1. Discussion 5: Selecting Spokespeople Stefan Söldner-Rembold and Chang Kee Jung September 24, 2014 Fermilab, iiEB meeting

2. Preamble To prepare for this discussion, we surveyed relatively large (~500 members or larger) modern international collaborations for their history and practice of selecting spokespersons, especially in the beginning and early stages of the experiments. We also reached out to various people to get their input on this matter. We then prepared a list of several possible options for selecting spokespersons.

3. Example Collaborations Surveyed US based: CDF, Dzero, BaBar Japan based: T2K, Belle/Belle II Europe based: ATLAS, CMS, ZEUS and LEP experiments We surveyed for: – Structure of the top management of the Collaboration (Spokesperson Level). – Process of selecting spokespersons.

4. Brief Summary of the Survey Structure of the top management – There are about equal number of collaborations w/ one spokesperson and two co-spokespersons, and a few with 3 co-spokespersons (Belle) – T2K has a spokesperson (from a Japanese institution and an International Co-spokesperson from a non-Japanese institution) Process of selecting spokespersons (early stage of experiment) – There are about equal number of collaborations with initially “self- appointed” (ATLAS, T2K, L3) spokespeople, those appointed by a committee or lab director (BaBar, CDF, D0), and elected spokespersons (Belle II) – Most of the collaborations eventually transitioned to an “election” model, except BaBar which has always selected spokesperson(s) by a committee

5. Models for Selecting Spokespersons Structure of the top management of the Collaboration (Spokesperson Level) not including Executive Committee, Project Director, Project Manager, and similar positions.

6. General The purpose of this document is to outline a procedure for appointing the leadership of the future collaboration in the interim phase before a fully functional international new collaboration can be formed. This new collaboration will then write its own by-laws based on this model. These are expected to address questions such as the nomination procedure, the length of terms and their possible staggering, the election procedure, and possible rules how the new collaboration may ensure that there are both a US and a non-US Spokesperson.

7. Number of Spokespersons and Deputies 1.There will be no Spokespersons until the Collaboration is formed. 2.There will be only one Spokesperson. The Spokesperson can appoint up to two Deputy Spokespersons with specific portfolio (e.g., Physics Analysis, Detector Hardware) in consultation with the iiEB chair. 3.There will be two Spokespersons. The two positions should be filled with one coming from an US institutions and the other from a non-US institution. The two Spokespersons will share equal responsibilities and authorities, which include the appointments to positions of responsibility, as well as planning and chairing of Collaboration meetings. 4.There will be three Spokespersons with no deputies.

8. Terms and Staggering: 1.The nominal terms will be two years, except the very first terms, one of which will be shortened to one year in order to create staggered term periods. (See below for more details.) There willl be no term limits. 2.Introduce a term limit. 3.Have both elections held at the same time (no staggering).

9. Appointment/Election of Spokespeople 1.The Chair of the iiEB, in consultation with the iiEB, including the international Stakeholders, will appoint the Spokespeople. 2.The Spokespersons will be elected by the non- stakeholder members of the iiEB and approved by the iiEB representatives of the Stakeholders. 3.The iiEB representatives of the Stakeholders will appoint the Spokespersons, organized by the iiEB chair. 4.The positions will be elected by the new Collaboration after it has been formed.

10. Appointment/Election of Spokespeople For Options 1-3, in case of the two Spokespeople model, one Spokesperson will be appointed for a maximum of one year term and the other for a maximum of two-year term. In case of the three Spokespeople model, a similar staggering scheme will be employed. Prior to the appointment or election process, there will be a nomination process in which each iiEB member can make nominations directly to the final decision making body after consulting with the community.

11. Transfer of Authority to new Collaboration 1.Initially, these Spokesperson positions will be called "interim." 2.At any given time after the new Collaboration has been formed and approved its by-laws, the Institutional Board (IB), or an equivalent body, of the newly formed Collaboration can conduct a vote to transfer the authority to appoint Spokespeople from the iiEB Chair or iiEB to the Collaboration. If the vote is successful with a 2/3 supermajority, the IB will hold a collaboration-wide election following its by-laws. 3.As the election result becomes known, the "interim" co- Spokesperson will be replaced by the newly elected co- Spokesperson with immediate effect. 4.The appointed Spokespersons will not be interim but serve out their full terms until the new Spokespersons are elected following the Collaboration by-laws.