Vade-Mecum CEB

GENERAL INFORMATION FOR ORGANIZERS

A trimester at the Institut Henri Poincaré

You are considering  organizing or about to organize a scientific program of 3 months in IHP. A trimester involves typically around  one hundred participants (professors, researchers, students; French and foreign) and it includes (maximum: three) one-week colloquia, graduate courses  (possibly validated as part of the PhD curriculum) and seminars.

At this stage, you will find in this document the answers to most of your questions. We hope it will  be useful for you to better understand the organization of your trimester. At a later stage  (around 14 months before the beginning of your trimester) this guide will serve as the basis for a meeting between you (the scientific organizers)  and  team of the Centre Emile Borel.

The Centre Emile Borel (CEB) is  run by an experienced and responsive team that manages the scientific activities within the IHP, and especially the three-month thematic programmes. The CEB assists visitors in their search for housing,  assigns offices, takes care of  administrative paperwork and logistics and is in charge  of the planning of  activities.

To make your successful trimester, the Institut Henri Poincare offers:

Invitations with a salary
 
1) CNRS
The IHP has  CNRS 'associated researcher'  positions ("Postes Rouges") (in all, 6 months for a trimester). These positions are at the "charge de recherches" or "directeur de recherches", depending on the age and  seniority of the invited scientist, corresponding to net salaries of 2000 and 3000 euros, respectively.
The invitation period for a given researcher cannot be shorter than  two months.
 
2) Universities:
The institute has also University "Invited Professor" positions.  In all, eight months shared by Paris 6 and Paris 11 universities.
 
Professors  appointed to these positions receive as  net salary about :
 
4000 euros if they are over 50 years of age (gross index 1430),
3500 euros if they are between 40 and 49 years of age (gross index 1217),
3000 euros if they are under 40 years (gross index 1015).
 
Please note: The invitation months cannot be divided in smaller periods.
The  salaried positions are exclusively for foreign nationals.
 The age limit is 65.
Each guest is responsible for obtaining  his visa and, if necessary, its extension.
 
"Delegation CNRS" positions
 
We encourage researchers having French university  positions who are interested in participating or organizing IHP programs to apply for a "Delegation CNRS".  Applications for the year N are considered by the relevant sections CNRS National Committee during the autumn session of the year N-1, which means they have to be submitted by january of year N -1 - after being approved by the university authorities. In practice,  this means that the dossiers have to be prepared about two years in advance.
Given this timetable, it is necessary that the organizers contact potential applicants for Delegation CNRS immediately  after acceptance of their program.
 
Trimester budget
 
1) Missions :

The organizers have an amount (which will be adjusted according to the IHP budget) for  reimbursing participants of a trimester that do not benefit from the salaries mentioned  above. You can reasonably expect  130 000 euros for the duration your program (3 months).

Principles of reimbursement of participants in your program :
 
French or foreign participants who live and work abroad :
Travel Expenses: 2nd class (upon presentation of receipts)
Accommodation: 60 to 120 euros per night (upon presentation of  receipts)
Meals: € 15.25 (without receipts), or up to  EUR 30.50 per meal (upon presentation of  receipts)
 
French and foreign participants who live and work in France :
Travel Expenses: 2nd class (upon presentation of receipts)
Accommodation: 60 euros (upon presentation of  receipts)
Meals: € 15.25 per meal (without receipts)
 
 
For organizational reasons, it is better to work with fixed per diem.
In general, we propose a per diem  from 80 to 100 euros/day (depending on the budget)
 
PLEASE  NOTE  that presentation of receipts is necessary.
 
2) Operation :

Regardless of the "mission" envelope , IHP provides an overall budget for the running  of a  trimester, which is devoted for daily coffee-breaks, postage, telephone, office supplies ...
 
 
 PLEASE NOTE: financing of coffee-breaks for the colloquia  is taken in charge by the organizers own budget. The IHP organizes breaks in  the cafeteria on the ground floor.
 
Fondation Sciences Mathématiques de Paris
 
The FSMP–IHP programme is divided in 3 parts

1 -  FSMP will take in charge reimbursment expenses for 1 or 2 seniors Researchers/Research Professors, french or foreigners, up to 5 000 euros per IHP trimester.

2 - FSMP will take in charge reimbursment expenses for 2 or 3 juniors Researchers/Research Professors, french or foreigners, up to 20 000 euros per IHP trimester.

Reimbursment procedures are made according to the following conditions :
- Accommodation : 62,20 euros/day under justificatories (invoice or housing contract) issued either by an estate agency, an institution or a hotel.
- Meals : 34,80 euros per diem
- Transport : 1 round trip ticket (economy class)
* Reimbursment rates are updated in January 2012.

3 - FSMP will take in charge transport, housing expenses and meals for PhD students members of The FSMP network participating to « pre-schools » of the Centre Emile Borel programmes, up to 5 000 euros per IHP trimester.

For part 1st and 2nd, FSMP will require the following documents to select the beneficiaries:
- A research project connected to the trimester programme and a CV
- A schedule of day’s attendance
At the end of his stay, the participant will send an activity report to the FSMP

Choice of this programmes’ beneficiaries is made jointly with FSMP and IHP directors as well as trimester’s organizers.
 
The logistics of the IHP
 
1) Opening hours :

The IHP is open from 8:30 a.m. to 6:00 p.m. Monday through Friday, and exceptionally  on  Saturdays.
Participants  who have been  assigned an office are given a card and a code that allows them to  enter and leave  the institute at all times.
 
2) Offices and computer accounts :

Centre Emile Borel is on the 2nd, 3rd and 4th floor of the institute.
 
* 17 offices are reserved for participants, including 2 for the organizers of which:
- 8 offices equipped with 2 computers and  2 offices with 4 computers  (in all, 24 places) on the second floor.
- 6 offices with 2 computers (12 places) on the 3rd floor
-3 offices with 2 computers  on the 4th floor

* A computer room on the 3rd floor is used by  participants  visiting for the day,  especially during the Colloquia, mostly to consult their mail.

Visitors having laptop computers may connect to WIFI. The IHP  has a wireless network (WIFI) throughout  the building.
 
Each office has a telephone line that may be used for local calls. For calls to the  and provinces and abroad you may use, for example,
TéléRabais = which costs like a local call.
 
3) Classrooms and lecture halls :

The IHP has 5 classrooms and two auditoriums equipped with overhead projectors and video projectors. The Hermitte and  Darboux halls have 170 and  80 seats, respectively.
The room reservation is made based on the expected audience number.
During the weeks of colloquia, the  Hermitte Hall is reserved for this activity.  It is thus important for us that you let us know the dates of the colloquia several months in advance.

Important: In general, try to  avoid organizing seminars, courses and conferences on Saturday, because we are short of staff.
 
4) Cooking facilities  and cafeteria :

3 kitchens are available for  researchers (2nd, 3rd and 4th floors). They are equipped with a refrigerator, electric stoves and a microwave oven. On the ground floor there are  vending machines and a cafeteria.
 
5) Coffee breaks :

From Monday to Friday, CEB offers a coffee-break from 16h00 to 16h30 on the 2nd floor of the IHP, in the lounge area - something to take into account  when planning the timetable of lessons and seminars. At all other times, the guests may prepare tea or coffee in kitchens, or in the CEB coffee machines in the second floor.
 
6) Housing :

The Centre Emile Borel can assist  visiting professors, research associates and other participants to search for housing. It has a regularly updated file with hotels and apartments for rental.
The agency 321.international is also very effective for short term rentals (one to six months).
The IHP is also owner of two Parisian studios offered preferentially to guests staying for several months at the Institute.
One of them is located on rue Claude Bernard (Paris 5th), approximately 10 minutes walk from the IHP, and the other on  rue Jules-César (Paris 12th), approximately 40 minutes on foot or 20 minutes by bus from the IHP. Both studios are available at 31 euros per night.
 
The organizers must supply
 
1) Posters :

The organizers must supply the Tex or Word (English / French) version of the poster. The CEB will send the corresponding paper version to its mailing list of 330 French and foreign laboratories of math/physics.
The Centre Emile Borel can provide templates for posters used in previous programs.
  
The poster file has to be sent to the Centre Emile Borel for distribution no later than 10 months before the beginning of the program.
The organizers will be presented with the mailing list on the first meeting. They may modify it, adding  addresses  or removing those they seem superfluous.
 
2) Web Site :

The CEB asks  the organizers to  have their own website, regularly updated. A link will be established with our site for the administration of  the inscriptions. Our webmaster should be contacted just after creating your site, at least 8 months before the beginning of the program.
 
3) Trimester News :

The CEB asks  the organizers for a mailing list (e-mail addresses) to be used for the trimester newsletter.
The first message is sent  10 months before the start of the trimester to announce the opening of registration for the program and to specify the deadline for  application for financial support (about 6 months before the start of the trimester). Bear in mind that we need to know the financial support obtained in order to make arrangements for housing !!!

4) Info-trimester :

To subscribe  to a mailing list to receive  weekly information concerning the program, starting from the  beginning of the session, participants should send an  e-mail  to: infoACRONYM-request@ihp.jussieu.fr containing the single word "subscribe" in the message body.

[Here, "ACRONYM"  is the trimester acronym which should be up to  8 letters long, see below].
 
Information the organizers must provide :
 
1) To the CEB :
 
- The CEB should be informed (the information is already in the  website) of the general program (courses, seminars, poster sessions) and the potential colloquia. We need this to book the rooms as soon as possible.
 
- An acronym of up to 8 characters (a short version of the title of the trimester) which will be the name of an e-mail box, that will be used for the exchange of information between the organizers, participants and the member of CEB directly responsible for the program.
 
- A list of email addresses of potential participants.
 
- The list of professors and researchers that the organizers wish to invite with a salaried position as in paragraph 1. (Their name and address is all we need, the  Centre Emile Borel takes  charge of all the administrative work)
 
- The list of  scientists who will benefit from reimbursement (Required for  keeping track of the budget).
 
2) To  the library :
 
A list of all the publications you will need during the trimester.
It is convenient  to discuss with the  director of the library a year before the start of the quarter.
 
CIRM pre-trimester schools
 
An agreement of principle has been established between the IHP-Centre Emile Borel and the CIRM to give you the opportunity to organize a school in an  informal atmosphere, before the start of your program in Paris.
 
Established in Luminy, near Marseille, the CIRM (Centre International de Rencontres Mathematics) works on the same principle as the Center for Mathematics in Oberwolfach : it organizes scientific programs of short duration (usually a
week) and offers its guests all  premises and its logistics (accommodation and catering).
 
A school with a duration of one to two weeks allows you to start the program by preparing the young participants to follow the high-level courses that will subsequently be given in Paris.
 
CIRM has many advantages:
- Easy access (three  hours from Paris by train)
- It is located near Marseille in a beautiful environment
- Very simple logistics since everything  is available on site
- It may  attract   young participants
 
For more information on the CIRM, you can visit its website http://www.cirm.univ-mrs.fr
We advise  you contact the CIRM at least one year before the scheduled date of beginning of the  school: Olivia at   colloque@cirm.univ-mrs.fr
Each application must be submitted to  the scientific committee of the  CIRM.

***
 
Tips for organizers:
 
* Try to distribute  the activities (visits of well known  scientists, activities) evenly  throughout the trimester.

 
* An almost daily presence of the organizers during the trimester  is a necessary condition for  the success of the program.
 
* It is essential that the organizers transmit to the member of the CEB staff directly responsible for the program
all  information on the  guests or any other aspect of the organization of the trimester.
 
 
* Fundraising :
Besides what the Centre Emile Borel  offers, you may obtain additional positions and financing from other  agencies:
 
 - "Ecoles Thematiques" of  CNRS:  the "Formation Permanente" of CNRS may provide partial funding for some schools. Application should be made by an organizer to the relevant sections of the CNRS "comite' national" Sections 1 or 2.

In order to have a response for year N, the dossier "Projects for Ecoles Thematiques" must be submitted to the delegation CNRS at year N-1. In practice, this means that only the second and third trimesters of the year may benefit from this kind of support, since the CNRS' decision arrives too late for the programs of the first trimester.
For more information contact the "conseiller formation" of the corresponding delegation.
 
- The GDRs - "Groupement De Recherche"
 
- The ANR "Agence nationale de la recherche"
 
- Your Laboratory
 
-  NSF - National Science Foundation of the USA
 
- ESF - European Science Foundation
 
- Some participants may be funded directly by their country or laboratory.
 
* Doctoral schools :
The scientific program of Centre Emile Borel includes 2-3 week long introductory courses  targeted for doctoral and second year master students (formerly "DEA").
  They aim is pedagogical.
Organizers are advised to schedule them at the beginning of each program.

For these courses to be recognized by graduate schools of the Paris region it is necessary that the organizers contact the graduate schools well in advance (one year before the start of the session).

Ecole Doctorale de Physique de la région parisienne
http://www.phys.ens.fr/Ecole Doctorale/
Ecole Doctorale de Mathématiques
http://www.edcsm.jussieu.fr

  The IHP's team to make a successfull trimester :
Cédric Villani : Directeur IHP Cedric.villani@ihp.fr
Jorge Kurchan : Directeur adjoint IHP kurchan@ihp.fr
Carine Klein : Administratrice IHP klein@ihp.fr
Sylvie Lhermitte : Responsable du CEB lhermitt@ihp.fr
Claire Bérenger : Gestion de programme CEB berenger@ihp.fr
Nitda Sriratanakoul : Secrétariat CEB sriratan@ihp.fr
Magali Martin : Logements, housing-...@ihp.fr, magali.martin@ihp.fr
Anne Alvarez : Responsable informatique IHP info-support@ihp.fr
Gilles Bivic : Assistant informatique info-support@ihp.fr
Brigitte Yvon-Deyme : Directrice bibliothèque IHP bibli@ihp.fr
Marjorie Stievenart : Responsable pôle gestion IHP stievena@ihp.fr
Chantal Ferreira : Gestionnaire & Réservation des salles IHP ferreira@ihp.fr
Florence Lajoinie : Webmaster & audiovisuel IHP lajoinie@ihp.fr
Document : november 2010