Annex to Recommendation SC-WESTPAC-VII.3
GUIDELINES AND PROCEDURES FOR THE UNESCO-IOC REGIONAL NETWORK OF TRAINING & RESEARCH CENTERS ON OCEANOGRAPHY IN THE WESTERN PACIFIC
1. RATIONALE:
The Western Pacific region comprises 20 countries, encompassing roughly 140 degrees from the Andaman Sea part of Thailand to the Pacific coast of the USA and 120 degrees from the southern tip of New Zealand to the northern part of the Bering Sea. it is not only recognized as the center of marine generic richness and diversity in the world, but also considered to play a very important role in the study of climate change.
With the explosive population growth, rapid economic development and significant impact of climate change, the Western Pacific is experiencing an unprecedented pressure on its coastal and marine environment and ecosystems.
As a regional subsidiary body of the Intergovernmental Oceanographic Commission of UNESCO, IOC Sub-Commission for the Western Pacific (hereinafter referred to as “WESTPAC”) was established in 1989, aiming to promote and enhance the capacity of its member states in understanding and using the ocean sustainably.
This initiative for the UNESCO-IOC Regional Network of Training and Research Centers aims to serve as a prime means of capacity building through provision of training and research opportunities on marine science and service in national oceanographic institutes, universities, within their domains of focus, to all WESTPAC member states. Thus it promotes north-south and south-south cooperation as a strategy to enrich institutions. It also can be considered as a regional activity to follow up with the UNESCO-IOC Principles and Strategy for Capacity-building as endorsed by the 23rd Assembly of the IOC in Resolution XXIII-10, Paris, 21-30 June 2005.
2. WHO CAN JOIN THIS INITIATIVE?
National Oceanographic Institutes and Universities in WESTPAC that are recognized as bona fide institutions in marine scientific research and service by the competent national authorities in the respective countries, and are willing to provide regular training and research opportunities to the trainees from all WESTPAC member states on a free-of-charge basis.
Proposal for a UNESCO-IOC Regional T&R Center should be endorsed by its National Focal Points and submitted to IOC through the UNESCO-IOC Regional Secretariat for WESTPAC (hereinafter referred to as “WESTPAC Secretariat”) by an institution eligible to participate in this initiative.
3. HOW TO JOIN THE INITIATIVE?
Interested institutions should prepare and submit, through the WESTPAC Secretariat, to the Executive Secretary of IOC – under the signature of the head or his/her representative of the institution- a detailed project proposal in which objectives, activities, work plan, budget requirement, are clearly stated (see the outline in Annex 1). It is important to note that this initiative is established between UNESCO-IOC and the institution and not with the individual intellectual.
4. PROCEDURE FOR SUBMISSION:
UNESCO-IOC encourages a bi-partite relationship in the preparation of the proposal for a UNESCO-IOC Regional Training and Research Center. The national level team should comprise the institute /university as the responsible institution and the National IOC Focal Points. The proposal should be submitted, through the WESTPAC Secretariat, to the Executive Secretary of IOC by the Institute/University with endorsement letter of its National IOC Focal Point.
The annual deadline for submission of proposals is 30 April of each year.
5. ASSESSMENT AND APPROVAL OF THE PROPOSAL:
Once WESTPAC Secretariat receives the project proposal, a process of review and analysis is undertaken, in cooperation with relevant IOC sectors, UNESCO field office to:
- determine compliance with the guidelines and its relevance to UNESCO-IOC mandate, medium term strategy and its high-level objectives;
- assess the work plan and relevant human and financial resources provided for those training and research opportunities by the institution(s) submitting the proposal;
- assess sustainability of the project giving attention to its ability to mobilize and attract resources.
Activities undertaken in the work plan should include:
- At least one Training Course each year, offering at least 10 seats to trainees from other WESTPAC member states, who are jointly identified by his/her National IOC Focal Points and his/her director or through open advertisement in case that the National IOC Focal Points are unable to identify.
- At least one regional and international workshops/ seminars or meetings/conferences every two years.
Besides, it is encouraged that the work plan may include: - exchange of lecturers
- visiting professorships
- postgraduate teaching program
- study abroad
- Publications
All activities should complement the relevant IOC and its WESTPAC programmes and actions approved by its Member States. Close cooperation with on-going IOC and its WESTPAC activities and programmes is of utmost importance.
When the project proposal has completed its cycle for evaluation, the WESTPAC Secretariat informs the institution of the results. If UNESCO-IOC accepts the proposal, then the relevant Agreement is drawn up and co-signed by the Executive Secretary of IOC and the head or its representative of the host institution.
6. RECRUITMENT AND APPOINTMENT OF PERSONNEL INVOLVED IN THIS INITIATIVE:
The host institution should appoint a director responsible for the implementation of this training and research center. The appointment of a director does not necessarily entail the creation of a specific post and does not always constitute an employment opportunity. All appointments will be subject to approval by the host institutions, in consultation with WESTPAC Secretariat.
Criteria for the selection of a director: (i) Academic reputation- he or she should be a renown specialist in the domain(s) to be covered (ii) have the capacity and experience to promote cooperation at national, regional and international levels (iii) be willing and able to mobilize resources.
7. HOW DOES THE INITIATIVE FUNCTION?
(i) Role of the director
The performance of the project depends largely on the quality of the coordination function. He or she is responsible for the programming, organization, fund-raising and promotion of training and research activities. Effective coordination will ensure better cross-border involvement in the project and ultimately improve its impact.
(ii) Reports
Annual progress reports are mandatory and it is the responsibility of the implementing institution to ensure that IOC receives such reports. They should not only cover the progress with both quantitative and qualitative outcomes of the activities, but also the work plan for next year.
The annual deadline for reporting is 10 December of each year. In case of new center, the report should be submitted, through WESTPAC Secretariat, to IOC after the first 12 months of implementation, and every year there after.
(iii) Using UNESCO-IOC Logo
UNESCO-IOC expects that the Centers will utilize the UNESCO-IOC logo in a coherent and consistent way, making clear the type of relationship they have with the Organization. The period of use of the Logo is limited to the period of the Agreement and any extension thereafter. All publications, papers and documents should carry the following disclaimer:
The authors are responsible for the choice and presentation of views contained in this … and for opinions expressed therein, which are not necessarily those of UNESCO-IOC and do not commit the Organization.
(iv) Communication
UNESCO-IOC Regional Training and Research Center should maintain communication with the WESTPAC Secretariat for intellectual guidance, technical support and direct involvement in the planning and execution of events (meetings, conferences, publications, research).
(v) Renewal of Agreements
The renewal of Agreements is processed through an exchange of letters between the parties-signatories to them. Whether or not UNESCO-IOC approves the renewal of the Agreement will depend on the assessment of the Center by the UNESCO-IOC Regional Secretariat for WESTPAC. The concerned institution(s) addresses the letter of request to the Executive Secretary of IOC. The Agreement is considered renewed only after receipt by the concerned institution(s) of a letter of confirmation from UNESCO-IOC signed by the Executive Secretary.
(vi) Termination clause
When the UNESCO-IOC Training and Research Center does not fully comply with the terms of the agreement, UNESCO-IOC will exercise its right to close the Center. Circumstances under which UNESCO-IOC will close the Center are as follows:
- No annual report over two years;
- Annual reports received by UNESCO-IOC are evaluated negatively
- The activities of the Center are not coherent with UNESCO-IOC mandate
When UNESCO-IOC has taken a decision to cancel an Agreement, the host institution will receive a letter of notification from the Executive Secretary of IOC informing that closure will take place within sixty days of the written notice. It should be noted that this action does not preclude future cooperation between UNESCO-IOC and the concerned institution(s).
8. EVALUATION AND MONITORING:
Quality performance is of paramount importance to this initiative. The intention is for the Centers to become centers of excellence. The first level of evaluation should be the host institutions itself to ensure that the Center is making a difference, particularly in improving capacity in developing country partners. Other forms of evaluation will be organized by UNESCO-IOC with the National Committee for IOC. Evaluation and monitoring can also take the form of consultation meetings, workshops that include partners or visits by UNESCO-IOC staff to the Centers.
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