[clas_full_and_term] SoS instructions and deadline reminder (November 15)

[Bryan McKinnon]

Dear CLAS collaborators,
the deadline for the submission of the Statements of Service is
approaching (November 15).
PLEASE RESPECT THIS 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.
Please follow the steps carefully:

  - 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 year
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, 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 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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Dr. Bryan McKinnon

Nuclear Physics Group
School of Physics and Astronomy
University of Glasgow
Glasgow
G12 8QQ
Scotland UK

Tel: (+44/0) 141-330-7226
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