Task force for involving young scientists and students

1. LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL Task force for involving young scientists and students FINAL VERSION OF TASK FORCE REPORT 30/01/2005

2. TERMS OF REFERENCE In view of the aging of the space science work force and of its evolution in the direction of more involvement in the analysis of data at the expense of hardware development, the Task Force should: Analyze all the possible means and mechanisms whereby young scientists and Students (YSS) can participate in COSPAR activities and commissions or panels. Analyze all the possible means and mechanisms whereby young scientists can participate in COSPAR activities and commissions or panels. Analyze all the possible means and mechanisms whereby young scientists can participate in COSPAR activities and commissions or panels.

3. TERMS OF REFERENCE 1. Analyze and quantify the involvement of young scientists and students (abbreviation below YSS) in COSPAR and its evolution with time,

4. TERMS OF REFERENCE 2. Analyze the methods to increase financial resources to support YSS activities in COSPAR, in particular the possible role of space agencies taking the ESA policy in this domain as a possible reference,

5. TERMS OF REFERENCE 3. Review the present defects and the role of Posters, and recommend possible modifications to the present policy,

6. TERMS OF REFERENCE 4. Recommend a set of measures aiming at recognizing and acknowledging the most promising and meriting young space scientists,

7. TERMS OF REFERENCE 5. Recommend methods and tools for the training of YSS in areas of strategic interest for the future, e.g. space instrumentation and advanced technologies, through capacity building activities, schools, etc.

8. TERMS OF REFERENCE 6. Propose a long-term strategy for maintaining a continuous presence of young scientists in COSPAR,

9. TERMS OF REFERENCE 7. Evaluate what size of budgetary resources might be needed to properly change the present trend if less and less young scientists are involved in COSPAR.

10. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL PRELIMINARY STATISTICS BASED ON AVAILABLE DATA

11. 793 WARSAW 2000 310 434 HOUSTON 2002 191 310 191 ? ? 147 120 53 44 44 28 PRELIMINARY STATISTICS BASED ON AVAILABLE DATA PARIS 2004 App. Aw. App. Aw. App. Aw. App. Aw. - TOTAL; - YSS; - STUDENTS

12. 1. PRELIMINARY STATISTICS BASED ON AVAILABLE DATA • DISCUSSION • Paradox: Evident signs of the growth of YSS interest in COSPAR ( ? partial ? effectof PARIS ATTRACTION”) • 2.Fraction of awardees to applicants: • 2000: Total number -44 % • YSS applications --43% • : Total number - 20% • YSS applications --14% • ?Explanation: • Up to now main criterion for awarding grants is the scientific ranking of applicants by MSOs, who naturally are trying to support well known (which usually means senior) scientists to give more visibility to their sessions.

13. 1. PRELIMINARY STATISTICS BASED ON AVAILABLE DATA Questions: How many YSS applicants who have failed to receive a COSPAR grant have actually attended the Assembly? How many YSS have attended without applying for a grant? BETTER MONITORING IS REQUIRED…….. ACTIONS 1: A questionnaire at COSPAR registration should be elaborated to get comprehensive statistics of YSS participation at COSPAR ASSEMBLIES. Date of birth and student status might also be requested at abstract submission to provide MSO direct visibility to YSS participation in their particular field.

14. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL 2. METHODS TO INCREASE FINANCIAL RESOURCES

15. 2. METHODS TO INCREASEFINANCIAL RESOURCES EXAMPLE: ESA directly sponsored 19 students for COSPAR 2004. Presumablyother agencies could also provide sponsorship? Some pro-active actions for seeking similar sponsorships need to be planned.

16. 4. RECOGNIZING AND ACKNOWLEDGING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS Sponsorship from industry companies (space and other), from private funds (e.g., ? George Soros, ?Bill Gates, ??Roman Abramovich) could be explored). A COSPAR web page advertising the sponsors and the grant attribution procedure could be set-up in advance of each COSPAR general assembly.

17. 2. METHODS TO INCREASEFINANCIAL RESOURCES ACTIONS 2: Seek sponsors for YSS participation to general assemblies and possibly other YSS training events (Cf. section 5 below). Allocate web resources for sponsorship information.

18. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL POSTERS. PRESENT DEFECTS. INCREASE OF VISIBILITY AND PRESTIGE OF POSTER RESENTATIONS

19. 3. POSTERS. PRESENT DEFECTS. INCREASE OF VISIBILITY OF POSTER PRESENTATION General dissatisfaction by COSPAR Poster sessions. YSS -mostly suffering from it. Poster presentations are often less rewarding than oral. Presenter may see nobody looking at its poster. Some MSOs are practicing short (2 minutes- 1 slide)) presentations of posters at oral sessions. Task group is not in favour of it because it may overload oral sessions but the final decision about such preview of posters is up to the MSO’s HOW TO MAKE POSTER SESSIONS REWARDING? Minimum number of people coming to discuss POSTER

20. 3. POSTERS. PRESENT DEFECTS. INCREASE OF VISIBILITY OF POSTER PRESENTATIONS Main causes of poor attendance of poster sessions: 1. Oral sessions are very busy, 2. Timing very is tight (100s of interesting oral talks + early morning exciting lectures). People are simply very tired. • Clearly dedicated and easy to manage time for poster attendance. • Possibility of relaxed informal way of communication • in Poster-Area • (Pleasant environment, flowers, refreshments, wine /cheese, • enough space and chairs to sit in the vicinity of interesting poster • and discuss it , no hurry)

21. 3. POSTERS. PRESENT DEFECTS. INCREASE OF VISIBILITY OF POSTER PRESENTATIONS Other measures: —a requirement -- each MSO make a report to COSPAR on the posters presented; — the establishment of a best poster awards ? (at least members from the referee jury would interact with poster presenters) A priori the poster award concept is different from the Cospar Diploma proposed below since it aims at promoting poster presentations and quality in all age categories. However, consistency and harmonisation must be sought with other Diplomas suggested below What is the fraction of YSS among POSTER presenters ??

22. 3. POSTERS. PRESENT DEFECTS. INCREASE OF VISIBILITY OF POSTER PRESENTATIONS • ACTIONS 3: • Proposing the establishment of a best poster award either by public voting of Poster session attendees or by some commission jury formed by commission chair. • Relate logistic of this award with • other commission’s diplomas. 2. Request to LOC for formation of enabling environment for poster session (roomy auditoriums and halls, chairs/tables, refreshments)

23. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL 4. RECOGNIZING AND ACKNOWLEDGING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS

24. 4. RECOGNIZING AND ACKNOWLEDGING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS MAIN GOALS: - TO ENCOURAGE LARGER NUMBER OF COSPAR ASSOCIATED YSS TO STAY IN A FIELD AFTER THEIR PhD . -- TO GIVE MORE VISIBLITY AND APPRECIATION TO THEIR WORK. --- TO MOTIVATE COSPAR COMMISSION OFFICERS AND MSOs TO PAY MORE ATTENTION TO YSS TO THEIR WORK AND THEIR PROBLEMS.

25. 4. RECOGNIZING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS • SET OF MEASURES: • Special quotas for Young scientist Oral Presentations (? special half-section +competition for YSS awards) 2. Guaranty for at least one YSS Support/Per Symposium (to avoid competition with distribution of supports for mature scientists) 3. Establishing of the three level system of COSPAR awards for YS. 4. COSPAR Support for YSS winners of awards at the previous Assembly

26. 4. RECOGNIZING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS ZELDOVICH MEDAL– Very high (and the only one) COSPAR distinction forYSS achievements (based on already published work) Award ceremony at COSPAR opening Average age of Zeldovich awardees usually…..30< “AGE”(< 35=RULE) Number 5-6 per 2000-3000 participants Scientific expertise is very rapidly growing between 22 and 35 y.o Unreasonable to compare students and “mature YS”. We need lower level but more “massive “awards

27. 4. RECOGNIZING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS --To establish in addition to the existing Zeldovich Medal a new commission awards, e,g., called Commission Diploma which will be based on the presentations (irrespectively oral or poster) made at COSPAR. Nominated by Sub-commisions Award Ceremony at commission business meeting Two age categories: Commission Diploma of Excellence (for YS below age 35); Commission Diploma of Recognition (for YS student).

28. 4. RECOGNIZING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS --Sub-commission awards -attributed at COMMISSION business meetings. (lively participation of YSS to commission meetings) --Ranking--by a panel of high level scientists. (create the occasion for the student to interact directly with the high level scientists)

29. 4. RECOGNIZING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS ----Awards for YSS imply an invitation for a presentation at the next COSPAR assembly and be taken into account for the attribution of a COSPAR grant to attend it. Additional souvenirs characteristic for COSPAR hosting country could be given together with the awards (optional) Estimates :: 40-45 YSS might fall to this category (guaranteed support for the next COSPAR) << than the total number of anticipated YSS supports (i.e. there still will be a room for competition for grant applicants)

30. 4. RECOGNIZING THE MOST PROMISING AND MERITING YOUNG SPACE SCIENTISTS RELATION OF YSS DIPLOMA WITH POSTER AWARDS ? Usually ? - most of the posters are presented by students -most students present posters The corresponding “Diploma of excellence” may in practice serve as “best poster awards” discussed in previous section. Commission Diplomas should not be a priori limited to poster to not discourage students of having oral presentations. Decisions can be left to commission and panel chair on the relevant sub-categories of Diplomas and awards depending on available quorum for allowing competition. Contributions qualified for such Diploma are required to be lead and presented by YSS but presentations may include several co-authors who could be acknowledged in the ”Diplomas of Recognition”. This could encourage “senior” scientists to push students to present good works.

31. ACTIONS : Establish THREE level system of awards for Young Scientists: 1. ZELDOVICH MEDAL- according to existing procedures- Nomination prior to COSPAR assembly based on the contribution already made by the nominee to his field and evaluated in commission recommendations Awardees receive their medals at COSPAR plenary or opening ceremony. 2.Commission Diploma of Excellence for Young Scientists<35 y.o.Nomination occurs a Sub-Commission/Panel meetings based on quality of poster or oral YS presentations (depending of quorum). Diplomas will be given at special ceremony at Commission business meeting. Commission Chair recommends to Conveners of the next ASSEMBLY to solicit oral contributions of Awarded young Scientists which should help them to obtain sponsorship. 3. Commission Diplomas of “Recognition” for YS students. Rules are the same as for Commission of Diploma of Excellence.

32. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL 5. METHODS AND TOOLS FOR THE TRAINING OF YOUNG SCIENTISTS IN AREAS OF STRATEGIC INTEREST FOR THE FUTURE

33. 5. Methods and tools for YSS training in areas of strategic interest for the future Strategic task : To keep the prestige of the world space science in a society high enough to make it attractive for a new generations.

34. 5.Methods and tools for YSS training in areas of strategic interest for the future “Conference-like” way of communication between YSS and well known experts-- not always sufficient- More personalized “SCHOOL-like” way of teaching and training Small group meetings with FAMOUS scientists “Emotional “ encouragement of YSS.

35. SUGGESTIONS: 1.Scientific Schools on a specific topics supported by COSPAR (up to 50 –60 YSS participants and 5-10 lecturers) TIMING: prior or after COSPAR to reduce travel cost. PREFERED TOPICS : experimental space sciences, methodology of experiments in space, advanced data analysis tools new methods of diagnostic for particles and fields. RESOURCES :Propose sponsoring to other societies (NATO, EU, ESF ..) or space-related companies. ----To use existing frameworks to give a little “extra” COSPAR support but to have more visibility in this way. COSPAR could for instance sponsor travel for a few YSS to participate at such schools or workshops) (i.e. NATO workshop “Spectroscopy from Space” in the future could additionally have the COSPAR “label “while sponsored by NATO)

36. 5. Methods and tools for YSS training in areas of strategic interest for the future 2.WORKSHOPS Conducted in modern laboratories YSS could be trained in designing, calibration ,various type of tests for real space experiments. May be demanding in terms of preparation efforts-- but the outcome might be strategically very rewarding Scientific schools or workshop may partly (or fully) be based on the existing capacity building workshop scheme (if the corresponding requirements can be met)

37. 3.COSPAR YSS MICROSATELLITE PROJECT Extension of the previous workshop idea: Few teams of Young Specialists work on their own project under supervision of experienced scientists and engineers and will see the results in a relatively short time frame. This work could be distributed among few Labs (e.g. ESA labs , IKI Lab or some university Labs). Scientific tasks :mostly educational + 1-2 real experiments. Required significant resources Will give visibility to COSPAR efforts Good starting point for new generation of space physicists .

38. 5. Methods and tools for YSS training in areas of strategic interest for the future 4. Supporting national networks of space science AMATEUR associations (e.g. Astronomy amateur association) Closer link to COSPAR would be useful (give them chance to distribute posters, booklets, participate in a special public outreach events)

39. 5. Methods and tools for YSS training in areas of strategic interest for the future ACTIONS: Dedicated discussion of WORKSHOP concept at COSPAR BUREAU meeting. Discussion of the requirements for preparation of COSPAR CALL for organization of space science topical schools Exchange of opinions at COSPAR REFLECTION meeting about COSPAR involvement to the already existing similar activities of other Agencies and Organisations (NATO, ESA, NASA, EGU…) Interaction with other Task Forces

40. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL 6. LONG-TERM STRATEGY FOR MAINTAINING A CONTINUOUS PRESENCE OF YOUNG SCIENTISTS IN COSPAR

41. 6. Long-Term Strategy for maintaining YSS Continuous presence in COSPAR 1. Special non-expensive hotels (or motels), where YSS from different countries could live in an environment of people of their age and easily establish contacts with their foreign young colleagues. OLYMPIC VILLAGE is a sort of example of such YSS HOSTEL, where the noises of music and midnight dances will not disturb other tenants.

42. 6. Long-Term Strategy for maintaining YSS Continuous presence in COSPAR OLYMPIC VILLAGE is a sort of example of such YSS HOSTEL, where the noises of music and midnight dances will not disturb other tenants

43. 6. Long-Term Strategy for maintaining YSS Continuous presence in COSPAR • 2. Social programme of events accompanying COSPAR • a) Sightseeing • tours • to historic places • of interest • of COSPAR • hosting country • at discount tariffs .

44. 6. Long-Term Strategy for maintaining YSS continuous presence in COSPAR • b)Visits to advanced laboratories • of a Country hosting COSPAR • or to some famous Industries • (excursion to BOEING during ISS-6 in Seattle) . • c) Informal evening meetings • with famous people visiting COSPAR • (e.g. NOBEL prize or COSPAR MEDALS winners) • where YSS could ask them general, personal and philosophical questions about their life, road to science, and recommendations for successful scientific career .

45. 6. Long-Term Strategy for maintaining YSS continuous presence in COSPAR 3. Financial SUPPORTS Normally some form of financial support is required for YSS to attend COSPAR. Selection of travel support grants --Additional criteriacomplementary to criteria generally used by MSO: ??some formal and informal criteria supporting the selection of young people who are anticipated to be important for COSPAR (e.g., based on age, thematic, and scientific quality). Two independent lines of selection for senior and YSS Awardees should be used (SEE STATISTIC FOR COSPAR 2004)

46. 6. Long-Term Strategy for maintaining YSS continuous presence in COSPAR FLEXIBLE system of COSPAR supports for YSS a) Full support including travel and payment of the registration fee. b) Half support (say for the accommodation in YSS block-booked non-expensive hotels ?directly prepaid by COSPAR) + payment of the registration fee c) Registration Fee Full Support only the payment of the REG.FEE. In many counties and Institutions like INTAS, even if travel and per diem are paid from local resources, bureaucratic accounting offices refused to accept COSPAR receipts for REGISTRATION FEES and this became a real problem. d)Reduced registration fees (say 50% like at EGS) for YSS which do not have other supports COSPAR could also help YSS to get other form of supports through e.g., external sponsorship to COSPAR venue (-section 2)

47. 6. Long-Term Strategy for maintaining YSS continuous presence in COSPAR YSS PRESENTATIONS : YSS supports can be more justified and therefore obtained more easily if they make oral or solicited presentations: (some work should be done for at COSPAR to earn support) Quota for YSS invited contribution for each COSPAR Symposium could be established (and motivated by a provision of travel support(s)) YSS related quotas should be decided at PC meeting in relation with needs and appropriate resources. ACTIONS : Agreeing on various YSS participation related quota. Elaboration of a more flexible scale of supports.

48. 6. Long-Term Strategy for maintaining YSS continuous presence in COSPAR 4. DRAFTING OF YOUNG COSPAR OFFICERS and MSOs/DSOcs Visual inspection shows that number of Young COSPAR officers seems to be very low Involvement of YSS in scientific preparation of COSPAR might give them THE FEELING OF RESPONSIBILITY FOR COSPAR and is very important for their attitude to COSPAR as their own place. Sensitive subject (no formal requirements are possible) Mild recommendations to COMMISION CHAIRS to encourage YS to act as MSO or DSO.

49. 6. Long-Term Strategy for maintaining YSS Continious presence in COSPAR ACTIONS 1. Recommendation to LOC of COSPAR CONGRESS for arranging special non-expensive (International VILLAGE like) accommodation for YSS. 2. Request to LOC for arranging a subset of cultural and social programes attractive for YSS. 3. Ask COSPAR HQ to begin the collection of the information on the age statistics of Officers and meeting organizers. 4. Encourage young scientists to attempt to take the lead in organization of COSPAR events (via COSPAR commissions)

50. Task force for involving young scientists and students LEV ZELENYI, ALAIN HILGERS and JOHANNES ORPHAL 7. BUDGETARY RESOURCES (ROUGH ESTIMATES)