European Tropical Forest Research Network

• Criteria for Workshop Endorsement by ETFRN
• ETFRN Coordination Unit support to workshops

Criteria for Workshop Endorsement by ETFRN

Background
The European Tropical Forest Research Network wishes to promote the use of Workshops to debate in detail research issues and priorities relating to tropical forests. Whilst Workshops may be initiated by the ETFRN Steering Committee and carried out by the Coordination Unit, ETFRN also wishes to promote the possibility of collaboration on Workshops with ETFRN national focal points, ETFRN members, other research networks, and collaborators. When ETFRN lends its name to a Workshop, it resumes co-responsibility for the organisation and quality of the Workshop. To receive ETFRN endorsement for a Workshop, essentially the granting of an ETFRN label, the following compliance and quality criteria and commitments must be met. Please note that this is a working document which may be amended as necessary.

Compliance Criteria

• An ETFRN Workshop must be relevant to ETFRN’s mission and objectives.
• A 500 word abstract detailing the topic and purpose of the workshop is to be supplied

Commitments and Outputs
The following activities and outputs are a requirement and must be produced:

• A State of the Art Report describing the research problem and the research constraints to be produced at least one month prior to the date of the meeting, and to be available on the Internet, either on the ETFRN website, or by hypertext link to it
• An inventory of the current research in the topic (project description, researcher and organisation, geographical focus of work, collaborators etc (format supplied by ETFRN) to be completed in draft form one month prior to the meeting, with final completion included in the proceedings
• Participation from developing country researchers
• Research project concept notes (and proposals) in response to the researchable constraints prepared
• Potential collaborators for research identified
• Potential funders of the potential research projects identified
• Policy recommendations
• Published proceedings of the meeting.

Funding
A full budget for the Workshop and related publications must be prepared, and agreed between the collaborator and the ETFRN Coordination Unit prior to advertisement of the meeting. The budget must include all staff time, room hire, refreshments, photocopying, printing, sponsored travel etc. (Form supplied).

Workshop advertising and publicity
The strategy, modes of advertising, and text of advertising of the Workshop must be agreed between the ETFRN Coordination Unit and the collaborator prior to any advertisement taking place. ETFRN will announce the meeting through its listserver, website and newsletter. The collaborator may also announce the meeting through their own channels if they so wish.

Workshop attendees
ETFRN will not agree to exclusion of any researchers wishing to attend a Workshop. Precise wording of the research topic under consideration will ensure a very focused participation in a Workshop. At least 6 researchers, forest managers or policy specialists from developing countries will be invited to attend an ETFRN meeting, with expenses paid. Potential funders of research will be notified of an ETFRN workshop and its outcome.

Agenda development
The objective and style of the agenda for the meeting will be developed jointly between the ETFRN Coordination Unit and the collaborator, and will be agreed prior to advertisement of the meeting.

E-mail Discussion groups
An e-mail discussion group must be initiated on the ETFRN listserver at least one month prior to the meeting to encourage dialogue. In addition, E-mail discussion groups are expected to take place after the meeting to take forward the proposed research concept notes.

Chair of meeting
A member of the Steering Committee of ETFRN will (Co-)Chair the Workshop.

Rapporteur
ETFRN will arrange for a rapporteur to take the notes of the meeting. Presentations are expected to be accompanied by a paper. The rapporteur’s role will primarily be the discussion sessions of the Workshop.

Proceedings
The proceedings of the Workshop are to be produced within 6 months of the meeting and will be published in an ETFRN series and will be made available from the ETFRN website.

Procedure for application for ETFRN endorsement
Potential collaborators should submit their application to the ETFRN Coordination Unit for consideration by the ETFRN Steering Committee or its Executive Committee. Decisions will be taken twice a year (usually February and June).

ETFRN Coordination Unit support to workshops

ETFRN workshops should be in line with the ETFRN workshop guidelines (above), and should be endorsed by the ETFRN Steering Committee.

The ETFRN Coordination Unit will assist the workshop organisers in the following ways:

1. Circulate workshop announcements on the entire ETFRN email list and publish announcements on the ETFRN website and in the ETFRN newsletter.
2. Circulate invitations and any messages relating to the workshop to participants and maintain a list of participants in the ETFRN database. (optional)
3. Provide the technical facility for web/email discussion prior to and following the workshop.
4. Provide format guidelines and cover design for resulting publication(s).
5. Make available on the ETFRN Coordination Unit website: issues and options, and any other background papers for the workshop, as well as draft proceedings for pre- and post-workshop discussion.
6. Publish any documents resulting from the workshop on the Coordination Unit website and circulate paper copies of publication to agreed list.
7. Upon request and endorsement by the ETFRN Steering Committee it may be possible to fund some of the organisational costs, as well as developing country workshop participants travel and subsistence from Coordination Unit funds.

Contact: ETFRN Coordination Unit
c/o The Tropenbos Foundation
PO Box 232
6700 AE Wageningen, The Netherlands
Tel: +31 317 495516, Fax: +31 317 495521
Email: etfrn@etfrn.org