C1: Commission on Policy and Finance: Financial matters restricted meeting, to be held in Michel Spiro's Zoom room] The material for this meeting will be shared elsewhere. Attendees: members of C1 - President - Past-President - President-Designate - Secretary General for Administrative Affairs - Deputy Secretary General for Administrative Affairs - Secretary General - Deputy Secretary General - Associate Secretary General - Treasurer - Invited Vice President for Membership and Development - Invited Vice President for Special Projects Meeting to review the matters to be discussed at the EC&CC meeting, the conduct of that meeting as well as general matters on decisions that are made on a daily basis, especially related to expenses and their control.

Coffee Break (is this necessary?)

C1: Commission on Policy and Finance: Financial matters restricted meeting, continuation

Welcome by Presidency

• Michel Spiro (Université Paris-Saclay (FR))
• Silvina Ponce Dawson
• Sunil Gupta

Introduction of the Participants

• Florencia Canelli (University of Zurich (CH))

Most participants are scattered around the world, <img src="https://indico.global/event/15318/contributions/131514/attachments/63885/123431/EC_CC_group_photo-page-001.jpg" alt="Zoom group photo " style="width:820px;height:270px;"> <br>while a part of the Executive Council have gathered at ICTP, Trieste. <img src="https://indico.global/event/15318/contributions/131514/attachments/63885/123511/EC_CC_Trieste.jpg" alt="EC members gathered at ICTP" style="width:600px;height:400px;">

Approval and adoption of the Agenda

• Silvina Ponce Dawson

Report on the Trieste Office

• Stefano Fantoni

<ul> <li> IUPAP administrative issues <li> Communication channels <li> IUPAP awards and medals </ul>

Report on the Association in Geneva

• Michel Spiro (Université Paris-Saclay (FR))

<ul> <li>IUPAP <a href="https://indico.cern.ch/event/1267694/contributions/5324011/attachments/2723249/4731804/IUPAP%20-%20tax%20exemption%202021-2025.pdf">tax exempt</a> for a period of five years, starting in 2021. Needs to be renewed in 2025. It's advancing. <li>Continuation with accountant and auditor: <a href="https://moore.swiss/en/services/">Moore Stephens Refidar SA</a></li> </ul>

Minutes of the previous EC&CC meeting, "to do list" and matters arising

• Silvina Ponce Dawson

The minutes of the EC&CC meeting held online on January 13-15, 2025 are available <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/121708/Minutes%20EC&CC%20meeting_13_14_15_Jan%202025.pdf">here.</a> We include below the to do list that came from this EC&CC meeting: 1) Need to advertise IUPAP better at flagship conferences. Video on IUPAP to be shown at IUPAP conferences. The video produced for the centenary might be useful. Request the president to send a message to the conference. Share some slides on IUPAP. 2) Need to advertise better the calls of nominations for IUPAP ECSPs. Need to make early career scientists more aware of their existence. Perhaps IUPAP conferences can be used for this too. 3) Advance with arrangement with Frontiers in Physics to invite recipients of ECSPs to submit an article free of charge to the journal. DONE (see more details later) 4) Some immediate future tasks: • Renew tax exempt status of Swiss Association (ends in 2025). ADVANCED. • Renew MoU with FIT in Trieste (which ends in 2026). 5) Advance appointment of Associated Commission Members (see <a href="https://indico.global/event/15318/contributions/131517/attachments/63045/121877/EC_general_decisions.pdf">document</a> to be discussed later. DONE. 6) Advance and finalize decision on <a href="https://iupap.org/2025/10/20/south-africa-to-host-the-iupap-general-assembly-and-international-conference-on-physics-in-2027/">GA & ICP 2027</a>. DONE. 7) Creation of Membership Committee. DONE. 8) Advance with incorporating new partners and new facilities in LAAAMP. DONE. (IUPAB, IUPAC still pending, Shanghai). 9) Advance with the rejuvenation task force. DONE. (<a href="https://indico.global/event/15318/contributions/131527/attachments/61956/121314/IUPAP%20Rejuvenation%20Proposal%202025_09_23.pdf"> proposal</a> will be discussed later). 10) Suggestions for WG16: several participants of the EC&CC meeting in January 2025 made suggestions, among them, reaching out to someone based in Bangalore that could serve on WG16 to make contact with this renown hub for software, to look at the SPIE Global Business Forum events and learn from their experience liaising with companies, to seek advice from ICUIL (IUPAP’s WG), to liaise with the Fusion Industry Association (https://www.fusionindustryassociation.org/about/members/), to add a member from Oceania, either Australia or New Zealand since both countries are very keen to translate physics research into economic impact. The need of commissions to relate with companies was stressed. Hopefully this information will be conveyed to the new Committee on the matter. 11) Contribute with activities for IYQ2025. New initiatives led by IUPAP: <a href="https://iupap.org/strategic-plan/outreach/iupap-unesco-international-colloquia/">IUPAP/UNESCO Colloquia</a>. <a href="https://iupap.org/strategic-plan/outreach/iyqst25/iupap-iyq2025-photo-contest/">IUPAP/IQY2025 Photo Contest</a>. DONE. 12) Improve communications. See <a href="https://indico.global/event/15318/contributions/131527/attachments/61956/121314/IUPAP%20Rejuvenation%20Proposal%202025_09_23.pdf"> proposal</a> of Rejuvenation Task Force. 13) Liaison with ISC: resolution on visas. Finally, this got transformed into a <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/122917/Appeal%20to%20Immigration%20Officers_new.pdf">letter</a> addressed to Immigration Officers signed by over 20 International Scientific Unions. DONE 14) IDSSD. Two initiatives: IUPAP/UNESCO colloquia will cover themes of IDSSD starting in 2026. Inter-union effort within the framework of ISC to write joint reports on specific issues. So far, possible themes collected (see <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/122918/ISC_IDSSD_2025_09_15.pdf">Silvina's presentation</a> at roundtable of ISC Category 1 members). Next step: organization of inter-union colloquia. DONE 15) QST. With the leadership of Jaewook, C15 chair, several Commissions + the members of WG19 on QST have discussed the creation of a new commission on QST and recommended to create one in Quantum Technology. Their report is available <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/122928/Report%20WG19%20for%20Commission%20(final).pdf">here</a>. 16) Appoint someone to serve on ICO (AC1). Not done yet. 17) Advance with the definition on the selection of IUPAP representatives on other bodies. <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/121707/Procedure.pdf">Proposal presented by President Designate</a> needs to be approved. Matters arising: <ul> <li> Endorsement of <a href="https://indico.global/event/15742/contributions/136092/attachments/63042/121699/scientific_migrations_crisis_statphys29.pdf">statement on scientific migrations in times of crisis</a>. This statement stemmed from a session on scientific migrations which took place during StatPhys29 in Florence. IUPAP's President (Silvina) was there and that is why she is a co-signer of the statement together with the other participants of the session. The idea now to have different organizations endorse it, among them, IUPAP. </li> <li> Presentation at IYQ2025 closing ceremony. The IYQ Closing Ceremony will be taking place in Accra, Ghana during the week of February 9th, 2026. The program is currently expected to take place within the February 10–12 window, with the final format—one or two days—to be confirmed by mid-October. The Closing Ceremony, will convene global leaders across science, policy, and industry to mark a historic year and lay the groundwork for future collaboration. Attending this high-profile event offers sponsors direct access to a rising regional ecosystem engaging with institutions like AIMS Ghana and ARC-EDS—and help shape Africa’s growing role in the global quantum landscape. Learn more about Ghana and its role in the future of quantum <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/122962/2025%20IYQ%20-%20Ghana%E2%80%99s%20Quantum%20Leadership_%20Be%20Part%20of%20the%20Story-2.pdf">here</a>. With that in mind, the Steering Committee has granted permission to invite IUPAP to exhibit at the Closing Ceremony. This was not a benefit originally offered to Participating sponsors but with all of the momentum IYQ has created we want as many of the organizations that made it possible at the event. If we are interested in exhibiting we need to let the organizers know as soon as possible so that we are included in the logistical emails. The exhibit area set up is still in the process of being set up, but this what the organizers have asked Ghana to provide: <ul> <li>One 6 foot table and two chairs </li> <li>Basic electrical </li> <li>Basic Wi-FI </li> <li>Waste Basket </li> </ul> Anything beyond these items will be our responsibility. The organizers will select the shipping/freight company but we will be responsible for all associated costs should we choose to engage their services. </li> </ul>

Decisions made by Council since the 33rd IUPAP General Assembly

• Michel Spiro (Université Paris-Saclay (FR))
• Silvina Ponce Dawson

Resolution to be presented for the approval of the 34th GA: The 34th IUPAP General Assembly notes the decisions made by Council after the previous GA and approves them all (see details <a href="https://indico.global/event/15318/contributions/131517/attachments/63045/121705/EC_decisions_GA_ratification.pdf">here</a>). This implies approving: • the replacement of Ajith Kumar B.P. by Ambarish Kunwar from India as a regular member of C13, Physics for Development. • the change in the name of two positions in the Executive Council from Secretary General for Legal and Financial Affairs and Deputy Secretary for Legal and Financial Affairs to Secretary General and Deputy Secretary General, respectively. It approves, at the same time, the modifications in the Articles and Internal Regulations of the Union required to accommodate these changes. • the incorporation of SKAO, as IUPAP Corporate Associate Member with 1 unit • the acceptance of the resignation of Chao Tang (China-Beijing) as secretary (and member) of the Commission on Statistical Physics, C3; the incorporation of Limei Xu (China-Beijing) as regular member of C3 and the appointment of Erika Eiser (UK) as the new secretary of C3 It also takes note of other decisions made by Council that do not require the specific approval of the GA (see details <a href="https://indico.global/event/15318/contributions/131517/attachments/63045/121877/EC_general_decisions.pdf">here</a>). They are: • the change of the name of the Prize and Medal awarded by the Commission on Astroparticle Physics, C4, to “IUPAP-TIFR-Locus.sh Homi Bhabha Medal and Prize” • signing the Nobel Laureate Assembly Declaration for the Prevention of Nuclear War of July, 2025 • the decision to have the next in-person IUPAP GA in 2027 in South Africa together with an International Conference of Physics focused on Physics for a Regenerative Planet • the appointments of Associated Members to Commissions, Working Group members and Chairs, and the decisions on IUPAP representatives on other bodies.

Group photo

Membership issues

• Irvy (Igle) Gledhill (U. Witwatersrand, South Africa)
• Igle Gledhill

Incorporation of new CAMs: <ul> <li>SKAO with 1 unit (resolution approving its incorporation included among the <a href="https://indico.global/event/15321/contributions/131547/attachments/63861/123352/Ratification%20of%20Decisions%20made%20by%20Council%20since%20the%2033rd%20IUPAP%20General%20Assembly.pdf">approval of decisions made by EC since the last GA</a>. <li> IIM with 1 unit (resolution to be approved by the GA <a href="https://indico.global/event/15321/contributions/131549/attachments/63862/123356/resolution_IIM_CAM.pdf">here<a>). </ul>

Special Projects and Sponsorship

• Kuijuan Jin (Institute of Physics, Chinese Academy of Sciences)

Conferences proposed for sponsorship

• Rudzani Nemutudi (South African National Research Foundation: iThemba LABS)

Review of Day 1

• Silvina Ponce Dawson

Commission Matters

• Gabriella Marra
• Sunil Gupta
• Michel Spiro (Université Paris-Saclay (FR))
• Silvina Ponce Dawson

<ul> <li> a) Reports from Commissions and Affiliated Commissions. <ul> <li>Please see attached documents below for the reports received. </li> </ul> <li> b) Help from Commission Chairs to better advance the IUPAP-CERN liaison <li> c) Commission Prizes and fund allocation. Also, see Word file below with form that could be shared for the submission of candidates of ECSPs. <li> d) Early Career Scientist Prize (ECSP) Interdisciplinary <li> e) Nominations for the next commission chairs who will officially take office following the 2027 GA. Nominations, in the same spirit, for next Officers and EC VP at Large to follow. See <a href="https://indico.global/event/15318/contributions/131513/attachments/63419/122945/resolutions_handover_responsibilities_articles_regulations_elections.pdf">relevant resolution passed in 2024 + relevant Articles and Regulations</a>. Possible <a href="https://indico.global/event/15318/contributions/131513/attachments/63419/122944/Revision%20of%20Resolution%201_33_GA_2024.pdf">revision of Resolution 1</a> of the 33rd GA. </li> <ul> <li> Reminder of the balance of <a href="https://indico.global/event/15318/contributions/131513/attachments/63419/123531/CCs,%20VPs%20aL%202025-2027%20-%20CCs%202025-2027.pdf">current IUPAP CCs and of EC members</a>. </li> </ul> <li> f) ECSPs and Frontiers in Physics Main points (some already discussed, others proposals for the future): <ul> <li> Frontiers in Physics & IUPAP Early Career Scientist Prize: For 2025, we initiated this collaboration by inviting the 3 winners from the C12 Nuclear Physics Commission to submit a free-of-charge Mini Review article to Frontiers in Physics. We plan to expand this initiative to other Commissions, with the goal of creating an official Research Topic for the 2028 round of awards, which will be open to all prize winners. </li> <li> Broader collaboration between Frontiers & IUPAP (including the 2027 General Assembly): We considered connecting the General Assembly and ICP conference - under the "Physics for Regenerative Development" theme - with Frontiers, in particular as this appears to naturally align with the objectives of the Frontiers Planet Prize. In this regard, after some informal conversations with a Frontiers representative, she spoke with the Associate Director of the Frontiers Planet Prize about potential ways that Frontiers could support the 2027 General Assembly. Their proposal would be to have a representative from Frontiers in Physics either attending the event or offering sponsorship (pending budget confirmation in 2026), and leveraging digital and physical resources - flyers, video content, or virtual presentations - for wider dissemination of the <a href="https://www.frontiersplanetprize.org/">Frontiers Planet Prize</a>. FYI: Since its launch 3 years ago, the Frontiers Planet Prize has engaged with over 10,000 participating scientists through their contribution as authors, over 650 leading institutions from 68 countries and 25 national academies. </li> </ul> <li> g) Presentations by Chair of C2 and by Chair of WG13 on the Newtonian Constant of Gravitation <li> h) Discussion on creation of Commission on QST. See report on this issue <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/122928/Report%20WG19%20for%20Commission%20(final).pdf">here</a>. <li> i) Input from Commission Chairs

Proposal from rejuvenation task force.

• Silvina Ponce Dawson

<ul> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/122920/rejuvenation_iupap_2025_10.pdf">Description of steps followed and presentation of the proposal</a></li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/121314/IUPAP%20Rejuvenation%20Proposal%202025_09_23.pdf">Proposal</a> for the consideration of the GA</li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/123651/resolutions_restructuring_et_al_new_2.pdf">Proposed resolutions</a> for the consideration of the GA</li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/121316/ARTICLES%20OF%20ASSOCIATION_tracked_changes.pdf">Modifications required in the Articles of the Union to accommodate the changes suggested in the proposal</a></li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/121317/Internal%20Regulations%20of%20IUPAP_tracked_changes.pdf">Modifications required in the Internal Regulations of the Union to accommodate the changes suggested in the proposal</a></li> <li><a href="https://indico.global/event/15321/contributions/131558/attachments/63537/122566/action_plan_2025.pdf">New action plan</a> (based on the rejuvenation proposal)</li> </ul>

Working Groups

• Christophe Rossel
• Igle Gledhill
• Silvina Ponce Dawson
• Alex Hansen
• Alex Hansen (NTNU)

<ul> <li> a) Progress reports from Working Groups <ul> <li> Please see documents attached below for the reports received so far. </li> </ul> <li> b) Presentations by selected WGs <ul> <li><a href="https://indico.global/event/15318/contributions/131521/attachments/63154/123510/2025%20WG21%20Report%20GA%20ECCCWG%20v02.pdf"> WG21 on Physics for Climate Change Action and Sustainability</a></li> <li> <a href="https://indico.global/event/15318/contributions/131521/attachments/63154/123547/wg20-2025.pptx">WG20 on Open Science. Relationship with CODATA. </a></li> <li> Physics and Industry (WG16). Transition to a Standing Committee under a VP at-large. </li> <li>c) Future of WGs that stay as such + creation of new WGs. <ul> <li>Discussion on Working Group on Quantum Science and Technology (WG19). <a href="https://indico.global/event/15318/contributions/131521/attachments/63154/122943/resolution_WG19_dissolution.pdf">WG19 dissolution</a>. </li> <li><a href="https://indico.global/event/15318/contributions/131521/attachments/63154/121908/resolution_WG_new_standing_committees.pdf">Working Group to analyze creation of new Standing Committees</a></li> <li><a href="https://indico.global/event/15318/contributions/131521/attachments/63154/121909/resolution_WG_AI.pdf">Working Group on AI</a></li> </ul>

Financial matters

• Boris Sharkov
• Boris Sharkov (JINR)

Review of Day 2

• Silvina Ponce Dawson

Communications

• Sandro Scandolo

<ul> <li>IUPAP internet, website <li>Newsletter </ul>

Outreach activities: IUPAP/UNESCO colloquia and IUPAP/IYQ2025 Photo Contest

• Silvina Ponce Dawson

<ul> <li><a href="https://iupap.org/strategic-plan/outreach/iupap-unesco-international-colloquia/">IUPAP/UNESCO Colloquia Series on Physics for Society</a></li> <li><a href="https://iupap.org/strategic-plan/outreach/iyqst25/iupap-iyq2025-photo-contest/">IUPAP/IYQ2025 Photo Contest</a></li> <ul> </li> </ul>

Report from Vice President for DEI

• Gillian Butcher

Activity report and Interdisciplinary Early Career Scientist Prize

• Sunil Gupta
• Silvina Ponce Dawson

<ul> <li><a hre="https://indico.global/event/15318/contributions/131523/attachments/63823/123553/Activity_2024_2025_presentation.pptx">IUPAP activity report for the period 7 October 2024 to 27 October 2025</a></li> </ul>

Discussion on the 2026 EC&CC meeting A capture of the constructive working atmosphere as the discussion on the next EC&CC meeting is about to start. Please note, for delegates based in Oceania the photo is taken in the middle of the night! <img src="https://indico.global/event/15318/contributions/131502/attachments/63943/123569/Screenshot%202025-10-30%20at%2015.22.19.png" alt="Zoom group photo" style="width:820px;height:420px;"> <img src="https://indico.global/event/15318/contributions/131502/attachments/63943/123570/Screenshot%202025-10-30%20at%2015.22.30.png" alt="Zoom group photo" style="width:820px;height:420px;">

The International Decade of Sciences for Sustainable Development 2024 - 2033 (IDSSD) and the Earth-Humanity Coalition

• Michel Spiro (Université Paris-Saclay (FR))

The International Decade of (all) Sciences (and all knowledge including traditional) for Sustainable Development 2024 - 2033 (IDSSD) and its relationship with the Earth-Humanity Coalition.

ISC matters and relationship with other bodies

• Silvina Ponce Dawson
• Sunil Gupta
• Sunil Gupta (Tata Inst. of Fundamental Research (IN))
• Pietro Ubertini

IUPAP activities and representation within ISC and how to decide on IUPAP representation on other bodies (see proposal for the latter <a href="https://indico.global/event/15318/contributions/131520/attachments/63046/121707/Procedure.pdf">here</a>). Collaboration with COSPAR. Proposed draft MOU <a href="https://indico.global/event/15318/contributions/131559/attachments/63855/123344/COSPAR_IUPAP_MOU_Draft_Oct25.pdf">here</a>.

Comments from observers and any other business

• Sunil Gupta
• Sunil Gupta (Tata Inst. of Fundamental Research (IN))

<ul> <li> Comments </ul>

Review of meeting, resolutions proposed for GA and future procedures

• Silvina Ponce Dawson

An idea on how to advance regarding some "rejuvenating" issues that we have left behind so far (<a href="https://indico.global/event/15318/contributions/131509/attachments/63877/123400/survey_ECSPs_physics_teachers.pdf">a survey for national physical societies to fill out</a>).

Close of EC&CC meeting

• Silvina Ponce Dawson

Executive Council Meeting [Michel Spiro's Zoom room]

• Silvina Ponce Dawson

<ul> <li> To consider decisions proposed by EC&CC meeting and resolve on them <li>To consider future actions and assign responsibility for them </ul>