Minute of PACMAN kick-off meeting 20/11/2013 Participants: K. - - PDF document

CERN, 11/12/13, edms n°xxxx

Minute of PACMAN kick-off meeting 20/11/2013

Participants:

• K. Artoos (CERN), F. Bordry (CERN), A. Cherif (CERN), P. Arpaia (University of Sannio), F. Bertinelli

(CERN), L. Brunetti (LAPP), M. Buzio (CERN), B. Caron (SYMME), N. Catalan Lasheras (CERN), M. Cavellier (Sigmaphi), J. Clerc (NI), R. Corsini (CERN), K. Ernst (CERN), A. Faus-Golfe (IFIC-CESIC), N. Friedli (CERN), Jean-Frederic Fuchs (CERN), Jean-Christophe Gayde (CERN), A. Gomez (DMP), G. Cavallo (CERN), A. Hati (CERN), S. Hegarty (CERN), P. Keller (Metrolab), P. Lebrun (CERN), P. Lequerre (Eltos), H. Mainaud Durand (CERN), D. Missiaen (CERN), M. Modena (CERN), C. Rabe (CERN), M. Rothacher (ETH Zürich), S. Russenschuck (CERN), H. Schwenke (Etalon), P. Shore (University of Cranfield), J. Spronck (TU Delft), S. Stapnes (CERN), N. Steffens (Hexagon Metrology), T. Van Den Dool (TNO), M. Wendt (CERN), W. Wunsch (CERN)

Agenda:

• Welcome
• Introduction to the CLIC project
• Introduction of PACMAN and ITN management
• PACMAN goals and partners
• ITN management and experience dealing with EU
• ITN financial management
• PACMAN in details
• PACMAN consortium agreement and legal aspects
• PACMAN recruitment status
• PACMAN training
• PACMAN dissemination & outreach
• Open discussion
• Review of WP
• WP1 metrology & alignment
• WP2 magnetic measurements
• WP3 Mechanics
• Wrap-up discussion
• Supervisory board meeting

See documents under indico:

http://indico.cern.ch/conferenceOtherViews.py?view=standard&confId=271510

CERN, 11/12/13, edms n°xxxx

Introduction to the CLIC project

• According to the European Strategy for Particle Physics, CERN should

undertake design studies for accelerator projects in a global context, with emphasis on proton-proton and electron-positron high energy frontier machines.

• A full program concerning CLIC (Compact LInear Collider) developments has

been implemented towards 2018

• The CLIC workshop 2014 will take place from the 3rd to the 7th of February

2014, at CERN: http://indico.cern.ch/conferenceDisplay.py?confId=275412 and will be a good opportunity to present the PACMAN project in front of the CLIC collaboration.

• The PACMAN project covers several key areas of CLIC.

Introduction of PACMAN and ITN management

PACMAN goals and partners

• Alignment requirements are very tight concerning the CLIC components: the

zero of each component has to be included in a cylinder with a radius of a few micrometres over a length of 200m. A solution has been proposed for the Conceptual Design Report, but could be time and precision consuming considering the number of components to be aligned.

• The objective of the PACMAN project is to propose and develop an

alternative solution integrating all the alignment steps and technologies at the same time and location (CMM machine).

• PACMAN project belongs to an Initial Training Network (ITN), it is an

Innovative Doctoral Program (IDP) with: § 10 students working towards their PhD § Associated Partners from universities and industry

• PACMAN is a golden opportunity for all the participants.

ITN management and experience dealing with EU

• Introduction to the ITN and IDP.
• Agreements (grant agreement and agreement between hosting organization

and researcher).

ITN financial management

• Total EU contribution: 2,671,412.70 EUR
• The EC contribution is distributed in 5 categories of costs:

§ Living allowance § Mobility allowance § Contribution to the research/training transfer of knowledge programme expenses § Management activities, including Audit Certificate

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§ Contribution to overheads

• Financial reporting to the EU

§ 1st reporting period: September 2013 – August 2015 § 2nd reporting period: September 2015 – August 2017

• No direct money will be given to the industry partners
• The WP leaders will be added in the circuit of signature of the documents

related to the orders of their workpackage. (Action: Hélène/Seamus)

PACMAN in details

PACMAN consortium agreement and legal aspects

• The first version of the consortium agreement was sent in July with only

comments from a few number of partners received. Some comments from lawyers have been added, trying to include standard clauses, which do not reflect the objectives of the project. A revised draft version of the PACMAN consortium agreement is ready and will be sent to the partners, taking into account, as far as possible, all the comments received on it.

• Concerning the definitions in article 1: with the exception of the definition for

“affiliates”, the definitions contained in the Grant agreement have not been

• repeated. The consortium budget has been renamed “project budget”.
• Background Intellectual Property statements: all partners shall only list those

IP to which they cannot grant access to the other partners. They cannot exclude completely access to their institute’s background IP as this is against the FP7 legal framework. When excluding access to their background IP, they shall be as specific as possible so that all partners can clearly see to which background they will not have access even though it is needed for the

• Project. This is in particular necessary for the research fellows of CERN who

will carry out their research in part at the partners’ institutions.

• The points not retained include:

§ Right to conclude separate confidentiality and IP agreements – this could possibly clash with the principles of confidentiality and IP access

• f the Agreement and thus be detrimental to the project.

§ Dispute settlement in court: with respect to its status as an intergovernmental organization, CERN cannot be involved in a dispute settlement in court but has to refer to an arbitration tribunal. This principle has been decided and agreed by all CERN members States. § Background IP statements that exclude access to all background IP; background statements that do not include access to any background IP.

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PACMAN recruitment status

• 8+2 positions have been opened in 2 steps. 99 applications have been

received (17.3% of female), 48 candidates have been invited to a pre- interview screening made by Sonru.

• 24 candidates have been invited for an interview at CERN, 3 candidates for an

interview via Skype. Two boards (for 6 positions) have already taken place. Two boards will take place on the 21st and 22nd of November.

• CERN will establish a contract of employment for each PhD student of 24

months + 12 months.

PACMAN management

• The Project monitoring will consist of:

§ A Management Team meeting every two weeks § A Supervisors meeting every two weeks § A WP leaders meeting every six month

• Schedule

§ Contracts start between January 2014 and summer 2014. § Secondments in industry will take place between summer 2014 and the end of 2015. § R&D and validation of the methods developed will be performed on

dedicated mocks-up between summer 2014 and the end of 2015.

§ Validation in the common alignment test facility is foreseen mid of 2016.

PACMAN training

• Introduction

§ Training should be primarily through research on individual, personalized projects, complemented by substantial training modules in key transferable skills common to all fields. § CERN has a large training catalogue of courses and partners also have training capacities.

• Industrial secondments

§ It will be decided by the supervisors and company responsible.

• PACMAN workshops

§ There will be three workshops on PACMAN technical subjects. The first one will be held at CERN.

• Intellectual Property and technology transfer

§ First introductory seminar will be organized by KT Group at CERN. § Self-study om the distance learning program by WIPO for each ESR

• Role of partners and CERN

§ The role of industrial partners is to train the ESR in the job and in aspects that they would not find in academia.

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§ The role of academic partners is to introduce the ESR to research

• Conclusions

§ All partners will contribute and benefit from the training program. § Lots of work ahead of us. But we have the knowledge these students are looking for.

PACMAN dissemination & outreach

• Outreach & Dissemination” program for PACMAN

§ Outreach: the activity of bringing PACMAN and more general scientific information to people intended as a wide public (mainly not linked with the academic, industrial, etc. domains).

§ Dissemination: the activity of promoting and disseminating the

scientific and technical information and result of PACMAN research mainly to the scientific/technical domain.

§ It is necessary to tickle the interest of students and scholars the

knowledge and enthusiasm for the scientific and technical domain.

• PACMAN Project website

§ It will be updated with the start of the project activities.

• PACMAN implementation program includes several O&D actions, such as:

participation of conferences, school exhibitions, PACMAN open days etc.

Review of WP

The review of WPs was the opportunity to present the objectives of each WP, the tasks that will have to be performed by each PhD student, with their associated schedule. This was also the opportunity for the associated partners to present their main activities and their implication in the PACMAN project.

Wrap-up discussion (questions and answers)

• In some universities, exams are needed to follow a PhD thesis. If the students fail, they

cannot follow their PhD thesis anymore at the university. In that case, what happens on the CERN side? Seamus will ask the question to the EC. [Answer received from EC, a few days after the kick-off meeting]: in that case, the contract of employment is broken on the CERN side too. A new PhD student will have to be hired.

• Each representative from universities will send the requirements needed by its

university, in order to prepare a matrix for each PhD student. (Action: each university representative)

• Is there a common format of Description of Work (DoW) foreseen for all the students?

The description of work can be found in Annex 1, for each subject. Examples of DoW in a more detailed way will be provided by ETHZ and Cranfield to establish a standard format

• f DoW during the induction interview of each fellow. (Action: ETHZ and Cranfield

representative to send a detailed example of DoW).

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• Concerning the secondments, if companies have requirements concerning the time of

secondment, please tell the WP leaders (Action: companies representatives)

• During the secondments, the universities and companies do not need to pay for the

insurance of the PhD students. Logistic support to find practical solutions may be asked to partners concerning the housing of the students.