Call for Virtual Networking Support Application

Dear Colleagues,

The Virtual Networking Support (VNS) is aimed to develop the new forms of collaboration in online and hybrid settings as a complement to traditional ways of collaboration within the research and innovation communities and among the members of the COST Action.

Virtual Networking Support benefits to:

COST Action: develops collaboration by having a dedicated person transferring knowledge, stimulating, and implementing online and hybrid activities inside the network, achieving the MoU objectives, and significantly increasing their impact and reach. Contributes to European leadership in knowledge creation and increasing its innovation potential.
VNS Grantee: develops capacity in online and hybrid collaboration and networking in a pan-European framework, thus supporting the Action.

Some activities expected to be performed by the VNS grantee in support to the COST Action are, but not limited to:

Prepare and distribute among the MC members of the Action and the COST Science Officer a detailed strategy on online and hybrid networking for the entire Action (following consultation with Action participants, subject to MC approval).
Support the MC in the discussions and planning of online and hybrid events and collaboration activities.
Assist in the selection of hosts for the online and hybrid networking events and collaboration activities.
Assist the selected hosts in preparation and coordination of online or hybrid events and collaboration activities (including the analysis of technical needs).
Oversee the selection of the most appropriate virtual tools for each specific online or hybrid activity (webinar, online conference, online library containing learning material for use by the Action members) considering the needs of the Action and the activities (need for sub-groups, fora, etc.), demonstrate the principle of best value for money, adhere to GDPR requirements.
Support the Science Communication Coordinator in integrating the online and hybrid dimensions of the Action dissemination and communication strategy.
Support the Grant Awarding Coordinator in the call, evaluation process, and coordination of the Virtual Mobility Grants¹.

Virtual Networking Support (VNS) Grant Awarding Criteria

Who can apply?

Virtual Networking Support (VNS) Grant is reserved exclusively for Action Participants* or other relevant individuals invited by the Core Group who develop the collaboration in online and hybrid settings adding substantial impact to the work related to achieving main objectives and performing tasks of the COST Action CA22127.

*Action Participant³

Any person being a Management Committee member, a Management Committee Observer, a Working Group member, or an ad-hoc contributor to a COST Action.

VNS Grant Application should include:

1) title of the VNS

3) budget requested by the applicant

4) main objective

5) description of the activity (online or hybrid) within the COST Action to be carried out by the applicant

How to apply?

The applicant is obliged to create a Grant Application by logging into e-COST and clicking on the Grant Applications tab. Next, the applicant should select the grant from the page ‘Apply for new grant’ (‘Virtual Networking Support’)².

To gain access on e-COST to the submitted proposals and support the evaluation, the VNS grantee needs to be assigned an “other leadership role”.¹

Grant application instructions for COST actions are included in Grant Awarding User guide available at: https://www.cost.eu/uploads/2025/01/COST-Grant-Awarding-user-guide.pdf

The following documents for the grant application are required:

Virtual Networking Support (VNS) grant application (based on e-COST template) (https://www.cost.eu/actions/CA22127/)¹

Application timeline:

Grant applications can be submitted in an active Action Grant Period (VNS date within the active Grant Period, i.e. no overlap across two consecutive Grant Periods)¹.

Grant application evaluation:

VNS grant application will be assessed by the Core Group of the CA22127 under the formal eligibility criteria, budget plan of the CA22127, Grant Period timeline and goals, the Science Communication Plan adopted by the COST Action and expected impact on the COST Action CA22127 objectives and activities. The Action can award a maximum of one VNS grant per grant period

Detailed criteria:

– Is the VNS adding value to the task and activities related to COST Action CA22127

– Is the VNS support the achievement of one (or several) MoU objective(s) and significantly increase their impact and reach

Financial support for VNS is a grant awarded to an individual of up to EUR 4 000 per grant period, not intended to cover employment costs and providing a contribution for the overall effort, not necessarily covered by an employer or by a Grant Holder institution.

The decision on the amount to award is of the Core Group and should reflect the duration, scope and complexity of the task and activities to be covered via the VNS grant.

The Grant Awarding Coordinator coordinates the collection and evaluation the VNS Grant Applications and encodes grant approval or rejection in the e-COST.

The Core Group of the CA22127 on behalf of the Management Committee take decisions on the VNS Grant awarding/rejection.

Financial support:

One VNS grant up to 4000 EURO is offered per grant period.

VNS Grants provide a contribution for implementing online and hybrid activities within COST Action CA22127. Some activities expected to be performed by the VNS grantee in support to the COST Action are, but not limited to:

Prepare and distribute among the MC members of the Action and the COST Science Officer a detailed strategy on online and hybrid networking for the entire Action (following consultation with Action participants, subject to MC approval).
Support the MC in the discussions and planning of online and hybrid events and collaboration activities.
Assist in the selection of hosts for the online and hybrid networking events and collaboration activities.
Assist the selected hosts in preparation and coordination of online or hybrid events and collaboration activities (including the analysis of technical needs).
Oversee the selection of the most appropriate virtual tools for each specific online or hybrid activity (webinar, online conference, online library containing learning material for use by the Action members) considering the needs of the Action and the activities (need for sub-groups, fora, etc.), demonstrate the principle of best value for money, adhere to GDPR requirements.
Support the Science Communication Coordinator in integrating the online and hybrid dimensions of the Action dissemination and communication strategy.
Support the Grant Awarding Coordinator in the call, evaluation process, and coordination of the Virtual Mobility Grants¹.

VNS Grant can be paid after completion of the VNS and submission of the complete report/documentation, according to these conditions and the rules of the COST Association.

Grant reporting

The report required for claiming the grant of a Virtual Networking Support shall be submitted upon the completion of the activity and at the latest 15 days after the end of the Grant Period and shall follow the template available on e-COST¹.

The Grant Awarding Coordinator verify the validity and content of the report and coordinates approval of the report. The Core Group of the CA22127 on behalf of the Management Committee take decisions on the report approval /rejection¹.

Guidance for COST Association are applicable for grant application evaluation awarding. For more information, please read section “Documents for running a COST Action” at

https://www.cost.eu/funding/documents-guidelines/.

Sources:

COST. ANNOTATED RULES FOR COST ACTIONS [Internet]. [accessed 2024 Jan 13]. www.cost.eu (https://www.cost.eu/uploads/2024/11/COST-094-21-V2.0-Annotated-Rules-for-COST-Actions-Level-C.pdf )
COST. Grant Awarding user guide. (https://www.cost.eu/uploads/2025/01/COST-Grant-Awarding-user-guide.pdf )
ANNEX II – LEVEL A: DEFINITIONS AND ABBREVIATIONS APPLICABLE THROUGHOUT COST IMPLEMENTATION RULES GLOSSARY (https://www.cost.eu/uploads/2021/10/Annex-II-level-A-Glossary-REVISION.pdf)