-
October 4, 2021
1. Updates from the Directorate
1.1 Transition into the new term 2021/2022
- For now applications to join a project group (PG) are closed, but may be opened later on depending on the needs of the PGLs.
- There are only two groups without PGL: APECS workshop at UArctic Congress 2022 and APECS workshop at Arctic Science Summit Week (ASSW) 2022.1.2 New host
-The draft of the MoU between APECS and the new host has been prepared.
- The official announcement of the new host and the APECS Director position will be released soon.
- Some ExCom members will be part of the hiring committee for the new Director.1.3 Requests for collaboration from other organizations:
- IASC sent an invitation to nominate an APECS representative to the ICARP IV Steering Committee.
- Polar Educators International (PEI) wants to organize a workshop with APECS during the ASSW, and to have ECRs involved in the drafting of a new Polar Resource Book.
- ASSW2022 is wondering if APECS would be interested in organizing or helping organize a social (hybrid/online) event for ECRs during the event.
- Arctic Observing Summit (AOS) wants ECRs involved in the working groups of the AOS.2. Organisation of the ExCom meetings
- The Excom will strive to send the summary of the meetings by email to the Council prior to the next meeting.
- The Council leadership will be invited to the first part of the meetings every two meetings.3. Organisation of the new term
- The list of the ExCom contacts for the PGs will be created soon. There will not be ExCom contacts for Individual Council members since it does not seem necessary given the new structure of the Council.
- The ExCom will work on the priorities for this new term. This will include priorities from the past term that are still ongoing, and priorities for the new term. The list of the ExCom priorities will be shared with the Council shortly after it’s prepared.4. Some priorities for the new term
- The layout of the new handbook needs to be prepared.***Next meeting: 18 October 2021, 16 – 18 GMT ***
-
October 18, 2021
1. Updates from the Directorate
- Announcements;
for New Host Institute and Executive Director,
for IASC Fellowship Webinar are now online- Reviving APECS Norge
Working on layout of Handbook to be published soon2. ExCom meetings
- Next meeting date & time will be on Monday 1 November, 13.30-15.30 GMT
- Council co-Chairs, SMCs, NCs are invited to join the first part of the next meeting.- These are the dates of the ExCom meetings for the rest of the year;
Monday 15 Nov: 17.00 - 19.00 GMT
Mon 29 Nov: 15:00 – 17:00 GMT
Mon 13 Dec: 17.00 - 19.00 GMT3. Organization of the new term
- ExCom contacts sent out welcoming emails to the Project Groups and PGs started to have their first meetings
- The PGL meeting will be held on 27 October at 14.30 GMT
Meeting agenda & minutes- The ExCom contacts will organise the first meeting of the PGs without a leader which are;
APECS Workshop at ASSW 2022, and
APECS Workshop at UArctic Congress 2022- Applications are still open for PG co-leadership positions via this form
The application for co-leadership positions will be open until the end of the year
Selections will be considered on first-come-first-served basis- A new position called APECS Representatives Coordinator (ARC) will be established over the term, in order to keep track of the work of APECS reps in other organizations and strengthen the relationships between APECS and partner organisations
4. Priorities
ExCom Priority List for 2021-22 term is in progress
Once the full list is ready, it will be shared with the Council5. Collaborations
5.1 APECS reps
- The call for SOOS APECS Representation
The application deadline is October 315.2 Workshops
- A workshop on reviewing skills building under SO-CHIC project (with European Polar Board) is planning to be held online in July/August 2022
Another workshop opportunity (i.e. SCAR Open Science conference) will be discussed with New Host Institution
APECS India will be invited to co-organize the workshop5.3 Sponsorship
- LoA will be prepared for Netherlands Polar Program
-------
Next meeting: 01 November 2021, 13.30 – 15.30 GMT -
November 1, 2021
1. Updates from the Council leadership
We held our first APECS Leadership meeting where we invited the Council Co-Chairs (CCs); the National Committee Coordinators (NCCs); the Social Media Coordinators (SMCs).
Each leadership body had a transition meeting that went well. For both CCs and SMCs, there will be no specific ExCom contact to reach if needed, but instead the whole ExCom. For the NCCs, due to Susana’s previous position and knowledge, she will be the ExCom contact.1.1 Discussion on the request from PGs to have their own social media channel/accounts. Final decision of ExCom on the subject will be provided soon.
1.2 Request of CCs to combine PGL and Council meetings. Discussion on what kind of meetings need to be organized during the term, due to the new structure of the Council. Final decision of ExCom on the subject will be provided soon.
1.3 CCs, NCCs and SMCs will be invited once a month to the first part of the ExCom meeting throughout the term.2. Updates from the Directorate
The APECS Handbook is now online!
Application for the next Executive Director is still open! (Nov 7th)
Representatives of ExCom are required to be part of the Screening and Hiring Committees. ExCom should put together some criteria to select the candidates.3. Organisation of the new term
ExCom reviewed the applications for co-leadership of some Project Groups.
ExCom discussed the case of PGs with a low number of participants; and the opportunities to open new Project Groups.4. Priorities
ExCom discussed the possibility to hold their annual in-person meeting on either the ASSW in April 2022 (Tromso), or YOPP in May 2022 (Montréal); and Deniz volunteered to be responsible for organizing it.
ExCom is finalizing the Priority list, before preparing a list to be shared with the Council.5. Collaborations
5.1 APECS reps
APECS Office did not receive any application for the SOOS APECS representation call.
ExCom is pursuing the work on improving our Representative systems (i.e. call; selection).6. Decision on funding request
The APECS Portugal funding request is under review by ExCom.
7. Next meeting: 15 November 2021, 17 – 19 GMT
-
November 15, 2021
1. Updates from the Directorate
Last annual reports
2018/19 + 2019/20: almost finished
2020/21 planned as soon as previous ones are done
Hiring of new director:
On-going process in collaboration with UiT, FRAM and NPI.2. Organisation of the new term
Discussion on the restructuring of the Council and NC Rep meetings with the new Council structure
Possibility of creating a meeting where PG and NC can reach out to the entire membership
Work with Council Co-chairs and NC coordinators on the new structure of the Council meetings necessary
Discussion on social media accounts for Project Groups: requires further discussion with Social Media Coordinators and Project Groups interested in having a social media feed to evaluate the most relevant solution.
Decision to keep the possibility to create new PG throughout the term taken.
Discussion on the deadline for PG plans: aim for mid December.3. Priorities
Decision for the leadership in person meeting at ASSW on March 26 - April 1, 2022 (Tromso). Deniz and Mathieu organising.
Continued assignment and work on the rest of the priorities.4. Collaborations
4.1 APECS reps
Nomination of reps for ICARP IV finalised, and SOOS, and SCAR ongoing.
4.2 Workshops
The organization of the SO-CHIC skills building workshop is ongoing. The workshop is planned together with the European Polar Board (EPB) and other organizations , and its aim is to help improve the reviewing skills of ECRs
5. Funding requests
Funding request from APECS Portugal: Event approved, suggested to explore alternative funding options for the website, as website maintenance is a permanent financial support which is not supported in the framework of NC funding requests.
Funding request APECS Canada, APECS China and IPCC Project Group under review6. Next meeting: 29 November 2021, 15 – 17 GMT
-
November 29, 2021
1. Updates from the Directorate
EU Projects:
INTERACT: GA last week, good progress in Guide on CO2 reduction
ARICE: last webinar of this year 2 Dec, next in Jan, Marine Training EMD Workshop
Arctic PASSION: set of 4 project plans as first Deliverables, Early Career involvement for AOS
An update on the IASC Fellowship review process
Office closing over Christmas/New Years 23/12 - 05/01
Discussion on communication channels within PGs (use of Slack, etc.)
Antarctica Day on 1 December2. Day-to-day activities
PGs:
No new applications to become co-leaders of PGs
Assessment of PG plans is ongoing
Additional members:
Communication Climate: approved (1), Remote Sensing: approved (1), APECS Art: approved (2), Mentorship Database: no reply (2), Mental Health: approved (1), Podcast: approved (1), UArctic: approved (1)
A Council member question : in-person get together at EGU22 next year amongst the Council if there was interest in this? Not supported administratively due to COVID-19 but invited to discuss this point at the next Council meeting to gather interest/people available
APECS Handbook: Creation of a feedback form for suggestions on changes to parts of the Handbook.
The Council members will be asked to provide short videos that will be put together to create the APECS Christmas greetings video.3. Priorities
Priority#4: The ExCom is working on the organisation of an ExCom - Directorate in-person meeting in the context of the ASSW from 26 March - 01 April 2022 in Tromsø.
4. Collaborations
4.1 APECS reps
Call for SCAR representative to be released shortly4.2 Workshops
Work on the SO-CHIC skills building workshop at the SCAR Open Science conference is ongoing4.3 Funding requests
APECS China: Waiting for their response to the questions ExCom asked prior to releasing a decision.4.4 Other collaborations
IASC & Polar Impact are holding a workshop on Race and Systemic Bias at ASSW 2022. They have asked APECS to help identify ECR candidates.
Women in Polar Science (SCAR) has reached out with the hopes of featuring some women involved in APECS. An email is forthcoming.*** Next ExCom meeting: 13 December 2021, 17:00 – 19:00 GMT ***
-
December 13, 2021
1. Updates from the Directorate
• Transition of the APECS office to the Norway office:
-13 and 14 December, retreat of the current office in AWI Bremerhaven to prepare the transition process
-New director is currently being hired, starting 50 % in January, overlapping with current office, Feb-April 60 %
-Meeting between Josefine and the new director planned from 17 to 21 of January
-Meeting between ExCom and the new director to be organised.2. Day-to-day activities
• First Council meeting took place 8 December
• New PG co-leader for the APECS Podcast PG
• 4 PG plans submitted and approved, more to come!
• Discussion about the replacement of a member of the Advisory Board, still ongoing.3. Priorities
• All the priorities have been attributed to one or more ExCom members and task forces will start working on them
• Organisation of the leadership in-person meeting planned in Tromsø for Spring: discussion on the date to be done between ExCom, the new director and the host institution.4. Collaborations
4.1 APECS reps
• Call to apply for SCAR representative positions (see the previous emails of Gwen)
• Incoming call for APECS reps with IASC for the organisation of the ASSW 2023
4.2 Other collaborations
• Work on the SO-CHIC workshop, including material that the IPCC review PG built that could be used ahead of the workshop.
• Feedback provided to IASC & Polar Impact regarding their application form for their Race and Systemic bias workshop6. Next meeting: 20 December 2021, 15 – 17 GMT
-
December 20, 2021
PART 1: ExCom meeting with the Council leadership
Council Chairs:
Council meetings: suggest to make them periodic and therefore known in advance ;
An APECS meeting for information with the membership should be set for the beginning of 2022.Social Media Coordinators
Project Group wants to reach out to a younger audience than ECRs, Suggestion: Teach out to PEI to clarify communication channels of kids and youth The person to contact will be shared with you at a later stage.
Informations on use of APECS’ social media & guidelines will be shared with the Council members in January.National Committee Coordinators
Two of the three NCCs were unavailable in November-December but before their period of leave they already decided to share responsibilities among the 3 of them to be in charge of specific NCs. Proceed to organize 1-to-1 meetings with NCs in early January.PART 2: ExCom meeting
1. Updates from the Directorate [Josefine]
The office is preparing documents and meetings for the transition after the holidays break.
Issue for log in during the APECS Art Webinar last Friday that started delayed (password entered incorrectly 5-times, resulted in locked zoom account for 30 min). The recording will be shared with the 28 registered participants.2. Day-to-day activities
Enjoy the APECS Christmas greetings video!
PG plans approval/disapproval are ongoing, your ExCom contact will follow up with you about the decision.
Discussion about status/possibility of removal of a Council non-active PGL.
Polar Week March 2022 will be on 20 - 26 March 2022 ! Place it to your agenda !3. Collaborations
3.1 APECS reps
STAY TUNED !
IASC | APECS rep for ASSW2023 will be released in January.
A call for an APECS rep to the ECR NoN Council (alongside Susana) will be released during next yearEXTENDED DEADLINES:
Call for representative for the SOOS EDI till 15 January
SCAR representative for the SCAR sub-committees for the next Strategic Plan (Email of Gwen on Dec 21th) till 10 January4. Next meeting: 10 January 2022, 17:00 – 19:00 GMT
*** The ExCom sends you happy Seasons Greetings to you and your loved ones ****
-
January 10, 2022
1. Updates from the Directorate
Directorate handover is in process (meetings, file sharing, tours through various processes, overview documents)
In-person meeting of Directors planned end of Jan/beginning of Feb
Shipping freight from Germany to Norway are being prepared
ExCom and the new Executive Director are meeting on 12 January2. Day-to-day activities
PGs:
Two people have shown interest in becoming leaders for UArctic 2022 PG
Antarctica Day Handbook shared for feedback
Save the date: Polar Week March (20-26 March)
New registrations in PGs
Save the date : Online Conference (17-18-19 May - TBD if it will be a 2 or 3 days- conference).
NCs:
Priyanka is the new NC Rep for IPRN3. Priorities
All priorities are underway, especially the ones regarding the transition to Tromsø. ExCom is meeting with the new Executive Director on 12 January.
The ExCom is uncertain regarding an upcoming in-person meeting at ASSW ‘22 due to Norway’s COVID protocols and the possibility that the ASSW moves entirely online.4. Collaborations
4.1 APECS reps
Calls are currently out to be an APECS-IASC rep for ASSW2023 [Deadline : 18 January] and to join SOOS as an APECS Rep for the EDI Group [Deadline: 15 January].
4.2 Other collaborations
Helen Wiggins (ARCUS lead) is joining the APECS Advisory Committee.
5. Next meeting:
*** Next ExCom meeting: 24 January 2022, 15:00 – 17:00 GMT ***
-
January 24, 2022
Welcome Sarah Strand, new APECS Executive Director!🎉
1. Updates from the Council leadership
Council Chairs:
- Project Group Leaders meeting: 28 Jan 13.30 GMT
- There will be a discussion on selecting a regular meeting time for the rest of the termSocial Media Coordinators:
- PGs will be able to provide SM content with their own logos
- PGs agreed on using the APECS International SM channels
- An email on how to use APECS SM channels was shared with the Council on 17 JanNational Committee Coordinators:
- A meeting was held between ExCom and NCCs on 17Jan
- APECS Pakistan is settling a National Committee
- 1:1 meetings in progress with other NCs
- NCCs will follow up with the NC’s missing reports for 2020-21 term, as well as partnership agreement status2. Updates from the Directorate
- Transition process is ongoing with the new Host Institute/Director
- The meetings of current APECS Director (Josefine), new APECS Director (Sarah), UiT, NPI and FRAM, and APECS Norge will be in Norway between 30 Jan - 5 Feb
- Working on organizing the google drive, managing info@apecs/email lists, newsletters, as well as APECS webpage and finances- The pocket guide on CO2 Reduction in Arctic Science will be finalized by Svenja in February
APECS Office: Heike and Svenja are saying goodbye to APECS soon😢
- We will miss you a lot!!
- Josefine, Lisa and Franziska will be continuing 🙏🏼🥰3. Day-to-day activities
- The ExCom has approved several PG plans, and it will evaluate the PG plans of the remaining PGs as soon as they are submitted
4. Collaborations
4.1 APECS reps
- APECS rep in ISSG for ASSW2023 has been selected and shared with IASC
- SCAR/IASC/CliC: Ice Sheet Mass Balance and Sea Level (ISMASS) Group: New call for one APECS rep: deadline February 74.2 Other collaborations
- SCAR Open Science Conference: ExCom will be in touch with organizers about holding a workshop idea
- The Polar Symposium from Arctic to Antarctic: The Cold is Getting Hot! 24-25 Feb 2022
- Gwen and Susana from APECS ExCom are attending in-person as well as other APECS selected members from the previous call last Autumn.
- The event may turn into an annual event - multi-year collaboration with APECS- Request to DEI PG from IASC Action Group on Carbon Footprint to give feedback on a report with recommendations till end of February
*** Next ExCom meeting: 7 February 2022, 17 – 19 GMT ***
-
February 7, 2022
1. Updates from the Directorate
Sarah is in her first days as new APECS Director
Meeting with Sarah and Josefine in Tromsø for a transition week went well
Key Activities: meeting with new host (UiT/NPI/Fram partners), meeting of APECS Norge, visit to Fram Centre, ICARP IV meeting with Josefine, meeting on collaborations and grants coordination with UiT.
Directorate-based work slightly delayed due to last week’s schedule, day-to-day activity to be on track again this week.2. Day-to-day activities
National Committees: LoA for Italy under review
Social Media: SMCs have suggested assigning a social media contact to each PG, and ExCom agrees it is a good idea
PGs: ExCom will reach out to PGLs to explain how to handle inactive PG members
PGL meeting (28 January) attended by Sarah, Deniz, Susana3. Priorities
ExCom priorities we explained to the new director
Continued alignment of all 10 current priorities, including
Transition to new host– done
In-person meeting in Tromsø– in process
Council reporting forms– in process4. Collaborations
4.1 APECS reps
Nomination of rep to SCAR/IASC/CliC | Ice Sheet Mass Balance and Sea Level (ISMASS) to be decided
4.2 Other collaborations
Request for support of the application for a IASC DEI Cross-Cutting Activity at ASSW2023– approved
*** Next ExCom meeting: 21 February 2022, 15:00 – 17:00 GMT ***
-
February 21, 2022
0. Updates from the Council leadership
- Council co-Chairs: updates and questions about the reporting form for the Council reports, in particular the participation of NC members.
- Social Media Coordinators:
- Discussion about the social media contact for specific cases (large activities requiring coordinated social media presence)
- The Alpine Cryosphere PG will merge the Twitter account that they inherited with APECS’ Twitter account1. Updates from the Directorate
- Projects
- Svenja’s last week in the office. Work on the CO2 reduction guide almost achieved, submitted to INTERACT for final edits.
- Multiple upcoming webinars with ARICE and ArcticPASSION2. Day-to-day activities
- PGs: No new applications. ExCom approved the request from the Remote Sensing Database PG to have an APECS-EO GitHub “Organization account”.
- Time change:
- 13 March: Canada, US
- 27 March: Europe
Possible change of the time of the ExCom meetings in the future.
- Filling out Council Reporting Form and Project Group member Survey: deadline is March 73. Priorities
- Priority 1: organisation of a survey for best practices for social gatherings for APECS events
- Priority 3: discussion on the transition process from a term to the next, and thoughts on how to improve the transitions in the framework of the new APECS restructuration
- Priority 4: organisation of the APECS Leadership in person meeting at ASSW. Accommodation and dates of the meeting decided.4. Next meeting: 7 March 2022, 17:00 – 19:00 GMT
-
March 7, 2022
1. Updates from the Directorate
Russia-Ukraine situation in the international scientific context -- APECS will release a Statement shortly. Due to the SWIFT sanctions it won’t be possible to transfer funds to anyone in Russia for people winning any competitions.
2. Day-to-day activities
PG plans: Almost all approved! Well done.
ASSW 2022 : Inactive members were removed from the mailing list.
DEI : Discussions about the survey The ExCom would like to discuss with the DEI PG about this.
Mentorship Database : Difficulty to deal with people not showing up in available chosen time for meeting. Starting discussion with other groups to find a way to engage people more efficiently.
International Online Conference : Sickness and Ukrainian situation make it hard for the PGL to fulfill her duties. ExCom contacts (Deniz and Gwen) will take the interim leadership and try to find volunteer(s) to fulfill an interim PGL position.
Mental health : Requests made to the group to the Office will be treated by Sarah shortly.
Council reporting form will be updated accordingly for the missing infos spotted, for later use.3. Priorities
Priority #1 - Social gatherings : A survey will be released soon ! Stay tuned to provide your inputs.
Priority #4 - ExCom in-person meeting : Flights and Accommodations will be booked soon.4. Collaborations
4.1 APECS reps
Welcome to the new APECS Canada Representative !
4.2 Other collaborations
We are in contact with Polar Impact to build a collaboration.
Susana, and Gwen had the chance to meet in person with some other APECS folks and representatives at the Symposium in Monaco on 24th-25th February. Report of this event in which APECS was a partner will be shared shortly on the website !5. Funding requests
NA
6. Next meeting: 21 March 2022, 16:30 – 18:30 GMT
-
March 21, 2022
1. Updates from the Directorate
- Meeting with Rector of UiT, Dag Rune Olsen planned at ExCom in-person meeting
- SOOS EDI positions have been filled
- Meeting with Jenny Baeseman (Original founder of APECS) to discuss the possibility of submitting an opinion piece to Science or Nature as a symbol of peace and international collaboration, APECS want to use its unique position to represent the voice of scientists during this time
- Finalization of the opinion paper - while ExCom is all together in-person in Tromsø- Handbook to update
- Old NC Guidelines will be investigated to see if these contain any additional information that is not already in the Handbook. If they do they could be added as an Appendix- NFR/NRC opens a call for funding for international science organizations working in Norway
- APECS Directorate will write an application, APECS Norway will be included in the process2. Day-to-day activities
- Project Groups updates:
- APECS Workshop at UArctic Congress
- Email to send to discuss the new status of PG- Inactive members
- APECS Directorate will inform the PG Leaders when the removal of inactive members completed3. Priorities
- APECS in ASSW 2022
- Schedule
- 26 March - PEI meeting
- 28 March - APECS Workshop
- Share the session recordings on APECS Vimeo
- 29 March - ExCom in-person meeting
- Meeting with UiT, NPI and FRAM
- Meeting with the ExCom only4. Council leadership
- Council Chairs
- Council members and PG members reports
- Collection of the reports to deliver the summary in the next couple of weeks
- Council meeting on April 6th- SMCs
- Managing to assign each SM coordinator to different PGs
- Providing support to the groups that need help- APECS International Polar Week March 2022
- Meeting with Franziska to talk about each individual APECS channel for posting
- PW started yesterday, a lot of materials to publish- APECS Workshop at ASSW 2022
- Publish the workshop details on SM channels at the end of Polar Week- Other updates
- Research on what the other NCs are doing
- Set up a meeting between SMC and responsible for each NC communication- NCCs
- NC meetings
- Meetings are ongoing, waiting for the remaining ones to set up a general meeting all together- New Ukraine NC to be created (see APECS statement on Ukraine)
5. Next meeting: In-person ExCom meeting in Tromsø on 29 March!
-
March 29, 2022
UiT Universitetsbiblioteket, Tromsø, Norway
1. Meeting between APECS and UiT, NPI and FRAM
- Round of introduction to get to know each other.
- The APECS Director and the Executive Committee provided a description of APECS’ mission and activities, and explained how APECS’ work benefits ECRs.
- There was a discussion about ways in which UiT, NPI and FRAM can support APECS’ work: e.g., opportunities for ECRs, possibility to cover the costs of publishing articles in scientific journals, DEI resources.
- A summary of the meeting has been published on UiT’s website (link here; in Norwegian only).2. Discussion with APECS Executive Director
- Communication tools: Many Project Groups (PGs) use Slack to communicate. It is important that the APECS Council and PG members use the same tool to communicate so that it is easier for everyone, including the Director and the Executive Committee, to follow what the PGs are doing. However, email should still be the basic means of communication for important messages to the PG.
Decision: Next term, we will have a one-year testing period using a free Slack workspace as a tool to communicate within APECS’ PGs. Each PG will have its own channel within this workspace.
- Website: The website should be improved with a more modern design. If feasible, the future website could include a ‘member space’.
Decision: Moving APECS’ website to another website platform will be done in the long term.
- Communication between the ExCom and the Director: The Director should present a summary of APECS finances and funding to the ExCom at certain times of the year.
Decision: The Director will provide the ExCom with a table with information about funds when necessary (e.g., at the beginning of the term, halfway through the year or during the in-person meeting).
- Sharing databases: Some databases are duplicated since the Director and the ExCom use different documents (e.g., the list of APECS representatives).
Decision: The Director will prepare the Excel spreadsheet with the list of APECS representatives, and ExCom will approve the applications.
- Management of workflow and follow-up on tasks: There is no need to use a specialised tool.
Decision: The ExCom and Director will continue using action lists in a document to keep track of the tasks that need to be done.
- Need to update some documents: Some parts of the APECS Handbook, the Funding Guidelines and the Council Guide need to be updated.
Decisions:
- The ExCom members who will not be working on the election committee will work on the modifications of the Handbook.
- The Council can help update the Council Guide so that the new structure is included.
- The Council will be invited to vote on the updated Guidebook before the end of the term.- Statement on Ukraine: APECS has received some positive comments about APECS Statement on the Invasion of Ukraine.
Decision: The Director and the Executive Committee will try to publish an opinion article in a scientific journal.
3. Work on the priorities of the APECS Executive Committee
- Priority #1 - Promote online social gatherings between APECS members: A survey about potential social gatherings for APECS’ members has been prepared.
Decisions:
- A new PG, the “Community Development PG”, will be created to organize social gatherings (including social gatherings at conferences).
- A 24-hour social gathering session will be prepared in collaboration with the International Polar Week September PG.- Priority #2 - Ensure a smooth transition to the new host institution
This priority has been achieved!- Priority #3 - Improve APECS leadership transition: The timeline for the APECS leadership selection process has been thoroughly discussed. A new timeline has been prepared with the aim of ensuring that those who are not selected for certain leadership positions have the chance to apply for other leadership positions. There was also a discussion about whether ExCom candidates should be required to submit a video, and about how to make the ExCom transition smoother.
Decision:
- The calendar of elections will be shared in the newsletter of April.
- When each call is released, the members will be reminded of the deadlines.
- Newly elected ExCom members will be encouraged to participate in meetings during the two months before the new term to gain exposure to the role.- Priority #4 - Organize an ExCom in-person meeting
This priority has been achieved!- Priority #5 - Improve PG operations: Some ideas were discussed regarding a potential training session on project management for APECS leadership, and how to improve the documentation of PG activities.
Suggestion to have only one ‘Polar Week PG’ that will take care of the two annual editions (March & September) to avoid duplicated work for a similar event.- Priority #6 - Improve membership inclusion/diversity: Developing DEI training is one of the priorities of this term; however, the DEI training can only be prepared once we agree on a definition of DEI for APECS. Providing funding opportunities for ECRs from underrepresented and marginalized groups is important, although it is hard to put in practice as it is difficult to decide who should be prioritised for the funding. A meeting with the DEI PG is needed to discuss how to move forward regarding the survey, as well as to discuss other topics related to the promotion of DEI.
Decisions:
- Need to define what DEI means for APECS.
- Organize a meeting between the ExCom contacts and the DEI PG to discuss about :
> The survey.
> Taking part in the initiatives of SCAR and IASC and SOOS- DEI groups.
>Having a mentor for the group.
>Suggesting that PGLs introduce DEI work to the membership & try to recruit members from different countries.
>Contacting other organizations working on DEI issues.- Priority #7 - Improve the selection process and follow-up of APECS representatives: The new position of APECS Representative Coordinator will be developed as a support for the Director and the ExCom.
Decision: If feasible, the APECS Representative Coordinator position will be announced for the new term.
- Priority #8 - Support NCCs
Due to time constraints, this priority was not discussed.-Priority #9 - Improve internal communication between ExCom, Council leadership, PG members and NCs
Due to time constraints, this priority was not discussed.-Priority #10 - Improve communication with the Advisory Committee (AC) and the Internal Evaluations Committee (IEC): The AC and IEC should be renewed.
Decision: An email will be sent to the AC and the IEC to organise a meeting with them.4. Next meeting: 18 April 2022, 16 – 18 GMT
-
April 18, 2022
1. Updates from the Directorate
Things have been EXTREMELY busy in the office since ASSW, Sarah about to have Easter holidays.
Heike is now fully on maternity leave, so Sarah is the only one in the office.2. Day-to-day activities
NCCs:
Meeting on 11 April between Hugo, Susana and Gwen to improve NC communications.
Current NC questions:
Status of Pakistan (LoE sent but no response)
Italy (inquiries about funding pre LoA)PGs
Updates:
Temporary merger of Indigenous Collaborations and Language Barriers due to geopolitics. Susana has spoken with both Stas (Indigenous) and Élise (Languages) to facilitate this and plan forward motion.
Membership database and DEI: Meghan (PGL) proposes a merger due to low membership in the Membership Database Group.Election Committee: members are set and preparing for ExCom elections.
Council meeting on 6 April: Susana and Deniz attended and provided ExCom updates. Sarah shared Directorate updates.
Clare suggests we want to ensure meetings are scheduled in advance to maximize attendance.
Polar Impact: Susana and Deniz had a meeting with Polar Impact to discuss our DEI platform, engagement and support.3. Priorities
Priority #1 - Social gatherings [Deniz]
Deniz, has prepared an email about some intra-APECS social gathering that will be going out shortly.
Priority #3 - APECS leadership transition [Jilda]
Application timeframe is approved and the election committee has been formed.
Priority #6 - DEI [Meghan]
Susana and Deniz attended the Polar Impact meeting.
Priority #8 - NCs [Susana]
Susana shared about NC issue (follow up to Gwen’s email)
Will prepare a call to recruit two new NCCs.
Priority #10 - AC & IEC [Mathieu]
Mathieu has informed that some responses have come in, and we are still waiting for some contacts from Sarah.4. Collaborations
Meeting with Mariama Dryak, Polar Science Early Career Community Office (PSECCO), on 28 April.5. Next meeting: 2 May 2022, 16 – 18 GMT
-
May 2, 2022
1. Updates from the Directorate
▪April has been a very busy month for the Directorate.
▪The final version of the opinion letter - signed by the APECS Directorate and the ExCom - has been submitted to Nature Correspondence.
▪Remote Sensing PG request for funding for a website server and a domain for their website has been discussed. The ExCom agrees that the free website servers or APECS website is preferred over paying for a website server since the latter is a long-term cost, and it would not be possible to ensure long-term funding or support similar initiatives for every PG and NC. APECS website will be revamped in the future, so the needs of the PGs could be considered during the development of this new website.
▪Anna Gielas, affiliated to Scott Polar Research Institute, has offered to provide resources for the publication of papers that could be added to APECS’ website.
▪The International Institute for Astronautical Sciences is interested in a partnership with APECS.
▪The Arctic Graduate School in Umeå has requested collaboration from APECS.2. Day-to-day activities
▪The Handbook needs to be updated, and some documents (e.g., Council leadership Advice Documents) will be included in the Handbook.
▪Project Groups:
oIndigenous Collaborations PG and Overcoming Language Barrier PG are working on the merging of the two groups.
oUArctic PG is meeting on 5 May to discuss the next steps of the group.
oThe APECS International Online Conference 2022 will take place on 18 May!
oExCom is taking action after a number of instances of unprofessional communication within PGs. As with any organization, APECS expects a minimum standard of collegial communication.▪National Committees:
oThe requests received from the NCs will be answered soon.
oGwen is helping Hugo (NC Coordinator, NCC) with 1-1 meetings with the NCs since the other NCCs have been inactive for a long time.
oThe two inactive NCCs will be removed from their role, and two temporary positions as NCC will be released soon.3. Priorities
▪Priority #1 - Social gatherings: The deadline to fill in the survey is 8 May.
▪Priority #3 - APECS leadership transition: The call for ExCom applicants 2022-2023 was released.
▪Priority #10 - Renewal of the Advisory Committee (AC) and the Internal Evaluation Committee (IEC): The ExCom has met some members of the AC and will organise a meeting with the IEC soon.4. Collaborations
▪APECS ExCom and Director met with the newly-established Polar Science Early Career Community Office (PSECCO) to discuss how they can collaborate with each other. There will be another meeting with PSECCO in July to continue discussing.
5. Next meeting: 16 May 2022, 16 – 18 GMT
-
May 16, 2022
1. Updates from the Directorate
▪ Cooperation with INTERACTo The call for funding will be created for applicants who have the skills to create a web version of the INTERACT Fieldwork Planning Handbook
▪ Mental Health Resources
o The database is under construction
▪ It will be displayed under Career Resources
▪ The meeting held with International Institute for Astronautical Sciences (IIAS)
o Potential MoU to sign for long term development
▪ Collaboration with (JAMSTEC)
o Institute of Arctic Climate and Environment Research (IACE - Arctic research center of JAMSTEC) wants to collaborate with APECS on a 2023 Arctic cruise. Potential opportunities;
▪ ECRs can apply for berths
▪ Satellite APECS office (20% working time of an individual)
▪ Mentors will be contacted to lend instrument/material to go to the field
▪ Svalbard Integrated Arctic Earth Observing System (SIOS)
o Reviewing the applications for the position on SIOS SESS Report Editorial Board
▪ Rally for Antarctica: 27 May 2022
o An event of Antarctic and Southern Ocean Coalition (ASOC), Greenpeace Germany, UNLESS, Deutsche Umwelthilfe, Pew Bertarelli Ocean Legacy, Fridays for Future Germany, Scientists for Future, and AWI's for Future
▪ APECS correspondence in Nature
o An article to write for APECS Newsletter, including the statement and the correspondence of Jenny Baseman
2. Day-to-day activities
▪ Temporary position National Committee Coordinator/so Send a short statement of interest to This email address is being protected from spambots. You need JavaScript enabled to view it.
o Deadline to apply: 5 June 2022
▪ National Committee Representative Meeting
o It will be on 27 May 2022, at 12 GMT
o Meeting link & agenda
▪ 1:1 National Committee Meetings
o Almost done, one meeting remaining
▪ APECS Handbook and PG & NC Funding Guidelines
o to be updated
o PGs and NCs can apply up to 3 times per term for funding up to max of €350
3. Priorities
▪ ExCom 2022-2023 Electionso The ExCom applicants are now published on the APECS web page
o The videos of the applicants, also available on the general documents for the Council
o Submit your questions to the applicants: deadline 30 May 2022
▪ Either via the form
▪ or you can submit your questions by emailing This email address is being protected from spambots. You need JavaScript enabled to view it.
▪ If you are an NC rep, please share this information with the leadership of your NC, and provide questions that your NC has for the applicants (by submitting one form on behalf of your NC)
▪ Priority #1 - APECS Social Gatherings
o 84 responses to the form. According to that;
▪ Event type: "Speed Dating" Networking (27.4%)
▪ Event frequency: Every two months (61.9%)
▪ Event language: English (85.7%)
▪ APECS channel to receive the news about the activities: APECS Newsletter (67.9%)
o The first event on “Speed Dating" Networking will be prepared with the help of Council co-Chairs
▪ Priority #3 - APECS leadership transition
o Project Group Leaders need to provide their updated description of their groups - the form to be shared soon
o The email will be sent for NCs to nominate their NC representatives
4. Collaborations
4.1 APECS reps
▪ EU-PolarNet 2 Workshop on 7 June 2022o 5-7 rapporteurs are needed for the workshop (there will be an honorarium for contribution)
o The call will be open/shared once it is forwarded from EU-PolarNet
▪ Oxford University Polar Forum
o Assistance needed for translation
o Advertisement will be published soon
5. Next meeting: 30 May 2022, 16:00 – 18:00 GMT
-
May 30, 2022
Summary of the ExCom Meeting #18
Chairs: Marta Moreno Ibáñez & Gwenaëlle Gremion
Summary: Gwen Gremion
Present: Deniz, Gwen, Marta, Mathieu, Sarah, Clare
Apologies: Susana, Jilda, Meghan1. Updates from the Directorate
Since last meeting:
IOC went smoothly
met with Tetsuo Sueyoshi about the collaboration and cruise with JAMSTEC (Japan Agency for Marine-Earth Science and Technology) and their Arctic research center (IACE: Institute of Arctic Climate and Environment Research). Will work on developing a MoU
ExCom elections closed and the applications of the 9 applicants are on the website (https://apecs.is/who-we-are/leadership/executive-committee/executive-committee-elections-2022-2023.html)
APECS Arts had the webinar “Art in a time of conflict” in collaboration with S&D PG
Coming up:
Mentorship Awards nominations close tomorrow
Newsletter tomorrow
Finally transfers and random tasks :)2. Day-to-day activities
PGs :
PGL meeting (agenda and updates): June 7, 8 am GMT
PG plans missing for 2021/22:
APECS International Polar Week September 2022 : ExCom encourages this PG to make a call to the other PGLs and PG members to join the efforts.
APECS Workshop at University of the Arctic Congress 2022
The group has decided to merge with one of the APECS Project Groups that both PG leaders can work together to organize a joint workshop through a conference/annual meeting happening late September/early October
The opportunity will be adressed in next PGL meeting
DEI PG will meet with ExCom on June 14, 4 PM GMT.
IOC PG : The conference went pretty well, congratulations to the organizing committee !PG for 2022/23:
Current PGL needs to send their PG description for next term.
New Project Group event-based submission to ExCom - Discussion to come with the person who submitted to agree on the feasibility to add it on the list of the offered APECS PG for 2022/23.
Community Development PG to be developed, too !
Due to lack of a PGL and low number of active members for the APECS Workshop at ASSW 2022, this group won’t be offered in 2022/23. An individual who wants to organize something can reach out to ExCom at a later stage.NCs
The applications for the call for temporary NCC positions will be evaluated after the deadline (5 June).
All the NC 1to1 Meetings are now done ! Except Oceania that will meet Hugo at the field season end of the NC rep.
The NC Overall meeting on 27 May was fruitful. The following NCs shared their activities :
Turkey
Canada
Denmark
China
France
Argentina - Not able to present due to technical issues
UK Polar Network
South Africa
Germany
Colombia
Netherlands
Oceania
LuxembourgAnother meeting with all NCs is planned to talk not only of activities but also to brainstorm a solution to the issue raised in NC boards and brainstorm on international collaboration between the NCs.
LoA/MoU agreements of Belgium, South Africa, Uruguay Luxembourg, USA and Turkey have been approved by Excom and will be forwarded to the NCs for their inputs/approval.
3. Priorities
Priority #1 - Social gatherings
Deniz is putting effort in it, especially with the creation of the first event and the description of the next term dedicated PG.
Priority #10 - Advisory Committee & Internal Evaluation Committee
Mathieu is working on the renewal of the Advisory Committee and ExCom will work on the nomination of new members for this committee.
Priority #3 - APECS leadership transition
Jilda, Clare, Deniz and Sarah are working hard to ensure a smooth APECS leadership transition within the summer.4. Collaborations
4.1 APECS reps
NA
4.2 Other collaborations
Discussions on the various requests the APECS Directorate received for potential collaboration :
Fellowships ISMASS workshop (https://www.apecs.is/news/apecs-news/5033-call-for-early-career-scientist-travel-fellowships-to-the-2022-ismass-workshop.html) ;
Polar Educators International (PEI) ;
Session at the virtual SCAR Open Science Conference 2022: Inclusive Collaborations in Antarctic Research ;
NASA request for collaboration on their Transform to Open Science (TOPS) program and 2023 Year of Open Science (https://science.nasa.gov/open-science/transform-to-open-science) ;5. Funding requests
NA6. Next meeting: 13 June 2022, 16 – 18 GMT
-
June 13, 2022
1. Updates from the Directorate
- Sarah is employed 100% by UiT for APECS 🎉. Email volume is unmanageable but working with Lisa, Franziska, and eventually, a new person to divide
- Sarah will investigate how soon another office member can be hired
2. Day-to-day activities
- Council Chairs. working on Council report - will be shared with ExCom, then Council soon
. 19 PG members have responded to the survey (low participation - %16 of total PG membership)
- will separately feedback on the Council reporting form and PG member survey to
- integrate into the end-of-term versions of both forms
- NCCs
. The NCs renewals with the new documents are done
. Another email will be sent as a reminder to look at the LoAs prior to signature
. Updating NC mailing list
- People, who change their email addresses and are thus not on the mailing list, can either update their info via here or send an email to This email address is being protected from spambots. You need JavaScript enabled to view it.
. Preparing a report including the feedback from all NCs
- This will be shared at the next NC meeting
- will reach out to APECS Pakistan for further NC action (LoE prepared in January 2022)
- PGLs
. The call for PGLs for the term 2022/2023 will be released at the end of June
- Please provide the description of your PG to help use it in the call for PGLs
- The deadline: 23 June 2022
. New APECS PG proposal on the UN Climate Change Conference
- Updating the PG description
- Other organizations (PAGES, IPCC, CLiC) to check collaboration opportunities for COP27 (application deadline 24 June)
- The alternative is to join network connections for this year and apply as an observer at the next COP28
- PGs
. PGL meeting held on June 7
- Meeting minutes
. Inactive members
- PGLs, please contact your ExCom contact person if you have members that you can not reach out to for a while
- A list of recommendations will be shared with the PG to let the rest of the group know about PGs structure, communication duration, etc.
- ISMASS Workshop Grant selection
. has since been done and the nominees have been shared with ISMASS
3. Priorities
- Priority #1: Social gatherings. There will be a 2-hours event with the “Speed Dating Networking” concept
- The speaker has been contacted
- The email will be sent to the Council to select the meeting date/time for late July/early August
- Priority #5: PG operations
. Currently working on
- streamlining and improvements to project documentation
- the slides to introduce new PGLs to project documentation and where to get help
- Priority #10: Advisory Committee (AC) & Internal Evaluation Committee
. The demographics which include AC member's representation;
- Before the transition
- After the transition
- Ratio woman/man : 28% / 52%
- The new list has been voted to select the Advisory Committee for the next 2 to 4 years
4. Next meeting: 27 June 2022, 16:00 – 18:00 GMT
You can follow the away periods of ExCom & Council here: APECS Leadership Away Times -
June 27, 2022
1. Updates from the Directorate
Sarah moves to Tromsø on 4 August, only after which an administrative assistant can be hired.
Discussion on role of corporate sponsorship and affiliations2. Day-to-day activities
PGs:
Follow up with inactive PGLs
Review new PG proposalDiscussion regarding goals and next steps from DEI meeting on June 14
Call for PGLs to go out soon (deadline 4 July)
Leadership transition
Discussion on improving the voting system for next term
Draft transition plan for new ExCom3. Priorities
Priority #1 - Social gatherings Speaker identified for a social gathering event.
Tentatively Friday 12 August 11:30 UTC
Priority #5 - PG operations Goal 1: presentation on APECS project management procedures + where to go for help
Goal 2: end-of-term PGL reporting and PG survey
Goal 3:
updated checklist for PGLs and guidance on archiving/handing over projects
Request folder for model PG Project Plans
Multiyear project “Handover Manual”
Priority #8 - NCs LoAs and MoUs in process:
Luxembourg
Türkiye
Italy
Pakistan
USAPECS
South Africa
Uruguay
Belgium
Priority #10 - AC & IEC
New Advisory Committee (AC) validated.4. Collaborations
4.1 Other collaborations
SO-CHIC workshop at SCAR: Wednesday, 10th August 09:00-16:00 UTC
Advance meeting 30 June between APECS and SO-CHIC (Gwen, Deniz will attend)5. Next meeting: 11 July 2022, 16 – 18 GMT: Newly elected ExCom members will be invited to join meetings throughout July, August and September as part of the transition process
-
July 11, 2022
****WELCOME, CHARLOTTE AND SASHA!!!****
1. Updates from the Directorate
▪ APECS accepted an invitation to join the EU Polar cluster
▪ Exploring possibilities to liaise with IACS (International Association of Cryospheric Sciences)
o Potential for new PG and APECS Germany members to plan events for the IUGG General Assembly in Berlin 2023
▪ Request to join ANT-ICON Advisory Committee (a SCAR science program)
▪ APECS Poland is interested in rejuvenating the group
▪ Our APECS Project Officer in the Arctic PASSION project at AWI, Lisa Grosfeld, is developing an Indigeous youth & ECR sharing circle to be held in Scandinavia, October 2023. Details in August and September 20222. Day-to-day activities
▪ Elections
o Voting for Council Leadership deadline July 18
▪ Next Council meeting will be in 2-3 weeks–keep a lookout!
▪ National Committees in progress:
o Pakistan (LoE)
o Türkiye (LoA - pending feedbacks from NC Rep)
o USAPECS (LoA renewal - pending feedbacks from NC Rep)
o Luxembourg (MoU pending feedbacks from NC Rep)
▪ Discussion with Anaïs Orsi, head of the Cryosphere, Atmosphere and Climate division of IACS, about:
o How IACS can support mentorship opportunities & The possibility of APECS to be involved in the organisation of a session at IUGG 2023?
o There is a desire to offer APECS ECRs to co-convene sessions at the IUGG 2023 - call to be released at a later date3. Priorities
▪ Priority #1: Social gathering
o August 12, at 11.30 GMT! Put it on your calendar! Information to be shared shortly, but Deniz is organizing it, so you know it will be amazing—and very beneficial!4. Collaborations
4.1 Other collaborations
▪ MOU between APECS Canada and ArcticNet supported by ExCom and the Directorate
▪ SCAR workshop with the European Polar Board, APECS and IRPN happening on Wednesday, 10th August 11:00-13:30 “ Participating in large-scale international scientific assessments” - Free registration on the Online at SCAR OSC 2022 website.5. Next meeting: 25 July 2022, 16:00 – 18:00 GMT
-
July 25, 2022
Notes coming soon.