2 - ITN Contractual rules (Jan 2009) ITN Project Coordin… · Part C: Intellectual Property Rights...

ITN Coordinators Meeting, February 2009 Slide 1

Contractual rules

ITN Coordinators Meeting, February 2009 Slide 2

Core Grant Agreement

Architecture of the Grant Agreement

CoreGA

CoreGA

Annex IAnnex I

+ Annexes

I. Technical Annex - Description of work

II. General conditions

III. Specific provisions for ITN

IV. Form A: accession to the grant

V. Form B: request for accession of a new beneficiary

VI. Form C: Financial statement

VII. Form D: ToR for the CFS; Form E: ToR for the certificate on methodology

ITN Coordinators Meeting, February 2009 Slide 3

Core Grant Agreement

CoreGA

CoreGA

• List of beneficiaries

• Duration

• Reporting periods

• Maximum EC financial contribution

• Bank account

• Special clauses

• Communication addresses

Essential to read !

ITN Coordinators Meeting, February 2009 Slide 4

Annex I: Description of work

AnnexI

AnnexI

• Joint research programme

• Recruitment planning (ESR, ER, VS)

• Training: - scientific

- complementary skills (language courses, project

management, presentation skills, IPR, ethics, communication, etc...)

- secondments

• Involvement of Industry

• Networking (network-wide meetings and training activities, attendance at

international conferences and workshops, internet webpages, etc...)

• Milestones and Deliverables

Each beneficiary &

each recruited fellow should

receive a copy

All reports (Progress, All reports (Progress, PeriodicPeriodic, , MidMid--TermTerm, , final) final) willwill bebe assessedassessed withwith respect to respect to AnnexAnnex II

ITN Coordinators Meeting, February 2009 Slide 5

Annex I: Description of work

AnnexI

AnnexI

• All beneficiaries are collectively responsible for implementation

of Annex I and use of Community funds

• Any deviation from Annex I has to be duly justified and agreed

in advance with the Project Officer (PO)

• PO’s role is to assist, advise and monitor

Each beneficiary &

each recruited fellow should

receive a copy

BeforeBefore decidingdeciding on on anyany modification, modification, pleasepleasecontact contact youryour PO !PO !

ITN Coordinators Meeting, February 2009 Slide 6

Annex II: General Conditions

AnnexII

AnnexII

Part A: Implementation of

the project

• Role of coordinator

• Organisation of the

consortium

• Performance obligation of

each beneficiary

• Reporting

• Subcontracting

• Suspension/Termination

• Confidentiality, Publicity

Part B: Financial Provisions

• Eligible costs, interests, receipts

• Guarantee fund

• Audits, financial penalties

Part C: Intellectual Property Rights

• Foreground

• Access Rights

Final Provisions

• Amendments, Termination

ITN Coordinators Meeting, February 2009 Slide 7

Annex III: Specific rules for ITN

AnnexIII

AnnexIII

Part A: Implementation of

the project

• Performance obligations

• Selection of researchers

• Beneficiary’s relationship

with the researcher

• Confidentiality, Publicity

Part B: Financial Provisions

• Eligible costs, interests

Part C: Intellectual Property Rights

• Access Rights

ITN Coordinators Meeting, February 2009 Slide 8

Role of the coordinator

• Intermediary for any communication between EC and any

beneficiary

• Administration and distribution of EC financial contribution

• Keep the records and financial accounts

• Review reports to verify consistency before transmitting

them to EC

• Monitor Monitor compliancecompliance by by beneficiariesbeneficiaries withwith GAGA

!!! CANNOT BE SUBCONTRACTED !!!

ITN Coordinators Meeting, February 2009 Slide 9

Specific obligations of the consortium

• Recruit at least 40% women researchers

• No more than 40% of EC contribution to one country

• Organise a mid-term review meeting with EC

• Establish a supervisory board (including industrial partners)

• Take decisions on re-distribution of allocation of researcher-

months and inform beforehand EC

• Make appropriate internal arrangements to ensure efficient

implementation of the project (rules on dissemination and use, access rights,

settlement of internal disputes, …)

ITN Coordinators Meeting, February 2009 Slide 10

Specific obligations of each beneficiary

• Carry out the work as identified in Annex I (efficiently and timely)

• Provide information to EC and Court of Auditors (up to 5 years)

• Select each researcher according to the eligibility criteria,

conclude an agreement, establish a Career Development Plan

• Execute, by due dates, all payments to the researcher

• Provide infrastructure and reasonable assistance to the

researchers in all administrative procedures

• Appoint each researcher hosted for more than 30% of the total

period of the agreement in force

ITN Coordinators Meeting, February 2009 Slide 11

Specific obligations of each beneficiary

• Ensure completion of evaluation questionnaires at the end of the

initial training activities

• Contact each researcher 2 years after the end of the project in

order to invite him/her to complete the follow-up questionnaires

provided by EC

• Record and update, for at least 3 years after the end of the

project, the contact details of the researchers

ITN Coordinators Meeting, February 2009 Slide 12

General Advices

• Read carefully the GA and ALL its annexes

• Inform your partners and the fellows about their rights and duties as laid down in the GA

• Inform the financial office in your organisation about the financial rules governing your GA

• Stay in regular contact with your PO and discuss any potentialproblems at an early stage

• When preparing your reports follow carefully the ITN ReportingGuidelines

• In case of any uncertainty on how to implement the GA within the local legislation, contact your National Contact Point http://cordis.europa.eu/fp7/ncp_en.html

ITN Coordinators Meeting, February 2009 Slide 13

Manage your project

http://ec.europa.eu/mariecurieactions

ITN Coordinators Meeting, February 2009 Slide 14

Manage your project

http://ec.europa.eu/mariecurieactions

ITN Coordinators Meeting, February 2009 Slide 15

http://ec.europa.eu/mariecurieactions

ITN Coordinators Meeting, February 2009 Slide 16

Thank you for your attention

http://ec.europa.eu/mariecurieactions