New Terms of Reference and Rules of Procedure for the STC 1 ...

Annex 3
to ESO/Cou-1176 rev.
Page 1
New Terms of Reference and Rules of Procedure for the STC
1. Terms of reference
The ESO Scientific Technical Committee (STC) is established as an advisory committee
under the responsibility of the ESO Council, in accordance with Article V, paragraph 10
of the ESO Convention.
The STC shall:
1.1 Advise Council and the Director General on policy matters of scientific and
technical importance related to the planning and operation of ESO.
1.2 Advise Council and the Director General on scientific priorities for projects and
programmes, and the equipment, maintenance and upgrade of ESO facilities
upon the request of Council or the Director General.
1.3 Assist ESO in informing the astronomical communities in Member States
about the status, background, and motivation for ESO's scientific and
technical planning.
2. Structure and Membership
2.1 The STC consists of one (1) member from each Member State and one (1)
member from Chile plus up to six members-at-large who may be from nonmember
states.
2.2 Members are appointed by Council following a proposal by the Director
General, who must receive from the Council delegations, when required, a list
of at least three candidates with proven high scientific-technical competence.
2.3 Members are appointed for three-year staggered terms so that about an equal
number retire each year. Members may be renewed for a second three-year
term.
2.4 Adequate coverage of the relevant astronomical disciplines and techniques at
all times should be aimed at in appointing the individual members.
2.5 The STC Chair is appointed annually by Council for no more than three
consecutive years. A proposal is made by the Director General to Council.
2.6 At its first meeting in each year, the STC elects from its members a Vice Chair
to replace the Chair when she/he is unable to fulfil her/his functions.
2.7 The STC Chair or Director General can propose the setting up of expert Sub-
Committees for approval by Council. The STC is responsible for proposing the
members of such Sub-Committees for approval by the Director General.

Annex 3
to ESO/Cou-1176 rev.
Page 2
3. Conflicts of interest
3.1 The general definition and rules for dealing with conflicts of interest on ESO
committees apply to the STC.
3.2 The Principal Investigator (PI) or Co-PIs of an instrument or project in
preparation, in study phase, or under construction in the ESO programme
normally cannot serve on the STC.
4. Functioning
4.1. The STC meets at least twice a year at the request of Council or the Director
General.
4.2 STC meetings are convened by its Chair, who sets the draft agenda in
consultation with the Director General.
4.3 The formulation of the conclusions and recommendations of the STC is made
under the responsibility of its Chair.
4.4 The recommendations are made public as soon as they are finalized.
4.5 The STC can set up ad-hoc working groups in consultation and agreement with
the Director General.

Annex 4
to ESO/Cou-1176 rev.
Page 1
New Terms of Reference for STC Sub-Committees
1. Terms of reference
The ESO Scientific and Technical Committee shall have expert Sub-Committees.
STC Sub-Committees shall
1.1 Advise STC on technical and scientific matters related to specific areas where
specialized technical knowledge is required, such as new projects (ALMA & ELT), or
novel observing technologies such as optical interferometry, advanced AO, etc.
1.2 Advise STC on major items concerning telescopes and instrumentation.
1.3 Advise STC on scientific priorities for projects and programs, the maintenance,
upgrade, and operations of ESO facilities in the specific area of expertise of each
Sub-Committee, upon request of STC or on its own initiative.
1.4 Keep STC informed of the long-term scientific priorities and plans of the
astronomical communities in the ESO member states in the context of world-wide
astronomical endeavours.
2. Structure and Membership
2.1 Each Sub-Committee consists of 7-9 members appointed by the Executive upon
proposal by STC.
2.2 Members will be selected by their expertise and scientific eminence in the
corresponding domain. The Chair and at least two other members will also be
members of STC. The Chair will be appointed by the Chair of STC in consultation
with the Sub-Committee.
2.3 Members are appointed for three-year terms, renewable.
3. Functioning
3.1 STC Sub-Committees meet at least twice a year at the request of STC, or at their
own initiative. Meetings at the request of STC will take place before the regular
meetings of STC in such a way that the advice from Sub-Committees can be
conveyed to STC in a timely and efficient manner.
3.2 The meetings are convened by the Chair who sets the draft agenda in consultation
with the Executive and the chair of STC.
3.3 The formulations of the conclusions and recommendations are made under the
responsibility of the Chair. While the recommendations of STC are public, the
recommendations of the Sub-Committees may remain confidential at the discretion
of the Chair of the Sub-Committees, the STC and the Director General.
3.4 Each Sub-Committee shall set up its own rules of procedure.