Are you interested in applying for the APECS Executive Committee (ExCom)?
To give you a better idea of the role that our ExCom members have within APECS, here are a few frequently asked questions:
The APECS Executive Committee is responsible for guiding the organization, helping to set priorities, and make sure we are working closely with our partners to help all of our members. The APECS Executive Committee Charter, created and approved by the 2008-2009 APECS Executive Committee, outlines the tasks and responsibilities of the APECS Executive Committee. You can read the APECS Executive Committee Charter here.
To run for a position on the ExCom, you simply nominate yourself. Ideally, the nominee is an APECS member and a member of Council. In the case where a person is not a member of the Council, self-nomination for the ExCom is automatically an application to be on the Council. You may wish to read the responsibilities of the ExCom members (see above question) before applying - so you know what you will be getting into :)
The requirements for self-nomination are similar to those for the Council:
a. Basic biographical and contact information including institution, career level (i.e. Postdoc, PhD Student, Graduate Student, etc.), country of origin and country of residence.[N.B. Please indicate the country you represent. In most circumstances, this will be the country in which you reside and work, but if you wish to be considered a representative for another country for which you have connections, please note this in your application).
b. Brief biosketch that gives us a better picture of who you are (e.g. research theme and interests, your hobbies, etc.) (200 words)
c. Recent picture of yourself.
d. Names of two people serving as your references for this position.
e. Statement of interest (around 750 words) explaining the following:
i. Why you are interested in serving on the APECS ExCom? This includes any ideas you have for projects or activities the organization could undertake, a desire to become more connected to the larger polar community, ways to improve APECS and the role of young researchers in polar research, general interest in the process of the organization, and many others.
ii. Of particular interest is your experience in networking organizations, international projects, or any other experience that has prepared you for serving as such a leader.
iii. Any major periods of extended absence you might have, such as fieldwork, long vacations, intense exam periods or any other reason you might not be reachable for a long period of time.
iv. It is also quite helpful to know a little about your experiences and why you are interested in the Polar Regions.
2. After your nomination has been submitted the ExCom elections coordinator will review it to ensure it is a full application.
3. Your application will be made available on the APECS website for all members to review.
4. There will be a question and answer period via email and through an open conference call with the Executive Committee candidates in the period between 10 - 21 September. All applicants to the Executive Committee should be available for this call.Important things to note:
APECS prides itself on being a very international organization, representing members in 76 countries to date. We envision having several people from the same country self-nominate. Council members will be asked to keep in mind our international objectives when voting.The APECS ExCom timeline for nomination and election is usually as follows:
1-2 July Announcement of APECS Executive Committee Elections
28 July – 7 September Accepting nominations (if you are on fieldwork during this time, you can send in your nomination earlier.)
10 -21 September Review of applications, current APECS Council members have the chance for a question and answer session both via email and through an online call with the APECS Executive Committee applicants. Applicants should be available for questions and conference call during this time.
22 – 26 September Online Voting by APECS Council Members
27 – 30 September Final tally and review of votes / Transition process
Consider applying for the 2014-2015 APECS Executive Committee? More information is at ExCom page.
The ExCom consists of 5 members. ExCom members are also regular members of the APECS Council. At times, past ExCom members continue helping on the ExCom as non-voting ex-officio members as mentors for the ExCom.
Applicants must be members of APECS and should have a minimum of 4 months experience on the Council (current and / or past) or prior active involvement in one of the APECS National Committee leaderships. Other members interested in applying should talk to the Elections Committee before applying, and can run with special permission of the Elections Committee. We also encourage applications to the APECS Council, a great first step to get active and gain experience in the APECS leadership.
The ExCom is elected by the members of the APECS Council. The APECS President is then elected from the members of the newly elected Executive Committee. All other Executive Committee members are considered Vice-Presidents and carry the responsibilities of any organizational Vice-President.
ExCom members are elected for one year from October 1 to September 30th of the following year.
The ExCom usually meets once or twice a month online via Skype. In between, the ExCom members are in regular contact via email. We try to schedule one in-person meeting at the beginning of the term, to help ExCom members to get to know each other. But this depends on the availability of the ExCom members and funding. We also try to arrange meetings with ExCom members at larger conferences that we know a few of us will attend.
The main roles the Executive Committee has are to:
• Make sure the directions and goals of APECS are carried out in a responsible, accountable and transparent manner
• Set the budget for the organization
• Approve and oversee the APECS Director
• Work closely with the APECS Director on the day-to-day organizational activities
• Act as one of the first points of contact for our APECS members when they have questions
• Help develop strategies to seek funding for the core activities of the organization and the Directorate
• Make decisions concerning the activities of the organizations, approve new projects, approve new Council members etc.
ExCom members are the most active members of APECSand have a number of responsibilities, which include:
• attending the regular ExCom meetings via Skype
• attending the majority of the APECS Council and Council sub-committee calls
• vote on decisions that require the approval of the ExCom
• assist the Director with the day-to-day decision-making and administrative tasks of the organization
• contribute to the APECS website by regularly posting e.g. articles, events, fellowships, funding opportunities, jobs
• organizing or encouraging other APECS members to organize APECS events (e.g. panel discussions, workshops, conference socials) at polar related conferences around the world
• keep the APECS Council, Advisory Committee and membership at large informed about activities and developments (e.g. by posting a summary of the ExCom meeting notes on the APECS website)
• help motivate APECS Council members and other APECS members to take on additional responsibilities and to be actively involved in the organization
• work as an advisor/mentor for Council members
• work as a contact person and advisor for one of the APECS Working Groups
• help initiate new projects for the organization
In addition to the regular responsibilities of each ExCom member, the APECS President has a few additional duties:
• Coordinate and lead the ExCom meetings via Skype
• Meet with the Director on a weekly or fortnightly basis to exchange updates on new developments in the organization
• Make sure the ExCom members are effectively communicating with each other, with the Director, the Advisory Committee and the membership at large
• Be exemplary in assisting the Director in the management of the organization and coordinate and oversee the distribution of tasks within the ExCom
We all know that young researchers are often busy with their research projects so we expect that there will be times when ExCom members will be on fieldwork or in examination periods etc. We only ask that applicants list all absence/fieldwork periods which are expected during their term on the ExCom. The ExCom is the most active committee in APECS and so if you wish to run for ExCom, but know that you can only put 6 months of devoted time into it, this may be acceptable but will need to be discussed with the current ExCom before your nomination is accepted.