FACILITATE OPEN SCIENCE TRAINING FOR EUROPEAN RESEARCH

Frequently Asked Questions for FOSTER Training Call

General

1. What does FOSTER stand for and what is the aim of this project?

FOSTER stands for Facilitate Open Science Training for European Research. It is an FP7-funded project (Grant Agreement Nr. 612425) that aims to support different stakeholders, especially young researchers, in practicing open access, open data sharing and open science in Europe.

2. What kind of support does FOSTER offer?

FOSTER is now inviting proposals to host FOSTER training events on open access, open research data and open science to be held from January to November 2015. With your help, we want to organize both engaging and instructive events that reach out to diverse disciplinary communities and countries in the European Research Area (ERA). We are looking to support different types of training events and strategies, ranging from short (one or two-hour) workshops to multiple day workshops. All proposed training events should reference the Horizon 2020 Open access to publications policy and Open Research Data pilot and show how the skills and techniques being taught are relevant to compliance with these requirements.

FOSTER will provide assistance in shaping the training programme, selecting training materials and recommending speakers/trainers. Participation of FOSTER consortium members as trainers or in other roles (e.g. a member of the programme committee, etc.) is highly recommended. Financial support for events will also be provided (to cover the costs of the venue, catering, training materials, travel (only within Europe), accommodation and meals of speakers, recording (and live-streaming) of the training events), to a maximum of 10 000 € per project.

FOSTER will also support e-learning activities and processes through the FOSTER Portal (starting from April 2015) in a number of ways:

  • The portal will provide access to a large body of training materials that are openly-licensed and available for reuse.
  • Tools will be provided within the portal environment to allow the compilation of resources and development of e-learning courses.
  • Projects are encouraged to submit new materials to the portal to increase their impact and to facilitate reuse by others.

See an overview of FOSTER co-funded events in 2014 here: http://www.fosteropenscience.eu/events

3. What kind of expenses does FOSTER cover?

FOSTER covers travel expenses, accommodation and meals of speakers, costs of the venue, catering, costs of training materials provided to the participants, recording (and live-streaming) of your training event. As a general principle, FOSTER supports travel costs of European speakers. Travel costs of non-European speakers may also be supported, if a choice of non-European speakers is justified and represents a small part of the budget.

4. What kind of expenses does FOSTER NOT cover?

FOSTER does not cover travel and accommodation costs of training participants.

FOSTER also does not cover speaker’s fees, honoraria of training events organizers, consultancy fees, overhead costs, etc.

5. What kind of training events will FOSTER co-fund?

FOSTER training events should

  • Support different stakeholders, especially young researchers, in adopting open access in the context of the European Research Area (ERA) and in complying with the open access policies and rules of participation set out for Horizon 2020;
  • Integrate open access principles and practice in the current research work-flow by targeting the young researcher training environment;
  • Strengthen the institutional training capacity to foster compliance with the open access policies of the ERA and Horizon 2020; and
  • Facilitate the adoption, reinforcement and implementation of open access policies from other European funders, in line with the EC’s recommendation.

Preference will be given to the projects that provide practical training (e.g. on how to comply with the requirements of open access to publications in H2020, how to make research data open or how to exploit open data) vs general open access awareness raising/advocacy events.

6. How can I apply for a FOSTER co-funding?

Describe the training goals, target audiences, budget needed and any co-funding offered. Please fill in the application form which can be downloaded here. And please submit your training application no later than Monday, November 3, Friday November 14, 2014 (new deadline) here.

If you have any questions or need clarifications, please contact Iryna Kuchma (This email address is being protected from spambots. You need JavaScript enabled to view it. ) and Gwen Franck (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

7. Do I need to be affiliated to an institution to get a FOSTER grant?

Yes, only Institutions/organizations from the ERA are eligible to participate. It is necessary for applicants to have a legal seat in an ERA country.

8. How is FOSTER co-funding provided?

EIFL manages the training calls on behalf of FOSTER. When your funding is confirmed, EIFL will sign a MoU with your organization. In this MoU EIFL and your organization agree to the following:

  • Training events should contribute to at least one of the FOSTER objectives listed in the Section 5 of this FAQ.
  • A FOSTER representative should be either included in your training programme committee and/or invited to speak at the above mentioned events (FOSTER speakers profiles are available here).
  • EIFL provides funding according to the approved budget, which is attached to the MoU as an Appendix 1. Preferred method of payment is reimbursement of expenses. Payment will be made in EURO. The template to claim your event expenses is provided in the Appendix 2, please use your organization’s letterhead.
  • EIFL can provide advance payments of up to 50% of approved budget according to invoice (without VAT) issued by your organization. Payments will be made in EURO to the bank account stated on the invoice.
  • Your organization is responsible for all arrangements of the events.

9. Can my organization charge registration fees for the FOSTER co-funded event we are hosting?

If your event is co-funded by FOSTER you should not charge registration fees to attend it. An exception is when the FOSTER supported event is a part of another larger event where there are registration fees. In that case, an overall fee for the larger event (e.g. a conference) can be charged, but a specific fee for the FOSTER funded event (a workshop or a tutorial, etc.) is not acceptable. FOSTER co-funding is are aimed at removing price barriers for event participants. We are covering the costs and we expect you to remove the price barrier for the event participants.

10. How should I acknowledge FOSTER co-funding before, during and after the event?

FOSTER support should be acknowledged in all appropriate literature and advertisements related to the training, and other venues where contributions are mentioned. It shall be done by citing “Supported by the EU FOSTER project” and using the FOSTER logo.

It is recommended to use FOSTER presentation template when creating training materials (downloaded a template here).

Use the hashtag #fosteropenscience when tweeting about your project events. Of course you can also use an additional, event-specific hashtag.

11. Does FOSTER suggest speakers?

As the organiser, you can decide on your own speakers. However, the FOSTER consortium has a wide range of members willing to speak at your events. Participation of FOSTER consortium members as trainers or in other roles (e.g. a member of the programme committee, etc.) is highly recommended.

12. Am I required to evaluate my FOSTER co-funded events?

Yes, we ask that you evaluate your training courses as participant feedback is very useful to help refine the materials for reuse. We provide a template evaluation form is provided in Appendix 3 of the MoU. It is not mandatory to use this, you can use your own evaluation form, but we do ask that you gather and share feedback.

13. Do I need to provide any information about my training programme/events to the FOSTER website?

Yes, we ask you to provide your training agenda before the training event, so that it can be added to our event page. There is also the possibility to use this event page as your event homepage, with links to the agenda, registration and practical information.

After the training event, as soon as possible, we ask you to submit a short news item (a couple of paragraphs) about the training with photos to be published on FOSTER website.

14. Where should I upload the resulting training materials?

You should upload all training materials to the FOSTER portal for re-use. The training materials will be made available under a CC BY 4.0 License. Make sure all your speakers are aware of this requirement and ask them to prepare their materials accordingly. If applicable, speakers should be asked to sign a recording consent and copyright release form (e.g. for video or audio recording).

Financial

1. Whom should I contact when dealing with budget issues?

EIFL manages co-funding for training events on behalf of FOSTER. If you have any questions or need clarifications, please contact Gwen Franck (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

2. Are there any EC Financial Guidelines available that determine eligible expenses?

Yes, please use the EC Financial Guidelines available here: http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf. They determine eligible expenses, and only eligible expenses will be refunded on delivery of the training events. Contact EIFL if in doubt before incurring expenses.

Training attendees directly benefiting from the FOSTER co-funding need to sign in against their name, for each day they attended. This is an EC requirement to justify expenses and all applicants must provide a sign sheet. Web-based audience does not need to sign.

3. When and how does the reimbursement of expenses / pre-financing take place (with organizations that signed MoU with FOSTER)?

The first step is to sign the MoU (described in the Section 8 of this FAQ). We exchange signed scanned copies first via email, but your organization should also send the originals (two copies) to the following address:

Rima Kupryte
EIFL, c/o ADN Kronos
Piazza Mastai 9
00153 Rome
Italy

EIFL will sign it and will return you your final copy.

Advance payment is provided immediately after receiving your original invoice (without VAT, issued by your organization). This invoice should be mailed to the following address:
Andrius Krisciunas
Blindziu g. 33-8
LT-08111 Vilnius
Lithuania

Please note that the MoU should be signed before sending an invoice to EIFL. EIFL can provide advance payments of up to 50% of approved budget. Payments will be made in EUR to the bank account stated on the invoice.

Reimbursement of costs will happen upon receiving

  • the form with your claimed event expenses (a template is provided in the Appendix 2 to the MoU; please use your organization’s letterhead; this form should follow the structure of your budget and please do not forget to sign it);
  • receipts/invoices that confirm your expenses (financial documentation should follow EC guidelines);
  • a narrative report evaluating your training programme using the check-list (the FOSTER criteria for describing, reviewing and evaluating courses and resources available in Appendix 4 to the MoU);
  • the training programme;
  • the list of training participants;
  • photos or other visual material illustrating the event/s.

These documents should be first emailed to Gwen Franck (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

After the final check with the EIFL financial director the signed original of the form with copies of all other documents listed above should be mailed to the following address: Andrius Krisciunas; Blindziu g. 33-8; LT-08111 Vilnius; Lithuania.

Reimbursement is provided immediately after receiving your original form and supporting documents.

4. Can we make changes to the final budget?

Yes, you can make changes in the final budget if they do not exceed 10% of the total budget. If the amounts of your changes are higher than 10% of the total budget, please contact Iryna Kuchma (This email address is being protected from spambots. You need JavaScript enabled to view it. ) and Gwen Franck (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

5. Can FOSTER buy tickets for your speakers?

Yes, EIFL (on behalf of FOSTER) can buy flight tickets for your speakers via the EIFL’s travel agency. Contact us for more information.

6. Can FOSTER reimburse your speakers directly?

If you want EIFL to reimburse speaker’s costs directly, a speaker should fill in and sign travel reimbursement form (a template will be provided) and provide original receipts/invoices that confirm his/her expenses. Please note that we can not reimburse the speakers for the tips they paid.

These documents should be first emailed to Gwen Franck (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

After the final check with the EIFL financial director the signed original of the form, original invoices and receipts should be mailed to the following address: Andrius Krisciunas; Blindziu g. 33-8; LT-08111 Vilnius; Lithuania.

Reimbursement is provided immediately when the originals are received.

If your speaker’s trip was paid by the company he/she is working for and you want EIFL to reimburse company expenses, this company should send EIFL an invoice (without VAT)/letter with the following description: Reimbursement of speakers costs [name of the speaker] [name and dates of the FOSTER co-funded event] and provide a copy of the internal document that confirm reimbursement/payment to the person.

These documents should be first emailed to Gwen Franck (This email address is being protected from spambots. You need JavaScript enabled to view it. ).

After the final check with the EIFL financial director the original invoice/letter with supporting documents should be mailed to the following address: Andrius Krisciunas; Blindziu g. 33-8; LT-08111 Vilnius; Lithuania.

Reimbursement is provided immediately when the original is received.

Please note that these amount will be deducted from your project budget.

7. Which exchange date and rate should I use when claiming my expenses in the currency other than EUR?

The date of the exchange rate is the date of the receipt.

Please use the official exchange rates provided here: http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm.

8. How does pre-financing work?

You can ask FOSTER for a pre-financing of max. 50 % of the total budget by sending your original invoice (in EUR, without VAT, issued by your organization) to the following address: Andrius Krisciunas; Blindziu g. 33-8; LT-08111 Vilnius; Lithuania.

Please note that MoU should be signed before sending an invoice to EIFL.

Pre-financing can be requested as a lump sum, you don’t need to provide a detailed budget (other than the one that forms the attachment to the MoU).