[computing] Circular ES/Comm/Reps - Commission on Crystallographic Computing
Alex Ashcroft
execsec at iucr.org
Fri Dec 20 20:35:01 GMT 2019
ES/Comm/Reps
To: Chairs and members of Commissions
IUCr Representatives on other bodies
Members of Executive Committee (for information)
From: The Executive Secretary
Subjects:
I. Suggestions for memberships of Commissions
II. IUCr Statutes and By-Laws
III. First closed (business) meetings of Commissions at Prague
IV. Meetings of Commission Chairs and IUCr Representatives
with Executive Committee
V. Financial support for Commission Chairs and IUCr Representatives
at Prague
VI. Deadline for budgets for next triennium
VII. Commission web sites
VIII. Online dictionary
IX. Annual and Triennial Reports
X. IUCr Journals
XI. Communication within Commission and with Executive Secretary -
Appointment of a Secretary or Vice-Chair
XII. IPC presentations
I. Suggestions for memberships of Commissions
1. In October 2018 the President invited suggestions for membership of
the Commissions. I attach a list of suggestions for members of your
Commission submitted by National Committees for Crystallography. Where
available, the Nomination Forms are attached. There are often more
suggestions than vacancies.
2. Each Commission has to decide how many and which of its present
members it wishes to recommend to the Executive Committee to continue.
The relevant rules are in By-Law 7.3. A General Statement of Principles
regarding Commissions is attached and is also available on the web
(http://www.iucr.org/iucr/commissions/principles).
The Executive Committee recommends that, in order to maintain the
vitality of Commissions, regular rotation of Chairs is necessary and
inactive members should be replaced. Thus the term of nine years (or 12
years if continuing as Chair) should be regarded as a maximum (and
should be regarded as exceptional). [Please note that a retiring Chair
automatically becomes a consultant.]
The Executive Committee will expect to see a proposed membership that
has *balanced gender representation*. The Executive Committee
appreciates that this is not always possible in some subject areas and a
suitable explanation should be provided where this is the case.
In case it is of assistance, details of the present membership are
included with the attached list of suggestions. The first year of
election to the Commission is included and any persons (if any) not
eligible for re-election are marked by asterisks. [The present
consultants are included in the list for information - consultants who
have proved active in working for a Commission are good candidates for
nomination as full members.]
3. Each Commission has to compile recommendations for its new Chair and
members and has to submit these in writing to the General Secretary at
least 72 hours before the relevant voting session of the General
Assembly (By-Law 8.3). These recommendations shall be approved by a
majority of the members of the Commission and shall be accompanied by a
written statement from the Commission Chair that he or she has obtained
the consent of the persons recommended. The Executive Committee
considers these recommendations when making its nominations to the
General Assembly (at least 48 hours before the voting session of the
General Assembly). This is the formal timetable. However, the General
Assembly appreciates as much advance notice as possible of these
nominations. Furthermore, the Executive Committee likes to discuss them
with each Chair when it meets him or her to discuss the work of the
Commission prior to presentation of his or her report to the General
Assembly, which takes place at the first and second sessions. This
requires each Commission to decide on its full slate of recommendations
by postal or email communications and ballots; this slate should be
submitted to the Executive Secretary by 1 May 2020.
Chairs of all Commissions and the IUCr Representatives on other bodies
must attend the first and second sessions of the General Assembly on 23
and 24 August 2020, when the activities of the Commissions and other
bodies will be considered. If you are unable to attend, please inform
me and ensure that an alternate attends on your behalf.
II. IUCr Statutes and By-Laws
The current Statutes and By-Laws will be printed as Annex II to the
Report of the Twenty-Fourth General Assembly and International Congress
of Crystallography [Acta Cryst. A (2020), in preparation. Will be
available soon at: https://doi.org/10.1107/S2053273319014566]. They are
also available on the web
(http://www.iucr.org/iucr/index.html/statutes-and-by-laws).
III. First closed (business) meetings of Commissions at Prague
If you wish your Commission to meet in Prague, please would you tell me
as soon as possible and in any case not later than 1 June 2020, since a
meeting room will have to be arranged.
IV. Meetings of Commission Chairs and IUCr Representatives with
Executive Committee
As mentioned above, the Executive Committee wishes to meet all
Commission Chairs (and Commission Chairs nominated for the coming
triennium) to discuss the work of the Commissions and the nominations
for membership for the next triennium. These meetings and the meetings
with the IUCr Representatives on other bodies must be held prior to the
presentations of the reports to the General Assembly on 23 and 24
August. This will mean scheduling these meetings for 20-22 August. I
will contact you in early April 2020 to prepare a schedule. If you have
a particular preference for a date, please contact me before 31 March 2020.
V. Financial support for Commission Chairs and IUCr Representatives at
Prague
Because of the need for Commission Chairs (and incoming Commission
Chairs) and IUCr Representatives to arrive prior to the Congress to meet
the Executive Committee, the IUCr is pleased to offer a grant towards
the additional expenses. Should you wish to accept this offer, please
let me know well in advance of the Congress how much you will require.
VI. Deadline for budgets for next triennium
In accordance with the timetable in preparation for the General Assembly
(see Appendix to the Statutes and By-Laws), please remember the deadline
of 22 March 2020 for the submission of estimated budgets (if any) from
Commissions to the Executive Committee. Commission Chairs should send
these budgets to me in Chester by that date. [Please note that requests
for financial support of meetings are handled by the Sub-Committee on
the Union Calendar and do not form part of a Commission budget.]
VII. Commission web sites
The basic information for each Commission is kept up to date by the
Executive Secretary and may be found by following the links at
http://www.iucr.org/iucr/commissions
It is essential that the Commission-maintained web pages reached from
these sites are also kept up to date and each Commission should appoint
a member to be responsible for this.
VIII. Online Dictionary
Chairs, members and consultants for each Commission are requested to
look at the Online Dictionary. The Chairs are requested to bring any
concerns about definitions to their meeting with the Executive Committee
in Prague.
IX. Annual and Triennial Reports
In order to make the reports from Commissions more consistent, and to
reduce the editing time required in the Chester offices before
publication, a template has been produced after consultation with the
Executive Committee. This will be sent out along with the request for
reports in January.
X. IUCr Journals
The IUCr relies on income from its Journals in order to be able to fund
its scientific, educational and outreach activities. At Hyderabad, each
Commission was requested to submit a lead article or review article to
an IUCr Journal during the triennium, and each Chair will be requested
to provide details of their Commission's contribution in Prague.
Additionally, the Journals wish to be responsive to the needs of the
crystallographic community, so the Prague meeting is an opportunity for
each Commission to inform the Executive Committee, the Editor-in-Chief
and Executive Managing Editor of any ways in which the IUCr Journals
could better serve the needs of their members.
XI. Communication within Commission and with Executive Secretary -
Appointment of a Secretary or Vice-Chair
The transparency of communication within Commissions is inconsistent, as
is the speed with which different Commissions have returned the
requested Annual Reports. To improve this, each Commission is requested
to use the moderated email list that has been provided for their use
(details can be obtained from the Executive Secretary if they are not
currently known by the Commission members) and each Commission is
requested to appoint a Secretary or Vice-Chair that can be a secondary
point of call if the Chair is incommunicado, and can motivate the Chair
to be more active when the Commission appears to be quiet.
XII. IPC presentations
The President and the organiser of the Prague Congress were very
impressed by the presentations that were used at the IPC meeting, and
each Commission is encouraged to post theirs on the Commission website.
Yours sincerely,
A. T. Ashcroft
--
************************
Dr Alex Ashcroft
Executive Secretary
IUCr
2 Abbey Square
Chester CH1 2HU
UK
Telephone 44 1244 345 431
Email execsec at iucr.org
**
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