GenMEL Exchange Prgram 2009 - Applicatin Guide Thank yu fr yur interest in the GenMEL Exchange Prgram (GEP). This year the GEP is ffering 3 psitins fr research prjects n melanma genetics: 2 mlecular prjects, plus 1 clinical r epidemilgical prject. Exchanges last 4-12 weeks, depending n the prject prpsal. Applicatins are cnsidered cmpetitively based n CVs, publicatins, and prject prpsals. Specifically, prject prpsals are judged based n their Scientific merit What is the merit and feasibility f the prpsal? Relevance What is the relevance f the prpsal t the verall aims and cmmitments f GenMEL? Ptential Impact - Hw will it prmte integratin amng GenMEL teams, and spread excellence within GenMEL and frm GenMEL t the uter wrld? Pririty is given t junir researchers. Funding: The prgram reimburses up t 500 eurs/week fr living expenses and up t 1,000 eurs fr travel t the hst institutin; in exchanges requiring intercntinental travel a higher limit may be cnsidered. In additin, up t 8,000 eurs are available t cver the cst f lab supplies fr mlecular prjects. Deadline: The applicatin deadline is July 10 th 2009. Further applicatins frm previusly successful applicants will be cnsidered, but nly where the applicant can demnstrate significant achievements in their previus exchange. The review prcess takes apprximately 3 weeks. Nte: An exchange fund has been established t supprt shrt exchanges (up t 4 weeks), training wrkshps, seminars, cnference/curse attendance, public engagement activities, and ther similar undertakings; fr mre infrmatin, please refer t the GenMEL Exchange Fund (GEF) 2009 Applicatin Guide at http://www.genmel.rg/english/exchangeprgramme.htm Befre yu apply: 1. Dwnlad the Applicatin Frm frm the GenMEL website. (http://www.genmel.rg/english/exchangeprgramme.htm). 2. Select the Hst Institutin where yu wuld like t spend yur training perid. 3. Get in tuch with the cntact persn at the Hst Institutin t discuss yur research prject. Remember that Hsts are under n bligatin t agree t an applicatin. 4. Once yu have btained the Hst Institutin s supprt, write yur research prpsal. 5. Obtain the Letters f Agreement required (see belw). 6. If yu are applying fr a mlecular training psitin, cmpile a detailed list f the lab materials yu will need and the assciated cst breakdwn. The Applicatin Package: 1. Applicatin Frm 1
Fill ut and sign the Applicatin Frm. 2. Curriculum Vitae Submit a shrt CV, n lnger than tw pages. 3. List f publicatins Cmpile a list f all yur publicatins. 4. Prject Prpsal Yur prject prpsal shuld be n lnger than tw single-spaced pages; it shuld clearly state yur prject s ratinale, aims, methds, and feasibility. 5. Letters f Supprt Obtain a signed Letter f Supprt frm the Hst Institutin cntact persn and ne frm the GenMEL team leader at yur Parent Institutin. The letters must state supprt t the exchange taking place, and t the arrangements detailed in the Financial Arrangements belw. The letter frm yur GenMEL team leader must als include a character reference and a review f yur qualificatins t carry ut the prject r t learn the methds required. 6. List f lab materials (mlecular prjects nly) Prvide a list f the supplies yu will need and the assciated cst breakdwn. Applicatin materials shuld be emailed by July 10 th 2009 t the GEP Manager: Linda.Battistuzzi@unige.it. FAQ - Hw can I find ut whether my applicatin has been accepted? If yur applicatin is successful yu will be ntified by email apprximately three weeks after the submissin deadline. The names f successful applicants will als be psted n the GenMEL website. - When must my exchange perid start? Exchange perids shuld start as sn as practicable nce the successful applicants are annunced. Delays shuld be discussed with the GEP Manager. - Will the grant be paid in advance r in arrears? The grant is a reimbursement (see the Financial Arrangements belw). Hwever, the GEP encurages the institutins invlved t assist with upfrnt csts whenever pssible. - What expenses are eligible fr reimbursement? Yu will be reimbursed fr travel t the hst institutin and living expenses abrad, such as accmmdatin, lcal transprtatin, and meals. Original receipts are required fr all reimbursable - What abut visa requirements? Visas are a cmplex issue and require specialist advice. Fr specific infrmatin, we recmmend yu cntact the clsest embassy r cnsulate f the cuntry yu will be travelling t. - Where can I find my Hst Institutin cntact persn s e-mail address? This is the cmplete list f Hst Institutins and Cntact Persns: Epidemilgical research - University f Leeds, Leeds, UK: Julia Newtn-Bishp j.a.newtn-bishp@leeds.ac.uk - Queensland Institute f Medical Research, Brisbane, Australia: David Duffy David.Duffy@qimr.edu.au - Westmead Institute fr Cancer Research, Sydney, Australia: Graham Mann gmann@mail.usyd.edu.au - INSERM, Evry, France: Flrence Demenais - demenais@evry.inserm.fr - Karlinska Institute, Stckhlm, Sweden: Jhan Hanssn - jhan.hanssn@nkpat.ki.se 2
- University Hspital, Lund, Sweden: Hakan Olssn - hakan.lssn@nk.lu.se / Christian Ingvar - christian@ingvar.cm - University f Pennsylvania, Philadelphia, Pennsylvania, USA: Peter Kanetsky - pkanetsk@cceb.med.upenn.edu - Huntsman Cancer Institute, Salt Lake City, Utah, USA: Lisa Cannn-Albright - lisa@genepi.med.utah.edu - Tel Aviv University/Sheba Medical Center, Israel: Esther Azizi esaz1@pst.tau.ac.il - Natinal Cancer Institute, Bethesda, Maryland, USA: Alisa Gldstein - gldstea@exchange.nih.gv - Institute f Onclgy, Ljubljana, Slvenia: Maja Primic-Rakelj - mzakelj@nk-i.si Clinical research - University f Leeds, Leeds, UK: Julia Newtn-Bishp - j.a.newtn-bishp@leeds.ac.uk - Leiden University Medical Center, Leiden, NL: Nelleke Gruis - gruis@lumc.nl - Westmead Institute f Cancer Research, Sydney, Australia: Richard Keffrd - rkeffrd@nsw.bigpnd.net.au - Hspital Clinìc I Prvincial de Barcelna, Spain: Susana Puig - SPUIG@clinic.ub.es - Karlinska Institute, Stckhlm, Sweden: Jhan Hanssn - jhan.hanssn@nkpat.ki.se University Hspital, Lund, Sweden: Hakan Olssn - hakan.lssn@nk.lu.se / Christian Ingvar - christian@ingvar.cm - Huntsman Cancer Institute, Salt Lake City, Utah, USA: Sancy Leachman - sancy.leachman@hci.utah.edu / Lisa Aspinwall (psychlgy) - lisa.aspinwall@psych.utah.edu - Tel Aviv University/Sheba Medical Center, Israel: Esther Azizi - esaz1@pst.tau.ac.il - Pmeranian Medical University, Szczecin, Pland: Jan Lubinski - lubinski@sci.pam.szczecin.pl - Institute f Onclgy, Ljubljana, Slvenia: Mark Hcevar - mhcevar@nk-i.si Mlecular research - University f Leeds, Leeds, UK: Julia Newtn-Bishp - j.a.newtn-bishp@leeds.ac.uk - Leiden University Medical Center, Leiden, NL: Nelleke Gruis - N.A.Gruis@lumc.nl - Queensland Institute f Medical Research, Brisbane, Australia: Nick Hayward Nick.Hayward@qimr.edu.au - Westmead Institute f Cancer Research, Sydney, Australia: Helen Rizs helen_rizs@wmi.usyd.edu.au - Hspital Clinìc i Prvincial de Barcelna, Barcelna, Spain: Susana Puig - SPUIG@clinic.ub.es - Dept f Onclgy, Bilgy and Genetics, Univ f Genva, Italy: Givanna Bianchi-Scarrà vanceci@unige.it - Karlinska Institute, Stckhlm, Sweden: Jhan Hanssn- jhan.hanssn@nkpat.ki.se University Hspital, Lund, Sweden: Hakan Olssn - hakan.lssn@nk.lu.se / Christian Ingvar - christian@ingvar.cm - University f Pennsylvania, Philadelphia, Pennsylvania, USA: Peter Kanetsky - pkanetsk@cceb.med.upenn.edu - Huntsman Cancer Institute, Salt Lake City, Utah, USA: Sancy Leachman - sancy.leachman@hci.utah.edu - Pmeranian Medical University, Szczecin, Pland: Jan Lubinski - lubinski@sci.pam.szczecin.pl - Tel Aviv University/Sheba Medical Center, Israel: Eitan Friedman - Eitan.Friedman@sheba.health.gv.il - TGen, Phenix, Arizna, USA: Jeffrey Trent jtrent@tgen.rg / Kevin Brwn - kmbrwn@tgen.rg - Wistar Institute, Philadelphia, Pennsylvania, USA: Meenhard Herlyn herlynm@wistar.rg - Institute f Onclgy, Ljubljana, Slvenia: Tadej Battelin - tadej.battelin@mf.uni-lj.si - Institut Gustave Russy, Villejuif, France: Brigitte Bressac bressac@igr.fr 3
- Whm can I get in tuch with if I need supprt during the applicatin prcess? If yu have any additinal questins, write t Linda.Battistuzzi@unige.it Financial Arrangements Applicants can belng t any GenMEL grup, including nn-ne members. Unfrtunately, exchanges frm a member f a nn-ne grup t a nn-ne hst cannt be supprted. Members f nn-ne grups can g t a NE hst under Methd A, and members f NE grups can g t a nn-ne member under Methd B. Methd A Where the hst institutin is a NE member - Up t 500 eurs/week will be allcated t supprt accmmdatin and ther living Up t 1,000 eurs will be allcated t cver the cst f travel t the hst institutin; in exchanges requiring intercntinental travel a higher limit may be cnsidered. Upn a successful applicatin the verall amunt will be transferred t the hst institutin. Additinal funds (up t 8,000 eurs) will be transferred fr lab materials (mlecular prjects nly). The exchangee will claim eligible expenses frm the hst. If the claimed expenses ttal less than the allcated amunt, the remaining sum will stay with that institutin, and the next payment frm the crdinatr t that institutin will be reduced by the amunt f the under spend. Alternatively, exchangees wh wish t use the remaining sum fr a cntinuatin f the apprved prject may d s fllwing apprval by the exchange prgram manager. The hst will claim eligible supprting csts and the exchangee s expenses in their EU financial reprt and als claim the apprpriate verheads. It may be pssible fr the hst institutin t bk and pay fr flights, etc. in advance but this will be fr the exchangee and hst institutin t discuss. Financial respnsibilities The GenMEL Crdinatr On request, t cmmunicate with the institutins invlved as t financial arrangements. T transfer funds in gd time. The hst institutin T cmmunicate with the exchangee and ensure they understand the rules and regulatins regarding expense claims. T prcess expense claims in gd time. The exchangee T ensure that bth their parent institutin and the hst institutin agree t the exchange taking place, and t the arrangements detailed here. This must take place befre any applicatin is submitted. 4
T fllw the hst institutin s rules and regulatins as t the claiming f eligible Methd B Where the hst institutin is a nn-ne member Up t 500 eurs/week will be allcated t supprt accmmdatin and ther living Up t 1,000 eurs will be allcated t cver the cst f travel t the hst institutin; in exchanges requiring intercntinental travel a higher limit may be cnsidered. Upn a successful applicatin the verall amunt will be transferred t the exchangee s parent institutin. Additinal funds (up t 8,000 eurs) will be transferred fr cnsumables (mlecular prjects nly). The exchangee will claim eligible expenses frm their parent institutin. If the claimed expenses ttal less than the allcated amunt, the remaining sum will stay with that institutin, and the next payment frm the crdinatr t that institutin will be reduced by the amunt f the underspend. Alternatively, exchangees wh wish t use the remaining sum fr a cntinuatin f the apprved prject may d s fllwing apprval by the exchange prgram manager. The parent institutin will claim eligible supprting csts and the exchangee s expenses in their EU financial reprt and als claim the apprpriate verheads. It may be pssible fr the parent institutin t bk and pay fr flights, etc. in advance but this will be fr the exchangee and parent institutin t discuss. Financial respnsibilities The GenMEL Crdinatr On request, t cmmunicate with the institutins invlved as t financial arrangements. T transfer funds in gd time. The parent institutin T cmmunicate with the exchangee and ensure they understand the rules and regulatins regarding expense claims. T prcess expense claims in gd time. The exchangee T ensure that bth their parent institutin and the hst institutin agree t the exchange taking place, and t the arrangements detailed here. This must take place befre any applicatin is submitted. T infrm the GEP Manager abut the starting date f the exchange at least ne mnth in advance. T fllw their parent institutin s rules and regulatins as t the claiming f eligible 5