APECS Executive Committee
The ExCom is composed of 5 positions, elected by the Council. The President is elected from within the ExCom. All other members of the ExCom are considered Vice-Presidents of APECS and carry the responsibilities of any organizational Vice President. The term of an ExCom member is generally 1 year, with the expectation that there will be times of rolling amounts of activity based on fieldwork schedules and other normal time constraints for young researchers. If you wish to run for ExCom, but know you can only put 6 months of devoted time into it, this may also be acceptable but will need to be discussed with the current ExCom before your nomination is accepted. The ExCom meets via Skype Conference calls at least monthly, and when possible at in person meetings throughout the year.
Are you interested in applying for the APECS Executive Committee (ExCom)?
To give you a better idea of the things that ExCom members are involved in and what it means to be on the ExCom, here are a few frequently asked questions:
How does the ExCom operate? What are the guiding principles?
The APECS Executive Committee is responsibly for guiding the organization and helping to set priorities and make sure we are working closely with partners to help our members. The APECS Executive Committee Charter, created and approved by the 2008-2009 APECS Executive Committee, outlines the tasks and responsibilities of the APECS Executive Committee.
1. APECS Executive Committee
1.1 The Executive Committee consists of five officers, elected by the Council for a one-year term. Any APECS member is eligible to run for a position within the Executive Committee, and past Executive Committee members are eligible to run for another term.
1.2 The chair of the Executive Committee is elected from the members of the Executive Committee and is the APECS President. All other members of the Executive Committee are considered Vice Presidents and carry the responsibilities of any organisational Vice President.
1.3 The Executive Committee, with the guidance of an Advisory Committee and under supervision of a Council, manages the affairs of APECS. The role of the Executive Committee is to ensure that the mission and goals of APECS are pursued in a responsible, accountable and transparent manner. The Executive Committee sets the budget for the organisation and approves and oversees the Director. The Executive Committee also acts as a consultative body for the Director and APECS membership at large.
1.4 The Executive Committee shall engage in a process that anticipates funding issues with the directorate and attempts to seek funding to sustain its capabilities. As such, the Executive Committee needs to bear in mind the long-term survival and strategy of the organisation and is to work towards sustaining the mission and core activities of the organisation.
1.5 The Executive Committee shall be ready to take over the tasks of the directorate at any time, by adapting its task list and the scale of activities, and needs to be prepared to handle changes in the directorate smoothly with the sponsoring organisations.
1.5 The Executive Committee meets via Skype conference calls on a regular basis (at least monthly) to coordinate activities, discuss operational and managerial matters and decide on future activities.
2. Responsibilities of the Vice Presidents
2.1 The Vice President is an official representative of the organisation and is responsible to the Council and the APECS membership at large.
2.2 The Vice President is responsible for ensuring participation at the regular Skype conference calls.
2.3 The Vice President shall attend the majority of the monthly APECS Council calls and is responsible for leading and organising two or three of these Council calls during their term. A roster is drawn up at the beginning of the term to determine which calls are to be organised by whom.
2.4 The Vice President shall be an active member of the organisation and should assume responsibility for contributing posts (articles, events, fellowships, funding opportunities, jobs, etc.) to the APECS website.
2.5 The Vice President, as all members of Council and the Research Activities Committee, is encouraged to organise or contribute to the organisation of at least one APECS event (panel discussion, workshop, conference, social, etc.) during their term.
2.6 The Vice President is responsible for keeping the Council and Advisory Council informed about APECS activities and developments, for involving and motivating Council members to assume additional responsibilities.
2.7 The Vice President shall vote on decisions that require the approval of the Executive Committee in a timely and responsible manner.
2.8 The Vice President is accountable to the APECS membership at large and shall provide regular updates (monthly newsletters, annual reports, etc.) to APECS members and the Advisory Committee.
2.9 The Vice President is responsible for assisting the Director in decision-making, managerial and administrative duties as required.
3. Additional responsibilities of the President
3.1 The President has all the responsibilities and rights of the Vice President.
3.2 In addition, the President shall coordinate and lead the regular Skype conferences and meetings of the Executive Committee.
3.3 The President and the Director shall share updates on a weekly or fortnightly basis.
3.4 The President shall take the lead in maintaining effective communication within the Executive Committee, between the Director and the Executive Committee as well as to the Council, the Advisory Committee and the membership at large.
3.5 The President shall be exemplary in assisting the Director in the management of the organisation and shall coordinate and oversee the distribution of tasks within the Executive Committee.
How do I apply to be an ExCom member?
To run for a position on the ExCom, you simply nominate yourself. Ideally, the nominee is an APECS member and a member of Council. In the case where a person is not a member of the Council, self-nomination for the ExCom is automatically an application to be on the Council. You may wish to read the responsiblities of the ExCom members (see above question) before applying - so you know what you will be getting into :)
The requirements for self-nomination are similar to those for Council:
1. Send the following to the APECS Elections Coordinator at firstname.lastname@example.org:
a. Basic biographical and contact information including institution, career level (i.e. Postdoc, PhD Student, Graduate Student, etc.), country of origin and country of residence.[N.B. Please indicate the country you represent. In most circumstances, this will be the country in which you reside and work, but if you wish to be considered a representative for another country for which you have connections, please note this in your application).
b. Brief biosketch that gives us a better picture of who you are (e.g. research theme and interests, your hobbies, etc.) (200 words)
c. Recent picture of yourself.
d. Names of two people serving as your references for this position.
e. Statement of interest (around 750 words) explaining the following:
i. Why you are interested in serving on the APECS ExCom? This includes any ideas you have for projects or activities the organization could undertake, a desire to become more connected to the larger polar community, ways to improve APECS and the role of young researchers in polar research, general interest in the process of the organization, and many others.
ii. Of particular interest is your experience in networking organizations, international projects, or any other experience that has prepared you for serving as such a leader.
iii. Any major periods of extended absence you might have, such as fieldwork, long vacations, intense exam periods or any other reason you might not be reachable for an long period of time.
iv. It is also quite helpful to know a little about your experiences and why you are interested in the Polar Regions.
2. After your nomination has been submitted the ExCom elections coordinator will review it to ensure it is a full application.
3. Your application will be made available on the APECS website for all members to review.
4. There will be a question and answer period via email and through an open conference call with the Executive Committee candidates in the period between 10 - 21 September. All applicants to the Executive Committee should be available for this call.
Important things to note:
APECS prides itself on being a very international organization, representing members in 76 countries to date. We envision having several people from the same country self-nominate. Council members will be asked to keep in mind our international objectives when voting.
The APECS ExCom timeline for nomination and election is usually as follows:
||Announcement of APECS Executive Committee Elections|
|28 July – 7 September
(if you are on fieldwork during this time,, you can send in your nomination earlier.)
|10 -21 September
||Review of applications, current APECS Council members have the chance for a question and answer session both via email and through an online call with the APECS Executive Committee applicants. Applicants should be available for questions and conference call during this time.
|22 – 26 September||Online Voting by APECS Council Members
|27 – 30 September||Final tally and review of votes / Transition process|
|1 October||Announcement of new APECS Executive Committee and APECS President|
If you have any questions, comments, concerns, or ideas, feel free to contact the APECS Elections Coordinator at email@example.com
Consider applying for the 2014-2015 APECS Executive Committee? More information is at ExCom page.
How many members does the APECS Executive Committee have?
The ExCom consists of 5 members. ExCom members are also regular members of the APECS Council.
Who is eligible to run for the APECS Executive Committee?
Any APECS member is eligible to run for a position within the ExCom and past ExCom members are eligible to run for another term.
Who elects the APECS Executive Committee?
The Excom is elected by the members of the APECS Council. The APECS President is then elected from the members of the newly elected Executive Committee. All other Executive Committee members are considered Vice-Presidents and carry the responsibilities of any organizational Vice-President.
How long is a term on the APECS Executive Committee?
ExCom members are elected for one year from October 1 to September 30th of the following year.
How and how often does the ExCom meet?
The ExCom usually meets once or twice a month online via Skype. In between, the ExCom members are in regular contact via email. We try to schedule one in-person meeting at the beginning of the term, to help ExCom members to get to know each other. But this depends on the availability of the ExCom members and funding. We also try to arrange meetings with ExCom members at larger conferences that we know a few of us will attend.
What is the role of the APECS Executive Committee?
The main roles the Executive Committee has are to:
• Make sure the directions and goals of APECS are carried out in a responsible, accountable and transparent manner
• Set the budget for the organization
• Approve and oversee the APECS Director
• Work closely with the APECS Director on the day-to-day organizational activities
• Act as one of the first points of contact for our APECS members when they have questions
• Help develop strategies to seek funding for the core activities of the organization and the Directorate
• Make decisions concerning the activities of the organizations, approve new projects, approve new Council members etc.
What are the responsibilities of each ExCom member?
ExCom members are the most active members of APECS. There are quite a number of responsibilities each ExCom member has. Some of the most common ones are:
• attending the regular ExCom meetings via Skype
• attending the majority of the APECS Council and Council sub-committee calls
• vote on decisions that require the approval of the ExCom
• assist the Director with the day-to-day decision-making and administrative tasks of the organization
• contribute to the APECS website by regularly posting e.g. articles, events, fellowships, funding opportunities, jobs
• organizing or encourage other APECS members to organize APECS events (e.g. panel discussions, workshops, conference socials) at polar related conferences around the world
• keep the APECS Council, Advisory Committee and membership at large informed about activities and developments (e.g. by posting a summary of the ExCom meeting notes on the APECS website)
• help motivate APECS Council members and other APECS members to take on additional responsibilities and to be actively involved in the organization
• work as an advisor/mentor for Council members
• work as a contact person and advisor for one of the APECS Working Groups
• help initiate new projects for the organization
What are the additional responsibilities of the APECS President?
In addition to the regular responsibilities of each ExCom member, the APECS President has a few additional duties:
• Coordinate and lead the ExCom meetings via Skype
• Meet with the Director on a weekly or fortnightly basis to exchange updates on new developments in the organization
• Make sure the ExCom members are effectively communicating with each other, with the Director, the Advisory Committee and the membership at large
• Be exemplary in assisting the Director in the management of the organization and coordinate and oversee the distribution of tasks within the ExCom
What do I do if I have fieldwork or any other longer periods of absence?
We all know that young researchers are often busy with their research projects so we expect that there will be times when ExCom members will be on fieldwork or in examination periods etc. We only ask that applicants list if any longer away-periods are expected during their term on the ExCom. The ExCom is the most active committee in APECS and so if you wish to run for ExCom, but know that you can only put 6 months of devoted time into it, this may be acceptable but will need to be discussed with the current ExCom before your nomination is accepted.