Proposed new cert communications framework

for Implementing Agreement Strategic Engagement

1. 
   Annual reporting: The IAs are encouraged, in coordination with the Working Party, to provide annual written year-end summaries of work performed and accomplishments.
   
   1. 
      The Implementing Agreement:
      
      1. 
         Each January is encouraged, but not required, to submit to CERT through the Working Party a two-page summary of work completed and significant outcomes and accomplishments during the preceding year.
         
      2. 
         These annual summaries may be attached to the End-of-Term report as annexes, as described in the Proposed CERT Guidelines for Supporting Documents.
         
   2. 
      The Working Party:
      
      1. 
         Shall agree to and provide a template for these annual short summaries.
         
      2. 
         Shall submit to the Secretariat, in time for dissemination prior to the CERT February meeting, copies of all IA annual summaries received.
         
   3. 
      The Secretariat:
      
      1. 
         Shall broadly disseminate IA annual reports, or WP agreed to portions thereof, by posting and archiving them on the IEA public website.
         

2. 
   In-person IA Status Updates: A Status update is a mid-term, or opportunistic, briefing to CERT, which occurs once per term. It allows an IA to showcase particular successes, or challenges, in executing its research program, and—if appropriate—solicit strategic feedback from the CERT and Secretariat. The Update will raise awareness of IA activities across the IEA. By annually holding an IA workshop on the margins of a regular CERT meeting, the Secretariat will facilitate communication across the Energy Technology Network.
   
   1. 
      The Implementing Agreement:
      
      1. 
         Shall brief the CERT in person, at least once per term.
         
      2. 
         The briefing subject shall be selected by the IA, in consultation with the Working Party. The mid-term brief is not intended to be comprehensive of all IA activities.
         
      3. 
         In certain cases, such as in fusion energy, where some IA subject matters align with or are integrally supportive of others, at the discretion of the Working Party one representative IA brief may fulfil the requirement of others.
         
      4. 
         Shall indicate on their RfE Quantitative Indicator Questionnaire the number of CERT briefings given.
         
   2. 
      The Working Party:
      
      1. 
         Shall determine, per 2(a)(iii) above, those instances when one representative IA brief may fulfil the requirement of others.
         
   3. 
      The CERT:
      
      1. 
         Delegates shall respond, either orally during the workshop or subsequently through direct communications, to IA requests for strategic guidance.
         
   4. 
      The Secretariat:
      
      1. 
         Shall organize a daylong IA workshop to be held on the margins of a regular CERT committee meeting, at least once annually.
         

3. 
   Preliminary Strategic CommunicationsWork Plan (SWP): Numerous regular interactions between CERT and WP representatives provide opportunities for ongoing strategic discussions while minimizing logistical and bureaucratic burden. To facilitate this, at the Party’s regularly scheduled annual CERT briefing, the WP will present to the CERT for feedback and strategic guidance the notional list of topics to be addressed in the next 5-year term for each IA which will submit a RfE over the following year. Additionally, at the CERT meeting when the committee formally considers the IA RfE, the WP or designated representative will present to the Committee for feedback and strategic guidance the IA SWP included within the RfE documentation.Prior to submitting a RfE, the IA will draft a preliminary SWP, or list of topics to be addressed in the next 5-year term, and present it to the CERT for feedback and strategic guidance. The process is described in the Proposed Modifications to CERT Review Process 1(d), 1(e), 2(a), 3(a), and 4(a), and extracted below.
   
   1. 
      The Implementing Agreement:
      
      1. 
         At least four months prior to the Working Party meeting, submits the preliminary SWP to the CERT Secretariat for dissemination to the Committee Delegates and discussion at the next CERT meetingPrior to the annual Working Party presentation to the CERT occurring within 12 months of the IA’s extension request, the IA will provide to the Working Party a list of topics it intends to address in the next 5-year term.
         
      2. 
         Makes arrangements for the Working Party designee to present the SWP to the CERT at the Committee meeting described above for feedback.
         
      3. 
         May include, as an appendix to the final SWP, a single page summary of CERT feedback deemed most important by the ExCo, and any adjustments made to the final SWP document.
         
   2. 
      The Working Party:
      
      1. 
         During the Party’s annual CERT briefing, a WP designee shall present to the CERT a list of research topics or activities expected to be addressed during the next 5-year term for each IA which will submit an extension request over the next 12 months.
         
      2. 
         At the committee meeting when the CERT considers the IA RfE, Aa WP designee shall present the IA preliminary SWP included within the extension documents to the CERT for review and discussion at a Committee meeting which occurs prior to the Working Party meeting during which the RfE is presented by the IA for consideration.
         
   3. 
      The CERT:
      
      1. 
         Provides feedback to the WP via oral discussion on the presented list of research topics or activities from 3(b)(i).
         
      2. 
         Reviews the preliminary SWP presented to the CERT by the WP designee at the meeting when the extension request is considered and as described abovein 3(b)(ii), providing feedback via oral discussion at the Committee meeting.
         
   4. 
      The Secretariat:
      
      1. 
         Within 14 days of the CERT meetings described above, shall provide written feedback to the WP and IA by extracting and transmitting the relevant segment of draft Committee meeting minutes.