1. www.cost.esf.org European Cooperation in the field of Scientific and Technical Research COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST Office Overview & News, and Managing Your COST Action in 2009-2010 Dr. Carine Petit ESSEM Science Officer Brussels, November 2009

2. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM What is COST? The first and still the widest EU intergovernmental framework for R&D cooperation was created in 1971 to coordinate nationally funded research activities. Still a member state initiative, COST is now funded via the EU's Framework Programs and delivered via the European Science Foundation.

3. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM What is the objective of COST? COST aims at building international networks of nationally-funded research projects in 9 scientific domains, that work together to resolve clearly-defined scientific challenges, and to deliver: new knowledge, position papers, standards (inter-comparison, cross cal/val), harmonisation, new systems of reference or cooperation to develop new technologies. COST does NOT fund R&D directly!

4. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST main characteristics Coordination through cooperation in networks “Non-competitive” (pre-normative; public utility) Networks based on funded (research) projects – national responsibility Equal access / Open Call Building bridges “Bottom-up” – no fixed programmes / priorities À la carte participation Focus on multidisciplinary cooperation Enabling agent – Promotion of Early Stage Researchers Pan-European dimension Open to global cooperation in the mutual interest

5. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM  The 27 EU Member States  EFTA Member States  Iceland  Norway  Switzerland  Acceding & Candidate Countries  Croatia  Acceding & Candidate Countries  Croatia  FYR of Macedonia (FYROM)  Turkey  Potential Candidate Countries  Bosnia and Herzegovina  Republic of Serbia  COST Co-operating States  Israel 36 COST Countries

6. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST and the Neighbouring Countries ●Special budget line in the COST system to facilitate collaborations ●Specific exchange activities (Short Term Scientific Missions, focus on Early Stage Researchers) In 2009: 90 participations in 45 Actions COST countries COST neighbouring countries TUNISIA GEORGIA Ukraine (17) Russia (41) Algeria (3) Azerbaijan (1) Tunisia (7) Georgia (5) Egypt (4) Morocco (2) Moldova (5) Albania (1) Palestinian auth. (1) Armenia (2) Lebanon (1) Belarus (1)

7. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST Actions: global participation (status: May 2009) 251 participations in 103 Actions (36 countries) COST countries Neighbouring countries Reciprocal agreements countries

8. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM The decision of the European Parliament and of the Council of 18 December 2006 concerning the 7th RTD Framework Programme (2007-2013) foresees “financial support for the administration and coordination activities of COST". Annex II of the Specific Programme 'Cooperation', in the budget of the Specific Programme, stipulates the financial support for COST: “Of which at least EUR 210 million and up to EUR 250 million for COST, subject to the mid ‑ term evaluation.” In 2009, ~230 on-going Actions 60 new Actions selected from 2 Collecting dates per year COST in FP7: Legal Base

9. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST Governance FP7 contract with the European Community

10. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST structure MC = Management Committee COST OFFICE COMMITTEE OF SENIOR OFFICIALS (CSO) COST National Coordinators ESSEM …… ….. …….. WORKING GROUPS (NETWORKS) …… ~31.000 researchers Scientific Domain ……. Council COST Secretariat WG MC 9 COST Domain Committees COST Actions (~200)

11. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST structure: CSO COMMITTEE OF SENIOR OFFICIALS (CSO) COST National Coordinators Council COST Secretariat CSO 2 representatives 2 representatives / Party 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

12. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM COST structure: Domain Committee ESSEM Scientific Domain WG MC Domain Committee: 1 representative 1 representative / Party Responsible for assessment of proposals for new Actions monitoring of ongoing Actions evaluation of completed Actions dissemination and exploitation of results of a COST Action strategic developments in the Domain Synergies (e.g. ESF, EC, EEA, WMO, GMES, GEO/GEOSS)

13. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Action WG MC Management Committee Max 2 representativesMax 2 representatives / Party nominated by the COST National Coordinator (CNC) 1 representative1 representative / NON-COST institution Responsible for coordinating implementation of MOU ensuring scientific coordination at a national level managing the Action’s work and budget plans annual progress report each MC member in min. 1 WG

14. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Action Working Groups a small number of researchers working together MC members and other scientists from the Parties (fair balance of countries – Member list on website) invited experts / speakers (workshops / conferences) members from NON-COST institutes Responsible for production and exchange of Research MC WGWG

15. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM 9 COST Scientific and Technical Domains Biomedicine and Molecular Biosciences (BMBS) Chemistry and Molecular Sciences & Technologies (CMST) Earth System Science & Environmental Management (ESSEM) Food & Agriculture (FA) Forests, their Products and Services (FPS) Individuals, Society, Culture & Health (ISCH) Information & Communication Technologies (ICT) Materials, Physical & Nanosciences (MPNS) Transport & Urban Development (TUD) + Trans-Disciplinary Proposals can be submitted to Open Calls

16. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM What is a COST Action? - - a network of at least 5 nationally-funded projects, from different COST countries, that are individually working on elements of the same scientific agenda; - the network undertakes a joint work programme, as defined in the initial Action Proposal, over a 4 year period; - goal: produce deliverables (listed in the proposal and MOU); - the work is carried out on a “volunteer” basis; - additional projects (countries) can join anytime during the life time of the Action on basis of a MC approval, except during the first year of the project from the CSO approval: any condition being imposed.

17. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM How do COST Actions work? Science management and working meetings Scientific workshops and seminars Short Term Scientific Missions (STSMs) Training Schools and Research Conferences Dissemination (Publications, etc), website All activities must be approved by the MC and must conform to the COST Guidelines (see official vademecum on the website) The network collaborates to produce the deliverables. The COST financing supports:

18. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM How are COST Actions structured? Management Committee (MC): see former slide Working Groups (WGs): 2-4 groups, based on the Work Programme, undertake the scientific activity. See former slide. In order to make the management more efficient: Core Group: Chair, VC and WG Chairs, Grant Holder, Webmaster; can be mandated by the MC to take decisions not exceeding, for example, 5000 €

19. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Understand how to manage a COST Action Understand COST Rules and Procedures Understand MC responsibilities for COST Grant System Elect a Chair, Vice-Chair, Grant Holder, Webmaster, 2 Financial Rapporteurs, WG Leaders Development of the Annual Work and Budget Plans Jan.2010 – Dec.2010 period Expressions of Commitment: to be submitted to Chair ASAP to implement the WGs An up-to-date WG member list must be available on your website Notification of decision in minutes: MC1D1 Today: First Management Committee (MC) Meeting

20. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM End Date: 11/11/2013 CSO Approval Date: 26/05/2009 => spontaneous applications of new countries until 25/05/2010 10 Countries accepted the MOU: BE, FR, DE, IL, IT, NL, PL, ES, CH, UK 4 intentions: DK, FI, NO, SE => CNC! DC Rapporteur: Prof. Heikki Jarvinen (FMI, FI) KO meeting fully paid by the COST Office 1st February 2010 - 31 January 2011 Budget : 65 000 € COST Action ES0902 “Permafrost and Gas Hydrate Related Methane Release in the Arctic and Impact on Climate Change - European Cooperation for Long-term Monitoring (PERGAMON)”

21. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM December 15: name Grant Holding Institution for COST ES0902 December 15: submit the first Work Plan and Budget Plan to COST Office for the preparation of the Grant Agreement 1st February 2010 (backdated in case of long negotiations): Signature of the Grant Agreement Training to the CGS webtool: 21/01; 08/02; 03/03 ? April 15, 2010: first progress report DC12 meeting: Annual Progress Conference, Reykjavik, end of May 2010 (tbc) by the Chair EGU 2011: PERGAMON Session? End 2011: COST-ESF High-Level Research Conference with the ESF Polar Board? Key Dates for COST ES0902 for the first year

22. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM News from ESSEM Open Call of September 2008 led to 3 new ESSEM Actions (total portfolio: 26 running Actions): –ES0901: European procedures for flood frequency estimation (FloodFreq) –ES0902: Permafrost and gas hydrate related methane release in the Arctic and impact on climate change: European cooperation for long-term monitoring (PERGAMON) –ES0903: Spectral sampling tools for vegetation Biophysical Parameters and Flux measurements in Europe

23. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM News from ESSEM Annual Progress Report will be expected by 15 April 2010 If less than 4 STSMs, justification needed New reporting item: non-COST participations’ contributions –Was there any substantial non-COST contribution in 2009- 2010? –What are the mutual benefits of those contributions? –Not only factual but also qualitative reporting

24. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM New instrument and new rules Early Stage Researchers (i.e. PhD + <10 years) –Open Call participation and WG leading –Increased duration of STSMs beyond 3 months (max 6 months and 3500 €) –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: 1st March 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 consider only without additional budget and on basis of strong scientific justification –Meetings can be held ONLY in a COST country member of the Action

25. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Non-COST Countries – International Dimension - Near Neighbours: Albania, Algeria, Armenia, Azebaijan, Belarus, Egypt, Georgia, Lebanon, Libya, Moldova, Morocco, the Palestinian Authority, Russian Federation, Syria, Tunisia, Ukraine. - Reciprocal agreements: Australia, New Zealand, South Africa - Special fund: 100 000 € for Near Neighbour countries and 75 000 € for Countries under reciprocal agreements, in addition to the budget of the Actions. One participant per Non-COST Institutions and attendance to one meeting per year. - Other Non-COST Countries: one representative per institution approved as an official member, 2 max. per country, not reimbursed, no voting rights at MC or WGs; STSMs can occur in these countries. If not official member of the Action, can be invited as external experts to meetings and get reimbursed.

26. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM New 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 successively by: Management Committee ESSEM Domain Committee JAF Group and CSO Useful to know about non-COST Countries

27. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Australia - New Zealand - South Africa COST pays for European visiting AU, NZ or SA scientists involved in the Action: grant of max. EUR 3000 per visit to AU or NZ, and of max. EUR 2500 per visit to SA. The visit must be approved by the MC (STSM). AU, NZ and SA pay for their scientists attending meetings in Europe as soon as their Institute is an official member of the Action, via their Special Funds. On basis of a prior approval by the MC, the AU, NZ or SA participant has to submit a demand for a COST STSM to attend the meeting in Europe. Applications will be submitted to the Action Chair for endorsement, submitted to the COST Office and the implementing agent of the country: http://www.cost.esf.org/about_cost/reciprocal_agreements

28. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM The COST Office will finance the publication of the final report You will have to support the costs of any additional publication (special issue, proceedings) Steps to be followed: 1)MC decision needed for each publication with budget dedicated 2)Official request from Chair to SO with MC decision 3)Validation of request by COST PR Manager and COST reference 4)Notification by SO to Chair and invitation to choose a publisher -OPOCE or Private Publisher -If Private Publisher: 2 offers in case of price exceeding 3000 € (excl. VAT); COST needs 5 copies Useful to know about Publications (1/2)

29. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Steps to be followed: 5)Chair sends offer(s) to SO, with strong justification if the most expensive solution is requested 6)Preparation of documents and distribution list (logos, etc.) 7)Confirmation of order by SO 8)Print proof to be sent to SO 9)Printing and Distribution 10)Payment Please refer to the official document available under “vademecum”: http://www.cost.esf.org/index.php?id=guidelines Useful to know about Publications (2/2)

30. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM At this KO meeting Sign the Attendance List Complete and sign your Travel Reimbursement Form and submit it, together with receipts Send additional receipts by scan/email or fax until 20 November 2009 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

31. COST is supported by the EU RTD Framework Programme ESF provides the COST Office through an EC contract ESSEM Mr Kent Hung Senior Administrative Officer - Cluster khung@cost.esf.org Ms Aranzazu Sanchez Administrative Officer - ESSEM asanchez@cost.esfasanchez@cost.esf.org Ms Chandrasa Sjamsudin Administrative Officer - ESSEM csjamsudin@cost.esf.org Dr Stefan Stückrad Junior Science Officer - ESSEM sstueckrad@cost.esf.org Dr Carine Petit Science Officer – ESSEM Senior SO – Natural Sciences Cluster cpetit@cost.esf.org ESSEM team