COST ES0803Developing Space Weather products

and services in Europe

Second Management Committee Meeting

Frascati, 1 and 3 April 2009

Status of Action

MoU : 229/08CSO Approval date : 18/06/2008Entry into force : 07/08/2008End of Action : 15/11/2012

Signatories: 20 countriesIntention to accept the MoU: 1 country

Status of ActionDate StatusAustria 18/12/2008 Confirmed

Belgium 07/08/2008 Confirmed

Bulgaria 21/08/2008 Confirmed

Cyprus 22/10/2008 Confirmed

Czech Republic 05/09/2008 Confirmed

Finland 13/10/2008 Confirmed

France 01/10/2008 Confirmed

Germany 07/08/2008 Confirmed

Greece 22/09/2008 Confirmed

Ireland 07/08/2008 Confirmed

Italy 21/10/2008 Confirmed

Norway 23/10/2008 Confirmed

Poland 14/11/2008 Confirmed

Romania 03/02/2009 Confirmed

Serbia 10/12/2008 Confirmed

Slovenia 05/02/2009 Confirmed

Spain 07/08/2008 Confirmed

Sweden 30/01/2009 Confirmed

Switzerland 21/08/2008 Confirmed

United Kingdom 07/08/2008 Confirmed

Total 20 Intentions to accept the MoUCountry StatusIsrael IntentionTotal 1

Activity of the Action (November 2008 – March 2009)

1. Kick off meeting, Brussels, 16-17 November 20082. Steering Group meeting, Brussels, 29 January 20093. Submission of the Space Weather School proposal to

ICTP, Trieste (15 February 2009)4. Development of the web site of the Action5. Collection of more than 60 Expressions of Commitment6. Organization of the first Action’s workshop (48 abstracts

submitted)7. Preliminary formation of the WG teams 8. Paper published in Space Weather (AGU)9. Participation the final meeting of the COST Action 296

Activity of the Action (November 2008 – March 2009)

Kick off meeting, Brussels, 16-17 November 2008

Main decisions taken:

Chair: Anna BelehakiVice Chair: Mauro Messerotti

Grant Holder: Ronald Van der LindenRapporteurs: Jurgen Watermann, Pavel Hejda

WG1 : Jürgen Watermann (Leader), Consuelo Cid (co-Leader) WG2 : Ronald Van Der Linden (Leader), Henrik Lundstedt (co-Leader) WG3 : Vida Zigman (Leader), Mauro Messerotti (co-Leader)

Steering Group: Chair, co-Chair, WG Leaders, Grant Holder

Editorial Group: Chair, co-Chair, WG3 Leader, plus two MC members: Susan McKenna and Jan Lastovicka (TBA)

Webmaster: Computer expert from the technical staff of NOA under the supervision of the Action’s Chair (Themos Herekakis)

Activity of the Action (November 2008 – March 2009)

Steering Group meeting, Brussels, 29 January 2009

Main items discussed:1. COST ES0803 web site2. The formation of subgroups 3. The list of working group members according to the letters of commitment4. Scientific programme of the first Workshop of the Action (1-3 April 2009)5. Procedure for experts invitation 6. The European Space Weather Portal Constitution7. The European Space Weather Journal8. The ICTP school9. The Action’s Budget

Activity of the Action (November 2008 – March 2009)Formation of Groups structure

WG 1. Advanced methods to model and predict space weather effectsJürgen Watermann, Consuelo CidSG 1.1: Progress in scientific understanding of space weather - Natalia GanushkinaSG 1.2: Performance of available research and operational models - Peter WintoftSG 1.3: Improvement of operational models - Tsvetan DachevSG 1.4: Codes for new space weather products and services - Daniel Heynderickx

WG 2. Space weather products and servicesRonald Van Der Linden, Henrik LundstedtSG 2.1: Identification of current space weather resources – Iwona StanislawskaSG 2.2: Market segmentation including cartography and users requirements - TBCSG 2.3: Feasibility study for new market-oriented products and services - Mike Hapgood

WG 3. Exploitation, Dissemination, Education, OutreachVida Zigman, Mauro MesserottiSG 3.1: Upgrade of the European Space Weather Portal – Decision PendingSG 3.2: Dissemination of advanced scientific and technical results – Jan LastovickaSG 3.3: Seminars and training courses – Mauro MesserottiSG 3.4: General public outreach to the non-specialist - TBC

Formation of working teams

Activity of the Action (November 2008 – March 2009)

Formation of working teams

Activity of the Action (November 2008 – March 2009)

Activity of the Action (November 2008 – March 2009)Paper published in Space Weather (AGU): Belehaki, A., J. Watermann, J. Lilensten, A. Glover, M. Hapgood, M.

Messerotti, R. van der Linden, and H. Lundstedt (2009), Renewed Support Dawns in Europe: An Action to Develop Space Weather Products and Services, Space Weather, 7, S03001, doi:10.1029/2008SW000451.

Invitation to participate to the final meeting of the COST Action 296:Mauro Messerotti presented an overview of the COST ES0803 Action

Presentation of the COST ES0803 Action at SOTERIA workshop on March 23-24, 2009 in Finland by Jurgen Watermann

Presentation of the COST ES0803 Action at the Assembly of the European Union of Scientific Journalists Associations (EUSJA) on March 14, 2009 in Trieste by Mauro Messerotti.

Budget status

Kick off meeting 24,739

Steering Group meeting 2,735

2nd MC meeting and workshop 42,000 (estimated)

Frascati Workshop subsidy 3,000

Total 72,474

E-mail from COST office (22/3/2009)Dear Action Chair,… You will be informed quite soon officially by our Director about the start date of the migration to COST Grant System. From this date, we will interact with you and the Grant Holder quite closely to prepare the Grant Agreement. The Vademecum on the web has been updated in its Chapter 6 (CGS) and can be consulted and downloaded under: http://www.cost.esf.org/participate/guidelines. Will migrate: 637 and all Actions ending beyond December 2010.… Finally, the CSO approved in its meeting of 17-18 March in Berlin new templates for the Annual Progress Reports and for the Final Administrative Reports. I was just informed that all the Actions (new, on-going, and ending) will have to use it. We will get additional internal instructions in the course of this week. Our trainee colleague, Ms Isabel Pino de Juana, will contact you in 2-3 weeks about the APR/FAR. The Rapporteurs will also have to follow a new template to assess the progress of the Actions. You will receive the template of the Evaluation Report from Isabel together with APR/FAR ones. … I thank you very much for your attention to this email and your patience and understanding in this multi-level transition period, Best regards, Carine

COST allocation process

ES0803Carine Petit (Scientific Officer) cpetit@cost.esf.orgStéphanie Beauloye (Administrative Officer) sbeauloye@cost.esf.org

Note to the MC: Please contact your Action’s Chair for any inquires you may have.Please do not contact the COST SO and AO.

Reimbursement Documents

Please send your scanned documents by Monday 6 April to:

Anne Vandersyppe anne.vandersyppe@oma.be

COST ES0803 MC 2nd Part Friday 3 April 2009 (15:00 – 18:30)

Agenda▪ The new proposal for the follow-on ionospheric COST Action ▪ Adoption of the minutes of the kick-off meeting ▪ Progress report of working groups

WG1 Report WG2 Report WG3 Report

▪ Discussion and adoption of the reports▪ Action planning

Activity plans of WGsAnnual Progress Conference (preparation and/or feedback from DC)Action Budget PlanningAction Planning (including meetings)

Location and date of next meetingLong-term planning (including anticipated locations and dates of future meetings)

▪ ESA SSA and links to COST ES0803 ▪ STSM status, applications▪ Applications received from non-COST Institutes to join the Action ▪ Request for new members▪ Promotion of gender balance and of Early Stage Researchers (ESR)▪ Web news▪ AOB▪ Closing

Applications received from non-COST institutes to join the COST Action ES0803

Country Institution ExpertProposed involvement in COST ES0803

Russia

Institute of Terrestrial Magnetism, Ionosphere and Radio Wave Propagation (IZMIRAN)

Andrei Mikhaylov

Participation in SG1.2 and SG1.3

Armenia Alikhanyan Physics Institute

Ashot Chilingarian

Participation in WG1, WG2, WG3

Russia Space Research Institute (IKIRAS) Tamara Breus Participation in

WG1 and WG3

Russia

INSTITUTE OF SOLAR-TERRESTRIAL PHYSICS (ISTP)RUSSIAN ACADEMY OF SCIENCESSIBERIAN DIVISION

Alexandr Potapov

Participation in WG1

Early Stage Researchers (ESR)

Early Stage Researcher: less than PhD + 10 years including researchers still working on their PhD or Master Degree

Open Call participation and WG leading

Increased duration of STSMs beyond 3 months

3 ESSEM Conference Grants per year of 3000 € for attending International Conference (abstract for an oral presentation must be accepted)

More Training Schools

At least once a year, an Action workshop should foster the participation of ESR

Next collecting date for ESR Conference Grant: to be decided in June at the next DC Committee and will be communicated to the Action’s Chair

• The Annual Progress report should be submitted to the COST Office by 15 May 2009.

• The Annual Report template hasn’t been circulated yet by COST• The Annual ESSEM Progress Conference will be organised this year

by the Vice-Chair of ESSEM Domain, Dr Ipek Erzi, and will be held in Istanbul on 24-25 June 2009.

• To all WG Leaders: please send to the Chair your progress report until 27 April 2009.

Annual Report

Budget Planning April 2009 – May 2009

Meeting Type Date Place Avg per person Planned to be reimbCost Total

ESWW6 PC meeting May 2009 Observatoire de Paris

600 10 6.000 

            6.000STSMBeneficiary Date From     Cost TotalTwo STSM        1500 EUR / STSM  3.000           General Support GrantsTitle Date       Cost TotalWeb master         2.000 2.000Total costs 11.000

Budget Planning June 2009 – May 2010Indicative Budget : 120,000 EUR

Meeting Type Date Place Avg per person Planned to be reimbCost Total

ESWW6 PC meeting September 2009 TBD 600 10 6.000 Second MC and ESWW6 16-20/11/2009 Brussels, BE 650 60 39.000 SG meeting January 2010 TBD 500 5 2.500Third MCM/Workshop March/April 2010 TBD 700 60 42.000ESWW7 PC meeting May 2010 TBD 600 10 6.000            95.500STSMBeneficiary Date From     Cost TotalFour STSM TBC        1500 EUR / STSM  6.000           Meeting SupportTitle Date Place     Cost TotalESWW6 16-20/11/2009 Brussels, BE     10.000 Third MC/Workshop March/April 2010 TBD 3.000            13.000General Support GrantsTitle Date       Cost TotalWeb master         2.000 2.000SchoolsTitle Date Place     Cost TotalICTP school March or October

2010ICTP, Trieste, IT     20.000 20.000

Overhead15% of direct costs 17.500Total costs 136,500Total costs incl. OVRH 154.500

STSMs: Proposals expected !!!

April – May 2009

June 2009 – May 2010

All requests for STSMs must be submitted 4 weeks in advance.

The Steering Group can approve STSMs requests in they will arrive after this MC meeting.

Proceedings of this workshop

Presentations will be first uploaded to the workshop web site.

In May the presentations will be transferred to the main website of the Action.

The WG leaders in collaboration with the Editorial Board will prepare a workshop summary.

Journal Committee

Iwona StanislawskaJean LilenstenVida ZigmanSusan McKennaJurgen WatermannMauro Messerotti

Issues to be investigated by the end of April:1. Type of Journal (Open access is a request) 2. Costs for the setup of the Journal3. Copyright issues (Title of the journal, articles, etc.)4. Editorial Board5. Commitments and rights of COST/COST ES0803 and of the publisher