Academic Resources, Fellowships & Grants
European Union Centers of Excellence in the United
States
2005-2008 EU Centers of Excellence Competition FAQ
This Frequently Asked Questions (FAQ) includes many issues that
may be of interest to potential applicants. It is based on written correspondence
with potential applicants, related questions arising from the 2005 business meeting
of EU Center Directors and the 20 April 2005 teleconference open to all grant
applicants as set out in the competition Call
for Proposals. We have drafted the FAQ to provide all applicants with open
access to this information. Additional questions regarding the competition should
be submitted in writing to Helen Henderson (helen.henderson@cec.eu.int)
1. Does the prohibition on individual research and
curriculum development awards to Center Directors and other Center staff exclude
their participation in all research and curricular activities?
No. Center Directors and other Center staff may participate in
such activities as substantial research projects involving other university faculty
or in curricular development projects sponsored by the Center. They may not, however,
receive any competitive awards made by the Center for individual research or curriculum
development efforts (using project funds).
2. Does the prohibition on individual research and
curriculum development awards to Center Directors and other Center staff include
university faculty associated with the Center, for example to those serving on
a Center Executive or Advisory Committee?
No. Only those who work directly for the Center (including the
Associate and/or Assistant Director) are covered by that provision.
3. How should Center Directors and other staff calculate
their effort as a source of matching funding?
Staff time used as match should be based only on effort directly
related to Center activities. That would include, for example, regular administrative
duties and time spent organizing a Center-sponsored conference. It should not
include time spent on personal research or regular teaching duties on the EU.
4. What kinds of cooperative efforts with at least
two European universities does the Commission wish to see?
Applicants may include a broad range of cooperative activities,
including student and/or faculty exchanges, curriculum development using video-conferencing
technology and joint research activities. These and other activities are welcome
provided they involve genuine cooperation.
5. Will the network coordinator be required to fund
all activities (including hosting of the annual EU Center Director business meetings
and creation/maintenance of the Network web site) within the €60,000 ceiling for
the 2005-8 period?
Yes. Potential applicants should be aware, however, that "hosting"
the business meetings refers primarily to organizational duties and does not require
that all meetings be held at the successful applicant’s university – arrangements
could also be made with other institutions interested in showcasing their facilities.
Also, the network website could serve as a "portal" to Center resources,
using links to refer interested users to materials, rather than directly hosting
such materials. Potential applicants may also seek to gain benefits of scale by
submitting bids for both the network and outreach coordinator roles.
6. What kinds of expenses are eligible for the network
and outreach coordinator roles?
The same rules of eligibility apply to both the "core"
and optional supplemental activities set out in the CFP, and as further defined
in the model grant agreement. Therefore activity, staff and other expenses are
eligible. Applicants should also be aware that applying for the network and/or
coordinator roles will also increase the absolute level of match (minimum 25%
of total projects costs) required to meet the Commission’s contribution.
7. Does the same rule of a maximum of 40% in planned
project costs in any one year apply to the Network and/or Outreach Coordinator
role?
Yes, in the sense that planned expense for the Network and/or
Outreach coordinator role is included in total project costs, which are subject
to the 40% rule. However, that rule does not apply specifically to expenses related
to the Network/Outreach coordinator roles. Provided that they stay within the
40% cap for total expenses, applicants are free to "frontload" resources
for any expenditures related to the Network and/or Outreach coordinator roles,
such as development of the network web site.
8. Will any project expenses in excess of 40% of total
project costs in any one academic year be deemed "ineligible"?
Not if the overrun is due to unforeseen events that cannot be
overcome by good faith effort on the part of the applicant – such as postponement
of a conference due to the prolonged illness of a project organizer or fluctuations
in the USD-Euro exchange rate.
It is also important to note that grant recipients should inform
the Commission as soon as possible regarding any substantial changes in their
programming, particularly where they wish to transfer substantial project funds
between activities. Where justified, such transfers will be allowable throughout
the three-year period of the grant, i.e., from year one (2005-6) to year two (2006-7).
9. Will the Network Coordinator be allowed to charge
a "registration" fee from other Centers to subsidize the expenses of
the annual business meeting of meeting directors?
No, as that possibility was not included in the CFP. However,
as noted above it is possible that the Network Coordinator could involve other
institutions in the hosting of one or more annual meetings.
10. How will an applicant’s ability to ‘mobilize external
funding and other resources’ be evaluated (bullet 8 in award criteria)?
The Commission will look at the applicant’s recent track record
in securing such funds, the statement of support received from university administration
and its long range plans.
11. May indirect costs (7% maximum) be applied only to the
Commission’s contribution, or to all eligible project costs?
Applicants may apply indirect costs to total project costs, i.e.,
to both the requested Commission contribution and matching funds. However, any
indirect costs requested from Commission funds must be included within the total
ceiling of €300,000 for core activities, or within the higher ceilings of €360,000
or €420,000 if also applying for the network and/or outreach coordinator roles.
12. How should grant recipients calculate the Euro/USD
exchange rate for their expenses?
The conversion rate for expenses must be calculated using the
Commission’s official monthly exchange rate at the time your organization incurred
the expense. The Commission’s official monthly rates can be found at
http://www.europa.eu.int/comm/budget/inforeuro/index.cfm?
fuseaction=currency_historique¤cy=USD&Language=en
13. How can grant recipients manage
the risks inherent in currency fluctuations?
Grant recipients assume the risk that the
value of the Euro might decline, thereby decreasing the value of their grant.
However, by using the official monthly exchange rate at the time each expense
is incurred it is hoped that any fluctuations are "smoothed" over time,
exposing a smaller proportion of expenditures to sudden decreases in the value
of the euro. Of course based on recent history (which is no guarantee of future
performance) it is also possible that the value of the Euro will appreciate.
14. Does the Commission suggest any
ideal ratio for the balancing of staff costs between basic administration and
programmatic activities or for the ratio of staff costs to total project costs?
No – it is up to each applicant to determine
that balance/ratio. We recognize that some staff costs should be applied to the
basic administration necessary for the smooth functioning of any Center. We normally
expect additional staff work devoted to such programmatic efforts as organizing
conferences and workshops to be charged as activity costs. Thus any staff time
devoted to specific activities, such as a faculty member organizing a conference,
should be included as a related expense under Category A (Activities), rather
than under Category B (Costs of Staff) which is intended for basic administration.
Regarding the overall ratio between staff and activity costs, again we recognize
that an adequate level of staffing is essential to a successful project. At the
same time, however, those proposals that include a high percentage of activity
costs are likely to be more competitive than those that do not.
15. What is the difference between "actual"
eligible costs and "indirect" costs, which have been deemed eligible
(maximum 7% of total project costs) for the purposes of this competition?
"Actual" costs are accountable in
the sense that they can be linked via receipts and other documentation to specific
activities (e.g. staff time to administer center activities, catering costs for
a conference luncheon, etc.). "Indirect" costs refer to the expensing
of overhead based on a proportion (in this case 7%) of eligible actual costs.
16. Does the Commission have any preference
for potential new EU Centers of Excellence or continuing EU Centers?
No. This is an open competition with all applicants
judged by the same criteria.
17. Does the Commission have a preference
for a single Director, or is it possible to have other arrangements, e.g., Co-Directors?
The arrangements for Center administration
must be determined by each applicant. However, based on past experience we have
found that it is necessary to have one individual, usually the Director, designated
as the Center’s primary contact for any business with the Delegation.
18. For Part A, Section 5 of the Application
Form, should applicants list all other universities or other organizations who
might cooperate in this project?
No, this applies only to consortium partners
who will have an ongoing financial and programmatic relationship in the EU Center
project. Applicants not leading a consortium of two or more universities should
leave this section blank.
19. For Part A, Sections 6 and 7 of
the Application Form (EU Grants Submitted and Grants Received), is the applicant
required to list individual and institutional grants received from or proposals
submitted to EU institutions and agencies?
Yes. Normally your "Grants and Research"
office would be expected to help in that effort. Please also note that only grants
from or submissions to EU institutions and agencies are applicable, and not grants
from or submissions to individual EU member states.
20. For Part B, Sections 10 of the Application
Form (Implementation Timeline), is it acceptable to attach an additional page(s)
to provide the summary implementation timetable?
Yes, but please integrate any additional pages
directly into the form to make it as simple as possible for reviewers to find
the required information. The same principle applies for other sections where
additional pages are necessary. Applicants may also use exactly the same information
to complete Section 4 of the Proposal Narrative Form (we intentionally asked for
this information in two places as for some future purposes Commission officials
may only review the Application Form). Please do not use colored fonts in your
timeline as this will not be evident in any copies made of your proposal.
21. Does the Commission have a limit
on the number of pages which may be attached to the grant application or proposal
narrative forms, or for any annexed documentation?
No. However, applicants should be reasonable
and keep in mind that evaluators will be looking at a large number of proposals.
In general applicants should follow the guideline of being as concise as possible
while providing the information you believe necessary to support your proposal.
The same logic applies to any annexed curriculum vitae. Full CVs may be provided
for the proposed Center Director and one or two other faculty principally involved
in Center activities. Brief, paragraph length biographical statements may be provided
for other faculty, for example those potentially serving on a Center advisory
board or for faculty at European institutions who will be playing a lead role
in any cooperative activities.
22. Does the Commission have a preference
for activities at either the graduate or undergraduate levels?
No, again applicants must decide on the nature
and distribution of their own programming. Those with strong undergraduate programs
(e.g., curriculum development) should feel free to include them in their proposals.
At the same time, designation as an "EU Center of Excellence" per the
objectives and criteria set out in the CFP requires strengths in graduate teaching
and research.
23. Should applicants seek letters of
support from project partners?
As a general rule, such letters are only required
where partners are making a financial contribution included in matching funding
(per Part B, Section 14 of the Grant Application Form). Letters are not necessary
from informal partners in a particular conference or other activity. Applicants
may however wish to ask partners to submit a general letter of support where cooperation
is likely to be ongoing throughout the period of the grant.
24. Can the official grant request letter
to the Commission be signed by the Center Director?
Yes. Applicants should also be aware that
the authorized university official signing the grant application form, Part B,
Section 15 (Applicant’s Declaration Form) must also provide a signed letter confirming
the university’s matching contribution (per Part B, Section 14). In the event
that a grant is awarded, that same official must also sign the grant agreement.
25. How will the grants be awarded?
An evaluation per the Call for Proposals will
be conducted by a Committee composed of European Commission Delegation staff.
Based on its evaluation, that Committee will make recommendations for grant awards
to the authorizing officer responsible for this program.
26. How will applicants be notified?
Notification will be made by letter, with
the Commission intending to take its decision by June 15. Letters to award recipients
will be sent at that time, with letters to unsuccessful applicants sent no more
than two weeks later.
27. What payment options are available
to grant recipients?
Grant recipients may receive interim and/or
final payments, based on narrative and financial reporting of their activities.
A "pre-financing" option is also possible, provided certain requirements
are met. Please see the model Grant Agreement for more details on payment options.
28. Are there any restrictions on
the amount that can be paid for hotel accommodations, or for per diems/subsistence?
Yes. Within the US, accommodation has a maximum
allowable of € 200 per person per night for visitors and faculty, and a maximum
allowable of €150 per person per night for students. Subsistence has a maximum
allowable of € 80 per person per day for visitors & faculty and a maximum
allowable of € 50 per person per day for students.
Please see Annex A below for additional details
regarding acceptable expense levels in EU member states. For allowances in countries
outside the US and European Union please contact us for information. Any rates
given below are based on the Commissions’ own rates.
ANNEX A
TRAVEL, SUBSISTENCE (PER DIEM) AND ACCOMMODATION
GUIDELINES 2005
General Guidelines
As in the past, It should be borne in mind that any sub-contracting
to third parties must be determined by a competitive bid to yield the best value
for money, e.g., when contracting to hotels for conference accommodations and
food. It is also encouraged that students share accommodation wherever possible
to keep costs to a minimum.
Travel
Economy travel should be used in all instances. Special exceptions
may be granted for VIPs but need to be requested in writing in the first instance
and approval is not guaranteed.
Subsistence & Accommodation Allowances
in the US
Subsistence will be a maximum allowable of € 80 per person
per day for visitors & faculty and a maximum allowable of € 50 per person
per day for students.
Accommodation will be a maximum allowable of
€ 200 per person per night for visitors and faculty and a maximum allowable of
€150 per person per night for students.
Subsistence & Accommodation Allowances
for Countries in the European Union
|
DESTINATIONS
|
ALLOWANCE
|
|
|
Daily
Allowance in EURO
|
Maximum
hotel price in EURO
|
|
Germany
|
74.14
|
97.03
|
|
Austria
|
74.47
|
128.58
|
|
Belgium
|
84.06
|
117.08
|
|
Cyprus
|
50.00
|
110.00
|
|
Denmark
|
91.70
|
148.07
|
|
Spain
|
68.89
|
126.57
|
|
Estonia
|
70.00
|
120.00
|
|
Finland
|
92.34
|
140.98
|
|
France
|
72.58
|
97.27
|
|
Greece
|
66.04
|
99.63
|
|
Hungary
|
50.00
|
165.00
|
|
Ireland
|
80.94
|
139.32
|
|
Italy
|
60.34
|
114.33
|
|
Lettonia
|
85.00
|
165.00
|
|
Lithuania
|
80.00
|
170.00
|
|
Luxemburg
|
82.00
|
106.92
|
|
Malta
|
60.00
|
115.00
|
|
Netherlands
|
78.26
|
131.76
|
|
Poland
|
60.00
|
210.00
|
|
Portugal
|
68.91
|
124.89
|
|
Czech Republic
|
55.00
|
175.00
|
|
United
Kingdom
|
86.89
|
149.03
|
|
Slovakia
|
50.00
|
125.00
|
|
Slovenia
|
60.00
|
110.00
|
|
Sweden
|
92.91
|
141.27
|
