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Appendix 1 Description of Work

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PART A: CONTRACT DETAILS AND OBJECTIVES

1: Full Title: European Leadership in Space Astrometry Short Title (i.e. Project Acronym): ELSA

2: Proposal Number: 033481-2 Contract Number: MRTN-CT-2006-033481

3: Duration of the project: 48 Months 4: Contractors and Places of Implementing the Project The Co-ordinator and other Contractors listed below shall be collectively responsible for execution of work defined in this Annex: Contractor Legal name Acronym Established in

1 Lunds universitet, Co-ordinator LUND Sweden

2 National and Kapodistrian University of Athens NKUA Greece

3 Universitat de Barcelona UB Spain

4 Université Libre de Bruxelles BRUX Belgium

5 The Chancellor, Masters and Scholars of the University of Cambridge

UCAM-IOA United Kingdom

6 Dutch Space BV DS Netherlands

7 Université de Genève GENE Switzerland

8 Ruprecht-Karls-Universität Heidelberg UHEI Germany

9 Helsingin yliopisto HELS Finland

10 Istituto Nazionale di Astrofisica INAF Italy

11 Leiden University LEID Netherlands

12 University of Ljubljana UL Slovenia

13 Centre National de la Recherche Scientifique CNRS France

14 Observatoire de Paris PARI France

The Co-ordinator and other Contractors are referred to jointly as “the Consortium”.

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The Centre National de la Recherche Scientifique forms together with the Observatoire de la Côte d’Azur a Joint Research Unit (UMR 6202), in which the “Departement Cassiopée” is carrying out part of the work. The laboratory “Galaxies, Etoiles, Physique et Instrumentation (GEPI)” which is carrying out part of the work is a Joint Research Unit (UMR 8111) formed by the Observatoire de Paris and the Centre National de la Recherche Scientifique. The “Institut de mécanique céleste et de calcul des éphémérides (IMCCE)” which is carrying out part of the work is a Joint Research Unit (UMR 8028) formed by the Observatoire de Paris and the Centre National de la Recherche Scientifique. The Fundació Bosch i Gimpera (FBG) is a third party of the Universitat de Barcelona (UB). This foundation is controlled by the UB, and is in charge of the administrative and financial management of the European projects in which the UB is involved. The FBG is not a subcontractor, since it belongs to the UB Group.

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5: Project Overview 5.1 Overall Objectives The overall objectives of ELSA are to develop new theoretical understanding and practical analysis tools of importance for the European Space Agency’s space astrometry mission Gaia, and to foster the development of a new generation of researchers in the area of space astrometry. The specific objectives of ELSA are: 1. To elucidate the principles of absolute astrometry and of photometric and spectroscopic

measurements from a self-calibrating space platform like Gaia. To characterize possible sources of systematic errors and quantify limitations due to instrument calibrations and satellite attitude determination.

2. To obtain a detailed understanding of the physical output signal from Gaia, taking into

account the many different astronomical, instrumental and environmental factors influencing the data. To derive an accurate model of the CCD output in TDI readout mode, including the effects of charge-trapping and charge-release due to radiation damage of the CCD.

3. To obtain a detailed understanding of the numerical behaviour of the very large systems of

unknowns (model parameters) characterizing the Gaia data analysis problem, in terms of their stability properties, error propagation, convergence of practical solution methods and their computational efficiency.

4. To bring together space astrometry with advanced methods in data processing, data manage-

ment, numerical methods and statistics in a significant contribution to the Gaia data processing system. To develop the most appropriate data storage, data management and data processing concepts consistent with the understanding and requirements of space astrometry developed by synthesis of the results from objectives 1 through 3 above.

5. To train, in the context of the Gaia project, the next generation of researchers in space

astrometry and related research methods, and to transfer the experience from the Hipparcos project and early Gaia studies on the principles of space astrometry, the corresponding data reduction methods, and the correct use of astrometric information in astrophysical research.

The research and training activities of ELSA complement, and are largely integrated into, the joint European effort to develop a complete scientific data analysis system for Gaia to be undertaken by the Gaia Data Processing and Analysis Consortium (DPAC). ELSA will directly contribute to the DPAC effort through Objective 4 above, and indirectly through its training programme and the improved understanding developed within the research topics outlined above. 5.2 Overall Approach and Methodology The ELSA Consortium represents a broad range of expertise covering astronomy and astrophysics in general, as well as space astrometry (including the vast and unique experience of the Hipparcos mission) and the specific methodologies in non-astronomical fields vital for this

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project (software engineering, large systems of equations, statistical and inverse problems, parallel/distributed computing). The Consortium will take advantage of this diversity by exploiting its joint resources for research, training and transfer of knowledge, using the following approach:

• Recruitment of Early Stage Researchers (ESRs) to host institutes within the Consortium, providing individualised training programmes in the context of the Gaia research project

• Recruitment of Experienced Researchers (ERs) to complement existing expertise at some

institutes

• Secondment of recruited researchers to institutes within the Consortium other than their host institutes as a means to provide efficient and individualised transfer of knowledge

• Network-wide schools and workshops covering the science of Gaia, software engineering,

numerics, statistics and modelling • Development, dissemination and use of common tools and methodologies, including good

and uniform programming practices.

• Interaction with the industrial partner in key areas of technology. • Intimate collaboration with DPAC, facilitated by a large overlap between the institutes

and researchers involved in DPAC and ELSA.

Key research methodologies to be used are:

• Adapting existing methods to the Gaia problem, using tools from classical astronomy, statistics, numerical analysis, physical modelling, and software engineering

• Use of parallel and distributed processing

• Making and using computer simulations of Gaia at component, subsystem and system

level, as well as its response to the space environment and the Universe it will observe

• Learning from real data, such as archive data from other missions and laboratory test runs of CCD devices.

The research will be implemented through four work packages (WP1–WP4, as described in Part B) aiming at the first four objectives in Section 5.1; the training objective (#5) will be achieved through a combination of the research work with a dedicated postgraduate and postdoctoral training programme.

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PART B: IMPLEMENTATION

1. Description of the joint Research/Training Project • Research The joint research project is organised into four top-level work packages (WP1–WP4), each of which is divided into several tasks.

WP1 Space Astrometry (led by UHEI)

At the level of accuracy aimed at by Gaia and future space astrometry missions, it is essential to have the systematic errors under control, and to understand where they come from. The tasks within this WP are particularly important for the ToK to the next generation researchers, who will exploit the results of Gaia and perhaps plan the successor mission. The tasks also aim at underlining and exploring the interdependencies of various kinds of measurements (astrometric, photometric, and spectroscopic), in particular for the external instrument calibration.

Task 11: Research global methods of space astrometry in the framework of General Relativity. Main contributors on this task are LUND, UB, UHEI, INAF, LEID, CNRS, PARI.

Task 12: Characterise sources of systematic errors in Gaia and research efficient methods for analysing their effects on the final results. Main contributors: LUND, UCAM-IOA, INAF, LEID, PARI.

Task 13: Quantify the accuracy of instrument calibrations and their impact on the final results. Main contributors: LUND, UCAM-IOA, INAF, UL, PARI.

Task 14: Research the interdependence of astrometric, photometric and radial velocity information for space astrometry missions, including requirements for and availability of ground-based standards for external calibration purposes. Main contributors: NKUA, BRUX, UCAM-IOA, GENE, UHEI, INAF, UL, CNRS, PARI.

Milestones at 24 months: Large-scale simulations can be performed including some of the calibration errors studied, enabling a preliminary assessment of their impact on mission accuracy. Compilation and/or acquisition of calibration standards for astrometry, photometry and spectroscopy in an advanced state, enabling a characterisation of associated errors. 48 months: Accuracy analysis includes all identified sources of systematic errors.

Deliverables: Technical notes and scientific papers describing the assumptions, methods and results; software packages with simulation and analysis tools (as reported in the Mid Term Review Report and Final Report).

WP2 Instrument Modelling (led by UCAM-IOA) The effects of Charge Transfer Inefficiency (CTI) in CCDs on astrometric, photometric and spectroscopic measurements obtained in the Time-Delayed Integration (TDI) readout mode are presently not sufficiently understood to model the phenomena to the required accuracy. This work package will research these and related problems, in particular the chromatic effects of optical wavefront aberrations on the Point-Spread Function (PSF), both on a fundamental

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theoretical level and by using experimental results obtained, when applicable, in collaboration with industry and laboratories. Depending on the industrial involvement in the CCD testing and calibrations (lead by the prime contractor, EADS Astrium), ELSA will seek collaboration with the relevant European companies or labs in order to carry out this research with leading-edge technology. For Task 22 and 23, collaboration will also be established with ESTEC.

Task 21: Study chromaticity and elaborate a calibration model. Main contributors: LUND, UB, INAF, LEID.

Task 22: Theoretical and empirical study of CTI effects. Main contributors: LUND, UCAM-IOA, DS, LEID.

Task 23: Research and elaborate CTI calibration models for astrometry, photometry and radial velocity. Main contributors: LUND, UB, UCAM-IOA, DS, UHEI, LEID, UL, CNRS.

Task 24: Synthesis of study results from Task 21–23 in terms of PSF modelling for astrometry, photometry and radial velocities. Main contributors: LUND, NKUA, UCAM-IOA, DS, INAF, LEID, PARI.

Milestones at 24 months: Computer models for Task 21–23 allow detailed prediction of effects, although not necessarily representative of real situations. Detailed analysis of archive/laboratory data completed. 48 months: Synthesis description and definition of ‘best available’ model.

Deliverables: Technical notes and scientific papers describing the theoretical models, simulation and analysis results; ‘best available’ model (as reported in the Mid Term Review Report and Final Report).

WP3 Numerical Analysis (led by LUND)

The circumstance that the Gaia data are both voluminous and complex makes it mandatory to have automatic and extremely robust methods of data analysis. The tasks aim at providing an efficient and flexible test bed for simulation experiments and to adapt methods from other fields (e.g. geodesy) and applied mathematics (e.g. inverse problems) to analyse these aspects.

Task 31: Research and implement methods for scaled-down model solutions. Main contributors: LUND, GENE, UHEI, HELS.

Task 32: Analyse methods for detection and management of outliers. Main contributors: NKUA, GENE, HELS, LEID.

Task 33: Study the impact of weighting schemes on accuracy and convergence. Main contributors: UCAM-IOA, UHEI, HELS.

Task 34: Study alternative solution methods. Main contributors: UHEI, HELS, INAF, LEID.

Milestones at 24 months: Prototype implementation available of a test bed for numerical experiments with representative large-scale systems of equations. Survey, classification and provisional analysis of potential methods. 48 months: Results of a comparative performance evaluation.

Deliverables: Technical notes and scientific papers describing and analysing the methods; test bed for large-scale numerical experiments (as reported in the Mid Term Review Report and Final Report).

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WP4 Data Processing (led by UB)

This WP aims at making the connection between the academic research carried out by ELSA and its actual application to the Gaia data processing, by providing new insight into efficient ways to implement certain processing tasks, contributing specific elements to the Gaia data processing pipeline, and providing applications for advanced programming techniques. The tasks are carried out in close collaboration with the Gaia Data Processing and Analysis Consortium (DPAC) and the code to be used in simulations and optimizations are the result of a joint effort of ELSA and DPAC. Links to the relevant Coordination Units (CU#) within DPAC are given below.

Task 41: Study, implementation and optimisation of parallel supercomputing and GRID technology for Gaia data processing, with applications in the Gaia simulator (CU2), initial data treatment (CU3), object processing (CU4), and variability processing (CU7). Main contributors: NKUA, UB, BRUX, DS, GENE, HELS, UL.

Task 42: Detailed simulation of the instrument including knowledge from Tasks 21-23 to extensively test the PSF modelling in Task 24 (CU2 and CU3). Main contributors: NKUA, UB, DS, INAF, UL, PARI.

Task 43: Detailed simulation of satellite dynamics for extensive testing the outlier management strategy in Task 32 (CU3). Main contributors: LUND, UCAM-IOA, UHEI, CNRS.

Task 44: Research optimal data processing methods for space astrometry of complex sources, with application to multiple stars and solar-system objects (CU4). Main contributors: NKUA, BRUX, HELS, LEID, CNRS, PARI.

Task 45: Research optimum data processing methods for irregular time series observations, with application to variable stars, eclipsing binaries and solar-system objects (CU4, CU7). Main contributors: NKUA, BRUX, GENE, HELS, INAF, UL.

Milestones at 24 months: Task 41, 44 and 45 should be completely defined in collaboration with the Gaia Data Processing and Analysis Consortium (DPAC). Prototype simulation modules for Task 42 and 43 in place. 48 months: Software modules for all five tasks completed, tested and integrated in the DPAC system.

Deliverables: Technical notes, specification of requirements, interface descriptions, software modules, test reports (as reported in the Mid Term Review Report and Final Report).

A time chart indicating the main periods of activity in the different tasks and their dependencies is shown in Table 1. The arrows indicate how the results of one task feed into other tasks.

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Task Main Contributors Short title

11 LUND, UB, UHEI, INAF, LEID, CNRS, PARI

Global space astrometry

12 LUND, UCAM-IOA, INAF, LEID, PARI Systematic errors

13 LUND, UCAM-IOA, INAF, UL, PARI

Instrument calibrations

14NKUA, BRUX, UCAM-

IOA, GENE, UHEI, INAF, UL, CNRS, PARI

Interdependencies

21 LUND, UB, INAF, LEID Chromaticity

22 LUND, UCAM-IOA, DS, LEID Study of CTI

23 UB, UCAM-IOA, DS, UHEI, LEID, UL, CNRS

CTI calibration models

24LUND, NKUA, UCAM-IOA, DS, INAF, LEID,

PARIPSF modelling

31 LUND, GENE, UHEI, HELS

Scaled-down model solutions

32 NKUA, GENE, HELS, LEID Outliers

33 UCAM-IOA, UHEI, HELS Weighting schemes

34 UHEI, HELS, INAF, LEID

Alternative solution methods

41 NKUA, UB, BRUX, DS, GENE, HELS, UL

Supercomputing and GRID

42 NKUA, UB, DS, INAF, UL, PARI Instrument simulation

43 LUND, UCAM-IOA, UHEI, CNRS Satellite dynamics

44 NKUA, BRUX, HELS, LEID, CNRS, PARI Complex sources

45 NKUA, BRUX, GENE, HELS, INAF, UL Irregular time series

Table 1. Indicative schedule of milestones and interdependencies

Year 1 Year 2 Year 3 Year 4

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• Training and Transfer of Knowledge (ToK)

The network as a whole undertakes to provide a minimum of 444 person-months of Early Stage and Experienced Researchers whose appointment will be financed by the contract. Quantitative progress on this, with reference to the table contained in Part C and in conformance with relevant contractual provisions, will be regularly monitored at the consortium level.

The objectives of the training and ToK activities are:

• to train the recruited researchers (9 ESRs and 5 ERs) in the specific areas needed to carry out research within current and future space astrometry projects;

• to provide transfer of knowledge between different areas of S&T expertise represented by the participating teams, in particular between astronomy and software engineering;

• to enhance the career opportunities of young researchers by promoting their personal development, motivation and skills.

Each recruited ESR shall be admitted to the postgraduate education programme of the host institute or an associated PhD-granting institute. In cases when the length of the PhD training, as stipulated in the country of the host institute, is longer than the 36 months of employment permitted by the RTN contract, the host institute undertakes to guarantee the additional employment needed to reach the stipulated training time.

Each ESR will be assigned a personal supervisor (professor or associate professor) from their host team. This supervisor will accompany the young researcher throughout the duration of the appointment, agree to a personal career development plan and, in consultation with the Steering Committee, the topic for the PhD thesis. The supervisor shall ensure that the ESR is informed about contractual rights and obligations, and receives adequate introduction to the methods to be used for the thesis project. The supervisor is subsequently responsible for the day-to-day guidance of the ESR in the research project, for periodic progress reviews, revision of the individual curriculum when necessary, and for overseeing the scientific quality of the project. Each ESR will have a co-supervisor from another participating institute. A high level of interaction with the co-supervisor will be ensured through the use of electronic communication, dedicated meetings and the network level activities, including secondments to the co-supervisor’s institute.

The recruited ERs aim to provide complementary expertise in key areas, such as a software engineering expert complementing an existing team of astronomers, and ToK to team members of the host institutes and to other partners through secondments and participation in network schools and workshops. The team leader at the host institute is responsible for the recruitment and introduction of the ER, for informing about the ER’s contractual rights and obligations, and for setting up a career development plan. The ERs will have individualised training programmes matched to their personal experiences and career objectives.

The training and ToK activities for both ESRs and ERs contain the following elements:

• local training at the host institute (relevant parts of the normal postgraduate curriculum, seminars, use of standard research tools, scientific writing, language, and communication skills)

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• joint courses, schools and workshops at network level, providing both a broadening of training in science and complementary skills, and highly specialised training in key areas for the project

• sustained and detailed work within the specific collaborative work packages of the network, with guidance from experienced colleagues

• visits to other partners of up to several months (secondments): every ESR and ER is expected to spend time at an institute different from their host institute, and preferably in a different country, for research training, ToK and the fostering of collaborations

• where relevant, participation in regional and national short courses in complementary skills mounted by Research Councils and other agencies

• involvement in the management of ELSA through participation in the Steering Committee, organization of the schools and workshops within the network, etc.

The planning shall ensure that the ESRs and ERs have ample opportunity to publish appropriately during their contracts.

The combination of local and network-wide training covers the following main thematic areas:

1. Science with Gaia (basic astronomy for non-astronomers; astrometry, general relativity and celestial mechanics; Gaia science topics)

2. Software engineering (programming; data management)

3. Numerical analysis and statistics (probability, statistics, signal and noise; classification, variability, accuracy analysis; large system of equations, inverse problems)

4. Complementary skills (project management; language training; presentation technique, scientific writing, proposal preparation)

5. Gaia specific topics (satellite dynamics; CCD detectors, instrument calibration, radial-velocity technique; simulation)

An indicative schedule is shown in Table 2. The local training will be adjusted according to local planning and each ESR’s individual curriculum, but the aim is to complete the general training, contained in the first two thematic areas, within the first two years. In the remaining period the training will focus on research-specific techniques and complementary skills.

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1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12

Theme 1:Basic astronomy (optional: non-astronomers only)AstrometryGaia science topics

Theme 2:ProgrammingData management

Theme 3:Probability & statisticsClassificationLarge systems & inverse problems

Theme 4:Satellite dynamicsInstrument & calibrationSimulations

Theme 5:Project managementLanguage trainingScience communication

Annual meetings:Kick-off meeting

School The Science of GaiaWorkshop Software engineering and numericsSchool The Techniques of GaiaConference Simulation and analysis of Gaia data

Appointments:ESR

ER

local or regional courses (actual schedule will vary)

Table 2. Indicative schedule of main training events

Typical duration of contract

network-wide training / meetingLegend:

Year 2 Year 3 Year 4

Software engineering

Numerical analysis and statistics

Gaia specific topics

Complementary skills

Year 1

Science with Gaia

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Specification of training provided by the ELSA partners

The following sections describe the overall distribution of work among the partners in terms of the appointed ESRs and ERs, thereby providing an indicative overview of the main subject areas in which the partners will contribute to the network training of the appointed researchers. Most partners will in addition host multiple long-term secondments (typically of a few months duration) for ToK and collaboration on common WP. The network as a whole aims to provide a total of at least 66 months of secondments.

1. Lund Observatory, Lund University [LUND] LUND will appoint one ESR to work on models for the CCD and PSF calibration (WP2). The ESR will participate in the local postgraduate curriculum in Astronomy and Astrophysics. LUND will in addition contribute to the network-wide training in fundamental methods of astrometry, probability theory and statistics, accuracy analysis and numerical methods, presentation technique and scientific writing.

LUND will organise and host the ELSA Kick-Off Meeting early in the first year of the project.

2. Department of Astrophysics, Astronomy and Mechanics, National and Kapodistrian University of Athens [NKUA] NKUA will appoint one ESR to work on models for resolved galaxies in Gaia simulations (WP1 and WP4). The ESR will receive postgraduate training in Astrophysics. NKUA will also contribute to the training in Gaia science topics, statistical classification methods, non-linear statistical tests, and simulation of galaxy observations.

3. Departament d’Astronomia i Meteorologia, Universitat de Barcelona [UB] UB will appoint one ESR to work on the simulation of the Gaia instrument (WP4). The ESR will obtain postgraduate training in Astronomy. UB will also contribute to the training in Gaia science topics, algorithmic and computational methods, Gaia simulator, and supercomputing.

UB will organise and host the ELSA Workshop on Software Engineering and Numerics around the end of the second year of the project.

4. Institute of Astronomy and Astrophysics, Université Libre de Bruxelles [BRUX] BRUX will appoint one ESR to work on the analysis of non-single stars (WP4) and on the effects of stellar spots on the accuracy of astrometry (WP1). The ESR will obtain postgraduate training in Astronomy and Astrophysics. BRUX will contribute to the training in programming, algorithmic and computational methods, including database management and access.

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5. Institute of Astronomy, Cambridge University [UCAM-IAO] UCAM-IAO will not appoint an ESR or ER of its own, but will host at least 21 months of secondments from other partners in the network. UCAM-IAO will collaborate with other partners on the CCD calibration model (WP2), photometric calibration and processing (WP1), weighting scheme (WP3) and spacecraft dynamics (WP4). UCAM-IOA will contribute to the network-wide training in these areas as well as in the fundamental principles of space astrometry and its associated algorithmic and computational methods.

6. Dutch Space BV [DS] DS will not appoint an ESR or ER of its own, but will host at least 6 months of secondments from other partners of the network for the ToK on CCD properties and calibration (WP2). DS will contribute to the training of ESRs and ERs in software engineering, in particular Grid technology and associated toolkits, by the provision of test environments and tutorials (WP4).

7. Geneva Observatory and Integral Science Data Centre, Geneva University [GENE] GENE will appoint one ESR to work on variability and time-series analysis (WP4). The ESR will receive postgraduate training in Astronomy and Astrophysics. GENE will contribute to the training in basic astronomy, Gaia science topics, radial-velocity techniques, photometry, analysis and classification of variable stars, time series analysis, simulations, and data management.

8. Astronomisches Rechen-Institut ARI/ZAH, Heidelberg University [UHEI] UHEI will appoint one ER to work on the implementation of the core data processing (WP3, WP4). UHEI will furthermore contribute to the training in space astrometry and related galactic research, software engineering and algorithms. The International Max Planck Research School at Heidelberg (IMPRS) provides research and training opportunities covering a wide range of topics of relevance for ELSA, including courses in the German language, presentation and discussion techniques, scientific writing, and occasionally in other non-technical skills. The precise course program is fixed on a half-yearly basis. All facilities of the IMPRS are open to the ELSA-recruited ESRs and ERs, during their primary stays at Heidelberg as well as during secondments.

UHEI will organise and host the ELSA School on the Techniques of Gaia around the end of the third year of the project.

9. Department of Astronomy, University of Helsinki [HELS] HELS will appoint one ESR to work on the analysis of solar-system objects observed by Gaia including the use of supercomputing (WP3, WP4). The ESR will obtain postgraduate training in Astronomy and Astrophysics. HELS will contribute to the training in solar-system objects and exoplanets, determination of orbits and physical properties of asteroids, and statistical inverse methods.

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10. Istituto Nazionale di Astrofisica [INAF] The participating institutes are the Osservatorio Astronomico di Torino and Padova Observatory at Asiago. The intention is to appoint an ESR at Asiago to work on ground-based spectrophotometric standards for Gaia (WP1), and an ER at Torino to work on relativistic astrometry (WP1) including alternative solution methods (WP3). The ESR will receive postgraduate training in Astrophysics, and Torino and Asiago will provide training in astrometry and general relativity, Gaia science topics, instrument modelling and calibration, and spectrophotometric observations and analysis.

11. Leiden Observatory, Leiden University [LEID] LEID will appoint one ESR and one ER to work on the empirical or theoretical modelling of CTI effects in CCDs (WP2) and its incorporation in the Gaia data processing (WP4). The ESR will obtain postgraduate training in Astronomy. LEID will also contribute to the training of Gaia science topics, numerical analysis and statistics, spacecraft dynamics, photometric signal modelling and calibration.

LEID will organise and host the ELSA School on the Science of Gaia around the end of the first year of the project.

12. Faculty of Mathematics and Physics, University of Ljubljana [UL] UL will appoint one ER to work on the use of ground-based photometric and spectroscopic observations in the Gaia processing and interpretation of eclipsing binary data (WP1, WP4). UL will contribute to the training in Gaia science topics, the analysis of eclipsing binaries, spectroscopic techniques and associated instrumental, algorithmic and computational methods.

13. Observatoire de la Côte d’Azur [CNRS] CNRS will appoint one ESR to work on the data training for the classification of Gaia Sources (WP1, WP2). The ESR will receive postgraduate training in both observational technique and computer assisted numerical methods in the field of stellar physics. CNRS will contribute to the training in astrometry, general relativity, celestial reference frame and celestial mechanics, solar system dynamics, image processing and simulation.

14. Observatoire de Paris (GEPI "Galaxies, Etoiles, Physique et Instrumentation" and IMCCE "Institut de mécanique céleste et de calcul des éphémérides" departments) [PARI] PARI will appoint one ER to work on the simulation (scientific impact of the implementation of extensive PSF modelling for all instruments: WP2, WP4) or data processing of double and multiple stars (complex configurations, using transit astrometry, photometric and spectroscopic information: WP1, WP4). PARI will contribute to the training on Gaia science topics and related Solar System, stellar, galactic and Local Group research, celestial mechanics, spectroscopic data analysis and instrumentation, Gaia simulator, on on-board detection and data handling, statistical methods, double star data analysis, project management. In addition, the Ecole doctorale d'Astronomie & Astrophysique d’Ile de France, hosted by Paris Observatory, provides

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postmaster courses, aimed at PhD students during their first and second year of PhD: one-week sessions on specific topics (data analysis processing and numerical simulations, scientific outreach, project management, etc.), as well as short courses in various fields of astrophysics. These courses are given in English if any student/postdoc does not understand French.

PARI will organise and host the ELSA Conference on the Simulation and Analysis of Space Astrometry Data towards the end of the project.

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2. Management

Advisory Board

External experts

Work PackageLeader & Deputy

WP1: SpaceAstrometry

Work PackageLeader & Deputy

WP3: NumericalAnalysis

Work PackageLeader & Deputy

WP2: InstrumentModelling

Work PackageLeader & Deputy

WP4: DataProcessing

Steering Committee

One representative for eachparticipating organisation

Project Coordinator

European Commission

Lund UniversityResearch Services Office

Management structure and division of responsibilities

The decision making body of ELSA is the Steering Committee, consisting of one representative for each participating organisation and chaired by the Project Coordinator. The Steering Committee will strive to make all major decisions by consensus, and failing that by majority vote. The Project Coordinator has the casting vote. The appointed ESRs and ERs should participate in the meetings of the Steering Committee, and are encouraged to share their views and experiences, but have no formal vote.

The main responsibilities of the Steering Committee are:

• to decide on scientific priorities within the network

• to decide on the schedule and budgetary constraints of all networking activities

• to resolve any conflicts within the network that cannot be handled at partner level

• to seek the advice of the Advisory Board when appropriate

• to take any necessary action to ensure a successful completion of the project, including redefinition or reassignment of work packages, with corresponding changes in schedule and budget, and the deployment of contingency plans

• to monitor the progress of the network in terms of schedule, budget and deliverables

• to advise on the choice of thesis topics for the appointed ESRs

• to oversee the smooth progress of the work of the ESRs and ERs

• to assess the quality of the work and results and provide feedback

• to handle patents and intellectual property issues.

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Since the training activities are highly decentralized both geographically and in terms of the work packages, the Steering Committee may appoint a central person to monitor the training progress.

The Advisory Board is a small team of external experts, which may be called upon by the Steering Committee to advise the network on scientific matters, such as the relevance, timeliness and realism of proposed thesis subjects for the ESRs. The Advisory Board should consist of senior scientists with a unique overview of and insight into the Gaia project. The Advisory Board is appointed by the Steering Committee. The Advisory Board can be asked to provide an expert to assist the network and/or the Commission’s services with the assessment of the network at the Mid-term review.

The main responsibilities of the Project Coordinator are:

• to act as the unique contact point between the network and the European Commission (EC)

• to manage the network's financial resources according to the agreed budget and instructions given by the EC

• to act as the main contact point with other outside bodies, and in particular ensure visibility of the project including public outreach

• to prepare and chair the meetings of the Steering Committee

• to ensure that the decisions of the Steering Committee are implemented

• to ensure efficient communication between all parties, in particular the dissemination of decisions, work plans, milestones, and results

• to ensure the smooth running of the project on a day-to-day basis.

The Steering Committee may appoint an executive sub-committee to assist the Project Coordinator. The Lund University Research Service Office will assist the Project Coordinator on financing reporting to the EC and in other legal or financial matters.

The main responsibilities of the Work Package Leaders are:

• to define, in collaboration with the Steering Committee, the detailed content, schedule and deployment of the WP and tasks

• to manage, monitor and report the project at WP level

• to ensure communication and smooth operation within their WP.

The Team Leaders (Scientist in Charge of each Partner) represent the participating organisations in the Steering Committee. Together with the appropriate representatives of respective organisa-tion, they are responsible for contract management at partner level, including financial reporting and auditing, and for the recruitment and contracting of network-appointed ESRs and ERs. They shall also ensure appropriate supervision of ESRs up to and including their PhD examination.

Recruitment

Vacancies for the appointment of ESRs and ERs will be widely advertised on an international basis. Equal opportunities will be promoted, in particular to achieve a reasonable gender balance,

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i.e. at least 40% woman researchers in the project. Selection of ESRs and ERs will be done locally according to the established practice of each host institute. Women researchers will be involved in all selection panels.

Monitoring and reporting

The Team Leaders shall provide the Project Coordinator with information about the project status, recruitment, training status, secondments, etc, one month before the end of the reporting period. The information provided shall follow the structure of Section B.3.

The Project Coordinator and Work Package Leaders shall make a summary report on the status at the annual meetings.

All major steps in the appointment of ESRs and ERs shall be reported to the Project Coordinator. The Team Leaders shall also keep the Project Coordinator informed without delay of all events that could cause major difficulties for the network programme, such as deviations from plans, difficulties in recruitment or training, etc.

Communication and dissemination of results

The main communication channel within the Consortium will be the internet. An interactive, web-based collaboration platform such as TWiki will be set up and used for communication and reporting. Part of this will be publicly readable and used for public outreach and for advertising positions. Scientific results will be presented at network meetings and international conferences, and published in international journals, as appropriate.

Management costs

The contribution to the management costs shall cover the audit certificate costs of all participants. Additional budgeted management costs are intended for a part-time contract for administrational assistance to the Project Coordinator.

Financial management

Lund University Division of Finances will handle all monetary transactions with the Commission and with the network partners. The Project Coordinator will be responsible for obtaining audit certificates from each contractor.

The Steering Committee shall, at its annual meeting, decide on re-adjustment of the network initial budget, such as changes between partners or between cost categories, according to the rules for MCRTN.

If a partner requires the collaboration of an expert that is not part of the ELSA teams, the participation expenses of that expert may be an eligible networking expense for the partner. However, in such cases the nature and extent of the collaboration should be approved in advance by the Project Coordinator, and according contractual obligations, by the Commission’s services.

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3. Indicators of Progress and Success 3.1 Quantitative Indicators of progress and success to be used to monitor the project 3.1.1 Research Activities In reporting on progress with the implementation of its research plan the network will provide information and data on the following: • organisation of or participation in and presentations to external specialist workshops and

conferences (number; dates, places, title of event) • specialist exchange among network teams (number, nature, when, where, who) • individual and joint publications, directly related to the work undertaken within the contract

(number, references) • patents or patent applications directly related to the contract (number, references) • development of new scientific and/or industrial collaborations (number, references) • scientific awards and prizes obtained from the work directly related to the contract (number,

details) • interest expressed in the networks’ dedicated Website (number of hits; number of participants

to the scientific forum, if any) • visit of Senior Researchers from inside and/or outside the network (number, name, place and

time of visit) • contacts with relevant users groups whether academic or industrial/commercial (number,

name) 3.1.2 Training / Transfer of Knowledge (ToK) Activities In reporting on progress with the implementation of its training and ToK Plan the network will provide information and data on the following: • the rate of recruitment of ESR and ER for each participant and for the network as a whole

(ratio person-months filled/offered) • the nature and justification for adjustments, if any, to the original overall number of person-

months of ESR and ER as well as to the breakdown of this overall number among the participants (see table contained in Part C)

• the time and duration of each individual appointment • the number, names and level of involvement of senior researchers directly associated with the

tutoring/supervision of the recruited ESR or ER, at each participant • the number of ESR that are expected to present their PhD thesis and when • the number and place of the short visits and secondments, placement in company premises

undertaken by each individual ESR or ER either within or outside of the network • number of visits of the ESR and ER to their home scientific community • attendance at network meetings by the ESR and ER (number, names, place, date) • participation in and presentations to workshops and conferences by ESR and ER (number,

names, place, date)

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• organisation of training events (e.g. schools, training workshop/seminar, handson training session on specialised instrument/techniques) at individual participant sites (number, attendees' names, place, date)

• organisation of network-wide training events (number, attendees' names, place, date) • participation in training events organised outside the network (number, attendees' names,

place, date) • number of internet tutorial and computer based training courses developed/used • number, place, purpose of any meeting (e.g. workshop) organised by the ESR or ER

themselves 3.2 Qualitative Indicators of progress and success to be used to monitor the project 3.2.1 Research Activities In reporting on progress with the implementation of its research plan the network will provide information and data on the following: • general progress with research activities programmed at individual, participant team and

network level • highlights on more particularly innovative developments (novel concepts, approaches,

methods and/or products) • citation index for individual and joint publications directly related to the work undertaken

within the contract • expected scientific/technological breakthroughs • overall progress and possible problems encountered with individual work packages and/or

network-wide research activities • nature and justification for adjustments, if any, to the original research work plan and/or

timetable • progress on cross interaction among disciplines represented within the network • progress on cross interaction between academic and industrial partners • progress regarding interaction with industrial/commercial/economic interests outside the

network • access to / use of state-of-the-art infrastructure and facilities • highlights on wider societal and/or ethical components of the project, such as public outreach

activities • highlights on the scientific community recognition of the network research contribution

(awards, invitation to conferences, …) 3.2.2 Training / Transfer of Knowledge Activities In reporting on progress with the implementation of its training plan and ToK the network will provide information and data on the following:

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• general progress with training and ToK activities programmed at individual, participant team and network level (type of guidance, supervision, coaching or mentoring in place to support ESR and ER)

• highlights on the development of more particularly innovative approaches to training and ToK (e.g. specific training packages of network-wide relevance)

• highlights on the exploitation of the "complementarities" between network participants with respect to training and ToK

• nature and justification for adjustments, if any, to the original training/ToK plan and/or timetable (e.g. opportunities for new collaborations regarding training activities)

• career development plans as elaborated by the ESR and ER involved in the project • career development opportunities/prospects for ESR and ER involved in the project • achievements regarding the acquisition of complementary skills such as communication,

language skills, computer skills, project management, ethics, team building, etc. • achievements regarding the training/ToK on specialised instruments/equipments • level of satisfaction of the trainees (e.g. as expressed in response to questionnaires) 3.2.3 Management In reporting on progress with its management the network will provide information and data on the following: • effectiveness of the "internal" communication and decision making between the co-ordinator,

team leaders, supervisors, down to the ESR and ER, including feedback processes • effectiveness of the communication between the network and the Commission Services

(frequency, efficiency, timely feedback's), particularly regarding the conformance with contractual provisions and the implementation of contingency plans where needed

• effectiveness of network communication with industrial and other stakeholders (anticipation of outcomes and possible end-users interests, contact preparation, follow-up and contractual agreement where appropriate)

• network self-assessment through benchmarking activities (exchange of best practices among participants and/or development of ad hoc performance indicators regarding cost management, staff selection, measurement of research/training/ToK outputs, young researchers’ involvement, etc.)

• overall quality and efficiency of the "external" communication strategy of the network (Cordis; personal, team and network web sites updates; newsletters; etc.)

• effectiveness of the recruitment strategy of the network in terms of equal opportunities (including gender balance) and open competition at international level

• development of any specific planning and management tool(s) and databases • management of intellectual property and commercialisation of network research output

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PART C: CONTRACT DELIVERABLES (from A4b of the CPF forms) Proposal Number 033481-2 Proposal Acronym ELSA

Overall Indicative Periodic Project Deliverables by Participant

Early Stage Researchers Experienced Researchers

(4-10 years)

Full-time Person Months

Indicative number of

Type B fellowship (%)

Full-time Person Months

Indicative number of

Type B fellowship (%) Pa

rtic

ipan

t No

researchers researchers 1 36 1 0% 0 0 0% 2 36 1 0% 0 0 0% 3 36 1 0% 0 0 0% 4 36 1 0% 0 0 0% 5 0 0 0% 0 0 0% 6 0 0 0% 0 0 0% 7 36 1 0% 0 0 0% 8 0 0 0% 24 1 0% 9 36 1 0% 0 0 0% 10 36 1 0% 24 1 0% 11 36 1 0% 24 1 0% 12 0 0 0% 24 1 0% 13 36 1 0% 0 0 0% 14 0 0 0% 24 1 0%

Sub-Total 324 9 120 5

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PART D: COMMUNITY CONTRIBUTION (from A5b of the CPF forms) Proposal Number 033481-2 Proposal Acronym ELSA

Overall Maximum Community Contribution

Eligible expenses for the activities carried out by the researchers Eligible expenses related to the activities of the host

organisations A Transnational Mobility D E F G H I

Monthly B C Career Participation Research/ Management OverheadsOther types

of Maximum

EC Living Travel Mobility Exploratory expenses of training/transfer and Audit eligible contribution

Allowance Allowance Allowance Allowance the eligible of knowledge Certification expenses researchers

Costs Costs Costs Costs Costs Costs Costs Costs Costs

Yea

r

(in euros) (in euros) (in euros) (in euros) (in euros) (in euros) (in euros) (in euros) (in euros) (in euros) 1 186235,15 8750,00 45376,20 22000,00 26400,00 150000,00 13000,00 43876,14 0,00 495637,49 2 516760,30 11000,00 120224,40 6000,00 67200,00 144000,00 30600,00 86518,47 0,00 982303,17 3 474201,80 9500,00 111531,60 0,00 62400,00 144000,00 13000,00 80163,34 0,00 894796,74 4 143676,65 0,00 36683,40 0,00 21600,00 150000,00 30600,00 35196,01 0,00 417756,06 5 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 6 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

Total 1320873,90 29250,00 313815,60 28000,00 177600,00 588000,00 87200,00 245753,95 0,00 2790493,45