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© Fiona Tummon, Francisco Fernandoy, ECMWF, Cynthia Sassenroth

APECS Terms of Reference

Unanimously adopted by the first APECS Council on 16 June 2008, these Terms of Reference are intended to describe the inception of APECS, membership, and basic organization. This is further elaborated upon in the Rules of Procedure. The Terms of Reference can be modified through due process in order to respond to the changing needs, composition and activities of an evolving APECS. To respond to the changing needs of APECS the APECS Terms of Reference was amended on September 9 2014.

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APECS Rules of Procedure

These Rules of Procedure (ROP) have been drafted by the first, interim APECS Executive Committee. These are intended to provide a framework for initial APECS activities and governance. One of our intentions is that the ROP can be modified through due process in order to respond to the changing needs, composition and activities of an evolving APECS.

Ratified Unanimously by APECS Council on 5 June 2008.

Ammended Unanimously by APECS Council on 30 June 2011 to include Appendix 1. APECS Guidelines for Donation.

Ammended Unanimously by the APECS Council on 9 September 2014 to include Appendix 2 and other modifications required to reflect the development of the organisation since its inception.

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Appendix 1 - APECS Guidelines for Donations

As APECS has grown continuously and rapidly over the past 5 years, we recognize that it is time to develop a sustainable funding plan to help ensure the success of APECS for many years to come. As part of this effort, we have developed a Code of Conduct when it comes to accepting donations and contributions from various groups.

Further to the APECS Rules of Procedure, ratified by the APECS Council in May 2008, we are providing herewith guidelines for accepting donations as suggested in 5.1.3. Having a series of donation guidelines are important to guide our decisions and will help reduce the risk of accepting a donation that could have a negative affect on APECS' reputation in the future.

Members of APECS have a deep appreciation for the Polar Regions. We confirm our responsibility and interest making our research accessible and relevant to society, respecting and safeguarding the environment and cultures of the Polar Regions, being mindful of the implications and consequences of our professional actions, and being fair and ethical in the course of our work. These guidelines are broad in their scope and have been developed in consultation with members of the APECS Advisory Committee and the APECS Norge Board Members. The APECS Directorate should consider any potential donation in consultation with the Executive Committee and the Board Members of APECS Norge and other boards APECS may create to establish non-profit status in other countries.

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Appendix 2 - Guidelines for National Committees

APECS has grown continuously and rapidly since it was formed in 2007, with numerous National Committees being established. In 2014, APECS leadership recognized the need for a guiding document to help our many National Committees better understand and maximize their relationships within the APECS community. The document was updated in 2018 to reflect the changing realities and needs of APECS.

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Internal Evaluations Committee

Within any organization, it is important to have a process whereby members may voice their concerns regarding the behaviour of other members or the organization as a whole, while protecting individuals in leadership positions from receiving excessive abuse. All persons wishing to put forward a request for an internal evaluation in regards to APECS should, if at all possible, first attempt to solve the problem with the person(s) or committee this evaluation is directed towards. Only if this is not possible, or if such attempts fail, should an Internal Evaluation be requested. This document outlines the procedure to raise concerns in order to prompt an Internal APECS Evaluation.

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APECS Social Media Guidelines

Preface: These guidelines are only for the APECS International Social Media channels. They do not cover the Social Media channels of the APECS National Committee which might have different rules. It is however advised that the APECS National Committee follow the international guidelines.

This document was last updated in April 2020. 

Contact APECS

APECS International Directorate
Alfred Wegener Institute, Helmholtz Center for Polar and Marine Research
Telegrafenberg A45
14473 Potsdam
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Our Sponsors

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