IAEA INTERNATIONAL GRAPHITE KNOWLEDGE BASE ON NUCLEAR GRAPHITE - WORKING ARRANGEMENT
Establishment of International Graphite Knowledge Base and Database
Pursuant to Article III, paragraph A.3 of its Statute, the International Atomic Energy Agency (hereinafter referred to as the "Agency") shall establish the International Knowledge Base (hereinafter known as the “Graphite Knowledge Base”) on Nuclear Graphite, incorporating the International Database on Irradiated Nuclear Graphite Properties (hereinafter referred to as "Graphite Database") in collaboration with interested Agency Member States and organizations in Member States recognized by those States. This project shall be established within the Division of Nuclear Energy with effect from 1st January 2010, upon transfer from the Division of Nuclear Applications.
The Graphite Knowledge Base shall consist of documentary information on the behaviour of nuclear graphite, including irradiation behaviour, and the incorporated Graphite Database shall consist of data on the physical, chemical, mechanical and other relevant properties of irradiated nuclear graphites contributed by Member States
and organizations in Member States recognized by those States.
The operation of the Graphite Knowledge Base and Graphite Database shall be financed by the participating Member States along with voluntary contributions from interested parties (“Sponsors”).
Purpose and Objectives of Graphite Knowledge Base
The purpose of the Graphite Knowledge Base is to preserve and further expand the existing scientific information on the manufacturing and utilisation of nuclear-grade graphite, including the origins of source materials, upon its irradiation behaviour, and all relevant information associated with its employment in peaceful atomic energy applications, in order to assist all aspects of the graphite ‘lifecycle’ including reactor design, operation (including safety issues), dismantling and disposal.
The Graphite Knowledge Base shall (a) facilitate the development of national and international programmes on graphite moderated reactors and fusion technologies, (b) assist the safety authorities in the assessment of safety aspects of graphite moderated reactors, including the safety aspects of reactor decommissioning, and (c) serve as a comprehensive source of scientific information for a broad range of material science applications, including the non-nuclear technology areas.
Purpose and Objectives of Graphite Database
The purpose of the Graphite Database is to preserve and further expand the existing scientific information on the physical, chemical, mechanical and other properties of irradiated graphites (including zero dose) relevant for nuclear power, nuclear safety and other nuclear science and technology applications, and to create a comprehensive international source for such information including reference data.
The Graphite Database shall: (a) facilitate the development of national and international programmes on graphite moderated reactors and fusion technologies, (b) assist the safety authorities in the assessment of safety aspects of graphite moderated reactors, including the safety aspects of reactor decommissioning, and (c) serve as a comprehensive source of scientific information for a broad range of material science applications, including the non-nuclear technology areas.
Definition of ‘Phase 2’ of the Project
The compilation of the Graphite Database was considered essentially complete with the issue of a DVD record in July 2009, although the Database Members consider that further refinement and expansion will continue. However, future projects utilising the Database will be undertaken commencing in January 2010, alongside the creation of the Graphite Knowledge Base into which all other parts of the project will be incorporated. These combined activities shall for convenience be known as ‘Phase 2’. Activities prior to this date shall for convenience be known as ‘Phase 1’.
The combined Graphite Database and Graphite Knowledge Base shall for convenience be known as the Graphite Knowledge Base with effect from 1st January 2010.
Membership of the Graphite Knowledge Base
Membership in the Programme shall be restricted to Member States of the Agency which are willing and able to make relevant contributions to the project which are owned by them or non-governmental organizations within their territories.
To participate, an official request to this effect (Application for Membership) is to be made by the Member State to the Director General of the Agency. Such request shall include the information proscribed in Section 5.3 below and a commitment to fulfil the obligations laid down in Section 6.1 below. Member States participating in Phase 1 at the transfer date (1st January 2010) shall be deemed to be Members of Phase 2 without further requirements. Those States which are accepted are hereinafter referred to as ‘Graphite Knowledge Base’ Members.
A prospective member of the Graphite Knowledge Base shall provide to the Agency, together with the application for membership, the following information:
(a) extent of relevant data or information offered for immediate inclusion in the Graphite Knowledge Base, or the planned contribution to an included project utilising the Knowledge Base information; (including any access restriction);
(b) indications of the future contributions to the Graphite Knowledge Base;
(c) statement of acceptance of the obligations stipulated in Section 6.
Every Member State which is a member of the Graphite Knowledge Base shall appoint a Liaison Officer to act as a co-ordinator and focal point for the Agency. A Deputy Liaison Officer may also be appointed.
Each Graphite Knowledge Base Member fulfilling its responsibilities as laid down in Section 6.1 below shall have the same rights and privileges with respect to the Graphite Knowledge Base.
Member States which are not in possession of information of data relevant to the Graphite Knowledge Base, but have a strong interest in the use of such data and in the development of the Graphite Knowledge Base, may be accepted as Associate Members of the Graphite Knowledge Base.
A prospective Associate Member State of the Graphite Knowledge Base shall make an official request (Application for Associate Graphite Database Membership) to the Director General of the Agency. Such request shall include the following information:
(a) description of the current and future information needs of the Member State which motivate the application for Associate Graphite Knowledge Base Membership;
(b) description of the expected contribution to the Graphite Knowledge Base development and maintenance, outwith the provision of existing information and data;
(c) statement of acceptance of the obligations stipulated in Section 6.
A Member State which has been accepted as an Associate Graphite Knowledge Base Member shall appoint a Liaison Officer to act as a Co-ordinator and focal point. A Deputy Liaison Officer may also be appointed.
Each Associate Graphite Knowledge Base Member fulfilling the responsibilities of Section 6.2 below shall have equal rights and privileges with respect to the Knowledge Base.
The principal responsibilities of the Liaison Officer shall be to co-ordinate the input to the Knowledge Base from the corresponding Knowledge Base Member State, to ensure that it satisfies the accepted standards and format, and to regulate access to the Knowledge Base by appropriate organisations and individuals with that Member State.
Responsibilities of Graphite Knowledge Base Members
A Member of the Graphite Knowledge Base shall be responsible at its own expense for:
6.1.1. the collection, validation, categorization, specification and appropriate formatting of nuclear graphite information and property data relevant to the Graphite Knowledge Base;
6.1.2. providing periodically to the Agency, in accordance with the wishes of the Technical Steering Committee (Section 9), properly validated, categorized, documented and formatted information and data owned either by the Member State or non-governmental organization within its territory for inclusion in the Graphite Knowledge Base;
6.1.3. providing advice and recommendations to the Agency on matters relating to the maintenance, improvement and development of the Graphite Knowledge Base;
6.1.4. providing information services to and monitoring contact with, to the extent practicable, users of the Graphite Knowledge Base within its territory and representing users' views at Technical Steering Committee meetings;
6.1.5. obtaining clearance from appropriate Graphite Knowledge Base Members before providing information derived from the Graphite Knowledge Base to non-members of the Knowledge Base.
Each Knowledge Base Member shall identify any information amongst that provided as input into the Graphite Knowledge Base which shall be treated as ‘restricted’. If no explicit indication in that respect is made, the Agency shall treat all such data as ‘restricted’, until clarification has been obtained. Knowledge Base Members should however seek to avoid the need for such restriction whenever possible.
An Associate Member of the Graphite Knowledge Base shall be responsible at its own expense for:
6.3.1. providing information at the meetings of the Technical Steering Committee regarding its needs for irradiated nuclear graphite data;
6.3.2. providing information on the Graphite Knowledge Base and its use to the users within its territory;
6.3.3. providing advice and recommendations to the Graphite Knowledge Base Members on matters relating to the use of the Graphite Knowledge Base within its territory.
Management of Graphite Knowledge Base
The Agency shall provide secretariat functions for the Graphite Knowledge Base.
The principal functions of the Agency Secretariat, subject to availability of funds, are:
7.2.1. the management of the Graphite Knowledge Base, to ensure that its rules and procedures are correctly implemented, and to ensure the efficient operation and continued improvement of the Graphite Knowledge Base. The Secretariat shall take into account the interests of all Graphite Knowledge Base members, including those with associate status, in managing the operation of the Graphite Knowledge Base;
7.2.2. arranging meetings of the Technical Steering Committee of the Graphite Knowledge Base and, if necessary, other meetings related to the Graphite Knowledge Base;
7.2.3. preparation and custody of registers of Graphite Knowledge Base Members, Associate Graphite Knowledge Base Members and Graphite Database sponsors;
7.2.4. administration of any granted internal Agency funding and the extra-budgetary contributions from Graphite Knowledge Base Members Associate Members, and other financial Sponsors in accordance with the Agency Financial Regulations and Rules;
The Nuclear Energy Division of the Agency shall provide a landing page and access to the IT platform for the Graphite Knowledge Base in association with the Knowledge-Base web page.
The principal functions of the Nuclear Energy Division IT Services, subject to availability of funds, are:
7.4.1 provision for an interface between the IAEA webpage (‘parent page’) dedicated to the Graphite Knowledge Base and the Graphite Knowledge Base operational software (Microsoft SharePoint) and the Knowledge Base content;
7.4.2 training, upon request, of Member's personnel in the preparation and processing of data and document input and retrieval procedures the data input and with data retrieval procedures. Training material will be provided to the Agency to enable training delivery;
7.4.3 security advice for the Graphite Knowledge Base in accordance with Section 11 of this Working Arrangement;
7.4.4 management of user-id and password privileges for participating individuals.
All activities conducted in relation to the Graphite Knowledge Base shall be conducted in accordance with appropriate processes of Quality Assurance which shall be approved by the Technical Steering Committee and by the Agency. A current published Agency report documenting these procedures shall be available to participants and to any interested parties. For any new research activity (Section 13) additional QA documentation may be required.
Access to the Graphite Knowledge Base
Members and Associate Members of the Graphite Knowledge Base who have fulfilled all requirements specified in Section 6 shall have full access to all information in the Knowledge Base.
Individuals within appropriate organisations within participating Member States will be issued by IAEA Nuclear Energy Division IT personnel with unique user ids and passwords to enable access to the Knowledge Base. These user ids and passwords are for the invididual user only and must not be shared with any other person. The integrity of the user id and password is the responsibility of the user, who is responsible for secure storage of that information. If a user suspects that an identity is being misused, the password should be immediately changed, and Nuclear Energy Division IT personnel informed.
Non-members of the Graphite Knowledge Base may access all unrestricted information in the Graphite Knowledge Base.
Access to restricted information by non-members shall be through the Agency, and will require the express approval of the Member who supplied the information. Any request by a non-member made to the Agency for the release of restricted information from the Graphite Knowledge Base shall contain detailed specification of the requested information and a description of the purpose and planned use of the information. The approval of the data supplier and all records of the request shall be entered and kept in a registry by Agency for the life of the Graphite Knowledge Base.
Any request for access to the Graphite Knowledge Base by a non-member shall be at its own expense.
Any final product or publication of any user resulting from the use of, or containing information obtained from, Graphite Knowledge Base shall refer to and acknowledge the Graphite Knowledge Base and the information supplier (i.e. original data source). Acceptance of such obligation by the potential user shall be a condition for release of the information.
The Agency shall have the same rights of access to the Graphite Knowledge Base as a
Member. The Agency may use restricted data in the Graphite Knowledge Base for analyses, evaluations or for preparing guidelines and recommendations for developing countries, but without releasing the information itself.
If a Member of the Graphite Knowledge Base elects to withdraw from membership, information provided by that Member will remain in the Graphite Knowledge Base. Restricted information provided by a former Member may be released only with the approval of that Party.
Technical Steering Committee
There shall be a Technical Steering Committee of the Graphite Database made up of: (a) one representative from each Member State of the Graphite Knowledge Base appointed by the appropriate national authority, and (b) one representative each of Associate Member. A representative of the Agency shall attend meetings of the Steering Committee as an observer. The Technical Steering Committee shall arrange to present a report on Knowledge-Base activities to each meeting of the IAEA Working Group on Gas Cooled Reactors (TWGGCR).
Members of the Technical Steering Committee shall elect from among themselves a Chairman who shall then hold the office for three years. This appointment shall be approved by the Director General of the Agency. The triennial cycle shall commence with the establishment of Phase 2 of the project in January 2010.
The Technical Steering Committee shall meet at intervals approximately once a year. The agenda for each meeting will be prepared by the Agency Secretariat in consultation with the Chairman of the Committee, and issued to the Committee Members at least one month before the meeting.
The programme of the Technical Steering Committee meetings will include:
(a) all technical matters relating to Graphite Knowledge Base content operation, including Quality Assurance of the content;
(b) evaluation of the Graphite Knowledge Base status and operations, and the progress made in its development;
(c) management of the technical programmes for all supporting analytical and review activities;
(d) consideration of any required annual progress report prepared by the Agency, in cooperation with the Liaison Officers of Graphite Knowledge Base Members;
(e) preparation of a periodic report to the TWGGCR;
(f) evaluation of the procedures regulating the operation of the Graphite Knowledge Base, including data and information security;
(g) consideration of financial aspects of the Graphite Knowledge Base and recommending relevant measures and actions;
(h) discussion of proposals from the Members and Associate Members
relating to the operation and development of the Graphite Database;
(i) advice to the Agency on any requests received for Membership, Associated Membership and information release.
Urgent decisions or recommendations of the Steering Committee which may be required by the Agency in the process of management and operation of the Graphite Knowledge Base shall be taken or formulated by the Chairman of the Technical Steering Committee after obtaining consent from all available members of the Steering Committee, by electronic communication if necessary.
The Chairman of the Technical Steering Committee may invite one representative of each of the current Graphite Knowledge Base Sponsors to attend the Technical Steering Committee meetings as observers for obtaining information or advice on specific items of the agenda or following a specific request for attendance from the Sponsors. The invitation will be extended through the Agency.
Participation in meetings of the Technical Steering Committee shall be at the expense of the respective Member, Associate Member or Sponsor.
Knowledge Base Sponsors
Non-governmental organizations which have made voluntary contributions to the operation and maintenance of the Graphite Knowledge Base are identified as Knowledge Base Sponsors.
An appropriate acknowledgment shall be given to a Knowledge Base Sponsor (and former Database Sponsors) in all general documents related to the Knowledge Base (e.g. webpage, CD/DVD Database issues, etc), with indication of the period of its sponsorship.
A current Knowledge Base Sponsor may access restricted information on the same basis as a Member, subject to the full provisions of this Working Arrangement.
In addition to the provisions of Section 9.6, a current Knowledge Base Sponsor shall be informed about the Agenda of each forthcoming Steering Committee Meeting and may request to be invited to attend the meeting.
A current Knowledge Base Sponsor may upon their request, be invited to any other technical meeting that may be organized by the Agency in relation with the Graphite Knowledge Base.
Responsibility for the security of the Graphite Knowledge Base shall rest with the Agency. There shall be no release of restricted data other than by the means described below.
Unrestricted information may be made available by the Internet via the Knowledge Base ‘parent page’.
Restricted information will be held in the Graphite Knowledge Base by the Agency on a secure system which forbids external Internet access without appropriate security protocols (usernames/passwords). Transmission of these restricted data by any user to any authorised third party shall be entirely in the form of a password-protected CD-ROM or DVD with appropriate precautions to secure the material
Security for transmission of restricted data to the Agency for future inclusion in the Graphite Knowledge Base shall be the responsibility of the Member supplying the data.
Change of Status
If the Technical Steering Committee decides that a Knowledge Base Member or Associate Member is not adequately fulfilling its responsibilities laid out in Section 6 above, discussions will be initiated and a concerted effort made to bring the that Member or Associate Member into compliance. A Knowledge Base Member or Associated Member that has not fulfilled its responsibilities as laid down in Section 6 above for two consecutive years, shall forfeit the right to access the Graphite Knowledge Base stipulated in Section 8 above, except in cases where the Technical Steering Committee, is satisfied that the failure is due to conditions beyond the control of the Knowledge Base Member or Associate Member.
Research Project Management
The Technical Steering Committee may from time to time initiate specific research activities utilising the Graphite Knowledge Base, or respond to external requests for such investigations. Subject to the approval of the Agency, such activities may be undertaken by the entire Technical Steering Committee or by a sub-committee which may include Technical Steering Committee members and members of appropriate organisations within the participating Member States.
In addition, where it is agreed to be appropriate, additional participants from Member States which are not present Members of the Graphite Knowledge Base may be included. In this case, these participants will be fully bound by the conditions of this Working Arrangement and must first provide such an undertaking in writing to the Agency before being granted access to the ‘restricted’ areas of the Graphite Knowledge Base. Such access will cease at the conclusion of the research activity.
At the commencement of any new activity, the participants shall review the need for compliance with Quality Assurance procedures and shall also review the need for any project-specific quality documentation.
All written and electronic reports and documents including working material arising from such research activities will be the property of the Agency and will remain subject to the requirements of this Working Arrangement indefinitely. Such materials may be further distributed beyond the Members of the Graphite Knowledge Base only according to current Agency protocols.
"Member State" means a Member State of the Agency
"Unrestricted Data" are data published in open literature and those data offered by Knowledge Base Members on behalf of data supplier for free dissemination. All other data are to be regarded as "Restricted Data".
"Data Supplier" or “Information Supplier” is the originating organization for data within the Member State.
This version of the Working Arrangement was approved at the Technical Steering Committee meeting held at IAEA Vienna in January 2011