The Year In NSU for the Board

(PRELIMINARY DRAFT – UPDATED 15.07.2018, REYKJAVIK/TAMPERE)

The Year in NSU

CRUCIAL DATES & DEADLINES FOR THE BOARD

Mid February  

    • 15 February[!]: Deadline for sending in the NMR reports: Yearly Report including the accounting (previous year) and Activity plan (present year) [Chair]
      • Activity plan for NSU made for NMR [Chair and vice chair]
      • The Annual Report of previous year for NMR
      • The financial report of previous year for NMR
  • Prepare NSU’s Newsletter #1 [NSU Communication]
    • information about the Summer Session (SS), including:
        • participation fees,
        • keynotes,
        • announce scholarship & grant program
        • announce where and when, and
      • introducing ARRKOM. [ARRKOM in collaboration NSU Officer of Web and Support (OWS)].

Board Meeting SM1

  • Meets with ARRKOM – agrees upon the framework of the SS.
  • Decides on:
    • Ad hoc applications
    • New publications – proposals
    • Recommendations to the individual applicants of new study circle proposals, based on the peer-reviews [NSU Study Program]
    • Formal and legal issues as:
      • Signing previous minutes (protocol)
      • Signatory rights (ask OWS/NSU Accountant)
    • Constituting (formally) the Board, incl. the appointment of the circles’ contact persons in the Board.
    • Remember: send travel reimbursement sent to NSU accountant within two weeks [Board]

March 1

  • Publish Newsletter #1 [NSU Communication]
    • Summer Session information (in collaboration with ARRKOM)
      • CfP for the study circlesAnnounce the upcoming application periods for:
      • Calls for scholarship and grant program
      • Calls for Youth leaders and mentor for the Children Circle
  • Send out  the peer-reviews and the Board’s recommendation to the new study circle applicants [NSU Study Program]
  • Coordinator contact: [NSU Study Program]:

Remind the coordinators that on March 15th :

    • Calls for Youth leaders and mentor for the Children Circle opens
    • Their CFP for the SS have to be finalised and uploaded
    • Calls for scholarship and grant program opens

March 15

  • Prepare NSU’s Newsletter #2 [NSU Communication]:
    • Announcing that the application period for the SS calls opens, including:
      • CfP for the study circles
      • Calls for scholarship & grant program
      • Calls for Youth leaders and Mentor for the Children Circle
  • Coordinator Contact [NSU Study Program]:

Remind the coordinators of the following:

      • Upload CFP on NSU’s webpage now, if not already done, with a recommended deadline for sending in abstracts set to May 1st.
      • Calls for scholarship & grant program is open from 15.03 – 01.04.
      • Calls for Youth leaders and Mentor for the Children Circle is open from 15.03-01.04.

April 1

    • Publish Newsletter #2 [NSU Communication]
  • Deadlines for:
    • Registering for SS for NSU’s Function: 
      • Board membersCoordinators
      • ARRKOM
    • Application for scholarships & grants (1st window) for the SS closes (applications to be sent to the Coordinators)
  • Online Registration for the SS opens for other participants.

April 5

  • Scholarship & Grant Program: Coordinators send a list of prioritised scholarship and grant applicants, in a numbered order, to ARRKOM who decides and have the final say and will notify both Coordinators and all applicants sequentially, and latest by April 30th.

(See Scholarship & Grant Program – information for Coordinators and Arrkom).

April 15

    • New Study Circle Proposals [NSU Study Program]:
      • remind applicants to send in their revised applications by May 1st
  • Deadlines:
    • NSU Accounting for the WS closes.
  • Final report from the Ad hoc events (Spring) [Ad hoc responsible]

May 1

    • Deadline Grant & Scholarships Summer Session
    • Deadline for submitting the revised New Study Circle Proposals [NSU Study Program]:
    • Prepare NSU’s Newsletter #3 [NSU Communication]
    • Preliminary SS Study Circle Program
    • Recommended deadline for sending in abstracts for SS to Coordinators
  • Coordinators Contact [NSU Study Program]:

Remind the Coordinators

  • Recommended deadline for abstracts to the SS to Coordinators is May 1st
  • Prepare for uploading a preliminary Study Circle Program for the SS on NSU Web page by May 15th – that will be announced on NSU Newsletter #3.
  • Prepare for SM2:
    • Pre-booking of accommodation, arrangements of meeting rooms, food etc [NSU Economy and logistics]
    • Prepare Open meetings: Contact academic institution or relevant organisation operating at the place where SM2 in order to organise an informal meeting, to learn about their work and inform about ours. [Chair or vice chair]

May 15

  • Deadline Scholarship & Grant Program:
    • ARRKOM will by notify by this date all applicants whether they have been granted a scholarship or not (with Coordinators in CC).
  •  Publish Newsletter #3 [NSU Communication]
  • Coordinators Contact [NSU Study Program]:

Remind the coordinators of the following deadlines:

      • Uploading Preliminary Study Circle Program for the SS on NSU’s webpage by May 15.
    • Sending in Self Evaluations for their WS by June 1st
  • Prepare for SM2:
      • Remind the NSU Accountant to send status report of the WS spending, both for each circle and in total, and SM1 to the Board by June 1st (or in time for SM2). [NSU Economy and logistics]
      • Prepare a budget draft for next calendar year for SM2 [NSU Economy and logistics]
    • Prepare Open meetings: Contact academic institution or relevant organisation operating at the place where SM1 is held in order to organise an informal meeting, to learn about their work and inform about ours. [Chair or vice chair]

June 1

  • Registration for participating in the SS closes [OWS]
  • Deadline for payments for participants.
  • Prepare for SM2:
    • Upload agenda and call for a Skype meeting [Chair]
    • Confirm Open meetings with local institution or organisation [Chair]
    • Finish a budget draft for next calendar year [NSU Economy and logistics]
    • Confirm booking of accommodation, meeting rooms, and food [NSU Economy and logistics]Board Skype meeting: discuss agenda of SM2 [Board]
    • Plan how to go through the agenda time wise [Chair]

Mid June

  • Board Meeting SM2:
      • Issues and tasks to finish for the NSU General Assembly (GA) includes:
      • Budget for next calendar year [NSU Economy and logistics]
        • Recommendation for next year’s study program
        • Prepare how to present the reasoning behind the recommendation
        • Compile the Coordinators’ Self-Evaluation of the existing circles
        • Inform the Nominating Committee about the status of the existing Board (who are willing to continue/who is stepping down) [Chair]
      • Update with ARRKOM leader concerning the SS planning (Skype)
        • Remember to send travel reimbursement to NSU Accountant no later than June 25th [Board]
  • Books for NSU SS [NSU Press]:

Select books from NSU Press to be sold at the SS and check shipping options. Make sure the books are shipped from Aarhus University Press to an address checked with the ARRKOM member in charge of logistics.

Mid July

  • Prepare for SM3 and FM1&2
        • Upload agenda for SM3 and FM1 & FM2 and call for a Skype meeting. [Chair]
        • Board Skype meeting: discuss agenda of SM3 and FM1&2 [Board]
      • Prepare gift small gifts for ARRKOM [Board]

Late July: NSU’s Summer Session (SS) (Approx. around week 30 or 31):

  • SM3 Board Meeting [Board]
        • Finalise the Agenda for the FM1 & FM2 as well as the GA
      • Planning meetings with:
          • ARRKOM
              • final revision of the program and structure
            • ask them to find small gifts to Youth leaders & mentor, coordinators and other helpers (Newspaper) and guests (Keynotes).
        • Youth Leaders
  • FM1 – Coordinator Meeting (FellesMøte, FM) [Board]:
      • Time: one day prior to SS start. Tasks:
          • Introduce coordinators to ARRKOM and Youth Leaders with mentor
          • Inform and discuss current issues relevant for the SS, as well as ask for feedback on the running of NSU, the coordinators plans for publishing and ideas for future WS
        • Remind and ask the coordinators to:
            • elect 3 representatives from their circle for the general assembly (GA),
          • finalise their SS evaluation before the end of the SS
  • Each Regional meeting has to elect [Chair]:
          • 2 representative for the GA
        • 1 representative of the Nomination Commité (for the following year and for current year if needed)
    • Daily feedback round during the SS – with representatives from Board, ARRKOM and Youth leaders [Vice-Chair].
  • NSU Info meeting for Newcomers to NSU [Chair].

Time: On the evening of the arrival day for participants

  • Board Meet with Nomination Committee (NC) after the Regional meeting [Chair].
      • inform them about the status and need of the Board for next year.
    • NC task is to find candidates for new Board and their deputies.
  • FM2 [Board]:

Time: after the last meeting of the GA when next year’s Study Program has been decided upon, that is, by the end of the SS. For incoming and outgoing coordinators. Tasks:

      • Feedback on the SS, handing in of Self-evaluation of the SS
      • Informing about location and time for FM3 and eventually introducing new policies or deadlines.
    • Remind coordinators and board to send in travel form for reimbursement to the NSU Accountant, preferably by August 15th

August 15

    • Recommended date for sending in travel form for reimbursement to the NSU Accountant after the SS.
  • Post reminder of NSU deadlines on our social media. [NSU Communication]:
      • Ad Hoc application deadlines
      • NSU Press applications deadlines
      • Announces upcoming Call for New Study Circles
    • Prepare for SM4 and Coordinator Meeting 3 (FM3):
        • Pre-booking of accommodation, organising meeting room etc. [NSU Economy and logistics]
        • Open meetings: Contact academic institution or relevant organisation operating at the place where SM4 in order to organise an informal meeting, to learn about their work and inform about ours. [Chair or vice chair]
      • Remind the Board (incl. incoming members and their deputies) and Coordinators about the deadline for registering arrival/departures dates/times for the FM3. [NSU Economy and logistics]

September 1

  • Deadlines for:
      • Ad hoc applications (Part 1) [NSU Ad hoc responsible]
      • Deadline for applications to NSU Press (Part 1) [NSU Press]
      • Practical information about FM3 sent [NSU Economy and logistics]
    • Deadline for Board (incl. incoming members and their deputies) and the Coordinators for registering arrival/departures dates/times for the FM3] [NSU Economy and logistics]
    • Coordinator Contact: [NSU Economy and logistics] [NSU Communication]:
      • Remind the coordinators to finalise the CFP to the winter symposium and about FM3 (see above).

First week of September

    • Prepare NSU’s Newsletter #4 [NSU Communication]
      • CFP for WS??
  • Prepare for FM3:
      • Confirm booking of accommodation, restaurants and eventual meeting room [NSU Economy and logistics]
      • Upload agenda for Board Meeting 4 (SM4) and FM3 and call for a Skype meeting [Chair]
    • Board Skype meeting: discuss agenda of SM4 and FM3, newsletter, and current matters [Board + OWS]

September 15

    • Publish NSU’s Newsletter #4 – exact date depends on the dates for FM3 and the CfP, see below [NSU Communication]
      • Distribute info about CFP for Winter Symposium (WS) [NSU Communication, in collaboration with Coordinators]
    • Application period for new Study Circle proposals opens [NSU Study Program]
      • Publicize the call for New Study Circles [NSU Communication](Reminders should happen regularly from September to December).
    • Deadline for suggesting Keynotes for FM3 decision [NSU Communication].
  • Coordinator Contact [NSU Study Program]:

Remind the coordinators to:

      • upload the CFP to their Winter Symposium (WS) on NSU webpage
    • distribute the CFP to relevant institutions and networks and potential participants.

Mid September

  • SM4 (Board Meeting four – for current and incoming members): The items include the Agenda for FM3, i.e. plan the workshop on how to organise a winter symposium (WS), the facilitation of the keynotes election etc
      • FM3 Coordinator meeting for NSU Board (current and incoming), incoming deputies and coordinators.
    • Remember to send travel reimbursement as soon as possible after the meeting to NSU Accountant [Board, deputies, coordinators]

November 15

  • Final deadline for:
      • All travel reimbursement requests to NSU Accountant for the current year [Board Members, Deputies, Coordinators and Arrkom]
    • Handing in final report of Ad hoc (Part 2). [NSU Ad hoc responsible]
    • Reminder of New Study Circles proposals deadline. [NSU Communication]
  • Coordinator Contact [NSU Study Program ]:
    • Remind the coordinators of the recommended deadline for the CFP applications that is December 1st. – and of the deadline for uploading the preliminary program December 15th .

December 1

    • Application for New Study Circle proposals closes. [NSU Study Program]
        • Notify the applicants that their application is received and about the timeline.
      • Find and inform the peer-reviewers of the applications about their timeline and work.
    • Prepare NSU’s Newsletter #5 [NSU Communication]
    • Board Skype Meeting (1st week of December) [Chair – Board]:
      • Items: find potential Peer-reviewers for the new study circle proposals
  • Peer-reviewers [NSU Study Program]:
    • Contact (1st week of December) potential peer-reviewers of the new study circle proposals.

December 15: (Options: moved to Jan. 15th,   OR to Nov. 15th)

    • Publish Newsletter #5 [NSU Communication]:
      • Announce on NSU Webpage and Calender:
          • Preliminary WS Study Circles Programs
          • The call for Ad hoc applications (closing date February st)
        • The call for applications to NSU Press (closing date February st)
  • Coordinator Contact [NSU Study Program]:

Remind and communicate to the coordinators:

      • Publish and upload preliminary program on the NSU’s webpage now
      • Send the Budget for their WS to the NSU Accountant a month before it takes place in order to secure their funding.
      • Call for Ad-hoc applications, with deadline February 1st
      • Call for new applications to NSU Press with deadline February 1st
    • Thank them for the work in NSU this year.

End of the calendar year / beginning of the new

Mid January

  • Coordinator Contact [NSU Study Program]:

Reminders to the coordinators [NSU Study Program]:

      • Latest 1 month before the WS: send the WS budget to NSU Accountant in order to receive the money in time for their WS.
    • Latest 1 month after the WS: send the final accounting of circle expenditures and confirmations of travel support granted to NSU Accountant – NB! absolute and final deadline is April 15th
  •       No WS transactions will take place after that date.
      • Call for Ad-hoc applications with deadline February 1st
    • Call for new applications to NSU Press with deadline February 1st
  • NSU OPERATION: Remind the NSU Accountant of the deadline for the yearly accounting and report to the Nordic Council of Ministers (NSU) [Chair]
  • Prepare for SM1:
      • Pre-booking of accommodation, organise meeting room, eventual restaurants [NSU Economy and logistics]
      • Prepare Open meetings: Contact academic institution or relevant organisation operating at the place where SM1 in order to organise an informal meeting, to learn about their work and inform about ours. [Chair or vice chair]
      • Prepare the Activity plan for NMR [Chair and vice chair]
      • Prepare the Yearly Report for NMR [Chair – previous year]
    • Invite the arrangement committee (ARRKOM) of the upcoming Summer Session (SS) to SM1 [Chair or the ARRKOM’s contact in the Board]

February 1

  • Deadline for:
      • Ad hoc applications (Autumn) [NSU Ad hoc responsible]
      • Applications to NSU Press (Autumn) [NSU Press]
      • Peer-review of new study circle proposals [NSU Study Program]
      • Draft of Activity plan for NMR [Chair and vice chair]
      • Draft of the Yearly Report for NMR [Chair – previous year]
      • Confirm booking of accommodation, meeting rooms, and food [NSU Economy and logistics]
      • Confirm Open meetings with local institution or organisation [Chair]
      • Upload agenda and call for a Skype meeting [Chair]
    • Board Skype meeting: discuss agenda of SM1 [Board]

DATES of NSU’s Newsletters

#1 March 1st

#2 April 1st

#3 May 15th

#4 September 20th

#5 December 15th

Plan approved on FM3-2005 in Copenhagen, Denmark. Revised on the SS-2007; SM1- 2009; SM1-2010 in Raasepori, Finland; FM3-2013 in Ulsteinvik, Norway; FM3-2014 in Riga, Latvia; and at SM4-2016 in Gdansk, Poland.