ARC Complex Open Systems Research Network

ARC Complex Open Systems Research Network

RULES OF GOVERNANCE

1 Primacy of Agreements

1.1 These Rules are subject to both:

• the Funding Agreement between the Australian Research Council and the Australian National University regarding the ARC Complex Open Systems Research Network (COSNet or COSNet Australia) and to other documents referred to in that Agreement; and
• the ARC Research Network Agreement for COSNet between The Australian National University and the contributing organisations.

2 Management Committee

2.1 The COSNet Management Committee (COSNet MC) shall consist of:

• the Chair
• the Convenor
• the Deputy Convenor
• the End-User Representative
• the Director, CSIRO Centre for Complex Systems Science, or his/her nominee
• the Node Coordinators for each Node, or their nominated Alternate Node Coordinators
• the Coordinator and Deputy Coordinator of the ANU Centre for Complex Systems

2.2 The role of COSNet MC shall be to:

• oversee the performance and review the operation and progress of COSNet
• approve the COSNet Budget
• approve the Forward Activity Plan
• establish any rules, guidelines or principles to govern COSNet activites
• appoint Theme Coordinators to facilitate discussion and activities in relation to specific themes within the scope of COSNet
• otherwise advise the COSNet Convenor, as appropriate.

2.3 COSNet MC shall meet at least once in each calendar year and meetings may include participation via electronic means or telephone.

2.4 In the absence of the Chair, COSNet MC Meetings shall be chaired by the End-User Representative or, in his/her absence, another MC member nominated by the Convenor.

2.5 A minimum Quorum for COSNet MC shall consist of:

• the Chair (except as provided in paragraph 2.4)
• the Convenor (or Deputy Convenor, in the event of the Convenor’s absence)
• at least four non Central/CCS Node Coordinators, or their Deputies.

2.6 As determined by the Convenor, others may be invited to participate in all or part of any COSNet MC Meeting.

2.7 Business at COSNet MC Meetings shall be conducted in accordance with standard meeting procedures (governed, for example, by the principles set out in N.Renton’s Guide for Meetings and Organisations, 5th Edition), as interpreted by the Chair. In particular:

• members should speak to or through the Chair and may initiate or enter discussion only when recognised by the Chair
• speakers should be heard in silence and may only be interrupted by the Chair
• motions require a seconder
• the Chair has a casting vote, but not a deliberative one

2.8 As far as possible, dates and times for COSNet MC Meetings should be established at a prior MC Meeting, but may be called by the Convenor at 7 days notice provided that every effort has been made to set a date and time acceptable to each MC member (or nominee).

2.9 A draft agenda for an MC Meeting shall be e-mailed to all MC members at least 5 days prior to the Meeting date. A final preliminary agenda, together with all papers for the Meeting, shall be e-mailed to all MC members no later than the day before the Meeting.

2.10 Where it is necessary for MC to decide on a matter, the Convenor and MC Chair may jointly decide that a meeting need not be called in cases where it is impractical or undesirable (where relatively minor matters are at issue). In such cases, matters may be decided by e-mail consultation. Decisions taken by all such processes must be formally noted at a subsequent MC Meeting.

2.11 COSNet’s Network Manager shall attend MC Meetings and take the minutes. In his/her absence, the minutes will be taken by the convenor or the Coordinaotr/Deputy Coordinator of the ANU Centre for Complex Systems.

3 Executive

3.1 The COSNet Executive Committee (COSNet Exec) shall consist of:

• the Convenor
• the Deputy Convenor
• the Coordinator of the ANU Centre for Complex Systems
• COSNet’s Network Manager.

3.2 Under the guidance of the Convenor, Exec is responsible for routine administration and other day-to-day business of COSNet, together with other matters delegated by the MC.

3.3 Key decisions made and key actions taken are to be advised to the MC Chair, by e-mail, as soon as possible.

4. Participants

4.1 As specified in Sections 3.3, 4.2 and 7.2 of the ARC Funding Rules, COSNet consists of the Network Convenor and the Network Participants listed in the Network Register. Network Participants consist of those in the Register at the time of the COSNet Funding Application submitted to the ARC in March 2004, plus those who have joined later.

4.2 The Participants consist of Key Participants and General Participants.

4.3 The Key Participants consist of the Founding Participants plus other Participants appointed from time to time by the MC to perform designated roles in the running of the Network.

4.4 The Founding Participants consist of the fifty applicants named in Section A3 of the COSNet Funding Application.

4.5 The Key Participants form a reference group who will receive the agendas and minutes of MC meetings and may from time to time be consulted on program and policy matters, whether or not they are on the MC.

5 Financial Administration and Budget Practice

5.1 COSNet’s financial practices and budgeting shall be in accordance with any requirements laid down in the Agreements referred to in paragraph 1.1, together with any additional requirements of the Australian Research Council. In other respects, COSNet’s financial practices and budgeting shall be in accordance with any requirements and recommendations of the Research Office of The Australian National University.

5.2 Consistent with paragraph 5.1 and with the assistance and advice of Exec, the Convenor is responsible for the financial administration and budgeting of COSNet, including prior authorisation of administrative expenditure by Exec members and Theme Coordinators.

6 Forward Activity Plan

6.1 The Convenor shall be responsible for preparation and regular updating of COSNet’s Forward Activity Plan and for advising the MC Chair and members accordingly.

7 Funding of COSNet-Supported Events and Individual Applications

7.1 Any proposal for funding of events by COSNet should aim:

• to fit COSNet’s aims
• to be inclusive (interdisciplinary and not too specialized – events should have an organizing committee chosen to help ensure this)
• to have a plan for outreach to the wider scientific community (e.g. to other ARC Networks
and/or to build COSNet)
• to have a plan for outreach to the public
• to involve venues that are easily accessible (expensive locations will be discouraged)
• to take advantage of the timing of other activities (e.g. time the event as a satellite meeting to a major conference)

7.2 Applicants of event funding are encouraged to discuss their proposals with their relevant Node Coordinator; the Convenor may seek advice on any proposal for funding from the relevant Node Coordinator.

7.3 All applications for COSNet funding will be processed in an open and transparent manner, with due adherence to the principle of equal opportunity for all, irrespective of age, sex, race, religion or belief.

7.4 Co-funding of events and activities will be encouraged and COSNet will not offer full funding in the first instance.

7.5 The Convenor has the discretion to approve funding of up to $5,000, providing that the application meets all the basic criteria, that total discretionary funding does not exceed $20,000 per year, and that all such decisions taken are formally noted at a subsequent Management Committee meeting.

7.6 Support beyond $5,000, whether for projects initiated by COSNet Participants, Members of the Management Committee, or by the COSNet Executive, taking account of the prescribed funding rules and principles.

7.7 COSNet accepts applications for funding support in the following areas:

• Sponsorship of conferences, workshops, summer and winter schools and short courses held in Australia and organized by COSNet Participants
• Travel Grants for attending COSNet sponsored conferences, workshops, summer and winter schools and short courses held in Australia
• Travel Grants for conducting collaborative research within Australia by a Postgraduate Student or Early Career Researcher (within 5 years of award of PhD degree)
• Travel Grants for conducting collaborative research within Australia by a Researcher
• Overseas Travel Grants for conducting collaborative research with overseas colleagues, for attending approved summer or winter schools or short courses, or for presenting papers at conferences

7.8 Specifics of the funding rules for each of the funding areas are listed in the attachments below. Applicants are required to use the relevant application forms accessible from the appropriate links and to submit applications electronically.

1. Event Sponsorship
   
2. Domestic Travel Grant for Event Attendance
   
3. Domestic Travel Grant for Collaborative Research (by Postgraduate Students / Early Career Researchers)
   
4. Domestic Travel Grant for Collaborative Research (by Researchers)
   
5. Overseas Travel Grant

8 Changes to the Rules of Governance

8.1 Changes to these Rules of Governance may be made from time to time by the MC.