COST Office News and Managing Your Action into the Final Phase Dr Stefan Stueckrad

1. COST Office News and Managing Your Action into the Final Phase Dr Stefan Stueckrad ESSEM Science Officer Limerick, May 2010

2. News from the COST Office News from ESSEM Procedure for Non-COST Countries Status of the Action To be done at this MC meeting Rules on Publications Evaluation process Outline

3. 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

4. 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)

5. Useful to know about non-COST Countries • 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 by: • Management Committee • ESSEM Domain Committee • JAF Group and CSO

6. Open Call of March 27, 2009 ESSEM EEP meeting: 3-4 September 2009 DC hearing session: 17-18 September, 5 full proposals were invited Final list of 30 proposals is recommended to the next CSO: 4 ESSEM 176th CSO on 1-2 December 2009  Approval of 30 new COST Actions Open Call of September 25, 2009:ESSEM 40 pre-proposalsamong which 8 are invited to submit a full proposal, 4 full proposals invited for DC Hearings Next Collecting Date of the Open Call: September 24, 2010 COST Governance and Open Calls

7. Open Call of March 2009 led to 4 new Actions: ES0904: EGO - European Gliding Observatories Network ES0905: Basic Concepts for Convection Parameterization in Weather Forecast and Climate Models ES0906: Seagrass Productivity: From Genes to Ecosystem Management ES0907: INTIMATE: INTegrating Ice core, MArine and TErrestrial records (60 000 to 8 000 years ago) COST Governance and Open Calls

8. Open Call of September 2009 led to 3 new Actions: ES1001: SMOS Mission Oceanographic Data Exploitation (SMOS-MODE) ES1002: Weather Intelligence for Renewable Energies (WIRE) ES1003: Development and implementation of a pan-European Marine Biodiversity Observatory System (EMBOS) COST Governance and Open Calls

9. Early Stage Researchers (PhD less than + 8 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: 24 September 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 considered 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

10. Latest collection date of the Annual Progress Report: 21 May 2010 ESSEM Annual Progress Conference: 30 June – 02 July 2010, Reykjavik (tbc) News from ESSEM

11. CSO Approval 27/06/2006 End Date 10/12/2010 Signatories to MoU 26 COST countries Intention to accept the MoU France, Latvia Non COST Institutions Russia, Bosnia and Herzegovina DC Rapporteur Dr Emil Fulajtar COST Action 639: Greenhouse gas budget of soils under changing climate and land use

12. Budget 1 June 2009 – 31 May 2010 Budget 1 June 2010 – 10 December 2010 COST 639: Actual + Future Expenditures

13. Update your budget planning 2010-2011 with clear MC decisions for activities (to be decided by e-voting) Prepare and communicate to the SO your updated work plan by 25/06/2010 STSMs, Training Schools, Publications? Continuous update of the website (the list of WG members must appear on the Action website) Send meeting minutes within 1 month of MC meeting date To do at this meeting

14. Dissemination/Publications • COST key values:“Knowledge transfer and dissemination of results to industry, policy-makers and society” • Publications: • Action publications, directly funded by Action budget • High-level publications, multi-media material, printing of conference and workshop proceedings • Final Action publication, directly funded by COST Office (5000 € - max. 10 000 €) • covers costs for production, distribution by a printing house • normally not covered graphic design, proofreading etc; exceptions need specific approval

15. Publications

16. Publications Steps to be followed: 1) MC decision needed for each publication with budget dedicated - Official request from Chair to SO with MC decision 2) Validation of request by 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. Publications Steps to be followed: 4) Preparation of documents and distribution list (logos, etc.) 5) Confirmation of order by SO with a purchase order sent by COST to the publisher 6) Print release and distribution 7) Payment of the publisher by COST Please refer to the official document “Publications” which is included in the COST Vademecum (Chapter 5): http://www.cost.eu/participate/guidelines

18. Start the organisation of the Extended Scientific Report and of the Final Event Dissemination plan: how to reach target scientific community and other end users Suggestion of name of external expert(s) to be included in the Evaluation Panel To do at this meeting

19. How well did the Action reach its stated objectives? Impacts on R&D activities in the area of the Action Dissemination and exploitation of results Initiation of any follow-up/future activities Evaluation of both scientific added value and coordination/management aspects COST 205/08 "Guidelines for Assessment, Monitoring, Evaluation and Dissemination of Results of COST Actions“ approved by the CSO at its 170th meeting on 12-13 March 2008 available at www.cost.eu Evaluation objectives

20. Evaluation Panel Evaluation Panel (EP)will be appointed by the COST Office 6 monthsbefore the end of the Action: - DC Rapporteur: Dr. Emil Fulajtar - Expert(s): - 1 or 2 maximum (proposed by Rapporteur in consultation with DC) - EC representative (if relevant) => to be discussed - Science Officer as moderator/observer

21. Establishment of Evaluation Panel Arrangement of final workshop/conference, Rapporteur and external expert(s) attending. If not possible, remote evaluation. Submission of final report by MC Chair within 6 months after the end of the Action (at the latest May 2011) Evaluation Report, prepared by Evaluation Panel, Rapporteur is editor and will submit the report to the DC Final evaluation by the DC: presentation by Rapporteur, approval by DC, final DC statement, publication on COST website Summary of main results of the Action will be included the by COST Office in the COST Annual Report Evaluation process

22. Final Event (Draft) Final scientific publication and last updated version of progress report covering the entire period of the Action Relevant Action documents, Dissemination and Publications (in peer reviewed journals, financed by the Action and by COST), Website (to be updated!) Presentations at final workshop The evaluation report submitted by the Rapporteur if possible within 9 months after the end of the Action (September 2011) Evaluation material

23. Evaluation: timeframe • End of Action: December 2010 • Final Event: until mid of March 2011 • Final Report: by May 2011 • Evaluation Report: by September 2011

24. I. Management Report prepared by the COST Office II. Scientific Report prepared by the Chair of the Management Committee of the Action with support of Vice-Chair and WG leaders. III. Evaluation Report prepared by the “ad hoc” Evaluation Panel established by the Domain Committee and edited by the Rapporteur. IV. DC Remarks prepared by the Domain Committee Final Evaluation Report: layout

25. 1. Evaluation panel and evaluation procedures 2. Results versus objectives 3. Innovative networking 4. Inter-disciplinary networking 5. New networking 6. Coordination and management 7. Strengths and weaknesses Evaluation Report: Layout

26. 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 Send additional receipts by scan/email or fax until 07/06/2010 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 Finally - To do at this meeting

27. ESSEM team Mr Kent Hung Senior Administrative Officer - Cluster khung@cost.esf.org Ms Aranzazu Sanchez Administrative Officer - ESSEM asanchez@cost.eu Ms Chandrasa Sjamsudin (AO of ES0602) Administrative Officer - ESSEM Chandrasa.Sjamsudin@cost.eu Dr Stefan Stueckrad (SO of ES0602) Science Officer - ESSEM Stefan.Stueckrad@cost.eu Dr Carine Petit Science Officer – ESSEM Senior SO – Natural Sciences Cluster Carine.Petit@cost.eu