Inter-Agency Consultative Group for Space Science
I A C G
TERMS OF REFERENCE
{July 2000}
Purpose
The purpose of the IACG is to promote among its member agencies coordination of future planning and implementation of specific approved space science missions. The IACG provides an international forum in which space science activities are discussed on an informal basis among representatives of the member agenciesThe IACG provides a forum for policy discussion and informal consultations on the strategic planning of its member Agencies and on areas of inter-agency coordination.
The IACG seeks, through inter-agency coordination, to enhance the scientific output of specific and approved space science missions and research in areas of shared interest.
The IACG proceeds by consensus among the member Agencies. Agreements are implemented by the member Heads independently within their own organizations.
The IACG may sponsor colloquia and workshops that are of direct value for the attainment of its objectives.
The IACG will continue its activity for as long as deemed useful by the member Agencies.
The IACG will cover all disciplines of space science of common interest to its members Agencies.
·the European Space Agency (ESA)
·the Institute of Space and Astronautical Science (ISAS), Japan
·the National Aeronautics and Space Administration (NASA)
·the Russian Space Agency (RSA)
In order to ensure the success of the IACG a straightforward but informal organizational framework is essential:
·Schedule of Meetings: Regular meetings of the IACG take place on an annual basis and rotate from country-to-country. Special meetings are convened as required.
·Chairmanship: Chairmanship of the IACG is transferred from agency to agency with the responsibility for hosting the regular meetings. Chairmanship for special meetings will be treated ad hoc.
·Level of Participation: Agency delegations consist of the Heads of the member Agencies science programmes (H/D) each supported by one (alternatively two, depending on the tractanda) senior
staff and by the IACG Executive Secretary. A few key members of each Agency's respective scientific community can be included.
·Minutes: Meeting summaries with a list of agreements and action items for the following year will be established by the executive Secretary for approval by the Heads.
·Member Agencies shall nominate a “contact point” for IACG related matters and communications with the executive Secretary.
Groups may be established by unanimous consent of the member Heads, upon proposal by one or more sponsoring Heads.
1.Task groups are created to provide input to the H/D on specific strategic planning or technical issues. Tasks could include advice on: harmonization of the agencies scientific roadmaps; division of responsibilities among the agencies in specific sectors; opportunities for inter agency cooperation in selected areas; the establishment or dissolution of specific Working Groups; etc.
Task groups shall include members appointed by all member Agencies. Should the need arise for broadening international participation other experts or representatives of other agencies may be included.
The normal duration of a task group is one or two years.
2.Working groups are created to conduct inter-agency coordination in the implementation and/or operations of missions of the member Agencies in agreed discipline areas.Their brief can relate to scientific coordination, such as campaigns, or to cross-disciplinary technical aspects (data archives, interoperability, etc).
Membership of Working groups will include representatives of the member agencies appointed by the relevant Head in consultation with the Group Chairperson. Membership may be kept flexible to meet the evolution of the subject matter and the availability of the persons. The membership should reflect the eminently technical task of the working group and include mission and project scientists.
The duration of Working Groups may by necessity extend over several years depending on the evolution of the programme within their mandate.
Each working group and task group shall have a specific written charter detailing the purpose and product of its activities and expected termination date; this charter will be agreed to unanimously by the Heads.
Task and Working Groups will have a chair, and optionally a co-chair or deputy-chair, agreed on unanimously by the member Heads.
To minimize travel time and expense, the Groups will meet during the year at existing scientific or technical conferences attended by their membership but a as general rule distinct from the IACG annual H/D meeting
Task and Working groups will submit an annual report. The report may be transmitted in writing or may, if requested, be presented directly at the H/D annual meeting by the Chair (or one designee) The report shall cover (1) the activities of the past year, (2) products or conclusions developed, and (3) plans for the next year’s activities.
Working groups and Task groups may be terminated at any time by unanimous consent of the Heads.
A particular situation arises whenever, in a specific discipline area, more Agencies, other than the IACG members, have strong interest and willingness to provide a substantial contribution. [Two such cases arose in the past, namely in the Mars Exploration and Lunar Exploration areas. In both cases the IACG sponsored
wide-open Workshops (organized by ESA in Wiesbaden, 1993 and in Hamburg, 1995) that led respectively to the establishment of the two independent working groups: IMEWG (with the additional participation of, inter alia, CNES, ASI and DARA), and ILEWG (with a total of ten agencies). Both groups report formally to COSPAR and are self-regulating.]
In similar circumstances, the IACG may in future decide to follow the same pattern and agree to foster the establishment of, and provide initial legitimacy to, Independent Working Groups that include the non-IACG agencies.
1.An Executive Secretary is designated for the organization of the IACG annual meetings and day-to-day work between meetings. Selection of the executive Secretary requires unanimous consent of the member Heads
2.Duties include:
·Maintain a close link with “contact points” designated by each member agency
·Distribute information on forthcoming annual IACG meetings
·Establish IACG meeting agendas in consultation with member agencies
·Prepare meeting summaries and track H/D action items, as requested
·Maintain working group and task group charters, schedules, and membership lists
·Collect and distribute working group and task group reports to member agencies
·Poll Heads for agreement on issues between IACG annual meetings, as required
·Participate as required in essential IACG related events.
·Serve as contact point with the outside community.
The Executive Secretary is supported by a Secretariat situated at the International Space Science Institute (ISSI) in Bern, Switzerland.