e-COST
User Manual
Registered User
e-COST User Manual - Registered User
Copyright 2009, COST, Avenue Louise 149, 1050
Brussels, Belgium
Remark
No part of this manual may be reproduced by means of
printing or photocopying nor may it be translated into a
different language without prior written consent of
COST.
COST is not liable for possible mistakes in this manual
or for damages directly or indirectly resulting from the
use of e-COST.
Concept and realisation of the Manual:
Human Interface Group
De Regenboog 11, 2800 Mechelen (Belgium)
http://www.higroup.com
e-COST – User Manual
Table of content
Table of content
Welcome ....................................................................................................................... 1
Registration .................................................................................................................. 3
Create a New e-COST Profile .................................................................. 3
How to Fill In Profile Information ............................................................ 5
Fill in Profile Information .................................................................... 5
My Profile.....................................................................................................................11
Participation Confirmation for Meeting Participants and Trainers ... 11
Reimbursement Claim Form for Meeting Participants and Trainers 13
Participation Confirmation for Trainees .............................................. 15
Participation Confirmation for STSM Applicants ............................... 16
How to Register for the Local Organiser Support Grant as a Local
Organiser ....................................................................................... 18
Glossary ......................................................................................................................21
Index ............................................................................................................................25
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3
Welcome
COST invites researchers throughout Europe to submit proposals for research
networks and to use this unique opportunity to exchange knowledge and to
embark on new European perspectives. e-COST is a tool to manage or
participate in a COST action.
You can access e-COST via https://e-services.cost.esf.org. You can then
simply log in using your user name and password. New users will have to
create an e-COST profile.
For more information regarding COST rules, please consult the COST
Vademecum (Part B) - Grant System.
Follow the link http://www.cost.esf.org/participate/guidelines.
The following indications are used throughout the documentation, to attract
your attention:
See also or What to do next
Links to other topics in this document, where you will find additional
information.
Tip
Interesting extra information about the topic or subject you are reading.
Warning
Special attention is needed for this information.
Disclaimer
As part of our policy of continuous improvement we aim to provide in e-COST
a solution fully adapted to the current needs of our users. This may lead to
temporary inaccuracies in the user documentation, which will be updated at the
next publishing date.
Version 2.3 - 23/12/2009
1
Registration
Create a New e-COST Profile
When you are new to e-COST, you will have to create an e-COST profile in
order to have access to the application.
1
Go to https://e-services.cost.esf.org.
2
At the bottom of the page, click
The New Account Registration page opens.
3
In the Register New Profile group box, fill in a User name, E-mail
address and Password.
4
Retype your chosen password in the Confirm your password field.
5
Check the checkbox to accept the e-COST conditions.
6
Click
.
The Thank you for Registering page opens and e-COST sends an email to the e-mail address you filled in.
7
Click the link on the Thank you for registering page to return to the eCOST Home Page.
8
Check your e-mail inbox for an e-mail with the topic title Signup
activation.
9
Read the e-mail message and click the
in the e-mail
message.
Your account is activated and the Congratulations page opens in your
default internet browser.
.
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Printed Documentation Registered User
10
Click log in.
You return to the e-COST Home Page.
11
In the Registered users login group box, fill in your user name and
password.
12
Click
.
The Welcome page of e-COST opens and you can start working with eCOST.
What to do next
New users need to fill in the My Profile information.
Other users can start using e-COST.
4
Registration
How to Fill In Profile Information
Fill in Profile Information
How to get to the My Profile page
1
Log on to e-COST using your username and password.
2
In the left-hand menu of the home page, click on
The My Profile page opens.
.
After you first log in - or every time your required personal details have
changed - fill in the My Profile part in the e-COST application.
There are several categories you can fill in on the My Profile page. These can
be accessed in the left-hand menu of the My Profile page.
 Personal Details: to update your personal information including your
contact details
 Institutions: to update the details of your Institution
 Scientific Expertise: to update your scientific expertise
 Bank Details: to register or update your bank information to be reimbursed
by the Grant Holder
 Change Password: to change your current e-COST password
You can also use the wizard to run through the My Profile page.
Tip
If you want COST to be able to reimburse you when you are eligible, you
need to fill in at least these categories:
 Personal Details,
 Institutions,
 Bank Accounts.
Register your Personal Details
1
On the My Profile page, click
The Your Personal Details page opens.
2
Fill in the Personal Details group box. The fields marked with * are
mandatory.
3
Click
.
Your personal details are saved in e-COST and you return to the eCOST Home Page.
in the left-hand menu.
To edit your personal details, click
in the left-hand menu of
the My Profile page and overwrite the details that are filled in.
Register your Institution(s)
1
On the My Profile page, click
The Your Institutions page opens.
2
In the Edit Institution Data group box, fill in the data of your institution.
The fields marked with * are mandatory.
in the left-hand menu.
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Printed Documentation Registered User
3
Click
.
Your institution is saved and it is added to your list of institutions.
You return to the Your Institutions page.
What to do next
Add another institution
-orEdit an Institution
Delete an Institution
Set an Institution as primary
Add Another Institution
1
On the My Profile page, click
The Your Institutions page opens.
2
Click
.
The Your Institutions page with the Edit Institution Data group box
opens.
3
In the Edit Institution Data group box, fill in the data of your institution.
The fields marked with * are mandatory.
4
Click
.
Your institution is saved and it is added to your list of institutions.
You return to the Your Institutions page.
in the left-hand menu.
Options
Edit an institution
1
On the Your Institutions page, select the appropriate institution.
2
In the Options column, select Edit in the dropdown box.
The Your Institutions page with the Edit Institution Data group box
opens.
3
Edit the details of the institution in the Edit Institution Data group box.
4
Click
.
The changes to the details of your institution are saved.
You return to the Your Institutions page.
Delete an institution
6
1
On the Your Institutions page, select the appropriate institution.
2
In the Options column, select Delete in the dropdown box.
A pop-up window opens.
Registration
3
Click
.
The institution is deleted of the Your Institutions list. You return to the
Your Institutions page.
-orClick
the institution.
to return to the Your Institutions page without deleting
Set an Institution as Primary
The address of your Primary Institution will be used by the COST Office for any
postal correspondence and it will also be published on the COST website if
you are a DC/MC Member or Expert.
1
On the Your Institutions page, select the appropriate institution.
2
In the Options column, select Set as Primary in the dropdown box.
A pop-up window opens.
3
Click
.
The institution status is set to Yes in the Primary column of the Your
Institutions list. You return to the Your Institutions page.
-orClick
to return to the Your Institutions page without setting
the institution as primary.
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Printed Documentation Registered User
Register your Bank Account(s)
1
On the My Profile page, click
The Your Bank Accounts page opens.
2
Click
.
The Your Bank Accounts page opens with group boxes to fill in.
3
Fill in the Receiver details group box. The fields marked with * are
mandatory.
4
In the Edit Bank Details group box, choose your country via the
dropdown box.
The Edit Bank Details group box expands.
5
Fill in all mandatory fields in the Edit Bank Details group box.
6
Click
.
Your bank account is saved and it is added to your list of bank accounts.
You return to the Your Bank Accounts page.
in the left-hand menu.
What to do next
Edit an Institution
Delete an Institution
Set an Institution as primary
Options
Edit a bank account
1
On the Your Bank Accounts page, select the appropriate bank account.
2
In the Options column, select Edit in the dropdown box.
The Your Bank Accounts page opens with filled in group boxes.
3
Edit the details of the bank account.
4
Click
.
The changes to the details of your bank account are saved.
You return to the Your Bank Accounts page.
Delete a bank account
1
On the Your Bank Accounts page, select the appropriate bank account.
2
In the Options column, select Delete in the dropdown box.
A pop-up window opens.
3
Click
.
The bank account is deleted from the Your Bank Accounts list. You
return to the Your Bank Accounts page.
-orClick
to return to the Your Bank Accounts page without
deleting the bank account.
8
Registration
Set a bank account as Primary
Any of the reimbursement payments will automatically be transferred to the
bank account registered in your e-COST profile as primary.
1
On the Your Bank Accounts page, select the appropriate bank account.
2
In the Options column, select Set as Primary in the dropdown box.
A pop-up window opens.
3
Click
.
The bank account status is set to Yes in the Primary column of the Your
Bank Accounts list. You return to the Your Bank Accounts page.
-orClick
to return to the Your Bank Accounts page without
setting the bank account as primary.
9
My Profile
Participation Confirmation for Meeting
Participants and Trainers
When you are invited to a meeting of an Action or to a training school as a
trainer, you will receive an invitation e-mail.
In the message, you will find a link you will need to click to confirm or decline
your participation:
1
Click the confirmation link in the invitation e-mail.
The Participation confirmation page in the e-COST application
appears.
2
Check the data in the Meeting info and Participant info group boxes.
3
Click
-or-
if you wish to attend the meeting or training school.
Click
school.
if you do not want to attend the meeting or training
Tip
Under the buttons
and
appears upon clicking one of the two buttons:

, a sentence
: You have ACCEPTED this invitation on:[date
acceptance].

: You have DECLINED this invitation on:[date
decline].
Tip
If you want to change your decision later on, you can easily do so
by clicking
to accept, or
to decline the
11
Printed Documentation Registered User
invitation.
4
If you chose to accept an invitation and are eligible for reimbursement of
your costs, answer Yes or No to following question: "Please advise us if
you intend to submit a claim".
Choose Yes if you want to be reimbursed.
You get a link to the Reimbursement Claim Form.
-orChoose No if you do not want to be reimbursed or will reclaim your costs
elsewhere.
5
Click the link to go to the Reimbursement Claim Form if you want to be
reimbursed.
.
See also
Reimbursement Claim Form
COST Vademecum (Part B) - Grant System
12
My Profile
Reimbursement Claim Form for Meeting
Participants and Trainers
If you have accepted to participate in a meeting, and you are eligible for
reimbursement, you will be asked to fill in the Reimbursement Claim Form.
Warning
Please refer to the COST Vademecum (Part B) - Grant System for the
rules and regulations for filling in, completing and sending your
Reimbursement Claim.
1
Upon acceptance of the meeting invitation, click Yes if you want your
costs to be reimbursed
-orClick No if you do not wish to be reimbursed or will reclaim your costs
elsewhere.
2
Click the link to open the Reimbursement Claim Form.
The Reimbursement Claim Form opens.
3
Check the data in the Meeting Details and Participant Information
group boxes.
4
In the Bank Details group box, select the correct bank account for
reimbursement in the drop-down menu.
-orClick
necessary.
5
to edit your bank account details when
Click
.
A PDF-version of the Travel Reimbursement Form is generated and
opened.
Warning
Once you have clicked
you will no longer be
able to change your bank account details for this meeting.
6
Print the form.
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Printed Documentation Registered User
7
Fill in the form, taking into account all the rules and regulations for
reimbursement.
Tip
Check the second page for a summary of the rules and
regulations. Please refer to the COST Vademecum (Part B) Grant System for the complete set of rules and regulations.
8
Mail the completed Travel Reimbursement form to the Grant Holder
mentioned in the Meeting Details group box.
See also
Participation Confirmation
COST Vademecum (Part B) - Grant System
14
My Profile
Participation Confirmation for Trainees
When you are invited to a training school as a trainee, you will receive an
invitation e-mail.
In the message, you will find a link you will need to click to confirm or decline
your participation. If you are participating, you need to confirm your bank
account details so that the Grant Holder is able to reimburse you.
1
Click the confirmation link in the invitation e-mail.
The Training School Proposal page in the e-COST application
appears.
2
Check the data in the Training School Details and Participant Info
group boxes.
3
In the Bank Details group box, select the correct bank account for
reimbursement in the drop-down menu.
-orClick
necessary.
4
to edit your bank account details when
Click
.
Your bank account details are saved for this training school. The
button appears.
5
Click
.
The Grant Letter is downloaded.
6
Print and sign the Grant Letter and send it to the Grant Holder by post or
fax, or send a scanned copy by e-mail.
Warning
Rules for the reimbursement of a COST Training School can be
found in the COST Vademecum (Part B) - Grant System, under
the Chapter Training School.
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Printed Documentation Registered User
Participation Confirmation for STSM
Applicants
When you can participate in an STSM, you will receive an invitation e-mail.
In the message, you will find a link you will need to click to confirm or decline
your participation. If you are participating, you need to confirm your bank
account details so that the Grant Holder is able to reimburse you.
1
Click the confirmation link in the invitation e-mail.
The STSM Proposal page in the e-COST application appears.
2
Check the data in the STSM Details, STSM Participant Info and STSM
Host Info group boxes.
3
In the Bank Details group box, select the correct bank account for
reimbursement in the drop-down menu.
-orClick
necessary.
4
to edit your bank account details when
Click
.
Your bank account details are saved for this STSM. The
button appears.
5
16
Click
.
The Grant Letter is downloaded.
My Profile
6
Print and sign the Grant Letter and send it to the Grant Holder by post or
fax, or send a scanned copy by e-mail.
Warning
Rules for the reimbursement of a COST Short Term Scientific
Mission can be found in the COST Vademecum (Part B) - Grant
System, under the Chapter Short Term Scientific Mission.
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Printed Documentation Registered User
How to Register for the Local Organiser
Support Grant as a Local Organiser
When you are a Local Organiser and organise a meeting or a training school,
you will receive an invitation e-mail.
In the message, you will find a link you will need to click to confirm or decline
your participation.
Before the Event
1
Click the confirmation link in the invitation e-mail.
The ECOST page in the e-COST application appears.
2
In the Bank Details group box, select the correct bank account for
reimbursement in the drop-down menu.
-orClick
necessary.
to edit your bank account details when
3
Click
A pop-up window appears.
4
Click
to confirm the use of this bank account.
Your bank account details are saved for this meeting or training school.
.
The
-orClick
link appears.
to return to the ECOST page.
5
Click
The application form is downloaded.
6
Fill in the application form and send it to the MC Chair.
.
Await Grant Amount Confirmation of the Grant Holder
1
18
Upon receipt of the grant amount e-mail message of the Grant
Holder, click the confirmation link in the e-mail.
The ECOST page in the e-COST application appears.
My Profile
2
Click
The Letter of Confirmation is downloaded.
3
Sign the Letter of Confirmation and send it back to the Grant Holder.
The Grant Holder will continue the process for reimbursement of the
Local Organiser Support Grant.
.
Await the Payment Request Form sent by the Grant Holder
1
Upon receipt of the Payment Request Form e-mail message of the
Grant Holder, click the confirmation link in the e-mail.
The ECOST page in the e-COST application appears.
2
Click
The Payment Request Form is downloaded.
3
Fill in the claimed amount, sign the Payment Request Form and send it
back to the Grant Holder. You also need to send other required
documents (e.g. scientific report, MC approval...) to the Grant Holder.
More details can be found in COST Vademecum (Part B) - Grant
System, under the chapter Local Organiser Support.
Upon receive of these documents the Grant Holder will complete the
process for reimbursement of the Local Organiser Support Grant.
.
19
Glossary
A
Action: A network of (nationally) funded researchers (min. 5 participating
COST countries) receiving a financial contribution for scientific
networking activities based on a joint work programme (4 years)
C
CGA: COST Grant Agreement signed between the COST Office and the Grant
Holder
COST: European Cooperation in Science and Technology
CSO: Committee of Senior Officials. The CSO is composed of two
representatives of the COST Member States, one of whom is usually
the COST National Coordinator (CNC). The CSO is the main decisionmaking body of COST. It reports directly to the Ministerial
Conferences, formulates the general strategy of COST, appoints the
various Domain Committees, decides on their terms of reference,
approves the Actions to be launched and prepares the relevant
Memoranda of Understanding to be accepted by the interested COST
countries
D
DC: Domain Committees. DCs are responsible for a particular research
domain and are formed by representatives of the COST countries and
report to the CSO. The scientific quality control is the main
responsibility of the Domain Committees which follow the rigorous
evaluation procedures established by the CSO involving the
mandatory use of external peer reviewers
E
Early Stage Researcher: Researcher with up to ten years post-doctorate
experience.
Expert: Scientists or specialists in a certain domain exceptionally invited to
COST Meetings
G
GH: Grant Holder selected by the Management Committee
Grant: COST financial contribution to an Action
Grant System: Devolution of scientific and financial administration and
coordination to Actions
J
JAF: The Executive Group of the CSO. The JAF prepares the work of the
CSO. The group consists of the President and the Vice-President of
the CSO as well as five other delegates from the CSO chosen to
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Printed Documentation Registered User
represent different COST countries for a maximum duration of three
years
L
Lecturer: Lecturer in a training school
Legal Basis: The decision allowing the Action to carry out activities and
authorising the related reimbursements. The decision shall be taken by
the appropriate authority (e.g. MC) and reported in the appropriate
manner (e.g. minutes, email etc.)
Local Organiser: Person who organises a meeting or a training school
M
MC: Management Committee. For each Action a Management Committee,
formed by national experts of the signatory COST countries, is in
charge of implementing, supervising and coordinating the activities of
the Action
MC Members: Persons officially appointed by the CNC to represent their
countries in the Management Committee
Meeting: See the COST Vademecum under
http://www.cost.esf.org/participate/guidelines
MoU: Memorandum of Understanding for a particular Action signed by the
governments of the COST countries wishing to participate in the Action
upon proposals of their national organisations. Each MoU includes a
specific Technical Annex defining in detail the contents and the
arrangements for the implementation of the Action and related
activities, respectively
P
Pay as you go: Scheme under which activities by the Management
Committee (MC) are funded directly by the COST Office on an event
by event basis
Position: Position in the Management Committee. This can either be a
nomination from the CNC, DC appointed rapporteur, non-COST
participant, etc...
S
STSM: Short Term Scientific Mission - See the COST Vademecum under
http://www.cost.esf.org/participate/guidelines
STSM Applicant: Person who candidates to a Short Term Scientific Mission
T
Trainee: Participant to a training school
Training School: See the COST Vademecum under
http://www.cost.esf.org/participate/guidelines
W
22
Glossary
WG Member: Working Group Member of one or more working groups set up
by the Action as defined in the MoU
23
Index
25
Printed Documentation Registered User
L
Local Organiser .......................... 16
M
Meeting Participant ................. 9, 10
S
STSM Applicant .......................... 14
T
Trainee ........................................ 12
Trainer..................................... 9, 10
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e-COST – User Manual
For internal use only
27