: European cooperation for long-term monitoring (PERGAMON) ES0903: Spectral sampling tools for vegetation Biophysical Parameters and Flux measurements in Europe News from ESSEM

  23. Annual Progress Report will be expected by 15 April 2010 If less than 4 STSMs, justification needed New reporting item: non-COST participations’ contributions Was there any substantial non-COST contribution in 2009-2010? What are the mutual benefits of those contributions? Not only factual but also qualitative reporting News from ESSEM

  24. Early Stage Researchers (i.e. PhD + <10 years) Open Call participation and WG leading Increased duration of STSMs beyond 3 months (max 6 months and 3500 €) 3 ESSEMConference Grants per year of 3000 € for attending International Conference (abstract for an oral presentation must be accepted) Next Collecting Date for applications: 1st March 2010 More Training Schools At least once a year, an Action workshop should foster the participation of ESR Actions are encouraged To meet in COST premises, Brussels To conform to their timetable. Extension will be consider only without additional budget and on basis of strong scientific justification Meetings can be held ONLY in a COST country member of the Action New instrument and new rules

  25. Non-COST Countries – International Dimension - Near Neighbours:Albania, Algeria, Armenia, Azebaijan, Belarus, Egypt, Georgia, Lebanon, Libya, Moldova, Morocco, the Palestinian Authority, Russian Federation, Syria, Tunisia, Ukraine. • Reciprocal agreements:Australia, New Zealand, South Africa • Special fund:100 000 € for Near Neighbour countries and 75 000 € for Countries under reciprocal agreements, in addition to the budget of the Actions. One participant per Non-COST Institutions and attendance to one meeting per year. - Other Non-COST Countries: one representative per institution approved as an official member, 2 max. per country, not reimbursed, no voting rights at MC or WGs; STSMs can occur in these countries. If not official member of the Action, can be invited as external experts to meetings and get reimbursed.

  26. Useful to know about non-COST Countries • New template for application of non-COST Countries • A better description of mutual benefits is requested and of the contribution of the non-COST Institution in the Working Groups • A motivation letter must be submitted by the non-COST Institution to the Chair and the Science Officer • The application must be approved successively by: • Management Committee • ESSEM Domain Committee • JAF Group and CSO

  27. COST pays for European visiting AU, NZ or SA scientists involved in the Action: grant of max. EUR 3000 per visit to AU or NZ, and of max. EUR 2500 per visit to SA. The visit must be approved by the MC (STSM). AU, NZ and SA pay for their scientists attending meetings in Europe as soon as their Institute is an official member of the Action, via their Special Funds. On basis of a prior approval by the MC, the AU, NZ or SA participant has to submit a demand for a COST STSM to attend the meeting in Europe. Applications will be submitted to the Action Chair for endorsement, submitted to the COST Office and the implementing agent of the country: http://www.cost.esf.org/about_cost/reciprocal_agreements Australia - New Zealand - South Africa

  28. Useful to know about Publications (1/2) • The COST Office will finance the publication of the final report • You will have to support the costs of any additional publication (special issue, proceedings) Steps to be followed: • MC decision needed for each publication with budget dedicated • Official request from Chair to SO with MC decision • Validation of request by COST PR Manager and COST reference • Notification by SO to Chair and invitation to choose a publisher • OPOCE or Private Publisher • If Private Publisher: 2 offers in case of price exceeding 3000 € (excl. VAT); COST needs 5 copies

  29. Useful to know about Publications (2/2) Steps to be followed: • Chair sends offer(s) to SO, with strong justification if the most expensive solution is requested • Preparation of documents and distribution list (logos, etc.) • Confirmation of order by SO • Print proof to be sent to SO • Printing and Distribution • Payment Please refer to the official document available under “vademecum”: http://www.cost.esf.org/index.php?id=guidelines

  30. Sign the Attendance List Complete and sign your Travel Reimbursement Form and submit it, together with receipts Send additional receipts by scan/email or fax until 20 November 2009 Save energy and money by using public transportation instead of taxis (prepare carefully your travels)! Max 40 € per participant and per meeting will be reimburse for taxi. Thanks for the planet! International Year of Planet Earth (2007-2009) http://yearofplanetearth.org/index.html At this KO meeting

  31. ESSEM team Mr Kent Hung Senior Administrative Officer - Cluster khung@cost.esf.org Ms Aranzazu Sanchez Administrative Officer - ESSEM asanchez@cost.esf .org Ms Chandrasa Sjamsudin Administrative Officer - ESSEM csjamsudin@cost.esf.org Dr Stefan Stückrad Junior Science Officer - ESSEM sstueckrad@cost.esf.org Dr Carine Petit Science Officer – ESSEM Senior SO – Natural Sciences Cluster cpetit@cost.esf.org

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