Nutrition Exchange Programme - safefood

Nutrition Exchange Programme

Application Form 2012-2013

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safefood Nutrition Exchange Programme - Application Form

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.

The programme allows dietitians and nutritionists to spend time in another department or attend a seminar

or conference with a specific remit or brief. 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 email your queries to [email protected]

Section A

Information

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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.

Max. number of bursaries: 6

Max funding per application: c1000 / £800

Criteria North-South dimension must be demonstrated (Island of Ireland)

Option 2:

Visit another department or centre of expertise of nutrition on the island of Ireland or within the EU.

Objective: To develop networks at an EU level to enhance the international

exchange of best practice.



Criteria Learning shared beyond applicant’s immediate work /

study environment.

Option 3:

Contribution to 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.



Criteria Learning shared beyond applicant’s immediate work /

study environment.

Section A

Information

Conditions of application

1. An application will not be accepted if the application is:

a. Incomplete

b. Not signed by the appropriate authority

d. Has travel date within 6 weeks of the application being received by safefood 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. There is no

closing date for this round of applicants. Selection of successful applicants shall be on a first-come first-served

basis or until such time as the maximum number of bursaries has been reached and the programme fund is used.

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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 email or post.

3. safefood evaluates application and informs the applicant of the outcome of the evaluation within 3 weeks of

application submission.

4. 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 7 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:

- End of Visit Report

- Expense Claim Form and all travel receipts (options 1-3) or an invoice (option 1) if applicable.

- 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.

Section A

Information

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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.

Eligible Individuals

The programme is available to 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

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.

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.

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 if applicable.

Section A

Information

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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 a receipt) accommodation and subsistence costs

within the eligible maximum funding per application. Meals and accommodation must be for individuals only

and must be reasonable.

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 individual and his/her own department’s responsibility to pay in full all conference or course costs.

safefood will only reimburse the costs upon presentation of a vouched receipt for the conference or course.

Exchange Rate

The exchange rate used in this document is 1 Euro = 0.80 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:

- A satisfactory End of Visit Report, using the safefood report format- Fully completed Expense Claim Forms accompanied by all relevant receipts (options 1-3) or an invoice (option 1) if applicable.- Payment of expenses will be made directly to the participant at the address given in the application 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.

Section A

Information

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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.

Application Form 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.

The application is received by safefood 6 weeks before the intended travel/host date.

Return Address

Please return the completed application form to:

Nutrition Exchange Programme

safefood,

7 Eastgate Avenue,

Eastgate Business Park,

Little Island,

Co. Cork,

Ireland.

Section B

Application Form

This form may be typewritten or handwritten in BLOCK CAPITALS using black ink.

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)

Email:

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:


Email:

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Section B

Application Form

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. Qualification and professional background (Please list details that demonstrate the applicant’s suitability)

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Section B

Application Form

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.

Option 1 Option 2 Option 3

Please tick the appropriate option

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:


Fax: (incl. area and country code)

Email:

7b. Please provide the title of the meeting (workshop, seminar or conference) and proposed venue.

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Section B

Application Form

B. Purpose of Exchange (continued)

8. Provide an outline of your proposed visit or meeting, under the following headings, purpose, planned activities, gaps being addressed and proposed dissemination of outcomes and learnings:

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Section B

Application Form

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: Finish Date:

Start Time: Finish Time:

Mode of Transport: Rail Air Car Bus

Estimated cost of transport (c EURO/ £ STERLING) -

Estimated accommodation and subsistence costs (c EURO/ £ STERLING) -

Course Cost (If applicable)* -

Total (c 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

Start Date: Finish Date:

Start Time: Finish Time:

Funding Request (c EURO/ £ STERLING): -

Is other funding being sought? Yes No

10. All successful applicants will be required to provide an End of Visit report to safefood within 4 weeks of completing the visit. Do you agree to provide this report?

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

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Section B

Application Form

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Section B

Application Form

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

D. Acknowledgement of Receipt

Do you wish to receive acknowledgement that safefood has received your application by:

Email 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:

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Section B

Application Form

Appendix 1.

Mileage Rates 2010/2011

Mileage Rates

CLASS Engine Capacity/cc Rate per km/cent Rate per km/stg

A <1200 22c 18p

B 1201-1500 24c 19p

C >1501 29c 23p

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Section B

Application Form

Nutrition Exchange Programme - safefood

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