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COST Office News and Managing the end of Your COST Action up to March 2009 By Kerstin Wilde

COST Office News and Managing the end of Your COST Action up to March 2009 By Kerstin Wilde Administrative Officer On behalf of Carine Petit ESSEM Science Officer Brussels, October 2008.

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COST Office News and Managing the end of Your COST Action up to March 2009 By Kerstin Wilde

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  1. COST Office News and Managing the end of Your COST Action up to March 2009 • By Kerstin Wilde • Administrative Officer • On behalf of Carine Petit • ESSEM Science Officer • Brussels, October 2008

  2. Because of a surgery of one of my children in emergency, I am unfortunately not able to attend your MC meeting. I will meet Anna Ledin, as well as Erica Donner and Lucie Vydrova, in Taormina on 29-31 October. I can answer all additional questions at that occasion. I wish you a very fruitful meeting! Carine Apologies

  3. I News from the COST Office II News from ESSEM III Status of the Action IVFinal evaluation VNew rules on Publications VI To be done at this MC meeting VII News from the ESSEM staff Outline

  4. New “Domain”: Trans-Disciplinary Domain-Proposals accepted (they are allocated, depending on their main focus, to one domain) Current procedure of the Open Call of March 28, 2008: ESSEM External Evaluation Panel Meeting was on 11-12 September 2008 DC hearing session was on 19 September, 5 full proposals were invited Final list of 30 proposals (for all Domains!) to be proposed to the CSO: 9 October 2008 172nd CSO on 24-25 November 2008: Session: Legal status of COST under FP8 Approval of 30 new COST Actions Open Call of September 26, 2008:ESSEM received 30 pre-proposals Next Collecting Date of the Open Call: March 27, 2009 I.1 News: COST Governance and Open Calls:

  5. Involvement of Early Stage Researchers (i.e. PhD + <10 years): Open Call participation and WG leading in the Action are encouraged Increased duration of STSMs beyond 3 months are possible 3 ESSEM Conference Grants per year of 3000 € for attending International Conference (abstract for an oral presentation must be accepted) :Next Collecting Date for applications: February 28, 2009 At least once a year, an Action workshop should foster the participation of ESR ESR-participation in Training Schools is encouraged. COST-Actions are encouraged … to conform to their timetable: Prolongation/Extension will be consider only without additional budget and on basis of strong scientific justification … to meet in COST premises, Brussels (New flat rate: 120 € per night per participant) I.2 New instrument and new rules

  6. Within theSeries of “Frontier of Science events” the first event will be: “Complex Systems and Changes: Water and Life” – 29-31 October, Taormina, Sicily, Italy,with ESSEM Actions636, 725, 729, ES0604, ES0804. Anna Ledin is invited as a keynote speaker and will give a presentation on behalf of the Action 636. Lucie Vydrova, Brno University of Technology, Czech Republic and Erica Donner, Urban Pollution Research Centre, UK applied for the COST Open Call for Young Researcher Grant. Their applications were accepted by the Core Group of the ESSEM Domain Committee. They will present a poster in Taormina. The official COST invitations will be sent quite soon to Lucie and Erica, but they can already book their flights. I.3 COST-LESC Synergy meeting

  7. 5th DC meeting (10-11 March 2008, Brussels): The Vice-Chair, Mr John Ingram, resigned A rotation between the Chair and the Vice-Chair was expected for June 2008 according to the decision of the first DC meeting No candidature for chairing the domain was received The Chair, Prof. Sylvain Joffre, was elected ESSEM Chair until 2010 Dr Ipek Erzi from Turkey was elected Vice-Chair of the Domain. Monitoring Event of ESSEM COST Actions (25-26 June 2008, Helsinki) All the Action-Chairs made a presentation which was then followed by a general discussion and the evaluation by the respective Rapporteur The ESSEM Chair, Vice-Chair and SO met the Action-Chairs for an informal meeting and open discussions II News from the Domain ESSEM:

  8. The Open Call of March 2007 led to 2 new ESSEM Actions: ES0701 Improved constraints on models of glacial isostatic adjustment (29 April 2008) ES0702 EG-CLIMET European Ground-based observations of essential variables for CLImate and operational METeorology (14-15 May 2008) II.1 News from ESSEM

  9. Open Call of September 2007 led to 4 new ESSEM Actions: ES0801: The ocean chemistry of bioactive trace elements and paleoclimate proxies (to be launched on 14 November) ES0802: Unmanned aerial systems (UAS) in atmospheric research (to be launched on 20 November) ES0803: Developing space weather products and services in Europe (to be launched on 16-17 November) ES0804: Advancing the integrated monitoring of trace gas exchange between biosphere and atmosphere II.2 News from ESSEM

  10. End Date 13/03/2009 Signatories to MoU 31 COST countries Rapporteur Prof. Maris Klavins Budget 2008-2009 154 000 € Final Report Final Event 11-13 March 2009 , Paphos, Cyprus Final Evaluation III The Status of your COST Action 636: Xenobiotics in the Urban Water Cycle

  11. Budget 2 June 2007 – 31 May 2008: achievement rate of 70% only! Should be better in 2008-2009! Budget 2 June 2008 – 13 March 2009: 154 000 € MC+WGs – Novi Sad 68 000 € (approved) MC+WGs - Paphos 68 000 € (approved) STSMs 12 000 € (planned) GASG 2 000 € (planned) Publication 4 000 € (planned) See remark on publication on next slide! III.1 COST 636: 2 June 2008 – 13 March 2009

  12. Remember that: The budget can be used within 3 months after the end of Action for expenses related to the final event only until June 13, 2009 The Publication of the Final Extended Scientific Report will be paid by the general COST budget. This means that the budget of 4 000 € foreseen in your budget plan can be used for any additional publication! III.2 COST 636: 2 June 2008 – 13 March 2009

  13. IV Who will evaluate the Action? What is the indicative timeframe? • Evaluation Panel (EP)will be appointed by the COST Office 6 monthsbefore the end of the Action: - DC Rapporteur: Prof. Maris Klavins - One expert (proposed by the Rapporteurto the Action Chair and submitted to the approval of the DC) - Science Officer as moderator/observer • Evaluation Report must be submitted by EP within 3 months after the end of the Action (beginning of June 2009) • It will be presented at the DC in June or September 2009 at the ESSEM DC meeting by the DC Rapporteur assisted by one of the experts • The Action Chair will be invited to this DC meeting, but is free to attend or not

  14. IV.1 What does the Evaluation consist of? • What will be evaluated?Achievements of the objectives of the MoU and of the deliverables on basis of: • Final Management report (SO): delivered by February 2009 (within one month of the end of the Action) • Final Scientific Report (Action): delivered by February 2009; last updated version of the Yearly Progress Report covering the entire period of the Action • Extended scientific report– Final Publication (Action): ideally delivered by beginning of January 2009 (first draft) and one month before the Final Event (final draft); this publication is paid by COST • Website • Deliverables • Dissemination and Publications (in peer-reviewed journals, financed by the Action and by COST) • End users of the final results (if applicable)

  15. IV.2 What does the Final Evaluation consist of? • Thetemplate and criteriaof the final evaluation are available in the guidelines for assessment, monitoring, evaluation of an Action (Annex F) • A Questionnairedrafted by the Evaluation Panel (EP) will be submitted to the Chair, Vice-Chair and the WG Leaders to clarify some unclear points • Participation of the Evaluation Panel in the final Eventof the Action and in a 1- or 2-days meetingof the EP with the Chair is foreseen to finalise the Evaluation Report (if necessary) • Draft of the Final Evaluation Report by the EP (indicatively June 2009) • Final Statementof DC on the quality of the Action will be publishedon the COST websitein autumn 2009, as well as the Final Evaluation Report and the Extended Scientific Report.

  16. V Useful to know about Publications • The COST Office will finance thefinal publication. • You will have to support the costs of any additional publication (special issue, proceedings) Steps to be followed for the final publication: • MC decision needed for each publication with budget dedicated - Official request from Chair to SO with MC decision 2) Validation of request by COST, COST-PR Manager and COST reference number 3) Notification by SO to Chair and invitation to choose a publisher • OPOCE or other Publisher !!! • If Private Publisher: 2 offers in case of price exceeding 3000 € (excl. VAT); COST needs 5 copies • Chair send offer(s) to SO, with strong justification if the most expensive solution is requested

  17. Useful to know about Publications Steps to be followed: 4) Preparation of documents and distribution list (logos, etc.) 5) Confirmation of order by SO with a purchase order (except TVA) 6) Print release and distribution list 7) Payment with invoice sent to the SO. Please refer to the official document “Publications” which is included in the COST Vademecum (Chapter 7): http://www.cost.esf.org/index.php?id=38

  18. … confirm or update your budget planning 2008-2009 with clear MC decisions for last activities on 2008-2009 budget … prepare and communicate to the SO your work plan in case of changes … start the organisation of the Extended Scientific Report and of the Final Event … discuss with Prof. Klavins about the selection of the external expert for the final evaluation … continuously update the website VI At this MC meeting

  19. Sign the Attendance List (each day!) Complete and sign your Travel Reimbursement Form and submit it, together with receipts, to the local organizer or to the Chair (Kerstin Wilde takes them on Wednesday morning). Send additional receipts by scan/email until 16 October2008 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 saving the planet! International Year of Planet Earth (2007-2009) http://yearofplanetearth.org/index.html To all Action-participants at this MC/WG- meeting

  20. VII News from ESSEM Staff • Chandrasa Sjamsudin, ESSEM AO, got her baby on 3rd September, Thaniel, a little boy! • Chandrasa is on maternity leave until end of March 2009 and is replaced by Kerstin Wilde. • The Cluster of Natural Sciences will have a Senior Administrative Officer (SAO) from mid November. • ESSEM will have temporarily one additional AO (migration to the Grant System).

  21. ESSEM team Kerstin Wilde Administrative Officer - ESSEM kwilde@cost.esf.org Dr. Lucia Forzi Junior Science Officer – Natural Sciences lforzi@cost.esf.org Tel: 32-2-533-3858 Dr. Carine Petit Senior Science Officer – Natural Sciences Science Officer - ESSEM cpetit@cost.esf.org Tel: 32-2-533-3831

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