GRANTS

ITC Conference Grants

PURPOSE OF ITC CONFERENCE GRANTS

ITC Conference Grants are aimed at supporting ECI* and PhD students** from Participating ITC*** to attend international science and technology related conferences, event or activity on the topic of the Action that are not organised by the COST Action.

A Conference Grant is a fixed financial contribution which takes into consideration the budget request of the applicant and the outcome of the evaluation of the application by the ITC Conferene Grant Committee. Conference Grants do not necessarily cover all of the expenses related to participating in a given conference. A Conference Grant is a contribution to the overall travel, accommodation and meal expenses of the selected Grantee. The application must be submited at least 45/60 days before the conference start date.

ITC Conference Grants are aimed at supporting Early Career Investigators (ECI) and PhD students from Participating. ITC to attend international science and technology related conferences, event or activity on the topic of the Action that are not organized by the COST Action.

* see pages 3-4 from this document

WHO CAN APPLY

Conference Grants are exclusively reserved for PhD students and ECI’s with a primary affiliation in an institution located in an ITC.

  • * An applicant can be considered as being an ECI when the time that has elapsed between the award date of the applicants PhD and the date of the applicants first involvement in the COST Action 18130 does not exceed 8 years.
  • ** PhD students must demonstrate their enrollment in a PhD Course.
  • *** The following countries are considered ITC: Bosnia-Herzegovina, Bulgaria, Cyprus, Czech Republic, Estonia, Croatia, Hungary, Lithuania, Latvia, Luxembourg, Malta, Montenegro, Poland, Portugal, Slovenia, Slovakia, the former Yugoslav Republic of Macedonia, Republic of Serbia and Turkey.

If you are interested in, please follow this link.

The following eligibility criteria apply:

  1. Conference Grants are exclusively reserved for PhD students, PhD candidates and ECI’s with a primary affiliation in an institution located in an ITC participating in the Action.
  2. The applicant must make an oral/poster presentation at the conference in question and must be listed in the official event/conference programme. The main subject of the oral presentation / poster presentation / speech at the approved conference must be on the topic of the Action and must acknowledge COST (see Section 9 Vademecum).
  3. The participation of each applicant must be pre-approved by the Action MC.

Both oral and poster presentation, but oral presentation will be preferred.
Eligible International Conferences
European Conferences are preferred, but conferences elsewhere can be considered as well.

WHAT YOU CAN APPLY FOR

The maximum financial support for the awarded applicant will be 1500 Euro. If the total cost of the conference is higher than 1500 Euro, the applicant has to proof she/he has been granted the difference from the other source.

For detailed rules regarding eligibility and financial support, please see the relevant sections of the COST Vademecum.

HOW TO APPLY

This is a step-by-step guide to applying for an ITC… found at the COST Vademecum. Please contact (ITC Conference Grant coordinator) if you have any queries. The application process is as follows:

  1. On-line registration and application on e-COST but do not submit
  2. The list of supporting documents to be submitted for the evaluation are:

The applications must be send completed and must contain the following documents written in English:

    1. Application form to the COST Action CA18130
    2. Complete printout or Screenshot of your e-COST ITC application
    3. A short Resume (max. 2 pages)
    4. Complete List of Publications
    5. Copy of the last diploma received
    6. A Detailed Motivation Letter (max. 1 (one) A4-sized pages of single spaced text in Times New Roman font size 12)
    7. A copy of the abstract submitted to the conference
    8. Proof of acceptance of the abstract by the conference for an oral/poster presentation
    9. A synopsis of the motivation to participate to the conference (maximum 3 A4-sized pages of single spaced text in Times New Roman font size 12) set out under the following headings:
      I) Description of the conference and of its sessions, with particular focus on the session to which the contribution is submitted;
      II) Justification in what the conference is relevant to the CA;
      III) Justification in what the contribution submitted is relevant to a specific conference session;
      IV) Description of the relevance of the work presented in fulfilling the objectives of the CA 18130 MoU and benefits for the CA 18130;
      V) New knowledge / type of information expected from attending the conference;
      VI) Relevance of attending the conference for the carrier of the ITC grantee, including timeless and relevance of the ITC;
      VII) Networking aspects;
      VIII) Dissemination plan of the results and conference follow up expected; References must be provided as:
      Smith J., Smith2 J., Smith3 J., et al Title of the publication (year) Entire Journal Name, Volume, Issue, pp: first-last.
    10. A brief description of the applicant’s involvement in the COST action (maximum ½ A4- sized pages of single spaced text in Times New Roman font size 12);
    11. A letter of recommendation from the supervisor of the candidate;
    12. A letter stating from the supervisor of the candidate that no other funds are available for the requested costs of this mission (see template);
    13. A budgetary breakdown of the full Conference costs and the needed funds required for the participation to the Conference (with screen shots of travel booking web sites substantiating each expense, printouts or screenshots of the conference web site confirming the effective registration fee, list of meals included in the registration fee).

The candidates should send all the documents electronically in PDF format, as a single PDF file and with the above mentioned order to ITC. Candidates are to keep one complete copy of the entire application with original signatures in paper form.

EVALUATION CRITERIA FOR AWARDING

The ITCs coordination team of the Action will make the scientific and budgetary assessment and decision of the application. The ENFORCE TXRF ITCs coordination team consists of seven scientists, in addition to the Action’s Chair, who is authorized to take the final decision. External advice may be sought.

The ITCs coordination team is constituted by:

  • Laura Borgese, Chair of the CA 18130 ENFORCE TXRF
  • Jasna Jablan, Vice Chair of the CA 18130 ENFORCE TXRF
  • Wojciech M. Kwiatek, ITC Conference Grant Coordinator
  • José Paulo Santos, Co-leader of WG1 or Viktor Mihucz, Co-leader of WG1
  • Diane Eichert, Co-leader of WG2 or Thomas Hase, Co-leader of WG2
  • Eva Margui, Co-leader of WG3 or Yasin Arslan, Co-leader of WG3
  • Pranvera Lazo, Co-leader of WG4 or Diana Guimares, Co-leader of WG4
  • Ramon Fernandez Ruiz, Science Communication Manager

The ITCs coordinating team and other evaluators will not be involved in the assessment of proposals in which they have a personal or financial interest.

Approval:

ITC Selection Criteria
General Criteria (weight 2)

  1. The ITC Conference Grant serves for the exchange and acquisition of know-how;
  2. Usefulness of the Conference selected to help to develop the career of the applicant;
  3. Scientific quality of the abstract submitted;
  4. Involvement of the candidate in the COST Action CA 18130;
  5. Benefit for the COST Action CA 18130 (if any);
  6. The application serves the goal of fostering collaboration in the field of TXRF analysis, in particular, establishing new scientific contacts;
  7. The application should be financially justified meaning that the estimate of the expenses is reasonable
The evaluation criteria, values and weights are depicted in the table below: Criteria to score the ITC Conference Grant
Criteria and weight Low (1-4) Medium (>4-8) High (>8-10) SubTotal
Relevance of the ITC for the exchange and acquisition of know-how (weight 0.15)
Usefulness of the Conference selected (weight 0.2)
Scientific quality of the abstract (weight 0.2)
Potential for publication / proceedings (weight 0.15)
Involvement of the candidate in the CA (weight 0.1)
Benefit for the CA (weight 0.1)
Possible future collaboration in the field of TXRF analysis/ establishing new scientific contacts (weight 0.1)
TOTAL
  • Criteria taken into account for the final decision (weight 1)
  • Justification of the application budget
  • No previous ITC Conference Grant by the same applicant
  • No previous ITC Conference Grant by the same home laboratory for a fair spread of researches across the network
  • Geographical distribution of applicants across the ITC Conference Grant
  • Early Career Investigator (PhD obtained <5 years) or PhD candidate
  • Gender balance across the ITC Conference Grant

Subjective criteria based on the quality of the applicant and the letter of motivation (weight 1)

Registration and deadlines

Open deadlines:

  • February 28th for the Conference period: May – August
  • June 30th for the Conference period: September – December
  • October 31st for the Conference period: January – April
  • Conference period is considered for the beginning of Conference.

GUIDELINES FOR GRANT PAYMENT

The Grantee has 30 calendar days from the end date of the Conference in question to submit either a certificate of attendance and/or a report to the ITC Conference Grant Manager of the Action. and the Action’s Grant Holder. Yes reference to the COST Vademecum page etc should be inserted. Before the other information. I would also keep the same sentences reported in the Vademecum.

Mandatory Acknowledgements

Successful conference grant holders must properly acknowledge their COST financial support, received through the ENFORCE TXRF COST Action CA18130, in their published work (paper, proceeding) as well as on the presentation slides. The ENFORCE TXRF logo has to be put on each slides and presentation support.

Step after the Conference

The grantee is required to submit a scientific report (min 5, max 10 A4-sized pages of single spaced text in Times New Roman font size 12) to the ITC coordination team, within 30 days after the end date of the STSM.

The report should describe

  • Purpose of the Conference;
  • Return from the scientific communities on the grantee’s contribution;
  • Potential impact of the Conference on the grantee carrier path;
  • Knowledge obtained during the Conference (with references and short outlines of knowledge acquired during the various sessions);
  • Future collaboration(s) discussed (if applicable);
  • Visibility of the COST Action;
  • Foreseen publications/articles/proceedings (to be provided separately);
  • Other comment (if any).

In addition the slides of the contribution should be joined as PDF. The failure to submit the scientific report within 30 days will effectively cancel the grant. Please note that the COST Association can request additional information to substantiate the information contained within the documents submitted by ITC applicants and grantees.

(Please note that the COST Association can request additional information to substantiate the information contained within the documents submitted by STSM applicants).

ACKNOWLEDGMENTS

…please add the following acknowledgement in your paper/presentation:
“Part of this work was supported by the COST Action CA18130 ENFORCE-TXRF”
Send a copy of the article, abstract or other to the ITC Conference Grant Manager and the Action Chair

THE PURPOSE

According to Memorandum of Understanding for the implementation of the COST Action “European Network for Chemical Elemental Analysis by Total Reflection X-Ray Fluorescence” (ENFORCE-TXRF) CA18130.

The ITC Conference Grants are aimed at supporting Early Career Investigators (ECI) and PhD students from participating Inclusiveness Target Countries (ITC) to attend international science and technology related conferences, event or activity on the topic of the Action that are not organized by the COST Action. A Conference Grant is a fixed financial contribution which takes into consideration the budget request of the applicant and the outcome of the evaluation of the application by the ITC Conference Grant Committee. Conference Grants do not necessarily cover all of the expenses related to participating in a given conference. A Conference Grant is a contribution to the overall travel, accommodation and meal expenses of the selected Grantee.

WHO CAN APPLY

Conference Grants are exclusively reserved for PhD students and ECI’s with a primary affiliation in an institution located in an ITC.

  • An applicant can be considered as being an ECI when the time that has elapsed between the award date of the applicant’s PhD and the first day of the conference, event or activity she/he is applying for does not exceed 8 years;
  • PhD students must demonstrate their enrollment in a PhD School;
  • The following countries are considered as ITC: Bosnia-Herzegovina, Bulgaria, Cyprus, Czech Republic, Estonia, Croatia, Hungary, Lithuania, Latvia, Luxembourg, Malta, Montenegro, Poland, Portugal, Slovenia, Slovakia, the former Yugoslav Republic of Macedonia, Republic of Serbia and Turkey.

eligibility criteria

The following eligibility criteria apply:

  1. The applicant must make an oral/poster presentation (but oral presentation will be preferred) at the conference in question and must be listed in the official event/conference program. The main subject of the oral presentation / poster presentation must be on the topic of the Action and must acknowledge COST (see Section 9 of Vademecum).
  2. The participation of each applicant must be pre-approved by the Action MC.
  3. European Conferences are preferred, but conferences elsewhere can be considered as well.

WHAT YOU CAN APPLY FOR

The maximum financial support for the awarded applicant will be 1500 Euro. If the total cost of the conference is higher than 1500 Euro, the applicant has to proof she/he has been granted the difference from the other source.
For detailed rules regarding eligibility and financial support, please see the relevant sections of the COST Vademecum.

HOW TO APPLY

In order to apply the applicants must carefully read the funding rules detailed herewith and in Section 9 of the COST Vademecum (http://www.cost.eu/download/COSTVademecum).

One has to note that COST Action makes refunds! No money is available in advance!

The application process is as follows:

  1. The Applicant will first need to ‘create e-COST account’ (if do not have already one) – which will include the details of the bank account where the grant will be lodged if your ITC-CG application is approved and the conference, event or action successfully completed.
  2. The Applicant must complete in English and submit an application using e-COST account: https://e-services.cost.eu/user/login by creating Conference Grant request.
  3. The ITC CG Coordinator will be notified of the request and will approve or reject the request.
  4. If the request is approved the GH is notified and sends out the Grant Letter on e-COST.
  5. The Applicant has to go on e-COST account to ITC Conference Gants and click Approved Applications and then Activate the application and verify details and click Send Grant Letter.

WHAT TO INCLUDE IN APPLICATION?

The Application form to the COST Action CA18130 (see template) should include:

  1. A short Resume (max. 2 A4-sized pages of single-spaced text in Times New Roman font size 12)
  2. Complete List of Publications
  3. Copy of the last diploma received
  4. A copy of the abstract submitted to the conference
  5. Proof of acceptance of the abstract by the conference for an oral/poster presentation
  6. A synopsis of the motivation to participate to the conference (max. 3 A4-sized pages of single-spaced text in Times New Roman font size 12) set out under the following headings:
    1. Description of the conference and of its sessions, with particular focus on the session to which the contribution is submitted;
    2. Justification in what the conference is relevant to the CA
    3. Justification in what the contribution submitted is relevant to a specific conference session
    4. Description of the relevance of the work presented in fulfilling the objectives of the CA 18130 MoU and benefits for the CA 18130;
    5. New knowledge / type of information expected from attending the conference;
    6. Relevance of attending the conference for the carrier of the ITC grantee, including timeless and relevance of the ITC;
    7. Networking aspects;
    8. Dissemination plan of the results and conference follow up expected;
  7. A brief description of the applicant’s involvement in the COST action (max. ½ A4-sized pages of single-spaced text in Times New Roman font size 12)
  8. A letter of recommendation from the supervisor of the candidate which includes statement that no other funds are available for the requested costs of this mission (max. 1 A4-sized page of single-spaced text in Times New Roman font size 12)
  9. A budgetary breakdown of the full Conference costs and the needed funds required for the participation to the Conference (with screen shots of travel booking web sites
  10. substantiating each expense, printouts or screenshots of the conference web site confirming the effective registration fee, list of meals included in the registration fee)

Candidates are to keep one complete copy of the entire application with original signatures in paper form.

TEMPLATE OF THE APPLICATION FORM

First and last name of the Applicant:                                                                                      Date of Application
Applicant’s status (PhD student/ECI):
Applicant’s Institution name:
Applicant’s Institution address:
E-mail:
Phone:

Application of the ITC Conference Grant


I would like to take part in the Name of the Conference
The conference will be organized in place of the conference from starting date to ending date
I will present there a talk/poster on title of the presentation
My attached abstract has been accepted by the organizers and I am associated with the COST Action CA18130. I have no other sources of funds to cover requested expenses which are amount of requested money EURO.

To this application I am attaching:

  1. A short Resume
  2. Complete List of Publications
  3. Copy of the last diploma received
  4. A copy of the abstract submitted to the conference
  5. Proof of acceptance of the abstract
  6. A synopsis of the motivation to participate to the conference
  7. A brief description of my involvement in the COST action
  8. A letter of recommendation from my supervisor
  9. A budgetary breakdown of the full Conference costs
 
 

Supervisor’s signature                                                                                                            Applicant’s signature

EVALUATION CRITERIA FOR AWARDING ITC Conference Grant

The ITCs coordination team of the Action will make the scientific and budgetary assessment and decision of the application. The ENFORCE TXRF ITCs coordination team consists of seven scientists, in addition to the Action’s Chair, who is authorized to take the final decision. External advice may be sought. The ITCs coordinating team and other evaluators will not be involved in the assessment of proposals in which they have a personal or financial interest.

ITC Selection Criteria. General Criteria (weight 2):

  1. The ITC Conference Grant serves for the exchange and acquisition of know-how;
  2. Usefulness of the Conference selected to help to develop the career of the applicant;
  3. Scientific quality of the abstract submitted;
  4. Involvement of the candidate in the COST Action CA 18130;
  5. Benefit for the COST Action CA 18130 (if any);
  6. The application serves the goal of fostering collaboration in the field of TXRF analysis, in particular, establishing new scientific contacts;
  7. The application should be financially justified meaning that the estimate of the expenses is reasonabl
The evaluation criteria, values and weights are depicted in the table below: Criteria to score the ITC Conference Grant
Criteria and weight Low (1-4) Medium (>4-8) High (>8-10) SubTotal
Relevance of the ITC for the exchange and acquisition of know-how (weight 0.15)
Usefulness of the Conference selected (weight 0.2)
Scientific quality of the abstract (weight 0.2)
Potential for publication / proceedings (weight 0.15)
Involvement of the candidate in the CA (weight 0.1)
Benefit for the CA (weight 0.1)
Possible future collaboration in the field of TXRF analysis/ establishing new scientific contacts (weight 0.1)
TOTAL

Criteria taken into account for the final decision (weight 1)

  1. Justification of the application budget
  2. No previous ITC Conference Grant by the same applicant
  3. No previous ITC Conference Grant by the same home laboratory for a fair spread of researches across the network
  4. Geographical distribution of applicants across the ITC Conference Grant
  5. Early Career Investigator (PhD obtained <5 years) or PhD candidate
  6. Gender balance across the ITC Conference Grant

Subjective criteria based on the quality of the applicant and the letter of motivation (weight 1)

deadlines

February 28th for the Conference period: May – August
June 30th for the Conference period: September – December
October 31st for the Conference period: January – April
Conference period is considered for the beginning of Conference.

GUIDELINES FOR GRANT PAYMENT

The Grantee has 30 calendar days from the end date of the Conference in question to submit either a certificate of attendance and/or a report to the ITC Conference Grant Manager of the Action. and the Action’s Grant Holder.

Mandatory Acknowledgements:
Successful conference grant holders must properly acknowledge their COST financial support, received through the ENFORCE TXRF COST Action CA18130, in their published work (paper, proceeding) as well as on the presentation slides. The ENFORCE TXRF logo must be put on each slides and presentation support.

Step after the Conference
The grantee is required to submit a scientific report (min 5, max 10 A4-sized pages of single-spaced text in Times New Roman font size 12) to the ITC coordination team, within 30 days after the end date of the Conference.

The report should describe:

  1. Purpose of the Conference, event or action.
  2. Return from the scientific communities on the grantee’s contribution
  3. Potential impact of the Conference on the grantee carrier path
  4. Knowledge obtained during the Conference (with references and short outlines of knowledge acquired during the various sessions)
  5. Future collaboration(s) discussed (if applicable)
  6. Visibility of the COST Action
  7. Foreseen publications/articles/proceedings (to be provided separately)
  8. Other comment (if any)

In addition, the slides of the contribution should be joined as PDF. The failure to submit the scientific report within 30 days will effectively cancel the grant. Please note that the COST Association can request additional information to substantiate the information contained within the documents submitted by ITC applicants and grantees.

ACKNOWLEDGMENTS

Please add the following acknowledgement in your paper/presentation:
“Part of this work was supported by the COST Action CA18130 ENFORCE-TXRF”

Send a copy of the article, abstract or other to the ITC Conference Grant Manager and the Action Chair

Contacts

If you have any queries you may contact ITC Conference Grant coordinator Wojciech M. Kwiatek at enforcetxrf@gmail.com