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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