AEARU 24th Annual General Meeting November 14, 2018 National University

PRESENT Kyosuke NAGATA, Chairperson; President, University of Tsukuba

Luisa Shu-Ying CHANG, Vice Chairperson; Vice President for International Affairs, National Taiwan University (On behalf of Tei-Wei KUO, Interim President)

Hee-Young SHIN, Immediate Past Chairperson; Executive Vice President, Seoul National University (On behalf of Chan-Wook PARK, Acting President)

Sabrina Man Yee LIN, Board Member; Vice President for Institutional Advancement, The University of Science and Technology (On behalf of Wei SHYY, President)

Hidetoshi SEKIGUCHI, Board Member; Vice President for International Affairs, Tokyo Institute of Technology (On behalf of Kazuya MASU, President)

Jinlong YANG, Board Member; Vice President, University of Science and Technology of China (On behalf of Xinhe BAO, President)

O Ok PARK, Provost and Executive Vice President, KAIST (On behalf of Sung-chul SHIN, President)

Kayo INABA, Executive Vice President for Gender Equality, International Affairs and Public Relations, Kyoto University (On behalf of Juichi YAMAGIWA, President)

Hong HOCHENG, President, National Tsinghua University Mayumi ISHIKAWA, Director, Planning Unit, Center for Global Initiatives, Osaka University (On behalf of Shojiro NISHIO, President)

Wan Khun CHUNG, Provost and Executive Vice President, POSTECH (On behalf of Doh-Yeon KIM, President)

Hideo OHNO President, Tohoku University

Yong-Hak KIM, President, Yonsei University

Notes: Fudan University, Nanjing University, Peking University, Tsinghua University, and The University of Tokyo were unable to send representatives due to scheduling conflicts with other events.

SECRETARIAT Caroline F. BENTON, Head of the Secretariat; Vice President and Executive Director for Global Affairs, University of Tsukuba Miki OMATSU, Secretary & Treasurer; Officer, Office of Global Initiatives, University of Tsukuba

AEARU 24th Annual General Meeting MINUTES November 14, 2018 10:20-12:00 National Taiwan University

I. INTRODUCTORY REMARKS The Head of the Secretariat (HS) Caroline BENTON (Vice President, University of Tsukuba) introduced herself and thanked National Taiwan University (NTU) for hosting the meeting and for the wonderful dinner. She introduced Chairperson Kyosuke NAGATA (President, University of Tsukuba) for his welcome remarks.

1. Welcome Remarks by Chairperson Chair NAGATA (University of Tsukuba) announced that since a quorum has been achieved, the meeting can proceed and decisions can be made. He welcomed everyone to the 24th Annual General Meeting, his first official AGM as chair. He thanked everyone’s continuous commitment to AEARU and congratulated NTU on their 90th Anniversary. Thirteen member universities were represented while five AEARU universities sent apologies for their absence. He thanked NTU again for making the preparations and arrangements for the meeting and events.

2. Welcome Remarks by National Taiwan University (host) Vice President Luisa CHANG (NTU) extended a warm welcome to all member universities thanking everyone for coming to celebrate NTU’s 90th Anniversary. President KUO sent his apologies for not being able to stay for the AGM. She said that two years ago at Seoul National University’s 70th Anniversary celebration, President KUO proposed for NTU to host this AGM and BOD. She expressed her hope that we can work together and make AEARU bigger and better.

3. Announcement of Recent Changes in Presidency of member universities HS BENTON proceeded to inform changes in presidencies of the following member universities.

- National Taiwan University (NTU): President Pan-Chyr YANG to Interim President Tei-Wei KUO VP Luisa CHANG (NTU) said that President KUO has been Interim President since October 2017. The length of his term is undecided.

- Tohoku University: President Susumu SATOMI to President Hideo OHNO President OHNO (Tohoku University) introduced himself saying he assumed the Presidency in April 2018 with a term of six years and looks forward to working with all member universities.

- Tokyo Institute of Technology (Tokyo Tech): President Yoshinao MISHIMA to President Kazuya MASU Vice President SEKIGUCHI (Tokyo Tech) announced that President MASU has assumed his position since April 2018 and that he is sending his apologies for his absence at AEARU.

- The Hong Kong University of Science and Technology (HKUST): President Tony CHAN to President Wei SHYY Vice President Sabrina LIN (HKUST) started by saying she joined HKUST one year ago and is very happy to meet everyone at her first AGM. She announced that President SHYY has assumed his position since September 1st. He was the former Provost at HKUST and is very familiar with most AEARU members.

- Seoul National University (SNU): President Nak-In SUNG to Acting President Chan-Wook PARK Executive Vice President Hee-Young SHIN (SNU) explained that their Presidential election is ongoing. He estimated that SNU’s new President will be decided soon and will most likely be involved in the next AEARU BOD meeting. He ended by saying it was also his first time to attend the AGM.

II. CHANGE IN AEARU SECRETARY/TREASURER HS BENTON mentioned that there has been a change in the AEARU’s secretary and treasurer at University of Tsukuba and introduced Ms. Miki OMATSU as the new AEARU Secretary and Treasurer.

Secretary OMATSU thanked member university staff for their support. She said it is a pleasure working with everyone.

HS BENTON also thanked the member universities’ support.

III. REPORT AND CONFIRMATION OF THE MINUTES HS BENTON explained that a few minutes will be allotted, as electronic copies have already been sent in advance, to go over the previous meeting minutes. She referred everyone to the relevant pages.

Since there were no comments or suggested revisions, Chair NAGATA announced that all the meeting minutes are considered approved.

IV. DATES AND VENUES FOR FUTURE MEETINGS 1. The 44th BOD Meeting; April 24th, 2019; video conference (confirmed to be hosted by University of Tsukuba) HS BENTON announced that the 44th BOD meeting will be the first BOD meeting to be held by video conference.

Chair NAGATA informed everyone that the scheduled date and time has already been sent to BOD members and that as research universities we should take advantage of technology. University of Tsukuba will be piloting this format and perhaps we can learn from this experience. He also added that if not effective, we can always go back to our face-to-face meetings.

2. The 45th BOD & 25th AGM Meetings; October 27th-29th, 2019; Yonsei University (confirmed) HS BENTON announced that the 45th BOD meeting and 25th AGM are scheduled for October 27th to 29th, 2019 and to be hosted by Yonsei University.

President Yong-Hak KIM (Yonsei) first introduced himself and thanked everyone for the support. He advised everyone to mark their calendars and Yonsei will do its best to welcome all members.

3. The 46th BOD Meeting; Spring 2020; video conference (confirmed to be hosted by The Hong Kong University of Science and Technology) HS BENTON announced that at the BOD meeting held earlier, HKUST volunteered to host the 46th BOD meeting by video conference.

4. The 47th BOD & 26th AGM Meetings 2020; Tokyo Institute of Technology HS BENTON announced that Tokyo Institute of Technology (Tokyo Tech) will host the 47th BOD and 26th AGM in 2020.

Vice President Hidetoshi SEKIGUCHI (Tokyo Tech) expressed that Tokyo Tech will be glad to host the meeting and it will be their first time to host the AGM.

V. REVIEW OF ACTIVITY REPORTS IN 2018 HS BENTON reported that since the 23rd AGM held in September 2017, eight activities have been held and three of them were reported at the 42nd BOD meeting in April 2018.

1. 2017 Advanced Materials Science Workshop November 1st - 2nd, 2017; OSAKA UNIVERSITY Professor Mayumi ISHIKAWA (Osaka) reported that the workshop was held at Osaka University on November 1st to 2nd. It had three components: educational lectures, industry visits to Daikin, and cultural experiences such as a tour of Osaka Castle. Nine distinguished speakers out of ten were from AEARU member institutions (PKU, UTokyo, Tohoku, Tokyo Tech, Kyoto, Osaka) and 22 students from eight member institutions (PKU, USTC, KAIST, POSTECH, HKUST, Kyoto, Tsukuba, Osaka) participated in this workshop. KAIST alone sent six students to the workshop. She thanked everyone for their active participation and deemed the workshop a great success. (AEARU Funding: 10,000 USD)

2. 2017 AEARU Workshop on R&D Policy and Asian Research Universities; November 3rd - 4th, 2017; KOREA ADVANCED INSTITUTE OF SCIENCE AND TECHNOLOGY Executive Vice President O Ok PARK (KAIST) reported that they are very happy to host the event and that Professor KIM from their Graduate School of Science and Technology Policy was personally involved in the event. They are grateful for AEARU’s financial support. (AEARU Funding: 10,000 USD)

3. AEARU Symposium on Teaching and Learning in East Asian Research Universities; January 5th -6th, 2018; THE HONG KONG UNIVERSITY OF SCIENCE AND TECHNOLOGY VP Sabrina LIN (HKUST) reported that there are more than 80 participants and lots of active discussions. She was able to attend some of the sessions and noted that the focus is on education innovation, leveraging the traditional classrooms, and online activities. Two follow up actions took place: a larger symposium in May centered on the topic of online education and flipped classroom and a pilot launching of a flipped classroom opportunity in summer 2019. She believed it is very successful due to active participation and follow up actions. The 2019 proposal will be covered later. (AEARU Funding: 15,000 USD)

4. 7th AEARU Energy and Environmental Workshop; March 24th, 2018, TSINGHUA UNIVERSITY HS BENTON, on behalf of Tsinghua University, reported that the workshop was held in Beijing, organized by the School of Environment of Tsinghua University and the Circular Economy Branch of the Chinese Society for Environmental Sciences. The theme was “Research Flow and its Environmental Impact” and it was part of the 13th International Conference of Waste Management and Technology. It attracted over 100 experts and scholars from six countries and regions, including China, Japan, Austria, UK, Taiwan and Hong Kong. Sixteen students from AEARU member universities participated in the workshop. AEARU funding of 10,000 USD was used to support student meals and accommodations. (AEARU Funding: 10,000 USD)

5. 2018 Green and Resilient Growth (GRG) of Asian Cities; May 28th - June 1st, 2018; NANJING UNIVERSITY HS BENTON, on behalf of Nanjing University, reported that the symposium was focused on “Construction with Ecological Material of Industrialized Bamboo and Solar Energy”. The symposium convened in Nanjing University from May 27th to June 1st, 2018 and was organized by the School of Architecture and Urban Planning. Influential scholars and architects in related industries were invited as lecturers. Due to the late invitation to AEARU students, only one student was able to participate eventually. AEARU funding of 1,000 USD was used to support the student’s participation cost. (AEARU Funding: 1,000 USD)

6. 7th AEARU Student Physical Competition; June 15th -17th, 2018; SEOUL NATIONAL UNIVERSITY Vice President Min-Gyo KOO (SNU) reported that 12 students from seven universities participated in hiking Gwanak Mountain. Aside from mountain trekking, the students also experienced Korean culture by visiting Gyeongbokgung Palace and wearing traditional Korean costumes. Based on SNU’s invoice of expenses for the activity, the Secretariat transferred 3,160,120 KRW (approximately 3,000 USD). (AEARU Funding: 3,000 USD)

7. 2018 2nd AEARU Science & Technology Summer Camp; July 2nd –August 11th, 2018; PEKING UNIVERSITY HS BENTON, on behalf of Peking University (PKU), reported that the summer camp was held in PKU from July 2nd to August 11th, 2018. PKU offered 17 courses focusing on computer topics that include AI, big data, deep learning, and interdisciplinary studies. Thirty-five students from 12 AEARU universities participated and PKU waived tuitions for all of them. AEARU funding of 5,000 USD was used to subsidize accommodation costs for two students from each member university for 14 nights in which 19 AEARU students benefited. (AEARU Funding: 5,000 USD)

8. 2018 AEARU Student Summer Camp; August 12-19, 2018; UNIVERSITY OF SCIENCE AND TECHNOLOGY OF CHINA Vice President Jinlong YANG (USTC) reported that a total of 14 students from seven countries joined the summer camp. The camp was designed for talented undergraduate students who wish to create value through innovation as future scientists. The program consists of laboratory visits, visits to spin-off high tech companies, and cultural experiences. (AEARU Funding: 10,000 USD)

Chair NAGATA thanked the representatives for their report. Since there were no comments, Chair NAGATA advised to move on to the next section.

VI. TREASURY REPORT 1. Status Report of AEARU Sponsored Programs The treasurer, Ms. OMATSU, reported that nine activities have been proposed, and the final two activities had been approved by the BOD earlier.

2. Financial Status of AEARU Treasury Treasurer OMATSU proceeded to inform of the income and expenditure statement for 2018. The amount of 60,257.79 USD was transferred from the previous secretariat and treasurer SNU to University of Tsukuba. By September 30th, the Secretariat had received all membership fees paid by 18 member universities for a total of 36,000 USD. After transferring funding for two activities (a Physical Competition and a Summer Camp), the balance for the 3rd quarter as of September 30th was 58,179.95 USD. In the 4th quarter, 5,000 USD was transferred to PKU and 1,000 USD is set to be transferred to NJU and 10,000 USD to Yonsei University, resulting in a balance of approximately 42,000 USD which will be brought forward to 2019.

3. Annual Budget for 2019 Treasurer OMATSU referred to the 2019 Annual Budget and announced that the proposed budget had been approved by the BOD members. 42,119.95 USD from 2018 will be forwarded to 2019 and the treasurer expects to receive 36,000 USD of membership fees from 18 universities, resulting in a 78,119.95 USD annual budget for 2019. If AEARU follows the current practice to grant funding of 10,000 USD to proposed activities, then seven activities can be supported in 2019, which will result in a balance of approximately 8,000 USD that will be brought forward and transferred to the next Chair University, NTU, in January 2020.

Chair NAGATA said new proposals for activities can be accepted for 2019. Since there were no questions, he advised to move on to the next item.

VII. SCHEDULED AEARU ACTIVITIES IN 2018-2019 1. Winter Abroad Program 2018; December 27th, 2018 -January 17th, 2019; YONSEI UNIVERSITY HS BENTON reported that AEARU had agreed to grant 10,000 USD to fund the Winter Abroad Program.

President Yong-Hak KIM (Yonsei) asked the members to refer to the Winter Abroad at Yonsei brochure. A 50% discount will be provided to participants nominated by AEARU member universities. Although the deadline for applications was already closed, Yonsei is still accepting student applications from member universities and President KIM urged everyone to apply quickly. The program consists of lectures in the morning and activities on the weekend. Distinguished professors from Yonsei University and all over the world had been invited to give lectures on general studies, Korea studies, Taekwondo and Korean language while field trips include taking students to the Demilitarized Zone and the ski resort. There are two sessions for the program, the first from December 27th to January 17th and the second session from January 21st to February 13th. Each session consists of a three-week program.

VIII. PROPOSED AEARU ACTIVITIES 1. The AEARU Summer Institute for Extended Flipped Education; July 8th -18th , 2019; THE HONG KONG UNIVERSITY OF SCIENCE AND TECHNOLOGY (co- hosted by TOKYO INSTITUTE OF TECHNOLOGY) HS BENTON announced that the new program proposal is available as a separate sheet and that the summer program will be co-hosted by HKUST and Tokyo Tech.

VP Sabrina Lin (HKUST) reported that the program is a follow up action to the AEARU Symposium on Teaching and Learning in East Asian Research Universities held on January 5th -6th, 2018. The summer program will be a pilot to offer extended flipped education to both students and teachers, where new education techniques will also be piloted. The location of the program will be at HKUST’s Clear Water Bay campus and to be co-hosted by Tokyo Tech. Tokyo Tech will cover the costs of its faculty’s travel and accommodation as well as course development expenses. She directed the group to the proposed timeline for the program. Students will be recruited in December and are required to take online components of the program in the first quarter of 2019, followed by selection and completing the remaining of the program on site at HKUST. In addition, if the pilot is successful, there are many discussions on proposed courses with other member universities for the succeeding years.

VP Hidetoshi SEKIGUCHI (Tokyo Tech) reported that Tokyo Tech is very happy to co-host the program and to provide courses. He hopes that many students from AEARU member universities will participate.

2. 2019 APRU-AEARU Multi-Hazard Summer School; Summer 2019; Tohoku University President Hideo OHNO (Tohoku) reported that through this program, Tohoku would like to share lessons from the 2011 Great Eastern Japan earthquake and tsunami experience and learn from others.

Executive Vice President Toshiya UEKI (Tohoku) added that the summer school will be held in July 2019 with a combination of seminars, group work and field trips to disaster affected areas. Participants are expected to discuss science and technology in disaster risk reduction and restoration and to share good practices of disaster risk reduction from all over the world. Tohoku would like to request for AEARU financial support of 10,000 USD to cover the costs of AEARU participants joining the program.

Chair NAGATA said that these programs are welcome and will be supported by AEARU, noting that natural disasters in the region is a crucial issue. Since there were no other comments, Chair NAGATA asked HKUST and Tohoku to send their official calls for participation to the Secretariat. AEARU funding will be allotted to the two programs.

IX. UNSCHEDULED ACTIVITIES HS BENTON asked the members to look at the list of unscheduled activities and reminded everyone that each institution must hold at least one AEARU activity every three years. The Secretariat provided a historical data composed of activities and host universities for reference.

X. ISSUES TO BE DISCUSSED 1. NCTU’s Candidacy for AEARU Membership Chair NAGATA informed the members that National Chiao Tung University (NCTU) officially applied for membership. Discussions were conducted in the 42nd and 43rd BOD meetings leading to the conclusion that NCTU’s candidacy for membership will be put to a vote at today’s AGM. Chair NAGATA directed members to NCTU’s application and the recommendation letters from NTU, Osaka and Tohoku. He emphasized that the Constitution states the total number of members is 20 and currently there are 18 member universities. He cited relevant provisions of the AEARU Constitution clause 3.5 pertaining to membership. Two- thirds of all AGM members must approve. Before putting this issue to a vote, Chair NAGATA opened the floor for discussion.

VP Luisa CHANG (NTU) reiterated NTU’s support to NCTU and reminded everyone that this issue had been brought up more than one year ago. Currently Taiwan has two members, NTU and NTHU. In addition to the three recommendations, NCTU is partner to most member universities of AEARU. NCTU’s strength is in ICT, its strategic location near the National Science Park, and its current President, Professor Frank CHENG, had worked for more than 35 years in the so NCTU is well connected with academia and industry. She reminded the board that in the 42nd BOD meeting in Hefei, all BOD members expressed their support for new membership.

Chair NAGATA explained that the Secretariat put together some statistics indicating that currently AEARU has six member universities from Japan, two from Taiwan, five from Mainland China, four from Korea, and one from Hong Kong. The statistics also shows the total number of universities in each country or region with Japan 779, Taiwan 173, China 1079, Korea 189 and Hong Kong 19. Based on the statistics, it is reasonable to have one more member from Taiwan, and one more member from China or Hong Kong in the future. Chair NAGATA now put the issue to a vote. He asked the members to raise their hands in support of NCTU’s candidacy. All 13 members present raised their hands in support of NCTU becoming the 19th member of AEARU.

2. AEARU Constitution HS BENTON reported that two items are being discussed. First, the areas marked in red are suggested style changes to clean up the language of the Constitution. There are no content changes. Second, the provision that the BOD consists of seven members and not five. This amendment was made in 2009 but due to various updates the original clause reappeared in 2012.

Chair NAGATA explained that this is simply an editing or proofreading of the Constitution. Since there were no objections from the general members, the Secretariat will proceed with the amendments along with the style changes.

HS BENTON explained that the current provision of clause 4.6 is that the Vice Chair is to be elected at the AGM. However, the BOD has selected the last four Vice Chairs (NJU 2012-2013, SNU 2014-2015, Tsukuba 2016-2017 and NTU 2018-2019). Thus, it is proposed that the Vice Chair will be elected by the Board members and then reported to the AGM as per current practice. As indicated in the Constitution, this issue will be put to a vote by written ballot.

HS BENTON proceeded to explain that each representative will be given a ballot and reminded everyone that the current clause states that the Vice Chair should be elected at the AGM and the proposed amendment indicates that the Vice Chair be elected at the BOD. Each representative should vote yes or no. The note at the bottom of the ballot form also indicates that the style change reviews are included upon approval of this clause amendment.

The Secretariat distributed, collected and counted the ballots. All 13 members present approved of the changes.

3. AEARU Brochure 2019 HS BENTON explained that since year 2000, AEARU has printed brochures every two years with the Chair University bearing the cost of printing (900 copies) and distributing 50 complimentary copies to each AEARU member. HS BENTON proposed to cease printing the brochure and utilizing AEARU website instead. Chair NAGATA first cited the cost of printing hard copies then expressed that we have entered the digital age and that we must also do our share for the environment. The AGM had no objections.

XI. ADJOURNMENT Closing Remarks by Chairperson Chair NAGATA remarked that several prospective issues need to be considered, such as the possibility of increasing membership fees to match the increase in AEARU activities. The possibility of having a new member from Mainland China or Hong Kong was also mentioned. Lastly, several other concerns regarding the Constitution were voiced particularly concerning the terms of office of BOD members. Proposals were made, and they will be discussed at the next meeting.

VP Luisa CHANG (NTU) announced that Interim President KUO will be back to join the group photo.

Chair NAGATA thanked everyone for their cooperation and closed the AGM meeting.