Work Package 9 TRANSNATIONAL ACCESS First TNA Call FixO3 General Assembly 14 th to the 16 th October 2014, Heraklion-CRETE Marimar Villagarcía, Eric Delory and Andrés Cianca (PLOCAN) Fiona Grant and Rosemarie Butler (MI)

WP9- TNA Oversee and manage the different processes for Trans-National Access to observatories (TNA), through the creation of a TNA Office, which will:  Prepare the calls  Define on-line tools for publishing and maintaining up- to-date information on infrastructures  Advertise Trans-National Access calls  Advise applicants  Organise the proposal selection workflow for two calls  Summarise TNA towards the end of the project WP9 – TRANSNATIONAL ACCESS

WP9- TNA TNA management activities are distributed across WP2 and WP7 specific tasks ():  Task 2.2 => A User Knowledge Base for TNA Infrastructures  Task 7.5 => Prepare and publish TNA calls for proposals  Task 7.6 => Evaluation of TNA proposals Thanks to the collaboration of TNA observatories operators WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 2.2: A User Knowledge Base for TNA infrastructures Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task 2.2 A User Knowledge Base for TNA infrastructures (M1- M24) Lead: Marine Institute (MI) Partners: PLOCAN, OGS  Provide users with all of the necessary information to prepare TNA proposals  Define a TNA add-on to the knowledge-base tool created in task 2.1.  Provide an on-line tool for access providers to update their observatory information DELIVERABLE D2.3: Synthesis of infrastructure technical characteristics (MI, M6) WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Prepare and publish TNA calls for proposals beyond FixO3 PLOCAN – Eric Delory + MI – Fiona Grant (Leads); Partners: UiT, AWI, INGV, CNR, UNIABDN, BLIT, SLR, (M1-M23)  Organise the workflow  Design the calls – Guidelines – Forms – Rules, etc.  Publish the calls  Advertise the calls All developments of this task shall be in strict compliance with Annex III of the Grant Agreement WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

TNA Workflow => From KOM to First TNA Call Project Starting Creation of the FixO3 TNA Office Organization of workflow and timeline TNA Office Preparation of guidelines, application form and online tools Assign the Evaluation Panel Observatory Manager Prospection Contact with potential user First TNA Call Publication of call and related information Advertisement and promotion WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

WP 7 / WP9 – TRANSNATIONAL ACCESS- First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Deliverable D7.5: Call definition and selection criteria Table of Contents 1.Introduction 2. Call definition Eligibility and access rules Modality of Access Facilities available and support 3. Selection Guidelines Selection of proposals Selection process 4. Annexes Annex 1: Short description of infrastructures providing TNA Annex 2: TNA Call to implementation process Annex 3: TNA Call preparation process Annex 4: FixO3 Trans-National Access Proposal Submission Form – 1 st Call WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Deliverable D7.6: Website for call dissemination Table of Contents I.Introduction II.FixO3 website TNA section 1.Website Structure 2.Content per page a.TNA b. Calls and Procedures c.First call d.Second call e.Selection procedure f.Available facilities g.Applicant section h.Access rules i.Application form j.FAQ III. Screenshots IV. Glossary WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals TNA leaftet (S. Keeble, Blue Lobster)

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

TNA Office  First call launched on the 15 th July 2014 through the FixO3 web page, providing all the information and guidelines (call text, selection,….)  Dissemination (D7.7)  It remains open 15 th July to 31 st July 2014  While open, the TNA office through its attends the diverse questions and clarifications requested by  Evaluation and selection phase ends 31 st October 2014  Feedback to applicants: 15 th November 2014 WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals APPLICANTS  Request pre-feasibility letter from the infrastructure and sends it duly signed to the TNA office address  Prepare proposal and sends it duly signed by main researcher and project manager of the infrastructure to the TNA office address

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals Table 3. Periodicals where TNA call was advertised

STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals TNA Office  Collects proposals, acknowledging reception and requiring further documentation if missing  Checks feasibility - Pre-feasibility letter from infrastructure? (lesson learnt from JERICO) - Several proposals arrived without it, the TNA office had to request it (lesson learnt for 2 nd call)

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals  Follows eligibility conditions? Some proposals include the infrastructure support as part of the team, problems to comply with rule b). Call rule: To be eligible to benefit from access to the infrastructure, a user group must satisfy the following two conditions: a) the user group leader and the majority of the users must work in an institution, SME or industry established in a Member State or Associated State b) the user group leader and the majority of the users must work in a country other than the country(ies) where the legal entity(ies) operating the infrastructure is(are) established.

Deliverable D7.7: First call for proposals, M12, August 2014 Table of Contents I. Introduction II. Launch of First TNA Call III. Promotion of First TNA Call Table 1. Networks (26) and mailing lists (4) used to promote the TNA call Table 2. Events where TNA was promoted (6) Table 3. Periodicals where TNA call was advertised (6) IV. Response to First TNA Call WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals NameDateHow Ocean Sciences Meeting23-28 Feb 2014Poster Oceanology International Mar 2014Flyers EGU GA April - 2 May 2014 Poster NeXOS 2nd meeting Runde & sensor workshops 2-4 April 2014 Workshops TNA Advertised through presentation and flyers European Maritime Day May 2014 Workshop Presentation & flyers Marine Measurement Forum04-Jun 2014Oral presentation, maybe brochure Table 2. Events where TNA call was promoted, ext. D7.7.

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals Table 3. Periodicals where TNA call was advertised, ext. D7.7 NameIssuelink International Ocean Systems May/June detail.php?iss= &acl= Hydro InternationalMay/June Transnational_Access_to_Ocean_Observatories.html Ocean News Contacted on 31/3/ Advertisement fee too high News Sea Discovery Contacted on 31/3/ No reply received Marine Technology News Contacted on 31/3/ observatories-trials IEEE OES Newslettermonthlyhttp://

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals FIRST TNA CALL?  Fifteen infrastructures were open to free access, i.e. 14 open ocean observatories and 1 shallow-water test-site  Nine infrastructures received proposals => a success rate of 60%  A total of fifteen proposals where received  Hopefully the 2 nd TNA call of the project could reach a higher percentage of observatories approached

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Evaluations of TNA proposals Organize the workflow Screen and transmit proposals to the evaluation panel Organize final selection consensus meetings Announce results and hand over to infrastructure owners/operators for final arrangements All developments under this task shall be in strict compliance with Annex III of the Grant Agreement. WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Evaluations of TNA proposals - Organize the workflow  March/April 2014, TNA Office - Asks observatories involved in the first TNA call to provide experts’ names and expertise for the proposal reviews - Invites Advisory Board and Steering Committee members to become involved in the evaluation panel, indicating their expertise too  Upon reception of the replies, about 40 people was available to participate in the evaluations WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Evaluations of TNA proposals - Screen and transmit proposals to the evaluation panel  From the list of evaluators, about 30 people was screened and proposals were assigned to them (3 per proposal) and sent for the evaluation, including the evaluation template  A maximum of 3 proposals was sent to each reviewer, in most of the cases they were asked to evaluate 1-2 proposals  Proposals were sent for evaluation the 7/8 August and asked to be returned by 21 st September; finally most of them were received by the end of September WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Evaluations of TNA proposals - Organize final selection consensus meetings  Collection of evaluations reports by proposal  Check reviews and organize consensus meetings if deemed necessary  Consensus meetings to be attended by the 3 reviewers and a moderator from the TNA office(Crete, Skype) WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Evaluations of TNA proposals - Announce results and hand over to infrastructure owners/operators for final arrangements  The ranking of proposals per infrastructure will be sent to the corresponding infrastructure’s manager  The infrastructure owner/operator communicates final decision to the TNA office  If the infrastructure’s manager agrees on the proposal, the proposal’s main investigator will be notified about the result, by 15 th November. WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

STEPS FROM LAUNCHING CALL TO EXECUTING PROPOSALS WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

Task Evaluations of TNA proposals - > Sign Agreement and implementation  Infrastructure and main investigator sign an Grant User Agreement (Fiona’s presentation)  Between infrastructure and applicant they manage and implement the project  Operating manager of the infrastructure documents access for activity reporting WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

WP 7 / WP9 – TRANSNATIONAL ACCESS- First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

NEXT STEPS 2014/2015  Finish Evaluation by the end of October 2014 and next steps of first call to implement proposals in 2015, ensuring legal issues are comply with (Agreement, funds for travel and transport equipment)  Produce D7.9 : Evaluation summary on first call, Lead: PLOCAN (M15, November 2014)  Launch 2 nd call in 2015, similar dates than in 2014 (June-July)  D7.8 Second call for proposals, Lead: PLOCAN (M24, August 2015)  Prepate D7.10 Evaluation summary on second call, Lead: PLOCAN (M27, November 2015) WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals

THANK YOU FOR YOUR ATTENTION ! WP 7 / WP9 – TRANSNATIONAL ACCESS – First TNA Call Task 7.5: Prepare and publish TNA calls for proposals Task 7.6: Evaluation of TNA proposals