Present

Bernard, Benard, Bjorn, Buzani, Chilufya, Oumar, Claire, Diallo, Ghita, Lawrence, Marie Chantal, Marie Clémentine, Maria, Mojisola, Nieldane, Peter, Priscilla, Samuel, Sivuyile, Sonia, Thierry, Tjaart, Uli, Ulrich, Yasmine, Fairouz, Farida, Shaaban, Kétévi.

1. Ethics Committee report

Oumar presented the code of conduct and core principles and guidelines for ASFAP engagements and interactions. The ethics committee is working on an extension that will include recommendations for authorship, email communications and virtual meetings. The ASFAP community will be informed when the updated recommendations are available. The ethics committee encourages everyone to refresh themself of these guidelines.

2. The Community Planing Meeting (CPM), March 7-11, 2022

There are working sessions reserved for ASFAP on March 7, 8, 10 at 16:30, and a summary session on March 11, see the agenda, https://indico.cern.ch/event/1060503/timetable/?view=standard. These sessions are meant for working groups to discuss common / shared topics and to sort out how they will addressed going forward. We  suggest that inter-group discussions should start now to define the framework and context so that the meeting in March will be most productive. Examples of inter-working group discussions are the one being organized by Marie Clementine for Feb 10, or started by Ulrich through emails. We encourage you to attend the meeting organized by Marie Clémentine on Feb 10, and to respond to the emails of Ulrich. Also, further inter-group discussions should continue, leading up to the CPM.

Ulrich showed snapshots of the results of the survey organized by the Sonia and Samuel for Condensed Matter & Materials Physics, and pointed how the survey results show areas / topics of community feedback that could serve to develop LOI or white papers.

The Light Sources WG is preparing a survey, to be released soon. Please contact Gihan if you wish that survey to consider any particular item / topics for which your working group need community inputs.

3. Upcoming meeting

• Yasmine reported that the Particle Physics Working Group is planning a follow-up workshop, on March 31, dedicated to the contributions of African post-docs and PhD students. Details are here: https://indico.cern.ch/event/1126310/.
• Gihan sent an update and said they are preparing a workshop for the Light Sources WG, for April/May 2022.
• Other events comping up are mentioned on the agenda page of the meeting here, https://indico.cern.ch/event/1126959/.

4. Replacements of inactive conveners

We have started the process to replace inactive co-conveners. "Inactive" means participation below a threshold expected of a co-convener for over a year (or long longer), lack of support for the other co-conveners of the interested WG, and limited or no responses to the steering committee who has repeatedly tried to help.