The form is relatively concise and includes the following questions;
in this on-line version of the guidelines, each entry gives detailed
information on that particular question:
IUPAC has long been recognized as the world authority on chemical nomenclature, terminology, standardized methods for measurement, atomic weights and many other critically evaluated data. Projects sponsored by IUPAC should address one of these aspects of chemistry or one or more of the goals listed in the IUPAC Strategic Plan. The Strategic
Plan can be downloaded from the IUPAC web site <www.iupac.org> or a copy can be
requested from the Secretariat. After completion, the Project Submission
Form should be returned to the IUPAC Secretariat - as an
e-mail attachment at <firstname.lastname@example.org>,
not to any other person or body in IUPAC. The Secretariat will
initiate the review process, and communicate with the relevant IUPAC
Short descriptive title of project.
If applicable, specify Series Title
Task Group Chair
Name and affiliation of person(s) who will be coordinator for the
Task Group Members
Names and affiliation of the task group members who have committed
themselves and agreed to work on the project.
Objective and Rationale
In a few sentences (<100 words total) describe the rationale for the project, the objective(s) and the intended outcome(s). This statement should identify the benefits to the applicable chemistry community and the strategic value to IUPAC.
It is important that your proposal clearly identifies the interest groups and stakeholders that will benefit from the project outcomes. In so doing it should also establish the need for the proposed project outcomes and identify the benefits to the stakeholders. The reviewers will look for strong links between the Dissemination Plan (next section) and the stakeholders who will benefit from the outcomes.
A good dissemination plan is a vital part of the project. The plan identifies how the project outcomes will be disseminated to the intended science community/stakeholders.
For example, will the selected publication vehicles, proposed workshops or conference presentations, enable a significant impact on the target group(s)?
In the case of nomenclature recommendations (including terminology, symbols, and units), how will these be made known to practitioners or to the intended audience? What plans have been made to promote international consensus?
Is the final product of the project a recommendation or report to be published in Pure and Applied Chemistry, in another journal or a book, as a workshop or conference proceeding, a set of instructional materials, a web page?
If a book is planned, has a publisher been approached?
Technical Reports and Recommendations resulting from IUPAC Projects should be published in Pure and Applied Chemistry. The procedure is described in Appendix III of IUPAC Handbook “Procedures for publications of IUPAC technical reports and recommendations”, available online as at www.iupac.org/reports/provisional/procedure.html
The Bureau has established a procedure to allow publication in other journals in exceptional circumstances where it can be demonstrated by the Task Group and the Division or Standing Committee that publication in another journal is in the best interests of IUPAC. Approval for such an exception should be requested by the Division President or Standing Committee Chair from the Secretary General. This request should explain why publication in another journal would be preferable to publication in Pure and Applied Chemistry.
The description should be relatively brief (approx. 250 words) and should enable the reader to understand the methods (compilation, review, critical evaluation, consultation) used in the project. The description must make clear why the project should be carried out under the auspices of IUPAC.
The description should include a clear statement of (a) any previous or concurrent work done on the proposed project, including conferences or workshops; (b) any previous, concurrent or planned interactions with bodies outside IUPAC that are relevant to the project.
If it is considered necessary to provide additional background information and supporting documentation to permit proper evaluation of the proposal, this should be given on a separate sheet. For help in deciding what information to include, please consult the "Advice
for Project Reviewers".
Indicate the planned start and completion dates of the project. The anticipated duration of many IUPAC projects is two to three years. Longer term projects should be broken into phases. Each phase should have clearly defined and measurable outcomes. Projects need not conform to the IUPAC biennial budget cycle. That is, a project can begin at any time in one biennium and end in another.
Interim milestones, such as presentation of interim or final outcomes to a Conference or Workshop, completion of first drafts of a report, and indicative dates of task group meetings should be given. The intended location and duration of Task Group meetings should also be stated as this will have a bearing on the assessment of your proposed budget.
Major milestones such as target dates for completion of the final draft by the Task Group, assessment of external reviews of the draft, and submission of the final document should also be indicated.
Upon acceptance of the project, the milestones will be reviewed and a specific timeline for progress reports will be agreed on with the responsible Division or Standing Committee.
The budget should justify all planned expenditure (from all sources) over the lifetime of the project. Costs for dissemination of the results should be included. These costs might include holding a workshop (See
note at the end for definition of workshop) or special symposium at a Conference to publicize the results of the project.
Travel expenses include total costs for attending meetings of the task group, according to the rules governing IUPAC expenses (Apex airfare, IUPAC per diem according to location). Because funds are limited, every effort should be made to utilize electronic communications in lieu of meetings of the task group. In view of the modern means of electronic communication, overhead expenses are expected to be minimal. However, in some cases, costs for meeting facilities, software development, technical assistance might be accepted. To rationalize costs, Task Groups will often meet in conjunction with a Conference which most might be attending. Note that Project funds must not be used to pay Conference Registrations, nor to facilitate attendance at a Conference. (An exception could be the attendance at a Conference by one member to make a project-based presentation on behalf of the Task Group.)
When the Task Group is seeking or has already received funding by other organizations and is approaching IUPAC for additional funding, these other organizations should be identified.
Please note that IUPAC projects can not be original research projects and the cost of new research work can not be a part of the project costs. In specific and well-documented cases, support for a workshop might be acceptable.
Criteria for Retrospective Evaluation
How should the success of the project be measured and when?
This will be evaluated with respect to the measurable impact of the outcomes on the identified stakeholders/interest groups. Another criterion might be: have the Recommendations been adopted by journals as part of their instructions for authors? How long after completion should it be possible to evaluate the impact of the project, and by what method(s)?
Relevant IUPAC Bodies
Suggested Division(s) and/or Standing Committee(s) that should review this proposal and the final document (outputs), and will monitor progress of this project.
Please suggest the names (and provide address, affiliation and e-mail) of at least three external referees who can be asked by the IUPAC Secretariat to evaluate the project. These referees are in addition to those from the lead Division/Standing Committee or from supporting Divisions/Standing Committees. Referees should be experts in the field, and in general be chosen so as to avoid the appearance of conflict of interest.
The following definitions are used as guides in evaluating proposals
Note that project funding is not intended to provide financial assistance
to conferences or editing of proceedings of conferences. Under special
circumstances, however, financial support for dissemination of the results
of a conference may be provided. As an example, the conference may have
addressed matters of global importance that result in important resolutions
or other results.
A workshop as a part of a project can cover different aspects, such
as: project initiation, recruiting of task group members, draft report
and consideration of public comments, presentation and dissemination
of results. It is however expected that electronic communication will
be used as much as possible in various steps of development of a project.