SUBMISSION
Submission refers to the act of presenting or providing something for review, consideration, or evaluation. It can apply to various contexts such as submitting a document, proposal, application, or any other form of content or information. Submissions are typically made to individuals, organizations, or platforms with the intent of sharing or seeking approval, feedback, or acceptance. The specific requirements and processes for submission may vary depending on the context, but it generally involves providing the requested or relevant materials according to the specified guidelines or criteria.
SUBMISSION
Project Title
Short descriptive title of project. If applicable, specify Series Title.
Task Group Chair
Name and affiliation of person(s) who will be coordinator for the project.
Task Group Members
Names and affiliation of the task group members who have committed themselves and agreed to work on the project.
Objective And Rationale
In a few sentences (<100 words total) describe the rationale for the project, the objective(s) and the intended outcome(s).
Description
The description should be relatively brief (approx. 250 words) and should enable the reader to understand the methods (compilation, review, critical evaluation, consultation) used in the project. The description must make clear why the project should be carried out under the auspices.
The description should include a clear statement of:
(a) any previous or concurrent work done on the proposed project, including conferences or workshops.
(b) any previous, concurrent or planned interactions with bodies outside that are relevant to the project.
If it is considered necessary to provide additional background information and supporting documentation to permit proper evaluation of the proposal, this should be given on a separate sheet.
Intended Publications
Is the final product of the project a recommendation or report to be published, in another journal or a book, as a workshop or conference proceeding, a set of instructional materials, a web page?
If a book (or editing of a book or chapter) is planned, please be clear about the status of the proposal with the intended publisher. Note that any publication contract or agreement must be made available to the Executive Director during the project review process. If a publisher has been approached, and a draft agreement developed, this should be included in the review packet. Technical Reports and Recommendations resulting from Projects should be published.
For books, once the contract has been signed by the Executive Director and Secretary General, and before the final editing of a book, the manuscript must be reviewed to establish conformity with standards of terminology and nomenclature.
The Bureau has established a procedure to allow publication in other journals in exceptional circumstances where it can be demonstrated by the Task Group and the Division or Standing Committee that publication in another journal is in the best interests. Approval for such an exception should be requested by the Division President or Standing Committee Chair from the Secretary General. This request should explain why publication in another journal would be preferable to publication.
Intended Stakeholders
It is important that your proposal clearly identifies the interest groups and stakeholders that will benefit from the project outcomes. In so doing it should also establish the need for the proposed project outcomes and identify the benefits to the stakeholders. The reviewers will look for strong links between the Dissemination Plan and the stakeholders who will benefit from the outcomes.
Dissemination Plan
A good dissemination plan is a vital part of the project. The plan identifies how the project outcomes will be disseminated to the intended science community/stakeholders. For example, will the selected publication vehicles, proposed workshops or conference presentations, enable a significant impact on the target group(s)? In the case of nomenclature recommendations (including terminology, symbols, and units), how will these be made known to practitioners or to the intended audience? What plans have been made to promote international consensus?
Time Frame
Indicate the planned start and completion dates of the project. The anticipated duration of many projects is two to three years. Longer term projects should be broken into phases. Each phase should have clearly defined and measurable outcomes. Projects need not conform to the biennial budget cycle. That is, a project can begin at any time in one biennium and end in another.
Milestones
Interim milestones, such as presentation of interim or final outcomes to a Conference or Workshop, completion of first drafts of a report, and indicative dates of task group meetings should be given. The intended location and duration of Task Group meetings should also be stated as this will have a bearing on the assessment of your proposed budget.
Major milestones such as target dates for completion of the final draft by the Task Group, assessment of external reviews of the draft, and submission of the final document should also be indicated.
Upon acceptance of the project, the milestones will be reviewed and a specific timeline for progress reports will be agreed on with the responsible Division or Standing Committee.
Budget
The budget should justify all planned expenditure (from all sources) over the lifetime of the project. Costs for dissemination of the results should be included. These costs might include holding a workshop (See note at the end for definition of workshop) or special symposium at a Conference to publicize the results of the project.
Travel expenses include total costs for attending meetings of the task group, according to the rules governing expenses. Because funds are limited, every effort should be made to utilize electronic communications in lieu of meetings of the task group. In view of the modern means of electronic communication, overhead expenses are expected to be minimal. However, in some cases, costs for meeting facilities, software development, and technical assistance might be accepted. To rationalize costs, Task Groups will often meet in conjunction with a Conference which most might be attending. Note that Project funds must not be used to pay Conference Registrations, nor to facilitate attendance at a Conference. (An exception could be the attendance at a Conference by one member to make a project-based presentation on behalf of the Task Group.)
When the Task Group is seeking or has already received funding by other organizations and is approaching for additional funding, these other organizations should be identified.
Please note that projects cannot be original research projects and the cost of new research work cannot be a part of the project costs. In specific and well-documented cases, support for a workshop might be acceptable.Â
Criteria For Retrospective Evaluation
How should the success of the project be measured and when? This will be evaluated with respect to the measurable impact of the outcomes on the identified stakeholders/interest groups. Another criterion might be: have the Recommendations been adopted by journals as part of their instructions for authors? For digital standards, have the specifications been adopted by databases or software tools?
How long after completion should it be possible to evaluate the impact of the project, and by what method(s)?
Relevant Bodies
Suggested Division(s) and/or Standing Committee(s) that should review this proposal and the final document (outputs), and will monitor progress of this project.
Suggested Referees
Please suggest the names (and provide address, affiliation and e-mail) of at least three external referees who can be asked by the Secretariat to evaluate the project. These referees are in addition to those from the lead Division/Standing Committee or from supporting Divisions/Standing Committees. Referees should be experts in the field, and in general be chosen so as to avoid the appearance of conflict of interest.
Additional Information For Task Group Chairs
Upon project approval, the Task Group Chair is responsible for the implementation of the project and, subject to approval by the Division Committee, for changes in the membership of the Task Group. He/she decides how the budget will be spent. Progress toward the stated goals is to be reported periodically to the monitoring body. The project will be evaluated retrospectively according to established criteria.
CONFERENCE AND WORKSHOP
The following definitions are used as guides in evaluating proposals for projects.
Conference – A scientific meeting in which most participants take only a passive part in the program. Active participation is limited to the relatively few participants who present lectures or posters, chair sessions or ask questions.
Note that project funding is not intended to provide financial assistance to conferences or editing of proceedings of conferences. Under special circumstances, however, financial support for dissemination of the results of a conference may be provided. As an example, the conference may have addressed matters of global importance that result in important resolutions or other results.
Workshop – A scientific meeting in which all participants are expected to take an active part in the program. Examples include, but are not limited to:
- Formulation of ideas and initial plans for projects on specific topics;
- Development of recommendations or reports on specific topics;
- Critical review of recommendations or reports on specific topics;
- Professional development courses involving hands-on experience in new instrumental, computational or evaluation techniques.
A workshop as a part of a project can cover different aspects, such as: project initiation, recruiting of task group members, draft report and consideration of public comments, presentation and dissemination of results. It is however expected that electronic communication will be used as much as possible in various steps of development of a project. Further, a Workshop will not be funded for the purpose of planning a project.