INTAS guidelines for Periodic and Final reports on research project and network grants

INTAS Guidelines for Periodic and Final Reports on

RESEARCH PROJECT AND NETWORK GRANTS

→ The report should cover the whole period since the start of the project, and clearly point out the progress achieved since the last report. → Total length: approximately 5 to 10 pages (+ annexes). → The guidelines can be downloaded from the INTAS Home Page on the INTERNET: http://www. INTAS. be

Objectives of the report: In accordance with the General Conditions of the Co-operation Agreement the report should: ·  demonstrate the scientific progress in comparison to the Work Programme, ·  elucidate the intensity of collaboration among the Contractors, ·  identify the potential for valorisation and exploitation of the results (if appropriate), ·  address administrative problems and initiate remedial actions, ·  show how the funds available up to now have been spent, and ·  justify the payment of the next instalment of the grant.

TECHNICAL INFORMATION

Call specification:	>insert Call name<
Title:	>insert<
Reference no:	>insert full reference number – pls. insert also in the header of following pages<
Total grant:	>insert<
Start date:	>insert<
Duration:	>insert<
Co-ordinator/ Person in charge of Management:	>insert name/address/phone/e-mail<
Team information:	>insert team names, organisation, city, country, e-mail (update if necessary)<
First periodic report due:	>insert or delete if not applicable<
Second periodic report due:	>insert or delete if not applicable<
Final report due:	>insert<
Submission date of this report:

1 RESEARCH

1.1.  Overview of Research Activities / Conformance with the Work Programme (1/2-1 page)

·  Which work specified in the Work Programme has been carried out by each of the Contractors up to now? Refer to the tasks of the Work Programme and planned involvement of the contractors.

·  Has the research been in accordance with the Work Programme? If not, in what respect and why?

·  Do you foresee any deviations from the Work Programme for the future? If yes, which ones and why?

1.2.  Scientific Results (max. 2 pages, + list of references)

·  What are the main results achieved up to now and what is their scientific significance? Include references to the list below if publications were made already.

·  Up to now, which scientific papers, presentations & patents have resulted directly from this project? NOTE: Papers, which were published before the project started, or which do not acknowledge the support of INTAS, MUST NOT be included.

List the references under the following headings:

Ø  Joint Publications of INTAS and NIS project teams

§  International journals

§  National journals

§  Abstracts in proceedings (indicate invited publications)

Ø  Publications without INTAS-NIS co-authorship of the project teams

§  International journals

§  National journals

§  Abstracts in proceedings (indicate invited publications)

Ø  Books, monographs, internal reports, thesis, patents

·  Summarise the scientific output (number of papers, etc.) in the table below:

	ALL PUBLICATIONS	ONLY: Jointly by INTAS and NIS Project teams
Scientific Output	published	in press or accepted	submitted
Paper in an International Journal
Paper in a National Journal *)
Abstract in proceedings (conferences, workshops)
Book, Monograph *)
Internal Report **)
Thesis (MSc, PhD, etc.) *)
Patent

*) Indicate the language

**) Indicate if a report has not been published purely in order to protect intellectual property rights.

1.0 Objectives/Concept

·  Insert objectives/concept as outlined in your Work Programme.

1.1 Overview of Research Activities / Conformance with the Work Programme (½ – 1 page)

·  Give an overview of the activities carried out by you/ the consortium so far with reference to the objectives. Indicate important achievements and explain their relevance in the context of the activity. Which work specified in the Work Programme has been carried out by each of the Contractors up to now? Refer to the tasks of the Work Programme and planned involvement of the Contractors.

1.2 Compliance with the Work Programme (½ – 1 page)

·  Has the research been in accordance with the Work Programme? If not, in what respect and why?

·  Do you foresee any deviations from the Work Programme for the future? If yes, which ones and why? If necessary, define new milestones.

1.3 Results (max. 3 pages + list of references) and - in the final report only - a summary of results

1.3.1 Scientific results (max. 3 pages + list of references)

·  What are the main results achieved up to now and what is their scientific significance? Point out any deliverables resulting from the activities and, if relevant, indicate their impact on and applications in a wider scientific (or other) environment.

Up to now, which scientific papers, presentations and patents have resulted directly from this project? NOTE: Papers, which were published before the project started, or which do not acknowledge the support of INTAS, MUST NOT be included.

1.3. Impact and Applications

Describe the impact of the results achieved to date, i. e. how and in which areas they may potentially be applied such as impact on science in the fields of the project and on other scientific fields, impact on society, environmental impact, economic impact, impact on technology, commercial exploitation, etc., outline your dissemination plan, if any.

If your project is dealing with applied research and/or technology development:

·  Describe in which area of human activities the results of your project are expected to find an application (e. g. public health, energy, environment, agriculture, food, telecommunication, etc.).

·  Describe the potential impact of the results achieved to date, in terms of societal value and/or in terms of potential economic value, including if relevant commercial exploitation of the technology.

·  Which concrete steps did you undertake to date towards results implementation? Referring to your dissemination plan, describe any dissemination activities and – where relevant – concrete steps undertaken in the framework of your project towards application of its results, beyond the information provided in the publicly accessible section.

·  Are you seeking patents or other protection of intellectual property? If yes, specify which and in which geographical area.

·  If your project is dealing with technology development, did you establish a Technology Implementation Plan (TIP); if yes, give an outline of it. In particular, specify if you have or are planning to negotiate license agreements for technology implementation.

·  Do you seek collaboration to further pursue you research in this area such as research and development support, information exchange/training, private/public partnership?

·  Would you consider applying for an INTAS Innovation Grant if the opportunity is given?

1.3.2 Impact and practical applications (if appropriate)

·  Describe the impact of the results achieved to date, i. e. how and in which areas they may potentially be applied, for example: impact on the science in the fields of the project and on other scientific fields, impact on society, environmental impact, economic impact, impact on technology, commercial exploitation, etc.

·  Have you undertaken steps towards results implementation? Which stage of development have you achieved? Referring to your dissemination plan, describe any dissemination activities and – where relevant – steps towards applications of results or innovation undertaken by your project, beyond the information provided in the publicly accessible section. Did you establish a Technology Implementation Plan (TIP)?

·  Are you seeking patents or other protection of intellectual property? If yes, specify.

·  Do you seek collaboration to further pursue your results such as research and development support, information exchange/training, private/public partnership?

·  Do you intent to apply for an INTAS Innovation Grant?

1. 34. .3 Summary of results

Attention: A summary of results is to be provided in the final report only!

Note: The summary of results and the up to ten key references may be published on the European Community’s CORDIS website (www. cordis. lu) and on the INTAS website (www. intas. be) and may be used for publicity purposes.

The summary should not exceed one page and should give a comprehensive overview of the activity carried out.

·  Provide a short description of the results of the project.

·  Summarise the impact of the results, i. e. how and in what areas they may potentially be applied, for example: impact on the science in the field of the project and other scientific areas, impact on society, economic impact, impact on technology, commercial exploitation, etc.

·  List up to 10 references of key papers, if applicable, resulting directly from the project and, when available, the relevant e-link.

1. 5 Role and Impact of INTAS

Attention: The INTAS impact assessment is to be provided in the final report only!

In your mind (i. e. the Co-ordinator’s) how important was this grant for starting and carrying out the project? Please tick the adequate boxes in the table below.

Role of INTAS	Definitely yes	rather yes	rather not	definitely not
Would the project have been started without funding by INTAS?
Would the project have been carried out without funding from INTAS?

From your point of view, what were the most important achievements of the project? Please tick the adequate boxes in the table below.

Main achievement of the project	very important	quite important	less important	not important
exciting science
new international contacts
additional prestige for my lab
additional funds for my lab
helping scientists in NIS
other (specify):

·  Will the project continue?

·  Will the co-operation among the project Contractors continue in the future?

2 MANAGEMENT

2.1.  Meetings and visits

·  What co-ordination meetings, exchange visits of scientists, or major field trips took place up to now?

Provide a list giving: Name of the person, team, place of travel, date, purpose.

·  Summarise the meetings and visits in the table below:

Visits	Number of scientists	Number of person days
West ==> East
East ==> West
West ==> West
East ==> East

2.2. Collaboration

In your opinion, how intense was the collaboration among the different Contractors up to now?

Intensity of Collaboration	high	rather high	rather low	low
West <=> East
West <=> West
East <=> East

In this project, do you co‑operate to a major extent with additional (inter)national organisations and institutions not mentioned in the Co-operation Agreement? If yes, please, specify.

2.2.  Time Schedule

·  Up to now, has the time planning been in accordance with the Work Programme?

·  Do you foresee any deviations from the Work Programme for the future? If yes, please, specify.

2.4. Problems encountered

·  Up to now, did you encounter any major problems (e. g. with regard to quality and quantity of the scientific contributions of the different Contractors, tele­communication, the transfer of funds and goods, taxation, customs)? If yes, please specify the problems and describe how you solved or intend to solve them.

·  Summarise your experiences in the table below.

Problems encountered	major	Minor	none	not applicable
Co-operation of team Members
Transfer of funds
Telecommunication
Transfer of goods
Other

2.5. Actions required

At present, do you have or do you foresee any problem which needs action from INTAS? E. g. is there any need to prolong the duration of the project (i. e. without additional funding) or to amend other aspects of the co-operation agreement? If yes, what is the problem and which actions do you recommend?

2.1

2.1.1 Project management

Please indicate management activities in the reporting period.

·  What co-ordination meetings, exchange visits of scientists, or major field trips took place up to now? Provide a list giving: name of the person, team, place of travel, date, purpose.

·  Are there any co-ordination meetings, exchange visits of scientists or major field trips planned for the remaining duration of the project? If yes, please, specify.

2.1.2 Problems encountered in the management

·  Up to now, did you encounter any major problems (e. g. with regard to quality and quantity of the scientific contributions of the different Contractors, telecommunication, the transfer of funds and goods, taxation, customs)? If yes, please specify the problems and describe how you solved or intend to solve them.

2.1.3 Collaboration

·  Please comment on the intensity of the collaboration within the consortium and the level of involvement of each Contractor. Summarise the situation by using the table below.

Intensity of Collaboration	High	rather high	rather low	low
West « East
West « West
East « East

·  In this project, do you co-operate to a major extent with additional (inter)national organisations and institutions not mentioned in the Co-operation Agreement? If yes, please, specify.

·   

3. FINANCES (in EURO[1])

3.1. This grant

How did you spend the money of this grant? Please use the table below to give for each Contractor a consolidated breakdown in EURO1 of the expenditures actually incurred under the different cost categories. Please use the figures certified by each team leader in their Individual Cost Statements of the General Conditions, Part D1. In the periodic reports the table below may replace the Summary Cost Statement of the General Conditions, Part D2. In the final report only! For each contractor, a signed copy of each Individual Cost Statement (GC D1) must be kept by the Coordinator and should be sent to INTAS upon request. The Coordinator shall establish the Summary Cost Statement of the General Conditions, Part D2 based Individual Cost Statements, sign it and submit it to INTAS in original.

Note:

·  The consolidated table below should cover both the whole amount of the grant (in the final report including the final 10% not yet received) and the whole duration of the project. ·  Contractors are not allowed to incur costs after the end of the project ·  Unused and/or unaccounted funds must be returned to INTAS.

*) List the Contractors in the same order and with the same numbers as in the Work Programme.

**) Contractors from INTAS Member States are not allowed to spend money of this grant on equipment in projects since calls 2003.

·  Has the spending been in accordance with the one foreseen in the Work Programme? If not, in what respect and why?

·  Briefly explain expenditures on equipment, consumables and other costs.

3.2. Other funding

Did your project receive substantial funding from other sources than INTAS? If yes, please indicate the sources and the approximate amounts received.

4. HOW AND WHEN TO SUBMIT THE REPORT(S)

The Co-ordinator shall submit the report, consolidating the work and results of all the Contractors, by e-mail and, subsequently by mail, duly signed by the Co-ordinator for approval by INTAS. Please submit one hard copy in the case of an INTAS Call, and two copies in the case of a collaborative Call (INTAS with a co-funding party), one hard copy to be forwarded by INTAS to the co-funding party. Each periodic progress report shall be submitted within one month of the end of the relevant reporting period. A final report shall be submitted within two months following the period specified in the Grant Agreement, or the completion of the work, if earlier.

Please note, INTAS is currently preparing an INTERNET based management system for running projects that will support coordinators also in the preparation of reports. Upon its implementation and further notice the submission of reports will be adapted accordingly.

COST STATEMENT PER CONTRACTOR[2]( Annex II, General Conditions Part D(1))

For the final report only! A signed copy of each contractor’s cost statement must be kept by the Coordinator and submitted to INTAS on request.

For the period from to

INTAS Ref. No.:

Project Title:

Exchange rate used for conversion from the used currency to Euro[3]:

Attention:

Please specify the actual costs incurred for the project during its contractual duration which are financed by the INTAS grant. Any main cost items such as equipment (> 1000 Euro), significant purchase of consumables (>1000 Euro), project meetings and any other travel (aim, destination and duration, scientists involved, costs incurred) etc. should be specified overleaf. Please specify in the Cost Statement to the Final Report the full Contractor’s grant including the final payment of 10 % possibly still to be received by you. A final payment will only be made for costs advanced by the Contractor, pending Individual Grants or, within their allowable maximum, to cover Overhead Costs.

Contractor’s Certificate:

I certify that:

-  the above costs are derived from the resources employed and were necessary for the work under the Co-operation Agreement,

-  such costs have been incurred and fall within the definition of allowable costs as specified in Articles 11,12 and 13 of the General Conditions to the Co-operation Agreement,

-  all supporting documentation for justifying the costs is available for audit.

Name of Contractor:

Date, Name and Signature of the authorised representative/NIS team leader:

SUMMARY COST STATEMENT (Annex II, General Conditions Part D(2))

For the final report only! A signed copy of the Summary Cost Statement must be submitted to INTAS duly signed by the Coordinator

For the period from to

INTAS Ref. No:

Project Title:

Attention:

Please only use amounts in Euro[4] in this Summary Cost Statement based on the Cost Statements per Contractor. Identify main cost items such as equipment (> 1000 Euro), significant purchases of consumables (>1000 Euro), project meetings and other project related travel etc. as specified in the Contractor’s Individual Cost Statements.

Please specify in the Summary Cost Statement of the Final Report the use of the full INTAS Project grant including the final payment of 10 % still to be received. The final payment covers costs advanced by the Contractors, pending Individual Grants or, within their allowable maximum, Overhead Costs.

Remarks:

Coordinator’s Certificate

I hereby certify that the above costs to my best knowledge are true and honest, have been incurred and fall within the definition of allowable costs as specified in Articles 11, 12 and 13 of the General Conditions to the Co-operation Agreement and were necessary for the execution of the project. The above Summary Cost Statement has been compiled based on each of the Contractor’s Cost Statements submitted to me which are available for audit.

Name of the Co-ordinator:

Date and original signature of the Co-ordinator:2.2 Financial Overview (in euro[5])

How did you spend the money that has been available from this grant up to now? Please fill in the Summary Cost Statement provided in the General Conditions (Annex II, Part D (2)) of your grant agreement and give for each Contractor a breakdown in EURO1 of the expenditures actually incurred under the different cost categories. Provide the explanations requested in the Cost Statement.

·Up to now, has the spending been in accordance with the one foreseen in the Work Programme? If not, in what respect and why?

·Briefly explain expenditures on equipment, consumables and other costs.

·For the remaining duration of the project, do you foresee any deviations from the cost table given in the Work Programme? If yes, which ones and why?

2.3 Comments and suggestions to INTAS

·Do you have any comments or suggestions for INTAS

3 HOW AND WHEN TO SUBMIT THE REPORT(S)

The Co-ordinator shall submit the report, consolidating the work and results of all the Contractors, by e-mail and, subsequently by mail, duly signed by the Co-ordinator for approval by INTAS. Please submit one hard copy in the case of an INTAS Call, and two copies in the case of a collaborative Call (INTAS with a co-funding party), one hard copy to be forwarded by INTAS to the co-funding party. Each periodic progress report shall be submitted within one month of the end of the relevant reporting period. A final report shall be submitted within two months following the period specified in the Grant Agreement, or the completion of the work, if earlier.

·Attach the Summary Cost Statement as annexed to the General Condition to the Grant Agreement (Annex II, Part D (2)). The Cost Statements per Contractor (Annex II, Part D (1)), together with the individual reports of each team describing its work undertaken in relation to the work programme and results achieved, shall be kept by the Co-ordinator but provided to INTAS on request.

·If appropriate, include reprints of (key) papers with acknowledgement of INTAS support and any other items you consider to be of relevance to the project (pictures, videos, recordings, etc.).

·Copies of invoices, etc., should only be added upon request from INTAS.

[1] To calculate exchange rates you might use the currency converter as provided at http://www. /converter/classic, the official converter for EU currencies can be found at http://europa. eu. int/comm/budget/inforeuro/en/index. htm

[2] To be kept by the Co-ordinator and to be submitted to INTAS on request

[3] To calculate exchange rates you might use the currency converter as provided at http://www. /converter/classic,

the official converter for EU currencies can be found at http://europa. eu. int/eurobirth

[4] To calculate exchange rates you might use the currency converter as provided at http://www. /converter/classic, the official converter for EU currencies can be found at http://europa. eu. int/eurobirth

[5] To calculate exchange rates you may use the currency converter as provided at http://www. /converter/classic; the official converter for EU currencies can be found at http://europa. eu. int/comm/budget/inforeuro/en/index. htm