European Collaboration on Dementia: First Interim Report This project has received financial support from the European Commission. Neither the European Commission nor any person acting on its behalf is responsible for any use that might be made of the following information. Alzheimer Europe . Route de Thionville 145 . L- 2611 Luxembourg . Alzheimer Europe European Collaboration on Dementia Table of contents 1 WP 1 – COORDINATION 4 2 WP 2 – DISSEMINATION 39 3 WP 3 – EVALUATION 41 4 WP 4 - SOCIAL SUPPORT SYSTEMS 42 5 WP5 - DIAGNOSIS AND TREATMENT 88 6 WP 6 – PSYCHO-SOCIAL INTERVENTIONS 105 7 WP 7 – PREVALENCE RATES 123 8 WP 8 – SOCIO-ECONOMIC IMPACT 167 9 WP 9 – RISK FACTORS AND PREVENTION 208 3 Alzheimer Europe European Collaboration on Dementia 1 WP 1 – Coordination 1.1 Introduction The work package on coordination was aimed at the overall project management and the coordination of activities of the various work packages, as well as the contractual and financial administration of the project, the organization and follow-up of meetings and the reporting to the European Commission. Furthermore, the work package aimed at developing internal rules for conflict resolution, risk management and financial reporting. The work package was also dedicated to the identification of third parties for consultation and endorsement of the guidelines and recommendations developed in the framework of the project. 1.2 Progress so far Financial regulations were developed and presented to the work package leaders and all other participating organisations (See Annex 1). Alzheimer Europe collected information on organisations with an interest in dementia across Europe and in particular on those organisations affiliated to the organisations involved in the steering committee, namely European Alzheimer’s Disease Consortium, European Association of Geriatric Psychiatry, Dementia Panel of the European Federation of Neurological Societies, Interdem, International Association of Gerontology – European Region and the North Sea Dementia Research Group (See Annex 2 for list of organisations). The steering committee met in the framework of the Alzheimer Europe conference in Paris (2 July 2006). The various work package leaders provided an update of the progress of their respective work packages at the meeting, with the members of the steering committee providing useful contact information and guidance on the future progress of their work (See Annex 3 for the minutes of the meeting). Also, the meetings of the different work packages were organised at the same time, in order to allow work package leaders to provide an update of their work, identify areas for collaboration or overlap and to benefit from the experience of the different project partners. While progress on this work package was satisfactory so far, a number of issues, such as the integration of the addresses of interested organisations in an Internet-based database or the adaptation of the AE Intranet to allow better exchange of information between project partners envisaged in the project application have not yet been finalised. Similarly, the internal rules on conflict resolution and risk management have not been completed. These actions of the work package will be completed in 2007. 4 Alzheimer Europe European Collaboration on Dementia 1.3 Annex 1: Financial regulations 1.3.1 Introduction These financial regulations provide information to the different project partners on their financial reporting duties to Alzheimer Europe and the European Commission. They should be read in conjunction with the financial provisions contained in the contract from the European Commission, of which each centre received a copy by e-mail. 1.3.2 Payment procedures 1.3.2.1 Bank information Each centre shall provide full banking details to Alzheimer Europe, which will use this information for the payment of grants to the different centres. 1.3.2.2 Initial payment After the contract has been signed by all contract partners and the European Commission, a first payment of 30% of the overall grant will be made to Alzheimer Europe. Alzheimer Europe will provide each participating centre with 30% of their respective grant. 1.3.2.3 Second payment As specified in the financial provisions of the Commission contract, Alzheimer Europe will be paid a further 20% of the total grant after receipt and acceptance by the European Commission of the first interim report and first financial report. These reports should be sent to the Commission no later than 1 March 2007. To allow Alzheimer Europe to prepare the global financial report, each centre shall provide Alzheimer Europe with a detailed breakdown of all expenditure and will do so no later than 31 January 2007. Failure to so by the deadline of 31 January 2007 will result in the missing centre not receiving the second payment of its total grant and payment will be deferred until the next reporting period. Similarly, centres having used up less than 70% of their initial grant payment will not be paid their second instalment until the next reporting period. Centres having complied with these regulations and having used up at least 70% of their initial grant payment will be paid a further 20% of their grant after receipt of the second instalment from the European Commission. 1.3.2.4 Third payment A further 20% of the total grant will be paid to Alzheimer Europe after receipt and acceptance by the European Commission of the second interim report and second financial report. These reports should be sent to the European Commission no later than 1 March 2008. To allow Alzheimer Europe to prepare the global financial report, each centre shall provide Alzheimer Europe with a detailed breakdown of all expenditure and will do so no later than 31 January 2008. 5 Alzheimer Europe European Collaboration on Dementia Failure to so by the deadline of 31 January 2008 will result in the missing centre not receiving the third payment of its total grant and payment will be deferred until the next reporting period. Similarly, centres having used up less than 70% of their previous grant payments will not be paid their third instalment until the next reporting period. Centres having complied with these regulations and having used up at least 70% of their previous grant payments will be paid a further 20% of their grant after receipt of the third instalment from the European Commission. 1.3.2.5 Payment of the grant balance The grant balance will be paid to Alzheimer Europe after acceptance by the Commission of the final report and final financial report. Alzheimer Europe will transfer these funds to the different project partners immediately after receipt of the final payment by the European Commission. Payments to be made to project partners will not exceed the amounts for Community contribution included in the Commission Contract. 1.3.2.6 Calculation of final Commission grant The final grant of the European Commission may not exceed €843,019 for the total of the project, nor can it exceed 59.23% of the total cost of the project. Should the total cost of the project be less than €1,423,190, the final grant of the Commission will be reduced proportionately. The same rules apply to the different budgets of the project partners in that the grant will be reduced if the total expenditure of a project partner is below the total expenditure budgeted for the centre. At the same time, should the total expenditure of a centre exceed the total amount of the budgeted expenditure, the grant may not be increased proportionately. 1.3.3 Financial Reporting Each centre is responsible for the management of its budget and shall provide Alzheimer Europe with yearly financial reports of all costs incurred by the centre for the project. Alzheimer Europe will collect the financial reports of the different partners and present global financial reports to the European Commission for the totality of the project. 1.3.3.1 Deadlines for financial reporting In line with the requirements of the European Commission, project partners are required to submit their financial reports at least one month before the deadline for submission of the global financial report to the European Commission. • For the first financial report (covering the period of 1 January 2006 to 31 December 2006), the deadline is 31 January 2007 • For the second financial report (covering the period of 1 January 2007 to 31 December 2007), the deadline is 31 January 2008 • For the first financial report (covering the period of 1 January 2008 to 31 December 2008), the deadline is 28 February 2009. 6 Alzheimer Europe European Collaboration on Dementia 1.3.3.2 Structure of financial report Each centre shall include the following information on its financial report which will need to be printed on the headed letter paper of the participating centre and signed by a representative of the centre. A model financial report is enclosed in the annex. 1.3.3.3 Declaration of honour The financial report shall be preceded by the following mention: The undersigned, NAME AND FUNCTION, acting on behalf of NAME OF CENTRE hereby certifies that the following constitutes a fair and true presentation of the expenditure occurred by NAME OF CENTRE for the carrying out of activities of the project “European Collaboration on Dementia – Agreement Number 2005108” for the year YEAR. 1.3.3.4 Staff costs Staff costs should be presented as follows: NAME OF STAFF MEMBER: NUMBER OF DAYS x DAILY RATE = TOTAL Supporting evidence: Each centre will be required to send in to Alzheimer Europe the filled in time sheets (See Annex) for the days spent by staff of the centre on the project For the calculation of costs, you can use the following formulas (either total monthly staff costs including all costs to the employer divided by 20 OR total yearly staff costs including all costs to the employer divided by 220).