**Minutes of the Meeting of the IUPAP Commission C11**

**Beijing, August 18, 2004**

32^nd^ International Conference on High Energy Physics.

**Present:** V. Lüth (Chairperson), M. Turala (Secretary), R. Godbole,
G. Herten, T. Huang, A. Sissakian, S. Stapnes, G. Wormser, T. Yamanaka,
S. Bertolucci (representing E. Iarocci)

**Guests:** H. Chen (IHEP Beijing), J. Dorfan (ICFA), T. Ekelof (Univ.
Uppsala), G. Kozlov (JINR Dubna), P. Langacker (Univ. Pennsylvania), C.
Newman-Holmes (FNAL), R. Rubinstein (ICFA), Dongchul Son (Kyunkpook Nat.
Univ.), C. Tully (Princeton Univ.)

**Apologies:** A. Smith (Vice-Chair), C. Fosco, E. Iarocci, M. Zeller,
E. Zas (C4), D-O. Riska (C12), A. McDonald (C19).

**Agenda**

1\. Welcome to C11 members and guests.

2\. Adoption of Agenda

3\. Approval of Minutes of the 2003 C11 Meeting at Fermilab

4\. Chairman\'s Report V. Lüth

5\. Report from ICFA R. Rubinstein/ J. Dorfan

6\. Report of the LP03 (Fermilab) C. Newman-Holmes

7\. Report on present conference (ICHEP04) H. Chen

8\. Preparations for LP05 in Uppsala T. Ekelof

9\. Preparations for ICHEP06 in Moscow A. Sissakian

10\. Proposals for future ICHEP and LP Conferences.

> a\. ICHEP08 in Philadelphia P. Langacker

11\. Authorship in large collaborations discussion

12\. Any Other Business

a\. LP07 in Daegu written update

b\. reports from C4, C12 and C19 commissions written reports

c\. future conferences expressions of interest

The Agenda and all presentations and reports were distributed to the
participants ahead of the meeting.

1.  **V. Lüth welcomed all members and guests**, and she asked to
    introduce each other.

2.  **The agenda** of the meeting was agreed with minor modifications to
    the original one (presentation on ICHEP04 was moved ahead of the
    report on LP03, expressions of interest on future conferences were
    added under AOB).

3.  **The draft minutes** of the C11 meeting at Fermilab were approved
    with minor corrections by V. Lüth (concerning LP07).

4.  **Chairperson's report**

Vera Lüth explained the position of C11 in the framework of the
international science organization:

\- International Council of Science -- ICSU,
[http://www.icsu.org](http://www.icsu.org/),

\- International Union of Pure and Applied Sciences -- IUPAP,
[http://www.iupap.org](http://www.iupap.org/),

\- C11 Commission on Particles and Fields -
<http://www.ifj.edu.pl/IUPAP/iupap-c11.html>),

\- National Contacts - NC.

She presented the present composition of C11 and reminded about Specific
Guidelines on terms and regional distribution, particularly in view of
the forthcoming elections of new C11 members, which will be one of the
topics of the next C11 meeting (2005) -- suggestions concerning
candidates for the chair, the secretary and new members are welcomed (an
e-mail on this matter will follow). Nominations should be submitted to
the IUPAP Secretary by the national IUAPAP Liaison Committees or the
High Energy Physics Divisions of the Physical Societies in various IUPAP
member countries.

V. Lüth presented briefly two C11 committees:

\- ICFA -- International Committee for Future Accelerators

(chaired by J. Dorfan; <http://www.fnal.gov/directorate/icfa>) and

\- PANAGIC -- Particle and Nuclear Astrophysics and Gravitation
Committee

(chaired by A. Bettini --
<http://www.lngs.infn.it/site/exppro/panagic>), to which C11 should
nominate a representative (an e-mail on this matter will follow - any
volunteer?);

Mike Zeller (USA) has recently accepted this role.

V. Lüth made a brief summary on the role of IUPAP and C11 in respect to
the international conferences, ICHEP and LP, and presented short list of
recent conferences in theses series that took place and those who are
approved in future years (LP05 in Uppsala, ICHEP06 in Moscow and LP07 in
Daegu).

The problems with USA visas, which had severe impact on the
participation of physicists of several countries at LP03 (in particular
Chinese and Russians), still remain, in form of complex, lengthy, and
opaque procedures. Various proposals, including one by leaders of the
major science organizations are being evaluated by US government
agencies, and there is hope that some of them will be implemented.
Consistent with its mandate, IUPAP has advised that it will not sponsor
any conference in the USA until free access of scientists can be
guaranteed.

T. Yamanaka informed that National Committee for Physics under Science
Council of Japan, and the IUPAP Section underneath it jointly sent a
letter concerning the US visa problem to John H. Marburger, Director of
Office of Science and Technology Policy,\
supporting the letter from Yves Petroff, and asking the U.S. to
solve the visa problem. Also, the president of ICSU, Jane Lubchenco send
a letter to George Atkinson, the Science and Technology Advisor to the
US Secretary of State (June 10, 2004) expressing grave concern about the
continuing restrictions on Scientists' participations in research,
meetings, and conferences resulting from the current US visa policies.

V. Lüth has initiated a discussion, supported by the C11 members, on the
Authorship in Large Collaborations -- this issue was discussed
separately under item 11 of the Agenda.

V. Lüth informed about the World Conference on Physics and Sustainable
Development, which will take place in Durban South Africa, Oct. 31^st^
-- Nov. 2^nd^ ([www.wcpsd.org](http://www.wcpsd.org/)), sponsored by
IUPAP, UNESCO and ICTP, as well as the South African Institute of
Physics, as part of the celebration of 2005 as the Year of Physics.

A short discussion, with the participation of G. Herten, T. Ekelof, G.
Wormser and R. Godbole followed, addressing the involvement of particle
physics community and better communication (V. Lüth will make short
presentation on Sunday).

V. Lüth also listed other Activities and Events of Interest:

-   "InterActions" (<http://www.interactions.org/cms/>) -- world-wide PR
    from 17 HEP institutions,

-   Support for science education K-12 (<http://www.k12.com/>)

-   Encouragement of YPP -- Young Particle Physicists
    ([http://ypp.hep.net](http://ypp.hep.net/)),

-   World Year of Physics and HEP involvement
    ([http://www.physics2005.org](http://www.physics2005.org/))

-   Data Grid Developments (<http://lcg.web.cern.ch/LCG/>,
    <http://www.ivdgl.org/grid2003/>),

-   International LC Developments -- Report from ICFA, Recommendations
    on LC Technology
    ([http://www.interactions.org/linearcollider/](http://www.interactions.org/cms/)).

5.  **Report from ICFA**

The report on ICFA was presented by the ICFA secretary Roy Rubinstein;
details can be found in the distributed paper on "Activities of ICFA,
July 2003 -- August 2004" (by R. Rubinstein).

During the past year two ICFA meetings were held: on 15 August 2003
during the Lepton-Photon Symposium at Fermilab, and on 12/13 February
2004 in Paris. At the Paris meeting, directors of the major world
particle physics laboratories were also invited, which allowed a broader
discussion on the current status and future possibilities of particle
physics.

Concerning the Linear Collider, ICFA has played a leading role in
planning its realization as a global facility. The International Linear
Collider Steering Committee (ILCSC) has been formed to promote the
construction of a linear collider through world-wide collaboration. In
late 2003, ICFA formed the International Technology Recommendation Panel
(ITRP), which is to recommend a single technology option at the ICFA
/ILCSC meeting this week.

ICFA set up a Task Force to make recommendations on a framework for an
international organization that will develop the global design of the
International Linear Collider -- a report was produced in March 2004,
recommending the formation of a Global Design Initiative (GDI), which
will turn the selected technology into a conceptual and then a
construction-ready design. Efforts are currently underway by ICFA to
find a host laboratory for the GDI, nominate a director, and to draft
Memoranda of Understanding (MoU) between the participating institutions.

In February 2004, following the statement of OECD science ministers on a
Linear Collider, ICFA issued a statement welcoming the ministerial
statement and reaffirming that a Linear Collider remains the highest
priority new machine for the field (copy distributed to C11).

ICFA has formed a new Panel: the International High Energy Physics
Computing Coordination Committee (IHEPCCC), which primary mission is to
act as a forum for persons in charge of particle physics computing; the
current ICHEPCCC chair is G. Wormser (Orsay).

ICFA heard several reports of its panels and committees
(Instrumentation, Beam Dynamics, and Advanced and Novel Accelerator
Panels, Standing Committee on Interregional Connectivity) -- some
details could be found in the provided written report.

J. Dorfan complemented the presentation informing C11 briefly about the
work of the panel on the technology choice for the linear collider, lead
by. B. Barish. ICFA will hear and discuss the recommendation on
Thursday. It will be announced in the plenary session on Friday (20
August 2004) -- a historical moment... ICFA notices increased interests
of governments and funding agencies in the future machine, although
problems of hosting, financing and managing of such global installation
are recognized.

**6. Report on ICHEP04 (Beijing)**

HeSheng Chen reported on the status of the ICHEP04 conference.

There are about 870 people who have registered for the conference (about
660 from abroad, 42% from Asia, 23% from America, 34% from Europe); up
to Tuesday, 726 people actually arrived in Beijing (510 from abroad).
More arrivals are expected by 20 August.

The conference is arranged in six working days with one day for rest. As
to the scientific program, topics for plenary sessions have been
selected on the basis of the most recent developments in the fields with
some considerations given to regional balance. The responsibilities for
selecting topics for parallel sessions have been largely given to the
session conveners who have full authority in organizing topics in
his/her session**.** In general, there has been very good input from the
Scientific Programme Committee, but in many cases replies came too slow.
There are more than 300 talks at the 13 parallel sessions -- where young
scientists are well represented, and 27 plenary talks. The poster
session is joined by 19 laboratories.

The overall ICHEP budget is about 300 kUSD, and the cost appear to be
well matched to the funding available. The income includes about 240
kUSD coming from the registration fees, and about 60 kUSD from various
agencies (including IUPAP); the expenditures include support to the
participants (about 35 kUSD for delegates from China and other Asian
countries, Eastern Europe, Latin America to support their local expenses
and/or to waive the conference fees). Also included is the organization
of various meetings, e.g. C11, ICFA, InterActions, etc. (about 6 kUSD).

There was a question on mini-reviews at parallel sessions; they were not
always easy to organize. This should be kept in mind for future
conferences.

Some discussion developed concerning the distribution of information on
the conference via national contacts. Apparently it has not been done,
as the quotas were not applied -- they are recommended only as
guidelines.

***Recommendation to the conference organizers: use national contacts
for the dissemination information on the conference and registration.***

***Action on V. Luth and M. Turala: to review and update the list of
national contacts: Azerbaijan, Latvia, Uzbekistan, Romania, Czech
Republic, Bulgaria, Hungary, and others.***

**7. Report on LP03 (Fermilab)**

Cathy Holmes-Newman reported on LP03.

The conference was attended by 645 persons, of which 264 came from
outside of the United States (about 50-60% of those invited). The Lepton
Photon Symposia have only plenary talks, however, to increase the
participation and interactions between the attendees, breakout sessions,
poster sessions, and a special session on Grid computing were added.

Speakers included 18 each from USA and Europe, 3 from Latin America/
Canada, 6 from Asia, Middle East and the former Soviet Union countries.
Among the session chairs there were 7 from USA, 1 from Latin America/
Canada, 3 from Europe, 6 from Asia, Middle East and FSU. Participation
by women was about 20%, but the International Advisory Committee had
only 2 women out of 22 members. Participation of young physicists was
encouraged by organization of the poster session and reduced fee for the
presenters -- about 70 posters were displayed. Young Particle Physicists
had a meeting in the evenings

Several Outreach and Education events took place during the conference:

-   LP03 web site leaded to the "plain English" Particle Physics,

-   Public Information Officers and Media Representatives were invited
    for Unveiling of Interactions web site, press panels on b physics,
    neutrinos, Grid computing, exotic physics; also Lab Directors meet
    the press,

-   At the Field Museum in Chicago several physics demonstrations were
    held and CDs about particle physics were given away.

The proceedings were completed very quickly, thanks to outstanding job
of the editors, H.W.K. Cheung and T.S. Pratt (articles on web site in
December 2003, DVD ROMs available in January 2004, books available in
February 2004).

The total cost of the conference was 463.2 kUSD, well balanced with the
available funds. Funding from US DOE, NSF, IUPAP and URA allowed the
organizers to provide financial support for many attendees (fee waived
53, partial waivers 6, poster presenters 57, scientific secretaries and
tour guides 35). Travel support was provided for 23 participants from
various countries of Asia, Latin America, Eastern Europe, FSU, South
Africa. Attendees from US Department of Energy (DOE) or DOE Labs paid a
reduced registration fee.

The conference was originally planed for 800 participants, but ended up
with 645; in some part this was due to difficulties getting US visas in
time for Chinese, Russian and citizens of some other countries.

The members of C11 congratulated C. Newman-Holmes and the organizers for
the excellent conference and the timely issue of the proceedings.

***Recommendation for future LP symposia organizers: plan for poster
sessions to ease the participation of young physicists.***

**8. LP05 in Uppsala**

Tord Ekelof reported on the preparations for 22^nd^ LP05, which will
take place from 30 June to 5 July 2005 in Uppsala
(<http://www.uu.se/lp2005>). He presented the International Scientific
and the Local Organizing Committees, as well as the tentative program
and the schedule of the preparations. The presentation was complemented
by the information on the local facilities (about 15 lecture halls,
including the Main Auditorium for 1800 people and three halls with about
250 seats), on hotels and dormitories (costing from 30 to 120 Euros) --
which have been already reserved, local attractions and finally on the
activities of Uppsala physics groups.

The following discussion focused mainly on the proposed schedule, some
dates of which looked as hard to match, particularly in view of the
holiday season, and on "mini-reviews", which are more and more used. All
agreed that invited speakers should be contacted soon, and that the
International Scientific Advisory Committee should be consulted on these
matters without delay -- perhaps arranging "topical working groups"
(using e-mail and/or phone conferences).

Concerns were expressed about relatively high registration fee (410
Euros for early registration) -- an extra charge for banquet was
suggested; opportunities for students (lower fees and cheap
accommodations) should be indicated on the conference web pages.

**9. ICHEP06 in Moscow**

Aleksey Sissakian reported on the preparations for ICHEP06. It will be a
first "Rochester" conference in Moscow, organized jointly by the Joint
Institute of Nuclear Research (Dubna), the Russian Academy of Sciences,
the Ministry of Science and Education of Russian Federation, the Atomic
Energy Agency of Russian Federation and the Moscow State University. The
dates are: July26 -- August 2, 2006, with Sunday, 30^th^ July, as a free
day.

The suggestions for the International Programme Advisory Committees was
presented and discussed -- it was said, that these committees should
include, persons who are actively involved in experimental and
theoretical research (and as such have close contacts with younger
researchers) and who could devote some time to work with the organizers
on the program.

***It was agreed that the composition of these committees will be
discussed further by the Organizers and the C11 Chair.***

The conference will take place in the premises of the Russian Academy of
Sciences, which are situated in the center of Moscow, with an easy
access by the public transportation (close to the "Leninsky Prospekt"
underground station), and which contain five lecture halls for parallel
sessions (seating 1300 in total) and a main lecture hall (1200 seats)
for plenary sessions; in addition many small meeting rooms, computer
facilities, poster session hall, coffee break hall, science library and
self-service restaurant/coffee-shop are available. There are ample lunch
facilities within the RAS building, as well as a number of cafes and
restaurants in the neighborhood. Concerning lodging, there are several
hotels in the conference area, but one can also book hotels in the
center of Moscow (prices varying from about 50 to 250 USD per nigh);
cheaper accommodations for students are possible. The program of the
social activities is in preparation.

The actions for the coming months include:

-   Applying for fundings,

-   Setting-up conference web pages

-   Designing the ICHEP06 poster

-   Finalizing the list of the International Programme Advisory and
    Local Organizing Committees,

-   Contacts publishing companies for the proceedings

**10. Proposals for future ICHEP and LP Conferences.**

V. Lüth informed participants that she has received expressions of
interests for the organization of future ICHEP and LP conferences from
USA (ICHEP08, Philadelphia), France (ICHEP10, Paris), Germany
(Heidelberg and Hamburg), India/Pakistan.

a.  **ICHEP2008 in Philadelphia**

> A possibility of organizing ICHEP2008 by the Princeton University and
> the University of Pennsylvania was discussed with V. Lüth with the
> local communities of physicists. In response a letter, signed by the
> physicists of the University of Pennsylvania, the Princeton University
> and the Institute of Advanced, has been prepared, in which they have
> expressed "an enthusiastic wish to host the conference". As the result
> the community has been asked to make a short presentation at the C11
> meeting.
>
> Paul Langacker presented the community of physicists at the University
> of Pennsylvania, the Princeton University and the Institute for
> Advanced Study, which is behind the proposal; the chairs will be
> A.J.S. Smith and N.S. Lockyer. It is suggested to organize the
> conference at the University of Pennsylvania, which has sufficient
> infrastructure (Irvine Auditorium for 1260 seats, and five meeting
> rooms of capacity from 200 to 340; in addition a number of smaller
> ones 10-100 seating capacity), with a help of professional university
> conference coordination group, which has experience in the
> organization of large conferences. Paul also presented Pennsylvania
> and Philadelphia, their tourist attractions, as well accommodations
> (including cheaper campus lodging) and transportation facilities

Questions regarding the conference date and availability of dormitories:
-- early August should not be a problem. More serious issue is related
to US visas; however there is a hope that next years this problem will
be gone.

It has been agreed that the recommendations on ICHEP08 will be taken at
the 2005 C11 meeting.

**11. Authorship in Large Collaborations**

Vera Lüth briefly introduced the issue. The general feeling is that the
present author lists:

-   do not appropriately credit those who contributed most,

-   do not allow others to identify those most knowledgeable,

-   lead to absurd publication and citation records.

Drafts of ATLAS and CMS documents on the authorship policies have been
distributed

It is clear that the author list must those who performed the physics
analysis, however, also those scientists who contributed technical work
and who operate experiments. The committee members agreed that the
present situation is not "healthy", however, they also recognized the
scale of the problem, and that nothing could be done without an active
involvement of large collaborations the issue is considered important
and worth of an effort. It was said that this issue should be presented
to the LHC collaborations soon, as they are forming their publication
policy now; their reaction is not necessarily positive, however, it is
worth to form a working group, which will include few members of C11,
representatives of large collaborations and few "wise persons", who will
discuss the issue and come up with suggestions, what could be improved
and how.

The matter was discussed further at a dedicated meeting organized by V.
Lüth during the ICHEP04 conference, in which representatives of large
collaborations and C11 participated.

**12. AOB**

> **a. LP07 in Daegu**
>
> A status report on the preparations for Lepton-Photon Symposium 2007
> in Daegu (Korea) was provided by Dinschul Son in a form of PowerPoint
> presentation; it was not discussed. It contains details concerning the
> venue and date (proposed: 13-18 August, 2007), sponsors and
> organization, rough timetables, as well as information on the
> location, local transportation and lodging, tourist attractions.
>
> It is planned that detailed discussion will take place at the next C11
> meeting in Uppsala.
>
> **b. Reports from C4, C12 and C19**
>
> Written reports from C4 (Cosmic Rays), C12 (Nuclear Physics) and C19
> (Astrophysics) have been provided by E. Zas, D-O. Riska and A. Mc
> Donald respectively; they were not discussed. They are available at
> the C11 internal web pages.
>
> **c. Future Conferences -- expressions of interests**
>
> A proposal for holding a major HEP conference (LP09 or ICHEP10) in
> India has been submitted by R. M. Godbole, Centre for High Energy
> Physics, Indian Institute of Science, Bangalore, India. The document
> was distributed to the participants, however it was not discussed --
> it is available at the C11 internal web pages, and it will be
> considered in due time.

**Recommendations**

4.  Organizers of LP and ICHEP conferences

Use the national contacts for the dissemination of information on the
conference being organized and to encourage early registration

4.  Organizers of LP symposia

Plan for poster sessions, to ease the participation of young physicists.

**Actions**

4.  V. Lüth

Issue an e-mail concerning candidates for future C11 chair, secretary
and members.

4.  V. Lüth

Issue an e-mail concerning C11 representative to PANAGIC (M. Zeller was
nominated)

4.  V. Lüth and M. Turala

Update the list of national contacts.

4.  V. Lüth and A. Sissakian

Discuss further the composition of the International Advisory Committee
for ICHEP2006.

Draft by M. Turala

With corrections by V. Lüth