AEARU 41 st Board of Directors Meeting September 24, 2017 University of Tsukuba, Japan MEETING MINUTES

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1 AEARU 41 st Board of Directors Meeting September 24, 2017 University of Tsukuba, Japan MEETING MINUTES I. OPENING REMARKS The AEARU Deputy Secretary General Min Gyo Koo of Seoul National University called the 41 st BOD meeting to order, and informed the attendees that the meeting would be recorded in order to provide transcripts for non-present AEARU members. Chairperson and SNU President Nak-in Sung gave his opening statement, in which he expressed his gratitude for the presence of all board members and thanked the Seoul National University and University of Tsukuba s efforts. II. CONFIRMATION OF THE MINUTES 1. Minutes of the 40 th BOD Meeting; April 15, 2017; Tokyo Institute of Technology, Japan AEARU Secretary Go Oon Bae of Seoul National University prepared the minutes and had previously sent an electronic copy to the board members via before the meeting. With no further comments or amendment, the Chairperson confirmed the 40 th BOD Meeting minutes. III. SECRETARY REPORT 1. Status Report of AEARU Sponsored Programs The AEARU Secretary Go Oon Bae began by announcing that AEARU has successfully completed two activities as was scheduled for this year. Since the last BOD meeting at Tokyo Institute of Technology, the AEARU secretariat granted USD 40,000 to 4 member universities including Peking University, Seoul National University, Korea Advanced Institute of Science and Technology and The Hong Kong University of Science and Technology. And additional USD 5,000 was granted to HKUST. And about the KAIST s proposal, BOD members proposed that the funding be granted with the condition that all AEARU member university students be allowed to participate. And after the BOD meeting, KAIST decided to open its program to all 1

2 AEARU member university students. USD 10,000 will be granted to KAIST this November. 2. Financial Status of the AEARU Treasury The annual membership fees were collected from 7 members for the year 2017 before April. After the last BOD meeting at Tokyo Institute of Technology, the annual membership fees were collected from 11 member universities for 2017 and the total now stands at USD 22,000. Tus far, all member universities have sent their annual membership fees for The AEARU Secretariat has granted 10,000 USD to Osaka University for Advanced Materials Science Workshop. The remaining balance of AEARU membership fees is USD 73, IV. ISSUES TO BE DISCUSSED 1. Next Vice-Chairperson and Board of Directors President Nak-in Sung reported that taking the regional representation into account, it will be logical to consider a BOD member from Hong Kong to be the candidate for next Vice-Chair. However there will be changes in presidency and administration at Hong Kong University of Science and Technology, so it may not be a right moment for them to take up the role of Vice-Chair. So he is considering National Taiwan University to be a candidate for the next Vice-Chairpersonship. The willingness of the National Taiwan University to take the role of Vice-Chair in was confirmed. Vice President Luisa Shu-Ying CHANG was honored to be the next Vice-Chair since next year is the 90 th anniversary of NTU. She noted that the mission for them as the Vice-Chair for the next 2 years was to support University of Tsukuba to organize and host AEARU events. Vice President Eden Yi-Teng WOON apologized that it was not a right moment to take up a role as Vice-Chair. But he was honored to have been considered. They will fully support National Taiwan University for taking up this duty. Chairperson Nak-in Sung congratulated Vice President Luisa Shu-Ying CHANG as the 2

3 Vice-Chair University of AEARU in President Jun CHEN mentioned that Nanjing University had been BOD member for 10 years. So he wanted to change the membership. He proposed University of Science & Technology of China to take a role as BOD member of AEARU. Vice President Geun LEE announced that amendment of AEARU Constitution including BOD membership change was a very important agenda of this meeting. All procedure of changing and inviting of BOD members needed to be discussed both at the BOD meeting and the AGM. Vice President Luisa Shu-Ying CHANG announced that regional representation is very important. So there should be a consensus between Chinese Universities to obtain an approval of a new BOD member university. Dr. Min Gyo KOO announced that the new nomination of University of Science & Technology of China should be discussed later. 2. Publication of the AEARU 2017 Brochure Dr. Min Gyo Koo reported that the secretariat at Seoul National University is collecting information together with photos and logos of each member university to make the 2017 brochure. The Secretariat will mail copies of the 2017 brochure of the AEARU to all members after publishing is completed. 3. Discussion of AEARU Declaration Dr. Min Gyo KOO announced that we had made a rough draft summarizing the issues at 40 th BOD meeting. If there were more ideas, suggestions or comments, please contact the AEARU Secretariat. Vice President Geun Lee announced that general issues are included in the 1 st draft, but AEARU declaration should contain more specific issues (peace, nuclear weapons, government funding, etc.,). 3

4 4. Amendment of AEARU Constitution Dr. Min Gyo Koo announced that Constitution of the AEARU had been amended back in 2012, so there were things we have to discuss and amend to make a new, updated version. President Jun Chen brought to attention provision [5.2]. The present AEARU members are 18 and Bod members are 7, so it should be amended, accordingly. Vice President Eden Yi-Teng WOON brought to attention provision [4.6]. According to the constitution, Vice-Chair should be elected at the AGM. Vice President Luisa Shu-Ying CHANG suggested that we decide the Vice Chair at BOD and report the result at AGM because 2 years ago, University of Tsukuba was elected as a Vice Chair at BOD and all AEARU members agreed at AGM. Vice President Eden Yi-Teng WOON proposed that the provision [4.6] be changed so that Vice-Chairperson shall be elected at the Board of Directors meeting, and New BOD members shall be elected at the Annual General Meeting. Vice President Geun Lee brought to attention provision [8.1]. According to the provision, the proposal for the amendment of the constitution shall be submitted not less than three months before the date of AGM. Vice President Geun Lee summarized that we will take the amendment issue at the next BOD meeting and prepare the Constitution amendment agenda for AGM. And regarding the Vice-Chairmanship, the BOD members confirmed that National Taiwan University will take a role as Vice-Chair and would be notified at AGM. Vice President Luisa Shu-Ying CHANG raised the issue regarding a new membership of National Chiao Tung University. (All BOD members received the NCTU s introduction brochure.) Dr. Min Gyo KOO brought to attention provisions [3.3], [3.4], [3.5]. There are 2 remaining seats for a new member according to the constitution. And there exists membership criteria. NCTU shall prepare materials for a new membership before the next BOD meeting. V. SCHEDULED/PROPOSED AEARU ACTIVITIES IN

5 Advanced Materials Science Workshop; Fall 2017; Osaka University AEARU 6 th Student Physical Competition; Fall 2017; Seoul National University AEARU Workshop on R&D Policy and Asian Research Universities; Korea Advanced Institute of Science and Technology 4. AEARU Symposium on Teaching and Learning in East Asian Research Universities; 2017; The Hong Kong University of Science and Technology Energy and Environmental Workshop; Spring 2018; Tsinghua University AEARU Student Summer Camp; Summer 2018; University of Science and Technology of China nd AEARU Science & Technology Summer Camp; Summer; Peking University VI. DATES AND VENUES FOR FUTURE MEETINGS 1. The 42 nd BOD Meeting; Spring 2018; Nanjing University proposed that University of Science & Technology of China could host the 42 nd BOD meeting. That shall be determined at the upcoming AGM rd BOD and 24 th AGM Meetings; Fall 2018 National Taiwan University will host the event because the meeting dates coincide with their university s 90 th anniversary celebration. 3. The 44 th BOD Meeting; Spring The 45 th BOD and 25 th AGM Meeting; Fall 2019 VIII. ADJOURNMENT (Scheduled/Proposed Activities should be discussed at BOD, but we have to discuss and determine the fund at AGM due to the time limit.) Vice President Geun LEE thanked all of the board members for their attendance and contributions, and commended the members for the successful completion of the 41 st 5

6 BOD Meeting. AEARU Deputy Secretary General Min Gyo Koo officially adjourned the meeting. 6

7 AEARU 23 rd Annual General Meeting September 24, 2017 University of Tsukuba, Japan MEETING MINUTES I. INTRODUCTORY REMARKS AEARU Deputy Secretary General Min Gyo Koo of Seoul National University called the 23 rd AGM to order. Unfortunately Chairperson Nak-in Sung could not attend the AGM due to the urgent schedule in Seoul, Vice-Chairperson, President Kyosuke NAGATA will be chairing in the chairperson s absence. He gave his opening remarks and expressed his gratitude for all AEARU members attendance and efforts in making their joint efforts to be research leaders across Asia and the world a success. President NAGATA reported recent changes of member university presidents. The outgoing presidents are; President Sung-Mo Steve Kang of Korea Advanced Institute of Science and Technology, President WAN Lijun of University of Science and Technology of China. And new presidents are; President Sung-Chul SHIN of Korea Advanced Institute of Science and Technology, President BAO Xinhe of University of Science and Technology of China. President NAGATA further reported that following the tradition of AEARU, the Secretariat has prepared Certificates of Appreciation for the respective outgoing presidents to express gratitude and to commemorate their contribution to AEARU in past years. Representatives from KAIST and USTC received the certificates. II. CONFIRMATION OF THE MINUTES 1. Minutes of the 39 th BOD Meeting; October 15, 2016; Seoul National University, Korea (Appendix1a) 2. Minutes of the 22 nd AGM Meeting; October 15, 2016; Seoul National University, Korea (Appendix1b) 3. Minutes of the 40 th BOD Meeting; April 15, 2017; Tokyo Institute of Technology, Japan (Appendix1c) 7

8 The minutes of the above meeting were compiled by the AEARU Secretary and distributed to all members. With no amendment, the minutes were confirmed. III. REVIEW/REPORT OF AEARU ACTIVITIES IN AEARU successfully completed four events in , and participating AEARU universities gave their respective reports on the completed activities. 1. The 5 th AEARU Development and Collaboration of Asian Business Schools Workshop; Peking University Deputy director Yong WANG from Peking University reported on the 5 th AEARU Development and Collaboration of Asian Business Schools Workshop. Peking University hosted the event at their HSBC Business School (PHBS). The workshop featured a keynote speech, panels, and student presentations. The workshop s theme was business education and how business education help meeting the challenge of innovation. One of the main goals of the workshop was to allow students from AEARU universities to present their academic achievements. The PHBS Dean Wen Hai delivered opening marks, explaining that the PHBS should embrace the trend of enhancing higher education partnerships and cooperation. In the panel sessions, participating business schools exchanged their views with on a variety of topics regarding business and education in the digital age. Policy makers, academics, entrepreneurs, were able to exchange their practical experience with one another. 2. AEARU Winter Abroad Program 2016; Yonsei University President Yong-Hak KIM from Yonsei University reported on AEARU Winter Abroad Program Yonsei University invited AEARU members and 8 students from 2 universities had joined. Yonsei provided 100% tuition fees and sports events, cultural events AEARU Science & Engineering Summer Camp; Peking University Deputy director Yong WANG from Peking University reported on 2017 AEARU Science & 8

9 Engineering Summer Camp. From July 3 rd to August 4 th, Peking University hosted 2017 AEARU Science & Engineering Summer Camp. 18 students from 7 AEARU member universities participated in this camp. 8 courses were held in 2017 AEARU Program, which focus on frontier topics in computer science, including computer graphics, machine learning, big data, database, etc. Peking University also provided extracurricular activities and received feedback from students regarding the program. The host university waived the tuition fees for all AEARU participants. AEARU funding was used to subsidy the housing for up to 2 students for up to 15 nights from each participating AEARU university International Summer Institute; Seoul National University Vice President Geun Lee reported on 2017 International Summer Institute International Summer Institute was succesfully finished. SNU s proposal only included a request for the approval of the activity and SNU waiverd 100% tution fee for AEARU students. International Summer Institute reached a total of 350 participants, including 7 AEARU scholarhip students. 7 students were from Tohoku University, Osaka University, University of Tokyo and Hong Kong University of Science & Technology. This program was a great opportunity for AEARU students to experience academic life at SNU and many distinguished SNU faculty members offered its participants to learn in depth knowledge on Korean and East Asia, as well as a range of topics from Economic and Business management to history, policitc, sociology and arts. IV. SCHEDULED/PROPOSED AEARU ACTIVITIES IN Advanced Materials Science Workshop; Fall 2017; Osaka University(Appendix3a) AEARU 6 th Student Physical Competition; Fall 2017; Seoul National University(Appendix3b) AEARU Workshop on R&D Policy and Asian Research Universities; Korea Advanced Institute of Science and Technology(Appendix3c) 4. AEARU Symposium on Teaching and Learning in East Asian Research Universities; 2018; The Hong Kong University of Science and Technology (Appendix3d) Energy and Environmental Workshop; Spring 2018; Tsinghua 9

10 University(proposed) (Appendix3e) AEARU Student Summer Camp; Summer 2018; University of Science and Technology of China(proposed) (Appendix3f) nd AEARU Science & Technology Summer Camp; Summer; Peking University(proposed) (Appendix3g) Dr. Min Gyo KOO reported that before the AGM, 3 member universities contacted the Secretariat to show willingness of hosting future activities. At the 40 th BOD meeting, the BOD members have discussed the proposals for the 2017 Advanced Materials Science Workshop, 6 th Student Physical Competition, 2017 AEARU Workshop on R&D Policy and Asian Research Universities and AEARU Symposium on Teaching and Learning in East Asian Research Universities. Osaka University, Seoul National University and Korea Advanced Institute of Science and Technology have been granted of AEARU funding of USD 10,000. The Hong Kong University of Science and Technology has been granted of AEARU funding of USD 15, Advanced Materials Science Workshop; Osaka University The Scheduled workshop will be held from November 1 st 2 nd. Osaka University is still receiving registration for the workshop, so they would like to invite more AEARU member university to join the workshop AEARU 6 th Student Physical Competition; Seoul National University The 6th AEARU Student Physical Competition will be held at Seoul National University s PyeongChang Campus during the period of November 2-4, The participants will be able to experience several exciting events including a tour of the PyeongChang Olympic facilities and an experience of race walking around the beautiful temple. Students will also attend workshop on the mission and goals of Olympic Games which will be held from Feb. 9~25, Seoul National University is now inviting AEARU students to join the event until the first week of October AEARU Workshop on R&D Policy and Asian Research Universities; Korea Advanced 10

11 Institute of Science and Technology KAIST will organize the 2017 AEARU Workshop on R&D Policy and Asian Research Universities this November. The goal of this workshop is to enhance knowledge of students about R&D policy through keynote speeches, education programs and technical tours. 4. AEARU Symposium on Teaching and Learning in East Asian Research Universities ; The Hong Kong University of Science and Technology This symposium is partially funded by AEARU and home university. This event will be scheduled either for January 5-6 or January 6-7, The symposium is open to all AEARU members, and HKUST hopes that in addition to dialogue on teaching and learning, a shared credit-bearing e-learning course curriculum can be developed together at the conference. All courses are instructed in English, which should benefit AEARU members. HKUST expects up to one hundred participants that include AEARU university faculty members, scholars, graduate students, undergraduates, and other university guests Energy and Environmental Workshop; Tsinghua University School of Environment of Tsinghua University will organize the workshop. This workshop will open on March 28, This workshop I the important session of the 12 th International Conference on Waste Management and Technology in About persons will attend this workshop. So Tsinghua University is inviting AEARU member universities to attend the workshop AEARU Student Summer Camp; University of Science and Technology of China University of Science and Technology of China would like to propose for AEARU Student Summer Camp This Summer Camp is designed for talented undergraduate students. They can experience Anhui culture and traditions near Hefei area nd AEARU Science & Technology Summer Camp; Peking University 11

12 Peking University is changing its name from S&T Camp to STEM(Science, Technology, Engineering & Mathematics) Summer Camp, for students to explore the advanced knowledge in the wide range of STEM disciplines and fields, in a dynamic academic environment. Students can choose 1-2 courses from the program course list and also participate in the extracurricular activities designed for AEARU students. AEARU Deputy Secretary General Min Gyo Koo noted that regarding the three proposed activities, Tsinghua University, University of Science and Technology of China and Peking University will receive supporting funds of USD 10,000 from the AEARU Secretariat. V. UNSCHEDULED AEARU ACTIVITIES 1. The 4 th Medical Center Workshop 2. The 4 th Symposium on Culture of Chinese Characters 3. The 6 th Network Education Workshop 4. The 11 th Molecular Biology & Biotechnology Workshop 5. The 3 rd AEARU Distinguished Lecture Series 6. The 5 th Science and Technology Parks Workshop * Additional activities (members are invited to propose any additional activities) Dr. Min Gyo Koo called members to volunteer in organizing the unscheduled activities. Nanjing University proposed for next year s activity. Program officer Grace CHEN proposed AEARU symposium 2018 on Green and Resilient Growth(GRG) of Asian Cities. This symposium was originally initiated by KAIST in previous years and Nanjing University would like to host the symposium next year. The topic will be Construction with Ecological Material of Industrialized Bamboo and Solar Energy. AEARU member universities are welcome to enjoy this symposium. So Nanjing University requests AEARU funding USD 10,000 for Student accommodation. (Regarding Nanjing s proposal, President NAGATA and BOD members did not confirm the funding. So BOD members should decide the funding amount at the upcoming BOD meeting.) 12

13 VI. SECRETARY REPORT AEARU Secretary Go Oon BAE of Seoul National University delivered the following report and briefed the attendees on matters pertaining to AEARU finances. After the last AGM meeting at Seoul National University, Peking University hosted the 5th AEARU Development and Collaboration of Asian Business Schools Workshop last October and the AEARU Secretariat granted with AEARU Funding of USD 10,000 to support the expenses of participating students from AEARU universities. Only one student participant was received, and so AEARU provided the student s airfare which was USD The refund amount from KAIST was added to the account at the amount of around USD The annual membership fees were collected from 7 members for year 2017 before April. And after the last BOD meeting at Tokyo Institute of Technology, the annual membership fees were collected from 11 member universities for 2017 and the total is USD 22,000. So all member universities have sent their annual membership fees for And AEARU Secretariat granted 10,000 USD for Osaka University for Advanced Materials Science Workshop. The remaining balance of AEARU membership fees is USD 73, VII. ISSUES TO BE DISCUSSED Dr. Min Gyo KOO summarized three items that had been covered in the previously held Board of Directors Meeting: 1. Publication of the AEARU 2017 Brochure Dr. Min Gyo Koo reported that the secretariat at Seoul National University is collecting information together with photos and logos of each member university to make the 2017 brochure. If there is something to be updated and changed, please let Secretariat knows. The Secretariat will mail copies of the 2017 brochure of the AEARU to all members after publishing is completed. 13

14 2. Discussion of AEARU Declaration Dr. Min Gyo KOO announced that we had made a rough draft summarizing the issues at 40 th BOD meeting. And at the 41 st BOD meeting, Vice President Geun Lee announced that general issues are included in the 1 st draft, but AEARU declaration should contain more specific issues (peace, nuclear weapons, government funding, etc.,). If there were more ideas, suggestions or comments, please contact the AEARU Secretariat. 3. Next Vice-Chairperson and Board of Directors Dr. Min Gyo KOO announced that Seoul National University s Chairmanship will end in 2017 and University of Tsukuba is the next Chair University. So we need a new Vice-Chairperson. At the 41 st BOD meeting, National Taiwan University was nominated as next Vice-Chair University. President NAGATA asked AGM member universities to approve that National Taiwan University be the next Vice-Chair. All AEARU member agreed that National Taiwan University be the next Vice-Chair University. 4. Amendment of AEARU Constitution Discussing BOD member number issue and Vice-Chair issue, BOD members realized that there are ambiguous provisions in AEARU Constitution. Vice President Geun LEE announced that if we want to amend the constitution, we have to make a proposal 3 months before AGM. So BOD members have to discuss the amendment issues at the next BOD meeting. And then we will draft a written proposal 3 months before AGM and spread it to all AEARU members. 5. BOD member Change Nanjing University served for AEARU as a BOD members for 10 years. Dr. Min Gyo Koo announced that Nanjing University proposed University of Science & Technology of China to take a role as BOD member replacing Nanjing University. All AGM members agreed that University of Science & Technology taking a role as a BOD member. And University of 14

15 Science & Technology would like to host the 42 nd BOD meeting next year. VIII. DATES AND VENUES FOR FUTURE MEETINGS President NAGATA noted that of the four items on the agenda, two dates/venues had been fixed and two were still undecided. 1. The 42 nd BOD Meeting; Spring 2018 University of Science & Technology of China proposed to host the 42 nd BOD meeting rd BOD and 24 th AGM Meetings; Fall 2018 National Taiwan University will host the event because the meeting dates coincide with their university s 90 th anniversary celebration. 3. The 44 th BOD Meeting; Spring The 45 th BOD and 25 th AGM Meeting; Fall 2019 IX. ADJOURNMENT AEARU Deputy Secretary General Koo thanked all AEARU members for their attendance and contributions. He informed that member university presentation session and guest presentation are scheduled after lunch. X. MEMBER UNIVERISTY PRESENTATION SESSION 1. Guest Presentation: Time of Disruptive Digital Innovation - Toward Broad University Education of Data Science and Innovation - Prof. Sang Kyun CHA, Founding Director of Seoul National University Big Data Institute 15

16 2. Member University Presentation: Application of Big Data & Machine Learning in Research Section Moderator: Prof. Soo-Young LEE, Professor, School of Electrical Engineering, Korea Advanced Institute of Technology (KAIST) 1) Prof. Lin Chih-Jen, Professor, Department of Computer Science and Information Engineering, National Taiwan University 2) Dr. Ming LI, Associate Professor, Department of Computer Science and Technology, Nanjing University - Big Data and Machine Learning Research in Nanjing University 3) Prof. Soo-Young LEE, Professor, School of Electrical Engineering, KAIST - Brain-Inspired Artificial Intelligence: From Audio-Visual Perception to Higher Cognitive Functions President NAGATA graciously thanked all AEARU members for their active participation and attendance, and officially adjourned the 23 rd Annual General Meeting. 16