Checklist for the Organisation of a Summer School Or Expert Workshop
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HIVA-KU Leuven Tasks and responsibilities
Organising partner
Organisation and planning of the event with respect to the content: courses, speakers, activities, … Budgeting of event + financial, administrative, ... reporting afterwards/follow up of reimbursements, ... Set up of call: complete text for call with details and all relevant information (see example below). Inform HIVA on what information should be included on the registration form. The form will be put on the website by HIVA. Provide financial guidelines for participants, programme, practical information, … to HIVA to put on the website. If desired we can also add on the website a link to the expense form/reimbursement form for participants. Selection of candidates, selection criteria, ... Follow up of potential candidates including handling questions, problems, … Practical organisation of the event (travel and accommodation, meeting rooms, copies, …). After event: provide to HIVA all documents that the organising partner wishes to make available on the website, either on the public or on the partners’ part: agenda, ppt’s, papers, abstracts, posters, … Set up of report: provide a complete reportto the WP leader: WP3 - Expert networks: CEPS; WP4 – summer schools: UBremen (See template).
HIVA
Provide the call and all related documents online on the website. Send call to InGRID mailing list (e.g. included in newsflash).
All partners
Dissemination of call to potential candidates. Who can apply?
In general
Expert Workshops and Summer Schools are in principle open for everybody, not only on invitation, but partners can directly invite certain stakeholders, ... Next to academic participants (experts, PhD students, ...), policy practitioners are certainly also targeted participants for these InGRID events. Participants receive a grant for participation covering (a part of) their costs for travel and subsistence. The budgets are estimated on the basis of an optimal number of participants: 25 participants for expert workshop, 23 for the summer school long version and 26 for the summer school short version. However, based on expected costs, the organising partner can determine the exact number of participants that can attend the workshop, within the available budget. Candidate participants fill in a short application form (on line) which will be sent to the organising partner including a motivation (max. 500 words). The organising partner can request additional requirements for potential participants, ex.: abstract of paper, presentation, paper, poster, ... Please specify clearly what you expect from the participants: e.g. deadlines and maximum length of abstracts, PowerPoint presentations, papers, CVs, ... Please be clear on when the call for participation at an event will be closed and when candidates will be informed about their participation. Participants are expected to attend the full duration of the event. No full attendance may result in the organising partner not reimbursing the associated expenses.
Who can apply/priority rules?
In principle, the organising partner determines the conditions for participation as well as on possible priority rules. Given the objectives of the InGRID project, it is suggested that participants in events combine where possible their participation with a visiting TNA grant. It might be an option to give priority to candidates who have worked with the relevant data sources (using a TNA grant) for their paper or have a concrete proposal to do so after the event. Priority to participants from New Member States is also advised. Summer schools
Early stage researchers PhD students Unemployed Policy makers PhD students/researchers from partners (partner universities)? Undergraduates without a university degree will not be considered
Expert workshops
Experienced researchers Experienced policy makers Selection criteria for summer schools
Generally The topic of the summer school should fit to the overall theme of the pillar. The participants should be able to earn ECTS/CP via the summer school.
Participants will be selected following a peer-review process and on the basis of scientific excellence based upon their application materials including information on their academic career/education background, publications list (if any), a research proposal or a relevant writing sample (project proposal or summary, country report, or case study for professionals) and a statement of motivation describing how they would benefit from the summer school. However priority to participants from New Member States as well as to participants of TNA is advised.
The organising partner can choose between two options to select participants.
Option I – Two stage submission process This option starts with a simplified first stage and the provision of more materials in the second stage once the proposal (abstract, CV, statement of motivation) has passed the first one.
1. Submission of abstract, CV and Statement of motivation To apply to the summer school an applicant (see section on “Who can apply/priority rules?”) needs to submit:
Abstract Abstracts should not exceed 3500 characters (including spaces, approximately 500 words). The abstract should include a description of research proposal or a relevant writing sample (project proposal or summary, country report, or case study for professionals) (related to the topic of the summer school), phase of the research, (to whom it may apply: to which University the dissertation will be delivered and name(s) of the supervisor(s)).
CV (max. 3 pages) The CV should include a short description of the academic career/educational background, publications list (if any), international experience, and attendance of former summer schools.
Statement of motivation Statement should not exceed 3500 characters (including spaces, approximately 500 words). Applicants should receive an email of acknowledgement of successful submission.
2. Feedback on proposal The organising partner will review research proposal and make a decision to a) invite for full submission (either short or extended essay) b) reject the research proposal. Essay should not exceed 35000 characters (including spaces, approximately 5000 words). Applicants should receive an email of acknowledgement of successful submission.
Option II – One stage submission process For organising partner do not wish to take advantage of the two-stage process the second stage of inviting for full submission can be skipped. Instead the peer- review process is based upon either the abstract or (short or extended essay) essays plus additional information material submitted in first stage. Applicants should receive an email of acknowledgement of successful submission.
In selecting research proposals, the organising partner should take into consideration: the quality of the research proposal (the research proposal’s added value to topic; advances in methodological approach) the fit of research proposal to topic of the summer school the experience and expertise of the applicant a balanced gender composition participants from New Member States participants of TNA Example of a call
This is an example of a call which partners can use as a starting point to formulate the call for their event. Of course, partners can adapt the call to the specificities of the event. HIVA will take charge of the final lay-out of the call in order to assure a general ‘look and feel’ for all InGRID calls and in order to prepare the documents to be put online.
This information should be provided in a call
Title of event Date and location (To ensure that all participants attend the full programme of your event, it is suggested to start your event at noon the first day, and end your event also at noon or in the early afternoon the last day). Practical information Link to programme of event <+ provide the programme to put online>. Link to application form <+ provide which information should be collected in the application form, which questions should be added to the standard application form>. Link to practical information <+ provide document with all practical information participants need: location, how to travel to the location, hotels, … to put online). Link to financial information for participants <+ provide document to put online>. Email address of the main contact point of the organising partner for this event. Promote your event + explain what will be done during the event Introduction of event: what sort of event are you organising, for whom is it organised, …? Content of workshop: main themes, research focus, activities, …
Example:
Summer school ‘Advanced poverty research in surveying hard-to-identify groups’ Belgium, Leuven, XX – XX April 2016 Programme (link) Application form (link) Practical information (link) Financial information for participants (link) Contact: email address
This summer school offers PhD students and early-stage researchers, as well as policy practioners in the field of poverty and inequality research the chance to combine onsite visits (through InGRID visiting grants (link) with practical workshops and training, as well as the opportunity to network with leading international experts in their field. It will take place in Leuven, near the city centre, at KU Leuven.
The summer school will be student-centred, giving participants the opportunity to discuss and develop their own current projects, either as doctoral students or as post-docs/early-career researchers with others in their field. At the same time there will be a parallel opportunity to work as part of a short-term research team, identifying research opportunities, questions, strategies and methodologies.
The focus of the summer school will be on advanced poverty research in surveying hard-to-identify groups.
About InGRID
Europe 2020 is the EU’s growth strategy for the current decade. As part of this strategy, the EU wants to create more and better jobs and enhance social inclusion. Targets are set to reach high levels of employment and to combat poverty. In reality we see today in Europe, however, a growing social vulnerability and a rise in precarious work. The policy challenges related to the European strategy of ‘Inclusive Growth’ are thus big.
European policy-oriented research can and must deliver useful contributions to tackle these challenges. Key tools in this social science research are all types of data: earnings statistics, administrative social data, labour market data, surveys on quality of life or working conditions, policy indicators.
The project aims to integrate and optimise these existing European data infrastructures and accompanying expertise. Three types of activities will be organised: 1 | Joint research to improve the quality, accessibility and comparability; 2 | The organisation of expert workshops and summer schools in order to promote knowledge transfer; 3 | Researchers from other institutes and countries are invited to data expert centres.
The project brings together 17 academic partners between 2013 and 2017 in an academic consortium. The goal of this integration is to provide the European scientific community with new and better opportunities to fulfil its key role in the development of evidence-based European policies on Inclusive Growth. Template of a report
This is an overview of the structure of a report which partners can use as a starting point to formulate the report of their event. Of course, partners can adapt the report to the specificities of the event. The Work package leaders (CEPS and UBremen) will take charge of the final lay-out of the report in order to prepare the documents to be put online.
This information should be provided in a report: Where and when? Title of event Date and location (may add a photo of the location) - Short paragraph on major goal of event - Short paragraph to situate the event within the context of the whole InGRID project, link with TNA, research activities, other pillars, … Who and what? - Curriculum/Program: detailed information on structure and content of curriculum/program of event - Daily hours of event operations Short description of each session (structure, lecture, …) Please provide a link to the program - Lectures/speakers: Name, institution, e-mail address (maybe link to webpage) ( may add a photo of the group) - Information on participants (country, sex, qualification, …) (may add a photo of the group) - Overview of participant assignments: title of papers, presentations, …. Quality and Evaluation - Selection criteria and procedure (participants) - You may add some participants comments on event or provide a short evaluation report based on a questionnaire Costs and Budget Overview of expenses/cost calculation: Subsistence costs participants; Travel costs; Meeting consumables; Teachers fee Social Activities - Apart from the event, where there any special activates organised Organizers - Short paragraph on organising person - Email address/ postal address of the organising partner for this event Budget
When drawing up the project budget, HIVA-KU Leuven made an average budget breakdown for expert workshops, summer schools of 5 days and summer schools of 2.5 days. In practice, the budget is conceived as a ‘lump sum’ and can be adapted to the specific needs and situation of the organising partner. Some examples: Hotel accommodation in Spain is generally speaking cheaper than in Belgium. However, costs for travelling to Spain can be more expensive than travelling to Belgium. For this reason, the Spanish partner can decide to increase the budget for travel costs and to decrease the maximum budget for hotel accommodation. Partners who have their own conference room where these meetings can be organised and which will not be invoiced to the project (= free-of-charge), can decide to reallocate some budget provided for meeting consumables to for ex. travel costs, or can decide to allow more participants to the event.
It is the responsibility of the organising partner to keep an eye on the available meeting budget and to limit their costs to the total budget provided for that meeting.
Average budget breakdown (see green bible):
Expert workshops (3 days meetings)
Budgeted for 26 participants: 25,500 euro/ meeting, including: Subsistence costs participants: 450euro/participant/3days = 11,700 euro in total Travel costs: 400 euro/participant = 10,400 euro in total Meeting consumables (for ex. conference room, coffee breaks, lunches, documentation, …): 3,400 euro
Summer schools (5 days meetings)
Budgeted for 23 participants + 5 speakers/teachers: 36,570 euro/meeting, including: Subsistence costs participants: 500euro/participant/5days = 11,500 euro in total Travel costs: 400 euro/participant = 9,200 euro in total Meeting consumables (for ex. conference room, coffee breaks, lunches, documentation, …): 4,120 euro Teachers fee: 250 euro/hour x 24 hours = 6,000 euro in total Subsistence costs teachers/speakers: 150 euro/day = 750 euro/5 days = 3,750 euro in total Travel costs teacher/speakers= 400 euro/speaker = 2,000 euro in total
Summer schools (2.5 days meetings)
Budgeted for 25 participants: 21,250 euro/meeting, including: Subsistence costs participants: 250 euro/participant/2.5days = 6,250 euro in total Travel costs: 400 euro/participant = 10,000 euro in total Meeting consumables (for ex. conference room, coffee breaks, lunches, documentation, …): 2,000 euro Teachers fee: 250 euro/hour x 12 hours = 3,000 euro in total
Relevant cost categories
For the organisation of an event (summer school/expert workshop), the following cost categories can be budgeted: Subsistence costs for participants: Partners can choose to limit the subsistence costs to a max. amount/day or for the whole meeting. Also, partners need to define which costs are eligible and which not (ex.: only hotel costs including breakfast will be reimbursed). Example: HIVA will reimburse hotel costs (breakfast included) up to max. 130 euro/night. Travel costs for participants: Partners can reimburse total travel cost, but specify in advance which costs are eligible – ex.: only economy class, no taxi fares, …), or they can choose to specify a maximum amount that will be reimbursed. Also, it is encouraged to include a formula such as: “for travel costs exceeding 400 euro, prior approval of the organisator is needed. Example: HIVA will reimburse all travel costs necessary to come to the meeting place and return home (including airfares, local transport from and to the airport, ...). However, participants need to request prior approval of HIVA if travel costs exceed 400 euro. Meeting consumables: Partners can reserve a part of the budget for meeting consumables, such as documentation, lunches, ... Example: HIVA will reserve 4,000 euro for meeting consumables (including lunches). Teachers fee: When needed, partners can provide a teachers fee of max. 250 euro/hour for teachers at summer schools (not for expert workshops). Keep also in mind that it is not possible at the moment to pay a teachers fee to a partner of InGRID. This will be checked with the EC (see minutes of kick-off meeting). Teacher subsistence costs and travel costs: If needed, partners can provide a reimbursement of subsistence costs for teachers (similar as for participants).
Remark: when partners will attend your event: Please be aware that the budgets for the organisation of the events (summer schools and expert workshops), including travel and subsistence costs for the event participants, were allocated to the InGRID partner who is responsible for the organisation. Because these events are also open for the staff of all InGRID partners and it was not possible to specify in advance which InGRID partner will attend which InGRID event, the entire event budget has been assigned to the organising partner only. However, the EC does not allow invoicing between partners within the consortium because of risks of double funding. The partner incurring the costs, must be the partner claiming the cost and getting it funded by the EC. For that reason and to avoid problems in case partners attend events, it is recommended that the organising partner deals directly with the travel arrangements and hotel booking of the participating partner. Other subsistence costs are to be covered by the budget of the participating partner. Financial information for participants
Please be aware that the EC applies as a general rule, that actual travel and related subsistence costs relating to the project may be considered as direct eligible costs, providing they comply with the beneficiary's usual practices and are adequately recorded, like any other cost. Below you find an example of such guidelines by HIVA. Please be aware that this example is not binding and that it mainly serves as a basis to provide your specific guidelines.
Example HIVA
The following financial information for participants is normally used for participants to HIVA-KU Leuven events. This information is only included as an example, but could not be complying with the other partners’ usual practices.
Registration fee
Attendance of the expert workshop is free-of-charge.
Travel Limits
HIVA will reimburse travel costs up to a maximum of 400 euro. For travel costs exceeding this amount, prior approval of HIVA is needed. These travel costs include airfares as well as any other local/ground transport costs from and to the airport.
Air Travel
In all cases, only economy airfares will be reimbursed except in very special circumstances and only with prior approval. First class, business class and premium economy tickets will be reimbursed at the level of the economy fare. In order to be reimbursed for your flight, you must include a printed itinerary showing the paid airfare/or original invoice and your boarding passes. Rail Travel
Participants electing to travel by train must take advantage of early booking fares where this is cheaper than purchasing tickets near to departure. Reimbursement is made for second-class travel only.
Car Travel
HIVA does not reimburse car rental. Participants choosing to travel to the expert meeting in their own car may claim mileage reimbursement at xxx/km for the roundtrip, up to the price of a second-class advance rail fare from their home to the expert meeting.
Local Travel
Information on how to get to a conference venue or hotel by public transport will be provided for the expert workshop. Please use the public transport options wherever reasonably possible and limit your use of taxis to the necessary occasions only. Taxi costs are only refunded for arrivals or departures before 7:00 or after 21:00. In all cases, local travel costs can only be reimbursed when the overall travel limit is not exceeded, and the claim is supported by receipts and/or tickets.
Accommodation costs
Participants should book and pay for their hotel room and include this in their expense claim. In order to be reimbursed for your hotel accommodation, you must include the original invoice of the hotel. The maximum number of nights that may be reimbursed equals the number of attended meeting days (as evidenced by the signed attendance list) and is limited to max. 130 euro/night (average amount for a 3-star hotel in Leuven). Additional nights at the hotel beyond the number specified for the meeting, or additional costs incurred for bringing a partner will not be reimbursed. In case more persons (e.g. spouse, partner) stay in the same room (double room) the accommodation costs for a single room will be reimbursed. Incidental expenses, such as using the Internet, the mini-bar, laundry, telephone, or any other service offered by the hotel, will not be covered and should be paid for on departure.
Meals
Refreshments and lunches will usually be provided during the meeting. Other costs for lunches or dinners, not provided by the organisers, will not be reimbursed. Submitting a cost claim
For your reimbursement, we can proceed in two ways: If the reimbursement should be made to your ‘institute’, your institute can send us an invoice. However, our university is obliged to work with order forms in view of an invoice. Therefore we first need the following information of your institute: VAT number + name and address of your organisation. Together with this information a detailed overview of the costs that have to be reimbursed should be sent to HIVA-KU Leuven. After the receipt of the HIVA-KU Leuven order form, your institute can send the invoice (clearly stating the VAT number of our university (BE 0419.052.173) + order form number). Please do not forget to attach all original receipts, invoices, boarding passes, ... If the reimbursement should be made to your personal account you have to complete and sign an ‘expense claim form’. This form will be downloadable from the project website prior to the meeting and will be sent to you by email as soon as the meeting has taken place. Please complete the form electronically as soon as possible and return it (preferably via email) to HIVA with (scans of) ticket stubs and other receipts. HIVA will check the documents and, if necessary, give you feedback on possible errors. After the check by HIVA, the participant will be requested to print, to sign and to send back the form and original receipts by land post.
We need to submit final accounts to the EC, who typically impose strict deadlines. We need your help in meeting these deadlines and ask that you submit your claim within one month of the meeting (or by the deadline indicated in the conference material if this is different). After this time, we will not normally be able to reimburse you. We cannot process Euro bank transfers without a valid International Bank Account Number (IBAN) and Bank Identifier Code (BIC) or SWIFT number and omitting them will cause delays in the reimbursement process. If your claim requires a currency conversion, HIVA will use the exchange rate on the first day of the conference as used by the EC xxx.
Trip Cancellation
In the event that a participant has booked his/her travel arrangements and hotel accommodation and then is subsequently unable to attend the summer school, the following policy shall apply: in the event of any cancellation or a change in itinerary for any reason costs for hotel accommodation and travel arrangements cannot be claimed to the meeting organisers. Practical tips and tricks for the organisation of an event < to be completed >
Programme Make sure you present the whole InGRID project during the first day of your event. This presentation is also a good opportunity to promote other InGRID events and the visiting grants for transnational access. To ensure that participants attend the full length of your event (instead of arriving late the first day or leaving early the last day), it is suggested to start the event around noon (or 11am) the first day and end your event again at noon or in the early afternoon the last day. Provide some time for participants to get to know each other, especially for the longer summer schools (5 days). Also time for networking should be included in your programme.
Guidelines for presenters
Presentation slides To avoid complications with multiple versions of slides, we ask participants to bring presentation slides on a USB stick. Please come to the presentation room 10 minutes before the session starts to save your presentation on the laptop. Try to keep your presentation simple and straightforward. Do not overload your slides with text.
Time allocation For the presentation session, each presenter will have XX minutes for presentation and XX minutes for discussion.
Guidelines for posters
Guidelines for discussants
During the event Ask participants to sign an attendance list every day (necessary for reporting) and reimbursement of costs.