BioSB: Guidelines for Coordinators
The course portfolio of BioSB maintains high quality thanks to the dedication of course coordinators, teachers and lecturers involved in the courses. We highly value the time and enthusiasm BioSB members put in developing course material and teaching. In this document we briefly summarize what course coordinators can expect from BioSB and some general guidelines for BioSB courses.
To enable course organizers to focus fully on the quality of the course content, the BioSB Community Manager (CM) will provide support in organizing the course.
The general timeline for organizing a BioSB course is shown on this page.
The organisation process involves a few sub-processes and documents, which are explained below. If anything is unclear, please contact the BioSB community manager.
Course announcements
Courses are announced by the CM on the BioSB website, in regular newsletters and on LinkedIn or recognized mailing lists. Please use your own professional network too! If applicable: inform the CM of new (general) ways to announce your course.
Wildcards
As a coordinator of a BioSB course you receive several wildcards with which your students/connections can participate in another BioSB course (or in the next edition of your own course) for free. See Appendix B for an example wildcard. Check this webpage for more information on wildcard regulations. Note that wildcards should be used within two years. Don’t forget to use them!
Cancelation of a course
The minimum number of participants for a course to be held is ten. Cancellation or rescheduling of a course in case of a lower number of registrations is announced at least four weeks before the start of a course. Specifically, this means that participants are advised to not make any travel arrangements or hotel bookings before receiving a final confirmation that the course will be held. In case of cancellation, BioSB will only refund the registration fee and not any additional expenses made.
Financial terms and conditions
BioSB reimburses a maximum of €25.00 (including VAT) for daily catering per person per day. If catering costs do not reach this maximum, coordinators are allowed to spend the remaining budget on alternative/additional items up to the total amount of €25.00 (including VAT) p.p.p.d. Additional budget can be requested for special course elements (e.g. travel expenses for external speakers). Please contact the BioSB community manager if you wish to propose such elements.
Reimbursements should be requested at Health-RI, using the up-to-date reimbursement form provided by the CM.
Please note the following financial conditions:
- The maximum reimbursement is €25 per person per day.
- Reimbursement requests should preferably be submitted within one month after the end of the course, but no later than twelve weeks after the end of the course. NOTE: BioSB and Health-RI cannot guarantee a refund for expenses declared after the twelve week deadline and reserve the right to refuse invoices received after this period.
- The correct budget number and the name of the BioSB course must be stated on the reimbursement form.
- Send the original invoices together with the signed reimbursement form to invoice@health-RI.nl – cc – BioSB community manager
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