Enlighten Your Research @ CAREN

Enlighten Your Research @ CAREN (EYR@EaP) is organized by the CAREN project, GÉANT and the CAREN NRENs.

1. Definitions

The website: www.icaren.org
NREN: National Research and Education Network
Organizing NRENs: TARENA and KRENA
Program: Enlighten Your Research @ CAREN
EYR@CAREN Organizing Committee: A team comprised of representatives from each NREN responsible for organizing the program.
Applicant: Anyone who submits a draft proposal or anyone who is named in the draft proposal as a team member.
Team: All the people mentioned as members/co-applicants in the submitted draft and/or final proposal.
Main applicant: The team member (a researcher) that will be considered the administrative contact and will be responsible for communicating with the EYR@CAREN organizing committee, with other applicant institutions, and with all the members of the team, as defined in the draft and final proposals.
Co-applicant: A co-applicant can be of any type, such as (but not limited to) research and other partners.
Network coordinator: TThe team member assigned to this task is responsible for ICT and/or communication with the ICT department within their own institute. Every participating institute should provide and name one network coordinator. If a network connection is required, the network coordinator must be able to approve its establishment within the institutes involved.
Participating institute: An institute is participating when people from that institute are team members mentioned in a submitted draft proposal.
Draft proposal: The submitted 1st round proposal, based on the template made available on the program website.
Final proposal: The proposal submitted in the 2nd round of the application process, which only approved applicants from the 1st round are invited to submit.

2. Applicants and application teams

First round – draft proposal submission Applicant and team requirements:

1) International project: Each team must consist of a minimum of two researchers affiliated with different institutions in different participating countries.

2) Main Applicant:

a) Each team needs to assign one of their members as the main applicant. This member will be considered the administrative contact and will also be responsible for communication between the involved institutions.

b) The main applicant must be a researcher who takes part in the program on behalf of his or her institution

c) The main applicant must be affiliated with a research institution that is connected to the either TARENA or KRENA.

3)Co-applicants: Co-applicants can be of any type, such as (but not limited to) research and other partners.

4)Network coordinator: For the draft proposal, it is sufficient to include one network coordinator in the team, however, more than one may participate (and is appreciated). If a network connection is involved, the network coordinator must be able to approve its establishment within all the involved institutions.

5) Other:

  • All team members – including the network coordinator(s) – need to give their (written) approval to the draft proposal.
  • Teams may submit multiple proposals.
  • Several teams from the same institute can participate, provided each team submits a separate proposal.

Second round – the final proposal

1) Only teams with approved draft proposals from the first round will be asked to submit a final proposal.

2) As with the first round proposal, each team must include at least one network coordinator. If a network connection is involved, the network coordinator must be able to approve its establishment within all the involved institutions.

3) Likewise, all team members – including the network coordinator(s) and the institution coordinator(s) – need to give their (written) approval to the final proposal.

3. Submission details

  • Draft proposals must be submitted using the template on the website eyr.icaren.org The applicants will receive e-mail confirmation of their submission.
  • The deadline for submission of the draft proposal is February 16, 2017.

4. Application process

  • The application process consists of two rounds:
    • The first round consists of everyone who has submitted a draft proposal using the template on the website. The awarded proposals go through to the second round.
    • The second round consists of an elaboration of the proposal resulting in a final proposal.
  • The subject of the proposal can be chosen freely and may involve any field of research.
  • The draft and final proposals must adhere to the guidelines described in the Call for proposals and the Submission guidelines that can be found, along with other document templates, on the website eyr.icaren.org
  • Both the draft proposal and the final proposal should be submitted in English.
  • Applicants retain the intellectual property rights to their proposal
  • A consultation team from the organizing NRENs will contact the qualified candidates of the first round and their ICT department(s) to discuss the technical, organizational and financial feasibility of the proposal. The outcomes of this discussion should be incorporated into the final proposal.
  • Further guidelines and criteria for elaborating the proposals in the second round will be communicated to the main applicant upon approval of the first round proposal.
  • The EYR@CAREN organizing committee reserves the right to use the awarded proposals for publicity and promotion via different media channels. The awarded teams will cooperate with the Organizing NRENs on publicity and communications and will act as ambassadors for e-Infrastructure services as demonstrated in their proposal, for example by giving presentations at conferences or taking part in interviews.

The selection procedure

  • The selection procedure consists of two stages.
    • In the first round, the selection committee reviews all draft proposal submissions and compiles a shortlist of the proposals that proceed to the next round.
    • In the second round, the selection committee will choose the final proposals.
  • Representatives of the organizing NRENs will form the selection committee.
  • The qualified candidates from the first round will be notified no later than March 1, 2017.
  • Teams that qualified to the second round must submit the final proposal no later than March 23, 2017
  • Teams that agree to submit their final proposal are obliged to provide the consultation team with the necessary information to determine the technical, organizational and financial feasibility of the proposal. The outcomes of discussions with the consultation team should be incorporated into the final proposal.
  • The awarded projects will be announced on April 25 or 26 during the CAREN Regional Networking Conference in Bishkek, Kyrgyzstan.
  • Implementation and integration of the awarded services and/or support will start after April 2017.

6. Awarded services or resources

  • The awarded teams receive the following:
    1. Free visit to the CRNC 2017 in Bishkek, Kyrgyzstan (for the main applicant only) on 25-26 April 2017.
    2. Opportunity to present their research project at the CRNC 2017;
    3. Free visit to another conference in Europe (also for the main applicant only);
    4. Support and advice on end-to-end network connectivity and use of services;
    5. Limited support for hard- or software acquisition;
    6. Commitment to an agreed level of (network) resource provisioning and support for 1 year.

7. Project selection procedures

  • In principle, the EYR@CAREN organizing committee will correspond only with the main applicant, via e-mail and/or telephone. He/she needs to ensure that he/she can be contacted through an operational e-mail address, which should be made known to the EYR@CAREN organizing committee.
  • The EYR@CAREN organizing committee will appoint a selection committee and will determine and undertake a diligent and transparent proposal selection.
  • The selection committee acts in good faith in granting the awards, and reserves the right not to grant awards.
  • Decisions made by the EYR@CAREN organizing committee regarding the interpretation of these terms and conditions and the awarding decisions are binding and final.

8. Disclaimer

  • The participating teams are responsible for the content and nature of their submission to the EYR@CAREN program.
  • The participating teams are responsible for ensuring that no legal obligations, no rules of public order or decency and no rights of third parties are violated, according to the laws of the countries involved. They must also ensure that their submission results in no unlawful act and/or in no damage to others. Teams indemnify the organizing NRENs from any and all costs and damages that could result from infringing on these and other obligations.
  • No rights can be derived from suggestions and instructional materials provided by the organizing NRENs regarding the EYR@CAREN program.
  • Under certain unforeseen circumstances, the organizing NRENs reserve the right to change the terms and conditions of the program at any time. The latest version of this document can be found on the website.