Welcome by Presidential line

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

Approval and adoption of the Agenda

• Silvina Ponce Dawson

Introduction of the Participants

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

<img src="https://indico.cern.ch/event/1492127/contributions/6287388/attachments/2994640/5275887/Screenshot%202025-01-13%20at%2013.46.47.png" alt="Group photo" style="width:580px;height:400px;"> <img src="https://indico.cern.ch/event/1492127/contributions/6287388/attachments/2994640/5275888/Screenshot%202025-01-13%20at%2013.46.56.png" alt="Group photo" style="width:580px;height:400px;">

Introduction to IUPAP and what is expected from its structures

• Silvina Ponce Dawson

Report on the Singapore office

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

Report on the Association in Geneva

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

Report on the Trieste Office

• Stefano Fantoni

Overview of the resolutions approved by the 33rd General Assembly

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

<ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5174773/Resolution%20on%20IUPAP%20elections%20and%20procedure%20for%20handover%20of%20responsibilities_final.pdf">Resolution on IUPAP elections and procedure for handover of responsibilities for EC&CC</a> <li> <a href="https://indico.cern.ch/event/1369383/contributions/6172410/attachments/2944796/5174833/Resolutions_Membership.pdf">Resolutions on Membership and Units, including ratification of decisions made by EC on these matters.</a> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5170195/R1b_Resolution_dues.pdf">Resolution on dues for 2025, 2026 and 2027</a> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5154953/Resolution%20Decisions%20Council.pdf">Ratification of decisions made by EC on matters different from Membership and Units</a> <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5129828/EC_1_Resolution_for_nominations.pdf">EC resolution on nominations</a> (resolved electronically first week of March 2024) <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5129841/EC_letter_iupap_argentina.pdf">IUPAP letter of support for the integrity of Argentina’s science system</a> <li> IUPAP co-signed with physics societies around the world the statement <a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5130108/EC_Research-Principles-and-Policies-final.pdf">Principles and policies for international scientific collaboration</a> </ul> <li>Resolutions regarding modifications to IUPAP's Articles and Internal Regulations <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5154972/Resolution_articles.pdf">Resolution on modifications to Articles I.7.B and I.7.F of IUPAP </a> Minor modification to avoid conflicting statements. <ul> <li><a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5057934/R1_Proposed_change_to_Article_7.pdf">Proposed change to Article 7—Executive Council and Officers</a> </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5174731/Resolution_internal_regulations.pdf">Resolution to modify Articles II.5.5, II.6.2 and II.6.6 of IUPAP's Internal Regulations</a> ( to adapt to the most recent modifications of the Articles of the Union). </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5172369/resolutions_working_groups.pdf"> Resolutions regarding Working Groups </a> (decided in view of the internal and external evaluations and the future restructuring of IUPAP). <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129689/R2a_Resolution%20Neutron%20Research%20Facilities.pdf">Proposal to establish a Working Group in the Field of Major Neutron Research Facilities</a> (submitted by the US Liaison Committee). <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129690/R2b_AI%20and%20ML%20Resolution.pdf">Proposal to establish a Working Group on Artificial Intelligence and Machine Learning (AI/ML) for the Physical Sciences</a> (submitted by the US Liaison Committee). </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129679/R4_IUPAP%20Position%20Papers.pdf">Resolution on position papers, statements and declarations from the IUPAP Executive Council (EC)</a> (submitted by the US Liaison Committee). <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5154982/CONFERENCE%20RELATED%20RESOLUTION%20ENTREPRENEURSHIP%20WORKSHOPS%20AND%20ABSTRACT%20REVIEWS.pdf">Resolutions related to Conferences</a> (based on proposals submitted by WG5, Women in Physics). <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129701/R5_Specification%20of%20Corporate%20Associate%20Members%20rights.pdf">Specification of Corporate Associate Members rights and number of elected members in the commissions</a> <li> Expansion of commissions from 14 to 15 members <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5172451/R6_Expansion_of_commissions.pdf">Required change in Internal Regulations, Article 5</a> </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5172358/Resolution%20on%20IUPAP%20restructuring.pdf">Resolution on IUPAP restructuring </a> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5178014/R7_Exclusion_members_6years_arrearsa_.pdf">Exclusion from the Union</a> </ul>

Minutes of the previous EC&CC meeting, To Do List, Confirmation of Decisions taken since last GA

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

Commission Matters

• Silvina Ponce Dawson

Discussion on Associate members and other matters related to commissions. A brief discussion on ACs will also be included. Additional information presented at the 33rd GA: <ul> <li> <a href=" https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5177764/support_info_commissions.pdf">Information on Commissions </a> </li> <li> <a href=" https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5154934/support_information_to_discuss_about_ACs.pdf">Information on Affiliated Commissions</a> </li> </ul>

Matters arising

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

EC&CC adjourns for the day

In-person GA + conference in 2027

• Silvina Ponce Dawson

On November 14th 2024 we sent an email to the LCs of all IUPAP's territorial members inviting them to submit "Expressions of Interest for hosting the IUPAP General Assembly and "restarting" the IUPAP International Conference on Physics series in 2027". You can see the full text of the call (which was also posted on IUPAP's website) in one of the attached documents below. As mentioned in the call, we had been discussing the possibility of having a major physics conference organized in parallel with the in-person GAs (as is being done by some other unions such as IUPAC, IMU, etc.). We decided to try to do it with the in-person GA of 2027. As a result of the call we received 4 letters of intent (from JINR, UK, Mexico and South Africa) with different levels of detail. In this session we will go over the proposals and discuss how to move defining the exact timeline. As mentioned in the call, the successful bidder(s) will be requested to submit a comprehensive proposal for an initial assessment by the IUPAP EC in March 2025, after which the successful bidder(s) may be requested to update their proposal to include missing information. The due date for the final update will be the end of April 2025. The final decision will be made in May-June 2025. We provided the <a href="https://iupap.org/wp-content/uploads/2024/11/2027_IUPAP_ICP_Guidelines.pdf">following guidelines</a> for the preparation of the proposal. WG21 on Physics for Climate Change Action and Sustainability issued a call to organize a major international conference in 2027 to provide a forum for the global physics community to engage more closely with climate change action and sustainable development. As mentioned in the call, it could be possible to combine these events, offering the climate change and sustainability science conference as the ICP.

Membership committee

• Irvy Gledhill (U. Witwatersrand, South Africa)

Special Projects and Sponsorship

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

Prizes (ECSP in general, Interdisciplinary prize, Henri Abraham Award)

• Sunil Gupta

Rejuvenation task force

• Silvina Ponce Dawson

After having turned 100 years old IUPAP entered a process of self-reflection. One of the aims of this process was to see how to increase IUPAP's visibility and the impact of its action. As part of this process, a <a href="https://indico.cern.ch/event/1267701/contributions/5354125/attachments/2723233/4731763/self_evaluation_complied_by_silvina.pdf">self evaluation report</a> was produced in 2023 and an external evaluation committee was appointed in 2024 which produced a <a href="https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5132283/2024IUPAP-ExternalReview-Report.pdf">report </a> that was presented to the <a href="https://indico.cern.ch/event/1369383/">33rd GA </a> which was held in person in Haikou, China, in October 2024. The 33rd GA tasked the incoming President to put together a Rejuvenation Task Force that would analyze these previous documents and bring an initial proposal of changes to the 34th GA to be held in October 2025. IUPAP members were invited to send suggestions of people who could serve on this task force. The composition of the <a href="https://indico.cern.ch/event/1492122/contributions/6291461/attachments/2992707/5272242/IUPAP%20rejuvenation%20task%20force.pdf">Rejuvenation Task Force</a> was then defined based on this input and on the aspects that need some renewal (also see the analyses on <a href="https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5177764/support_info_commissions.pdf">Commissions</a>, <a href="https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5154934/support_information_to_discuss_about_ACs.pdf">Affiliated Commissions</a> and <a href="https://indico.global/event/7208/contributions/67024/attachments/32377/60066/support_information_to_discuss_about_WGs.pdf">Working Groups</a> that were shared at the 33rd GA). We expect that the EC&CC meeting will approve this composition and also discuss ideas of how to help with its task.

Working Groups

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

<ul> <li>Status and reports Silvina Ponce Dawson. See also <a href="https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5276657/support_information_to_discuss_about_WGs.pdf">Working Groups</a> <li>WG on Industry (WG16) — progress report, prospects for Corporate Associate Members by Christophe Rossel </ul>

Procedures for sponsorship and endorsment of conferences

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

Rudzani Nemutudi, Associate Secretary General, to introduce the procedures and to answer questions about the procedures as described on the web pages: <ul> <li> <a href="https://iupap.org/conferences/applications/application-for-conference-sponsorship/">Sponsorship</a>, deadline 1 June 2025 for 2026 conferences <li> <a href="https://iupap.org/conferences/applications/application-for-conference-endorsement/">Endorsment</a>, no specific deadline defined </ul> Reports of sponsored conferences must be submitted within two months of the close of the conference and never later than 1 June of the year after it was held. Reports shall be submitted <a href="https://iupap.org/conferences/conference-report-form/">online</a>.

Financial matters

• Boris Sharkov

<b>The supporting documents are protected—will be shared upon request</b> <ul> <li> 2023 report approved by the 2024 General Assembly <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5133758/Balance_sheet_31.12.2023.pdf">Balance sheet</a> and <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5133759/Notes_Financial_Statements_31_December_2023.pdf">notes</a> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5133737/Auditors_report_2023.pdf">Auditor report</a> </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5169577/IYBSSD_result.pdf">Financial result of IYBSSD from 2019–2023</a> (Neutral with regards to the total IUPAP funds) <li> Budget for the cycle 2025–27 (including membership dues, allocation to commissions, affiliated commissions and working groups) <ul> <li> The annual allocation per commission is 2580 CHF (equal to 1 IUPAP unit) <li> Commissions will start 2025 with 4000 + 2500 CHF “in the bank” (2025 allocation included) <li> Accumulation allowed for the next cycle <ul> <li> Exceptions: AC5 starts with 2580 CHF (already exhausted the reserve), C8 has additional 15000 CHF due to a private donation </ul> <li> Eligible fees are typically linked to the organization of commission meetings and travel support, production of reports etc. </ul> <ul> <li> IUPAP dues for the cycle 2025–2027 <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5170195/R1b_Resolution_dues.pdf">Dues for 2025–2027 are set to 2580 CHF/unit</a> </ul> </ul> </ul>

Matters arising

EC&CC adjourns for the day

Review of Day 1 and Day 2

• Silvina Ponce Dawson

Communications

• Sandro Scandolo

<ul> <li>IUPAP internet, website <li>ECSP nominations and declarations – quarterly lock-in <li>Newsletter </ul>

International Year of Quantum Science and Technology

• Igle Gledhill
• Silvina Ponce Dawson
• Shohini Ghose

The UN General Assembly declared 2025 as International Year of Quantum Science and Technology (<a href="https://quantum2025.org/">IYQ2025</a>). IYQ2025 will be launched at a ceremony to be held at the UNESCO headquarters in Paris, France, on February 4-5, 2025. It is expected that several events will be organized throughout the world to celebrate the year. Joe Niemela (chair of IUPAP C13) and Silvina Ponce Dawson (IUPAP President) are serving on the steering committee of IYQ2025. The steering committee is planning to (partially) support about 11 global events around the world. Shohini Ghose (chair of <a href="https://iupap.org/who-we-are/internal-organization/working-groups/wg19-working-group-on-quantum-science-and-technology/"> IUPAP WG19</a> on Quantum Science and Technology) and Igle Gledhill (IUPAP VP for Membership and Development and Secretary of <a href="https://iupap.org/who-we-are/internal-organization/working-groups/wg21-working-group-climatechange-action-sustainabledevelopment/"> IUPAP WG21 </a> on Physics for Climate Change Action and Sustainable Development) are expected to be involved in the organization of an event on QST and Sustainability that has been proposed to be held in UAE. Regardless of what is being supported/organized by the Global Events Subcommittee of the IYQ2025 Steering Committee, we expect IUPAP to be engaged in the organization of activities related to IYQ2025. We started this discussion during the <a href="https://indico.cern.ch/event/1369383/">33rd GA</a> and concluded that liaising IYQ2025 with the International Decade of Sciences for Sustainable Development (IDSSD) could be the main contribution of IUPAP. Several ideas came up from the <a href="https://indico.cern.ch/event/1492122/contributions/6291462/attachments/2992706/5272225/IYQ_IDSSD.pdf">discussions</a> and <a href="https://indico.cern.ch/event/1492122/contributions/6291462/attachments/2992706/5273384/Further%20ideas%20IYQ.pdf">exchanges</a> that we have had so far. We expect to continue this discussion during this EC&CC meeting defining possible activities and assigning tasks to make them happen.

International Decade of Sciences for Sustainable Development (IDSSD)

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

The UN General Assembly declared the years spanning 2024-2034 as the International Decade of Sciences for Sustainable Development (<a href="https://www.un-sciences-decade.org/en">IDSSD</a>). IDSSD is the direct result of the very successful International Year of Basic Sciences for Sustainable Development (<a href="https://www.iybssd2022.org/en/about-us/">IYBSSD</a>) which was celebrated in 2022-2023 and in which IUPAP played a key role mobilizing the participation of many international organizations and stakeholders. IUPAP is also expected to play key role for IDSSD. In particular, it is directly involved in the Earth-Humanity Coalition (<a href="https://earth-humanity.org/">EHC</a>) which was created in April 2024 as an answer to the call by the UN GA to mobilize the organizations involved in the IYBSSD. In particular, IUPAP's past President, Michel Spiro, chairs the Steering Committee of EHC. The types of activities that are expected to be carried out associated with IDSSD include programs, projects and diverse activities. We expect IUPAP to be deeply involved with several of these initiatives, for which the active participation of all its structures and members is very necessary. In this slot the decade and the EHC will be presented and a discussion will be held to see how IUPAP could indeed contribute with actions to achieve the goals of IDSSD.

International Science Council (ISC)

• Sunil Gupta
• Silvina Ponce Dawson

IUPAP is a Category 1 member of the International Science Council (<a href="https://council.science/">ISC</a>). The ISC is holding its GA in Muscat, Oman, on January 26-31, 2025 (you can find more details <a href="https://council.science/programme-muscat-gkd/">here</a>). The GA will include a session on Jan 29 for Category 1 members (international scientific unions) to meet and discuss. In particular, we are planning to address these issues: <ul> <li> problems with visas </li> <li>liaising among unions to produce reports on specific issues for IDSSD </li> <li> what we expect from the ISC in the next cycle </li> <li> problems with unions membership. </li> </ul> The latter will actually be addressed in more detail in a separate meeting planned to be held later the same day.

IUPAP representation on other bodies

Any other business

Review of meeting and future procedures

Close of EC&CC meeting

Executive Council Meeting <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>