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European COoperation in the Field of
Scientific and Technical Research
Mission:
Strengthen Europe in scientific
and technical research for
peaceful purposes through the
support of cooperation and
interaction between European
Researchers
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST Characteristics
• Networking & Coordination
• Pan-European
• “Non-competitive” (prenormative; environmental and
cross-border problems; public
utility)
• National Financing of
Researchers – national
responsibility
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• Bottom-up / Flexible
• “A la carte” participation
• Multi-disciplinary: wide
range of disciplines
covered
• Open to wider cooperation
European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST Countries
COST Member States
 The 25 EU Member States1
 EFTA Member States
 Iceland
 Norway
 Switzerland
 Candidate Countries
 Bulgaria
 Romania
 Turkey
 Other Countries
 Serbia and Montenegro2
 Croatia2
 FYR of Macedonia (FYROM)2
COST Co-operating States
1 from 1 May 04
2 Not Associated to FP
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
Israel
European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST- Sixth Framework Programme
CSO
FP
Council &
EP Decision
TCs
Consultation
Contract
European
Commission
ESF/CSO
MoU
Implementation
ESF
European
Research
Community
Negotiation
ESF
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COST
Office
Actions
European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST Financing
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Committee of Senior Officials
(CSO)
2 representatives per COST Country
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
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Domain Committees (DC)
1 representative per COST country
Responsible for:
• selection of new COST Actions (quality control)
• monitoring of ongoing COST Actions
• evaluation of completed COST Actions
• dissemination and valorisation of COST activities
• strategic developments in its domain
• synergies
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Management Committee (MC)
• Maximum of 2 representatives per signatory country
• 1 representative per non-COST institution
• Representatives of the European Commission
(observer)
• Observers from other organisations
Responsible for :
• supervising and co-ordinating implementation of the
Action
• ensuring scientific coordination at a national level
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Working Group (WG)
• a small number of researchers working together
per WG
• MC members or other scientists from the
signatory countries
• Invited experts/ speakers (workshops/
conferences)
• Members from non-COST institutes
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Agriculture and Biotechnology
Chemistry
Environment
Food Technology
Forests and Forestry Products
Materials
Medicine and Health
Metereology
Miscellaneous
Physics
Social Sciences
TIST
Transport
Urban Civil Engineering
TOTAL (€)
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1.514.439
1.334.631
639.225
507.732
1.753.348
861.352
948.987
932.935
188.484
742.262
982.630
1.737.296
683.812
672.868
COST
Domain
Allocation
2005
13,500,000
European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST Actions – Running Actions 1980-2005
(Running any time of the year - status 30/11/2005)
250
200
150
100
50
0
80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 00 01 02 03 04 05
Year
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST Actions – what is supported:
• MC and WG meetings
• Scientific workshops, seminars and
conferences
• Short Term Scientific Missions (STSMs)
• Training Schools
• Dissemination
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Who can be reimbursed?
• Max. 2 per signatory country per meeting
• Combined meetings: MC+1WG: max 4 per
country; MC+2WGs: max. 6 per country.
• Workshops/Conferences: reasonable
division over the signatory countries
• Invited speakers (max. 4)
• Special fund for neighbouring countries
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Financing systems in COST
• Pay-as-you-go (most of the domains
including Food and Agriculture)
• Annual Grant System (TIST domain)
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
How does pay-as-you-go work?
• CSO approves annual budget division over domains/
actions
• MC decides how to spend the actions’ budget
• For each meeting, STSM, etc. MC chair sends a request
• COST Office takes care of administration
• ESF is doing the payments
• Action reports with annual progress report
• COST Office has to deal with auditors
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
How does the grant system work?
• Action has to deliver work-plan + budget + dissemination plan for
the following year
• DC/ COST Office has to approve work-plan and allocates budget
• The annual grant contract is signed
• The MC decides how to spend the actions’ budget
• The money is transferred to the contract holder: 65% of the budget
and 35% after approval of the preliminary financial report after
around 9 months
• Action reports with annual progress report, a preliminary financial
report and financial report
• All COST rules still valid
• Action has to deal with administration,reimbursements and auditors
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Contract holder
• Institute of chair (or other MC member)
• Preferable in euro-zone or possibility for
euro-account at bank (less transfer and
valuta change costs
• Check VAT-position institute (non-eligible
costs!)
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Pay-as-you-go
Procedures for requests
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Meeting request
• Request chair by email, including reference to
MC decision (legal basis!); at least one month in
advance; preferable earlier
• Programme (venue, local organiser, dates, time
schedule, presentations, etc)
• List of participants (including email-addresses)
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Workshops/ Conferences
• Request for organising money by local
organiser at least one month in advance
• Reference to MC decision to ask this money
• Up to 3.000 euro without financial reporting
• From 3.000-10.000 euro with financial reporting
+ invoices
• MC approval financial report
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Combining with non-COST meetings
• COST finances only COST meetings; therefore
the COST meeting as such has to be justified!
• COST meetings to be organised before or after
the other meeting
• Reimbursement is restricted to travel +
accommodation during COST meeting
• COST does not sponsor other meetings
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Short Term Scientific Missions
Aim:
 promote exchange within an Action’s scientific objectives.
How:
 by allowing a scientist (especially a junior researcher) to go to a
laboratory in another signatory country to learn a new technique
or to make measurements using instruments and/or methods not
available in their own laboratory. Period: minimum 5 working days
and maximum 3 months.
Means:
 Maximum contribution for a mission of 3 months is EURO 2,500
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Publications
Possibilities:
• COST finances certain number of copies
of book or special volume journal
• COST takes care of printing through
OPOCE
• COST can print folders per COST Action
on request
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
General support chair
• Maximum 2000 euro per year can be
asked by the chair
• In principle for the website of the Action
• MC decision needed
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Positive arguments for pay-as-you-go
• More money available for activities (up to 15%
can be spent on management by contract holder
in grant system)
• More flexible in planning
• Less under spending (reallocation of money
not-used)
• Cash is operated by professional service
(accounting, auditing); secure for operation of
the contract with the CEC
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Positive arguments for Grant system
• More financial support for MC chair >
better status in institute
• More certainty about the available budget
• Delays in reimbursements could be
further reduced
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Grant system next year
• Web-based IT tool will be developed for actions
activities (ready March 2007)
• Contracts for 2 years in stead of 1 year: under
discussion
• Training for contract holders will be organised
• Per domain switch to grant system in the same
month
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Budget 2007 for COST 869
General rule: fixed amount of 54.000 euro for each
action + 2000 per signatory country.
Budget COST 869: 54.000 + 21 x 2.000 = 96.000
Asked from the first MC 869: activity plan for 2007
(and possibly rough planning for following
years); next MC meeting when and where
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
How to plan reimbursements
• Overall average cost per person per
meeting is at the moment 800 euro
• Counting with real costs: 150 euro per
night + 400 travel (higher for remote
places)
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005
Discussion items MC 869
•
•
•
•
•
•
•
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Reimburse 1 MC member per country?
Executive Committee for MC?
WG-leaders?
Committee/ coordinator for STSMs?
Ask for general support for chair?
Who is doing the website?
Who will be the future contract holder?
European COoperation in the field of Scientific and Technical research
COST
1 March 2005
COST Office
• Address: Bouktje Stol
149 avenue Louise
1050 Brussels
Belgium
• Tel: +32 (0)2 533 3800
• Fax: +32 (0)2 533 3890
• E-mail: [email protected]
• Website: http://cost.cordis.lu
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European COoperation in the field of Scientific and Technical research
COST
1 March 2005