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Training Course and Workshop Award

Under the authority of the Committee for Education

+ AIMS (click to open/close)

The aim of this scheme is to fund training courses and workshops in PID. These can be directed at clinical trainees, continuing medical education for career grade doctors or both. Applicants should indicate whether the course is intended primarily to fulfil local training needs or as a central European initiative (ESPID seeks to support both types of course but these categories are budgeted separately). However the application procedure is the same in both cases. Training courses and workshops should be clearly aimed at the development of national training programmes in Paediatric Infectious Diseases.

The maximum financial support allocated to an award will be up to Euro 16,000 (e.g. for a 1-2 day course for 15-40 delegates) with larger awards only for courses of an usually large or complex nature. Awards will normally be expected to be in the range Euro 75-150 per delegate per day, with higher costs for smaller groups, where overnight stay is required and when many delegates will have to travel significant distances. ESPID is only willing to part fund (up to a maximum of 50%) the overall costs of courses. Evidence of other income from grants, sponsorship and registration payments should be included in the budget of the application.

APPLICATION DEADLINES: 1st March, 1st June, 1st September, 1st December

Applications should be made at least 6 months before the proposed date(s) of the course.

+ WHAT IS COVERED (click to open/close)

The awards are designed to be flexible and rapidly processed – we will aim to respond to all applications within one month. It is intended that the awards will provide support towards essential costs of the meeting, which might include administration costs, hire of premises and equipment, travel subsistence and accommodation costs for teachers and delegates. However, unusually expensive running or accommodation costs will reduce the likelihood of funding.

+ ESSENTIAL/DESIRABLE CRITERIA – APPLICANT (click to open/close)

  • Must be “good standing” ESPID member (click here to download the ESPID "good standing" member criteria) and membership fees must be paid up in full before the application.
  • Previous track record in organisation and delivery of post-graduate education and/or courses and/or academic meeting organisation is an advantage
  • Final reports and budgets must have been received and approved by ESPID before any further application from any previous applicant or from another applicant on behalf of a society, institution or organisation which received a previous award will be processed.

+ ESSENTIAL CRITERIA – COURSE (click to open/close)

  • Must be directly relevant to paediatric infectious diseases
  • Must be held in a European location
  • Must be open to all interested ESPID members although other interested delegates may also enrol
  • Must have reduced price registration fees for ESPID members
  • Must have specific training objectives. Where these are primarily directed at trainees, it will be an advantage if they map specifically and identifiably onto areas of the PID training syllabus as published by ESPID

+ APPLICATION PROCEDURE (click to open/close)

A clear and specific proposal, including specific objectives, a list of delegates who have expressed a written interest in attending (copy emails required) and a detailed budget will be required.

The Educational Committee evaluates a significant number of Training Course and Workshop Awards annually. In order to make this process transparent, the following information is requested from applicants to ensure that awards are granted of similar value as judged by the cost per delegate per hour of training.
Typically awards are granted of approximately 5-10 euros per delegate per hour of education, however there are circumstances where higher awards may be made given.

All applicants must supply the following information:

  1. Estimated number of delegates
  2. Total number of hours of education that the course is providing (excluding lunch breaks and evening dinners etc)
  3. Total number of invited Faculty, indicating number of local faculty.
  4. Estimated expenses of the course 

If successful in obtaining ESPID funding, once the course has been held you will be asked to submit a final report that must provide the following information:

  1. Final number of delegates attending the course
  2. Final expenses of the course
  3. Total income for the course
  4. Balance (please note if a surplus has been made)
  5. Feedback from delegates

 In deciding whether to support courses the Educational Committee will assess at the following metrics:

  1. The ratio of delegates / faculty
  2. The % of the total budget requested from ESPID
  3. The % and total support of the final expenses supported by ESPID
  4. The  estimated cost /delegate/hour of education
  5. The actual cost /delegate/hour of education

Click here to download the Application form

Click here to download the Budget form

Complete application should be sent to ESPID Secretariat at espid@kenes.ch. Applicants without access to email may send applications by fax to +31 20 76305 11 or by post to ESPID Secretariat, c/o Kenes Associations Worldwide, Piet Heinkade 55, 1019 GM, Amsterdam, The Netherlands.

Procedure for processing and making awards

Applications received by the ESPID Secretariat will be checked to ensure they fulfil all the required eligibility criteria and include all required elements. Incomplete or incorrect applications will not be considered further and applicants informed to this effect. Complete and correct applications will be forwarded for approval to the members of the ESPID Committee for Education who will reach a decision within three weeks. Applicants will be informed of the decision as soon as possible after this.

Payment of the award will be made 50% upon receipt of finalised programme and advertising material (which must acknowledge support from ESPID), and 50% after receipt of a final report and budget (see below) by the ESPID Secretariat and approval of the final report by the Committee and the final budget by the Treasurer. These will be processed within 3 weeks of receipt of the report and final budget by the ESPID Secretariat, but payment will only be made if they are complete and correct (see below). No payments will be made to individuals.

+ FINAL REPORTS (click to open/close)

Applicants are required to submit a satisfactory final report and budget of the course or workshop to the ESPID Secretariat at espid@kenes.ch after completion of the course. All the documents should be in English. Any applicant or organisation who does not do so will be disqualified from further ESPID awards of all kinds until these are received and have been approved.

The final report should include a list of delegates who attended, the final programme as delivered including details of teachers involved, a report of feedback on the quality of the course from delegates (which should be systematically collected during the course).

The finalised budget of expenditure and income (including supporting documents for all major items of expenditure greater than 1000 Euro) must include full details of all other income (including registration payments), grants and sponsorship agreed and/or received for the course or workshop.

If payment is needed urgently and the budget is not yet finalised, a provisional budget will be accepted as the basis for payment provided a finalised budget is provided within 6 months of receipt of the preliminary budget.

Applicants should note that, while ESPID accepts the principle that meetings may make a modest surplus (which must be reinvested in future educational activities directly related to Paediatric Infectious Diseases), second payments will be reduced, if necessary, to limit any total surplus to a maximum of 10% of the total final budget or 20% of the total ESPID award from this scheme for that event, whichever is smaller.

In the event that the individual or organisation subsequently applies for another award to conduct a further course or workshop, that application will need to include any surplus from the earlier course or workshop in its budget plan or to include a clear and detailed account and budget for how the surplus was used for other PID educational activities in the interim.

Payment will not be withheld on the grounds of perceived low quality of the final programme, lower than expected attendance or because delegate feedback is critical. It is sufficient that the requested information is provided and that the budget provided is judged to be correct and complete by the ESPID Treasurer. However, the apparent quality of the course or workshop will be taken into account in the assessment of any future application from the applicant or organisation.

Comments on the award procedure and administration by ESPID are also encouraged.

+ ESPID TRAINING AWARD SCHEME - REVIEW (click to open/close)

ESPID Training Course and Workshop Award Scheme will be subject to regular review. The regulations for awards may be altered in the future without prior notice.