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                    Bilateral scientific
                 cooperation with Flanders

                         Call for proposals

          Group 1: China, Hungary, Romania, South Africa
    Group 2: Chile, Czech Republic*, Poland, Russian Federation*


 *The call for proposals with these countries can only be launched once
the formal administrative cooperation framework has been agreed upon.




                        Framework document
           For the information of researchers from abroad




                      Bilateral scientific cooperation with Flanders
                    Framework document (version January 14, 2003)
                                                                                                 2



1. History, concept and financing

1.1. History

The “Bilateral Scientific Cooperation” programme (BSC) was set up in 1995 by the Government
of Flanders to stimulate and to reinforce the international cooperation between researchers from
Flanders and their colleagues from a limited number of priority countries. Until 2001 an annual
call for project proposals was organized with the following six priority countries: Chile, China,
Hungary, Poland, Romania and South Africa.

On February 1, 2002, the Government of Flanders decided to modify the programme and to
extend the list of priority countries with the Czech Republic and the Russian Federation. It was
also decided to assign the priority countries to two groups, for each of which a call for proposals
will be launched every two years.
- Group 1: China, Hungary, Romania and South Africa (calls in 2002, 2004, 2006, …)
- Group 2: Chile, Czech Republic, Poland and Russian Federation (calls in 2003, 2005, 2007,
    …)

1.2. Concept

The main objectives of the BSTC initiative are:
 to promote long term international scientific cooperation by stimulating the exchange of
  researchers, with special attention paid (if applicable) to the societal and/or development
  potential of the research results obtained;
 to create added value for the researchers and the universities and research institutes involved;
 to provide a platform to obtain future international funding from other organizations;
 to stimulate universities and research institutes in establishing their own policy of
  international cooperation.

Under the BSTC framework project proposals can be submitted by universities and research
institutes in Flanders and in your country. The bilateral approach is the cornerstone of the BSTC
initiative:
 proposals must be submitted simultaneously in Flanders and in your country;
 proposals can only be submitted by researchers from two countries, i.e. Flanders and one of
    the eight partner countries; trilateral or multilateral consortia (e.g. Flanders-China-Hungary)
    are excluded;
 selected projects will be financed jointly.

The exchange of researchers can be financed for a period of two years, but only if a high quality
scientific project proposal, submitted by partners in both Flanders and one priority country, has
been approved.

Your participation is much encouraged and this information package intends to remove some of
the potential administrative obstacles or misunderstandings inherent to the process of
international cooperation. It is hoped that universities and research institutes from your country
will actively respond to the call for project proposals.




                                 Bilateral scientific cooperation with Flanders
                               Framework document (version January 14, 2003)
                                                                                                    3


1.3. Financing

-   The Flemish budget is provided by the participating universities and research institutes in
    Flanders.
-   Your contribution must be secured through the responsible administration (see section 5.3) or
    through other sources in your country. At the moment a project is selected in your country,
    the financial contribution by your country must be guaranteed.

2. Procedure and calendar

2.1. Procedure (fig. 1)

For each group of priority countries a call for proposals is launched every two years between
January 15 and April 30. The call is launched simultaneously in Flanders and in your country.

To be eligible, a project proposal must be submitted by at least one Flemish researcher (for a list
of eligible Flemish universities and research institutes, see section 5.1) and at least one researcher
from your country.
- In Flanders the proposal is submitted on special application forms, available through the
    website of the Ministry of Flanders (www.innovatie.vlaanderen.be/bilaterale). The Flemish
    application form consists of two parts: a first part, which is common to all Flemish
    universities and research institutes, and a second, which may vary according to the university
    or institute. The second part is intended to collect additional information for evaluation
    purposes.
- Your country also provides application forms, which are available through the contact
    persons mentioned in section 5.3.

The proposal has to be submitted by the deadline of April 30 both to the university or research
institute in Flanders and the administration in your country. Your Flemish colleague will submit
the Flemish application form in Flanders, while you have to submit your application form in your
country.
Please beware: proposals should by no means be submitted to the Flemish administration nor to
the Embassy of Belgium in your country or your country’s Embassy in Belgium. Such
submissions will be considered ineligible.

By the end of May, the list of submitted proposals is exchanged between the administrations in
Flanders and your country to check whether proposals have been submitted simultaneously in
both countries. If a proposal has been submitted only in one country, it is de facto ineligible.

The evaluation in Flanders takes place in June and is carried out by the Research Council or
Research Board of the universities or research institutes involved. The evaluation in your country
is organized by the responsible administration (see section 5.3), who might involve other specific
peer review organisations or panels.

The evaluation results in two lists, one in Flanders and one in your country. Each list contains:
- Part A: the proposals in first order (the budgetary sum of which corresponds with the total
   available budget for the BSTC initiative);
- Part B: the proposals in second order, i.e. the reserve list;
- Part C: the proposals which are considered to be ineligible for administrative or scientific
   reasons.
                                  Bilateral scientific cooperation with Flanders
                                Framework document (version January 14, 2003)
                                                                                                             4




The selection of proposals to be funded is decided upon during bilateral negotiations between
Flanders and your country. These are guided by the following principles:
- proposals, ranked in first order in both Flanders and your country will be funded;
- proposals, ranked in second order in Flanders, can only be funded if there are no more
    proposals in first order on your country’s list, and depending on the available Flemish
    budget;
- proposals classified as “not ranked” by Flanders and/or your country are not eligible.

The negotiations are carried out by representatives of the administration in Flanders and your
country. Representatives of the Flemish universities and research institutes can join in the
negotiations.

               Flanders                              Your country                         Procedure

              Flemish researchers                Researchers from
                                                   your country


                           Joint project proposal                                      Proposal submission


              Research councils                   Administration                       Ranking
             Scientific committees                in your country

                  Flemish                         Administration                       Administrative
                administration                    in your country                      control


                                 Joint ranking                                         Negotiations



                        Flemish                Authorities in                          Approval and
                       institutes              your country                            funding


                                     Project                                           Execution



                              Fig. 1. The bilateral approach is the cornerstone.



The negotiations will result in a joint list of project proposals to be funded bilaterally.




                                      Bilateral scientific cooperation with Flanders
                                    Framework document (version January 14, 2003)
                                                                                                 5


2.2. Calendar

January 15 (N)                 Launch of the call for project proposals, alternatively for Group 1
                               and Group 2

April 30 (N)                   Deadline for proposal submission

May 31 (N)                     List of proposals submitted to the administration in Flanders +
                               Administrative control on joint submission in both countries

June (N)                       Evaluation and ranking

September 10 (N)               Exchange of evaluation results

September-November (N)         Bilateral negotiations

December 15 (N)                Official Flemish go-ahead for the start of the project is
                               communicated to your country

January 1 (N+1)                Start of the projects



3. The projects from a practical point of view

3.1. Scientific disciplines
 Proposals can be submitted in all disciplines, including the social sciences and the humanities

3.2. Project duration
 2 years

3.3. Maximum Flemish budget per project
 74.400 EUR (for the entire duration of the project). In addition, part of the project budget
    must be contributed by your country.

3.4. Costs financed by Flanders:

3.4.1. Introduction
Since most costs are related to the exchange of researchers, the following terms need to be
clarified:
* short stay: a maximum of 7 working days, excluding travel days;
* long stay: at least 1 month.

3.4.2. International travel costs for Flemish researchers coming to your country, both for short
and long stays.

3.4.3. Daily allowance to cover part of the accommodation and living costs for Flemish
researchers in your country, both for short and long stays.

3.4.4. Daily allowance for researchers from your country coming to Flanders.
                                 Bilateral scientific cooperation with Flanders
                               Framework document (version January 14, 2003)
                                                                                                6


 Short stays: a maximum of 150 EUR/day.
 Long stays: the equivalent of the netto salary of a research assistant at a Flemish university
  (with a maximum of 2,500 EUR/month)
 Stays longer than 7 working days, but shorter than 1 month: the sum of the daily allowances
  can never be higher than the monthly allowance for long stays.

3.4.5. Equipment costs: equipment can be purchased for your research unit with a special basic
equipment budget (BEB), excluding the value-added tax (VAT). The material (e.g. computers,
software, scientific literature) must be bought in Flanders and shipped by the Flemish promotor.
Import taxes in your country have to be paid by your part of the budget. Only under exceptional
circumstances part of the Flemish budget can be used to buy equipment in your country or in a
third country.

3.4.6. A bench fee of maximum 1,250 EUR per month for each researcher from your country,
staying at least for an uninterrupted period of two months in Flanders. The bench fee goes to the
promotor of the Flemish institute, that hosts the researcher from your country. It helps cover the
additional costs generated by the presence of researchers from your country in the Flemish host
laboratory.

3.4.7. Production costs for co-authored publications on the project results.

3.4.8. Costs for the organization of (a) workshop(s) in Flanders on the project’s theme, bringing
together partners from Flanders and your country.
 The organisation of at least one workshop in Flanders is an obligation.
 Costs for the organisation of a workshop in your country cannot be paid for by the Flemish
   budget.

3.4.9. Costs for an accident and health insurance for all participating researchers.

3.5. Costs financed by your country:

3.5.1. International travel costs for researchers from your country going to Flanders, both for
short and long stays.

3.5.2. An accommodation allowance for Flemish researchers staying in your country (can be
provided in cash or in nature).

3.5.3. Local travel costs for Flemish researchers in your country.

3.5.4. Any import duties on equipment, purchased with the previously mentioned equipment
budget (see 3.4.5).

3.6. Ineligible costs:

The following costs cannot be financed from the Flemish budget:
 Personnel costs: salaries of participants from Flanders and from your country are assumed to
  be covered by their respective employers (research institutes or universities). There is no
  possibility to hire additional researchers on the Flemish project budget.
 Equipment costs in Flanders: Flemish teams are assumed to have extensive and fully
  equipped infrastructure at their disposal.
                                  Bilateral scientific cooperation with Flanders
                                Framework document (version January 14, 2003)
                                                                                                7


 Education and training costs: other channels exist to finance such activities, e.g. through
  European Union programs. So, participation by researchers from your country in post-
  graduate or other courses in Flanders cannot be paid for by the Flemish project budget.
 Costs for the organization of (a) workshop(s) in your country.

4. Criteria for proposal submission

In order to be eligible for evaluation, a proposal must meet at least the following criteria:

4.1. Formal criteria

4.1.1. The Flemish promotor must be employed by a Flemish university or a Flemish research
institute (see section 5.1. for a list of eligible partners).

A proposal may be submitted by more than one Flemish partner, but this is no obligation.

4.1.2. Submission procedure
 In Flanders, the proposal has to be presented using the specific application forms, available
   through www.innovatie.vlaanderen.be/bilaterale. Country-specific application forms may
   have to be completed in your country. More information on this can be obtained from your
   national administration contact point (see section 5.3).
 The proposal must be submitted simultaneously in Flanders and in your country, by April 30
   at the latest. Later submissions are not eligible.

4.1.3. Valorisation
 During the project at least one workshop has to be organized in Flanders, presenting the
   project results to a larger group of researchers, both from Flanders and from your country.
 Workshops in your country can also be organized, but they are excluded from Flemish
   funding.

4.2. Quality criteria

A proposal must meet the internationally accepted standards of high scientific quality.

5. Contact details

5.1. List of eligible Flemish universities and institutes

Only researchers employed by one of the following Flemish universities or research institutes are
eligible to submit a proposal. More information can be obtained from the contact persons
mentioned.
Partner searches should be directed to the universities and institutes involved.

P= phone, F= fax, E= e-mail, W= website

Centrum voor Bevolkings- en Gezinsstudies (CBGS)       P: +32 2 553 35 69
Markiesstraat 1                                        F: +32 2 553 35 57
B-1000 Brussel                                         E: therese.jacobs@wvc.vlaanderen.be
Contact: Mrs. Th. Jacobs
Instituut voor het Archeologisch Patrimonium (IAP)     P: +32 2 481 80 30
                                     Bilateral scientific cooperation with Flanders
                                   Framework document (version January 14, 2003)
                                                                                                   8


Doornveld Industrie Asse 3, 11 bus 30                  F: +32 2 481 80 56
B-1731 Zellik                                          E: guy.deboe@ping.be
Contact: Mr. G. De Boe
Instituut voor Bosbouw en Wildbeheer (IBW)             P: +32 54 43 71 11
Gaverstraat 4                                          F: +32 54 41 08 96
B-9500 Geraardsbergen                                  E: jozef.vanslycken@lin.vlaanderen.be
Contact: Mr. J. Van Slycken                            W: www.ibw.vlaanderen.be
Interuniversitair Micro-Elektronica Centrum (IMEC)     P: +32 16 28 16 13
Kapeldreef 75                                          F: +32 16 28 18 12
B-3001 Heverlee                                        E: vhoutven@imec.be
Contact: Mrs. Ch. Van Houtven                          W: www.imec.be/market
Instituut voor Natuurbehoud (INB)                      P: +32 2 558 18 11
Kliniekstraat 25                                       F: +32 2 558 18 05
B-1070 Brussel                                         E: info@instnat.be
Contact: Mr. E. Kuyken                                 W: www.instnat.be
Instituut voor Tropische Geneeskunde (ITG)             P: +32 3 247 66 66
Nationalestraat 155                                    F: +32 3 216 14 31
B-2000 Antwerpen                                       E: bgryseels@itg.be
Contact: Mr. B. Gryseels                               W: www.itg.be
Koninklijk Museum voor Schone Kunsten,                 P: +32 3 238 78 09
Antwerpen (KMSKA)                                      F: +32 3 248 08 10
Plaatsnijdersstraat 2                                  E: postmaster@kmsk.be
B-2000 Antwerpen                                       W: www.dma.be/cultuur/kmska
Contact: Mr. P. Huvenne
Katholieke Universiteit Brussel (KUBrussel)   P: +32 2 412 42 19
Vrijheidslaan 17                              F: +32 2 412 42 00
B-1081 Brussel                                E: sabine.janssens@kubrussel.ac.be
Contact: Mrs. S. Janssens                     W: www.kubrussel.ac.be
Katholieke Universiteit Leuven (KULeuven)     P: +32 16 32 41 94
Naamsestraat 22                               F: +32 16 32 41 98
B-3000 Leuven                                 E: christelle.maeyaert@doc.kuleuven.ac.be
Contact: Mrs. Ch. Maeyaert                    W: www.kul.ac.be/BOFformulieren
Limburgs Universitair Centrum (LUC)           P: +32 11 26 80 02
Universitaire Campus                          F: +32 11 26 80 19
B-3590 Diepenbeek                             E: an.debacker@luc.ac.be
Contact: Mrs. A. De Backer                    W: www.luc.ac.be/onderzoek/onderzoeksinformatie/
                                              bof/bws.asp
Universiteit Gent (RUG)                       P: +32 9 264 30 28
Sint-Pietersnieuwstraat 25                    F: +32 9 264 35 83
B-9000 Gent                                   E: lieve.huys@rug.ac.be
Contact: Mrs. L. Huys                         W: www.rug.ac.be/RUGportal/nl/onderz/prog/BOF/bila.htm
Universiteit Antwerpen (UA)                   P: +32 3 212 16 70
Lange Nieuwstraat 55                          F: +32 3 212 16 71
B-2000 Antwerp                                E: anne.adams@ua.ac.be
Contact: Mrs. A. Adams                        W: www.ua.ac.be
Vlaams Instituut voor Technologisch Onderzoek P: +32 14 33 55 50
(VITO)                                        F: +32 14 33 55 97
Boeretang 200                                 E: hugo.tas@vito.be
B-2400 Mol                                    W: www.vito.be
Contact: Mr. H. Tas
Vrije Universiteit Brussel (VUB)              P: +32 2 629 22 10
Pleinlaan 2                                   F: +32 2 629 36 40
B-1050 Brussel                                E: mfollet@vub.ac.be
Contact: Mrs. M. Follet                       W: rd-ir.vub.ac.be




                                     Bilateral scientific cooperation with Flanders
                                   Framework document (version January 14, 2003)
                                                                                                                 9


5.2. Central coordination in Flanders

Ministry of Flanders                                                 P: +32 2 553 58 65 (K. Verlaeckt)
Science and Innovation administration                                P: +32 2 553 59 96 (L. Bollen)
Boudewijnlaan 30                                                     F: +32 2 553 55 98
B-1000 Brussel                                                       E: koen.verlaeckt@wim.vlaanderen.be
Contact: Mr. Koen Verlaeckt, Mrs. L. Bollen                          E: lut.bollen@wim.vlaanderen.be
                                                                     W: www.innovatie.vlaanderen.be/bilaterale

5.3. Contact persons in your country

More information can be obtained from the national administration in your country, which is
responsible for coordinating the bilateral scientific cooperation with Flanders.

Completed project proposals should be sent to the relevant administration.

Chile          Agencia di Cooperacion Internacional de Chile                   F: +56 2 688 15 33
               (AGCI)                                                          E: eofarril@agci.cl
               Teatinos 950 Piso 10 y 11                                       E: cortiz@agci.cl
               Santiago Central
               Contact: Mr. Enrique O’Farrill; Mr. Carlos Ortiz
China          Ministry of Science and Technology of the People’s              F: +86 10 68 51 25 94
               Republic of China (MOST)                                        E: chenm@mail.most.gov.cn
               Department of International Cooperation
               15B Fu Xing Road
               Beijing 100862
               Contact: Mr. Chen Ming
Czech Republic Ministry of Education, Youth and Sports                         T: +420 2 66106 655
               Department of International Co-operation in                     F: +420 2 66106 668
               Research and Development                                        E: alena.blazkova@msmt.cz
               c/o Mrs. Karmelitská 7
               CZ-118 12 Praha 1
               Contact: Mrs. Alena Blazkova
Hungary        Ministry of Education                                           P: +36 1 473 73 81
               Department of Bilateral International Relations                 F: +36 1 302 01 14
               Szervita Tér 8                                                  E: peter.judak@om.gov.hu
               H-1055 Budapest                                                 W: www.om.hu
               Contact: Mr. Peter Judak
Poland         State Committee for Scientific Research of the                  P: +48 22 628 67 76 (PP)
               Republic of Poland (KBN)                                        P: +48 22 628 85 30 (EG)
               Department of International Cooperation and                     F: +48 22 628 35 34
               European Integration                                            E: ppajestk@kbn.gov.pl
               ul. Wspólna 1/3                                                 W: www.kbn.gov.pl
               PL-00-529 Wraszawa
               Contact: Mr. Piotr Pajestka; Mrs. Edyta Gontarz
Romania        Ministry of Education and Research                              T: +40 1 212 87 04
               Department of European Integration and                          F: +40 1 312 14 10
               International Cooperation                                       E: imihail@mct.ro
               Mendeleev Stret 21-25                                           W: www.mct.ro
               R-70 168 Bucharest 1
               Contact: Mrs. Iulia Mihail




                                      Bilateral scientific cooperation with Flanders
                                    Framework document (version January 14, 2003)
                                                                                                     10



Russian        To be determined
Federation
South Africa   National Research Foundation (NRF)                            F: +27 12 481 40 07
               PO Box 2600                                                   E: hannekie@nrf.ac.za
               Pretoria 0001                                                 W: www.nrf.ac.za
               South Africa
               Contact: Mrs. Hannekie Botha



                                       Ministry of Flanders, 2003
                        Science and Innovation administration – Science Division




                                    Bilateral scientific cooperation with Flanders
                                  Framework document (version January 14, 2003)

								
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