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The ESI is constantly looking for proposals for programmes and workshops in mathematics,
mathematical physics, and physics of highest scientific quality. See the
guidelines below for details on programmes and workshops and their organization.
Guidelines for submission and organisation of programmes and workshops
[printable version]
The Erwin Schrödinger Institute (ESI) is an invitation oriented research centre
in mathematics, physics and mathematical physics. As a rule, the ESI schedules four to five thematic programmes and
several workshops each year. The ESI considers the fruitful interaction
between mathematicians and physicists an important component in the
evaluation - and acceptance - of programme and workshop proposals.
1.) Submission of programme or workshop proposals
The deadline for programme proposal submissions to the ESI in the year n is March 1 of the year n-2.
The deadline for workshop proposal submissions is normally one year prior to its proposed starting date.
A proposal must contain:
- The names of the organisers including a local organizer
- A proposed time slot (programmes usually 1 - 3 months, workshops usually 1 or 2 weeks)
- A brief but precise description of the scientific aims of the programme or workshop,
about 2 - 3 pages in length
- A list of scientists to be invited including some key contributors who ideally have already expressed their intention to participate
- A description of potential interactions with local scientists and/or programmes at other institutions
- An indication of additional sources of funding for participants including post-docs
Programme proposals will be presented to the members of the international Scientific Advisory Board (SAB)
of the ESI to be discussed by them at their annual meeting (usually in April/May of the year n-2 ).
The Director of the ESI will then communicate the subsequent decisions on the submitted programme proposals
to the applicants. At the same time he will allocate time slots to the accepted programmes and inform
the successful applicants of the level of funding granted to them.
Workshop proposals will be presented to the members of the Kollegium of the ESI to be discussed and evaluated for acceptance.
The extent of financial support for scientific programmes by the ESI will typically be in the range of EUR 36.000 - 84.000 (corresponding to 15 - 35 person-months)
and EUR 12.000 - 20.000 for workshops. The Institute encourages visits by qualified scientists who wish to collaborate with participants of ESI research programmes or workshops
and local scientists (see ESI scholars).
The ESI supports programme and workshop participants with a per diem of up to EUR 80 per night spent in Vienna. Travel expenses can only under exceptional circumstances be paid by the ESI
(e.g. for programme/workshop organisers who cannot obtain financial support from other sources). Any such exceptions to the rule have to be applied for in writing and are subject to approval by the Director of the ESI.
2.) Guidelines for programme and workshop proposals
Applicants should initially concentrate on identifying a
representative group of leading experts in the field as prospective
participants. This will help to give scientific direction and focus to
the programme.
Applicants are encouraged to look for additional sources of funding for their programme or workshop.
In particular, they should indicate contributions they expect from other sources, names of scientists able to
participate using own funds, and kinds of support for post-docs or graduate students they envisage.
Programmes typically run for 1 - 3 months and may include one or more periods of special activities ("workshops", "conferences", typically 1 - 3 weeks). The applicants should indicate their preferred dates for such activities.
Upon final acceptance of a programme proposal, the ESI Director will coordinate the dates of such specific activities of the various programmes and inform the applicants accordingly.
Workshops typically run for either 1 or 2 weeks.
The scientific community measures the ultimate success of a programme by the impact it has on the research subject. However, a preliminary indicator is the quality and number of preprints and subsequent publications by guest scientists related to their work at the ESI.
3.) Organisation of the programme or workshop
3.1. Before
Once a programme or workshop has been accepted and a time slot has been allocated, programme/workshop organizers should discuss possible periods of stay with potential participants, in particular with regard to their participation in core activities of the programme or workshop.
One year before the start of the programme or workshop the organisers ought to submit a written progress report to the Director of the ESI describing the status of the organisation of the programme or workshop.
Programme as well as workshop organisers are also expected to provide a web page for their scientific
programme or workshop at the ESI. Details on formal requirements will be given upon acceptance of the programme/workshop proposal.
The ESI extends the invitation to participants in a programme or workshop. Organisers must provide a list of invitees who have already agreed to take part. The list must contain the following information:
- name of the participant
- affiliation and e-mail address
- duration or exact dates of their stay
- information on financial support (per diem): number of nights at EUR 80 (max.) or no ESI support
This list must be sent to the Head of the ESI administration office (secr(at)esi.ac.at) no later than 8 months prior to the start of the programme or workshop. Note that official invitations and offers of support can only be sent out by the ESI administration and will contain information on housing at special ESI rates (see www.esi.ac.at/info/practical.html).
3.2. During
At least one of the organisers must be present at the ESI at any given time during the programme or workshop.
Regular communication with the Head of the ESI administration is crucial in order to guarantee the smooth running of the programme or workshop.
As a service to the local scientific community it is highly desirable to have a series of introductory lectures at the beginning of the programme or workshop. Announcements of lectures are made through the ESI administration office at least one week in advance in order to enable interested scientists from surrounding academic institutions to attend, and in order to avoid possible time clashes with other scientific activities.
The ESI's financial support (per diem), as granted in the letter of invitation, is submitted for payment by bank transfer after the guest's departure from Vienna.
3.3. After
A scientific report on the programme or workshop should reach the ESI Director no later than 2 months after it has ended. It should contain a description of the scientific activities and of any important results obtained. Lists of contributed preprints and lectures will be added by the ESI. A template for this report will be provided by the ESI.
Programme and workshop organisers should urge their guest scientists at the ESI to contribute preprints of work related to their stay to the ESI Preprint Series following the submission guidelines.
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