1. EMFL Days Arles, France 01-03 October 2018 Administrative session
Martin van Breukelen

2. SAC – EMFL offers a unified entry point
1. The SAC noted that although the unified entry point for users is an unqualified success, and a good level of collaboration exists among the laboratories as far as scientific research is concerned, technical development projects are still (with few exceptions) led in a single- laboratory mode: collaboration and synergies should however be strongly encouraged, for a better use of the resources.

3. SAC – communication: promote high magnetic fields
2. According to the SAC, the EMFL is in a unique position to promote the importance of high magnetic field research on various levels. This is critical at a time in which considerable investments are devoted to this area of science in other parts of the world, notably the US and Asia. Europe must respond adequately, in order to maintain the leading role it has had so far.

4. SAC – communication: funding agencies
3. It is the responsibility of the Directors to formulate such strategic plan and to outline the necessary resources, but also to “sell” it to the funding agencies at national and Brussels level. This requires an extended and concerted effort, including the use of every opportunity to outline the scientific successes of high field research and the corresponding fall out on industry.

5. SAC – communication: media and general public
4. A part of this effort should address not only the funding agencies and the political world, but also the world of the media and public opinion (it is hard to resist the temptation of recalling the great media attention devoted to the “flying frog” some years ago). It may take some dedicated personnel units in every laboratory to achieve the goal, as apparently the present level of investment in communication and public relations is very modest. It is worth considering an “outreach” program encompassing all EMFL partners.

6. SAC – suggestions
Well working single entry point to gain access to the facilities
Improve communication and outreach at all levels:
Scientific results + industrial fall out
National and Brussel funding agency
General public

7. SUGGESTIONS Further improve EMFL – communication Website Database
Dedicated communication officer
+ EMFL facilities (contact person)
Define Target groups
Develop communication material – use of right tools
Website
Database
Admin form
Safety information
Industrial user portal next to academic users portal

8. EMFL office – tasks
Run the AISBL (legal, financial and administrative obligations)
Support BoD
Prepare meetings (agenda, minutes), Reporting
Database (Maintenance and development of new tools)
Proposal submission procedure
Selection procedure
Organise events - UM, SelCom, EMFLDays, exchange visits
Communication & outreach / Promote EMFL
General Data Protection Regulation
Industry (ILO)
Data management / IPR

9. Programme administrative session
theme
presentation
A: Tuesday
09:00-10:30
Introduction round (10-15 min)
How guest users get access to the
facilities.
General issues
• Safety rules
• Reimbursement rules
• Organization of flight, lodging etc.
Users / Guest
Procedure of the 4 facilities how the users are informed and scheduled.
(Presentation of HFML, HLD, LNCMI-G&T)
• What information is available and
needed?
• How are users informed?
• How do they contact the facility?
• Registration of users and projects
• Registration of magnet hours or pulses
Identify the differences and common parts to
harmonise the procedure and data storage
Martin van Breukelen
(presentation and
discussion)
Amelie Pic,
Alexandra Gasparini,
Larysa Zviagina,
Secretaries

10. Programme administrative session
theme
presentation
B: Tuesday 10:45 -12:00
Database
• Demonstration of the online
submission page and EMFL user
database site
• Access right (differentiate the levels)
• EMFL mail list (and how to keep it up
to date)
• Online access for users, local contacts
and administrators
• Registration of hours and pulses. How
can we improve this?
Christiane Warth
Sébastien Buisson
Nicolas Bruyant

11. Programme administrative session
theme
presentation
C: Wednesday 09:00-10:30
Communication
• Hosting and layout of website
• EMFLnews, flyers, annual report etc.
• Develop a strategy/plan how to
maintain the website and keep it up to
date
• Define contact persons per facility to
provide information for the webpage
Marloes Gielen

12. Programme administrative session
theme
presentation
D: Wednesday 10: :45
Strategy and vision document - Input
• Input strategy document from the
administrative side of EMFL
Martin van Breukelen
(Attendance of the
Board – Nigel Hussey)