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Eligibility and application process for the TA

Eligibility and application process for the TA. AIDA kick-off meeting WP5, 6, 7 Kate Kahle 16/02/2011. TA eligibility. To be eligible for Transnational Access, users must be:

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Eligibility and application process for the TA

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  1. Eligibility and application process for the TA AIDA kick-off meeting WP5, 6, 7 Kate Kahle 16/02/2011 Kate Kahle AIDA Kick-off meeting

  2. TA eligibility To be eligible for Transnational Access, users must be: • from a European institute: “User group leader and majority of users must work in an institution established in a Member State or Associated State.” • from a different country to facility: “User group leader and majority of users must work in a country other than the country(ies) where the legal entity(ies) operating the infrastructure is(are) established; • Not applicable to CERN because CERN has the status of "International Organization". Users from France and Switzerland are eligible to apply.” • able to publish results: “Only research teams that are entitled to publish the results of their project performed at the facility in the open press may apply for access to a participating infrastructure.” • Eligibility criteria online: http://cern.ch/aida/activities/access/eligibility/ Kate Kahle AIDA Kick-off meeting

  3. How to manage AIDA TA? One project Three work packages Six facilities • Q. Should Transnational Access procedure be: • Standard for the project? • Customised for each WP? • Customised for each facility? Kate Kahle AIDA Kick-off meeting

  4. Applications: step 1? Acceptance in principle, eligibility • DESY advise step 1: potential users informally contact WP coordinator • Efficient, deal with queries, eligibility, beam time planning pre application • Q. Use this for all 3 WP coordinators / contact names for 6 facilities? Time Modified scheme of the EUDET TA ( Sharepoint/Excel file) Selection Board TA interested parties WPi Coordinators Informal request Step 1 Yes, assigning of TA acronym Invitation for submitting of official TA-application Some paperwork Step 2, 3 (2-3 weeks) TA application via WEB Possible corrections, confirmation of a beamtime Meet twice a year to evaluate TAs? Kate Kahle AIDA Kick-off meeting

  5. Applications: step 2? • Proposed format of application form (Word file) • Experiment: title, facility, duration, short abstract • Project description: goals, researchers’ contributions, schedule, data-taking periods, beam settings, services and support needed, equipment being brought, max 3 pages? • Group leader details • Group researcher details • Cost estimates: what to ask (no. days & no. visits? A total cost estimate? Complex travel: by rental/private car, directly after other trip?) • Type of activity: facility specific info? • Safety hazards: flammable gases, lasers, at height, mag. field, radioactive sources, other? • Comments • One, three or six forms? Kate Kahle AIDA Kick-off meeting

  6. Applications: step 3? • Selection board approval: a suggestion • Application forms stored on User Selection Panel (USP) Sharepoint intranet as they arrive • Once per month USP get email update • Twice per year USP meet for global evaluations and recommendations • Produce “evaluation statements” e.g. • A beam test of FORTIS is valuable and granted, so that the support for their travel to DESY is agreeable. Also the combined beam test with EUDET telescope will satisfy precision which they require. Thus we conclude this request is good and be satisfactory achieved. Rank A (Approved) Kate Kahle AIDA Kick-off meeting

  7. Access: steps 4 and 5 • Facility-specific Word files for: • Confirmation of beam time • Travel expenses statements • Online guidance of how long they’ll expect to wait for reimbursements • WP leaders to ask their finance departments for timeframes Modified scheme of the EUDET TA ( - Sharepoint) Time Selection Board TA interested parties WPi Coordinators Experiment Step 4, 5 (3-6 weeks) Confirmation of the beamtime, Travel expenses statements Evaluation statements Project summary report Step 6 Kate Kahle AIDA Kick-off meeting

  8. Reporting: step 6 • Each WP needs to complete an Access database with: • Selection panel • List of user-projects • List of users • List of users publications • Suggestion to use Sharepoint web tool • then import data into Access at final stage • Separate reporting per WP Kate Kahle AIDA Kick-off meeting

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