IUPAP Executive Council and Commission Chairs

13 Jan 2025, 13:30 → 15 Jan 2025, 17:05 Europe/Zurich

Michel Spiro (Université Paris-Saclay (FR)), Silvina Ponce Dawson

The meeting will take place in Zoom in the room indicated below (Videoconference—only registered users can access).

13 January: EC&CC meeting (13.30 to 16.30)  CET (Trieste Time)

14 January: EC&CC meeting (13.30 to 16.30)  CET (Trieste Time)

15 January : EC&CC meeting (13.30 to 16.30),  Executive Council Meeting (16:35 to 17:05)

Monday 13 January

1 Welcome by Presidential line

Speakers: Silvina Ponce Dawson, Dr Michel Spiro (Université Paris-Saclay (FR)), Sunil Gupta

2 Approval and adoption of the Agenda

Speaker: Silvina Ponce Dawson

3 Introduction of the Participants

Speaker: Jens Vigen (CERN)

4 Introduction to IUPAP and what is expected from its structures

Speaker: Silvina Ponce Dawson

5 Report on the Singapore office

Speaker: Dr Michel Spiro (Université Paris-Saclay (FR))

6 Report on the Trieste Office

Speaker: Stefano Fantoni

7 Report on the Association in Geneva

Speaker: Mr Jens Vigen (CERN)

15:44 Tea and coffee break

8 Resolutions from General Assembly

• Resolution on IUPAP elections and procedure for handover of responsibilities for EC&CC
• Resolutions on Membership and Units, including ratification of decisions made by EC on these matters.
• Resolution on dues for 2025, 2026 and 2027
• Ratification of decisions made by EC on matters different from Membership and Units
  • EC resolution on nominations (resolved electronically first week of March 2024)
  • IUPAP letter of support for the integrity of Argentina’s science system
  • IUPAP co-signed with physics societies around the world the statement Principles and policies for international scientific collaboration
• Resolutions regarding modifications to IUPAP's Articles and Internal Regulations
  • Resolution on modifications to Articles I.7.B and I.7.F of IUPAP Minor modification to avoid conflicting statements.
    • Proposed change to Article 7—Executive Council and Officers
  • Resolution to modify Articles II.5.5, II.6.2 and II.6.6 of IUPAP's Internal Regulations ( to adapt to the most recent modifications of the Articles of the Union).
• Resolutions regarding Working Groups (decided in view of the internal and external evaluations and the future restructuring of IUPAP).
  • Proposal to establish a Working Group in the Field of Major Neutron Research Facilities (submitted by the US Liaison Committee).
  • Proposal to establish a Working Group on Artificial Intelligence and Machine Learning (AI/ML) for the Physical Sciences (submitted by the US Liaison Committee).
• Resolution on position papers, statements and declarations from the IUPAP Executive Council (EC) (submitted by the US Liaison Committee).
• Resolutions related to Conferences (based on proposals submitted by WG5, Women in Physics).
• Specification of Corporate Associate Members rights and number of elected members in the commissions
• Expansion of commissions from 14 to 15 members
  • Required change in Internal Regulations, Article 5
• Resolution on IUPAP restructuring
• Exclusion from the Union

Speaker: Dr Michel Spiro (Université Paris-Saclay (FR))

9 Minutes of the previous EC&CC meeting, To Do List, Confirmation of Decisions taken since last GA

Speakers: Dr Michel Spiro (Université Paris-Saclay (FR)), Silvina Ponce Dawson

10 Matters arising

Speakers: Michel Spiro (Université Paris-Saclay (FR)), Silvina Ponce Dawson

11 EC&CC adjourns for the day

Tuesday 14 January

12 In-person GA + conference in 2027

Speaker: Silvina Ponce Dawson

13 Membership committee

Speaker: Irvy Gledhill (U. Witwatersrand, South Africa)

14 Special Projects and Sponsorship

Speaker: Kuijuan Jin (Institute of Physics, Chinese Academy of Sciences)

15 Prizes (ECSP in general, Interdisciplinary prize, Henri Abraham Award)

Speaker: Sunil Gupta

16 Rejuvenation task force

Speaker: Silvina Ponce Dawson

15:10 Coffee/tea break

17 Working Groups

• Status and reports Silvina Ponce Dawson
• WG on Industry (WG16) — progress report, prospects for Corporate Associate Members by Christophe Rossel

Speakers: Michel Spiro (Université Paris-Saclay (FR)), Christophe Rossel

18 Commission Matters

Discussion on Associate members and other matters related to commissions

Speaker: Silvina Ponce Dawson

19 Procedures for sponsorship and endorsment of conferences

Rudzani Nemutudi, Associate Secretary General, to introduce the procedures and to answer questions about the procedures as described on the web pages:

• Sponsorship, deadline 1 June 2022 for 2023 conferences
• Endorsment, no specific deadline defined

Reports of sponsored conferences must be submitted within two months of the close of the conference and never later than 1 June of the year after it was held. Reports shall be submitted online.

Speaker: Rudzani Nemutudi (South African National Research Foundation: iThemba LABS)

20 EC&CC adjourns for the day

Wednesday 15 January

21 Review of Day 1 and Day 2

Speaker: Silvina Ponce Dawson

22 Financial matters: discussion led by treasurer Boris Sharkov

• Budget and financial status as presented to EC&CC in October 2021 (for reference only).
• Report on 2021 financial position – Bruce McKellar and Jens Vigen
• Approved Budget 2022, indicative budgets 2023 and 2024 – Jens Vigen and Boris Sharkov

The General Assembly has approved the 2022 budget, as part of agenda point "IUPAP financial report 2018–2021", in October 2021, the Commission Chairs are asked to regard the following years as indicative. The budget for 2023 will be voted at the General Assembly to be held in July 2022.

• Members with dues in arrears – Jens Vigen and Boris Sharkov

Speakers: Boris Sharkov, Bruce McKellar, Jens Vigen (CERN)

23 Communications

• IUPAP internet, website
• ECSP nominations and declarations – quarterly lock-in
• Newsletter

Speaker: Sandro Scandolo

24 International Year of Quantum Science and Technology

25 International Decade of Sciences for Sustainable Development (IDSSD)

Speakers: Igle Gledhill, Michel Spiro (Université Paris-Saclay (FR))

15:10 Tea and coffee break

26 International Science Council (ISC)

Speaker: Silvina Ponce Dawson

27 IUPAP representation on other bodies

28 Any other business

29 Review of meeting and future procedures

30 Close of EC&CC meeting

16:28 Break

31 Executive Council Meeting [Michel Spiro's Zoom room]

• To consider decisions proposed by EC&CC meeting and resolve on them
• To consider future actions and assign responsibility for them