CoARA Rules o P ocedu e
Chai , Vice-Chai (s) and S ee ing
Boa d
V
e
s
i
on
:
3
.
1
App o ed by he CoARA Gene al Assembly on 23 June 2025.
2
His o y o p oposed amendmen s o he “CoARA Rules o P ocedu e Chai , Vice-
Chai (s) and S ee ing Boa d” Co e Documen (he eina e RoP).
Da e
Ve sion
o he
RoP
Change
eques ed by Change
20.10. 2022 1.0 O iginal d a published and app o ed by he
CoARA Gene al Assembly in Decembe 2022.
25.04. 2024 2.0 CoARA
S ee ing Boa d
based on inpu
ecei ed a he
CoARA Gene al
Assembly
Sugges ion o include he geog aphical
balancing c i e ia o he S ee ing Boa d
elec ion p ocess.
The cu en documen “Ensu ing a di e se
CoARA go e nance: adding he geog aphical
dimension o he S ee ing Boa d elec ion
c i e ia” (he eina e “suppo ing documen ”)
se es as a backg ound pape , p o iding a
mo e de ailed con ex o he amendmen s
p oposed.
24.05.2024
2.1 Eu opean
Commission
Remo al o he e e ence o he “Phase 2” in
he RoP co e documen and keeping i only
as a u he con ex ual in o ma ion in he
cu en suppo ing documen . The o ing
om CoARA membe s is he e o e eques ed
only o Phase 1.
Cla i ica ion on he p io i iza ion be ween he
3 balancing c i e ia.
A cla i ica ion was made be ween he
suppo ing documen and he RoP,
emphasising ha he o e will only conce n
he e ised RoP documen .
24.05.2024 2.1 DFG, Ge man
Resea ch
Founda ion
Remo al o he e e ence o he “Phase 2” in
he RoP co e documen and keeping i only
as a u he con ex ual in o ma ion in he
cu en suppo ing documen . The o ing
om CoARA membe s is he e o e eques ed
only o Phase 1.
Cla i ica ion on he p io i iza ion be ween he
3 balancing c i e ia.
3
Dele ion o he ex limi ing he numbe o SB
sea s o a gi en coun y o one.
24.05.2024 2.1 S ee ing Boa d
(in esponse o
he
amendmen s
ecei ed om
he DFG)
Ex ending he coun y limi om one o wo
S ee ing Boa d membe s pe coun y.
23.06.2025 3.1 S ee ing Boa d A anging a knowledge ans e pe iod ac oss
he lea ing and coming Chai s as well as
ac oss lea ing and coming S ee ing Boa d
membe s.
4
In oduc ion
The ole o hese Rules o P ocedu e (RoPs) is o desc ibe he p ocesses go e ning he
es ablishmen and enewal o he Chai , Vice-Chai (s) and S ee ing Boa d membe s o he
Coali ion o Ad ancing Resea ch Assessmen (CoARA). This Rules o P ocedu e documen
is he esponsibili y o he CoARA Gene al Assembly. I can be amended, based on
sugges ions om CoARA membe o ganisa ions o he S ee ing Boa d, o be e iewed by
he S ee ing Boa d, and app o ed by he Gene al Assembly.
1.
Rules o P ocedu e
–
Chai and Vice-Chai (s)
The esponsibili ies o he Chai and Vice-Chai (s) a e ou lined in he CoARA Go e nance
documen . The Chai and Vice-Chai (s) will con ibu e in kind o he ac i i ies o he CoARA.
Reimbu semen o a el and accommoda ion expenses o pa icipa ing in CoARA
mee ings o ep esen ing CoARA a ex e nal e en s migh be o eseen, only o he ex en
ha he inancial esou ces o he CoARA a e su icien and he CoARA ag ees o eimbu se
such expenses.
1.1.
Chai
The ole o he Chai is o ep esen he in e es s o he CoARA, no o ep esen hei own
in e es s, hose o he employe o o he o ganisa ional in e es s.
The Chai is expec ed o ha e expe ise in esea ch and esea ch assessmen , as well as
s ong leade ship, managemen , and communica ion skills. The Chai is expec ed o in use
ene gy, passion and demons a e cohe en ac ions and beha iou s. Such compe encies
should be coupled wi h a clea ision, mission, and commi men o changing esea ch
assessmen and commi men o he ac i i ies o he CoARA.
The Chai mus be an employee o , o o he wise a ilia ed o ha ing a con ac ual ela ion
wi h a membe o he CoARA.
Te m o Elec ed Chai
The Chai se es o a e m o wo yea s, non- enewable.
Chai Resigna ion
• The Chai can esign a any ime du ing he e m. The in en ion o esign is
communica ed
o he Sec e a ia and includes a minimum o wo weeks’ no ice.
I he posi ion o he
Chai is aca ed du ing a pe son’s e m, he posi ion is illed by
a Vice-Chai un il a new
C
h
a
i
i
s el
e
c
ed
.
T
h
e
C
h
a
i
i
s
ep
l
a
c
ed
b
y
h
e
V
i
c
e
-
C
h
a
i
h
a
i
n
g
ob
a
i
n
ed
h
e
mos
o es
w
h
en
e
l
ec
ed
.
Chai Te mina ion
• The Chai can be dismissed om he ole on he g ounds o no ollowing he CoARA
Code o Conduc and/o he p inciples ou lined in he Go e nance documen and
5
in his documen . Any decision in his ega d will be made by he Gene al Assembly
on hea ing e idence. Te mina ion is decided by he Gene al Assembly wi h a wo-
hi ds majo i y o he Gene al Assembly membe s p esen o ep esen ed. Reaching
o he quo um does no apply o his o e. While awai ing he Gene al Assembly
decision, he Chai will be suspended om he ole.
1.2.
Chai Elec ion
The elec ion o he Chai is a sepa a e elec ion om ha o he o he S ee ing Boa d
membe s.
Nomina ions
Any CoARA membe o ganisa ion can nomina e one o i s employees, o o he pe sons
a ilia ed o ha ing a con ac ual ela ion wi h hem, as candida e o elec ion as he Chai .
Each candida e mus submi a b ie mo i a ion s a emen and a na a i e CV desc ibing
hei backg ound and expe ise, including how hey ma ch he p o ile sough o he Chai
posi ion. Candidacies mus be ecei ed by he designa ed deadline se by he Sec e a ia ,
which will be a leas wo weeks be o e he scheduled o e.
Vo ing
The Chai elec ion p ocess is synch onised wi h Gene al Assembly mee ings so as o make
bes use o g ea e engagemen , whe e possible. All CoARA membe o ganisa ions a e
eligible o o e in he Chai elec ions. An on-line o ing sys em will be a ailable o he
elec ion.
P ocess
The Sec e a ia will p o ide in o ma ion on each candida e a leas one week be o e
he elec ion and suppo in o med membe ship o ing. The Sec e a ia uns he
elec ion and akes he ollowing s eps:
•
Each CoARA membe can gi e one o e o he Chai .
• Vo es a e cas in pe son o online, anonymously, and he candida e wi h he mos
o es is elec ed as he Chai .
•
I
n
h
e
un
li
k
el
y
e e
n
o
a
d
a
w
,
h
e
Se
c
e a
i
a
w
ill
d
e
i
n
e
a
m
ec
h
a
n
i
s
m
o
e
n
s
u
e
a
a
i
ou
c
ome
(
e.
g
.
,
he
I
n
e
i
m
C
h
a
i
s
w
ill
b
e
p
o
i
d
ed
ea
c
h
w
i
h
a
n
ex
a
o e
)
.
Su
c
h
a
mechanism will be ag eed wi h he Gene al Assembly, o ensu e
anspa ency.
•
The Sec e a ia con i ms he alidi y o he elec ion and announces he new
Chai as
s
oon
a
s h
e
es
u
l
s
h
a
e
b
ee
n
c
o
n
i
med
.
The new Chai begins hei e m
upon announcing he elec ion esul s. Du ing he i s h ee mon hs o hei
ope a ions, he lea ing Chai is eques ed o suppo he wo k o he new Chai and
ensu e smoo h knowledge ans e .
6
1.3.
Vice-Chai (s)
The ole o he Vice-Chai (s) is o ep esen he in e es o he CoARA, no o ep esen hei
own in e es s, hose o hei employe (s) o o he o ganisa ional in e es s.
The Vice-Chai (s) mus be employee(s) o , o o he wise a ilia ed o ha ing a con ac ual
ela ion wi h membe s o he CoARA.
The Vice-Chai (s), oge he wi h he Chai , o m an Execu i e Commi ee ha discusses he
main o ien a ions o he Coali ion o be ag eed wi h he S ee ing Boa d and adop ed by he
Gene al Assembly.
Te m o Elec ed Vice-Chai (s)
•
The Vice-Chai (s) se e(s) o a e m o wo yea s. The e m can be enewed
once by one-yea consecu i e pe iod.
• The i s elec ion o he S ee ing Boa d (SB) will howe e o esee s agge ed e ms o
he
en
memb
e
s
o
h
e
SB
o he
h
a
n
h
e
C
h
a
i
.
F
i
e
SB
me
mb
e
s
w
ill
b
e
el
e
c
ed
o
a
o
n
e
-
yea e m while i e SB membe s will be elec ed o a wo-yea e m.
As membe (s) o
he SB, he s agge ed e m o he i s elec ion will apply o Vice-
Chai (s) as well.
Vice-Chai Resigna ion
• A Vice-Chai can esign a any ime du ing he e m. The in en ion o esign
is
communica ed o he Sec e a ia and includes a minimum o wo weeks’ no ice.
• I he place o a Vice-Chai is aca ed du ing a pe son’s e m, a new Vice-Chai is
elec ed by he S ee ing Boa d o inish he e m. Candida es a e iden i ied wi hin he
cu en membe s o he S ee ing Boa d.
Vice-Chai Te mina ion
• A Vice-Chai can be dismissed om he ole on he g ounds o no ollowing he
CoARA Code o Conduc and/o he p inciples ou lined in he Go e nance documen
and in his documen . Any decision in his ega d will be made by he Gene al
Assembly on hea ing e idence. Te mina ion is decided by he Gene al Assembly
wi h a wo- hi ds majo i y o he Gene al Assembly membe s p esen o
ep esen ed. Reaching o he quo um does
n
o
a
pp
l
y
o
h
i
s
o e
.
Wh
il
e
a
w
a
i
i
n
g
o
h
e
G
e
ne
a
l
A
ss
emb
l
y
d
ec
i
s
i
o
n
,
h
e
V
i
c
e
-
C
h
a
i
will be suspended om he ole.
1.4.
Vice-Chai (s) Elec ion
Nomina ions
Any candida e o elec ion o he S ee ing Boa d can a he same ime decla e candidacy
o a Vice-Chai posi ion.
Vo ing and P ocess
•
The candida e(s) who ecei e mos o es in he elec ion o he S ee ing Boa d
7
and who
h
a
d
a
l
s
o
d
ec
l
a
ed
c
a
n
d
i
d
a
c
y
o
V
i
c
e
-
C
h
a
i
,
a
e
n
om
i
n
a
ed
V
i
c
e
-
C
h
a
i
(
s
)
.
•
I
n
h
e
un
li
k
el
y
e e
n
o
a
d
a
w
,
h
e
Se
c
e a
i
a
w
ill
d
e
i
n
e
a
m
ec
h
a
n
i
s
m
o
e
n
s
u
e
a
a
i
ou
c
ome
(
e
.
g
.
,
h
e
C
h
a
i
w
ill
b
e
p
o
i
d
ed
w
i
h
w
o
ex
a
o es
)
.
S
u
c
h
a
me
c
h
a
n
i
s
m
w
ill
b
e
ag eed wi h he Gene al Assembly, o ensu e anspa ency.
•
The Sec e a ia con i ms he alidi y o he elec ion and announces he new Vice-
Chai (s)
a
s s
oon
a
s
h
e
es
u
l
s
h
a
e
b
ee
n
c
o
n
i
med
.
2.
Rules o P ocedu e – S ee ing Boa d
2.1.
Backg ound
The S ee ing Boa d (SB) is esponsible o he o e all o e sigh , success, s a egy, wo k plan
and sus ainabili y o he CoARA. The S ee ing Boa d is a collegial body, ha aims o each
decisions by consensus, o he wise he Chai may o ganise o es.
The SB esponsibili ies a e ou lined in he CoARA Go e nance documen . SB membe s will
con ibu e in kind o he ac i i ies o he CoARA. Reimbu semen o a el and
accommoda ion expenses o pa icipa ing in CoARA mee ings o ep esen ing CoARA a
ex e nal e en s migh be o eseen, only o he ex en ha he inancial esou ces o CoARA
a e su icien and he CoARA ag ees o eimbu se such expenses.
Engagemen wi h o he CoARA bodies
• The SB pa icipa es in he Gene al Assembly o ensu e op imal coo dina ion and o
allow he SB o aise issues ha need a Gene al Assembly decision.
• The SB is chai ed by he Chai , who is also a membe o he SB.
• The SB has access o suppo om he CoARA Sec e a ia .
SB Repo ing
The SB decides on he equency and mechanisms o i s mee ings. The Coali ion
Sec e a ia will ake no es a each mee ing. The decisions and ou pu s o he SB a e sha ed
wi h CoARA membe s.
2.2.
SB Membe ship
The ole o SB membe s is o ep esen he in e es o CoARA, no o ep esen hei own
in e es s, hei employe (s) o o he o ganisa ional in e es s.
While a di e si y o p o iles is alued, SB membe s a e expec ed o ha e expe ise and a
b oad o e iew o esea ch assessmen issues and be commi ed o pa icipa e in CoARA
ac i i ies. They a e also expec ed o ha e s ong leade ship and communica ion skills.
The SB consis s o a maximum o 11 elec ed membe s, including he Chai and up o wo
Vice- Chai s. The o al numbe o membe s mus be an odd numbe .
By cas ing hei o es, each Gene al Assembly membe o ganisa ion will endea ou o
8
ensu e balance in he SB membe ship in e ms o ypes o o ganisa ions ep esen ed,
geog aphic co e age, gende , and di e si y o disciplines and expe ise.
A balancing algo i hm will be used by he Sec e a ia o ensu e ep esen a i eness and
di e si y o he SB (See sec ion ‘Balancing algo i hm’).
SB membe s will ag ee among hemsel es on which Vice-Chai will ac as he T easu e .
The T easu e will o e see he managemen o he inancial a ai s o he CoARA and will be
suppo ed by he Sec e a ia .
Te m o Elec ed SB Membe s
•
SB membe s a e elec ed o an ini ial e m o wo yea s. The e m can be enewed
wice by one-yea consecu i e pe iods. The o al e m o a SB membe canno be
mo e han ou yea s.
• The i s elec ion o he SB will howe e o esee s agge ed e ms o he en membe s
o h
e
SB
o
he
h
a
n
h
e
C
h
a
i
.
F
i
e
S
B
memb
e
s
w
ill
b
e
e
l
ec
ed
o
a
o
n
e
-
yea
e
m
w
h
il
e
i e SB membe s will be elec ed o a wo-yea e m.
SB Membe ship Cons ain s
• SB membe s mus be employees o , o o he wise a ilia ed o ha ing a con ac ual
ela ion wi h membe s o he CoARA. In case he o ganisa ion lea es he CoARA, o
in case he SB membe lea es he o ganisa ion membe o he CoARA, i s e m as
SB membe will e mina e.
•
SB
me
mb
e
s
c
o
u
l
d
b
e
memb
e
s
a
n
d
/
o
c
h
a
i
s
o
W
o
k
i
n
g
G
ou
p
s
.
H
ow
e e
,
i
n
o
d
e
o
ensu e he independence o he SB, SB membe s abs ain om any SB
decisions abou Wo
k
i
n
g
G
ou
p
s
o
w
h
i
c
h
h
e
y
a
e
c
h
a
i
s
.
Obse e s o he SB
To ensu e coo dina ion o he SB wi h o he CoARA bodies, obse e s may be in i ed o
pa icipa e in SB ac i i ies. This may include a leas one ep esen a i e om he Sec e a ia ,
o p o ide suppo as needed.
Indi idual expe s may also be b ough in as SB obse e s, o speci ic asks, i and when
needed and ag eed by he SB.
SB Resigna ion
• SB membe s can esign a any ime du ing hei e m. I a posi ion on he SB is
aca ed du ing a pe son’s e m, he SB will co-op a new membe o ill he acancy
un il he end o he e m. The co-op ed membe will be iden i ied based on
sugges ions om he SB membe s. Whe e possible, a balanced composi ion o he
SB should be main ained.
SB Te mina ion
• SB membe s can be dismissed om SB on he g ounds o no ollowing he CoARA
Code o Conduc and he p inciples ou lined in he Go e nance documen and in
his documen . Any decision in his ega d will be made by he Gene al Assembly on
9
hea ing e idence. Te mina ion is decided by he Gene al Assembly wi h a wo- hi ds
majo i y o he Gene al Assembly membe s p esen o ep esen ed. Reaching o he
quo um does
n
o
a
pp
l
y
o
h
i
s
o e
.
W
h
il
e
a
w
a
i
i
n
g
h
e
G
e
ne
a
l
A
ss
emb
l
y
d
ec
i
s
i
o
n
,
h
e
SB
me
mb
e
will be suspended om he ole.
2.3.
SB Elec ion
The elec ion o he SB membe s is a sepa a e elec ion om ha o he Chai .
Aim
In o de o ul il hei ole, SB membe s should o igina e om a di e se se o o ganisa ion
ypes (see sec ion on “SB Membe ship”). The SB composi ion should aim o balance in
ypes o o ganisa ions, geog aphic co e age, gende , and di e si y o disciplines and
expe ise. A di e se SB makes be e decisions o a di e se communi y, and CoARA
membe o ganisa ions a e encou aged o ake his in o accoun when o ing. The SB
elec ion p ocess is designed o suppo he main enance o some o hese balances wi hin
he SB by making i clea which backg ounds he indi idual candida es ha e.
Nomina ions
Any CoARA membe o ganisa ion can nomina e one o i s employees, o o he pe sons
a ilia ed o ha ing a con ac ual ela ion wi h hem, as candida e o elec ion o he SB.
Each candida e mus submi a b ie mo i a ion s a emen and a na a i e CV desc ibing
hei backg ound and expe ise, including how hey ma ch he p o ile sough o he
S ee ing Boa d membe / Vice-Chai posi ion. Candidacies mus be ecei ed by he
designa ed deadline se by he Sec e a ia , which will be a leas wo weeks be o e he
scheduled o e.
Vo ing
The SB elec ion p ocess is un on a yea ly cycle, which is synch onised wi h Gene al
Assembly mee ings so as o make bes use o g ea e engagemen , whe e possible. All
CoARA membe s a e eligible o o e in he SB elec ions. A sys em o o ing in pe son o
online (e.g., LimeSu ey) is used o conduc he elec ion.
Each CoARA membe can gi e one o e o each acancy on he SB.
P ocess
The CoARA will ensu e a balanced SB by p o iding in o ma ion on each candida e a leas
one week be o e he elec ion, suppo ing in o med membe ship o ing, and by
implemen ing an algo i hm based on balancing c i e ia. The Sec e a ia uns he elec ion
and akes he ollowing s eps:
•
A
li
s
i
s
p
ep
a
ed
o
h
e
e
ms
op
e
n
o
e
l
ec
i
o
n
,
o
w
h
i
c
h
o
g
a
n
i
z
a
i
o
n
a
l
c
a
eg
o
y
(
s
ee
s
ec
i
o
n
o
n
“
SB
M
e
mb
e
s
h
i
p
”
)
a
e
ex
p
ec
ed
o
b
e
a
dd
es
s
ed
,
a
n
d
o
w
h
a
g
eog
a
p
h
i
c
a
l
o
i
g
i
n
,
g
e
n
d
e
,
d
i
s
c
i
p
li
n
es
a
n
d
ex
p
e
i
s
e
a
e
d
es
i
a
b
l
e
.
T
h
i
s
i
n
o
ma
i
o
n
i
s
ma
d
e
a
a
il
a
b
l
e
o Gene al Assembly e iew app oxima ely wo
weeks be o e he scheduled o e.
