IUPAP Executive Council and Commission Chairs

3 Oct 2023, 13:00 → 7 Oct 2023, 21:10 Europe/Zurich

160/1-009 (CERN)

Michel Spiro (Université Paris-Saclay (FR))

The meeting will be hybrid, for remote participants the Zoom room is indicated below (Videoconference—only registered users can access).

3 October: C1 Meeting—restricted participation (14.00 to 16.00)  CEST (Geneva Time)

4 October: EC&CC meeting (14.00 to 17.00)  CEST (Geneva Time)

5 October: EC&CC meeting (14.00 to 17.00)  CEST (Geneva Time)

6 October: EC&CC meeting (14.00 to 16.15)  CEST (Geneva Time),  

• Executive Council Meeting (16.30 to 17.00) CEST (Geneva Time)

 

Tuesday 3 October ¶

14:00 → 16:00 C1: Commission on Policy and Finance: Financial matters restricted meeting, to be held in Michel Spiro's Zoom room]¶

Attendees: members of C1
- President
- Past-President
- President-Designate
- Secretary General for Administrative Affairs
- Secretary General for Legal and Financial Affairs
- Associate Secretary General
- Deputy Secretary General
- Former Secretary General and Deputy Secretary General as representatives for the IUPAP Office in Singapore
- Vice-President at Large (Centenary)
- Treasurer
- Invited Nithaya Chetty

Meeting to review the matters to be discussed at the EC&CC meeting and the conduct of that meeting.

16:30 → 17:30 Optional program: CERN colloquium with Professor Sir Chris Llewellyn Smith (Oxford University)¶

Description of the colloquium Large-scale electricity storage

Wednesday 4 October ¶

14:00 → 14:05 Welcome by President-Designate¶

• 100 years since the first IUPAP General Assembly
• In memory of past President Kennedy Reed
• ..

Speaker: Silvina Ponce Dawson

kennedy.pdf

kennedy_reed_in_memoriam.pdf

Kennedy Reed.png

14:05 → 14:20 Introduction of the Participants¶

Speaker: Jens Vigen (CERN)

14:20 → 14:25 Approval and adoption of the Agenda¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

14:25 → 14:30 Report on the Singapore office¶

Speaker: Leong Chuan Kwek

14:30 → 14:45 Report on the Trieste Office¶

• IUPAP website maintenance and updates
• Communication channels
• IUPAP awards and medals

Speaker: Stefano Fantoni

iupap-ec&CC- ga-fit 2023 (2).pdf

iupap-ec&CC- ga-fit 2023 (2).pptx

14:45 → 14:50 Report on the Association in Geneva¶

• IUPAP tax exempted for a period of five years, starting in 2021
• Entered in the "Registre du commerce du Canton de Genève" 24 October 2022
• Appointment of accountant: Moore Stephens Refidar SA
• Proposed auditor: Moore Stephens Refidar SA (different department from the department providing accounting services)

Speaker: Mr Jens Vigen (CERN)

FOSC du 27.10.2022 - International Union of Pure and Applied Physics (IUPAP).pdf

IUPAP - tax exemption 2021-2025.pdf

14:50 → 15:05 Minutes of the previous EC&CC meeting, "to do list" and matters arising¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

6 July 2023 minutes EC&CC meeting.pdf

Minutes 7th July 2022.pdf

To Do 202207 ECCC V1.pdf

15:05 → 15:15 Confirmation of decisions made electronically after the GA¶

Statements since the last General Assembly

• a) IUPAP Statement on Ban on Women in Afghanistan, 2023-02-07
• b) IUPAP statement on unrest and violence against women in Iran

Speaker: Michel Spiro (Université Paris-Saclay (FR))

15:15 → 15:16 Group photo¶

IMG_0205.jpeg

IMG_0207.jpeg

Screenshot 2023-10-04 at 14.57.32.png

Screenshot 2023-10-04 at 14.57.38.png

Screenshot 2023-10-04 at 14.57.44.png

15:16 → 15:30 Tea and coffee break

15:30 → 15:50 Membership issues¶

Vice President (New Members) Nithaya Chetty will present a paper on recruiting and retaining members
Special cases to be discussed:

• Argentina—prevented from paying due to national limitations
• Iran—prevented from paying due to international sanctions
• Russia—prevented from paying due to international sanctions

Reduced dues negotiated with the Executive Council:

• Ukraine, 1 unit at no cost until a different decision is made
• Brazil, 8 units at 50% for 2023, to be reviewed in 2024
• Uruguay, 1 unit at 50% for 2023, to be reviewed in 2024

How to handle members with dues in arrears for many years?

• Algeria, 1 unit—in arrears since 2014. Sandro Scandolo tries to follow up.
• Croatia, 1 unit—paying typically every second year since 2016. No contact.
• Ethiopia, 1 unit—in arrears since 2009. Sandro Scandolo tries to follow up.
• Greece, 1 unit—in arrears since 2016. Silvina Ponce Dawson tries to follow up.
• Latvia, 1 unit—in arrears since 2015. No contact.
• Pakistan, 1 unit—in arrears since 2019. Jens Vigen tries to follow up.
• Peru, 1 unit on 50% discount—in arrears since 2015. Negotiations in progress.
• Philippines, 1 unit at 50%—in arrears since 2019. Negotiations in progress.
• Senegal, 1 unit—in arrears since 2014. Igle Gledhill tries to follow up on behalf of Nithaya Chetty.

Speakers: Nithaya Chetty, Mr Jens Vigen (CERN)

Membership Matters EC&CC Oct 2023.pdf

Membership Matters EC&CC Oct 2023.pptx

15:50 → 16:00 New membership class (requires change of IUPAP articles): Associate Territorial Members¶

Proposed changes in Articles to accommodate a new category of members: Associate Territorial Member (see Resolution 2 from GA 2022)

Speaker: Mr Jens Vigen (CERN)

2023_09_16_from_original_with_track_changes.pdf

16:00 → 16:15 Candidates to become Associate Territorial Members (ATM)¶

• Nepal
• Other potential territories

Speaker: Nithaya Chetty

16:15 → 16:25 Conferences proposed for endorsement¶

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

IUPAP Conferences Applications and Procedures for Sponsorship and Endorsement October 2023 C&CC.pdf

16:25 → 16:55 Conferences proposed for sponsorship¶

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

IUPAP-Conferences Applications and Procedures for Sponsorship October 2023 C&CC.pdf

IUPAP-Conferences Applications and Procedures for Sponsorship October 2023 C&CC.ppt

Thursday 5 October ¶

14:00 → 14:10 Review of Day 1¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

Review day 1.pdf

Review day 1.pptx

14:10 → 15:15 Commission Matters¶

• a) Appointment of Associate Members
  • C8: Ryan YK Yoo (Korea)
  • C9: Masahiro Yamaguchi (Japan), Clarina Reloj Dela Cruz (USA)—both already approved at the GA in 2022
  • C11: Anna Machado (Brazil) and Liangjian Wen (China)
  • C13: Anisa Qamar (Pakistan)
• b) Reports from Commissions and Affiliated Commissions.
  • List of reports
  • Specific requests
  • C13
    • Renaming of commission medal. New name: IUPAP Kennedy Reed Medal for Outstanding Contributions to the Enhancement of Physics in Developing Countries
      • Proposed resolution for the consideration of the GA
    • Proposal that IUPAP provides additional 24K Euros to LAAAMP in order to fund the 6 additional FAST Teams.
  • C14
    • Proposed motion: IUPAP encourages its members to regularly organize short workshops to introduce (especially new) physics professors to active learning teaching methodologies. Such workshops could be held during, or accompanying, annual national meetings or at different times, according to the characteristics and possibilities of the local situation.
• c) Early Career Scientist Prize (ECSP) Interdisciplinary
  • 2023 prize winners, stacks
• d) Nominations for the next commission chairs who will officially take office following the 2024 GA. Nominations, in the same spirit, for next Officers and EC VP at Large to follow.
  • Reminder of the balance of the former chairs of the IUPAP commissions
• e) Nominations of members of commissions
  • Selection of Commission members
  • New procedure
• f) Commission matters
  • Reports and discussion on commission matters
  • Financial support to Affiliated Commissions

Speakers: Michel Spiro (Université Paris-Saclay (FR)), Silvina Ponce Dawson

a_C8-issue(2023)final.pdf

b_0Consolidated_list.docx

b_0Consolidated_list.pdf

b_IUPAP_AC1_report_2023.pdf

b_IUPAP_AC2_Report_2023.pdf

b_IUPAP_AC5_Report_2023.pdf

b_IUPAP_AC6_Report_2023_IUCHPP.pdf

b_IUPAP_C10_report_2023.pdf

b_IUPAP_C11 Report_2023.pdf

b_IUPAP_C12 Meeting_Minutes_2023-06-04 Avignon-final-MJ.pdf

b_IUPAP_C13 Report_2023.pdf

b_IUPAP_C14_Report_2023.pdf

b_IUPAP_C15 Report_2023.pdf

b_IUPAP_C16 Report_2023.pdf

b_IUPAP_C18_Report_2023.pdf

b_IUPAP_C4 Report_2023.pdf

b_IUPAP_C5_2023.pdf

b_IUPAP_C9 Report_2023.pdf

c_interdisciplinary_prize.pdf

c_interdisciplinary_prize_stacks.pdf

e_Proposal of a procedure to choose IUPAP Commission Members.pdf

e_Selection_commission_members.pdf

e_selection_commission_members_stacks.pdf

Executive Council.pdf

f_affiliated_commissions.pdf

f_affiliated_commissions_stacks.pdf

f_commission_matters.pdf

f_commission_matters_stacks.pdf

New CC proposals.xlsx

Resolution_medal_c13.pdf

Resolution on conference fees and ample participation.pdf

15:15 → 16:00 Working Groups¶

• a) Good practices: regular virtual meetings, one in-person meeting between two General Assemblies, produce reports for the attention of the EC and GA
• b) Progress reports from Working Groups
  • List of reports
  • Specific reports from new Working Groups
  • Working Group on Ethics (WG18)
  • Working Group on Quantum Science and Technology (WG19)
  • Working Group on Open Science (WG20)
• c) Update (mandate) and resolution on the Physics for Green Economy by Igle Gledhill together with various initiatives in the same direction, i.e.
  • Revised name of the WG: Physics for Climate Change Action and Sustainable Development
  • Updated mandate
  • An intercommission symposium "Joint Activity for the Future of Planet Earth" (see proposal from C19).
• Physics and Industry (WG16) — progress report, prospects for Corporate Associate Members by Christophe Rossel
• d) Short reports to be included in the IUPAP activity report

Speakers: Michel Spiro (Université Paris-Saclay (FR)), Ana María Cetto, Igle Gledhill

2023_WG_reports.pdf

C19_Letter_prop_intercommission_conf.pdf

Proposal to rename WG21 v02.pdf

WG_11_report.pdf

WG_15_Report_2023.pdf

WG16_Summary_2023.pdf

WG18 report to IUPAP Oct2023.pdf

WG18 report to IUPAP Oct2023.pptx

WG19_Report_2023.pdf

WG21_presentation.pdf

WG21_presentation.pptx

WG21_Report_2023.pdf

WG5_report_2023.pdf

WG7_report_2023.pdf

WG_9_report_2023.pdf

16:00 → 16:15 Tea and coffee break

16:15 → 16:45 Financial matters¶

• Extracts from auditor report for 2021, for further information, consult the full report – Bruce McKellar
  • It is recommended that the Executive Council and the Commission Chairs approve the auditor report to be submitted to the General Assembly for final approval
• Extracts from auditor report for 2022, for further information, consult the full report – Jens Vigen and Boris Sharkov
  • It is recommended that the Executive Council and the Commission Chairs approve the auditor report to be submitted to the General Assembly for final approval
• Status 2023 and proposed budget 2024 – Jens Vigen and Boris Sharkov
  • It is recommended that the Executive Council and the Commission Chairs approve the 2024 budget to be submitted to the General Assembly for final approval
  • IUPAP currency – EUR vs. CHF
  • Proposal to set dues to 2500 CHF for 2024

Speakers: Boris Sharkov, Bruce McKellar, Jens Vigen (CERN)

Accounts_2021pptx.pptx

Accounts_2022.pdf

Accounts_2022.pptx

Budget_2022-2024_as_discussed_in_Trieste.xlsx

IUPAP - 31.12.2021-Final signed.pdf

IUPAP - ROR - 2022.pdf

Proposal_budget_EUR_to_CHF.pdf

16:45 → 17:05 Review IUPAP functioning¶

• Report
• IUPAP restructuring
• Proposed resolution for the consideration of the GA

Speaker: Silvina Ponce Dawson

iupap_restructuring.pdf

iupap_restructuring_stacks.pdf

Resolution on IUPAP restructuring.pdf

self_evaluation_complied_by_silvina.pdf

Friday 6 October ¶

13:00 → 13:30 Test of zoom room for the General Assembley Monday 9 October¶

• Zoom room for the General Assembley Monday 9 October

14:00 → 14:10 Review of Day 2¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

request.pdf

Review Day 2.pdf

Review Day 2.pptx

14:10 → 14:25 18 months with sanctions in science: review of IUPAP policy¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

IUPAP and conflicts.pdf

Resolution.pdf

14:25 → 14:40 Communications¶

• IUPAP internet, website
• Early Career Scientist Prize nominations and declarations – quarterly lock-in
• Newsletter

Speaker: Sandro Scandolo

communication_2023.pdf

communication_2023.pptx

14:40 → 15:00 Activity report, Revised Strategic and Action Plan¶

• IUPAP activity report for the period 14 July 2022 to 9 October 2023
• Revised Strategic and Action Plan

Speakers: Mr Jens Vigen (CERN), Silvina Ponce Dawson

IUPAP activity report 2022_23.docx

IUPAP activity report 2022_23.pdf

strategic_plan_new_structure_2023_10_01.pdf

15:00 → 15:15 Report from the Gender Champion¶

Speaker: Gillian Butcher

Gender Champion report EC&CC Oct 23.pptx

15:15 → 15:30 IUPAP Centenary¶

Speaker: Monica Pepe-Altarelli (INFN e Laboratori Nazionali di Frascati (IT))

MPA_IUPAP_C&CC_2023.pdf

15:30 → 15:45 From the International Year for Basic Sciences for Sustainable Development 2022 - 2023 (IYBSSD) to the International Decade of (all) Sciences (and all knowledge including traditional) for Sustainable Development 2024 - 2033 (IDSSD)¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

IYBSSD IDSSD Ultra Short Pres 20230917.pptx

15:45 → 16:00 Comments from observers and any other business¶

• Comments to the new proposed ISC statutes

Speaker: Michel Spiro (Université Paris-Saclay (FR))

Comments on ISC Statutes.pdf

Letter to ISC management signed by Unions.pdf

Zero-draft-revision_ISC-Statutes-Rules-of-Procedure_August-2023.pdf

16:00 → 16:10 Review of meeting and future procedures¶

Speaker: Michel Spiro (Université Paris-Saclay (FR))

Review day 3.pdf

Review day 3.pptx

16:10 → 16:15 Close of EC&CC meeting¶

• Next EC&CC and GA in-person, to be held in China Hainan, October 6–12, 2024

Speaker: Michel Spiro (Université Paris-Saclay (FR))

Invitation to Hainan Chin-short.pdf

Invitation to Hainan Chin-short.pptx

16:15 → 16:30 Tea and coffee break

16:30 → 17:00 Executive Council Meeting [Michel Spiro's Zoom room]¶

• To consider decisions proposed by EC&CC meeting and resolve on them
• To consider future actions and assign responsibility for them

Speaker: Michel Spiro (Université Paris-Saclay (FR))