18th WG14 meeting

Name: 18th WG14 meeting
Start: 2025-01-20T21:00:00+01:00
End: 2025-01-20T22:00:00+01:00
Location: No location set

Monday 20 Jan 2025, 21:00 → 22:00 Europe/Zurich

Christine Darve (European Spallation Source), Frank Tecker (CERN)

Contact

christine.darve@ess.eu

+46(0)721792028

https://ess-eu.zoom.us/j/6420621364

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IUPAP-WG14 – 18^th - MEETING Minutes - DRAFT

Meeting Date: January 20, 2025 at 9pm CET	Location: https://ess-eu.zoom.us/j/6420621364

Chairman: Christine Darve	Secretary: Christine Darve

Bob Bingham STFC, UK Ceri Brenner ANSTO, AU Christine Darve ESS, SE Frank Tecker CERN, CH	Qing Qin ERSF/FR Thomas Roser BNL, US Simon Connell UJ, SA

The IUPAP-WG14 Meeting #18 took place on January 20, 2025, at 9:00 PM CET, as scheduled through a Doodle poll. This meeting served as a follow-up to the online session conducted on January 9, 2025, so-called Meeting#18 PREPA.

Key presentations and documents discussed are available on the Meeting #18 Indico page: https://indico.global/event/7270/. The recording of Meetings #18 and #18 PREPA can also be accessed here.

Additional supporting materials and collaborative resources are stored on CERNBox , ensuring easy access for all members.

NB: The new Indico Global platform has replaced the previous Indico CERN platform, aiming to enhance accessibility and expand engagement with organizations worldwide.

1. Approval of earlier Minutes and action items¶

The draft minutes of Meeting #17 [MoM#17] held on November 22, 2024 and Meeting#18 PREPA [MoM#18 PREPA], held on January 9, 2025 have been reviewed and approved.

The status of the open Actions Items (AI) from Meetings #15, #16, #17 and #18 was reviewed and is summarized below [Open Action List]:

Meeting #15: 3rd June 2024

- AI#3: Completed - The Ambassadors and WG14 members are expected to support and disseminate the work produced by WG14.

- AI#4: Completed – The work has been limited to the existing list of Accelerator centers, as displayed on the webpage.

- AI#5: Completed - In alignment with IUPAP recommendations, WG14 is actively strengthening connections with corporate stakeholders. One of the Ambassadors’ missions may focus on advancing this objective. Additionally, WG14 is enhancing collaboration with WG16 (Physics and Industry) and benefits from the active participation of Christoph Quitmann as a member of WG14.

Meeting #16: 12 November 2024

- AI#2: On-going - Membership invitation letters for IUPAP WG14 are being sent on a demand-driven basis.

- AI#3: On-going - An initial Work Breakdown Structure (WBS) is being prepared for inclusion in the May 2025 Terms of Reference (ToR). The draft is being updated and is available in the CERNBox folder IUPAPwg14_adm/file

- AI#5: On-going – Christine to update the proposed ToR, then all WG14 members must review the content by May 2025.

Meeting #17: 22 November 2024

- AI#1: On-going – The Call for Ambassadors is under finalization and will be distributed by the end of February 2025.

- AI#2: Completed – The elected Ambassador, in collaboration with the WG14 members, will oversee WG14 activities.

- AI#3: Completed – Transfer to AI#2 under Meeting #18. Micheal Moyers to lead.

Meeting #18 PREPA: 9 January 2025

- AI#1: Completed – An introductory document, prepared by Christine and Frank T. has been reviewed and approved by WG14 members.

- AI#2: On-Going – Michael Moyers will update the “Report on Recent Developments in Accelerators for Therapy and Radiobiological Studies”. The report will be completed collaboratively by Bob Bingham/Ceri Brenner, Oliver Kester, Christine/Frank/Danas and additional colleagues identified by Suzie S. and Danas R..

- AI#3: Completed – The finalized report will be presented at IPAC26 by Michael M. as agreed.

2. Call for Accelerators Engagement Ambassadors Initiative

Due to a last-minute Internet Outage in Melbourne, Suzie S. and Adams S. were unable to attend Meeting #18. However, Christine shared a summary of their presentation from Nov. 22 (Meeting #17).

The updated proposal by Anke-Suzanne Müller and Frank T., discussed during M#18 PREPA, was highlighted by WG14 members. It was agreed that Suzie S. and Adams S. would review, approve, and implement the updates.

Frank noted a few typos and suggested changes in slide 9 of the presentation titled "Current Thinking Themes" [Meeting #17_Suzie_Adams][Call_Draft_FT].

Recommendation: Move the block "Particle Accelerators Transforming Science and Society" above the following thematic blocks:

Accelerators for Sustainability
Accelerators for Health
Accelerators for the Future
Accelerators for Peace

Additionally, it was suggested to include the "Particle Accelerators Transforming Science and Society”, as a thematic blocks to be selected by the candidates.

Simon Connell referenced discussions from the “Consultancy Meeting of IAEA TC Project INT0104 Increasing Transnational Cooperation between Light Sources and Diversifying the User Base”, Bangkok, Thailand, June 24-28, 2024 [IAEA_AI], where the creation of a web platform was proposed to host categorized materials at the IAEA. [p33 presents the description of Step 3. “In the first instance, develop a web platform to allow access to the material, … where it does not manage to retrieve appropriate material.”]

The given platform would feature a tagging-based search function and integrate an AI tool based on a pre-trained Large Language Model (LLM). The AI tool could assist users in locating resources and identifying content gaps.
Christine will contact Danas R. to explore a potential synergy between WG14 and IAEA for connecting their respective web pages and sharing resources. Open access to these materials could enhance collaboration within WG14’s global community of 30 members representing 19 countries.

A draft introduction to the Call for Ambassadors [Intro to Call] was summarized. Its was reviewed and agreed that:

The call will be open to younger students (Master’s level, one year) to attract more applications and broaden expertise.
Rob B. likened the Ambassador role to that of a "social media influencer”. WG14 members and Christine agreed and pointed out that we will also welcome proposal like , e.g. Ambassadors to organize hackathons, live seminars, and/or building a shared materials library.
Frank T. proposed that selected Ambassadors share resources with other applicants to enhance the dissemination of materials. To support this effort, an email distribution list and/or a centralized library linked to the WG14 webpage or CERNBox will be established.
Thomas R. emphasized the importance of leveraging existing materials on social media platforms. Ambassadors should utilize tools like Substack to publish newsletters, blogs, or podcasts to promote WG14’s activities. Substack was identified as an ideal platform for producing and distributing high-quality content. The effort and enthusiasm of the Ambassadors will be the key parameters for the success of this project.

The committee recognized the value of these efforts in fostering global collaboration, enhancing accessibility to materials, and broadening participation in WG14’s initiatives.

The WG14 budget for supporting additional Ambassadors in the coming years remains uncertain and is contingent on the outcomes of the ongoing IUPAP restructuring.

Action Item 1 Approved recommendations and update the Call by Suzie S. and Adams S.

Action Item 2 Christine D. to check with Danas R. for possible synergies like the platform supported by the IAEA [IAEA_AI]

Action Item 3 Suzie S. and Adams S. to update the Call

3. AOB:

Budget and Resource Allocation: The IUPAP budget is currently facing challenges. Till now every Commissions and Working Groups have received the same amount, e.g. ~2400 CHF/year (TBC). As WG14 had cumulated fund, till Dec. 2024, the available funds have been allocated to:

Generating the Accelerator Ambassador Initiative.
Preparing two short films designed to promote the use of accelerators 1) for health and 2) addressing climate change.

Regarding the second item: these short films will include a creative narrative featuring a young Black girl discovering Earth, inspired by literary works such as Micromegas by Voltaire, Gulliver's Travels by Jonathan Swift, and The Hitchhiker's Guide to the Galaxy.

We aim to enhance collaboration with other IUPAP Units by proposing a hackathon focused on accelerators for climate change. A preliminary study has already begun to assess the feasibility of this special project, with potential partners including WG21, WG16, AF5, C13, and other Units. This study will lead to a formal proposal for IUPAP funding, leveraging the Special Projects fund emphasized during the November 2024 General Assembly. The success and viability of this initiative will depend on the outcomes of the forthcoming IUPAP restructuring.

This hackathon event would focus on engaging corporate partners with students to:
• Equip students with the skills needed to address critical climate-related challenges using accelerator technology.
• Foster career development opportunities by creating connections between students and corporate partners."

Key partners for this initiative could include {iaps}, STFC, and CERN (via IdeaSquare program).

The next IUPAP WG14 Meeting #19 is scheduled for March 2025, with the exact date to be determined at the discretion of the members. Members are encouraged to establish additional individual connections to maintain a vibrant team dynamic and enhance the quality and impact of resulting activities.