[clas_full_and_term] SoS deadline reminder and **instructions**

[Silvia Niccolai]

Dear CLAS members,
October 25th is the deadline for the submission of your Statements of Service, 
where you must document the service work you have done this past year and plan 
to do during the next one, for the CLAS/CLAS12 collaboration.

First of all, PLEASE RESPECT THE DEADLINE. It is the responsibility of each 
institution representative to make sure the SoS is submitted by the deadline.

Here are some pieces of practical advice, to avoid recurring problems:

- Each member, term or full, can edit the SoS sections concerning his/her 
contributions.

- The interface can be reached by logging in from the following link:
http://www.jlab.org/Hall-B/secure/sos/ (or also from the Shifts page, 
http://www.jlab.org/Hall-B/shifts/); then select "Submit SoS" from the options 
menu.

- Keep in mind that you have to submit ***TWO SoS's***: one for the PAST SW 
(2013 in this case) and one for the SW you plan to do for the next year (2014).

- The first page that will appear once logged into the interface is the list of 
members of your institution: make sure to check that it is up to date, 
otherwise have your institutional representative update it, and if there are 
problems or doubts contact me and/or shiftbot and/or Kevin Giovanetti (the 
latter if a CLAS membership/database issue is involved).

- If people in your institutions that ARE NOT CLAS members have done or will do 
service work for the collaboration (such as engineers or technicians involved 
in detectors construction), their contribution in terms of FTEs can be listed 
in the SoS, and this won't affect the number of FTEs of SW that your 
institution is ***required*** to provide (which is always 0.25*Nmembers, where 
Nmembers=term+full).

- Once the list of members is checked and correct, the next step you'll see is 
the CLAS SW page. By moving the cursor over the page you'll see guidelines for 
how many FTEs to report for "typical" items, such as reviews and so on. Once 
filled that page, you'll move to the next one, the CLAS12 SW. If you have any 
doubts on what counts as SW, check the SWC web page, or, if necessary, ask me.

- Once this is done GO BACK TO THE MAIN OPTIONS MENU, then click again "Submit 
SoS", then select the option for filling the 2014 SoS. THIS IS A PART THAT IS 
OFTEN FORGOTTEN, SO PLEASE KEEP IT IN MIND.

- Only the institution representative can do the final submission of the SoS. 
Before she/he does that, you all are free to edit the SoS's as much as you 
need, and I won't see it ;-)

Final recommendation: don't wait until the last minute to do this task, as no 
matter how clear and easy the interface is, we always found that some people 
can have troubles with it. Please don't show up after the deadline saying you 
are late submitting because you didn't understand how the submission process 
worked.

If you have ***any doubts or problems***, contact me and/or shiftbot.

Thank you for your time, and best regards
Silvia (SWC Chair)