Updated on November 28, 2020 by Emma Unander

EISCAT governing rules

EISCAT is governed by the Agreement, Statutes and supplemental policies, procedures and rules.

These are included in the governing rules and procedures book, the BlueBook. The current version is edition 2015 (came into force 20 June 2017). Edition 2015 replaced the agreement being in force since 2007. Before that, the agreement changed in 1996. The first EISCAT agreement dates back to 1975.

Current procedures and rules

The Bluebook (edition 2015)

Relating to the EISCAT Data Policy, the EISCAT Council has adopted a special care procedure document

The placing of contracts for equipment, supplies and services are governed by a set of rules in the BlueBook. The rules are supplemented by the procurement policy

Amendments and additions

STATUTES article 6.a amendment (Council decision November 2020):

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6. The Director
a. The Director is appointed, and can be dismissed, by the Council.
i. The Director position shall always be openly announced. The Council is responsible for ensuring that the announcement is made public 18 months prior to the start of employment as Director. The announcement shall be made through sufficiently high profile and relevant media and other channels to ensure a wide reaching and international recruitment exercise. Prior to the start of the recruitment process, and before the appointment decision is made, Council members must declare potential conflicts of interests.
ii. The Council shall appoint an evaluation committee with the responsibility to evaluate, interview and rank the most promising candidates. The findings are reported to Council who selects the final candidate for contract negotiations.
iii. The Chairperson of Council is responsible for negotiating the employment contract with the selected candidate. Council is responsible for approving the final contract.
iv. In the event that the recruitment process is not successful, the Council can appoint an interim director or prolong the term of the acting Director for a limited period up to one year.
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FINANCIAL RULES 19.1 amendment (Council decision November 2020):

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19. Personnel Administration
19.1 The Chairperson of Council is responsible for negotiating employment contracts to be concluded with the Director and shall, after approval by Council, sign such contracts on behalf of the Council. An incoming Director is appointed for up to five years and the contract may include a severance pay scheme. A Director can be reappointed, after an open recruitment process, for one* additional up to five-year term.
Plus a footnote * Rule introduced for incoming Director’s starting after 2022.
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EISCAT Council meetings (rules set November 2018, June 2019 and November 2019). Meeting procedures: Matters requiring a Council decision must be submitted in writing latest two weeks before a Council meeting. Other matters for Council to consider should be reported at least one week in advance, unless special conditions require additional delays. Meeting updates: Headquarters shall send notices to all Council members if changes are made to documents already submitted in preparation for a Council meeting. Council minutes: Council expects that Headquarters will provide the resources needed to take the minutes at meetings. Due to current lack of such resources, this will take effect from 2021 onwards. Minutes from the meetings are not public. The minutes from each meeting will therefore be supplemented with publishable short reports. Both the minutes and short reports will be available within one month after a meeting has been held. The restricted Council minutes will be distributed to the participants in the meeting, AFC members and SAC Chairperson.

EISCAT Annual Reports (rules set June 2019). Inputs for Annual Reports are appreciated up to 31 March each year. Headquarters will then edit the inputs and add the standard chapters and publish the Annual Report by 31 June each year.

Travel expenses for delegates and representatives attending Council, Committee and other meetings are paid by their home institutes/organisations. Travel expenses for AFC and SAC Committee Chairpersons and external/invited members are covered by the Association. Refunding can either be done by having the home institute/organisation invoice the cost or, if the individual pay all costs privately, use the form Travel Claim CC

The tables in Appendices 2 – 4 of the Bluebook have been updated to include the latest data: 2020 updated tables

The Bluebook stipulates that additional radar hours may be bought by Associates and Affiliates who wish to temporarily increase their contributions in particular years, at rates related to the costs involved: 2019 unit cost

On 1 April 2018, the United Kingdom Research and Innovation (UKRI) took over all property, rights and liablities from National Environment Research Council (NERC), the EISCAT UK Associate. All agreements etc, will gradually be updated to include this change

Affiliates. Individual Institutes can join the Association as affiliates. This is done by having an Affiliate Agreement between EISCAT and the Institute. The affiliate benefits and terms are described in the BlueBook

Old procedures and rules (not valid – kept for completeness)

A copy of the first EISCAT Agreement can be found in the 1976 Annual Report

The 1975 Agreement was valid until 1996. The agreement, its statutes and other supplemental documents became later compiled in a governing rules book, the Bluebook. The Bluebook had several updates, for instance (December 1983)

When Japan joined in 1996, the Agreement was amended (1 April 1996). At that time (as well as before), the Agreement and Statutes had also French versions (Convention, Statuts)

In 2007 the Agreement was substantially updated and a new Bluebook was published (Edition 2008)