CERN Coordinator for Marie Curie Actions: Practical Requirements and Support

1. Practical Requirements from CERN as a CoordinatorSeamus HegartyHuman Resources DepartmentMarie Curie Actions administratorMC-PAD kick-off meetingCERN13 January 2009

2. Overview • MC Actions at CERN • MC Actions as a support for training – the link to CERN • Support at CERN • What we will do for you at CERN • Handling Marie Curie Actions at CERN • Experience of dealing with the EC • Conclusions

3. Marie Curie Actions at CERN • FP6 (2002-2006) • Early-Stage Training • Research Training Networks • Individual European Fellowships • FP7 (2007-2013) • Initial Training Networks • Intra-European Fellowships • COFUND

4. Marie Curie Actions as a support for training – the link to CERN • Marie Curie Actions • direct relation to the European Commission’s strategic research priorities • a boost for researchers’ career prospects • a catalyst to form longer-term collaborations amongst the partners • ITNs at CERN • themes in common with CERN’s research priorities • making facilities available to a new generation of researchers, including non-CERN Member State nationals

5. Support at CERN • In addition to the MC-PAD project management, key players : • HR Department : the Resources, Planning & Monitoring Group • Finance Department : EU Office • Directorate Services : Internal Audit unit, EU Office, Legal Service

6. What we will do for you at CERN (1/4) – HR Department • Recruitment of researchers at CERN • advertising, CERN contract • monitor spending • Keeping in touch with the Scientist-in-Charge, the supervisors, the researchers – a help and advice service • Close contacts with CERN Finance, Internal Audit, the EU Office • Close contacts with the Project Officer in Brussels • the Declaration of Conformity • Management, Activity & Financial reporting

7. What we will do for you at CERN (2/4) – Finance Department • Receives, distributes and monitors the money in close collaboration with the Scientist-in-Charge and HR Department • pre-financing for MC-PAD has arrived & been distributed • Advises on financial procedures – the CHF/€ issue • Scrutinizes the first draft of the accounts at reporting time and makes necessary adjustments so that Form C and the Financial Summary Report are a true and faithful report

8. What we will do for you at CERN (3/4) – Internal Audit • Gives helpful and constructive advice when we need it • Makes us tow the line when we need it! • Signs off the report for CERN as Coordinator before reports go to Brussels • In event of external audits requested by the Commission, is the interface with the auditor

9. What we will do for you at CERN (4/4) – EU Office and the Legal Service • The EU Office • coordinates CERN’s relations with the European Commission • a key source of information on people and things in Brussels • The Legal Service • precious advice on issues related to CERN’s relations with the Commission

10. Handling Marie Curie Actions at CERN (1/4) • Recruitment • CERN’s e-RT system for applications for posts at CERN • CERN’s HR Department web page for posts at partners with links to the project web page • Contract • for posts at CERN, a Fellow contract if duration ≥ 12 months • fulfils EC expectation for full employment with social cover

11. Handling Marie Curie Actions at CERN (2/4) • Activity logs • a useful tool for researchers to keep track of their work, training and conference attendance • researchers should review it regularly (monthly?) with the supervisor – don’t wait a year! • The 600 €/month researchers’ training allowance (Cat. D) • encourage them to attend events for their good & the good of the network (money can only be spent during contract) • money not used is money lost!

12. Handling Marie Curie Actions at CERN (3/4) • Travel procedures : recruited researchers & associated partners • obtain authorization before travel • keep all receipts, proof of purchase & travel (boarding cards!), etc. • no papers, no refund by Brussels • Purchases • all payments to be approved by WPLs before commitment • Ineligible expenditure will be refused

13. Handling Marie Curie Actions at CERN (4/4) • Keep your hierarchy in the loop! • personnel movements, requirements in terms of office space, equipment, etc. • visits of associated partners and VIPs for project needs • Encourage your researchers to contribute ideas on how the network is managed = involvement + on-the-job training • At reporting time • start as early as you can and allow time for audit certificates, questions to CERN on expenditure category, etc. • your financial reports are submitted by CERN

14. Experience of dealing with the EC • Dedicated Project Officer • Contacts by the Coordinator only (Christian & Seamus) • The Project Officer is there : • to give us advice • to help us to make the project succeed • as a key player on our side • Please warn us about potential problems – technical or administrative – before they arise!

15. Conclusions • Complex… • Challenging… • Fascinating… • Looking forward to working with you!