Fifth Convocation of Societies in the Geophysical Sciences

July, 1999
Birmingham, England

1. Electronic communication
   The first theme of the Convocation was the use of emerging electronic technology to enhance communication between geophysical science societies, between the societies and their respective members, and between the societies and the public. Actions resulting from previous convocations have led to the creation of GeoSoc, a Web site maintained by AGU that includes a directory of geophysical science societies and a meetings calendar. The goal of the GeoSoc Web site is to create a home for information about geophysical science societies and their activities worldwide. The group discussed the following items and proposed some actions:

   Accessibility - Several members in the group described accessibility to the Web by their members. It was noted that the level of technology and cost of access to the Web differs from country to country. Access can be very slow. For example, the speed of Web connection in China is at 10K. In Africa the Web is just now becoming available in academic institutions. To make Web-based information more accessible, the group proposed adopting the following general guidelines for information posted on GeoSoc or Web sites of individual societies: graphics should be minimized and information should be easily accessible from the home page. In addition, mirror sites could be created to increase efficiency in accessing home pages. The group expected the availability of Web access to improve in many countries during the next one to two years, but that a Web site must be designed for the user in the country with the slowest connection.

   Enhancements to GeoSoc - The ability to correct information on-line by individual societies was requested. Include smaller national and regional meetings in the meetings calendar meeting announcement should indicate the meeting's language. Another need identified was to use the Web site to help coordinate meetings before they are fully planned. Projected or tentative meeting dates could be posted before definitive sites and dates are determined.

   Creation of a Web site template for societies - Although societies preferred to keep their own Web page styles, those without home pages requested a template they could use. AGU volunteered to post a template on the Web for societies to download.

   Distribution of information to members and the public - Although the Web is a good way to centralize information, there are roles for all kinds of communication including face-to-face, telephone and teleconference, e-mail (2-way), Web (mainly 1-way), and written material. Some societies reach out to non-academics such as amateur meteorologists. Therefore, these other means of communication could be especially important in distributing information to the membership of individual societies or to the public. Societies may want to use the Web site as a source of information that can be printed in their own newsletters.

   Membership directories - Adding free access to directories of all societies was tabled because of security issues. For example, existing laws in Europe prevent making membership information publicly available, limiting the ability to make members information accessible to all.

   Student opportunities - An international database of young scientists and their papers was proposed that could be accessed by industries. It was agreed that this task was too large for a single organization to undertake. However, the European Meteorological Society has started to develop a Web information site on students, and the Canadian Physical Society has a listing in Canada. AGU could highlight international post-doc opportunities in Eos. The group briefly discussed their concerns regarding great fluctuations in the geophysical science job market.

   Early science education materials - Some societies have developed educational aids for the general membership and for the public. However, a major difficulty lies in getting the materials disseminated and used. Exchange of information between countries can be complicated by language differences. To be usable by schools or by the public, materials must be in the home language. In Australia, a pilot project with a national agency resulted in getting some of these educational materials into the hands of the students and the public. However, although societies recognized the importance of this kind of program, most societies have little experience with early science education efforts. A page on GeoSoc will be set up to exchange information about successful education programs.

   "Accessible geophysics" abstract system - The group recognized this new system as a good idea but noted that the collection of abstracts is not complete because commercial journals are not included.

   Electronic publications - Many of the smaller societies have no experience with electronic publications. There is a definite need; however, there is no electronic equivalent to "flipping" through a journal's pages. It is very important to have peer review for Web-based journals. A new page can be created on the Web linking to on-line journals.

2. Position Statements
   Several representatives thought that jointly issued position statements would be helpful to show international support of issues important to geophysical scientists. The AGU has several position statements and the CMOS has three. A few of the representatives commented on the difficulty in getting agreement within their society and that cooperation between societies may be even more difficult. Perhaps it would be better for societies to seek endorsements or adoption of statements drafted by one society. Overall, however, the group was interested in identifying issues important to scientists and perhaps using Eos to publish them.

   Most issues important to research activities are local or national. Local problems need local attention but there are occasions when outside groups can help in supporting local societies. The societies in a region can support each other's statements through an informal network.

   The group discussed creating a mechanism by which one society takes the lead to create a draft for others to either adopt or endorse. A list can be created for individual societies interested in developing statements. Links can be included on the GeoSoc Web-site to place statements on a society's home page that other societies can endorse. During this discussion, a recent article in Nature (www.nature.com 6/17/99, p. 633) was referenced, titled "Scientific societies make better countries."

3. Contact with Other Societies
   The group agreed that regional meetings cosponsored by several societies will help strengthen the global network. Another way to increase contact is on the personal level. Participants were encouraged to visit each others institution and to give seminars as a form of informal exchange. The introductions made at the convocation and the directory, kept up to date, will facilitate these contacts. The ideas resulting from the previous convocation should be acted upon. GeoSoc can act as a clearinghouse of information, providing descriptions of the societies willing to help facilitate these visits, a contact person, and e-mail address. Each society can publicize this program to its members.

   It was requested that division between applied/exploration and basic science not be made in future convocations and in the network. The study of the environment by geophysical scientists was another area of growth for many societies and it was felt that they should be included.

   Several societies saw meetings like AGU's WPGM as a good way to reach out to the international community. One participant expressed a desire to organize a Millennium"festival" of geophysical sciences which would educate the public. Popularizing science is very important for societies concerned that the public is anti-science. There was some doubt about the future role of societies because of changes in society in general. The need for strong national and regional societies was affirmed.

Summary

Convocation participants recognized the great opportunity provided by emerging electronic communication technology. The group agreed on several action items concerning the use of electronic communication, and the Web in particular:

• Broaden the directory of societies.
• Link to and from GeoSoc for individual societies.
• Improve the accessibility of information on sites of individual societies.
• Improve the GeoSoc directory with basic information for societies without Web sites
• Provide a template in GeoSoc for societies that don't currently have sites
• Develop a page of links to student opportunities

• Exchange a list for position statement information, and
• Create links on GeoSoc to statements issued by individual societies.

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