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AEARU 18th
Annual General Meeting
November 2, 2012
Seoul National University, Korea
PRESENT
Lih J. CHEN Chairperson; President, Tsing Hua University -
Hsinchu
CHEN Jun Vice Chairperson; President, Nanjing University
Yeon-Cheon OH President; Seoul National University
Si-Chen LEE President, Taiwan University
Susumu SATOMI President, Tohoku University
HOU Jiangguo President, University of Science and Technology of
China
Michiaki MISHIMA Executive Vice-President for International Affairs
and Hospital administration, Kyoto University
Toshio MARUYAMA Executive Vice President for Education and
International Affairs, Tokyo Institute of Technology
Masashi HANEDA Vice President, The University of Tokyo
Yutaka TSUJINAKA Vice President for International Affairs, University
of Tsukuba
Chang D. YOO Associate Vice President of Special Projects and
Institutional Relations, Korea Advanced Institute of
Science and Technology
Kenzo ABE Trustee, Osaka University
Kar Yan TAM Associate Provost and Dean of Students, Hong Kong
University of Science and Technology
Moo Hwan KIM Dean of Planning & International Relations, Pohang
University of Science and Technology
XIA Guangzhi Deputy Director of International Office, Tsing Hua
University-Beijing
SECRETARY
Sabrina LI AEARU Secretariat, Tsing Hua University - Hsinchu
IN ATTENDANCE
Tsing Hua University - Hsinchu
Wei-Chung WANG Vice President of Global Affairs
Chen-Fu Chien Chief of Staff
Chung-min CHEN Counselor, Office of the President
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Nanjing University
PU Lijie Associate Vice-President
WU Heng Deputy Director of the President’s Office
SUN Wen Deputy Director of the Office of International
Exchanges and Cooperation
Seoul National University
Seong-ho SHEEN Associate Dean, Office of International Affairs
Yu Ri BAE International Conference Coordinator, Office of
International Affairs
Tohoku University
Toshiya UEKI Executive Vice President
Sanae AOKI Managing Professor for International Affairs
Sayaka YAMAGUCHI Staff Member, International Exchange Division
Pohang University of Science and Technology
Jung-Hee YANG Director of International Relations
Yeseul CHOI Program Coordinator of International Relations
Korea Advanced Institute of Science and Technology
Hynsook MIN Team leader of International Relations Team
Yurina SONG Coordinator of International Relations Team
Seoul National University
IM Junggi Executive Vice President
KIM Junki Vice President of international Affairs
SHEEN Seongho Associate Dean of International Affairs
HWANG Jeongnam Director of Planning and Protocol Division
SUNG Jung-hyun Manager of Administration and Finance
BAE Yu Ri International Conference Coordinator
KIM Eunjeong International Exchange Coordinator
Tsing Hua University-Beijing
ZHANG Yu Program Manager of International Office
University of Science and Technology of China
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PAN Jianwei Associate President
ZHOU Zhengkai Deputy Director of International Office
Taiwan University
Hsiao-Wei YUAN Dean for International Affairs
The University of Tokyo
Junichi HIRATA Manager of International Planning Group
Kyoto University
Yoshiaki SATO Director of Research and International Affairs
Department
Ayako ITO Administrator of International Affairs Division
Osaka University
Hiroshi MUKAI Head of international Affairs Division
Tokyo Institute of Technology
Masahiko HARA Professor, Interdisciplinary Graduate School of
Science and Engineering
Yuka TSUKADA Head of International Corporation Division
Naoki OZAWA Staff of International Cooperation Division
University of Tsukuba
Kazuo AKIYAMA Director of the Department of Global Activities
Akemi TAKASU Chief, Division of International Affairs
Yukiko KUSAKA Official, Division of International Affairs
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MEETING MINUTES
I. INTRODUCTION REMARKS
The Chairperson began the meeting by greeting the assembled member presidents and
representatives. He thanked President Yeon-Cheon Oh and Seoul National University
for hosting the meeting. The Chairperson also introduced the two Guest Speakers who
will take part in the Presentation Session scheduled in the afternoon; Mr. Phil Baty of
Times Higher Education Ranking, to talk about how the ranking system works in
Times Higher Education, and Prof. Kurt Deketelaere of League of European Research
Universities (LERU), to introduce LERU and sidcuss possible cooperation between
AEARU & LERU.
President Yeon-Cheon Oh thanked all members for participating in the meeting and
stated that this year is the 18th
year for AEARU which is quite significant. He further
stated four concepts of AEARU. President Yeon-Cheon Oh explained that AEARU
was organized to promote culture, economic, and academic cooperations, and our
visibility has becoming more remarkable; as scholars and academician, we peruse
wisdom, and we are responsible to bring the wisdom to the society; as a group we
should cooperate together not only by our intelligent but also by heart.
II. CONFIRMATION OF THE MINUTES
1. Minute of the 17th
AGM; December 14th
, 2011; Kyoto University, Japan
The Chairperson stated that the minute of the above meeting were compiled by the
AEARU Secretary and distributed to all members. With no amendment, the minute
was confirmed.
III REVIEW OF AEARU ACTIVITIES IN 2012
1. The 4th
Energy and Environmental Workshop; March 29-30, 2012,
Taiwan University
2. The 1st AEARU Distinguished Lecture Series; May 21, 2012, Nanjing
University
3. The 2nd
Workshop on Collaboration among Universities in the
Ubiquitous World; May 24-25. 2012, Seoul National University
- Cancelled
4. 2012 Student Summer Camp -Asian Research Network (ARN); August
24-27, 2012, Tokyo Institute of Technology
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The Chairperson explained that items 1 and 2were reported at last BOD meeting but
he invited the host universities to briefly report their events to the rest members.
President Si-Chen Lee stated that he will report this activity in the afternoon during
the Presentation Session.
President Chen Jun reported that the 1st AEARU Distinguished Lecture Series was
recommended by the Chairperson and was hosted by Nanjing University on May 21st,
2012, in conjunction of her 110th
anniversary celebration. There were three speakers
presented in the forum; Prof. Ann-shyn Chiang from Tsing Hua University-Hsinchu,
Prof. Jong-Dao Jou of Taiwan University and Prof. Zhang Chenyu of Nanjing
University. President Chen Jun thanked these scholars for their input in AEARU’s
event and stated that this forum attracted a large audience and it was successfully
held.
The Chairperson stated that the original intention of Distinguished Lecture Series is to
increase the visibility of AEARU, the success of the first lecture series is rather
encouraging and urged all member-universities to contribute to this important annual
event.
Prof. Masahiko Hara reported that the Asian Research Network (ARN) Summer
Camp 2012 was successfully held on August 24 to 27th
, 2012. The student summer
camp was jointly organized by Tokyo Institute of Technology and RIKEN Advanced
Science Institute. Fifteen students from AEARU member universities participated in
the summer camp and activities.
IV. SCHEDULED AEARU ACTIVITIES IN 2012 & 2013
1. Symposium on Biomedical Research in East Asia (AEARU 2012
Flagship Symposium); November 3, 2012, Seoul National University
2. The 2nd
Microelectronics Workshop; November 15-17, 2012, University
of Science and Technology of China
3. 2013 Student Summer Camp; July 01-27, 2013, Peking University
4. The 4th
Science and Technology Park Workshop; Nanjing University
- Will be held in 2013 in conjunction with the opening of new science
park
5. The 5th
Advanced Material Science Workshop; Hong Kong University of
Science and Technology
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- Will be held in early 2013 in conjunction with anniversary
6. The 2nd
Symposium on the Culture of Chinese Characters; Tsing Hua-
Hsinchu
- Will be held in November 2013 in conjunction with 33rd
BOD & 19th
AMG meetings
Prof. Seongho Sheen reported that Symposium on Biomedical Research in East Asia
will be held on tomorrow, November 3rd
2012 from 14:00 to 18:00pm. This flagship
symposium covers the topic relates to biomedical research in East Asia region and
will establish relationships and networks related to the theme, as well as maintain
sustainable partnership with attended participants.
President Hou Jianguo reported that The 2nd
Microelectronics Workshop will be held
on November 15th
2012 at University of Science Technology of China. The workshop
focuses on the field of analog and mixed-signal IC design, and the main target is not
limited to students but also engineers in the industry. He further stated that he hopes
this workshop will bring interaction and exchanges between academic and industry.
The 2013 Student Summer Camp will be held on the campus of Peking University in
the summer of 2013. The purpose of this summer camp is to provide AEARU students
who are interested in learning Chinese an opportunity to enhance their understandings
in China Studies. (Reported by AEARU Secretary on behalf of Peking University)
President Chen Jun reported that the 4th
Science and Technology Park Workshop will
be held in Sept-Oct of 2013 in Nanjing University. The expected participants are the
administrators of universities, faculty and staff of AEARU member universities who
are responsible for university development, professors of related field of
research/expertise, and Ph.D. Students of AEARU member universities. The
workshop will be a one-day seminar, and half-day visit of Nanjing University Science
Park.
Prof. Kar Yan Tam reported that Hong Kong University of Science and Technology
intended to host the 5th
Advanced Material Science workshop in Spring 2013, but due
to the delay of construction, the schedule will be postponed to Fall 2013.
Prof. Chung-min Chen reported that Tsing Hua University-Hsinchu will be circulating
call for participation for the 2nd
Symposium on the Culture of Chinese Characters.
This symposium is continuous to the first one which was held in Kyoto University in
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Fall 2011.
V. UNSCHEDULED AEARU ACTIVITIES
1. The 6th
Cultural Workshop
2. The 10th
Web Technology and Computer Science Workshop
3. The 6th
Network Education Workshop
4. The 3rd
Student Physical Competition
5. Additional activities (members are invited to propose any additional
activities)
The Chairperson stated that there were many activities held in the past years, and we
should continue this sprit in following year.
President Si-Chen Lee indicated that National Taiwan University is interested in
hosting the 5th
Environmental and Energy Workshop in the beginning of 2014.
With no further comments and suggestions, the Chairperson thanked President Si-
Chen Lee and welcomes all interested members for their volunteering in the near
future.
VI. SECRETARY REPORT
1. Financial status
There is no earning since May 2012. Currently the Association has assets of USD
$44,359.92 in balance.
2. Status report of AEARU Activity Sponsorship Program
During the year of 2012, two AEARU activities had been funded with US $10,000
and $4,000 respectively. One was to the 5th
Network Education Workshop organized
by Nanjing University last November in assisting five students from member
universities with their travel, accommodation and registration fees, and the other was
to Peking University for hosting 2013 Student Summer Camp and assisting six
undergraduate with their tuition and accommodation fees.. Each sponsorship funding
was/will be used to support AEARU member students’ travel, accommodation and
registration fees.
VII. ISSUES TO BE DISCUSSED
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1. AEARU’s possible cooperation with The League of European Research
Universities (LERU)
The Chairperson explained that the Secretary General of LERU, Prof. Kurt
Deketelaere, will discuss potential cooperation, and briefly report the background of
LERU. The Chairperson further stated that at the BOD meeting this morning, it is
agreed that AEARU should concentrate on increasing its visibility in East Asian
region, however, he believed that interactions with other universities especially the
ones outside of our region will be influential and heighten our visibility as well.
2. AEARU Constitution Amendment – membership criteria and nomination process
(Please see Appendix 3 for the amended Constitution)
The Chairperson reported that the proposed Constitution Amendment has been
discussed in previous meeting, and he thanked President Hiroshi Matsumoto for his
great effort in drafting the membership criteria and nomination process.
Prof. Chung-min Chen expended further that proposed Constitution Amendment
started last year in Kyoto University, upon the discussion we formed a working group
and drafted the amendment. This amendment basically centered on Article 3, the
Membership.
President Yeon-Cheon Oh commented that expending member to twenty is an
encouraging idea, so AEARU should take in great considerations to the interested
universities.
The Chairperson added that there are three more spots for new members, and we
should accept only one new member per year from different regions.
With no further comments and suggestions, a vote is taken. The proposed amendment
is passed with 15 votes (two were absent).
2. AEARU Annual Thematic Flagship Event 2012
As reported earlier by Prof. Sheen, the Chairperson opened the floor for comments
and suggestions. With no further comments, the Symposium on Biomedical Research
in East Asia and the Symposium on the Cultural of Chinese Characters are decided to
be topics of AEARU Annual Flagship Event
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VI. DATES AND VENUES FOR FUTURE MEETINGS
The Chairperson reported that President Susumu Satomi kindly volunteered to host
the 32nd
BOD meeting on Sendai.
President Chen Jun suggested May 10th
, due to tight schedule of May 17th
.
With no problem from President Satomi, the 32nd
BOD is decided to be held on May
10th
2013.
The Chairperson reminded the member universities that is it approved in the 30th
BOD meeting at Nanjing University last May that the 33rd
BOD meeting and 19th
AGM meeting will be held in Tsing Hua University – Hsinchu in Fall 2013. Prof.
Chung-min Chen added that 33rd
BOD and 19th
AGM Meetings will be held on first or
second weekend of December.
VII. ADJOURNMENT
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Appendix 2: Status Report of AEARU Activity
Workshop/University Intended Use of Funding Sponsorship
Approved
Status
5th
Workshop on Network
Education; Nov 2011,
Nanjing University
To assist five students from
AEARU member universities with
partial travel, accommodation and
registration fees.
USD $4,000 Workshop completed. $4,000
of $10,000 AEARU
Sponsorship Funding was
used.
2013 AEARU Student
Summer Camp; July 2013,
Peking University
To provide assistance for six
selected undergraduate students to
attend the student summer camp,
covering tuition for the program,
and accommodation and meal
costs.
USD $10,000 The workshop will be held in
July 2013. AEARU funding
report will be provided upon
completion and presented to
the next AGM and BOD
Meeting.
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Appendix 3
REPORT:
Working Group for the
AEARU Membership Criteria & Nomination Process
Background
A discussion on the matter of bringing new members into AEARU and revocation of unobligated
members was held during the 29th
Board of Directors Meeting and the 17th
Annual General Meeting at
Kyoto University on December 14, 2011. At the meetings a proposal of Membership Criteria &
Nomination Process was presented by the Working Group and discussed among member universities.
Summary of Previous Meetings
The second draft of the AEARU Membership Criteria & Nomination Process proposal, which was sent
out on Nov. 17th
2011 by Kyoto University, was reviewed and discussed.
The proposed process is very similar to the criteria used by several other well-known academic
associations to nominate and accept new members.
The proposal endeavors to keep AEARU’s original concept and the quality of the membership, as
well as to limit the size of the association.
Hence:
Number of members may be increased by a maximum of 1 member per year.
Total number of membership shall not exceed 20 at this stage; however, it could be raised
in the future if needed and decided at future AGM.
The key feature of the proposal is to inclusion of clauses for membership obligation, and the
revocation for these showing no interest in supporting AEARU activity:
Aim to encourage members to be more active and significantly boost the association’s
value and status.
Existing members should hold AEARU activity once every 3 years.
New members should hold at least one AEARU activity within 2 years of their admission.
All BOD members agreed with the proposal.
Further discussion about membership revocation will take place with the working group, and
revised proposal will be sent out via email to member universities before 18th
AGM. Amendment
will be finalized at the 18th
AGM in November 2012.
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Constitution
of the Association of East Asian
Research Universities
Amended on May 14, 2012
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Constitution
1. Name
[1.1] The name of the association shall be the Association of East Asian Research
Universities, AEARU.
2. Purposes
[2.1] Create a forum to bring together leading research-oriented universities in the
East Asian region.
[2.2] Explore and identify areas of mutual interest for collaboration - including
exchange of faculty and students; developing common curricula and transferable
credits; sharing of facilities, information, and materials; cooperating on joint R & D
projects; and joint sponsorship of topical conferences, contests, and international
events.
3. Membership
[3.1] The Association shall begin with a core of Founding Members. (See Appendix)
[3.2] A small number of non-regional institutions may be admitted by invitation as
Affiliates.
[3.3] The number of Members shall be kept small in order for collaborative
relationships to remain close and substantive. The number of members may be
increased by a maximum of one member per year provided the total number of
members does not exceed twenty
[3.4] Membership Criteria: candidate institutions for membership or affiliate
membership of AEARU must satisfy the following criteria:
Intention to Contribute Actively to AEARU: Prospective members must express
an intention to actively contribute to AEARU and advance the objectives of the
Association.
International Recognition: Prospective members must be internationally
recognized as leading education and research institutions in their country or
region.
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Research Excellence: Prospective members must have a substantial record of
research achievement, reflected by recognized international rankings, awards and
other indicators of merit.
Innovation and Contribution to International Society: Prospective members must
be institutions which take an innovative approach to their operations, and strive to
contribute to the welfare of the international community.
[3.5] Admission Process: Candidate institutions for membership or affiliate
membership must be nominated and endorsed by the chief executive officer of a
current member institution. The nominator must submit a letter of recommendation to
the AEARU Secretariat, to be presented for deliberation by the Board of Directors.
The Board should assess candidates in consideration of the membership criteria
specified in clause [3.4] above, the Association’s current regional balance and the
current number of members.
Following approval by a two-thirds majority of all voting active members at a Board
of Directors Meeting at which at least two-thirds of the current members of the Board
of Directors are in attendance, candidates will be submitted to AEARU’s entire
membership for consideration at an Annual General Meeting. Candidates shall be
admitted to membership of AEARU upon approval by a two-thirds majority of all
voting active members at an Annual General Meeting at which at least two-thirds of
the current members of the Association are in attendance.
[3.6] Each Member or Affiliate shall be represented by the Chief Executive of the
institution.
[3.7] Members may resign from the Association by giving six months’ notice in
writing.
[3.8] Membership Obligations: Newly admitted members must hold at least one of the
AEARU activities listed below within two years of the date of their admission to the
Association. All current members must hold at least one of the AEARU activities
listed below every three years.
Annual General Meeting
Board of Directors Meeting
(Board of Directors members only)
Other AEARU activities
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Member institutions which fail to fulfill the above membership obligations will be
assessed by the Board of Directors and may be recommended for revocation of
membership.
[3.9] Revocation of Membership: Member institutions which fail to fulfill the
membership obligations specified in clause [3.8] above must be identified by the
AEARU Secretariat and automatically presented for assessment by the Board of
Directors. Following appropriate deliberation, the members will vote on whether or
not the institution’s membership should be considered for revocation at the Annual
General Meeting.
Following approval by a two-thirds majority of all voting active members at a Board
of Directors Meeting at which at least two-thirds of the current members of the Board
of Directors are in attendance, the motion for revocation of membership will be
submitted to AEARU’s entire membership for consideration at an Annual General
Meeting. The membership in question shall be revoked upon approval by a two-thirds
majority of all voting active members at an Annual General Meeting at which at least
two-thirds of the current members of the Association are in attendance. The
revocation of membership shall take effect from January 1 of the subsequent year. No
membership fees paid to AEARU will be refunded to institutions which have their
membership revoked.
4. Organization
[4.1] Annual General Meeting
[4.2] The Annual General Meeting shall determine the general policies and programs
of the Association. The quorum shall be a simple majority.
[4.3] Each Member is entitled to be represented at the Annual General Meeting by its
Chief Executive, and/or by a personal deputy whom the Chief Executive may appoint.
Each Member shall have only one vote. Affiliates shall not have the right to vote.
[4.4] Chairperson, Vice-Chairperson, and Secretary
[4.5] Chairperson shall serve for a term of two years.
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[4.6] Vice-Chairperson shall be elected at the Annual General Meeting by a majority
of Members present and voting, and shall be appointed as the next term’s Chairperson.
Only Chief Executives representing Members of the Association shall be eligible for
election as Vice-Chairperson.
[4.7] A Secretary shall be appointed by the Chairperson and approved by Members at
the Annual General Meeting.
5. Board of Directors
[5.1] The Board shall be the governing body of the Association.
[5.2] The Board shall consist of the Chairperson, the Immediate Past Chairperson, the
Vice Chairperson, and two or three other Members for a total of five who shall be
Chief Executives elected at an Annual General Meeting to serve for a term of two
years.
[5.3] The Board shall, within its own Membership, appoint a Treasurer of the
Association.
[5.4] The Secretary of the Association shall be Secretary to the Board, but shall not
vote.
[5.5] The Board shall meet at least once a year. Extraordinary sessions may be
convened by the Chairperson or on written request by three Members of the Board.
6. Finances
[6.1] Members and Affiliates shall each pay a non-refundable annual membership fee,
the amount of which shall be determined by the Board.
[6.2] General administrative costs (office, secretarial, and clerical) shall be borne by
the Chairperson's institution.
[6.3] The Association may obtain income from the sale of the Association's
publications; fees received under contract for services provided; grants from national
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and international foundations, agencies, donors, etc. in order to support specific
programs and/or administrative work.
[6.4] A proposed annual budget of the Association and supplementary requests, if any,
shall be prepared jointly by the Chairperson and the Treasurer and submitted in
advance for approval by the Board.
7. Headquarters
[7.1] The headquarters of the Association shall be located on the campus of the
currently serving Chairperson.
8. Amendment of the Constitution
[8.1] Proposal for the amendment of this Constitution shall be submitted by Members
in writing to the Secretary not less than three months before the date of the Annual
General Meeting at which the amendment is to be considered. Copies of the proposal
shall be sent by the Secretariat to all Members not less than two months before the
date of the Meeting. Proposals shall come into immediate effect if adopted on a
written ballot by a two-third majority of the Members present and voting.
9. Dissolution
[9.1] The Association may be dissolved on a written ballot by a two-third majority of
Members.
10. Appendix
[10.1] The Founding Members of the Association of East Asian Research Universities
are these institutions:
Fudan University
Hong Kong University of Science and Technology
Korea Advanced Institute of Science and Technology
Pohang University of Science and Technology
Tsing Hua University, Hsinchu
Tsinghua University, Beijing
University of Science and Technology of China
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University of Tokyo
University of Tsukuba
Supplementary Provision
1. [4.5] and [4.6] were amended on January 31, 2007.
2. The amended constitutional clauses, [4.5] & [4.6] will become effective on
the current Vice-chairperson and he will be appointed as the 7th
Chairperson
of AEARU.
3. Clause [5.2] was amended on December 26, 2009.
4. The amended clause [5.2] will become effective on January 1. 2010.
5. The original clause [3.2] was deleted, clause [3.3] was amended and clauses
[3.4], [3.5], [3.8] and [3.9] were added on ******, **, ****.
6. The amended and added clauses described in 5., above, will become effective
on ******, **, ****.
7. The numbers of AEARU activities held by members for the requirements of
clause [3.8] shall be calculated from the date on which the clause comes into
effect, as specified in 6., above. The number of AEARU activities held by
members prior to that date shall not be included, and shall have no influence
on the calculation.
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