BESIII Collaboration Governance Rules
Jan. 10, 2006
Ratified by the Institutional Board on Jan. 10, 2006
This document describes the governance of the BESIII Collaboration. It does not attempt to define the management structure in detail, but rather mandates the preparation and ratication of a management plan to provide these details.
1.1 Physicists, engineers, and graduate students who have made contributions to the BESIII experiment are eligible to be members. A member of the BESIII experiment, also called a collaborator, has the right to express her/his opinions and to vote on important matters. Members in good standing are those individuals who are associated with a BESIII institution and who have contributed signicantly to the BESIII experiment.
1.2 Institutions (universities or laboratories) shall be admitted to the Collaboration or removed from it by the Institutional Board (IB). Each institution is responsible for keeping a list of its members (and email addresses) and designating its Institutional Representative to the IB. It is also expected that all BESIII institutions shall fulfill their responsibility for an appropriate share of shifts, running costs, and other service work, as determined by the IB.
The BESIII governance structure consists of Spokespersons, the Executive Board (EB), the Institutional Board (IB), and the Collaboration Meeting. Following is the detailed description of each part.
3 Collaboration Meeting
3.1 Collaboration meetings should be held two to three times a year. Important matters should first be discussed in the IB and/or EB, and then be proposed to the collaboration meeting for approval.
3.2 Meetings are run by the Spokespersons. The tentative agenda and meeting dates should be made available well in advance of the meeting.
3.3 The Collaboration makes decisions based on a simple majority of the attendees.
3.4 The Spokespersons are responsible for distribution of the meeting summary.
4 Institutional Board (IB)
4.1 The IB consists of Spokespersons and Institutional Representatives. Each institution shall have one Institutional Representative, designated by that institution for a one year renewable term.
4.2 The IB shall deal with general issues which concern the Collaboration as a whole. Examples include, but are not limited to, the rules of the organization and management, adoption of bylaws, admission of new institution(s) to the Collaboration, policies concerning the author list, and initiating the Spokespersons’ selection process.
4.3 The IB also functions as the User Committee of BEPCII/BESIII. It collects complaints and/or suggestions to IHEP and requests improvements from IHEP.
4.4 The IB Chairperson is elected by the Institutional Board for a three year renewable term. The Chairperson shall appoint a Deputy Chairperson to assist with the duties and to chair the IB meeting if the Chairperson is unavailable.
4.5 Meetings of the IB shall be held at least twice per year, normally in conjunction with collaboration meetings, and be chaired by its Chairperson. The meetings shall be open to Institutional Representatives, Spokespersons, and others invited by the IB Chairperson. Chairpersons are responsible for distribution of the minutes of the meeting.
4.6 Consideration of proposed changes to the BESIII Governance Rules and the adoption of a slate of nominees for the position of Spokesperson and for members of the Executive Board shall take place at scheduled meetings of the IB. Notice of at least eight weeks shall be given indicating the time and place of the meeting and the issues to be considered.
4.7 Most decisions are based on a simple majority of voting members (one vote per institution). Exceptions are the admission or removal of institutions and the removal of the Spokespersons, where a 2/3 majority of participants and ratification of the Collaboration Meeting is necessary. Changes to the Governance Rules also require a 2/3 majority of the participants. Voting will be by secret ballot by default or by a show of hands, if approved unanimously by the IB members. Spokespersons are non-voting members unless they are also Institutional Representatives.
4.8 Designated representatives may propose a substitute representative to the IB Chairperson prior to an IB meeting. Proxy voting at meetings shall be allowed by prior notification to the IB Chairperson. At least one half of collaborating institutions must be represented by a representative or proxy for voting to occur. Positive votes will be recommended to the full collaboration meeting for ratification. Electronic voting on issues and candidates shall be allowed via e-mail (or FAX), by agreement of the IB.
4.9 The Chairperson of the Institutional Board shall propose committees, as well as the membership on these committees to the Institutional Board for their approval. Suggested committees are Membership (for considering the admission of new BESIII institutional members) and Nominating (for Spokespersons). However, the Institutional Board may form other committees to help carry out its mission. Members of committees are not necessarily IB members.
4.91 The Nominating Committee in selecting candidates for Spokespersons should con- sult widely.
4.92 The Membership Committee should develop policies and procedures for the admission of new institutions which should be approved by the full IB. The committee will also consider the admission of new institutions to the Collaboration and will make their recommendations to the full IB.
5 Executive Board (EB)
5.1 EB members consist of the three Spokespersons and six others: three from IHEP and three from institutions outside IHEP. EB members are expected to be familiar with BESIII and be able to spend considerable time on BESIII affairs.
5.2 Members of the EB are nominated by Spokespersons and ratified by the IB.
5.3 The EB advises the Spokespersons on scientific, technical, and management matters, including making technical or scientific choices, establishing scientific priorities for the experiment, the choice of management personnel, etc. It shall review and make recommendations regarding all issues of major importance to the Collaboration.
5.4 Meetings of the EB are to be held approximately once a month and may be held by video conference. The Spokesperson will serve as the Chairperson of the EB.
5.5 The terms of EB members are for three years and are staggered and renewable. Each year the seats of two members will be up for reelection. In the first year when the BESIII management structure is formed, two members (other than the Spokespersons) will have one-year terms, and two members will have two year terms.
5.6 The Spokespersons in consultation with the EB will propose a management plan with personnel to the IB for ratification. The management plan will include Working groups, such as physics groups, technical groups, and the group leaders, as well as the Physics Coordinator, Technical Coordinator, Software Coordinator, Run Coordinator, and other assistant personnel.
6.1 There will be one Spokesperson and two Co-spokespersons representing the Collaboration: one from IHEP, one from other Chinese institutions, and one from institutions outside China.
6.2 The Spokesperson, assisted by two Co-spokespersons, is responsible for running the Collaboration, representing the Collaboration’s interests in the Laboratory and to na- tional funding agencies, and for allocating available resources among different subgroups.
6.3 The Spokespersons will serve three-year renewable terms, and the terms will be staggered so that only one Spokesperson position is up for reelection each year. Initially one Spokesperson will have a term of one year, one a term of two years, and one a term of three years. If Spokesperson(s) are replaced in the middle of their term, replacing Spokesperson(s) are to serve the remaining term.
6.4 Spokespersons will be nominated by the IB and elected by the collaboration meeting.
6.5 Spokespersons are responsible for the development of a management plan which details the roles and responsibilities of the management team. This plan should propose working groups, such as physics groups and technical groups (to make decisions on detectors), Collaboration committees, such as a Publications Committee (to consider publication policies), Speakers Committee, Standards Committee (to consider standards such as PID, CL, etc. for BES publications), and the management team, including the Physics Coordinator, the Technical Coordinator, the Software Coordinator, the Run Coordinator, etc. The Spokespersons shall also propose personnel for these positions. The IB must ratify the management plan and selection of personnel.