Author: Alexia Beale

Here’s the latest in the series of EC Interviews – the jIAPS Editor-in-Chief challenged themselves to interview all of the EC members before the end of the year. This one was completed on time, but we’ve only just got around to uploading it. 

This time, it is the turn of Niloofar, the IAPS Events Manager, to be interviewed:

What are you currently studying?

I’ve just graduated from my Bachelor’s degree in Physics, Astroparticle Physics subdivision, at Isfahan University of Technology in Iran. I’m looking for the next step for graduate studies and considering options for PhD.

What does your role as IAPS Events Manager involve?

My main task is to supervise, maintain and assure that all events are completed successfully, and to support every Organising Committee (OC) along the way on behalf of the EC. This may sound cringy, but it often feels like a motherhood experience where you feel equally and deeply responsible for every single detail about each event as if it’s your child but you also believe in the OCs, respecting them to thrive freely and have their own creativity towards a successful event. To state the obvious, the events IAPS organises would not be as great without their amazingly dedicated and skilled OCs. The role of the Events Manager is to be present in the background, providing support and guidance, and making sure that everything is going well.

Every single IAPS event is close to my heart – I want to be available 24/7 to them. It doesn’t matter whether they have an IT or a financial issue, or if a hotel is not going along with the room bookings, it is my responsibility to jump in. The Events Manager also has the knowledge and connections to direct the OCs to more skilled people in a particular area.

Which events have you supported this year?

ICPS 2023 (International Conference for Physics Students), PLANCKS 2023 (Physics League Across Numerous Countries for Kick-ass Students), IPT 2023 (International Physicists’ Tournament) – they are the main ones, the major ones in 2023. I also joined IAPS4Materials and represented IAPS at the ‘Women of the World in Physics!’ Event, the second edition of which will be jointly organized by IAPS. There are also the events from the previous year which I have a smaller contribution to, completing the final steps of PLANCKS 2022 and ICPS 2022. Then, we are continuing the process for PLANCKS 2024 and ICPS 2024.

What is your favourite event that you have supported as IAPS Events Manager?

That is like asking which is my favourite child – once again all of the events are close to my heart. I got to experience PLANCKS 2023 in person and it was amazing. I’m also looking forward to ICPS 2023. All of the events are great!

At PLANCKS 2023, you had to introduce IAPS at the Opening Ceremony. Do you enjoy the public speaking element to being IAPS Events Manager?

In IAPS, the community is always friendly and warm, making you forget about the worries of a big stage. So since the beginning I found any presentation very comfortable and enjoyable, which is honestly the best practice for soft skills improvement. As soon as I stand up to speak, it feels like talking to a big group of friends!

What are some of the biggest obstacles of supporting events?

This is completely different with smaller events and major ones. With major events, these are big projects, and you have a team of very dedicated people involved for two years. As the time gets closer to the event, the pressure becomes really high. The role of the IAPS Events Manager is to dial down the pressure and by clear guidance make sure that the OC feels supported. As for minor events, I would say an obstacle is to maintain consistency as these events must take place more frequently. For these OCs, members are expected to remain in the project in a shorter period of time. This means a totally new OC composition is required for the next edition in only a few months. So once the project is over, finding a new OC and transferring the knowledge may be a bit challenging.

Who do you have to work closely with in your role as Events Manager – both on the IAPS EC (Executive Committee) and beyond it?

Outside of the EC and before the OCs, the Events Secretary is the main one, aware of the details of the job obviously as the main source of assistance for the Events Manager; however, the IAPS Events Manager is connected to almost all areas of IAPS and you have to remain in really close contact with everyone involved. I’d have to name all the EC members… Who do I have to work most closely with on the EC? I’d say Cyrus (President), Mario (Treasurer) and Gabriel (Vice-President and Recruitment Officer). 

On the management side, I have to keep in contact with the president(s) of each OC. There were times when we had meetings with the OC of a major event which lasted two or three hours – these meetings were long but a blessing and absolutely essential. The details of the event become very important. You have to work long hours for these meetings and it may seem really strange, but I suppose that’s the side of the story unseen by many. From these long meetings, you sometimes feel closer and attached to that event even more than you already have, which is a beautiful experience on its own.

I’ve just thought of another question from that answer – approximately how many people have you become in close contact with through being IAPS Events Manager that you wouldn’t have spoken to otherwise?

How many? Many, many people… I don’t think I can put an accurate number on it. I’ll go with fifty or more, regarding people I’ve worked with directly – and maybe twenty people I have been contacting as a weekly routine and know well – but I’m sure it’s more than that. These are the people I’ve spoken to regularly. 

What skills do you need to become IAPS Events Manager?

You need a complete set of skills! The most important is perhaps time management – you have a lot of tasks and ongoing projects, as well as projects which have already happened and those upcoming events. The workload is no joke. Also, the ability to communicate with different OCs – each is from a different country, with a different culture which is very exciting; they are truly international. It can be a challenge to choose the pace each OC feels comfortable to go with while securing the success of the tasks; so you definitely need communication skills and time management on top of everything else.

How can IAPS members get involved with organising events?

It’s very simple: just drop an email to events@iaps.info. If you have a brand new idea for an event, we’d love to hear from you. The EC is there to guide you, as the organising committee of an event, and to provide support for you, so you can learn step-by-step as you organise the event. Organising events may seem scary from the outside, but the EC is very supportive and can show you the way. You shouldn’t be hesitant about contacting us – whatever idea you have within IAPS context, we’ll find a place for it!

How have you found the experience of being part of the IAPS EC?

It has been quite a challenging experience for me this year. There have been some environmental difficulties in my country which have provided some serious challenges and affected my work pace as well. But even though this happened to me on a personal level,… how can I phrase it? IAPS is more than an association. I have gained friends for life. I am grateful for the support of my fellow EC members. I’ve learnt lots of lessons and definitely enjoyed this experience. This is more than a community; it is like a family. You are involved in so many things for such a long time, it really helps to form unbreakable bonds. Having such valuable friendships touches upon personal development as well.

What has been one of your best moments as part of the IAPS EC this year?

The ending of the Mulhouse meeting* – it was the first time we had all met each other. By the end of the meeting, we really felt like a team, gathered together and backing each other up. When you’ve been working for a year together and only meeting through the screen, it’s hard to create the human element of the community. Meeting in person was amazing. 

*You mentioned the Mulhouse meeting. Can you summarise what this is?

Sure! IAPS as an association has its official seat in Mulhouse, France, where the headquarters of the European Physical Society (EPS) is located. The Mulhouse meeting is a memorable and important time of the year when the respective IAPS EC of the term gather from all around the world to meet in person in the headquarters of EPS, in order to have constructive discussions over the work plan of the term and much more. It usually happens a few months into the EC term, around December.
In a nutshell, it means about a week of highly intense and productive meetings in Mulhouse, nice IAPS stickers EVERYWHERE, accompanied by even nicer people but very bad weather, ending it all with a wholesome EC photo in IAPS t-shirts (no jackets on!), in -1 °C outdoors in front of the EPS building, questioning your life decisions – things we do for IAPS!

The bids for PLANCKS 2025 and ICPS 2025 are currently open. Can you summarise why people should bid to be the organisers of one of these events?

In a nutshell, it’s awesome. Both are very huge projects. The process takes two years, plus the aftermath. At the end of the day, it leaves you with a very valuable experience. The result of your work is something which people, as participants of the event, remember for a long time. On the surface, it is just a conference or a competition, but it’s actually a life-changing experience – I’m not exaggerating here. These are actual words we’ve received from participants. It’s that beautiful. You as an organiser of these events get a chance to gain and create awesome experiences for physics students around the world, and an amazing time for everyone.

The interview concluded with reminiscences of previous IAPS events.

For the latest in the series of jIAPS Interviews, the jIAPS Editor-in-Chief interviewed the IAPS Treasurer. Mario is studying for a PhD at the University of Stuttgart and the International Max Planck Research School for Intelligent Systems (IMPRS-IS).

Interspersed with IAPS tales and discussions about the jIAPS Photo Competitions, Mario answered the following questions: 

Why did you decide to do a doctorate?

I chose to do a PhD because I wanted to dive deeply into an interdisciplinary scientific topic. My project is on physics-inspired machine learning; the method is called reservoir computing. It can be used to perform time-series prediction tasks, even for cases where a prediction is very difficult to make – for example for chaotic systems, like the Lorenz attractor. For an introduction, I recommend this article in Quanta Magazine. The core of my work is replacing a neural network reservoir with simulations of physical systems. This way, we can understand the learning system in physical terms, tune it, connect its physical characteristics with its learning behavior, and potentially construct novel devices for unconventional computing in the future.

I started by studying for a Bachelor’s degree in Materials Physics at Friedrich Alexander University of Erlangen-Nuremberg, Germany. Then I studied for a Masters’s degree in Physics (with a focus on biophysics) at the Ludwig-Maximilian University of Munich, Germany. So I started by studying dead matter, then went on to studying living matter, and now I’m studying what makes matter “intelligent.”

What’s your favourite thing about IAPS?

Meeting people from different countries and cultures; going abroad and talking to new people… My IAPS addiction began in 2016, when I attended Lights of Tuscany and visited Pisa and Florence. I met physics students from Italy and other countries. I enjoyed being part of the community. That’s what I like about IAPS.

What are some of your IAPS memories?

When I was studying in the UK, I went to iaps4fusion, which was really cool. We visited the Culham Centre for Fusion and saw the tokamak. Then I attended ICPS in Turin, Italy – ICPS is cool and crazy! [Please ask Mario for his ICPS anecdotes, we’re not recording them here! – Editor] And bringing so many physics students to Munich, Germany through contributing to PLANCKS 2022 was truly amazing.

Why did you decide to apply to become IAPS Treasurer?

I have an interest in financing student events. It started with PLANCKS 2022 in Munich – Monique Honsa asked if I’d be interested in joining the organising team. I didn’t have much experience in finances then, though I’d co-organised some events, e.g. the DPG-Schülertagung (a national conference organized by physics students for high school students) in Germany in 2020. Through volunteering, I gained lots of experience: designing the budget, contacting sponsors, working in an international team, and learning about legal and fiscal details of association law in Germany and France.  

And when did I meet Cyrus [the current IAPS President – Editor] and how does that come into this story? Well, like me he was part of the committee which organised PLANCKS 2022. He was thinking of running for IAPS President and asked me if I’d consider joining the EC. Initially I wasn’t sure… I mean, it’s lots of work. In the end, I decided: let’s do it! 

For me, IAPS is not just some hobby. It’s about being professional and absolutely reliable, representing international physics students and always acting in the interest of our members. 

What can IAPS members request funding for, and how do they do this?

There are currently two grants available. First, you can apply for a grant to run an international event for IAPS members. At least 40% of the participants should be from a different country than the host country. IAPS can award grants of up to €1000, with the grant funding no more than half of the total budget. The international event can be anything from a summer school, to excursions, workshops or an iaps4x event: iaps4materials, iaps4fusion… You just have to present your budget, draft your programme and plan how many students you want to attend your event. 

You can find more details about how to apply here.

The other grant is for Outreach activities. For example, the School Day annual event, where you can receive funding to go into high schools and tell school children about physics, and do experiments; or the school children can visit your university. There’s also the International Day of Light, or you can come up with your own idea and receive funding for currently up to €300. 

I also encourage members to apply together with IAPS for an International Activity grant with the Council of Europe’s European Youth Foundation (EYF), please contact me (or future IAPS treasurers) if you are interested.

What’s the strangest thing someone has requested money for?

As surprising as it may be, we’ve only received requests for solid, sensible things this year… All I can think of is that at PLANCKS 2023, someone came up to me and said that they’d heard that IAPS has the funds to pay for their private travel after PLANCKS had finished. I don’t know where they got the idea from, but I thought they seemed serious, though it sounded like a joke. Our budget is limited in IAPS and will only be spent in the interest of our members! I had to decline their request of course. 

[Editor – I also overheard conversations at PLANCKS with people asking IAPS Treasurer whether he could fund their dinner and drinks and other things, but let’s not go into that… ] 

What advice would you give to someone who was thinking of joining IAPS?

Just do it! 

All you need to create IAPS events in your area are some physics friends, then you can form a local committee. You could organise small talks. In my local groups in NC Germany, we had events where you had a quiz-show style ‘answer questions against your professors’.

Be active, go to IAPS events! If there are no events, create events!

To get started you don’t need much; you just need motivated, engaged students, ideally with an international perspective. And of course you can also join IAPS as an individual.

What skills do you need to be the IAPS Treasurer?

Being IAPS Treasurer… What is takes a sense of responsibility. You have to be professional and have a true commitment to the role. It has happened in the past that a Treasurer has not been reliable and it has horrible consequences for the whole organisation; so I would say: if you do it, do it properly. 

It is quite some work, but there are so many benefits to being Treasurer of IAPS – you get to contact lots of people. You have some influence in shaping the spending of IAPS (within what has been approved at the AGM and in the end, the whole EC has to vote… but your opinion matters. If you say ‘no, we don’t have the budget’, people will listen to you). 

You get to go to some cool meetings – for example, I recently attended the Mid-Term Meeting 2023 of the International Science Council in Paris and got to meet representatives of so many international associations. You get to represent IAPS and have a lot of fun. I focused on potential partners who could support IAPS and on connecting with organizations in the Asia-Pacific region to make the ICPS 2023 in the Philippines more known. But I also met people from international associations I had never heard of: the International Union For Quaternary Research, which is about studying the ice age, the International Union of Speleology, an international body for caving… People you’d never meet, you can meet through IAPS. 

Any last words?

IAPS has a great network – you have friends in the whole world. If you need help applying for an internship or a placement, you can ask on the IAPS Discord and people answer you and provide support. The benefits are infinite! 

For only €10 a year, you can become a full member – join IAPS now! [You can check whether your country has a national or local committee on the IAPS website, and you can  join the IAPS Discord for free – Editor] 

The current jIAPS Editor-in-Chief has been interviewing IAPS EC members. Now it is the time for two Editor-in-Chiefs to interview each other. Zlatan Vasović was the jIAPS Editor-in-Chief last year in 2021–22, as well as the IAPS IT Manager. He is now the IAPS Fundraising Manager and the Archivist (and spoiler alert, he is hoping to apply for a position to continue in IAPS next year).

 jIAPS is currently looking for next year’s Editor-in-Chief. Could it be you? Email us at jiaps@iaps.info for more information on how to apply. 

What do you consider to be the most important aspects of IAPS?

What makes IAPS unique is that it is truly international. Through IAPS events, like ICPS and PLANCKS, you can meet people from the whole world. One aspect is less known and harder to access: becoming an IAPS volunteer, by joining a working group, the EC (Executive Committee) or jIAPS [Especially jIAPS; that of course is the most important aspect to IAPS – Editor].

What is the most challenging thing about being the past Editor-in-Chief?

Answering the questions from the current Editor-in-Chief, especially when she messages me every day and when I don’t know what to expect from the questions. I take it as a challenge and I love to see how jIAPS is developing.

I know you are always on the IAPS Discord, messaging people. How many IAPS members have you messaged in the last 24 hours?

About 20… but that includes people from NC Serbia and the EC. It was a busy day though. 

What do all past jIAPS Editor-in-Chiefs have in common?

One common trait is that they have a lot of interests – they are quite curious, versatile and multi-skilled. They can do a lot of things and be successful in all of them.

 What has jIAPS done this year that you would have done differently?

Everything!

Actually, I’m not dissatisfied with anything in jIAPS. There are two main things I would have done differently: I would have pushed for a separate jIAPS website, like a real news site [For context, the plans for this have been ongoing for  while and haven’t reached completion yet, and it doesn’t look like it will be happening anytime soon – the IT Working Group has lots to do]. 

The second would be more online meetings. I am just addicted to online meetings, so I would’ve run them more often, like every two weeks. [What’s the record we are on now? Is it a grand total of three meetings since last August? – Editor]

What is your advice for anyone who is interested in applying to join the EC?

Go through the website, read the information about the roles there. Read the reports from people who have previously held the position [These are on the IAPS Cloud. If you don’t know where to find this, just email jiaps@iaps.info – Editor]. Reach out to the current EC members – the most recent source of information is the person who is currently in that position. And don’t forget the internet – just google around and find more information about what that role is supposed to do in general.

[What a technical answer… definitely an answer from an Archivist – Editor.]

You recently attended the finals of PLANCKS in Milan. What was your most memorable moment from this IAPS event?

The culinary exercises while everyone else was doing theoretical exercises – as the observers at PLANCKS, we had to prepare lunch for the competitors. It was a nice way to bond and connect with the other observers. We were split into teams preparing different kinds of food. I enjoyed organizing my team in the most efficient way possible, to finish our task first. It was a fun experience – food connects people.

What non-IAPS and non-physics activities do you do in your free time?

None. I don’t have any free time… okay, alright. My true hobby is socializing with people. Sometimes it’s mixed with work, but I just enjoy meeting new people.

I am a big fan of movies: not the mass produced ones, but high quality ones. Besides that, I like searching for random things on the internet and learning new things every day. [Other hobbies Zlatan has includes annoying Editor-in-Chiefs on a daily basis and lurking on the IAPS Discord waiting for new messages to be posted – Editor.]

Which movies do you most enjoy watching?

A lot of them, actually. Some of them are classic films, like Casablanca and the Godfather; then others are less well known, but still high quality, like some Serbian and Yugoslav movies. Then there are some films which are in many ways bad but still have something interesting or unique about them. Need movie recommendations? Message me on Discord!

Was there anything during your time as jIAPS Editor-in-Chief which didn’t work?

There were things we started doing and never finished, or planned to do and never did. It shows that throughout the year, you have to reassess your priorities. 

For example, we were slow to set up the online edition of jIAPS, only publishing one or two articles on the website… but that works well this year. We also thought about sponsors. To be financially sustainable, jIAPS could have advertisements. But that didn’t work out, not yet.

What is your favourite part of your role as IAPS Archivist? 

No one sees me. I can just hide in the archives, and it’s a refreshing change from the other roles I’ve had in IAPS. The most interesting part is that you get access to all the records of IAPS and can find out what happened in every year since IAPS started. It’s a great power and you have to use it carefully.

How do you overcome challenges in IAPS?

It’s not much different from the other challenges in life. I learn about the challenge, get more knowledge and skills, and then I can overcome it. Just like in your studies, you can learn more advanced topics from the current year, which in the previous year would have been a challenge. Now you can overcome that challenge.

 By this stage, Zlatan was starving and wanted to go and have dinner, by don’t worry, all is not over – this article only includes half of the interview. The other half, with Zlatan as the interviewer, is yet to come.

The jIAPS Editor-in-Chief is enjoying interviewing the EC members so much that we already have another interview for you. This time, the  jIAPS Editor-in-Chief interviewed Dimitris, IAPS IT manager, who is currently studying at the National Kapodistrian University of Athens, Greece. 

The interview opened with a sneak preview of the most recent developments in the world of IAPS IT and a discussion of possible future plans for jIAPS.

Then, the actual interview started. The jIAPS Editor-in-Chief began with the usual opening question…

What are you currently studying?

I’m studying Medical Physics. To be more exact, I’m doing a small piece of research on a Gamma Camera, but thinking of shifting my focus towards neural networks and image reconstruction techniques, especially with all the fuzz on AI. 

What is your favorite part of your role as IAPS IT Manager?

When I first took over as IT Manager, I had a completely blank canvas. There was room to create stuff and provide space to build things. It was the most amazing experience!

What does your role involve?

I can divide the tasks into two categories: first, developing new resources; making them from scratch; the creative tasks; like designing elements of the website  and creating new resources. Then there’s the ‘boring’ stuff, like maintenance and debugging, and doing the sysadmin stuff.

What are your tips for overcoming challenges as IT Manager of IAPS?

You need to think outside the box and always assess possible risks. So, focus on maintaining things and keeping them running, rather than fixing them when they break down. Work smart, not hard.

What have you enjoyed the most about being part of the EC?

Being a part of the EC was more of a self-actualization thing for me; I really love to provide and care for people. Especially now that we provide for physics students across the world, you might think that we differ a lot, but in reality the phrase is “Different continents…same problems”. 

Also by joining the EC you get the chance to meet some truly amazing people and some very interesting characters – the knowledge and cultural exchange is on another level.

What skills is it important to have to be part of the EC?

Time management is really important. You have to be able to keep to a strict schedule or you’ll be a goner. Being a team player and balancing tasks and supporting each other is necessary… it can be stressful at times; keeping that family vibe is very important. IAPS is just like a big family. What else? Do I need to think of another one? Communicating and being able to express yourself – that’s a big one. If you lose communication, it causes a lot of problems; a lot of problems. Communication is critical. 

What is it like being part of the EC?

…what’s it really like? 50% of the time is spent dealing with bureaucracy and the other 50% is spent listening to the Treasurer’s obsession with fund-raising. 

What has been your biggest success this year?

Being elected as IAPS Data Protection Officer (DPO); nah I’m messing with you. For me, overcoming the biggest challenge of IAPS IT infrastructure. Basically we managed to migrate to a different hosting provider, containerized everything and we have backups on top of backups. Before that, if something crashed, you had to pray that it would start again.

What is the role of the DPO?

Basically, it involves looking through the GDPR legislation. Every organization has one to ensure that the organization follows the legislation. In addition to that, the DPO acts as a legal in house advisor, assisting in creating Data Processing Agreements.

What advice would you give to someone who was considering the role of IT Manager?

Go for it! Just be sure to know the basics of sysadmin, PHP and network security. Without those you are a goner.

How can people get involved with the IT Working Group?

It is very simple: hit me up on Discord or throw me an email at dimitris.gkavakos@iaps.info

What advice would you give to someone who was considering joining IAPS?

When I first joined IAPS, I joined as the President of an already made NC (Greece). I started my journey through physics associations from EPS Young Minds and the American Physical Society, then I landed on IAPS.

If you ask me, why should you join IAPS…

IAPS has one of the most heart warming communities in the student association world, not just in Physics. You have the opportunity to meet new people, learn new skills and support your activities on a local level.

Aside from the aforementioned, IAPS is also a great opportunity to learn how to run an NC or an LC, join a Working Group and transfer the knowledge back to your country. The knowledge that we have has been battle tested from the late 1990s.