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October 12, 2020
The ExCom kicked off the new term with a meeting on October 12th. Present at the meeting, in alphabetical order were; Jilda Caccavo, Mathieu Casado, Gwenaëlle Gremion, Carrie Harris, Meghan Helmberger, Neelu Singh and Deniz Vural.
- ExCom has voted for the late applicants (Individual Council Members (4) and NC representatives (10)) of the new term 2020-21.
- The creation of a new mailing list combining ExCom, Council and NC Coordinators (This email address is being protected from spambots. You need JavaScript enabled to view it.) was approved .
- Decision to decrease the number of reporting phases from 3 to 2 for individual Council members and NC reps was approved.
- Each member of ExCom was appointed to be the contact of individual Council members. It was noted that Council members should be encouraged to sign upfor project groups before the deadline of the 18th of October.
- ExCom members chose the project groups in which they will be involved to be the connection among Project-Group and ExCom. Decision to place 2 ExCom members for bigger projects groups was taken.
- Leadership of PG (number of terms) and co-leadership positions was discussed, and will remain a topic of discussion in coming meetings to codify it in the future application of the Strategic Plan.
- The ExCom approved the launch of the upcoming PG Antarctica Day, which will take place on December 1st. Due to the limited remaining time, discussion about spreading the survey towards the impacts of COVID-19 in all aspects of Antarctica will be handled via email.
The following topics will be discussed during the next ExCom meeting (26 Oct 2020): the Indigenous Collaborations working group, the possibility of a new Early Career Workshop with the Year of Polar Prediction including other partners,, the priorities of the 2020-21 term and the report of the Internal Evaluation Committee.-
October 26, 2020
The APECS ExCom met on 26th October 2020. Present at the meeting were -Mathieu Casado, Deniz Vural, Neelu Singh, Gwenaëlle Gremion, Meghan Helnberger, Jilda Caccavo, Gabriela Roldan, Juan Hofer, besides José Queirós, Shalaka Patil and Susana Hancock as Council Chair and NC Coordinators. ExCom gave suggestions to Council chairs on how they can improve the attendance of Council members in Council meetings and also asked them to inform the Council that they need to attend a minimum of 3 meetings over the term (as mentioned in the Council handbook) on the basis of their availability. Updates from National Committee (NC) Coordinator: ExCom member and ex officio had a meeting with NC Coordinator to discuss the breaking up the APECS national groups. NC Coordinators are in the process to organize the one meeting with NCs where they will discuss the NC document them. Updates from Social Media (SM) Coordinator: Two Social Media Coordinators from the last term had applied and been elected for a new term as well. SM Coordinator will focus on APECS Twitter, Instagram and LinkedIn social media accounts and website. They are also working to develop the guidelines for Twitter takeover and other social media guidelines. They are planning to work together with DEI and NC Coordinator on the Twitter takeover in order to represent the diversity in APECS. ExCom point of contact has been assigned for SMC and NC Coordinators. Updates from Project Groups: Some project groups have potentially too many members (compared to the estimated amount of work), while some others reported not having enough, and some Council members are part of more than 2 groups, ExCom suggests giving Council members the possibility to change project groups if they feel that this could be interesting. APECS International Mentorship Award 2020 PG from last year will wrap up publishing the news soon. Few of the new PGs have started scheduling their first meeting and the remaining groups are also in the process to do the same. Two new PG proposals have been submitted and under review - Science Diplomacy PG and Workshop in March-Polar prediction education. IPRN is creating a PG plan to conduct a side meeting in collaboration with APECS International during the SCAR conference in Hyderabad, India, in 2022. ExCom is working on the ExCom 2020-21 Priorities document to finalize the final draft and reviewing IPRN agreement. ExCom discussed engagement with WCRP and CliC and planned to join their meeting. A point from the past ExCom on call for another representative from the southern ocean observational group was raised. Issues of changing the structure of NCs leadership roles, restriction of sharing of NC member mailing list as per European law were also discussed and ExCom decided to schedule a meeting soon with APECS Directorate/Office to discuss this in detail.
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November 9, 2020
Summary of the ExCom meeting of 09 November 2020. Present were Josefine, Mathieu, Deniz, Gwen, Meghan, Jilda, Juan, Susana, and Sakshi.
- News from the directorate included the departure of Lisa and Andrea from the office. A new position is advertised on the APECS website. External requests for collaboration that were approved include: continuation of the participation to the IASSA Workshop, participation to the Franco-Russian Dialogue on Climate Change and collaboration with Claire Cullifod on 6 children books.
- Updates from APECS leadership includes queries from the NC coordinators for unresponsive NC reps. A list of advice for the Council chairs regarding the council meetings have been made, there will be a dedicated time slot to discuss them with the Council chairs ahead of the next council meeting. Lastly, 2 more Council applications have been approved.
- Updates from Project Groups report that the process of choices of leaders continues overall, as well as draft of the project plans. The Polar Organisations Overview doesn’t have any candidate for the PGL position yet. Antarctica Day Project Plan has been approved.
- The ExCom priority list has been approved. The contact point persons have to be decided. Communication to the Council will follow.
- ASM3 webinar will be attended by 3 ExCom members, and discussion with Mia will be organised to facilitate the process.-
November 23, 2020
The APECS ExCom met on 9th November 2020. Present at the meeting were -Deniz Vural, Gabriela Roldan, Gwenaëlle Gremion, Jilda Caccavo, Josefine Lenz, Juan Hofer, Mathieu Casado, Meghan Helnberger and Neelu Singh.
ExCom members agreed to remove the word “interim” for the directorate title as it is technically not correct. For the upcoming ExCom meeting, Excom members will pick the task in advance from the ExCom priorities list. The ExCom priorities of the coming term will be shared with the APECS membership and published on the website.In December, the directorate will provide an overview about the 2021 budget and discuss potential expenses towards ECR support.
Project group updates: In order to improve inclusion for people with different time zones for which attending PG meeting is sometimes difficult, the audio of the meeting will be recorded and uploaded on the Council google drive. This will also help with minutes and for non-native english speakers. Antarctica day PG is working very hard for the upcoming Antarctica day and soon they are going to release the webpage announcement. The submission form will be prepared by the APECS office. ExCom contacts were discussed for DEI PG. For IASC PG, Deniz would be the new ExCom contact. The project plan submitted by Remote Sensing PG has been accepted with some suggestions. The Indigenous collaboration PG has shown their interest in conducting a seminar or webinar with Indigenous knowledge holders and is seeking financial support for potential speakers.
New NC representative of Sweden was accepted.
APECS representative positions for various organisations were discussed, and the opportunities will be advertised to the council.
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December 7, 2020
The APECS ExCom met on 7th December 2020. Present at the meeting were: Josefine, Meghan, Neelu, Mathieu, Gwen, Deniz, Jilda, Juan, Shalaka, Sakshi and Susana.
Updates from the Directorate included: a new PG leader email address (This email address is being protected from spambots. You need JavaScript enabled to view it.) was created to improve communication with PGLs. Also, the APECS Office and ExCom will be away during the Christmas holidays (December 21st - January 8th). APECS will compile Season’s Greeting videos from the APECS Leadership! The videos submitted are accepted until December 14th. A gentle reminder to fill in the APECS Leadership Away Periods spreadsheet to ensure this information is available to all. Boris Radosavljević will join APECS Office between January to the end of April to complete tasks in EU Project ARICE.
Council Chairs will meet with PGLs on December 17th and 3 new PG applications (ASSW, ICASS X, and reviewing travel fundings for ICASS X) opened their registration. EDI Officer can be reached out to DEI Group’s PGLs to exchange the ideas. Polar Organisation Overview PG will have its transition call. Mental Health Resources wants to create a survey regarding mental health and they will focus this on their project plan and doing this with SMCs can increase the visibility of the survey. IASC Fellowship Reviewing is closed. Antarctica Day had a great achievement and continues with the activities in the rest of the month. Meetings going on with ECRs and working on potential funding opportunities for speakers towards ASSW21. 4 PG project plans have been accepted.
Priorities: Josefine has started grouping to find the new host institute. Upcoming tasks on the priority list and the roadmap to consider will be focused with the start of the new year. Announcement of Priority List
After the fruitful meeting of ExCom with CliC-WCRP, the call for an APECS Representative will be prepared that will help focus the engagement processes between the organizations.
APECS Spain started discussions with PolarCSIC. The LoE with Netherlands, LoA with IPRN and LoE with Colombia were approved and APECS Oceania expects the new LoA to be prepared by Susana. A contact person will be followed up for APECS Italy. APECS-Iceland is going to have their 1st meeting.
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January 18, 2021
- News from the directorate included the publication of the Strategic Plan 2021-2025 (Now online), the start of the contract of Svenja Holste working on INTERACT III Project, a report on the budget of APECS as of 15 January 2021, and updates of NC mailing lists. The call for bigs for a new host institute was also released on the website and through partner organisations.
- ExCom priorities updates revolved mainly around preparing timelines for the Council restructuring, the IEC restructuring, and the list of APECS representatives within other organisations.
- For Project Group updates: new Main page with project group list and possibility for them to have a page, discussion on organising further a meeting between the DEI PG and ExCom, as requested, was brought up, and will be organised shortly; possibility of interviews within the Mental Health PG was discussed, as well as using the experience of the Podcast PG for both technical and logistical point of views. The Project Plans of the APECS Online Conference 2021, Non-academic Careers PG, Mental Health PG and the T-MOSAiC Vlogs.
- Contact with CliC WCRP to provide opportunities to ECS in the Arctic, as well as with IACS.
- For NC updates: the letter of Agreement with APECS Canada was approved.-
February 1, 2021
1. Updates From Directorate:
APECS Director introduced a new person (Svenja Holste) who is going to work with the APECS office until December and then on the INTERACT 3 project. Excom discussed the involvement of Excom members in the hiring committee. Advertisement for APECS new host lookout would be published soon and This email address is being protected from spambots. You need JavaScript enabled to view it. would remain the point of contact for the questions. As a yearly routine process password has been changed for different APECS accounts. Reporting from NCs and council has been reduced from 3 to 2 in a year. The Directorate discussed the lack of data of APECS representatives in different organizations. In this regard, excom discussed starting a process to review the APECS representative information (One prioritiy of Excom).2. ExCom 2020-2021 Priorities:
2.3. Documents for restructuration Council document restructuring work is under process.3. Varia:
3.1. APECS representative for Artic Code of Conduct Approval (5/5) : Lauren Thompson would be the representative for the Arctic code of conduct
3.4. SCAR Messaging Board Juan and Jilda and Deniz would join the SCAR meeting.
3.5. Inquiry APECS-Arctic Institute Collaboration Interest Meghan will contact the Arctic institute in order to conduct a meeting to discuss potential collaborations.
3.6 APECS partnership in Ocean Decade Southern Ocean Programme Ocean decade southern ocean program has contacted APECS excom for a partner. Waiting for more infos.4. Next Meeting:
Meeting time: Monday, 15 Feb, 18-19h GMT
Minutes: Meghan
Summary : NeeluA. Updates From Council Leadership National Committee Coordinators The letter of Agreement (LoA) for APECS-Columbia, APECS Turkey and APECS-Malaysia is under process. APECS Sweden's LoA has expired and presently is in the process of renovation. Other NCs have submitted their progress report. Along with this NC Coordinators discussed how to organize a call with NCs.
B. Project Group - News - Updates DEI After seeking for advices from APECS mentors, Excom set up an course of action to set up a meeting with the
DEI PG
Art PG
Approved (3/5): Project Plan the Art PG.-
February 18, 2021
1. Updates From Directorate:
APECS host search process dissemination strategy has been prepared. A new employee (Franziska) has started work in ARICE and APECS office as of 15 February. APECS newsletter and information about technician online training as part of ARICE was published on 16th Feb 2021.2. ExCom 2020-2021 Priorities:
Excom discussed advancement and actions for : The Mentorship database ; Strategic plan council restructuring ; APECS data policy; APECS representative roles; Adrian Dahood Memorial fund.3. Varia:
3.1. Meeting with Victoria Herrmann (Arctic Institute) A meeting with Victoria Herman from Arctic Institute has been conducted on 13th Feb 2021 to collaborate with the science policy and diplomacy group, were present, Meghan, Deniz and Gwen.
3.2. Internal Evaluation Committee (IEC) Current Internal Evaluation Committee (IEC) members will continue on for the rest of the term.
3.3. Recording Procedure of the meetings Excom also discussed the GDPR acknowledgment for recording- storage of recording, period to keep the recording in the drive, consent for recording, handling the access of the recorded files, alternative options for the storage of recorded files.4. Next Meeting:
Meeting time : Monday, 1 March, 13-14h GMT
Minutes: Mathieu
Summary : DenizA. Updates From Council Leadership
National Committee
Excom approved (5/5) to support the ASA-APECS Canada Mentor Award 2020 ;
Excom approved (5/5) to support the APECS Canada MOOC Project ;
Excom approved (5/5) the Renewal of LoE of APECS Denmark.
B. Project Group - News - Updates
Mental Health Group
The mental health group survey project is under review by ExCom for suggestions.
Podcast Group
The Podcast group disclaimer is under review by ExCom for suggestions.
C. Council Member - News- Updates Excom approved (3/5) the new council application.-
March 1, 2021
1. Updates From Directorate:
New project officer, Franziska has joined the family! She will be working on the annual report of 2019 and 2020. Besides, help on the ARICE project, and posting online.
Opportunities for involvement of APECS reps for AANCHOR, FARO Workshop and fieldbook pictures will be shared with the Council Mailchimp announcement will be released with the Council:
- Polar Week Contest as well as whole Poler Week program,
- APECS/YOPP/YESS Workshop at ASSW2021,
- Online Conference Abstract Submission open,
- ARICE Technical Training2. ExCom 2020-2021 Priorities:
Finding New Host Institution
- The list of contacts and shared addresses will be updated Mentorship database
- Timeline and tasks will be followed as it is scheduled Strategic plan Council Restructuring
- The last comments on the relevant sections of the Handbook will be made.
- The updated version of the Handbook will be shared with the Council for their feedback with a timeline in the coming weeks APECS Data Policy
- Directorate has contacted Ævar to ask for backup of APECS Website + Cookie handling
The content will be similar with EU Project APPLICATE uses
Adrian Dahood Memorial Fund
- The fund will be kept open. The fund will be distributed to the conference fees and related expenses if the Dahood family also approves it
- Long term actions needs to be taken regarding this fund3. Varia:
ASM3 Organizational Overview Update for Final Report
- will be updated by the Directorate APECS Canada
MOOC Project
- was reviewed and approved by ExCom Re-adjusting the ExCom meeting hours by April
- will be rotated to the most suited time of majority due to the DST Partnership with UKPN to Submit a Proposal to COP26
- Help improve the abstract on 2 days session about climate crisis
Approved: MoU of APECS Bulgaria (⅘), LoA of APECS Oceania (⅘)A. Updates From Council Leadership
A.1 Council Chairs - Hugo Guimaro / José Queiros / Priyanka Rajput
The 2nd PGL Meeting on Feb 22/2021
- The minutes can be found on the website. 125 Council reports submitted by the deadline of March 1st
The 2nd Council Meeting on Feb 2/2021
- The minutes can be found here.
The queries on accessing the Google Drive raised
- will be linked with the email address that people are using.A.2 National Committee Coordinators - Shalaka Kiran Patil / Sakshi Mankotia/ Susana Hancock
Call for Bids will be spread into NCs
18 NC reports submitted (Status: 26 Feb) - please submit the missing ones asap
APECS Iceland has a meeting on Thursday
- the leadership will be clarified
- the connection will be made with UKPN to work together on some projects
- email address will be controlled over the weekend
Partnership between APECS Brazil and International/National/Local Organizations
- the possibility with National Organization (Brazilian Antarctic Program - PROANTAR, coordinated by the Brazilian Navy)
- the template document on partnerships will be sent
- seeking out for guidance
LOE Colombia has been renewed
Structuring common file on agreements of National Committees
- Access to different LoAs and MoUs will be eligible.A.3. APECS Social Media Coordinators - Lina Madaj / Melanie Stammler / Mia Bennett / Rupa
Polar Week March 2021 Announcements
- Contest announcement will be shared Meeting with Social Media Coordinators On February 25
- Josefine & Deniz have joined and the meeting went fruitful.
- 3rd round of Call for Bids will release and Facebook advertisement function will be used to increase the visibility
- The International Days (e.g. Polar Bears Day) will be celebrated within social media channels to increase the communication with early career researchers and their network
- Email on how to submit posts on social media accounts will be shared by SMCsB. Project Group - News - Updates
Polar Organization
- Joseph Martin step up to be PGLC. Council Members - News- Updates
2 members who didn’t show up in the meetings & answer emails in Polar Organization PG will be contacted.
2 members who didn’t show up in the meetings & answer emails in Online Conference PG will be contacted.4. Next Meeting:
Meeting Time : Monday, 15 March, 17-18h GMT
Minutes: Neelu
Summary: Meghan-
March 15, 2021
Chair: Gwenaëlle Gremion
Minutes: Neelu Singh
ExCom Summary: Gwenaëlle Gremion, ExCom
Present: Josefine Lenz, Executive Director, Gwenaëlle Gremion, ExCom, Meghan Helmberger, ExCom, Deniz Vural, ExCom, Neelu Singh, ExCom, Mathieu Casado, ExCom Jilda Caccavo, Ex-officio, Gabriela Roldan, Ex-Officio, Juan Höfer, Ex-Officio
MINUTES:
1. Updates From Directorate
-HAPPY POLAR WEEK!
-The Zoom meeting/webinar still challenging: Recording settings are discussed.
-Svenja will announce the new PG “Guideo on CO2 reduction” this week : Mathieu and Gwen will be the ExCom contact.
2. ExCom 2020-2021 Priorities
-New Host institution
There is still the need to continue the dissemination over our network of the call for a new host.
-Mentorship database
A meeting with Carrie will be set up. The idea to include mentors as contact for the different PG was discussed. The mentorship database needs to be completed (lack of information, only numbers are available). Mentors need to be contacted to update the database.
-Strategic Plan Council Restructuring
All need to do the final review of the Handbook, prior to sending it to the entire Council for the first round of review. Contact need to be made with Project Group that may contribute to specific section (Code of Conduct, Data Policy)
-Adrian Dahood Memorial Fund
The first call and form is under review by ExCom before it went out (soon)
3. Varia
3.1. DEI/ExCom meeting scheduling
Finalization of the date and time for the DEI/ExCom meeting in agreement with Daniela availabilities, and the majority of DEI members' attendance.
3.2.INSTANT kick-off meeting report
Review of the report made by Lara Perez regarding her attendance to the INSTANT meeting.
3.3. ExCom Meeting with Changing DST
March - 29 - 2021 : 13-15 GMT (APECS ExCom - Leadership)
April - 12 - 2021 : 19h-20 GMT(APECS ExCom)
April - 26 - 2021 : 14-15h GMT (APECS ExCom - Leadership)
3.4.Council Member - News- Updates
Follow up on certain Council members not attending/participating on the PGs activities.Their ExCom contact will reach out to them to figure it out what is going on.
4. Next Meeting
4.1. Regular ExCom Meeting
Meeting time : Monday, 29 March, 13-15h GMT
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A. Updates From Council Leadership
A.2 National Committee Coordinators
APECS Turkey LoE : Approved-
March 29, 2021
Important note: Call for Bids - Help from National Committees is really needed: it is really crucial that national committees are
1. aware of the host search and
2. approach people and plant the seeds in their respective countries.1. Updates From Directorate
Updates on first contacts with potential host institutions (still waiting for letters of interests).
Contacts for APECS representatives in activities of several partners (AANCHOR, PolarPredictNews, IASC ASSW 2022), more updates to follow.
Discussion with the European Polar Board (EPB).
2. ExCom 2020-2021 Priorities
Mentorship database, first discussions in progress.
Strategic plan and council restructuring: progress on the handbook made, missing illustrations to help simplify the structure of APECS (ExCom will prepare first drafts and might ask help from the Council to move further).
Date for when the handbook is shared beyond ExCom still to be decided.
Adrian Dahood Memorial Fund: preparation of a call for applications.
3. Varia Since the meeting had to be short, varia were not discussed in detail.
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A. Updates From Council Leadership
A.1 Council Chairs
Council reports have been compiled and a summary is prepared and will be sent to the Council.
Next Council meeting on 31 March 2021.
A.2 National Committee Coordinators
UKPN MOU approved by ExCom.
A.3. APECS Social Media Coordinators
APECS-news page link on the Instagram account to simplify sharing news and events.
B. Project Group - News - Updates Collaboration with European Geosciences Union (EGU) : no problem with ExCom, decision to be taken at the PG level.
C. Council Member - News- Updates
Some Council members have been inactive, to be contacted to check that everything is fine.-
April 12, 2021
Updates from Directorate
1. New Project Group ‘Guide on CO2 Reduction’ (INTERACT Project) has started and had their first meeting last week.
2. IASC Webinar.
3. Online Technical Training activities + soft skill webinar (ARICE Project) is happening this week.
4. Finding a new host: Internal deadline (end of March) for Expression of interest. APECS' hosting mission meeting with AWI would be conducted on 13 April 2021.Excom Priorities
1. Find a new host institution.
2. Mentorship Database: Setting up a meeting with Carrie is in progress.
3. Adrian Dahood Fund: Draft of call for application is at a final stage and soon will be ready to announce on APECS website and in a newsletter.
4. Restructuring Internal Evaluation Committee: Document is under construction and review by ExCom.
5. Evaluating criteria Council application- Neelu and Meghan had a meeting in this regard and started developing a document for the ExCom to review.
6. Handbook: Draft and figures are at the final stage and soon will be ready to share with the council for the first round of review.
7. Raise profile of under-represented areas of polar research: Deniz and Jilda have started working on this.Varia
1. ExCom members would reach out to the people who expressed their concerns on the council progress form.
2. Implementation of anonymous feedback form in the handbook.
3. Including information in the handbook regarding the role of the advisory committee and when ExCom consults with the committee, sending yearly reports to the Advisory and including “living document” to specify what the Advisory Committee is consulted on for internal use among ExCom and the Directorate.
4. Code of conduct: Included into the handbook as an appendix. It will be shared with the Council for review later in the term.
5. Approved : ExCom approved LoE of APECS ItalyNext Meeting Monday, 26th April, 2021.
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April 26, 2021
1. Updates From Directorate
▪ Online Conference will take place on May 12
- Interested volunteers in presentation judge and session coordinator to help facilitate the conference can fill out this form by April 30
▪ Closing of the Bidding to host APECS Directorate by the end of May
2. ExCom 2020-2021 Priorities
▪ New Host Institution
- The internal criteria for reviewing the applications will be prepared soon, Council will be asked to provide input
▪ Council Restructuring
- Call for the Council to review APECS Handbook was shared on 23/04
▪ Adrian Dahood Memorial Fund
- The call for a grant is opened 20/04 - The form will be open until May 25
▪ APECS representatives & improving the rep system
- A new project group, which will have one or more chairs, that would liaise between the different representatives and the Council, might also be beneficial to report/improve integration of the roles on actionable items
▪ A new APECS representative for their Capacity Building, Education and Training (CBET) Advisory Group for SCAR is announced
- deadline for application is May 3
▪ SOOS SOFLUX APECS representative
- SOOS are looking for an early career researcher to join their Southern Ocean Air-Sea Flux Capability Working Group
- The following criteria are shared on the call and applications are open until May 31
3. Varia
▪ INSTANT Logo contest announced in Partner News and the deadline is May 1
A. Updates From Council Leadership
A.1 Council Chairs
▪ 3rd PGL meeting : 29th of April at 16:00 GMT
- The agenda and updates or concerns table for the meeting
▪ Suggestion: Trivia Game for the upcoming Council Meeting - Anybody interested can help organize the game/questions - please contact This email address is being protected from spambots. You need JavaScript enabled to view it.
A.2 National Committee Coordinators
▪ Virtual Outreach/Lecture series by IPRN (APECS India) are approved by ExCom
▪ APECS Germany renewed the LoA ▪ APECS Italy is back as NC!
▪ Meeting amongst NC Coordinators will be organised in the upcoming months
C. Council Member - News- Updates
▪ One new Individual Council application was approved by ExCom-
May 10, 2021
1. Updates From Directorate
▪ Mentorship Award nomination deadline extended to 29 May
▪ APECS Online Conference! May 12
▪ Host search: Interesting input from Council: https://padlet.com/info15625/APECS
2. ExCom 2020-2021 Priorities
▪ New Host Institution
- Deniz and Josefine spoke with Denmark and Norway; mostly a general discussion, waiting on funding applications before applying
▪ Council Restructuring
- The first round of review will close May 14
▪ Adrian Dahood Memorial Fund
- So far we have received 25 applications - Application submission closes on 25 May
▪ Restructuring of the Internal Evaluation Committee
- ExCom is working on a draft restructuring
- This will be sent out to the current IEC members for review before further development
3. Varia
▪ Council trivia game night
- Questions prepared by Deniz for a trivia night during the next Council meeting
4. Next Meeting
4.1. Leadership- Ex.Com Meeting:
Meeting time: May - 24 - 2021: 14h-16h GMT
Minutes: Deniz
Summary: Mathieu ----
B. Project Group - News - Updates
▪ ICASS X APECS Workshop Project Group plan Approved!-
May 24, 2021
1. Updates From Directorate
- New grant agreement signed for the EU project Arctic Passion: APECS is involved as co-lead of the dissemination, communication & training work package
- Final week for input on potential criteria for the Host Institution evaluation Council can provide their contributions
2. ExCom 2020-2021 Priorities
- Urgent progress to be made on the APECS Handbook (delays to be expected compared to the original schedule shared with the Council)
- Preparation of the criteria to judge the Adrian Dahood Memorial Fund - Brainstorming done on the APECS representative roles
- New document for the restructuring of the IEC finalised, to be shared with the IEC current members for feedback
3 . Varia
- ExCom Temporary position: Reminder about the application for temporary position within the ExCom (1 July 2021 - 10 September 2021). Deadline : 6 June 2021 (refer to the email of Neelu Mai 21th)
4. Next Meeting
- June - 7 - 2021: 19h-20 GMT
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A. Updates From Council Leadership
A.1 Council Chairs
- Organisation of the Council Meeting, discussion about the trivia game
- One new Council member approved.
A.2 National Committee Coordinators
- NC Coordinators will hold a meeting with NC leaders next week
- MoU of APECS France and APECS Bulgaria approved
- LOA of APECS Germany and APECS Switzerland approved
- New NC rep for APECS Switzerland approved
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June 7, 2021
1. Updates from Directorate
- Bids for Host APECS International Directorate - APECS office received 2 bids for a new host institution along with one sponsorship offer to support the directorate. The evaluation process and next steps in this regard are under process.
- APECS Newsletter - Newsletter would be published on 15th June with new highlights and announcements.
- APECS Workshop at ASSW2022 in Tromsø- Directorate will register for the APECS workshop for the business meeting part during ASSW 2022. A new project group would be proposed in the next term for this workshop.
- APECS representative at UArctic Congress in Russia, October 2022 Program Committee- A call for an opportunity to join the UArctic Congress organizing committee would be shared with the council.
- Josefine is away for 2 weeks: summer holidays, 28 June - 12 July (Directorate Away Times)2. ExCom 2020-2021 Priorities
- Strategic Plan Council Restructuring- ExCom is working on the handbook on suggestions and questions mentioned by council.
- Adrian Dahood Memorial Fund- Total 68 applications have been received. ExCom members and Council volunteers will work together to review the applications. An announcement would be shared with the council for volunteers to review the applications.
- The Database for APECS Reps, restructuring of the internal evaluation committee, Evaluation criteria for council application is under process.3. Varia
- Marta Moreno’s application for temporary ExCom position has been approved.
- Inactive members from different project groups (Mentorship Award, CO2 Reduction, Art Group) would be contacted by ExCom.
4. Next Meeting
Meeting time : June - 21 - 2021 : 14h-16 GMT (Leadership)
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A. Updates From Council Leadership
A.1 Council Chairs
PGL group leaders meeting: Doodle poll has been shared to organise the next meeting.-
June 21, 2021
1. Updates From Directorate New term
- Office is starting the ExCom election procedure in July
- Announcement will go out to the whole membership APECS Office members will be on a leave of absence (June-August) respectively
- Detailed period can be found here Final interview will be with the bidders on June 22.
- Voting form for the bidders will be sent end of the July
2. ExCom 2020-2021 Priorities
- Adrian Dahood Fun: Applications in review process
- Handbook including Council structure will be shared with the Council for approval to take into force for the new term
- APECS representatives: Creating database is done - The reporting form is in progress
- IEC: - The updated version of restructuring document will be shared with Advisory Committee after incorporating reviews
3. Varia
- APECS representatives for UArctic Congress 2022 Program Committee: Applications will be reviewed and selected representatives will be shared with the UArctic Congress Program Committee
- Reaching out to the inactive members: Sending email to the members who are members of a project group but have not been involved for a very long time
4. Next Meeting Meeting time: 5 July, 2021 : 19h - 21 GMT
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A. Updates From Council Leadership
A.1 Council Chairs
- 4th PGL Meeting on 24rd of June at 10:30 AM (GMT), Meeting agenda & minutes
A.2 National Committee Coordinators
- A new application for National Committee representative was accepted
- The agreements (LoE, LoA, MoU) of some of countries will be updated
- NCs can be asked to make a 1 slide presentation to give updates from their chapters at the next Council meeting
A.3. APECS Social Media Coordinators
- Sending a letter on how to publish events/news on the APECS social media channels will be sent via the Council and NC email lists
- APECS LinkedIn account: 1,300 members in APECS LinkedIn group, depending on the settings merging two different APECS accounts
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July 5, 2021
1. Updates From Directorate
- Preparing the call for the new ExCom application, the call will be launched during this week
- The Directorate is also working on the NC statistics
2. ExCom 2020-2021 Priorities
- New Host Institution: Final review in progress with the bidders. Afterwards, the decision will be shared with the Council for final approval
- Handbook: Most of the comments by Council were integrated to the new version of the book, last compilations are to be made, conditional version of the Handbook will be sent to the Council with the new structure of the Council for approval
- Adrian Dahood Memorial Fund - The grant will be distributed by 3 categories (research project, in person conferences, online conferences) for the applicants, the proposed funding 17 211.34 EUR (€7621.93-Adrin Dahood-Fritz Funding, €5850-Antarctic Science Ltd., €3739.41-APECS travel/online registration support) was approved by ExCom; answers will be sent out to applications shortly
- APECS representative roles/Improve APECS rep system: Prepared draft form and email will be reviewed
- Council election for the new term 2021/22: The call for new Council applications will be launched at the middle of July
- New email about Project Group applications will be sent to entire membership
3. Varia
- One new individual Council member and one National Committee representative applications were approved
- APECS reps in the UArctic Congress 2022 Program Committee: 3 APECS representatives were approved for the Committee
4. Next Meeting
- 19 July 2021: 14 - 16 GMT
A. Updates From Council Leadership
A.1 National Committee Coordinators: A new LoA will be prepared for the countries who had LoEs to be expired
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July 19, 2021
1. Updates From Directorate
- Holiday season but office is open. Heike away till 8 August, Josefine will try her best to keep up daily office business
- ExCom applications are underway, deadline 16 August.
2. ExCom 2020-2021 Priorities
- New host institution: Final ExCom vote for recommendation on new host will be finalized on 19th July. Then recommendation is shared with Council for the Council vote on the new host institution
- APECS representatives roles/Improve Rep system: Email existing representatives with questions regarding their position and activities in both organizations they are involved in.
- Mentorship database: Discussed the mentor database with Carrie Harris moving forward. Mentors will be contacted regarding sharing their emails on our website for easier contacting option.
- Improving ExCom transition: Gathering information in order to build a better transition plan.
3. Varia
- PLOS climate journal’s request to cooperate with APECS - Mathieu, Marta & Meghan want to make this a project group for next term. Highly supportive of the idea but the end of the term is approaching fast and there are time constraints that could impact the setting up this term.
- New SCAR action group: RINGS - Approved to send a call to Council first.
- Workshop on IPCC process by SO-CHIC: Approved
4. Next Meeting
- Meeting time : 2 August 2021: 19 - 21 GMT
---- A. Updates From Council Leadership
A.1 Council Chairs NCs from Brazil, Canada, and Denmark were presented at Council meetings.
A.2 National Committee Coordinators
Approved- Brazil MoU
Approved- Colombia LoE converted to LoA
Approved- Denmark LoE converted to LoA
Approved- Netherlands LoE converted to LoA
Approved- Sweden MoU Approved- Norway LoA
Approved- China LoA
Approved- Portugal LoA
Approved- APECS event funding for APECS Germany-
August 2, 2021
1. Updates From Directorate
- Lisa Grosfeld is back to Office. She will be the Project Officer for the German Arctic Office and help APECS Office in the new EU Project Arctic PASSION.
2. ExCom 2020-2021 Priorities
- New host institution: The Council can vote until 8 August, 23:59 GMT.
- Council applications: Since the new Council structure has been approved (45 individual members and 6 NC rep voted: 42 approvals, 6 disapprovals and 3 abstentions), the call for Applications to the APECS Council 2021-2022 has been opened today. - APECS handbook: An email will be sent to the Council asking for a second review of the Handbook. An email will be sent to the Advisory Committee asking for feedback on the Handbook, particularly on the section about the Internal Evaluation Committee.
- APECS representatives roles/Improve Rep system: An email will be sent to existing representatives with questions regarding their position and activities in the organizations they are involved in.
- Adrian Dahood - Fritz Memorial Fund: An email will be sent to the Dahood-Fritz family with an update regarding the Adrian Dahood-Fritz Memorial Fund.
3. Varia
- The ExCom will contact the Indigenous Collaborations APECS project group to provide some ideas regarding their suggestion of extending APECS resources to Non-English Speakers.
- Workshop on the IPCC process by SO-CHIC: Gwen, Deniz, Mathieu and Marta will get involved in the organization of the workshop from the beginning. A call for additional members to contribute to the organization will be released at a later stage of the planification.
4. Next Meeting
- Meeting time: 16 August 2021: 14-16 GMT -
August 30, 2021
1. Updates From Directorate
- Host for APECS Directorate MoU is currently prepared between NPI, UiT, FRAM and APECS International draft expected by mid-September. Official announcement of new host and job announcement will be released accordingly. Until then information is not official. There will be a meeting with CU Boulder to discuss the possibilities of an APECS Office as part of the APECS International Offices
- Term Transition The voting for ExCom 2021-2022 is open until September 8th For voting form please see the email sent by APECS information on August 24
- APECS Council Leadership positions will be open until September 15th Applications for Council Chairs, National Committee Coordinator and Social Media Coordinators
- Nominations for National Committee/Partner representatives (this form) are still open until positions filled National Committees can nominate maximum 2 representatives Partner Organizations can nominate only 1 representative
- Project Groups Project Group reports and registration to PGs for the new term due September 15th
- International Polar Week September Polar Week will be held great activities between September 19-25 with the activities; the Polar Poetry Contest the Photo Competition Fun Facts on Social Media Instagram Live with Polar Artists the Polar Party and many more!
2. ExCom 2020-2021 Priorities
- Selection of Project Groups Leaders for the Term 2021/2022 APECS PGs and its descriptions
- APECS representative roles & Improve APECS rep system Email sent to current APECS reps
Please provide feedback if you want to continue or step down by September 12th
- Handbook The latest version of the Handbook (including preliminary version of the restructuration of Internal Evaluation Committee) Some important dates on reviewing; Council/NC final review: September 8 ExCom implements the produced comments: September 19 Council vote on the new Handbook: September 27 The Advisory Committee is being asked to review the new Handbook, as well
3. Varia
The New Council Training Sessions The topics are:
- The structure of APECS International Thursday, 9 September 2021, 14.00-15.00 GMT
- APECS National Committees and the role of representatives Friday, 10 September 2021, 13.00-14.00 GMT
- Organizing online events and meetings in APECS Friday, 10 September 2021, 17.00-18.00 GMT
4. Next Meeting Meeting time : September 13th - 14 - 16 GMT -
September 19, 2021
1. Updates From Directorate
- ExCom Elections
- Participation to voting was 59%
- The new Executive Committee 2021/2022 have internally announced with the Council (please see the email from Josefine on September 15) and the official announcement will be released on October 1st
- APECS September Newsletter is published this Monday (including Polar Week September)
- Polar Educators International is looking for APECS Representative in Polar Resource Book Project, selection process currently under discussion with PEI
- APECS representative on SCAR's RINGS Action Group
- The announcement is now online - you can send it to This email address is being protected from spambots. You need JavaScript enabled to view it. by 30 September 2021
- IASC Fellowship Review
- The 6 IASC Fellowships (one for each IASC WG - Atmosphere, Cryosphere, Marine, Social / Human, Terrestrial and an Indigenous Fellowship), two more special Fellowships are to be announced & reviewed:
- SDWG-IASSA-IASC Fellowship for an ECR to get involved in the SDWG of the Arctic Council
- The Fellowship is co-sponsored by the three organisations.
SAON-IASC Fellowship for an ECR to get involved in SAON
- The Fellowship is sponsored by IASC
- Tentative timeline currently under discussion with IASC:
- Application deadline 4 October
- Review + short list 8 - 26 November
- Contacting with successful candidates mid December / unsuccessful January
- Official announcement January
- Arctic Frontiers (31 Jan - 3 Feb) asked for involvement in Norwegian Science for Schools event (in person) Arctic Frontiers Young program but level of involvement under discussion due to directorate transition2. ExCom 2020-2021 Priorities
- Host for APECS Directorate
- Draft MoU is currently being prepared
- Draft Job description of Director position in under review
Official announcement of the New Host and job announcement will be released soon - until then information is not official
- APECS Office of second bidder under discussion
- Request about MoU with APECS emailed to AWI Directorate
- Followed up with Netherlands on their sponsorship offer- APECS representative roles & Improve APECS rep system
- APECS reps, who said they will not continue to their positions in the upcoming term, will be reached out and asked for possible candidates to replace their position
- The up-to-date version of the list will be uploaded to the website
- Current APECS partners & representatives
- Handbook
- Second review of the Handbook is completed by the Council
- ExCom is currently implementing the produced comments
- The vote of the new Handbook will open to Council by next week
A. Updates From Council Leadership
A.1 Council Chairs
- Second Council Report
-Thank you for joining the report!
- The point on time zone constraints was discussed and agreed to set up a meeting schedule in the beginning of the term, i.e., Council members will periodically meet on the same day of the week and time so that they can plan in advance
- Other details and format of the reporting in future terms will be discussed
- The report will be shared with the Council soon- PGL and Council Meetings
- The minutes of 5th PGL can be found here
- The minutes of 6th Council meeting can be found here
A.2 National Committee Coordinators
- No NC representative nominations for APECS Council 2021/22
- Sweden
- UKPN
- USAPECS
- Bulgaria
- Malaysia
- Italy
3. Varia
- New collaboration possibilities with SESS Editorial Board for the 4th State of Environmental Science in Svalbard Report
- The board is looking for an Early Career Scientist as the fifth member of the Editorial Board
- The details about application can be found here4. Next Meeting
Meeting time: September 27th - 19 - 21 GMT -
September 27, 2021
1. Updates From Directorate
ExCom Leadership
Marta voted in as president for 2021/22 term
Votes for Ex-Officios occurred at the end of the meetingCouncil Leadership Review:
co-Council Chairs: Jose, Ryan, and Tayana
NC Coordinators: Manasi, Hugo and Lei
Social Media Coordinators: Anika, Lina, Nadine, and Sakshi
Gabriela Roldan and 2020/2021 Social Media Coordinators will stay on for an extra week or so to help with the transition2. ExCom 2020-2021 Priorities
Host for APECS Directorate
Draft MoU is being finalized
Draft Job description of Director position is being finalized
Official announcement of the New Host and job announcement will be released soon - until then information is not official
The second bidder will not be able to provide a second international office after all.Handbook
Handbook is finalized and waiting on a vote from the Council for approval.
Mentorship database
Emails will be provided for mentors listed in our database for easier contact
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