[clas_full_and_term] SoS submission deadline Nov 15th

[Silvia Niccolai]

Two days left!!!


On Mon, 6 Nov 2017, Silvia Niccolai wrote:

> Dear CLAS collaborators,
> the deadline for the submission of the Statements of Service will be in 9 
> days from now (November 15).
> PLEASE RESPECT THIS DEADLINE. It is the responsibility of each institution
> representative to make sure the SoS is submitted by the deadline.
>
> I remind you here below the main rules, 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 
> year's SW and one for the SW you plan to do for the upcoming year.
>
> - 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 Bryan McKinnon (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, summer students, etc),
> their contribution in terms of FTEs can be listed in the SoS form, 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).
> Institute Reps: Please do not add any of these people to the "Manage members" 
> list. Add them only in the SoS form.
>
> - 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 2018 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. Even after hitting the Submit button, the institution 
> representative can re-edit and re-submit the SoS, which will be considered 
> final by the SWC only after the deadline.
>
> 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 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, please don't hesitate to contact me 
> and/or shiftbot.
>
> Thank you for your time and attention, and best regards.
>
> Silvia (SWC Chair)
>
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