Association of Polar Early Career Scientists
 

Council Meeting IPYOslo Fernandoy2Did you ever wonder how an international organization is run and sets its priorities? Who helps to make the decisions about how things work? Who are the leaders of these organizations and what are they doing? For APECS, this major decision making body is the Council - and if you're looking to gain some great leadership experience, on an international level, and help shape the future of polar research, think about getting involved in the Council!

Council members are involved in many activities: they organize activities for early career researchers around the world; they shape the future of APECS together with the Executive Committee and the Directorate by helping to plan the directions, goals and objectives of our organization; they serve as representative of an international community; and they help to keep our members updated on new results in polar research! Because they are active leaders, they often get opportunities to represent APECS at important conferences and meetings and are recognized by senior leaders in their field.

How to join the APECS Council

APECS Council Charter

The APECS Council charter was ammended October 2016 to reflect revised roles for National Committee Representatives on the Council. 

Rights and Responsibilities of Council Members
Approved 1 February 2011
Updated and amended unanimously by the 2015-2016 APECS Council on 18 September 2016

Updated and amended by the 2016-2017 APECS Council on 17 October 2016

 

This charter has been created to outline the tasks and responsibilities of all Council members throughout their time on the APECS Council.

1. The APECS Council

1.1. All APECS members are eligible to serve on the Council.

1.2. The Council shall consist two categories of members:

  • individual Council members; and
  • representatives from APECS National Committees and organizational members of APECS (i.e., partner organizations).

An individual may serve in both roles simultaneously. The two categories of Council members will be referred to collectively as Council members in this document, with individual members and National Committee / organizational representatives on the Council specifically noted where applicable.

1.3. Application Procedure:

Individual Council Members are self-nominated. They are approved by the Executive Committee via an application form available on the APECS website.

APECS National Committee and organizational member representatives are nominated by their National Committee / Organizational leadership via a nomination form, and are approved by the APECS Executive Committee. Organizational members of APECS can appoint one representative and APECS National Committees can appoint more than one representative to the Council.

A single person interested in assuming both roles should apply through both the self-nomination and the organizational nomination processes.

1.4. Council terms are on a calendar year basis and are renewable by application to the Executive Committee. Council terms are from 1 October of one year to 30 September of the following year. Interested APECS members can apply to the Council at any time throughout the term. All Council members that wish to renew their terms for an additional year (no matter if they have served a full or partial term) need to submit a reapplication.

1.5. The Council leadership includes:

One or more Council (co-)chairs elected by the Council at the beginning of each term. They are responsible for working with the individual Council members and organizational member representatives. The Council (co)-chairs will provide a link between the Council, the Executive Committee and the Executive Director. All individual Council members are eligible to run for the Council chair position(s). Council co-chairs have no additional obligation to participate in project groups within the council.

One or more National Committee Coordinator(s) elected by the Council at the beginning of each term. They are responsible for working with the National Committee representatives on the Council. The National Committee Coordinator(s) will provide a link between the Council, the Executive Committee and the Executive Director. All National Committee representatives and individual Council members are eligible to run for the National Committee Coordinator position(s).National Committee Coordinators have no additional obligation to participate in project groups within the council.

Other leadership positions in the Council (e.g. project group chairs) are created as needed.

2. Council Member rights and responsibilities

Council members are part of the APECS leadership and therefore expected to take an active role in APECS to help lead the organization and its activities. By joining the APECS Council, the Council members agree to the following tasks and responsibilities:

2.1. Council members are strongly encouraged to suggest new projects, directions, and ideas for APECS to the Executive Committee and the Executive Director.

2.2. Council members elect the Executive Committee for the coming term in September. All Council members participate in the election process by helping to review the candidates and by voting.

2.3. Each individual Council member has one vote. National Committee and Organizational representatives have one vote per National Committee / organization, even if the National Committee has more than one representative on the Council. If an individual Council member also serves as the representative of a National Committee / Organization, they have one vote as an individual Council member and a second vote on behalf of their National Committee / Organization.

2.4. If a long period of absence is part of a Council member's research/education (e.g. exam / study periods, fieldwork) or if periods of low activity due to upcoming commitments are anticipated, Council members have the responsibility to notify the Executive Committee at least 15 days in advance of the period in question.

2.5. Council members are expected to take an active role in APECS, respond promptly to emails, and participate in Council discussions. In addition, Council members have the following tasks to build and enhance APECS as an organization:

2.5.1. Individual Council Members

2.5.1.1. Actively contribute to maintaining the website. This includes, but is not limited to, posting job adverts, news items, and upcoming events. If they are not able to post these themselves, they should send the information to This email address is being protected from spambots. You need JavaScript enabled to view it.

2.5.1.2. Actively contribute to at least two Council project groups, or lead one project group, during each term. This includes, but is not limited to, actively participating in discussions and activities as well as promptly responding to communication regarding the project group activities and meetings. Council members may propose a new project group or join any existing project group throughout their term.

2.5.1.3. Participate in at least three Council calls (held every 2 months) during a term. If a Council member cannot attend the call due to e.g. time zone differences or prior engagements, an update of activities should be sent to the council chair(s) by email before the call.

2.5.1.4. Encourage the recruitment of new APECS members.

2.5.1.5. Host or help plan at least one APECS event per term. Such events can be (but are not limited to):

  • Panel discussions at large conferences
  • Social gatherings at home institution
  • Giving APECS presentations at a conference/meeting
  • Career development workshops
  • Online events, such as webinars
  • Outreach events (e.g., during Polar Weeks or Antarctica Day)
  • APECS International Online Conference

2.5.1.6. Individual Council Members must submit an activity report to the Council chairs every 4 months as well as (if applicable) project group reports.

2.5.1.7. Each Individual Council Member will be paired with an Executive Committee member who will be their direct point of contact for questions and advice on activities and responsibilities. The Council members and the Executive Committee members should have regular contact. Additional mentorship for the Council members is provided through the APECS Directorate Office.

2.5.1.8. Former Individual Council Members who have extensive APECS experience may be invited by the Executive Committee to remain on the Council as Ex Officio members. These Ex Officio members are not required to complete regular Council tasks, and they have no voting responsibility/privilege, but instead sit on the council in an advisory role. Ex Officio members serve the Council by providing comments, giving guidance, and completing other advisory tasks as they arise. Ex Officio terms are renewable annually by the Executive Committee with the rest of the Council on 30 September.

2.5.2. National Committee and Organizational Representatives

2.5.2.1. Actively share information on their organizational activities with APECS members on a regular basis (e.g., through the APECS website, newsletter and social media), as well as distribute APECS information to their organizations' members.

National Committee representatives should share information with APECS International by using the appropriate reporting forms listed on the National Committee website.

2.5.2.2. Actively contribute to organizing activities and events within their National Committees. Such events can be (but are not limited to):

  • Panel discussions at large conferences
  • Social gatherings at home institution
  • Giving APECS presentations at a conference/meeting
  • Career development workshops
  • Online events, such as webinars
  • Outreach events (e.g., during Polar Weeks or Antarctica Day)

2.5.2.3. Are invited, but are not required, to contribute to Council project groups.

2.5.2.4. Attend at least two of the Council calls organized by the Council chair(s) during the term. In addition, National Committee representatives should participate in at least one of the calls for National Committee representatives organized by the National Committee Coordinator(s) during the term.

2.4.2.5. Encourage the recruitment of new APECS members.

3. Enforcement of Council member responsibilities

3.1. To ensure the fulfillment of above responsibilities, the Council Chairs, the National Committee Coordinator(s), the APECS Executive Committee, and the APECS Executive Director will enforce this charter.

3.2. The APECS leadership may terminate the position of an individual on the Council if the Council member does not fulfil the responsibilities detailed herein or fails to produce a legitimate reason for an extended period of inactivity. In this case, the Council member will receive a first “reminder” from the Council Chairs, Executive Committee or Executive Director. If the Council member continues to be inactive or does not fulfil their responsibilities, their position on the Council may be terminated. In case that Council member is listed as the representative of an APECS National Committee or organizational member, the committee / organization will be asked to nominate a suitable replacement.

3.3. Council members are expected to behave professionally and to be respectful of their fellow APECS members. Violation of this may result in a Council member being asked to step down immediately or review by the APECS internal review board.

 

Contact APECS

APECS International Directorate
Alfred Wegener Institute, Helmholtz Center for Polar and Marine Research
Telegrafenberg A43
14473 Potsdam
Germany
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Our Sponsors

APECS Directorate Sponsor
AWI WortBildmarke Farbe RGB
Further Sponsors and Partners for APECS projects, activities and events