A. Introduction

Applications for funding can be made to the SCIMITAR Project Manager at TERENA at any time, and will be considered at the next TERENA Technical Committee (TTC) meeting, before being forwarded to the DG XIII Project Officer for final approval.

This document sets out the basic principles that will be taken into account when assessing whether a financial contribution can be made.

B. Procedure and Information

In view of the limited financial resources, support will normally be limited to contributions by projects to the work of the following bodies:

• IETF
• Working Groups of the WWW Consortium
• ISSS Workshops and Technical Committees
• ITU-T (SG8 and SG15)

2. The partial funding that will be granted under the terms of this procedure will be no more than 50% of the actual incurred travel and subsistence costs. The partial funding rule applies to all projects and applications covered by this scheme.

3. Proposals are invited to make contributions to meetings of the groups specified in Paragraph 1 above. The criteria by which the proposal will be judged include those listed in this paragraph.

The selection will be made on a short term basis, i.e. for a period not longer than six months before the event in which the contribution of the project is important. In this way, participation will optimise the usage of the funds. The proposals should be delivered in a form of a one or at the most two page document listing:

• State of the standardisation process and which standards making bodies are addressing the subject.

• The reason why it is important for the project to make the intended contribution to the Standardisation process.

• Identification of the team, group or WP detailing the proposed contribution by the Project and expected return.

• The event (name of the meeting, venue, date) or alternative future events, if the Project would not be ready to usefully contribute at the first indicated meeting.

• Estimate of the full costs (transportation, subsistence, meeting fee). Note: partial reimbursement will not exceed 50% of the full costs.

• Copies of advance contributions to the standards bodies (RFC's, etc..) if they exist and announcements of the meetings should be attached in one of the usual formats (ASCII, RTF, HTML)

Note:

• Eligible requests for funding support cover activities that contribute directly to the work of the RTD project. Requests for inter-standards body representation cannot be approved.

• The applicant must undertake to participate in the approved meeting for the sole purpose of contributing on behalf of the RTD project he or she represents and not as a representative of multiple projects or interests.

5. Approvals from the DG XIII Project Officer will detail the following elements:

• Standards body

• Event (with reserve dates)

• Contributing Project (team, group)

• Community's financial contribution

• The actual person that will make the contribution.

• Is the contribution taking place in the first foreseen event, or in one of the later meetings?

7. Within two weeks after the events, the meeting attendees will produce a report on the results of the participation in the meeting, place it in an appropriate area of the Project's WWW server and send the corresponding URL to the SCIMITAR team and submit the report in RTF and HTML form to SCIMITAR for placement on the SCIMITAR WWW server. Reports should be sent to the SCIMITAR Project Manager at TERENA and NOT to the Commission.

8. Failure to submit a written and HTML report within the required time may exclude the individual and/or project from receiving future travel request approvals from the SCIMITAR travel support fund.