IAP PHASE VII 2012 — 2017 Information sessions

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 IAP-VII Information 2

I. Introduction (2) § General email address : iap-secretariat@belspo. be § Mention in each correspondence : IAP P 7/. . IAP-VII Information 3

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 IAP-VII Information 4

III. The different IAP phases PHASE I (1987 - 1991) 14 networks 45 million EUR PHASE II (1990 – 1995) 23 networks 50 million EUR 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 IAP-VII Information 5

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 IAP-VII Information 6

V. General conditions § Contract IAP-VII § Administrative guidelines § Homepage : www. belspo. be/iap IAP-VII Information 7

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 IAP-VII Information 8

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 IAP-VII Information 9

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 IAP-VII Information 10

VI. Organisation of the network (4) Network-driven training activities § To promote interdisciplinary training of Ph. D students and postdocs § Graduate school, summer schools … IAP-VII Information 11

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, … IAP-VII Information 12

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 IAP-VII Information 13

VII. Categories of expenses § Personnel § Operating costs § Equipment § Subcontracting § Overheads § International partnership IAP-VII Information 14

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) IAP-VII Information 15

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 IAP-VII Information 16

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) IAP-VII Information 17

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 IAP-VII Information 18

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) IAP-VII Information 19

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 IAP-VII Information 20

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 IAP-VII Information 21

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” IAP-VII Information 22

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 not in the acquisition plan → permission of Belspo needed IAP-VII Information 23

VII. Equipment (2) invoice = 1 PC full → equipment if > 500 € invoice = computer accessories → operating costs « forfait » if unit cost < 500 € IAP-VII Information 24

VII. Equipment (3) No Office furniture No acquisition after 31/12/2016 IAP-VII Information 25

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 IAP-VII Information 26

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 IAP-VII Information 27

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 IAP-VII Information 28

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 IAP-VII Information 29

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 IAP-VII Information 30

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 IAP-VII Information 31

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 IAP-VII Information 32

VIII. Financial regulations (4) IAP-VII Information 33

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 IAP-VII Information 34

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 IAP-VII Information 35

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, . . . IAP-VII Information 36

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 IAP-VII Information 37

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) IAP-VII Information 38