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 Executive Committee and updated by the 2016-2017 Executive Committee, outlines the tasks and responsibilities of the APECS Executive Committee.
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.
Terms are for 1 year (1 October of one year to 30 September of the following year), and renewable, with the hope that in order to provide continuity, not all Executive members change at each election. It is accepted that within this term, the various other commitments of individual Executive Committee members will lead to periods of reduced participation. In the event of an Executive Committee member being away for extended periods of time (more than 3 weeks) for fieldwork, extensive study periods, exam preparation and other reasons, the Executive Committee can appoint a Council member to fill in as temporary Executive Committee member. The temporary Executive Committee member will receive all voting rights from the Executive Committee member they are filling in for, for the duration of their temporary appointment.
The ExCom usually meets once or twice a month online via online conference calls. 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 decisions and implement APECS directions and activities except those of governance and organizational structure, on which the Council decides.
• Manage the day-to-day affairs of APECS in cooperation with the APECS Executive Director
• Ensure that the mission and goals of APECS are pursued in a responsible, accountable and transparent manner
• Be consulted on the budget for the organisation
• Approve and oversee the APECS Executive Director
• Act as a consultative body for the Executive Director, APECS committees and the APECS membership at large
• Act as one of the first points of contact for our APECS members when they have questions.
• Make decisions concerning the activities of the organizations, approve new projects, approve new Council members etc.
• Anticipate funding issues with the International Directorate and attempt to seek funding to sustain its capabilities
• Keep the long-term survival and strategy of the organisation in mind.
• Work towards sustaining the mission and core activities of the organisation.
ExCom members are the most active members of APECS and have a number of responsibilities which are also listed in the Executive Committee Charter. They include:
• attending the regular online ExCom meetings
• attending the majority of the APECS Council calls (every 2 months)
• should assume responsibility for contributing (e.g., articles, events, fellowships, funding opportunities, jobs) to the APECS website.
• contributing to the organisation of at least one APECS event (e.g., panel discussion, workshop, conference, social) during their term.
• help initiate new projects for the organization
• acting as the mentor and Executive Committee point of contact for specific Council Project Groups during their term, and working with both the Project Group Leader and the members within the Project Group
• Keeping the Council informed about APECS activities and developments as well as for involving and motivating Council members to assume additional responsibilities
• Voting on decisions that require approval of the Executive Committee
• Being accountable to the APECS membership at large and provide regular updates to APECS members and the Advisory Committee
• Being responsible for assisting the Executive Director in decision-making, managerial and administrative duties as required.
Aside from all the responsibilities of regular ExCom members, the President
• Coordinates and leads the regular online ExCom meetings and leads the preparation of the in-person meeting
• Meet with the Director on a weekly or fortnightly basis to exchange updates on new developments in the organization
• takes the lead in maintaining effective communication within the Executive Committee, between the Executive Director and the Executive Committee, the Council, the Advisory Committee, and APECS membership at large
• assist the Executive Director in the management of the organisation and shall coordinate and oversee the distribution of tasks within the Executive Committee.
The application procedure and guidelines are posted every year in July on a webpage set up for the elections. See the current 2017-2018 election page.
To run for a position within the Executive Committee, applicants have to fulfill the following eligibiliy criteria:
- member of APECS
- prior experience in:
- the APECS Council (current or past); or
- one of the APECS National Committee leaderships; or
- a coordinating role in an APECS project, workshop or other APECS activity.
Other APECS members can apply as well but should talk to the Elections Coordinators and Executive Director before applying.
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.
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.