Steering Committee

Composition

Each organisation contributing funds to the Programme (otherwise referred to as ‘contributing organisation’) is eligible to nominate a member for the duration of its contribution. However, it is usual for there to be only one member per country, but flexibility may be shown if there are two or more contributing organisations from the same country.

The usual practice is for organisations to nominate the scientist from their country suggested as a Steering Committee member in the proposal.

Gender and age balance should be taken into account in forming the Steering Committee.

Chair

The Chair is elected by the Steering Committee from among its membership and he/she should be from an ESF member country. In addition to the specific responsibilities of this position, the Chair will also act as the member for his/her contributing organisation.

Advisory experts

A very limited number of experts whose presence is essential on scientific grounds may be invited to attend meetings of the Steering Committee. The basis for this will be decided at the first Steering Committee meeting and is subject to approval by ESF. The expenses of such persons may be paid out of the Programme funds. These advisory experts are not members of the Steering Committee, and are not entitled to vote.

ESF staff, assistants to the Chair, Programme Coordinators

These may attend meetings but are not members of the Steering Committee.

Role

The primary objective of the Steering Committee is to ensure that the high-level scientific objectives of the approved proposal are achieved. The Steering Committee is responsible for the management of scientific activities and the financial planning for the Programme in consultation with ESF. As Budget Holder, ESF reserves the right to ensure the Steering Committee’s decisions are in accordance with ESF principles and objectives.

The Steering Committee should ensure that ESF guidelines and all other relevant information are disseminated among all participants at the beginning of an activity and that the participating contributing organisations are kept informed.

Recognising that a degree of flexibility in scientific and financial management is essential for the success of a Programme, ESF will normally, as the Programme develops, accept a degree of adjustment from the original proposal, provided this is justified in scientific terms and recognising that the Programme’s achievements and continuation are subject to review at selected intervals. ESF will not accept any adjustments that it considers to run counter to its responsibilities to the contributing organisations, or counter to ESF financial regulations.

ESF staff attending Steering Committee meetings will advise Steering Committees on these matters. In occasional cases, including commencing activity in scientific areas not included in the approved proposal, the circumstances may require referral to the ESF Scientific Secretary responsible for the Programme. In very exceptional circumstances, the Scientific Secretary responsible for the Programme may require the submission of information for consideration at Standing Committee level.

Operating principles

1. The Steering Committee typically meets once per year, and more frequently if necessary. In the case of a large Committee, an Executive Group may act between the more infrequent meetings of the Steering Committee. In principle, Steering Committee members who are unable to attend the meeting should not be substituted. The duration and location of the meeting is decided jointly by the Programme Chair and ESF. The agenda and documents for a Steering Committee meeting related to policy/strategy, especially future programme planning and budget, must be agreed in advance with the ESF.
   

2. The Steering Committee should hold its first meeting at the ESF in Strasbourg within three months of the formal approval of the Programme.
   

3. Steering Committee members, as the representatives of the organisations that financially support the Programme, should ensure that information on the Programme and Programme activities is distributed as widely as possible to the scientific community within their own country. They may also be required to provide progress reports on the Programme to their contributing organisation.
   

4. Steering Committee members should take an active part in all the decisions concerning the running of the Programme, i.e. approval of proposals for scientific activities, approval of awarding of exchange grants, approval of budget, etc.
   

5. In the event of a vote (a quorum of 50 % is necessary), decisions will be made by a simple majority of those voting. The Chair and Steering Committee members present are all entitled to vote. The Chair shall have an additional casting (deciding) vote in the event of a tied vote. In the case of conflict of interest, members should refrain from voting.
   

6. When an Executive Group (composed of Steering Committee members) has been set up, it acts on behalf of the Steering Committee in taking care of the day-to-day tasks, in preparing recommendations to the Steering Committee, or in dealing with funding applications. Ad hoc working groups may be set up to carry out the detailed planning of Programme activities such as conferences and workshops.
   

7. The Programme Steering Committee Chair is responsible for the production of all Programme reports.
   

8. Intellectual Property Rights must be discussed and agreed at the first meeting of the Steering Committee.
   

9. At the first Steering Committee meeting, ESF staff will inform members of data protection issues including personal information kept in the ESF database and data protection regulations concerning external web sites.

Meeting expenses

The travel and associated costs of Steering Committee members and ESF staff for attendance at Steering Committee meetings or sub-meetings will be covered by the funds of the Programme in accordance with ESF rules for reimbursement of expenses (see  ESF Travel Claim Form - PDF 189 KB)

.To economise on resources, a Committee meeting should be scheduled, if possible, in conjunction with a Programme workshop or conference and held at a convenient European location or at the home institute of a member of the Committee. It is expected for meetings to be scheduled around weekends so that cheaper air tickets can be purchased (Advance Purchase Excursion Fare / APEX).

This budget heading also covers:

• limited and justified costs of travel other than participation in meetings of the Programme incurred by the Chair and approved by the Steering Committee;

• costs of travel of the External Programme Coordinator to Programme meetings (see below);

• any costs of ESF mid-term or final review meetings on the Programme.

External Administrative Costs 

This heading covers administrative costs incurred by the Chair’s and/or Programme Coordinator’s organisation in managing the various activities related to the Programme. The main items eligible are secretarial costs, postage, fax, telephone facilities and other office running expenses. This heading is intended as a contribution to the costs of an existing office. New computers, printers, fax machines or other equipment, rental of space or subscription to a network provider are not covered. Charges under this heading will normally be reimbursed against claims made by the Chair’s or Coordinator’s institution. Claims made by an individual must be supported by all original vouchers, etc.

External Programme Coordinator (outside ESF)

The Programme’s budget may cover the costs of an external Programme Coordinator to assist the Chair in managing and coordinating Programme activities.

The Coordinator is not a member of the Steering Committee.

Role

The role of the Programme Coordinator is to assist the Chair and the Steering Committee in achieving the Programme aims and objectives and includes all or part of the f

• Provide assistance to the Chair and the Co-Chair in organisation of Steering Committee meetings, including preparation of an agenda and documents and writing minutes;

• Organise scientific activities (e.g. workshops, conferences, schools, short and exchange visits) in collaboration with the specific convenors responsible for each event and in liaison with ESF staff;

• Assist with the publication and dissemination of working papers, publication of books, preparation and distribution of a Programme newsletter;

• Assist with the preparation of reports and other documentation and take general responsibility for the full documentation of the Programme;

• Develop and maintain the content of an external website in order to provide a clear and up-to-date source of information about the Programme’s activities and output;

• Act as the day-to-day contact point for researchers and for the ESF office concerning the Programme.

The proposal for the use of a Programme Coordinator should be included and justified in the Programme proposal. The Programme proposal should contain the costs foreseen and their justification, this being subject to approval in the assessment of the proposal by the Standing Committee. The detail of the costs and the duration of the position of Coordinator should be agreed by the first meeting of the Programme Steering Committee within the bounds set by ESF’s approval.

Requirements

In general, the person appointed should be a researcher at post-doctoral level (or post-graduate) with a good knowledge of the field of the Programme. He/she should preferably be part of the Chair’s research group. ESF has to be consulted regarding his/her appointment.

Appointment details

The appointment is usually for a maximum of a half-time position.

The Coordinator will be an employee of a university or institute to which ESF will make financial contributions on an agreed basis towards the costs of the Coordinator’s salary related to the ESF activity.

ESF will send a letter that will assure the institution that all relevant payments will be covered during the period of employment. This letter should be signed by the ESF Director of Finance and Administration and the relevant ESF Head of Unit. No contracts between ESF and the employing institution will be made.

This budget heading covers only contributions to the salary. Costs of travel to Programme meetings of the External Programme Coordinator shall be covered from the Steering Committee meetings budget line.

An audited report on this budget line is required.