Nutrition Exchange Programme. Application Form

Transcription

1 Nutrition Exchange Programme

2 Section A Information Background to the Nutrition Exchange Programme Across the island of Ireland a huge amount of work is being carried out in the area of nutrition, ranging from research to clinical activities, health promotion to policy development. Much can be learned from the outcomes of these activities and the experiences of those involved. To encourage and further develop collaboration in the area of nutrition safefood launched a pilot nutrition exchange programme which ran from April 2006 for a 12 month period. This programme was evaluated in May 2007 and has now been adapted to better suit the needs of nutritionists and dietitians on the island of Ireland. It is reviewed annually in July The programme allows dietitians and nutritionists to spend time in another department or attend a seminar or conference with a specific remit or brief. It also provides the opportunity to host a workshop or seminar to share best practice on the island. The programme offers individuals the opportunity to broaden their expertise, while its collaborative nature enhances communication and cooperation in the nutrition field. safefood strongly promotes cross border exchanges and visits on the island of Ireland. safefood is offering three exchange programme options and will fund a limited number of applications for these programmes. Selection of successful applicants will be on a competitive basis. Please read the following information and guidelines detailing the three programme options on offer prior to completing the application form. For more information please your queries to nutrition@safefood.eu 2

3 Section A Information Programme Options available Option 1: Host a nutrition related seminar, workshop or conference on the island of Ireland. Objective To enhance collaboration and sharing of best practice in the field of nutrition on the island of Ireland. Bursaries Available 6 Max funding per application 1000 / 820 Key Criteria Island of Ireland dimension demonstrated. Option 2: Visit another department or centre of expertise of nutrition outside the island of Ireland but within the EU. Objective To develop networks at an EU level to enhance the international exchange of best practice. Bursaries Available 10 Max funding per application 600 / 492 Key Criteria Learning disseminated to colleagues beyond participant s work or study environment. Option 3: Attend a relevant nutrition seminar or conference on the island of Ireland or elsewhere. Objective To provide updates on scientific research and best practice in the field of nutrition. Bursaries Available 15 Max funding per application 500 / 410 Key Criteria Learning disseminated to colleagues beyond participant s work or study environment. 3

4 Section A Information Application Procedure 1. Interested participants should complete an application form and submit it to safefood 2. safefood checks that the application is eligible and acknowledges its receipt by or post. 3. safefood evaluates application and informs the applicant of the outcome of the evaluation within 3 weeks of date of application deadline. 4. If successful safefood issues two copies of the Nutrition Exchange Agreement to successful applicants. The applicant must sign both copies of the Nutrition Exchange Agreement, and return both copies to safefood together with confirmed travel dates, at least 6 weeks before travel. 5. safefood will send the applicant all relevant documentation along with notification that the visit will be funded. The applicant must return the following documents to safefood no later than four weeks after completing the visit in order to receive the bursary: a. End of the Visit Report b. Expense Claim Form and all travel receipts (options 1-3) or an invoice (option 1) applicable c. Copy of the course invoice (if applicable) 6. When all the completed documents have been received, safefood will reimburse the applicant as per the programme conditions if all the paperwork is completed correctly safefood will issue payment. Conditions of Application 1. An Application will not be accepted if the application is: a. Incomplete b. Not signed by the appropriate authority c. Received after the closing date. Late applications automatically go forward for next deadline date. d. Has travel date within 6 weeks of the closing date to allow time for processing applications. 2. safefood accepts no responsibility for applications improperly made or incomplete 3. The decision of safefood on any application is final Note: Approved applications cannot be subsequently transferred to another department staff member. 4

5 Section A Information General Programme Conditions General Provisions 1. safefood is not responsible for the remuneration of a participant s salary or for the provision of a locum/replacement staff member for the duration of the participant s exchange or visit. 2. safefood is not responsible for any damage, loss or injury however suffered by a participant during the course of an exchange or visit. The participant must ensure that he/she is covered under relevant insurance for all liabilities that may arise medically or as a result of travel. 3. safefood requires acknowledgement of its support in all relevant public outputs, including publications, that arise as a result of participating in this programme. 4. In order to encourage the development of collaboration and exchange of information in the field of nutrition safefood s highest priority is to the applications that encourage the dissemination of information and best practice on the island of Ireland. 5. If you attend a conference / seminar, a certificate of attendance must be submitted. Eligible Individuals The programme is available to registered nutritionists and dietitians in the Republic of Ireland and Northern Ireland working in the following areas: 1. Academia 2. Health Promotion 3. Primary Care 4. Clinical Please note that priority will be given to those working in the Public Sector as safefood is publically funded. Travel Costs 1. safefood will refund all reasonable travel costs incurred while travelling from your workplace or home (whichever is nearest) to the host organization. Original receipts will be required for all costs. If a credit card has been used, you must submit the actual original receipt for the purchase. The credit card receipt on its own is NOT sufficient. 2. Travel costs are based on actual costs incurred. The most economic rates must always be used for rail and air travel, i.e. standard economy rate. Local and regional travel will only be covered if it directly linked to your visit. 3. Travel by car will only be acceptable if there is no alternative, more economical, means of transport, i.e. rail or air. Mileage rates are provided in appendix 1. Proof of mileage will be required e.g. AA route planner print out of journey. 4. Taxis may only be used to travel from/to your host organization, your overnight accommodation (if appropriate) and railway station/airport where no public transport exists. 5. As value for money will be assessed, extraordinary expenses will require a detailed justification of the costs. All travel expenses must be shown to be directly relevant to the exchange or visit. 6. Please note that travel costs will only be reimbursed upon receipt by safefood of all rail, bus or flight tickets and taxi receipts (originals) if applicable. 7. All invoices / original receipts must be in the name of the applicant whose name appears on the Nutritional Exchange Programme contract. Bursary cheques will only be made payable to the named person on the contract. 5

6 Section A Information General Programme Conditions (continued) Dates of travel Participants are advised: It is the responsibility of the participant and their workplace to arrange all aspects of the visit with the host centre/department being visited, including initial contacts and dates of travel. Accommodation and subsistence safefood will refund all reasonably vouched (i.e. supported by an original receipt) accommodation and subsistence costs within the eligible maximum funding per application. Meals and accommodation must be for individuals only and must be reasonable. Itemised receipts must be submitted. No claims for alcohol will be accepted. safefood reserves the right to reject any unreasonable costs. Conference or Course Costs If applicants are claiming conference or course costs then; 1. Applicants must include details of the conference or course costs in their application form and attach a copy of the course or conference brochure/leaflet. 2. It is the applicants (whose name the contract is in) responsibility to pay in full all conference or course costs 3. safefood will only reimburse the costs upon presentation of a vouched original receipt for the conference or course. Exchange Rate The exchange rate used in this document is 1 Euro = 0.82 Sterling. safefood reserves the right to amend this rate if there are any major fluctuations in the conversion of Euro to Sterling. Payment of expenses No staged payments will be made. Total payment will be made on acceptance by safefood of: 1. A satisfactory End of Visit Report, using the safefood report format 2. Fully completed Expense Claim Forms accompanied by all relevant receipts (options 1-3) or an invoice (option 1) if applicable. 3. Payment of expenses will be made directly to the applicant (whose name is on the contract) at the address given in the application form. 4. All payments will be made by bank transfer. Bank details must be submitted with the expenses claim form. These documents must be submitted to safefood no later than four weeks after completion of the visit. Only original receipts will be accepted for reimbursement. 6

7 Section A Information Frequently asked questions Can more than one person from my department apply for the same course? Only one bursary per institute or under the one Health Service Executive / Health and Social Care Trust dietetic manager is available for any given course, seminar or visit within a given year. Can bursaries be split? Yes, but bursaries can be split between no more than two people from the same department. One application with all the relevant names must be submitted. Multiple applications will not be accepted. What if I want to apply for a course that a colleague of mine (from the same department) has already submitted an application for? Applications are received on a first come, first served basis. safefood will not accept multiple applications for the same course from within the same department. What costs are covered? All reasonable vouched costs incurred by the applicant themselves, and not by a third party, will be covered by safefood up to the maximum amount allowed. Refer to the general provisions on the previous two pages. Can a Self-Employed person apply? Yes, but priority will be given to the Public Sector applications due to the fact that safefood is a public agency. If my workplace pays for part of my exchange visit how does that work with regard to claiming expenses? The bursary will only be made payable to the person whose name is on the contract, therefore if your workplace pays for part of your exchange visit, then you must get an invoice from your workplace in your name for that part of the expense. safefood will then issue you with the bursary payment and you (the applicant) are responsible for reimbursing your workplace for the part of the exchange visit that they paid for. How are the applications evaluated? Applications that have missing details will not be evaluated. Evaluation takes into consideration the following: 1. Exchange of information and collaboration - Higher scores will be awarded to applications that encourage the exchange of information and collaboration with colleagues beyond their immediate work place on the island of Ireland. For those that attend a course, seminar or visit another department this criterion will also take in account any proposal for the dissemination of learnings from the visit / exchange. Dissemination must go beyond the applicants immediate workplace. 2. Purpose and relevance - Applications must be clearly focused on nutrition and should demonstrate how participation in the programme is relevant to their own nutritional activities. 3. Activities - The application should provide a clear plan of activities that will take place and should be realistic and appropriate to the resources available. 4. Anticipated outcomes and added value - A good application will address gaps in the field of nutrition on the island of Ireland and outline how participation in the programme will benefit their own work and potentially other individuals in the field of nutrition. Higher scores will be given to applications that provide clear and achievable outcomes and demonstrate the potential benefit to their own department and beyond. 5. Value for money - A high score will be awarded if it is clear from the application that the proposed costs are reasonable and the visit shows a degree of cost effectiveness. 7

8 Before completing this form, please read the previous relevant sections which contain important information on programme details, funding and other relevant information. This form may be typewritten or handwritten in BLOCK CAPITALS using black ink. Checklist The application form must be completed in full. The application form must bear the original signatures of the applicant and his/her Head of Department, or a person legally authorised to sign on behalf of the application institution. The application form must bear the original stamp of the applicant s department. Return Address Please return the completed application form to: Nutrition Exchange Programme safefood, 7 Eastgate Avenue, Eastgate Business Park, Little Island, Co. Cork, Ireland 8

9 A. Applicant s Details 1. Name of Applicant Full Name: Title: Mr. Mrs. Ms. Dr. Prof. Position: 2. Name & Address of Workplace (All correspondence relating to your application will be sent to this address) Name of Department: Address: Post Code: (if applicable) Country: Telephone: (incl. area and country code) Fax (incl. area and country code) 3. Head of Workplace Department (or a person legally authorised to sign on behalf of the applicant s institution) Name: Title: Mr. Mrs. Ms. Dr. Prof. Official Position: Telephone: (incl. area and country code) 9

10 4a. Have you previously participated in a safefood Nutrition Exchange Programme? Yes No 4b. How did you hear about the Nutrition Exchange Programme? Colleagues safefood website Head of Department Other (please specify) 5. Qualifications and professional background (Please list details that demonstrate the applicant s suitability) B. Purpose of Exchange 6. Type of Nutrition exchange Programme for which you are applying For further information please see Programme Options and accompanying information at the beginning of the application (page 3). Please tick appropriate option Option 1 Option 2 Option 3 10

11 B. Purpose of Exchange (continued) 7. Please complete 7a except where you are applying to host a seminar, workshop or conference. In this case please complete 7b. 7a. Details of Department/Centre being visited Name of Organisation or Department: Address: Country: Contact Person: Telephone: (incl. area and country code) Fax (incl. area and country code) 7b. Please provide the title of the meeting (workshop, seminar or conference) and proposed venue 11

12 B. Purpose of Exchange (continued) 8i). Provide an outline of your proposed visit or meeting, under the following headings, purpose, planned activities and gaps being addressed: Purpose: Planned activities: Gaps being addressed: 8ii). Outline in detail how you plan to share your learning (a.) within your workplace and (b.) externally with a wider audience (minimum 200 word paragraph): Examples of what others have done in the past include: Distribute a report through national / regional groups; Presentation outside the immediate work environment; Include an article in national / regional newsletter; (Applicants will score more highly where there is an all island element to the dissemination of the learnings.) 12

13 B. Purpose of Exchange (continued) 9. Duration & Estimates of Travel and/or course costs being claimed For options 1-3 except where hosting a seminar, workshop or conference (see below) Please include all travel time when estimating the number of 24-hour periods and where possible actual costs. Anticipated dates & times of visit Start Date: Start Time: Finish Date: Finish Time: Mode of Transport: Rail Air Car Bus Estimated cost of transport ( Euro/ Sterling) Estimated accommodation and subsistence costs ( Euro/ Sterling) Course cost (if applicable)* Total ( Euro/ Sterling) Amount eligible under the programme (see programme options and conditions): *Include VAT in your estimation of the course cost Is other funding being sought? Yes No For option 1 where hosting a seminar, workshop or conference Anticipated dates & times of visit Start Date: Start Time: Finish Date: Finish Time: Funding Request ( Euro/ Sterling) Is other funding being sought? Yes No 13

14 B. Purpose of Exchange (continued) 10. All successful applicants will be required to provide an End of Visit report, expense claim, certificate of attendance (option 2/3 only) to safefood within 4 weeks of completing the visit. Do you agree to provide all of this information? Yes No 11. Do you agree that information contained in your report may be used by safefood for the purposes of evaluating the Nutrition Exchange Programmes and/or publication of Programme outcomes? The relevant data protection regulations will be respected. Yes No C. Declaration To be signed and stamped by the applicant and the Head of Department. Please note that the signatures and the stamp must be original on the application form. Applicant s Name (capital letters): Applicant s Signature Date: Name of Department Head (capital letters): Signature of Department Head: Date: STAMP OF DEPARTMENT 14

15 D. Acknowledgement of Receipt Do you wish to receive acknowledgement that safefood has received your application by: Post If you have requested acknowledgement of receipt by post, then this page will be returned to you when we have received and registered your application form. For this purpose, please complete the section below. Name of applicant: Job Title of applicant: Name of Department: Address of Department: Reserved for safefood use only safefood wishes to acknowledge receipt of your application. Application No: Please use this application number in all further correspondence with safefood Date: safefood Stamp 15

16 Appendix 1. Mileage Rates 2014/2015 Mileage Rates Class Engine Capacity/cc Rate per km/cent Rate per km/stg A < c 18p B c 20p C > c 24p 16