Directorate-General for European Parliamentary Research Services Directorate C - Impact Assessment and European Added Value Scientific Foresight Unit (STOA) Invitation to take part in the MEP-Scientist Pairing Scheme 2015 1. GENERAL INFORMATION, AIM AND OBJECTIVES 1.1. The European Parliament is issuing an invitation to take part in the MEP-Scientist Pairing Scheme 2015. 1.2 Background of the project. Scientific expertise has an important role to play when informing policymakers dealing with global challenges, from climate change to feeding the world, from an ageing population to energy security. To ensure a qualified policy-making, scientific advice should be more effectively integrated into the decision-making process. It has been recognised that an MEP-Scientist Pairing Scheme can be a valuable tool for enhancing knowledge-based decisions, facilitating a better public awareness of the EU policies and fostering a greater mutual understanding. 1.3 Value added of the project. Apart from an improved mutual visibility, the advantages for participants in this project are: (1) For MEPs: By introducing them to a network of scientists / researchers, their awareness of scientific processes and discovery is enhanced, along with a better understanding of the scientists' point of view on policy issues. The pairing scheme facilitates the process of bringing scientific advice into EU policy discussions. (2) For scientists: They learn how to effectively interact with politicians and how to proactively inform them in fields of mutual interest. Additionally, they could contribute to the dissemination of information to universities and other scientific institutions on the structure and implementation of relevant European policies and programmes, e.g. Horizon 2020. 1.4. Applicants are invited to apply to be paired with a Member of the European Parliament for the year 2015 some activities may extend into 2016. The list of selected scientists / researchers shall be valid until 31 December 2015 and may be used during this period whenever the European Parliament deems it appropriate. 1.5. This invitation is exclusively addressed to scientists / researchers with academic or scientific experience as specified in Section 5.1. Furthermore, it is exclusively addressed to natural persons (and not to legal persons, such as companies). 2. SUBMISSION OF APPLICATIONS 2.1. This invitation must be read in conjunction with the annexed Application Form. 2.2. If you are interested in responding to this invitation, please submit your application - to be drafted in English - by e-mail, following the structure set out in the Application Form (Annex), to the following address: STOA@ep.europa.eu Please indicate the following information in the subject of your e-mail: EPRS/STOA/MEP-Scientist Pairing Scheme/2015/(family name) You are required to send a scanned pdf version of the original Application Form duly completed and signed, and the documents specified in Section 5.2. 2.3. Interested scientists/researchers may submit their applications at any point in time until 31 July 2015. It is, however, recommended that applications be submitted as early as possible. 2.4. Applications must contain all relevant documents, and be signed by the applicant. 2.5. The European Parliament reserves the right to reject any incomplete or illegible application. 1
2.6. Expenses incurred in connection with preparing and submitting the application shall be borne by applicants and may not be reimbursed. 2.7. Applicants will be informed of the decision taken on their application. 3. ACCEPTANCE OF TERMS AND CONDITIONS Submission of an application implies acceptance of the terms and conditions laid down in this invitation. 4. DESCRIPTION OF THE PLANNING AND REIMBURSEMENT OF EXPENSES 4.1. A maximum of 60 scientists will be selected for this call, who are active in specific fields of research (e.g. space technologies, nanotechnology, biotechnology, new forms of energy and energy storage, digital innovation, medicines, artificial intelligence and neuroscience non-exhaustive list); 4.2. The list of scientists pre-selected by STOA will be published on the EP (STOA) website. The STOA Secretariat will invite all MEPs to participate in the scheme by indicating their preferences among the pre-selected scientists. 4.3 Constitution of the MEP-Scientist pairs The STOA Secretariat will process MEP preferences and publish on the STOA website the final MEP-Scientist pairing arrangements. Once all pairing arrangements are successfully finalised, invitations will be sent to scientists, who will have two weeks to formally respond. 4.4 The Brussels Week Selected scientists will be invited to Brussels, probably in September 2015, where they will be given an opportunity to follow MEPs in their daily political activities and gain an understanding of the EU science, technology and research policy framework and, in particular, of the work of the European Parliament in this area. The visit will last two days, as follows: On the first day the scientists will receive a short introduction to the work of the European Parliament, by the MEP and his/her office and EP officials (STOA, other DG EPRS, committee secretariats etc.). They will then be invited to attend, together with their MEPs, either a relevant committee meeting or any other meeting organised by STOA in cooperation with the MEP's office (for example, with scientific officers from permanent representation offices, European research associations or representatives of regions). When not attending meetings organised by STOA, the scientists will be invited to ʽshadowʼ their MEP, on the basis of the MEP's availability. The visit will be concluded with a last meeting attended by scientists, MEPs or their assistants and STOA officials, to assess the event, and identify its positive aspects and elements for improvement. All the scientist visits will take place during the same week for logistical reasons and optimal media coverage. 4.5 Follow-up event In close cooperation with their scientist counterpart, participating MEPs are encouraged to organise a follow-up event of European dimension. Possible events include a workshop, the visit to a local research & development facility, an exhibition, a press conference, etc. in the home country of the participating MEP and/or scientist, provided they can find appropriate funding. Additionally or alternatively, MEPs may organise a follow-up event at the European Parliament, in Brussels or Strasbourg, in cooperation with their scientist counterpart and the STOA Secretariat; if the event in this latter case is adopted by the STOA Panel as a STOA event, invited speakers may be reimbursed according to the standard rules for the reimbursement of experts (see Section 4.7). 4.6 Publications - media coverage Building on the outcomes of the pairing scheme and of this follow-up event experience, the publication of a press article signed by the MEP and his/her scientist counterpart is envisaged. 2
4.7. Travel reimbursement for journeys to Brussels - on presentation of travel documents Scientists/researchers participating in the scheme will be requested to come to Brussels to participate in the Brussels Week (see Section 4.4) and, possibly, in a follow-up event in Brussels or Strasbourg (see Section 4.5). In this case, they are entitled to the reimbursement of their travel and accommodation expenses. Reimbursement conditions are as follows: up to a maximum of economy class air fare, incl. all reservation costs; first class rail fare, incl. all reservation costs; first class ticket for journeys necessitating travel by sea or river, incl. all reservation costs; first class rail fare applies where the expert uses his or her car; a flat rate allowance of EUR 50 to cover travel costs between the usual residence/office address and the nearest airport/railway station. Travel expenses will be reimbursed on the basis of the shortest route between the usual residence/office address and the European Parliament (for both legs of the journey). Reimbursement will solely be made upon presentation of original tickets and boarding passes, including e-tickets and e-boarding passes. A declaration of honour must be submitted if travelling by private car. Daily allowance Each person requested to come to Brussels or Strasbourg shall be entitled to: EUR 75 for each day of his/her stay not followed by an overnight stay, to cover all miscellaneous expenses, or EUR 200 for each day of his stay followed by an overnight stay ( on presentation of the original hotel bill to be attached to the request for reimbursement). In this case, the person is entitled to the allowance for the night preceding a meeting linked to the scheme that starts in the morning or for the night following a meeting that takes place in the afternoon. 4.8. No additional travel and accommodation expenses will be reimbursed. 5. SELECTION PROCEDURE FOR THE LIST OF SCIENTISTS / RESEARCHERS 5.1. Selection criteria Scientists/researchers shall be selected for the list of the MEP-Scientist Pairing Scheme on the basis of their professional ability to carry out the tasks described in this document. Therefore STOA will select scientists who best comply with the selection criteria, notably scientific prize/award winners who have already demonstrated excellence in their field(s). Specific fields of research are to be linked to STOA priority areas, which are as follows: Eco-efficient transport and modern energy solutions, Sustainable management of natural resources, Potentials and challenges of the Information Society, Health and life sciences, and Science, technology and innovation policy. These areas are to be understood in a broad sense and both natural scientists in state-of-the-art innovative areas (energy storage, renewable energy, photonics, innovative production etc.) and social scientists (jobs and growth, indicators, foresight etc.) are encouraged to apply. In order to be placed on this list of scientists / researchers by the European Parliament, the applicant shall: have a permanent link to a public or private university/research institution/company including notably SMEs based in an EU-28 Member State; 3
have a sound scientific/academic background with proven experience in research. He/she must have at least ten years of professional experience in such research, including at least five years clearly related to the policy field in question; have a record in a relevant specialised field and conduct research in one of the STOA priority areas as described in Section 5.1. have achieved scientific/academic distinction clearly relating to research in the fields relevant to this call for expression of interest (internationally recognised prizes or awards, leading role in research projects, etc.); have a good command of English (duly proven through publications in English, language certificates, etc.). 5.2. Documents required: Applicants must provide evidence of their ability, skills, experience and competence for performing the work by means of: A motivation letter of no more than 500 words, in which the applicant sets out his/her reasons for applying to be paired with a Member of the European Parliament, and the principal reasons why he/she should be admitted; A full curriculum vitae, specifying academic qualifications and background, relevant expertise and experience, and knowledge of languages. Following the basic structure of the Europass template, the curriculum vitae should be organised as follows: personal information, work experience, education and training, level(s) of (foreign) language competence, personal skills and competences (with scientific/academic relevance), additional information pertinent for this invitation (e.g. ongoing or planned research projects, awards received, etc.); A full record of publications on subjects relevant to this invitation, in particular publications in peer-reviewed journals and/or monographs accepted for publication after a similar review process. 5.3 Applicants should note that providing all the required documents per se does not give them any legal entitlement to be placed on the list of scientists / researchers. The evaluation of applications and the ultimate decision on their acceptance lies exclusively with the European Parliament. 6. DATA PROTECTION The follow-up to your response to this call for expression of interest entails the registration and processing of personal data (e.g. name, address, CV). Any personal data included in the contract shall be processed pursuant to Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. The applicant shall have the right of access to his personal data and the right to rectify any such data. Should the applicant have any queries concerning the processing of his personal data, he should address them to: Mr Joseph DUNNE, Acting Director, Directorate General for Parliamentary Research Service, Directorate C, Impact Assessment and European Added Value (Office SQM 02 Y 066), Rue Wiertz 60, B-1047 Brussels. The applicant shall have right of recourse at any time to the European Data Protection Supervisor. For transparency purposes, the European Parliament will publish on its website the names of scientists / researchers selected for the pairing scheme, as well as the MEP-scientist pairs formed. Annex: Application Form (to be completed by the applicant) 4
Directorate-General for Parliamentary Research Services Directorate C - Impact Assessment and European Added Value Scientific Foresight Unit (STOA) ANNEX Invitation to take part in the MEP-Scientist Pairing Scheme 2015 Please tick the policy area(s) your application relates to: APPLICATION FORM Policy area 1: Eco-efficient transport and modern energy solutions Policy area 2: Sustainable management of natural resources Policy area 3: Potentials and challenges of the Information Society Policy area 4: Health and life sciences Policy area 5: Science, technology and innovation policy 1. INFORMATION ABOUT THE APPLICANT 1.1. Official FAMILY NAME: Official First Name(s): 1.2. Official Address: Tel.: Fax: E-Mail: 1.3. Nationality: 1.4. Current Office Address: Tel.: Fax: E-Mail: 1.5. Bank Account Number: IBAN: BIC/SWIFT: Name of the Bank: Address of the Bank: 5
2. STRUCTURE OF THE APPLICATION Layout of the application according to the following structure is mandatory: 1 Required Documents and Information A motivation letter of no more than 500 words, in which the applicant sets out on his/her reasons for applying and the principal reasons why he or she should be admitted; Checklist 2 A full curriculum vitae, specifying academic qualifications and background, relevant expertise and experience, and knowledge of languages. Following the basic structure of the Europass template, the curriculum vitae should be organized as follows: personal information, work experience, education and training, level(s) of (foreign) language competence, personal skills and competences (with scientific/academic relevance), additional information pertinent for this call for expression of interest (e.g. ongoing or planned research projects, awards received, etc.); 3 A full record of publications on subjects relevant to this invitation, in particular publications in peer-reviewed journals and/or monographs accepted for publication after a similar review process. Additional information (not mandatory): 6 Optional Documents and Information A description of the expert s academic and/or scientific network in connection with his/her research, indicating for example a list of conference presentations, consultancy projects, collaborations and membership in research networks, think tanks or advisory groups Checklist 3. DECLARATION OF ACCEPTANCE The undersigned declares that he/she accepts all terms and conditions in relation to this invitation. Signed in (Place) on (Date):...... Signature of the Applicant 6