COST MP0801 Kick off meeting Physics of Competition and Conflicts

1. 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

2. Caroline Whelan Science Officer for Physical, Materials and Nanosciences Tel: +32 (0)2 533 38 14 cwhelan@cost.esf.org Stéphanie Beauloye Administrative Officer for Physics, Materials and Nanosciences Tel: +32 (0)2 533 38 45 sbeauloye@cost.esf.org COST Office staff for Action MP0801

3. 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) « Status » of Action MP0801

4. 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 « Members » of an Action: in general

5. « Status » of Action MP0801

6. Specific « TRRF » for each meeting is sent by COST Office Online registration for scientific and bank details BEFORE the meeting at www.cost.esf.org/e-cost Completed « TRRF » with copies of the tickets and bills justifying the travel expenses to be submitted to the local organizerDURING the meeting Quick reimbursement: within 18 days Travel Reimbursement Request Form and Reimbursement Procedure

7. 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 e-mail or fax latest within ONEWEEK 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 Travel Reimbursement Request Form and Reimbursement Procedure (2)

8. 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 Actions – Instruments of supporting

9. 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 e-mail Golden rules: 2 participants per country per WG and active participation for WG meeting (presentation, poster) Organization of a WG meeting, workshop, conference

10. 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 3.000 € without any invoices – for more than 3.000 € copies of invoices are required; payment on the account of the institution Organization of a WG meeting, Workshop, Conference

11. 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 1.000 €, max. 3.500 € MC approval requested, by MC Chair or STSM Coordinator with MC members = Core group. Never let go on mission without COST grant letter! COST instruments: STSMs

12. Important steps at least ONE MONTH BEFORE the mission: Online registration of applicant: www.cost.esf.org/stsm Applicant sends application by e-mail to STSM Coordinator or MC Chair, and Host Assessment and selection by the MC MC Chair or STSM Coordinator sends approval according to standard e-mail COST sends « grant letter » and « payment request form » to applicant Applicant sends the signed « grant letter » BEFORE going on mission COST instruments: STSMs

13. 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 e-mail Payment of the applicant by COST Office COST instruments: STSMs

14. Grant: up to 2.000 € 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 General Action Support Grant

15. 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. Training Schools

16. 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 3.500 € Early Stage Researchers – ESR (1)

17. 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 Early Stage Researchers – ESR (2)

18. 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 New Pilot Scheme with Australia & New Zealand

19. 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 ») Preparation for Grant system

20. Pre-Payment to the Grant-Holder (65% of the grant amount); Preliminary Financial Report after 6-9 months, then 2nd 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. Grant system

21. Budget until end 31st May 2009:50.000 € allocated

22. Budget planning ? Meetings Financial Subsidy STSM Budget from 22/09/08 till 31/05/2009:16,000 € allocated

23. Thank you for your attention Any further question?