Minutes of the 11th AONSA Executive Committee Meeting
CSNS Temporary Office, Dongguan, China
November 17, 2013

Contents
Main Text of Minutes ---------------------------------------------------------------------------------Appendix 1 Report from AONSA Office ---------------------------------------------------------Appendix 2 Nominations of the next EC Members and Observers ----------------------------Appendix 3 Procedures for gaining the official support of AONSAAppendix 4 Annual Fee and Budget Report ------------------------------------------------------Appendix 5 AONSA Prize Fund and Budget Report --------------------------------------------Appendix 6 Report from the organizer of the 6th AONSA Neutron School in 2014, Indonesia
Appendix 7 Report from the Organizing Committee of the 2nd AOCNS in 2015, Australia Appendix 8 Report on the AONSA Newsletters and Homepage Design Update--------------Appendix 9 Draft document for AONSA Visiting Fellows ---------------------------------------Appendix 10 Facility Directors’ Opinions on the AONSA Visiting Fellows ------------------Appendix 11 President Y. Fujii’s Communications with Executive Secretary of IUCr andChair of IUCr Commission on Neutron Scattering-------------------------------Appendix 12 President Y. Fujii’s Letters to IUCr and ICSU Regional Office ----------------Appendix 13 Report on Three President Meeting held during ICNS2013 --------------------Appendix 14 Report on Neutron Sessions at APPC12 -------------------------------------------Appendix 15 Action Plan for Celebrating IYCr2014 in Japan ----------------------------------Appendix 16 Neutron Association Reports -------------------------------------------------------Appendix 17 Summary of Neutron Facility Reports ----------------------------------------------Appendix 18 Special Neutron Facility Report on CSNS ------------------------------------------

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(Group Photo of 11th EC Meeting)2

(Draft) Minutes of the 11th AONSA Executive Committee Meeting
Date: 9:00-17:00, November 17 (Sunday), 2013
Place: CSNS Temporary Office, Dongguan, China
Participants: 17[Board Members]
Yasuhiko Fujii (President, JSNS; CROSS)
Wen-Hsien Li (Vice-President, TWNSS; NCU)
Sung-Min Choi (Secretary, KNBUA; KAIST)
Chris Ling (Public Relations Officer, ANBUG; U. Sydney)[Members]
Toshiji Kanaya (JSNS; Kyoto U.)
Hideki Seto (JSNS; KEK)
Ki Bong Lee (KNBUA; POSTECH)
Hsiung Chou (TWNSS; NSYSU)
Hesheng Chen (CNSS; IHEP)
Dongfeng Chen (CNSS; CIAE)[Observers]
Masatoshi Arai (J-PARC/JAEA)
Kazuhisa Kakurai (JRR3/JAEA on the behalf of Mitsuhiro Shibayama)
Kye Hong Lee (HANARO/KAERI)
Rob Robinson (Bragg Inst./ANSTO)
Yuntao Liu (CARR/CIAE)
Fangwei Wang (CSNS/IHEP)
Abdul Aziz Mohamed (Malaysian Community/UNITEN)

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1. Opening Remarks by President Yasuhiko Fujii
The meeting was started with opening remarks by President Yasuhiko Fujii. The great
efforts of Chinese colleagues, especially Hesheng Chen and his colleagues at CSNS, forhosting the 11th EC Meeting were highly appreciated. This was followed by welcoming
remarks by Hesheng Chen (President of CNSS and Director of CSNS) with a brief
introduction of CSNS.
2. Approval of Agenda
The agenda of the 11th AONSA EC meeting was approved by the EC.
It was noted that 10 out of 13 EC Members and 7 out 10 EC Observers attended the 11th
EC Meeting. All participants were very sorry that the EC Members and Observer fromNSSI and BARC, respectively, and EC Observers from BATAN and Singapore were notavailable at this EC Meeting.
3. Report of the Minutes of the 10th AONSA EC Meeting in Edinburgh
The minutes of the 10th AONSA EC meeting in Edinburgh, which was circulated to the EC
members and observers through email previously, were distributed to all the EC
participants in hard copies at the meeting.
4. Reports of the AONSA Office.
S.M. Choi reported a summary on the attendance of AONSA colleagues at the ICNS2013,
a summary of comments from audience during the AONSA regional meeting, and an ad
hoc Board meeting at Tokai, Japan, during J-PARC MLF/CROSS Neutron Science
Proposal Review Committee (Appendix 1).
It was agreed that for the continuing improvement of the AONSA Neutron School, we
should have feedbacks from students who attended the School and will start to do thisfrom the 6th AONSA Neutron School.
It was agreed that we should find a way to encourage the continuing network among thestudents. Some possible ways were discussed (for example, facebook and so on).
It was pointed out that we should have the member lists of Advisory Committee or otherrelevant Committee of Neutron Facilities in the Asia-Oceania region so that AONSA may
make use of the Committee meetings as opportunities for informal AONSA discussions.
4Action) after the follow-up Board Meeting
C. Ling will prepare a (draft) list of questions for the student feedback for the AONSA
Neutron School. The feedback questions will be proposed to the 12th EC Meeting forcomments and approval.
Ways to encourage the network among students who attended AONSA Neutron School.
a) AONSA Office will send AONSA Newsletters to all students who attended AONSA
Neutron School.
b) A list of names, affiliations and contact information of the students will be posted on
the AONSA website (with permission from students. An inquiry for this permission
will be a part of School feedback questions.)c) Other possible ways for networking among students will be consulted with students
at the 6th AONSA Neutron School.
5. Discussions and Decisions
5.1 Formal matters
5.1.1 Nominations of the next EC members and observers
Nominations of the next EC members and observers were made (Appendix 2) and approvedby the EC.
It was confirmed by H. Chen that Hong Kong is involved in CNSS.
5.1.2 Nominations of the next Board members
The nominations for the next Board members were presented by President Y. Fujii andapproved by the EC. After the approval, a short remark was made by W.H. Li as the next
President of AONSA, thanking the support of AONSA colleagues.
The next Board Members (January 1, 2014- December 31, 2015)• President : Wen-Hsien Li (TWNSS; NCU)
• Vice-President: Sung-Min Choi (KNBUA;KAIST)• Secretary: Chris Ling (ANBUG;U Sydney)• Treasurer: Dongfeng Chen (CNSS;CIAE)• Public Relations Officer: Hideki Seto (JSNS;KEK)• Immediate Past President: Yasuhiko Fujii (JSNS;CROSS)5

5.2 Process matters
It was reported that the Procedures for gaining the official support of AONSA for certain
activities (Appendix 3, which was approved by the 10th EC in Edinburgh) had been posted on
the AONSA homepage as Rules.
5.3 Financial matters5.3.1 Annual Fee and Budget Plan
On the behalf of S. Chaplot, S.M. Choi made a report on Annual Fee and Budget Plan
(Appendix 4). The total income in 2013 is $12,000 (from 6 members) and the total current
balance is US$ 31,558 (US$ 28,893 + JPY 266,558, using an exchange rate 100 JPY=1USD).
It was noted that the US$3,000 support for the 6th AONSA Neutron School in Japan (which
was cancelled) will be returned to AONSA Annual Fee account.
It was noted that the Invoice of AONSA Annual Membership Fee will be sent out in Januaryof each year under the name of Secretary.
5.3.2 AONSA Prize Fund and Budget Plan
On the behalf of S. Chaplot, S.M. Choi made a report on Current Status of AONSA Prize
Fund (Appendix 5). The total donation made in 2013 is US$11,000 and the total expenditure
in 2013 (for the 2nd AONSA Prize) is US$ 9,153, and the total current balance is US$12,775(including the rollover from the remaining balance US$10,928 in 2012).
5.4 AONSA Prize
It was noted that Call for Nominations for the 3rd AONSA Prize will be announced early nextyear, right after the members of Selection Committee are approved at the 12th EC Meeting(February 21, 2014).
It was also noted that the recipient of the 3rd AONSA Prize should be decided 5 months prior
to the awarding ceremony at the 2nd AOCNS. Considering this schedule, the official approvalshould be made at the 13th EC Meeting (October, 2014) in Indonesia.
5.5 AONSA Neutron School
5.5.1 Report from the Organizer of the 6th AONSA Neutron School in 2014, Indonesia
On the behalf of Edy Giri Rachman Putra, S.M. Choi delivered a report for the 6th AONSA
Neutron School (Appendix 6). The great efforts for the organizer of the School were highly
appreciated by all the EC participants.

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- After some discussion, the schedule of the 6th AONSA Neutron School was fixed asoriginally planned, October 12-17, 2014.
- The organizer’s plan for student distribution, with emphasis on the South-East Asia
region, was agreed and supported by all the EC participants.
- As long as the name of School remains the same (the 6th AONSA Neutron School), theorganizer’s plans for getting additional funding from various agencies or companies areagreed by the EC. The agencies which provide some funding for the School will beappreciated and listed as Sponsors for the School.
- It was pointed out that, following the Guidelines for the AONSA Neutron School, theorganizer (Edy Giri Rachman Putra) of the School should consult with the members of
the International Advisory Committee (especially Presidents of AONSA Member
Societies) of the School to get recommendations for lecturers from each society.
- It was agreed that AONSA will have Special Session for IYCr 2014 on the first day of
the 6th AONSA Neutron School. For this AONSA activity for IYCr 2014, AONSA will
financially support up to a maximum of US$2,000. It was noted that this may help theoperation of School to a certain extent as well.
- It was questioned if we can have students from Western Asia region (such as Jordan,
UAE, Saudi Arabia). It was noted that there are active interests for research reactors in
the Western Asia region, and a research reactor is currently being built in Jordan.
However, a definite conclusion was not made on this matter and we should discuss
further in the future.
5.5.2 Host of the 7th AONSA Neutron School in 2015
The J-PARC/JRR3, Tokai, Japan, was selected as the host of the 7th AONSA Neutron Schoolin 2015. It was agreed that the 7th AONSA Neutron School would be held in October or
November in 2015 so that the 15th EC Meeting (the second EC meeting in 2015) can be held
during the School. It was noted that JRR3 is likely available in 2015 as well.
5.6 The 2nd Asia-Oceania Conference on Neutron Scattering (AOCNS) in 2015
C. Ling made a report from the Organizing Committee of the 2nd AOCNS in Australia(Appendix 7). The great efforts of organizers were highly appreciated by all the EC
participants.
- Program committee will be formed by January, 20147

- The US$10,000 from AONSA for the preparation of the Conference is not needed by theorganizers.
- The organizers will work on to get funding for student support (from IAEA, IUCr and soon)- It was mentioned that Sponsorship for the 2nd AOCNS will be negotiable.
- It was pointed out that exhibition fee needs to be more flexible (with different booth sizes)- The starting date of the Conference was checked and confirmed. The Conference will beheld during July 19-23, 2015. On the Conference website (www.aocns-2015.com), theschedule of the 2nd AOCNS is posted as July 18-23, 2015. This should be corrected as soon
as possible.
- The 2nd Instrument Scientist Workshop (ISW) will be held on July 19, 2015 as a satellite
meeting of the Conference.
- The 15th EC Meeting will be held on July 18 or 19, 2015. This date will be fixed after
considering the schedule of ISW. (During the 1st AOCNS in Japan, the EC Meeting and ISW
were held back-to-back on the first day of the Conference. There were feedbacks from ISW
that the schedule of ISW was rather too tight and participants would like to have more timein the next ISW.)
5.7 ICNS2017 in Korea
K.B. Lee made a brief report on the preparation of ICNS2017 with acknowledgement forstrong supports from all AONSA colleagues. A more details will be reported in the next EC
Meeting.
5.8 AONSA Newsletters and Homepage Design Update
C. Ling reported on the AONSA Homepage design update (Appendix 8) and made anillustration with the actual homepage under construction. The new AONSA homepage will
become available within this year (before Newsletter Vol. 5, No. 2). The great efforts of C.
Ling were highly appreciated by all the EC participants.
The current AONSA website will be still maintained for a while.
The Newsletter Vol. 5, No. 2 will be issued in December, 2013.
It was noted that APPC Newsletter (to be issued in April, 2014) will have neutron articles
from several persons in the Asia-Oceania region.
Action)C. Ling will make a manual for maintaining the new homepage, and teach Yukino Inoue,
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AONSA Office Secretary (how to upload files and so on).
The authorized access to the new homepage will be given to Public Relations Officer,
Secretary and AONSA Office Secretary for efficient maintenance.
5.9 AONSA Visiting Fellows
W.H. Li reported a draft document for AONSA Visiting Fellows (Appendix 9) and K.H. Leereported Facility Directors’ Opinions on the AONSA Visiting Fellows (Appendix 10).
Facility Directors considered two possible models.
1. The successful candidate remains an employee of a university or institute in theirhome country, AONSA provides funds for international travel, and the host facility
provides funding for accommodation, local transportation and living expenses.
Salary and health insurance would remain the responsibility of the sendingorganisation in the home. In this model, the Facility Directors would be willing toconsider placement of secondees in their facilities, from other countries, and would
be happy that selection is delegated to the AONSA committee.
2. The successful candidates come to a facility, without explicit support from an
institution in their home country. This would be more like a postdoctoral fellowship,
and the host organisation would have to employ and insure the successful candidates.
This model is much more difficult, and the Facility Directors would need to be
involved much earlier in the process and comply with the local employment laws andprocedures. In this case, the proposal would have to involve the explicit support
from the facility (at the management level, high enough to commit the hostorganisation financially) prior to submission to AONSA.
- From Facilities’ point of view, the model 1 is easier to start with.
- For the model 1, Directors of ANSTO, J-PARC and HANARO mentioned that they canhave funding to start the fellowship program in 2014.
- It was pointed out that the eligibility for the AONSA Visiting Fellows should be clearly
identified in the document for the AONSA Visiting Fellows.
• Applications are allowed for the young scientists in the Asia-Oceania region to visit
the neutron facilities in the Asia-Oceania region.
• Applications to the facility in the applicant’s community are not allowed.
• Applicants should be young scientists (within 8 years from their PhD).
- There was discussion as to whether the fellowship scheme should focus on those countries
9that do not have their own major facilities.
- The examples of criteria delivered by J. W. White at the 10th EC meeting were reminded,a) Targeting new leaders, b) Sharing instrument development & new uses, c) continued
training for high quality candidates from Asia-Oceania centers who wish to strengthen theirneutron scattering work. There was an opinion that these different aspects of the fellowship,especially a) and c), should be considered in a balanced manner.
- There was an opinion that at the beginning we should focus on whichever is easier to startwith (rather than considering all different aspects of fellowship simultaneously) and then
expand the fellowship program to cover more.
- There was an opinion that focusing on those countries that do not have their own major
facilities may be easier to start with.
- It was agreed that we should try to finalize the Rules for the AONSA Visiting Fellows at thenext EC Meeting.
Action)W.H. Li and S.M. Choi will work together to prepare the (draft) rules for AONSA Visiting
Fellows. Facility Directors will be actively consulted for the preparation of the (draft) rules.
5.10 Possible collaboration with ICSU and IUCr
Y. Fujii briefed AONSA’s activities that have been made to prepare the ICSU Proposal
including communications with IUCr and ICSU (Appendix 11). It was noted that since thelead applicant of the ICSU proposal is IUCr, the proposal should go through the Council of
IUCr. However, we don’t have enough time for doing this before the submission deadline(December 1, 2013). Therefore, we will not submit the proposal this time. This conclusion
was made after Y. Fujii discussed with J.W. White, R. Robinson, and G. McIntyre (a member
of IUCr Commission on Neutron Scattering) on this matter.
Since the Call for ICSU Proposals are announced every two years, we should try to submit
the proposal in the next round. For this, we should form a working group (together withIUCr) well ahead of time.
Y. Fujii will send letters to IUCr and ICSU on this matter.
On November 22, 2013, President Y. Fujii sent emails (Appendix 12) toProf. Gautam Desiraju, President of IUCr
Mr. Michael Dacombe, Secretary General of IUCr
Dr. Maria Teresa Fernandez-Diaz, Chair of Commission on Neutron Scattering of IUCr
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Prof. Mohd. Nordin Hasan
Director, ICSU Regional Office for Asia and the Pacific5.11 Cooperation with NSSA and ENSA
Y. Fujii made a brief report on the Three President Meeting held during ICNS2013 (Appendix
13).
It was agreed that we will invite Presidents of ENSA and NSSA to the 2nd AOCNS in 2015.
5.12 Cooperation with AOFSRR
It was noted that AOFSRR Council meeting will be held in September, 2014, in Taiwan.
It was pointed out that Neutron and X-ray joint Session for IYCr2014 during the AOFSRR
Council Meeting can be a possibility. It was agreed that W.H. Li will discuss with AOFSRR
on this matter.
It was agreed that we will invite President of AOFSRR to the 2nd AOCNS in 2015.
5.13 Cooperation with Association of Asia-Pacific Physical Societies (AAPPS)
Masa Arai made a brief report on the 12th Asia Pacific Physics Conference (APPC12) which
was held during July 14-19, 2013 in Chiba, Japan and the Neutron Sessions during theConference (Appendix 14). The APPC12 was very successful, attended by 1256 participantsfrom 28 countries and regions mostly in Asia and Oceania. The Neutron Facility and Neutron
Science Sessions were held on July 22, 2013 and attended by 50 participants.
The APPC13 will be held in Brisbane, Australia in December 2016. It was noted that M. Araiand R. Robinson are council members of AAPPS and Neutron Sessions will be organized in
APPC13.
5.14 2014 International Year of Crystallography
Y. Fujii delivered Action Plan for Celebrating IYCr2014 in Japan (Appendix 15) which
provided excellent examples for IYCr2014 activities.
It was noted that-

IYCr2014 Opening Ceremony will take place on 20-21 January 2014, at the
UNESCO building in Paris, France.

-

Nature Publishing plan to have a special issue to celebrate IYCr2014 (which involves
26 neutron and x-ray facilities).
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AONSA or Member Society activities for IYCr2014 include-

Special Session on the first day of the 6th AONSA Neutron School in Indonesia (12-17
October, 2014).

-

Possible Neutron and X-ray joint session together with AOFSRR in Taiwan (September,
2014)

-

TWNSS plans to have a special workshop for IYCr2014.

We should make AONSA activities listed in the IUCr website for IYCr2014 (Y. Fujii will
help on this matter.)12

6. Calendar of AONSA Activities

Year 2013
Date

Eventsnd

1/14-1/17

The 2 International Symposium on Neutron Scattering/ISNS (Mumbai, India)

6/17-6/21

The 6th AONSA Neutron School (Tokai, Japan) (* Cancelled)

7/8-7/12

The 10th International Conference on Neutron Scattering (Edinburgh, UK)

7/9

The 10th AONSA EC Meeting (Edinburgh, UK, during ICNS2013)

7/9

AONSA Regional Meeting during ICNS2013 (Edinburgh, UK)

7/11

ENSA-NSSA-AONSA Three Presidents’ Meeting during ICNS2013 (Edinburgh, UK)

7/12

AONSA Prize Award Ceremony during ICNS2013 (Edinburgh, UK)

7/14-7/19

The 12th Asia-Pacific Physics Conference/APPC (Chiba, Japan)

11/17

The 11th AONSA EC Meeting (Dongguan, China)

12/2-12/3

AINSE-ANBUG Neutron Science Symposium (AANSS) (Lucas Height, Australia)

12/7-12/10

AsCA 2013 (Hong Kong, China)

Year 2014
Date

Events2/4-2/8

Pre-Conference School on Neutron Scattering at BARC (Mumbai, India)

2/10-2/12

Conference on Neutron Scattering (CNS 2014) (Pune, India)

2/21

The 12th AONSA EC Meeting (Daejeon, Korea)

8/5-8/12

The 23rd IUCr Congress and General Assembly (Montreal, Canada)

9/29-10/3

International Collaboration on Advanced Neutron Sources (ICANS XXI) (Mito, Japan)

10/X

The 13th AONSA EC Meeting (Serpong, Indonesia)

10/12

AONSA Special Session for IYCr2014 (Serpong, Indonesia)

10/12-10/17

The 6th AONSA Neutron School (Serpong, Indonesia)

10/12-10/16

The 8th International Workshop on Sample Environment at Neutron Scattering Facility(Oxfordshire, UK)

Year 2015
Date

Events

7/18 or 7/19

The 14th AONSA EC Meeting (Manly, Australia)

7/19-7/23

The 2nd AOCNS (Manly, Australia)

TBD

The 15th AONSA EC Meeting (Tokai, Japan)

TBD

The 7th AONSA Neutron School (Tokai, Japan)

TBD

Gordon Research Conference on Neutron Scattering (Hong Kong, China)
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7. Venues for the next EC Meetings
The venues for the next EC meetings were discussed and agreed as followings,
12th EC
13th EC
14th EC
15th EC

February 21, 2014, Daejeon, Korea(in conjunction with Japan-Korea Meeting)
October 11 (?), 2014, Indonesia,(in conjunction with 6th AONSA Neutron School)
July 18 (?), 2015 (Australia)(in conjunction with 2nd AOCNS)
Sometime in October/November 2015, Japan(in conjunction with 7th AONSA Neutron School)

8. Neutron Associations Reports
Association reports were delivered to the EC (Appendix 16).
- ANBUG (C. Ling)- JSNS (T. Kanaya)- KNUBA (K.B. Lee)- NSSI (SM Choi delivered on the behalf of S. Chaplot)- TWNSS (H. Chou)- CNSS (H. Chen)-

Malaysian Community (Abdul Aziz Mohamed)

9. Neutron Facility Reports
A summary of facility reports which were delivered at the Facility Directors’ Meeting(Appendix 17) was delivered by K.H. Lee. This was followed by a special Facility Report on
CSNS by H. Chen (Appendix 18).
10. Closing Remark
President Y. Fujii made a closing remark, expressing his sincere thanks to all the Board and
EC Members and Observers for their great efforts and contributions to many successful
AONSA activities over the last two years under his presidency.
A dinner kindly hosted by CSNS was greatly enjoyed by all the EC participants together withcolleagues from CSNS.

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