Australia/eROSITA Projects

Australian/eROSITA_DE Projects

Terms of engagement as stated in the Memorandum of Understanding signed by eROSITA and AAL

Initiating collaboration

AAL will issue annual national calls to the Australian astronomical community for Expressions of Interest in collaborative projects with eROSITA_DE (“Australian/eROSITA_DE Science Projects”). After the initial call, new science projects can also be proposed at any time by astronomers based at Australian Institutions or eROSITA_DE, and will be assessed by the Management Committee at their next meeting following the receipt of the proposal.
Parties wishing to propose a new science project must complete and submit a Project Addition form (the template can be downloaded from here).
An Australian/eROSITA_DE Science Project must either:
(a) require the use of both eROSITA and survey data; or (b) involve development, simulation and design associated with the anticipated use of both eROSITA and surveys data.
Each proposer must obtain the “in principle” approval to share data from the owners of the proprietary data.
Each project must not conflict with existing Australian/eROSITA Science Projects and must involve at least one member from the eROSITA_DE team and Australian Partner. The leader(s) of the projects (Principal Investigator(s), PI(s)) must be an Australian/eROSITA_DE Collaboration Partner.

Already existing projects

Australian/eROSITA_DE Science Projects already approved under terms of the previously signed MoU between CAASTRO and MPE will continue under the current agreement. They are listed as Currently Active Projects.

Final Reports and Extensions

At the end of the projected timescale of each Australian/eROSITA_DE Science Project, the project PI will submit a final report to the Management Committee detailing all outputs from the project. The PI may request an extension of the project should they feel that there are additional outputs to be gained. This request should be made in writing to the Management Committee, outlining the justification for extension. The Management Committee will review all requests for extension and communicate their decision to the project PI.
In cases where changes in a PI’s employment status results in their ineligibility to be considered as either an eRosita or Australian Partner before the completion of the Australian/eRosita_DE Science Project on which they are PI, the PI may apply to the Management Committee to continue as PI to the completion of the project within the projected timeline, subject to annual review.
If an extension to the Science Project is desired beyond the approved project end date, the PI may submit a written application to the Management Committee.

Intellectual Property

Where it is necessary for the purposes of an Australian/eROSITA_DE Science Project for confidential information and intellectual property rights to be disclosed and used, an agreement will need to be entered into between the owner of the confidential information and intellectual property rights and those who wish to receive and use such confidential information and intellectual property rights.

Collaboration Document Register

Collaboration Document Register will be maintained by the Management Committee that includes the following information.
(a) List of proposed/approved science projects to include the following fields:
− Title
− Partners (Australian Institutions and eROSITA_DE)
− External partners
− Summary
− Data access requirements
− Resource requirements
− Student involvement
− Project details/science case
− use of data overseen by eROSITA and Australian Institutions
− KPIs/projected outputs
− Timeline
− Sign-off sheet
(b)Template for review of existing projects are to include the following fields:
− Title
− Partners (Australian Institutions and eROSITA_DE)
− Changes in membership
− Summary of Science Progress
− use of data overseen by eROSITA and Australian Institutions
− Changes since last review
− Outputs (papers, talks, grants, media etc.)
− List of previous KPIs and details of whether they were met or not
− Revised KPIs and projected timescale for meeting them
− Timeline progress
− Sign-off sheet

How to apply

Proposals should be submitted on the proposal template and should be sent to the eRosita_DE/Australian Collaboration Technical Secretary, Dr Lucyna Kedziora-Chudczer via email (lucyna.chudczer@astronomyaustralia.org.au).
In the template use the suggested filename structure, including the name of the most relevant Science Working Group (<WGname>), the names of the two co-PIs and a version number (<vn>).

Project assessment

The Management Committee will assess each project proposal to determine whether the project complies with requirements specified in Initiating Collaboration section and in addition whether the project is technically feasible and of sufficient scientific impact. The decision of the Management Committee on whether or not to support the proposed project will be communicated to the PI of each proposal. In the case where additional information is required in order to make a decision, the Management Committee may communicate any questions or potential issues to the PI first in order to seek clarification. The decision of the Management Committee is final. The Management Committee (or designates) will be responsible for maintaining a list of all approved projects.
For each active Australian/eROSITA_DE Science Project, the Management Committee should identify at least one member of eROSITA_DE to be invited to apply as a PI.

Annual Review of Projects

Australian/eROSITA_DE Science Projects will be subject to an annual review to be performed by a Review Committee, appointed by the Management Committee and comprised of members of the eROSITA_DE consortium and AAL-appointed representatives.
The PI of each science project will be required to complete a review template form and submit it for review. The Review Committee will meet (either in person or via videoconference or telephone) to discuss each report and assess whether there are any issues regarding the progress of the project, specifically with regards to the project’s outputs to date, performance against Key Performance
Indicators (KPIs), any newly proposed KPIs, and the timescale of the project. The Review Committee will provide feedback to the PI including any recommendations or concerns raised.
The Review Committee will report to the Management Committee on the progress of each Australian/eROSITA_DE Science Project and provide recommendations regarding whether or not the project should continue.

Removal of existing Projects

Removal of existing Australian/eROSITA_DE Science Project can occur at the conclusion of the project as designated in the project timeline, at the request of the project PI, or at the decision of the Management Committee. The Management Committee may decide to remove a project if:
(a) the project has reached the end of the projected timeline and it is their considered view that additional activities will not produce sufficient additional outputs;
(b) the project is significantly underperforming with respect to outputs and stated KPIs; or
(c) a conflict has arisen between the project and pre-existing Australian led or eROSITA_DE Science Projects. Prior to removing a project, the Management Committee will inform the PI in writing outlining the concerns that are the basis for the proposal being removed.
Unless otherwise agreed, PIs will be given a timescale of 3 months to address the concerns raised. At the end of this period, the project PIs will submit a report to the Management Committee on the progress made and outlining how the Management Committee’s concerns have been addressed.
If the Management Committee is satisfied that the project is back on track, they may choose to allow the continuation of the project.
If the Management Committee is not satisfied with the progress made, the project may be terminated. Any dispute regarding such a decision may be considered by the Parties in accordance with Clause 7 of the MoU agreement.
Unless otherwise agreed, any equipment purchased with funding from Australian Partners or with eROSITA_DE funds specifically for the removed project, will be returned to the relevant organisation and any access to proprietary data that was provided to the project partners through the project agreement will be revoked.