Panel Renewal 2018

Management Board Meeting 21 March 2018

2

Agenda

Selection Timeline

Selection Process

Selection Funnel

Selection Funnel - Age and Gender Statistics

Comparison with 2015 – 2018 Nominated Experts

Selected Experts analysis

Results of the Call for Experts

Onboarding framework

3

Selection Timeline

Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

Publication of experts call

Eligibility screening

PRSC Meeting (Eligibility endorsement)

Evaluation Step 1

Evaluators discrepancies Meetings (Step 1)

PRSC Meeting (Evaluation Step 1 endorsement)

Evaluation Step 2 & Expertise mapping

Evaluators discrepancies Meetings (Step 2)

PRSC Meeting (Shortlist endorsement)

External review

Meeting with External Reviewers

Panel composition

PRSC Meeting (panel composition agreement)

DOI screening

PRSC Meeting (final report endorsement)

Report for ED & approval

Documents for MB

20/09

10/10

14/11

7/12

8/09

15/09

29/09

6/10

6/11

10/11

30/11

8/12

9/02

2/03

21/03

12/12

15/02

2017 2018

4

Selection Process

4. Proven Scientific Excellence

5. Experience in reviewing scientific work

2. Experience in scientific communication

1. Experience in Science project management

STEP 1

Rejected

Step 1

YES

NO NO

STEP 2 STEP 3

External Review 4 External reviewers nominated by the PRSC

3. Experience in scientific assessment and / or provision of scientific advice

General Criteria

Non-panel specific evaluators (randomly selected)

Panel specific evaluators assessing and mapping knowledge according to first choice Panel

Rejected

Step 2

49 Candidates

Panel Specific Criteria

25 Candidates 26 Candidates

10%

YES

Shortlist

Experts proposed for nomination

DOI

Eligibility check

Eligible?

YES

NO

STEP 0

Rejected

Eligibility check

Above Threshold I ?

(40 points)

Above Threshold II ?

(60 points)

Applicants

10%

10%

5

Selection Funnel

1079 Applicants

0. Eligibility check

1. General Criteria

2. Panel Specific Criteria

985 Eligible

485 Shortlisted

3. ADoI & Panel Composition

174 Experts proposed for nomination

Non panel-specific evaluators

Panel-specific evaluators

730 Passed Step 1

Exte

rn

al R

evie

w

✓

1158 Applicants

998 Eligible

453 Shortlisted

213 Experts proposed for nomination

487 Passed internal

evaluation

0. Eligibility check ✓

1. General & Panel Specific Criteria

2. ADoI Screening

2018 – 2021 Call 2015 – 2018 Call* vs.

* Including ANS and CEF 2017 Call

Sampled for review

10% rejected

Sampled for review

10% selected and 10% of rejected

Sampled for

review

10% eligible

6

Selection Funnel – Age and Gender Statistics

Gender Balance

590 490

55% 45%

556 429

56% 44%

109 65

63% 37%

Applicants

Eligible

Selected

Age Distribution

48

245 < 40 years

534 40 y - 55 y

301 > 55 years

23%

49%

28% Average Age

Applicants

Eligible

Selected

49

193 < 40 years

504 40 y - 55 y

288 > 55 years

20%

51%

29% Average Age

54

7 < 40 years

89 40 y - 55 y

78 > 55 years

4%

51%

45% Average Age

296 189

61% 39%

Shortlisted Shortlisted 54

28 < 40 years

232 40 y - 55 y

225 > 55 years

6%

48%

46% Average Age

7

Comparison with 2015 – 2018 Nominated Experts G

ender

Bala

nce

2015 – 2018*

Nominated Experts

2018 – 2021 Selected Experts

Age D

istr

ibution

55

5 < 40 years

105 40 y - 55 y

103 > 55 years

3%

49%

48% Average Age

141 72

66% 34%

Average Age

vs.

54

109 65

62% 38%

* Including ANS and CEF 2017 Call

7 < 40 years

89 40 y - 55 y

78 > 55 years

4%

51%

45%

8

Selected Experts analysis Panel Composition

174

SC

PPR GMO

BIOHAZ

AHAW

NDA

CONTAM

CEP

FAF FEEDAP PLH

6

15 16

16

17

17

17

17

17 17 19

21 20 20

18 17

15

9 9 8

5 4 4 4

3 3 2 2 2 2

1 1 1 1 1 1 0 0

20

28

14

31

36

16

9

6

9

7

4 3

4 4 3

1 0 0

5

0 1 1 1

3 2

3 2

Proposed for Nomination 2018 - 2021

Nominated Experts 2015 - 2018*

Nationality Distribution

Mandates served

35% 16% 49%

Never nominated before in any SP/SC

1st mandate in the specific SP/SC

2nd/3rd mandate in the specific SP/SC * Including ANS and CEF 2017 Call

65% of proposed Experts

9

Gender Distribution

Gender Balance

7

7

8

9

9

10

11

4

14

16

14

10

8

8

8

8

7

6

2

3

3

2

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

FEEDAP

PPR

NDA

BIOHAZ

CONTAM

FAF

CEP

SC

AHAW

PLH

GMO

Selected Experts Gender Balance

63% 37%

109 65

63% 37%

10

Age Distribution Age Distribution

40

46

42

45

42 41 41

37 38

39

36

30

35

40

45

50

55

60

65

70

75

80

FAF CEP CONTAM FEEDAP NDA SC GMO PPR PLH AHAW BIOHAZ

Selected Experts Average Age

Maximum

Minimum

Average Age

54

54

7 < 40 years

89 40 y - 55 y

78 > 55 years

4%

51%

45%

72

76

68

66

64

67

69

72

67 67

58

Average age of the Scientific Committee / Panel

11

Mandates served

63%

53%

47%

44%

41%

35%

29%

24%

23%

12%

6%

5%

6%

18%

41%

18%

47%

50%

31%

42%

53%

50%

59%

65%

53%

35%

59%

41%

50%

GMO

PLH

PPR

NDA

BIOHAZ

AHAW

FEEDAP

CEP

CONTAM

FAF

SC

Never nominated before in any SP/SC 1st mandate in the specific SP/SC 2nd / 3rd Mandate in the specific SP/SC

Mandates served

35% 16% 49%

Never nominated before in any SP/SC

1st mandate in the specific SP/SC

2nd/3rd mandate in the specific SP/SC

Selected Experts Average Mandates served

12

Nationality Distribution

2 2 2 2 2 2

1 1 1 1 1

DE DK FR IT SE UK AT BE ES GR NL

5

2 2 2 2

1 1 1 1

DE IT NL SE UK AT ES NO US

4

3

2

1 1 1 1 1 1 1 1

ES IT PT BG CZ DE DK FR GR NL SI

3

2 2 2

1 1 1 1 1 1 1

FR ES IT UK BE CH CZ EE HU IE LV

3

2 2 2

1 1 1 1 1 1 1

FR DE GR IT BE BG ES IE NL NO UK

1 1 1 1 1 1

CH DK IE IS NL UK

4

2 2 2

1 1 1 1 1 1 1

IT CH FR UK AT DE DK ES GR NL NO

AHAW BIOHAZ CEP

CONTAM FAF FEEDAP

GMO NDA

Scientific Committee

3 3

2 2

1 1 1 1 1 1 1

ES IT GR UK AT BE FR IE NL PT SE

3 3

2 2 2 2

1 1 1

ES FR DE DK NL UK EE FI IT

3

2 2 2 2 2 2

1 1 1 1

ES DE FR IT NL SE UK BE DK GR NZ

PLH

3 3 3

1 1 1 1 1 1

DE FR NL DK ES FI GR SE UK

PPR

13

Nationality Distribution Across Steps

109

71

62 63

38

13

76

24

14

21

7 10

40

8

16

7 8 9

2 3 2 4

21

7

18 18

23

3 1 1 1

19

2

8

1

13

4 1 1

5 2 2 1 1

16 15

4

91

53

58

40

51

28

12

23

18

10 14

6 7

14

7 8

2 3 2 1 2 1 1 3 2

5

9

5

1 1 2 1 1 1 1 1

21 20 20 18 17 15

9 9 8 5 4 4 4 3 3 2 2 2 2 1 1 1 1 1 1

Applicants

Shortlisted

Selected Experts

285

14

Experts’ Affiliation

University

77

Government /

Public Research Institute

51

National Risk

Assessment body

29

Other

17

174 Selected Experts

44%

29%

17%

10%

National Risk Assessment bodies

and

Government / Public Research Institutes

80 Experts (46%)

15

Results of the Call for Experts

Call 2015 - 2018 Call 2018 - 2021

Started the application 1921

Started the application 2330

Tot. Applicants

submitting 1150 Tot. Applicants

submitting 1080

+ ANS & CEF 2017

Why did we lose more than 50% of applicants?

16

Drop-off Analysis

46%

24%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Drop-off* distribution of applicants along the 11 steps of the application. The majority dropped out at the steps: 4 on specific competencies and 5 on specific questions.

* Drop-off is the point in which, the applicants did not continue with their application

Half of the candidates dropped out at the step of required competencies

500 dropped-off applicants were surveyed with 25% response rate.

6.5%

3.2%

4.3%

5.4%

5.9%

8.1%

11.8%

12.9%

15.6%

26.3%

Other

No longer interested in the position

Unclear information on the position offered

Questions too difficult to answer

“Soft” competencies too difficult to assess (e.g.

Communication, Collaboration)

Issues in using the tool (e.g. saving)

I forgot to submit

Unclear information on the effort / time required

to complete the application

Profile not aligned with expertise/experience

required

Too many details/information to provide

54,5%

17

Lessons learned from previous call

• 2-step process reduced time needed in the evaluation phase

• DOI screening only for candidates proposed for nomination

Communication campaing targeting younger and international audience Targeted communication

campaign and 7 years of experience required for eligibility (vs 10 years)

18

Onboarding Framework (1/2)

3 Phases of the Framework

Arrive Prepare Perform

Begins on the day the Experts are

appointed and lasts until their formal

arrival at the EFSA premises.

This phase addresses new joiners’

needs, answers preliminary queries

and completes administrative

requirements.

Starts the day the Experts arrive at

EFSA premises and attend the

Welcome Induction Event.

This phase is focussed on making the

Experts feel welcome and equipped

to start their role.

Begins upon the completion the

Welcome Induction Event and

typically occurs over 6 months.

Experts adapt to their new role,

absorb information, increase

understanding and ultimately

become more productive.

April July July

EMP

19

Onboarding Framework (2/2)

Content of the three phases

Prepare Digital “Welcome pack”: introductory documents, guidance, forms, learning offering

Credentials and link to e-learning platform

Link to webinars and relevant videos

Arrive

July: Welcome Induction Event 3-day event made up by two parts:

o Panel horizontal plenary all SP/SC experts gathered together for 1,5 days to

foster interaction and networking with ad hoc activities

o Panel plenaries additional 1,5 days to follow the Welcome induction event

September: SC plenary as satellite event of the Scientific Conference

Perform E-learnings used as reinforcement

Assessment

EMP

20

Next steps

Steps Date

Notification to all candidates and nomination letters End March 2018

Publication of the names of Panel/ SC Members Mid May 2018

Inaugural meeting and nomination of chairs July 2018