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Page Updated:
30-Jan-2007
Guidelines for Nationally Funded Activities
Proposals
- Proposals for Pilot Studies, Short-term Projects or Topical Workshops are prepared by (Alliance or Partner) nations preferably in accordance with the guidelines presented at Annex 1. Details on the subjects they can address are available under 'Topics supported'. Each proposal indicates the expected level of interest and type of involvement that has been ascertained in preliminary, bilateral or multilateral discussions among nations. Consultations between as many NATO, EAPC Partner and Mediterranean Dialogue countries as possible are carried out during the preparation of the proposal.
Review of Proposals
- Although proposals for nationally-funded activities reflect the prerogatives of the sponsoring nations, the SPS Committee nevertheless determines whether such proposals should be conducted within the framework of the SPS Programme. Therefore, once prepared, the proposal is transmitted to the SPS Programme Secretariat by the proposing NATO co-pilot country through its representative on the SPS Committee. Proposals for nationally-funded activities are always considered by the SPS Committee, and the decision to launch an activity is taken during SPS plenary meetings. However, different options may be followed in preparing for the SPS Committee discussion. In consultation with the proposing nation, the SPS Secretariat may elect one of the following options: (1) convene an Expert Meeting to further refine the proposal and to assess interest in participation; (2) submit the proposal to the relevant Advisory Panel in lieu of an Expert Meeting; or (3) submit the proposal directly for review to an SPS plenary meeting without first holding an Expert Meeting.
- In all cases, the initial proposal is immediately circulated to the NATO nations following its receipt by the SPS Secretariat. It may also be circulated to selected Partner and / or Mediterranean Dialogue countries on advice by the proposing nation. If an Expert Meeting is convened, all of the NATO nations are informed in advance of the meeting.
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Project Directors
- Each proposal for a nationally-funded activity shall identify a Project Director. This individual will have overall responsibility for managerial and technical aspects of the project, including coordination with personnel from other participating nations.
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Duplicative Studies
- The Project Director endeavours to ensure that the work proposed does not duplicate other ongoing activities and he or she includes, in the proposal, a statement to that effect. This certification concerning the absence of duplication is either noted by individual SPS Committee members or evidence of similar studies is brought to the attention of the sponsoring nation and the Secretariat.
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Alliance or EAPC/MD Format
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A Pilot Study, Short-term Project or Topical Workshop requires the participation of at least four nations of which at least one must be a NATO nation. Depending on the nature of the topic nations may choose to conduct the activity in an Alliance format only or they may choose to conduct the activity with the participation of EAPC and / or Mediterranean Dialogue nations. A decision in this regard is made by the SPS Committee meeting in Alliance format.
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Participation of "Contact Countries"
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Participation of Experts
- Following approval of the proposal for a Pilot Study, Short-term Project or Topical Workshop, SPS Committee members undertake to identify experts who will participate in the activity. Members inform both the Secretariat and the Project Director of the names and addresses of these experts.
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Supplemental Funding
- Normally, countries participating in a Pilot Study, Short-term Project or Topical Workshop cover the expenses of their participation and the travel of their personnel to any meetings associated with the activity. In addition, a country hosting a meeting required by the activity is expected to cover its organizational costs. However, the SPS Programme can meet the travel and living expenses of experts otherwise unable to attend such meetings, subject to availability of funding. The SPS Programme can also fund some of the organizational expenses of meetings held in Partner and Mediterranean Dialogue countries. Such funding is considered on a case-by-case basis. The procedures for applying for this support are provided in the section entitled 'Support Grant'.
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Pilot Country Responsibilities
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The country leading the Pilot Study, Short-term Project or Topical Workshop, designated the Pilot Country, is responsible for conducting the activity and for publishing and disseminating its results.
- For the whole duration of the pilot study/short-term project, Project Directors have the following responsibilities towards the SPS Secretariat:
- to send information about the dates, venue and agenda of each meeting, well in advance of the meeting;
- after each meeting, to send a short report and the full list of participants (including name, affiliation and country).
- Project Directors are also responsible for ensuring that appropriate information on the activities are included in the website of the SPS Programme (www.nato.int/science). This information can be sent to the SPS Secretariat who will ensure that it is forwarded to the web master.
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Reports
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At the conclusion of a Pilot Study or Short-term Project as well as selected Topical workshops, two final reports are prepared by the Project Director. These consist of a summary final report which is submitted to the Committee for approval and possible transmission to the North Atlantic Council; and a full technical report which is circulated more widely. Additional details on the preparation of these reports appear at Annex 2. The Pilot Country may also be invited by the SPS Committee to present the conclusions of its activity to the Committee.
- No standard format has been established for these reports as this is the prerogative of the Pilot Country and depends both on the manner in which the study was conducted and on the judgement of the individual project director. The report, however, normally contains the full texts of technical papers, abstracts, analyses, graphs, illustrations and other relevant details. It also contains, as a preamble, a brief overview of the NATO SPS Programme and a statement that the content of the reports do not necessarily represent the policies of NATO or any individual nation.
- The full reports may be published in the NATO SPS Blue Book Series (formerly CCMS Blue Books). Project Directors choosing to publish in the Blue Book Series do so at the expense of their own national agencies. They also assume responsibility for distributing the publications. Special "Blue Book" covers, indicating the appropriate sequential serial number for the Blue Book Series, can be printed at NATO Headquarters and provided to whomever is preparing the publication. It is also possible for the full reports to be published commercially by any publisher or included in the NATO Security through Science Series.
- The Project Directors have primary responsibility for identifying the individuals, agencies and institutions to whom the full technical reports are sent. They will normally be assisted in this task by members of the SPS Committee.
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Recommendations
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The recommendations of Pilot Studies, Short-term Projects and Topical Workshops are potentially useful to the governments of NATO member, Partner and Mediterranean Dialogue nations. The Committee may commend these results to the North Atlantic Council or to other committees of NATO.
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