Association of Polar Early Career Scientists
 

The APECS Executive Committee is responsible for guiding the organization, helping to set priorities, and make sure we are working closely with partners to help our members. The Charter outlines the tasks and responsibilities of the APECS Executive Committee. The APECS Executive Committee Charter was first created and approved by the 2008-2009 APECS Executive Committee and last updated by the 2016-2017 APECS Executive Committee

1. APECS Executive Committee
1.1. The Executive Committee consists of five members: one President and four Vice-Presidents.

1.1.1. The Council elects the Executive Committee. Elections are to be held at least once a year, or more if deemed necessary by Council to maintain a continuum of leadership.

1.1.2. To run for a position within the Executive Committee, applicants have to fulfill the following eligibility 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.

1.1.3. 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.

1.1.4. In the event of an Executive Committee resignation, the Executive Committee shall appoint an interim member to serve until the next election.

1.1.5. 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.

1.2. The chair of the Executive Committee is elected from the members of the Executive Committee at the beginning of their term and is the APECS President. All other members of the Executive Committee are considered Vice-Presidents and carry the responsibilities of any organisational Vice-President.

1.3. The Executive Committee is mandated to make decisions and implement APECS directions and activities except those of governance and organizational structure, on which the Council decides. The Executive Committee in cooperation with the APECS Executive Director manages the affairs of APECS, with the guidance of an Advisory Committee and under supervision of a Council. The role of the Executive Committee is to ensure that the mission and goals of APECS are pursued in a responsible, accountable and transparent manner. The Executive Committee is consulted on the budget for the organisation as well as approves and oversees the Executive Director. The Executive Committee also acts as a consultative body for the Executive Director, APECS committees and the APECS membership at large.

1.4. The Executive Committee in cooperation with the Executive Director shall engage in a process that anticipates funding issues with the International Directorate and attempts to seek funding to sustain its capabilities. As such, the Executive Committee needs to bear in mind the long-term survival and strategy of the organisation and is to work towards sustaining the mission and core activities of the organisation.

1.5. The Executive Committee shall be ready to take over the tasks of the International Directorate at any time by adapting its task list and the scale of activities, and needs to be prepared to handle changes in the International Directorate smoothly with the sponsoring organisations.

1.6. The Executive Committee meets via online conference calls every two weeks to coordinate activities, discuss operational and managerial matters, and decide on future APECS initiatives; some flexibility in biweekly meetings is allowed in consideration of, e.g., scheduling. If funding is available, an in-person meeting may be organized once during each leadership term.

1.7. All Executive Committee decisions are made by vote of Executive Committee members and require a 60% or higher majority of those who vote, with at least 3 members voting.

1.8. It is recommended that at least one outgoing Executive Committee Member makes themselves available as an ex-officio advisor to the Executive Committee. Ex-officio members should have served a minimum of 2 terms on the Executive Committee and have contributed significantly to the development of the organisation. The outgoing APECS President can also be asked to continue in an ex-officio position, if they are not returning as an active Executive Committee member. The appointment of ex-officio Executive Committee members requires a majority vote of the outgoing Executive Committee. Ex-officio Executive Committee members have no voting rights in the Executive Committee.


2. Responsibilities of the Vice Presidents
2.1. The Vice-President is an official representative of the organisation and is responsible to the Council and the APECS membership at large.

2.2. The Vice-President is responsible for ensuring their participation at regular Executive Committee online meetings.

2.3. The Vice-President shall make an effort to attend the majority of the APECS Council calls (every 2 months).

2.4. The Vice-President shall be an active member of the organisation and should assume responsibility for contributing (e.g., articles, events, fellowships, funding opportunities, jobs) to the APECS website.

2.5. The Vice-President is encouraged to contribute to the organisation of at least one APECS event (e.g., panel discussion, workshop, conference, social) during their term.

2.6. The Vice-President is the mentor and Executive Committee point of contact for specific Council Project Groups during their term, and works with both the Project Group Leader and the members within the Project Group. Unless absolutely necessary, the Vice-President should not take on the role of Project Group Leader.

2.7. The Vice-President in cooperation with the Council Chairs is responsible for keeping the Council informed about APECS activities and developments as well as for involving and motivating Council members to assume additional responsibilities.

2.8. The Vice-President shall vote on decisions that require the approval of the Executive Committee in a timely and responsible manner.

2.9. The Vice-President is accountable to the APECS membership at large and shall provide regular updates (e.g., monthly newsletters, annual reports) to APECS members and the Advisory Committee.

2.10. The Vice-President is responsible for assisting the Executive Director in decision-making, managerial and administrative duties as required.


3. Additional responsibilities of the President
3.1. The President has all the responsibilities and rights of the Vice-President.

3.2. In addition, the President shall coordinate and lead the regular online meetings of the Executive Committee and lead the preparation of the in-person meeting.

3.3. The President and the Executive Director shall share updates on a weekly or fortnightly basis.

3.4. The President shall take 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.

3.5. The President shall assist the Executive Director in the management of the organisation and shall coordinate and oversee the distribution of tasks within the Executive Committee.

Contact APECS

APECS International Directorate
Alfred Wegener Institute, Helmholtz Center for Polar and Marine Research
Telegrafenberg A43
14473 Potsdam
Germany
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Our Sponsors

APECS Directorate Sponsor
AWI WortBildmarke Farbe RGB
Further Sponsors and Partners for APECS projects, activities and events