Transcript Document

IAP PHASE VII
(2012 - 2017)
Information sessions
09/11/2012
13/11/2012
IAP-VII Information
I. Introduction (1)
 Frank MONTENY, head of the department research
programmes
 Véronique FEYS and Corinne LEJOUR, programme managers
 Dita USLU and Naziha BENALI, administrative assistants
 Yves ROUSSEAU, Vincent MEUNIER, Geert VERSTRAETE and
Anne-Marie VAN DEN HUL, financial administrators
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I. Introduction (2)
 General email address :
[email protected]
 Mention in each correspondence :
IAP P7/..
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II. Objectives
 To reinforce fundamental research in Belgium
 To provide excellent research teams with additional
human and material resources
 To promote long-term, structured collaboration among
university research teams of both Belgium’s linguistic
Communities
 To enable young emerging teams to benefit from the
environment of excellence provided by a network
 To facilitate the insertion of Belgian research teams into
European and international networks
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III. The different IAP phases
PHASE I
(1987 - 1991)
14 networks
45 million EUR
23 networks
50 million EUR
PHASE II
1995)
(1990 –
PHASE III
(1992 – 1996)
16 networks
50 million EUR
PHASE IV
(1997 -2001)
35 networks
110 million EUR
PHASE V
(2002 – 2006)
36 networks
112 million EUR
PHASE VI
(2007 – 2011)
44 networks
143 million EUR
PHASE VII (2012 -2017)
47 networks
156,5 million EUR
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IV. A few figures
• 47 networks (including 17 new networks)
- 24 in life sciences
- 15 in exact or applied sciences
- 8 in human sciences
• 369 research groups
- 257 Belgian promoters
- 112 International partners
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V. General conditions
 Contract IAP-VII
 Administrative guidelines
 Homepage : www.belspo.be/iap
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VI. Organisation of the network (1)
 Coordination of the network
 Meetings
- Kick-off meeting
- Minimum 1 meeting per year
 Follow-up committee (external experts)
 Website of the network
 International symposium
 Network-driven training activities
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VI. Organisation of the network (2)
Guidelines for the annual meetings

Introduction by the coordinator

Presentation of the results and collaborations by the
WP-leaders

Presentations by young researchers (also posters, …)

Short administrative meeting (+ minutes)

Rotation in the organisation
Do not forget to invite BELSPO
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VI. Organisation of the network (3)
Guidelines for the website
 names of partners
 summary and/or description of the project
 list of publications
 agenda of the IAP meetings, conferences, workshops
 “network-driven” training activities
 job offers
 newsletter
 discussion forum
 annual reports
If necessary : password for restricted access
Do not forget : Belspo and IAP logos + links with the Belspo and IAP websites
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VI. Organisation of the network (4)
Network-driven training activities
 To promote interdisciplinary training of PhD
students and postdocs
 Graduate school, summer schools …
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VI. Organisation of the network (5)
Good practices of an IAP network
 Regular organisation of meetings (WP-meetings)
 Numerous contacts between researchers of different groups
 Exchange of personnel, information and materials
 Common use of equipment, databases, ...
 Common activities: network-driven training activities,
symposia, co-supervision of thesis, …
 Collective participation: co-publications, EU-projects
 Website
 Electronic newsletter, …
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VI. Organisation of the network (6)
Cooperation with the International partners
 For each International partner a Belgian
partner is designated as contact person
 Contract between the Institution of the
International partner and the Institution of the
Belgian promoter
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VII. Categories of expenses
 Personnel
 Operating costs
 Equipment
 Subcontracting
 Overheads
 International partnership
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VII. Personnel (1)
 Personnel budget = minimum 60% of the total
budget
 Doctoral and postdoctoral grants = maximum 60%
of the personnel budget
(derogation if the total budget < 600.000 €)
 Minimum 1 full-time (or equivalent in part-time)
researcher
 Minimum 1 post-doc researcher for teams with a
budget of ≥ 900.000 € (recommendation)
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VII. Personnel (2)
 Employment or fellowship contract
- Duration: 1 year minimum (except derogations)
- IAP promoter namely mentioned
- Copy transmitted to Belspo upon entry into service
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VII. Operating costs (1)
«Forfait» = maximum 15% of the total budget
 Any type of expenses related to the project
 No pieces of justification to be sent to Belspo
 But possibility of control by auditing :
- Compliance with laws and internal rules
- “Forfait” used for the project (promoter’s account)
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VII. Operating costs (2)
In addition to the «forfait»: possibility of reimbursement
of expenses under certain conditions
- Expense > 500 € incl.VAT (amount of the accounting
document)
- Expense clearly related to the project
- Name of the IAP promoter or a colleague on the
invoice
Some expenses are excluded from this possibility
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VII. Operating costs (3)
List of expenses excluded from the «Expenses in addition
to the forfait»:
 Office supplies (including computer equipment)
 Photocopies, documentation, shipping, telecom, insurances
 Travel and accomodation in Belgium and abroad
 Restaurants, catering, food (except for organisation of IAP
workshops)
 Internal invoices for purchases of goods (general stores)
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VII. Operating costs (4)
Examples of «in addition to the forfait» expenses:

Internal invoices for the delivery of services

Remuneration for student jobs

Cost of maintenance of specific machines and
instruments

Allowances to visiting researchers

Costs for organising IAP events

Internal subcontracting
Accounting document > 500 € incl.VAT
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VII. Operating costs (5)
Internal subcontratcing

For the services of a colleague from another
research unit of its institution

Subject to the approval of the programme
manager :
via the annex 1 of the administrative guidelines
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VII. Operating costs (6)
Remarks:
 If 15 % in operating costs are sufficient
→ possibility to charge all expenses of
operating costs on the “forfait”
 No obligation to request the maximum
“forfait”
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VII. Equipment (1)
 Scientific and technical machines and
instruments (including computer equipment and
office supplies)

Unit cost > 500 € incl.VAT
If purchase > 25.000 € and and not in the
acquisition plan → permission of Belspo
needed
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VII. Equipment (2)
invoice = 1 PC full
→ equipment if > 500 €
invoice = computer accessories
→ operating costs « forfait »
if unit cost < 500 €
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VII. Equipment (3)
No Office furniture
No acquisition after 31/12/2016
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VII. Subcontracting
 For costs incurred by a third party
 If not foreseen by the annex I of the contract
→ permission of Belspo needed
 Limited to 25% of the budget of the promoter
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VII. Overheads
 « Forfait » → no pieces of justification
(no control by auditing)
 Maximum 5 % of the total personnel and
operating costs
 Cover fixed costs for administration, rents,
the depreciation of equipment, insurances
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VII. International partnership (1)
 50 % co-financing
 IAP Contribution:
- ± 100.000 € / network
- only for personnel and operating costs
- budget is added in budgettary table of the Belgian
partner
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VII. International partnership (2)
 Expenses to the account of the IAP budget :
- Expenses incurred by the international partner :
Expense claim on letterhead of the institution of the
international partner and signed by its legal representative
- Expenses incurred by the Belgian promoter :
Invoices or expense reports relating to expenses concerning the
international partnership
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VIII. Financial regulations (1)
Budget
 7 annual instalments: 2012 to 2018
(independent of expenses)
 The allocated budget is available during the
entire period of the contract
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VIII. Financial regulations (2)
Transfer of credits
 Within the same budget category:
- balances automatically transferred to the following year
 Between different budget categories:
-
Form for the transfer of credits + approval by financial
department (annex 2 of administrative guidelines)
Minimum 60 % personnel budget
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VIII. Financial regulations (3)
Justification of expenses
 To be sent twice a year by the financial
department of the institution
 No expenses after the end date of the
contract
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VIII. Financial regulations (4)
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IX. Reports (1)
Initial report : before 30 November 2012
Annual reports :


Administrative part (personnel): Excel file
Scientific part (research results and overview of
terms of cooperation)
Report for the evaluation : ?
Final report: before 31 December 2017

General summary of results
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IX. Reports (2)
Dates of submission of annual reports
= 3 months after the end of each working year
 for networks that started on 1 April 2012 :
30 June
 for networks that started on 1 October 2012 :
31 December
Common reports for the whole network to be
sent by the coordinator
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X. Dissemination of results (1)
 Publications, patents, posters, website,
announcements of conferences, power point
presentations, ... :
-
mention the Federal Belgian Science Policy
Office as source of funding :
→ This research has been funded by the Interuniversity
Attractive Poles Programme initiated by the Belgian Science
Policy Office
-
use of logos: BELSPO, IAP, network, ...
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X. Dissemination of results (2)
Open Access (OA) : Declaration of Berlin (2003)
 Publications in «on line» journals
 Results of the research
 in the OA repository of the institution (Institutional OA
Repository)
or
 in the OA repository of Belspo (soon available)
 IAP final report
 in the OA repository of Belspo
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X. Dissemination of results (3)
For datasets relating to biodiversity:
 Belgian biodiversity platform
For cultivable biological material such as bacteria,
yeasts, filamentous fungi, viruses, cells, tissues,
plasmids,...:
 Biological Resource Centre
 in preference to the BCCM consortium
(http://www.belspo.be/bccm)
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