Ref. Ares(2016)6112228 - 25/10/2016
Standard call for applications for the selection of expert group members
CALL FOR APPLICATIONS FOR THE SELECTION OF MEMBERS OF THE
ADVISORY GROUP FOR THE PREPARATORY ACTION
ON DEFENCE RESEARCH
1. Background
The Commission schedules to launch a PA1 on Defence Research in 2017 for up to 3 years.
One of the main objectives of the PA is to prepare and test mechanisms to organise
cooperative defence research at the EU level. It is an essential step to the potential EU defence
research programme to be implemented under the next multiannual financial framework.
The main part of the budget of the PA is intended to fund research and development activities.
Although by definition the PA will operate outside Horizon 2020, the EU's main research
funding instrument, it will use its rules as the main starting point.
Within the frame of the PA, the Commission is responsible for drawing up yearly work
programmes with calls for research proposals. In doing so, the Commission wishes to draw on
the best possible external advice.
By decision of its Director General, the Commission Directorate-General for Internal Market,
Industry, Entrepreneurship and SMEs (hereinafter “DG GROW”) has set up an advisory
group for the Preparatory Action (PA) on Defence Research (
“the group”).
The group’s tasks will be:
to provide consistent and consolidated advice to the Commission services during the
preparation of the remaining annual work programmes within the frame of the
Preparatory Action.
if deemed relevant, to provide advice for the revision of the scoping paper, the
planning document setting out key orientations on a multiannual basis to guide the
preparations of the work programmes.
The group must provide advice on relevant objectives and scientific, technological and
innovation priorities by way of opinions, recommendations or reports. The advice received
from the Group will complement other sources of external advice received by the
Commission services. While providing the group with feedback on the use of the advice and
input given, the Commission and its services retain the right of initiative. The group does not
take binding decisions.
The Commission is calling for applications with a view to selecting members of the group,
other than the European External Action Service and the European Defence Agency.
2.
Features of the Group
2.1.
COMPOSITION
The group shall consist of up to 22 members.
1 Preparatory action within the meaning of Article 54(2) of Regulation (EU, Euratom) No 966/2012 of the
European Parliament and of the Council of 25 October 2012 on the financial rules applicable to the
general budget of the Union and repealing Council Regulation (EC, Euratom) No 1605/2002 (OJ L
298, 26.10.2012, p.1).
1
Members shall be2:
the European External Action Service (EU Military Staff) (Type E member);
the European Defence Agency (Type E member);
individuals appointed in a personal capacity (Type A Members);
individuals appointed to represent a common interest (Type B Members);
organisations (Type C Members).
Participation in the group is restricted to EU nationals or citizens of Norway.
Members appointed in a personal capacity shall act independently and in the public interest.
Members appointed to represent a common interest shall not represent an individual
stakeholder, but a policy orientation common to different stakeholder organisations.
The European External Action Service (EU Military Staff), the European Defence Agency
and organisations shall nominate their representatives to the group and shall be responsible for
ensuring that their representatives provide a high level of expertise. DG GROW may refuse
the nomination of a representative by an organisation if it considers this nomination
inappropriate in light of the requirements specified in chapter 4 of this call. In such case, the
organisation concerned shall be asked to appoint another representative.
The profile of the members and members’ representatives should primarily allow addressing
the technical nature of the advice needed to implement successfully the research and
innovation (R&I) programme of the PA. They should possess a track record in areas such as
research, manufacturing or procurement of military products or services, as well as
competence in providing consultancy services to the defence sector. Experience at the
European or international level would be considered as an advantage.
2.2.
APPOINTMENT
Members shall be appointed by the Director General of DG GROW from applicants
complying with the requirements referred to in chapter 4 of this call.
Members shall be appointed for the duration of the Preparatory Action, including the period
before its launch. They shall remain in office until the end of their term of office.
Registration in the Transparency Register is required in order for individuals representing a
common interest and organisations to be appointed.
In order to ensure continuity and the smooth functioning of the group, DG GROW shall
establish a reserve list of suitable candidates that may be used to appoint replacements. DG
GROW shall ask applicants for their consent before including their names on the reserve list.
Members who are no longer capable of contributing effectively to the group’s deliberations,
who in the opinion of DG GROW do not comply with the conditions set out in Article 339 of
the Treaty on the functioning of the European Union or who resign, shall no longer be invited
to participate in any meetings of the group and may be replaced for the remainder of their
term of office.
2.3
RULES OF ENGAGEMENT AND OPERATION OF THE GROUP
The group shall elect a Chairperson from amongst its members by simple majority of its
members.
2 As regards the classification of expert group members, please refer to Art.7 of Commission Decision C(2016)
3301 establishing horizontal rules on the creation and operation of these groups.
2
The group shall act at the request of its chairman with the agreement of the Commission, in
compliance with the Commission’s horizontal rules on expert groups (‘the horizontal rules’)3.
In principle, the group shall meet at least two times per year on Commission premises in order
to ensure that the group is properly involved in the preparation of the work programme. DG
GROW shall provide secretarial services.
Members and members’ representatives should be prepared to attend meetings systematically,
to contribute actively to discussions in the group, to be involved in preparatory work ahead of
meetings, to examine and provide comments on documents under discussion, and to act, as
appropriate, as 'rapporteurs' on ad hoc basis.
As a general rule, working documents will be drafted in English and meetings will be also
conducted in English.
The group shall adopt its opinions, recommendations or reports by consensus. In the event of
a vote, the outcome of the vote shall be decided by simple majority of the members. The
members that voted against or abstained shall have the right to have a document summarising
the reasons for their position annexed to the opinions, recommendations or reports.
In agreement with DG GROW, the group may, by simple majority of its members, decide that
deliberations shall be public.
Participants in the activities of the group and sub-groups – if such sub-groups are deemed
appropriate – shall not be remunerated for the services they offer. Travel and subsistence
expenses incurred by participants in the activities of the group and sub-groups shall be
reimbursed by the Commission. Reimbursement shall be made in accordance with the
provisions in force within the Commission and within the limits of the available
appropriations allocated to the Commission departments under the annual procedure for the
allocation of resources.
The members of the group and their representatives, as well as invited experts and observers,
are subject to the obligation of professional secrecy, which by virtue of the Treaties and the
rules implementing them applies to all members of the institutions and their staff, as well as to
the Commission's rules on security regarding the protection of Union classified information,
laid down in Commission Decisions (EU, Euratom) 2015/4434 and 2015/4445. Should they
fail to respect these obligations, the Commission may take all appropriate measures.
On a proposal by and in agreement with DG GROW the group shall adopt its rules of
procedure on the basis of the standard rules of procedure for expert groups.
DG GROW may invite experts with specific expertise with respect to a subject matter on the
agenda to take part in the work of the group or sub-groups on an ad hoc basis.
Individuals, organisations or public entities may be granted an observer status, in compliance
with the horizontal rules, by direct invitation. Organisations or public entities appointed as
observers shall nominate their representatives. Observers and their representatives may be
permitted by the Chair to take part in the discussions of the group and provide expertise.
3 See Article 13.1 of the horizontal rules.
4 Commission Decision (EU, Euratom) 2015/443 of 13 March 2015 on Security in the Commission (OJ L 72,
17.3.2015, p. 41).
5 Commission Decision (EU, Euratom) 2015/444 of 13 March 2015 on the security rules for protecting EU
classified information (OJ L 72, 17.3.2015, p. 53).
3
However, they shall not have voting rights and shall not participate in the formulation of
recommendations or advice of the group.
If deemed appropriate, DG GROW may set up sub-groups for the purpose of examining
specific questions on the basis of terms of reference defined by DG GROW. Sub-groups shall
operate in compliance with the horizontal rules and shall report to the group. They shall be
dissolved as soon as their mandate is fulfilled. The members of sub-groups that are not
members of the group shall be selected via a public call for applications.
2.4.
TRANSPARENCY
The group shall be registered in the Register of Commission expert groups and other similar
entities (‘the Register of expert groups’).
As concerns the group composition, DG GROW shall publish the following data on the
Register of expert groups:
-
the name of individuals appointed in a personal capacity;
-
the name of individuals appointed to represent a common interest; the interest represented
shall be disclosed;
-
the name of member organisations; the interest represented shall be disclosed;
-
the name of the representatives of the the European External Action Service (EU Military
Staff) and of the European Defence Agency;
-
the name of organisations’ representatives.
-
the name of observers;
DG GROW shall make available all relevant documents, including the agendas, the minutes
and the participants’ submissions, either on the Register of expert groups or
via a link from
the Register to a dedicated website, where this information can be found. Access to dedicated
websites shall not be submitted to user registration or any other restriction. In particular, the
DG GROW shall ensure publication of the agenda and other relevant background documents
in due time ahead of the meeting, followed by timely publication of minutes. Exceptions to
publication shall only be foreseen where it is deemed that disclosure of a document would
undermine the protection of a public or private interest as defined in Article 4 of Regulation
(EC) N° 1049/20016.
Personal data shall be collected, processed and published in accordance with Regulation (EC)
No 45/2001.
3.
Application procedure
Interested individuals and organisations are invited to submit their application to the
European Commission, DG GROW.
Applications must be completed in one of the official languages of the European Union.
However, applications in English would facilitate the evaluation procedure. If another
language is used, it would be helpful to include a summary of the CV in English.
6 These exceptions are intended to protect public security, military affairs, international relations, financial,
monetary or economic policy, privacy and integrity of the individual, commercial interests, court
proceedings and legal advice, inspections/investigations/audits and the institution's decision-making
process.
4
Organisations shall indicate the name of their representative(s) in the group.
An application will be deemed admissible only if it is sent by the deadline and includes the
documents referred to below. All documents submitted by applicants should be duly filled in,
legible, signed and numbered sequentially.
Supporting documents
Each application shall include the following documents:
-
a cover letter explaining the applicant's motivation for answering this call and stating what
contribution the applicant could make to the group;
-
a classification form duly filled in specifying the member category for which the
application is made (Annex I).
-
a selection criteria form duly filled in documenting how the applicant fulfills the selection
criteria listed in chapter 4 of this call (Annex II).
For individuals applying to be appointed as members of the group in a personal capacity or to
represent a common interest, as well as for individuals indicated by organisations as their
representatives, a
curriculum vitae (CV) shall also be provided, preferably not exceeding
three
pages.
All
CVs
shall
be
submitted
in
the
European
format
(https://europass.cedefop.europa.eu/en/documents/curriculum-vitae/templates-instructions).
Individuals applying to be appointed as members of the group in a personal capacity must
disclose any circumstances that could give rise to a conflict of interest by submitting a
declaration of interests (’DOI’) form on the basis of the standard DOI form for expert groups
attached to this call (Annex III). Submission of a duly completed DOI form is necessary in
order to be eligible to be appointed in a personal capacity. DG GROW shall perform the
conflict of interest assessment in compliance with the horizontal rules7.
Additional supporting documents (e.g. publications) may be requested at a later stage.
Deadline for application
The duly signed applications must be sent by <INSERT DATE> at the latest. The date of
sending will be established as follows:
-
Where applications are sent by e-mail to the following e-mail address: GROW-
xx@xx.xxxxxx.xx, the date of the e-mail will be the date of sending.
-
Where applications are sent by post to the following address: European Commission,
DG GROW, Unit I.4 secretariat – B-1049 Brussels, the postmark will be considered
the date of sending.
-
Where applications are hand-delivered to the following address: European
Commission,
DG
GROW,
Unit
I.4
secretariat
–
Avenue
d'Auderghem/Oudergemselaan 45 – B-1040 Brussels, the date on the receipt given
upon delivery will be considered the date of sending.
4. Selection criteria
DG GROW will take the following criteria into account when assessing applications:
7
Article 11 of the horizontal rules.
5
–
proven and relevant competence and experience, preferentially also at European
and/or international level, with research and/or manufacturing and/or procurement of
military products and/or services for use in the defence sector (all applicants);
–
absence of circumstances that could give rise to a conflict of interest (individuals
applying to be appointed in a personal capacity only);
–
proven capacity to represent effectively the position shared by stakeholders
(individuals applying to be appointed in order to represent a common interest only);
–
competence, experience and hierarchical level of the proposed representatives
(organisations only);
–
good knowledge of the English language allowing active participation in the
discussions (individual applicants and organisations’ representatives).
–
EU national or citizen of Norway (all applicants).
5.
Selection procedure
The selection procedure shall consist of an assessment of the applications performed by DG
GROW against the selection criteria listed in chapter 4 of this call, followed by the
establishment of a list of the most suitable applicants, and concluded by the appointment of
the members of the group.
When defining the composition of the group, DG GROW shall aim at ensuring, as far as
possible, a high level of expertise, as well as a balanced representation of relevant know how
and areas of interest, while taking into account the specific tasks of the group, the type of
expertise required, as well as the relevance of the applications received.
Where individual experts are appointed, either in their personal capacity or to represent a
common interest, DG GROW shall seek a geographical balance and a gender balance.
ANNEXES:
Annex I:
Classification form
Annex II:
Selection criteria form
Annex III:
Standard declaration of interests
Annex IV:
Guidance for filling in the declaration of interests
Annex V:
Privacy statement
6
Annex I
Classification form8
To be filled in by all applicants
This application is made as: (
please select only one option)
An individual applying to be appointed in a personal capacity (Type A member);
if appointed I shall act independently and in the public interest.
or
An individual applying to be appointed to represent a common interest shared by
stakeholders in a particular policy area
(Type B member); if appointed I shall not
represent an individual stakeholder.
Transparency Register identification number: […]9
or
An organisation (Type C member).
Transparency Register identification number: […]
***
To be filled in by organisations applying to be appointed as Type C members
This application is made as the following
type of organisation: (
please select only one
option, taking into account the definitions indicated below).
a) Academia, research Institutes and Think Tanks
b) Banks/Financial institutions
c) Companies/groups
d) Law firms
e) NGOs
f) Professionals’ associations
g) Professional consultancies
h) Trade and business associations
i) Trade unions
8
This form must be filled in, signed and returned with the application.
9
If the individuals in question act as self-employed consultants, they should provide their own
identification number. If the individuals in question do not act as self-employed consultants, they
should provide the identification number of the organisation(s) of which they are employees, see Article
24 of the horizontal rules.
7
j) Other (please specify):
Definitions for organisation types
Academia, Research Institutes and Think Tanks
Universities, schools, research centers, think tanks and other similar bodies performing
academic and/or educational activities.
Banks/Financial institutions
Banks and other similar bodies providing financial services, including financial
intermediation. All sorts of banks should be classified within this category, including national
central banks.
Companies/groups
Individual companies or groups of companies operating in the business sector, whether they
are national companies or multinational ones.
Law firms
Business entities formed by one or more lawyers to engage in the practice of law. The primary
service rendered by a law firm is to advise clients (individuals or corporations) about their
legal rights and responsibilities, and to represent clients in civil or criminal cases, business
transactions, and other matters in which legal advice and other assistance are sought.
NGOs
Non-profit organisations which are independent from public authorities and commercial
organisations. Some NGOs are organised around specific issues, such as environment,
consumer affairs, health and human rights.
Professionals’ associations
Non-profit organisations seeking to further the interests of individuals engaged in a particular
profession, such as physicians, nurses, architects, engineers and lawyers. Professionals’
associations are different from business associations, as they promote and defend the interests
of individuals carrying on a specific profession, not the interests of companies operating in the
business sector.
Professional consultancies
Firms carrying on, on behalf of clients, activities involving advocacy, lobbying, promotion,
public affairs and relations with public authorities.
8
Trade and business associations
Private bodies representing the interests of its members operating in the business sector.
Trade unions
Organisations of workers. The most common activities performed by trade unions include the
negotiation of wages, work rules, rules governing hiring, firing and promotion of workers.
Other organisations
Organisations which are not possible to classify in any other category.
***
To be filled in by individuals applying to be appointed as Type B members and organisations
applying to be appointed as Type C members
The applicant shall represent the following
interest: (
please select one or more options,
taking into account the definitions indicated below):
a) Academia/Research
b) Civil society
c) Employees/Workers
d) Finance
e) Industry
f) Professionals
g) SMEs
h) Other (please specify):
Definitions for interests represented
Academia/Research
Universities, schools, research centers, think tanks and other similar bodies performing
academic and/or educational activities.
Civil society
Civil society can be defined as the aggregate of non-governmental organisations and
institutions that manifest interests and will of citizens or as individuals and organisations in a
society which are independent of the government.
Employees/workers
9
Individuals working part-time or full-time under a contract of employment whether oral or
written, express or implied, and having recognized rights and duties.
Finance
The management of revenues or the conduct or transaction of money matters, as in the fields
of banking, insurance and investment.
Industry
Companies and groups of companies whose number of employees and turnover or balance
sheet total are higher than the ones of SMEs (see below).
Professionals
Individuals operating in a particular profession, such as physicians, nurses, architects,
engineers and lawyers.
SMEs
"SME" stands for small and medium-sized enterprises – as defined in EU law: EU
recommendation 2003/361
.
The main factors determining whether a company is an SME are:
1.
number of employees and
2. either
turnover or balance sheet total.
Company category Employees Turnover or Balance sheet total
Medium-sized
< 250
≤ € 50 m ≤ € 43 m
Small
< 50
≤ € 10 m ≤ € 10 m
Micro
< 10
≤ € 2 m
≤ € 2 m
These ceilings apply to the figures for individual firms only. A firm which is part of larger
grouping may need to include employee/turnover/balance sheet data from that grouping too.
Other interest
Interest which is not possible to classify in any other category.
***
10
To be filled in by individuals applying to be appointed as Type B members and organisations
applying to be appointed as Type C members
Please select one
or more policy areas in which you/your organisation10 operate(s):
Agriculture
Archaeology
Architecture
Audiovisual and media
Audit
Banking
Biodiversity
Civil protection
Civil service
Climate
Competition
Conservation
Consumer affairs
Culture
Cultural Heritage
Cultural Landscape
Customs
Development
Disaster Risk Reduction
Economy
Education
Employment and social affairs
Energy
Engineering (chemical)
Engineering (civil)
Engineering (infrastructure)
Engineering (IT)
Engineering (maritime)
Engineering (space policy)
Engineering (space research)
Enlargement
Environment
Equal opportunities
External relations
External trade
Finance
Fisheries and aquaculture
Food safety
Forestry
Fundamental rights
10
To be inserted as required.
11
Humanitarian aid
Industry
Information society
Innovation
Insurance
Labour
Land management
Law (civil)
Law (corporate)
Law (criminal)
Law (taxation)
Linguistics and Terminology
Livestock
Medical profession
Migration
Natural resources
Plant production
Public affairs
Public health
Public relations
Raw materials
Research
Science
Science diplomacy
Security
Smart specialisation
Social service
Space and Satellites (policy)
Space and Satellites (research)
Sport
Statistics
Sustainable Development
Systemic eco-innovation
Tax
Trade
Training
Transport
Urban development
Water
Youth
Other
12
For individuals applying to be appointed as Type A members
Title: ………………….
Surname: ………………….
First name: ………………….
Date: ………………….
Signature …………………..
For individuals applying to be appointed as Type B members
Title: ………………….
Surname11: ………………….
First name12: ………………….
Date: ………………….
Signature …………………..
For organisations applying to be appointed as Type C members
Name of the organisation13: ………………….
Surname of the representative proposed: ………………….
First name of the representative proposed: ………………….
Surname of the person applying on behalf of the organisation: ………………….
First name of the person applying on behalf of the organisation: ………………….
Date: ………………….
Signature …………………..
11
It is mandatory to use exactly the same name used when registering in the Transparency Register.
12
Idem
13
Idem
13
Annex II
Selection criteria form14
Applicants are requested to describe how they fulfil the selection criteria listed in this call.
Proven
and
relevant
competence
and
experience, preferentially also at European
and/or international level, with research
and/or manufacturing and/or procurement of
military products and/or services for use in
the defence sector (all applicants)
Absence of circumstances that could give rise
to a conflict of interest (individuals applying
to be appointed in a personal capacity only)
Proven capacity to represent effectively the
position shared by stakeholders (individuals
applying to be appointed in order to represent
a common interest only)
Competence, experience and hierarchical
level
of
the
proposed
representatives
(organisations only)
Good knowledge of the English language
allowing
active
participation
in
the
discussions
(individual
applicants
and
organisations’ representatives)
EU national or citizen of Norway (all
applicants)
For individuals applying to be appointed as Type A members
Title: ………………….
Surname: ………………….
First name: ………………….
Date: ………………….
14
This form must be filled in, signed and returned with the application.
14
Signature …………………..
For individuals applying to be appointed as Type B members
Title: ………………….
Surname15: .……………….
First name16: ………………….
Date: ………………….
Signature …………………..
For organisations applying to be appointed as Type C members
Name of the organisation17: ………………….
Surname of the representative proposed: ………………….
First name of the representative proposed: ………………….
Surname of the person applying on behalf of the organisation: ………………….
First name of the person applying on behalf of the organisation: ………………….
Date: ………………….
Signature …………………..
15
It is mandatory to use exactly the same name used when registering in the Transparency Register.
16
Idem
17
Idem
15
ANNEX III
Standard declaration of interests (DOI) form for individuals applying to be appointed as
members of expert groups or sub-groups in a personal capacity
Legal basis:
Commission Decision [C(2016)3301] establishing horizontal rules on the creation and
operation of Commission expert groups, Articles 2(4) and 11.
Definitions:
"
Conflict of interest" means any situation where an individual has an interest that may
compromise or be reasonably perceived to compromise the individual’s capacity to act
independently and in the public interest when providing advice to the Commission in relation
to the subject of the work performed by the expert group or sub-group in question.
"
Immediate family member" means the individual’s spouse, children and parents. "Spouse"
includes a partner with whom the individual has a registered non marital regime. "Children"
means the child(ren) the individual and the spouse have in common, the own child(ren) of the
individual and the own child(ren) of the spouse.
"
Legal entity" means any commercial business, industry association, consultancy, research
institution or other enterprise whose funding is significantly derived from commercial
sources. It also includes independent own commercial businesses, law offices, consultancies
or similar.
"
Body" means a governmental, international or non-profit organisation.
"
Meeting" includes a series or cycle of meetings.
***
Please answer each of the questions below. If the answer to any of the questions is "yes",
please briefly describe relevant interests and circumstances, as appropriate.
If you do not describe relevant interests, your DOI form will be considered incomplete
and, therefore, your application to be appointed as a member of an expert group or sub-
group in a personal capacity shall be rejected.
First name:
Family name:
Expert group/sub-group:
16
1
EMPLOYMENT CONSULTANCY AND LEGAL REPRESENTATION
Within the past 5 years, were you employed or have you had any yes
no
other professional relationship with a natural or legal entity, or
held any non-remunerated post in a legal entity or other body with
an interest in the field of activity of the expert group/sub-group in
question?
1a
Employment
1b
Consultancy, including services as an advisor
1c
Non-remunerated post
1d
Legal representation
Activity
Time period
Name of entity or
Description
(from… until
body
month/year)
2
MEMBERSHIP OF MANAGING BODY, SCIENTIFIC ADVISORY BODY OR
EQUIVALENT STRUCTURE
Within the past 5 years, have you participated in the internal yes
no
decision-making of a legal entity or other body with an interest in
the field of activity of the expert group/sub-group in question or
have you participated in the works of a Scientific Advisory Body
with voting rights on the outputs of that entity?
2a
Participation in a decision-making process
2b
Participation in the work of a Scientific Advisory Body
17
Activity
Time period
Name of legal entity Description
(from… until
or body
month/year)
3
RESEARCH SUPPORT
Within the past 5 years, have you, or the research entity to which yes
no
you belong, received any support from a legal entity or other body
with an interest in the field of activity of the expert group/sub-group
in question?
3a
Research support, including grants, rents, sponsorships,
fellowships, non-monetary support
Activity
Time period
Name of legal entity Description
(from… until
or body
month/year)
4
FINANCIAL INTERESTS
Do you have current investments in a legal entity with an interest in yes
no
the field of activity of the expert group/sub-group in question,
including holding of stocks and shares, and which amounts to more
than 10,000 EUR per legal entity or entitling you to a voting right of
5% or more in such legal entity?
4a
Shares
4b
Other stock
18
Investment
Name of legal entity
Description
5
INTELLECTUAL PROPERTY
Do you have any intellectual property rights that might be affected yes
no
by the outcome of the work carried out by the expert group/sub-
group in question?
5a
Patent, trademarks, or copyrights
5b
Others
Intellectual property
Description
6
PUBLIC STATEMENTS AND POSITIONS
Within the past 5 years, have you provided any expert opinion or Yes
no
testimony in the field of activity of the expert group/sub-group in
question, for a legal entity or other body as part of a regulatory,
legislative or judicial process? Have you held an office or other
position, paid or unpaid, where you represented interests or
defended an opinion in the field of activity of the expert group/sub-
group in question?
6a
For a legal entity or other body as part of a regulatory,
legislative or judicial process
6b
Represented interests or defended an opinion
19
Activity
Time period
Name of legal entity Description
(from… until
or body
month/year)
7
INTERESTS OF IMMEDIATE FAMILY MEMBERS
yes
no
7a
To your knowledge, are there any interests of your immediate
family members which could be seen as undermining your
independence when providing advice to the Commission in the
field of activity of the expert group/sub-group in question?
Interests
Time period
Name of legal entity Description
(from… until
or body
month/year)
7b
If interests of your immediate family members are declared, it is your responsibility
to inform them about the collection and publication of information on their interests
included in the DOI and to provide them with the privacy statement attached to the
guidance for filling in this DOI, and this at the latest when you file the DOI form with
the Commission.
8
OTHER RELEVANT INFORMATION
yes
no
8a
Are there any other elements that could be seen as undermining
your independence when providing advice to the Commission in
the field of activity of the expert group/sub-group in question?
Description:
20
****
I hereby declare on my honour that I have read the guidance for completing this form.
I also declare on my honour that the information disclosed in this form is true and
complete to the best of my knowledge.
Should there be any change to the above information, including as regards upcoming
activities, I will promptly notify the competent Commission department and complete a
new DOI form describing the changes in question.
I am informed that my personal data are stored, processed and published by the
Commission in accordance with Regulation (EC) N° 45/2001.
Date: ________________
Signature: ________________________________
*****
Your DOI form shall be made publicly available on the Register of Commission Expert
Groups and Other Similar Entities, as long as you are appointed as member of the expert
group or sub-group in a personal capacity. Technical measures will be taken to indicate to
search engines that your DOI form should not appear in search results.
21
ANNEX IV
Guidance for filling in the declaration of interests (DOI) form by individuals applying to
be appointed as members of expert groups or sub-groups in a personal capacity
According to the Commission’s horizontal rules on expert groups (‘the horizontal rules’),
Commission expert groups and other similar entities are consultative bodies18, the role of
which is to provide advice and expertise to the Commission and its departements in relation to
a number of tasks19. Individuals appointed as members of expert groups or sub-groups in a
personal capacity are due to act independently and in the public interest20.
In order to ensure the highest integrity of experts, you are requested to duly complete the DOI
form. You are required to disclose any circumstances that could give rise to a conflict of
interest, i.e. any situation where your interests may compromise or may reasonably be
perceived to compromise your capacity to act independently and in the public interest in
providing advice to the Commission, in relation to the subject of the work performed by the
expert group or sub-group in question. In particular, you must disclose in this DOI form any
relevant professional and financial interests.
You must also declare relevant interests of your immediate family members. If interests of
your immediate family members are declared, it is your responsibility to inform them about
the collection and publication of information on their interests included in this DOI form and
to provide them with the privacy statement attached to this guidance, and this at the
latest when you file the DOI form with the Commission.
Please submit the completed DOI form to the competent Commission department, together
with your CV, as part of your application to become member of an expert group or sub-group
in a personal capacity. If there is any change concerning the information provided in the form,
including on upcoming activities, you must promptly inform the competent Commission
departments by
completing a new DOI form which describes the changes in question.
Please note that having a declared interest does not necessarily mean having a conflict of
interest. Answering "Yes" to a question on this DOI form does not automatically disqualify
you or limit your participation in an expert group or sub-group. The competent Commission
departments will review your answers in accordance with the horizontal rules and determine
whether a conflict of interest relevant to the subject at hand exists21.
Where the competent Commission departments conclude that no conflict of interest exists,
you are eligible to be appointed in a personal capacity. Where the competent Commission
departments conclude that your interests may compromise or be reasonably perceived to
compromise your capacity to act independently and in the public interest when providing
advice to the Commission in relation to the subject of the work performed by the expert group
18
C(2016) 3301, Article 2.1.
19
Idem, Article 3.
20
Idem, Article 7.2. (a).
21
Idem, Article 11.
22
or sub-group in question, they shall take one of the following measures to deal with the
conflict of interest detected, depending on the specific circumstances:
-
You shall not be appointed in a personal capacity to the expert group or sub-group in
question; in such case the competent Commission department shall inform you about
the outcome of the conflict of interest assessment performed;
-
You shall be appointed as member of the expert group or sub-group in a personal
capacity with a number of specific restrictions: you may be excluded from certain
meetings and/or activities carried out by the group, such as drafting opinions or
recommendations; you may also be required to abstain from discussing certain agenda
items and/or from any vote on those items;
-
You shall be appointed as member of the expert group or sub-group representing a
common interest shared by a number of stakeholders, after consultation of the
stakeholders concerned;
Your DOI form shall be made publicly available on the Register of Commission Expert
Groups and Other Similar Entities, as long as you are appointed as member of the expert
group or sub-group in a personal capacity. Technical measures will be taken to indicate to
search engines that your DOI form should not appear in search results.
If you decline to complete a DOI form, you are not eligible to be appointed as a member of
the expert group or sub-group in question in a personal capacity.
Personal data shall be collected, processed and published by the Commission in accordance
with Regulation (EC) No 45/2001.
Annex: privacy statement
23
Annex V
Privacy Statement
PROTECTION OF YOUR PERSONAL DATA
Table of Contents
1. Introduction
2. Why do we process your data?
3. Which data do we collect and process?
4. How long do we keep your data?
5. How do we protect your data?
6. Who has access to your data and to whom is it disclosed?
7. What are your rights and how can you exercise them?
8. Contact information
9. Where to find more detailed information
1.
Introduction
This privacy statement explains the reason for the processing, the way we collect, handle and ensure
protection of all personal data provided, how that information is used and what rights you may
exercise in relation to your data (the right to access, rectify, block etc.).
The European institutions are committed to protecting and respecting your privacy. As this
service/application collects and further processes personal data, Regulation (EC) N°45/200122 of the
European Parliament and of the Council of 18 December 2000 on the protection of individuals with
regard to the processing of personal data by the Community institutions and bodies and on the free
movement of such data, is applicable.
This statement concerns the Register of Commission Expert Groups and Other Similar Entities
(‘Register of expert groups’) undertaken by the European Commission, Secretariat-General, Head of
Unit B.2 (Institutional Affairs). The Register is a database containing a list of Commission expert
groups and other similar entities and their sub-groups. For each expert group, the Register provides
valuable information including on the Commission department which is running the group, as well as
on the group members, mission and tasks. The Register also includes relevant documents which are
produced and discussed by expert groups.
22 Regulation (EC) N° 45/2001 (OJ L8 of 12/01/2001).
24
Personal data submitted to Commission departments as part of rejected applications are not
published on the Register of expert groups. The competent Commission departments keep these
data for six months and do not process them for other purposes.
2.
Why do we process your data?
Purpose of the processing operation: The European Commission, Secretariat-General, Head of Unit
B.2 (Institutional Affairs) (‘the Data Controller’) collects and uses your personal information to ensure
transparency on expert groups’ membership and activities.
The processing and publication on the Register of expert’s personal data is necessary for the
performance of a task carried out in the public interest, since it increases the transparency on
Commission expert groups (article 5 (a)
of Regulation (EC) N° 45/2001).
As regards, in particular, the declarations of interests filled in by experts appointed in a personal
capacity, the processing of personal data of these experts serves the public interest of enabling the
Commission to verify the experts' independence in providing advice to the Commission.
Furthermore, the public disclosure of declarations of interests allows for public scrutiny of the
interests declared by experts appointed in a personal capacity, which is necessary in order to ensure
public confidence in the independence of these experts. The public disclosure of declarations of
interests also ensures a high degree of transparency with respect to the membership of expert
groups and aims at contributing to fostering the integrity of the experts in question.
Art 27 of Regulation (EC) N° 45/2001 is not applicable.
3.
Which data do we collect and process?
The personal data collected and further processed may be:
Name;
Professional title;
Professional profile;
Nationality;
Gender;
Interest represented (only for individuals applying to be appointed as members of expert
groups or sub-groups representing a common interest and for the designated representatives
of organisations applying to be appointed members of expert groups or sub-groups);
Information included in the declarations of interest (only for individuals applying to be
appointed as members of expert groups or sub-groups in a personal capacity).
4.
How long do we keep your data?
The Data Controller only keeps the data for the time necessary to fulfil the purpose of collection or
further processing.
When an individual is no longer participating in a group listed in the Register of expert groups, all
personal information related to this individual is removed from the Register. The competent
25
Commission departments keep personal information for 5 years after the date where relevant
individuals cease to participate in the work of the group.
Declarations of interests of individuals appointed as members or alternate members in a personal
capacity of expert groups or sub-groups are published on the Register as long as they are members.
When a group is closed down, it remains published in the Register of expert groups for five years,
with the indication 'Closed'. During such time, personal information other than the above-mentioned
declarations of interests is visible on the Register.
An XML file is created daily with all the information regarding active groups. All versions of this file,
showing the situation of the Register as of the day it was created, are stored in a file server for 5
years.
5.
How do we protect your data?
All data in electronic format (e-mails, documents, uploaded batches of data etc.) are stored either on
the servers of the European Commission or of its contractors, the operations of which abide by the
European Commission’s security decision of 16 August 2006 [C(2006) 3602] concerning the security
of information systems used by the European Commission.
The Commission’s contractors are bound by a specific contractual clause for any processing
operations of your data on behalf of the Commission, and by the confidentiality obligations deriving
from the transposition of Directive 95/46/CE.
6.
Who has access to your data and to whom is it disclosed?
Information collected is publicly available on the Register of expert groups.
The XML files referred to in point 4 are not available neither via the internal application of the
Register or the public version of the Register, and are only accessible to a reduced number of users in
the System Owner and System Supplier's teams.
7.
What are your rights and how can you exercise them?
According to Regulation (EC) n°45/2001, you are entitled to access your personal data and rectify
and/or block it in case the data is inaccurate or incomplete.
If you do not wish to have your name published on the Register of expert groups, you may submit a
request to the relevant Commission department for a derogation from publication. A derogation
shall be granted where justified on compelling legitimate grounds in relation to your specific
situation, in particular where disclosure of the experts’ name could endanger your security or
integrity.
You can exercise your rights by contacting the secretariat of the competent Commission department
or in case of conflict the Data Protection Officer and if necessary the European Data Protection
Supervisor using the contact information given at point 8 below.
8.
Contact information
If you have comments or questions, any concerns or a complaint regarding the collection and use of
26
your personal data, please feel free to contact the secretariat of the competent Commission
department, using the following contact information:
The Data Processor:
DG GROW,
E-mail
@ec.europa.eu
The Data Protection Officer (DPO) of the Commission: xxxxxxxxxxxxxxxxxxxxxxx@xx.xxxxxx.xx
The European Data Protection Supervisor (EDPS): xxxx@xxxx.xxxxxx.xx.
9.
Where to find more detailed information?
The Commission Data Protection Officer publishes the register of all operations processing personal
data. You can access the register on the following link : http://ec.europa.eu/dpo-register
This specific processing has been notified to the DPO with the following reference: DPO-2194.8.
27