Introduction
PCM (Programme Committee Member) Register is one of the sections available under the left-side navigation menu in the Funding & Tenders Portal. 'Member' encompasses all possible roles/actors: Main Contact Point, Correspondent, Representative, Expert, Observer.
The section is only visible/accessible once you have logged in and you have been assigned the corresponding role:
This section, also called Manage Programme Committee members, lists the Programme Committee Members:
Actors involved
Here below, actors involved for managing PCMs:
1) At the set-up of the solution in the F&T Portal, the EC will ask the Permanent Representation / Mission to provide the name and e-mail of one person (the one to become the Main Contact Point for the country). This exchange happens via traditional offline channels. The Permanent Representation / Mission will not have to perform any operation in the F&T Portal.
2) Role of the Main Contact Point: it would typically be an administrative person in a national ministry or agency, working under the supervision/instructions of someone with the authority to nominate the national delegates. The task of the Main Contact Point is to encode (and update) in the F&T Portal the names and e-mails of the Correspondents for the different programme committee configurations. One and the same person can have the Correspondent role for several configurations (or even all) and each configuration can have one or several correspondents. The Main Contact Point can also nominate him/herself as correspondent for one or more configurations. The Main Contact Point can also nominate one or many Assistant Main Contact Points .
3) Role of the (optional) Assistant Main Contact Point: it would typically be an administrative person in a national ministry or agency, working under the supervision/instructions of the Main Contact Point. This person will be able to perform the same operations as the Main Contact Point: assign and revoke the Correspondent role or nominate him/herself as a correspondent for one or more configurations.
4) Role of the Correspondent: it would typically be an administrative person in a national ministry or agency, working under the supervision/instructions of someone with the authority to nominate the national delegates in the respective programme committee configuration and their working groups (if any). The task of the Correspondent is to encode (and update) in the F&T Portal the names and e-mails of the individual Representatives (and experts) for the different programme committee configurations and working groups (if any). One person can be the Representative for several configurations and working groups. One or several Representatives can be nominated for each configuration or working group. The Correspondent in the Portal is not necessarily (but can be) the same person nominated to be the AGM correspondent.
5) Role of the Representative/Expert or Observer: the representative/expert role is for Member States only, as for the Observer one, this is linked to associated countries.
6) Role of the Programme Committee Working Group Member : in order for a user to be assigned to a working group, they need to have the role of Programme Committee Working Group Member and must be assigned the first configuration that includes a working group. Working groups cannot be assigned to the roles of Expert, Representative or Observer, unless the same person has the role of Programme Committee Working Group Member as well.
7) Role of Correspondent for AGM (Advanced Gateway for Meeting): users with this role can be assigned configurations (as the Correspondent), but cannot assign users.
Steps (1) to (3) will be done only once, at the set-up of the solution – although changes are always possible:
- Only EC can encode the Main Contact Point,
- Main Contact Points can modify Correspondents of their country,
- Correspondents can modify Representatives and Experts (in Member States), and Observers (in Associated Countries) of their country,
- Representatives/Experts/Observers can only modify themselves.
For search purposes, in accordance with Data Protection Regulation (EU) 2018/1725, only representatives and experts from EEA countries (Member States, Norway and Iceland) will have access (in read-only) to data from other representatives, experts and observers of all countries (including Associated Countries) and of other configurations and working groups, provided that they give their consent when completing their details in the Portal.
Once encoded in the F&T Portal, the new member will be prompted to complete the creation of their EU Login account, if not done yet (creating the user credentials for the portal). The encoded personal data (contact data, affiliation…) needs to be kept up-to-date by the member.
Important
You need to consent to make your Person Profile data public, by clicking on Visit your Person Profile next to the Download button (displayed like this only if no Consent given yet):
You see the PCM tab only if you have Expert and/or Representative or Observer role assigned. If you are a Programme Committee Working Group Member, you see the PCM tab as well and you can publish the organisation data.
How to assign a role
Among the listed Program Committee Members, only those with a specific role, will have access to the enabled Add button:
Filters will allow targeted searches, in accordance with Data Protection Regulation (EU) 2018/1725. You can search by name, country, roles or configurations.
By clicking on Add, the following page opens:
As a Programme Committee Member, you can assign a role to a specific person. To do so, fill in all the mandatory fields (above all the role you wish to assign to this person) using the drop-down lists:
Then, the Configuration(s):
Click on Save & Return. A green pop-up appears asking the user to create an EU Login account:
Once the new member has been added, you can use the Search box (or the different filters next to it) in the Manage Program Committee Member page to find him/her:
This new profile can be edited by clicking on the Edit button or revoked with the Revoke button (except delegates).
The PCM tab appears in the My Person Profile section only once the role has been granted to the selected person:
The PCM data of the profile can also be edited by clicking on the Edit button on the right. The following screen will then appear:
What happens once the role has been assigned?
The new member will receive the following notification (example for a new Correspondent):
The new members need now to log in via EU Login. However, if they do not have an EU Login account yet, they will receive a registration link in a separate email. The invitation via mail from EU Login will allow to accept or decline it.
Once the invitation is accepted, the member has to confirm the data, and by confirming, a new EU Login account will be created:
The first time the new users access the Portal, they need to accept the Terms and Conditions:
If the members have already an account on the Portal and have created their person profile, they will see as from now an extra tab called PCM in their Person Profile.
If the they did not create a person profile yet, or if they are new users to the Portal, they need to create their person profile:
After the creation of the Person Profile, the PCM tab will be available. For further information please check My Person Profile.
How to search for the recently added users
Going back to the main screen, the free text search box allows to find the recently added users (in accordance with Data Protection Regulation (EU) 2018/1725). Next to it, you can filter by Country, by Configuration or by Roles via the drop-down menus:
The Download button generates an Excel file, which exports the current combinations and configurations of the different working groups:
