[clas_members] Reminder: Submit your institution's SOS

[Yordanka Ilieva]

Dear Colleagues,

This is a friendly reminder to submit your CLAS 2024 SOS and 2025 
service work projections.

With best regards, Yordanka

-------- Forwarded Message --------
Subject: 	Call for 2024 CLAS Statement of Service (SOS) Submission
Date: 	Wed, 20 Nov 2024 21:19:05 -0500
From: 	Yordanka Ilieva <jordanka at jlab.org>
To: 	clas_members at jlab.org



Dear Colleagues,

This is the formal announcement of the 2024 CLAS SOS submission process. 
To access the report forms, you will login at: 
https://www.jlab.org/Hall-B/shifts/index.php

Two forms need to be filled out and submitted separately (each one 
selected at the first step of the service work reporting):

  * Report of the service work you have performed for the CLAS
    Collaboration in 2024
      o We expect that the reported FTEs realistically reflect the total
        time spent on a task. For example, 0.025 FTEs means that full 40
        hours in total were invested in the reported task.
      o *If you report a task that is on the 2024 task list, please make
        a note "2024 Task List, number ..." in the Documentation field
        of the report line. Next to "number", give the task number from
        the task table. *
      o If you have generated any product (presentations, status update
        slides, technical note, timelines, etc.) on the task, please
        give a link to the product(s) in the Documentation field of the
        report line.
      o If you report a service task that involves any data analysis
        (and is not from the task list), please make a short note in the
        Documentation field, why this is considered service and which
        broader research group within CLAS benefits from the results of
        the study. For example: "Determination of detection efficiency
        for neutrons for RG-B SP2019 dataset". *Do not report
        analysis/systematic studies that are used only in your own
        research project.*
      o *Please keep, CLAS12 and CLAS6 service separate - there are two
        distinct tables - CLAS service is to be reported first (report
        here _only_ CLAS6 service items), the CLAS12 table opens
        automatically next when you click "Save and go to next step".
        *Most of the institutions will not report anything in the CLAS
        table and will report all of their service in the CLAS12 table.
        Committee work (Speakers, Service Work, WG Chair, ...) is to be
        reported in the CLAS12 table.
      o   FTE guidelines
          + Run Coordinator: 0.06 FTE per week
          + Review of Conference Proceedings: <=0.01 FTE
          + Review of PAC proposal or CAA: 0.025 FTE
          + AdHoc Review: <=0.05 FTE for a complete review (all rounds)
          + Analysis Note Review (report the number of rounds completed
            in 2024)
              # 1st round: <=0.05 FTE
              # 2nd, 3rd, ... round: <=0.025 per round
          + If a review has taken longer than the above, give a
            realistic FTE estimate and leave a short note in the
            documentation field of the reported line.
  * Estimation of service work you commit to perform in 2025
      o If the task you commit to perform is from the 2025 task list,
        please make a note "2025 Task List, number ..." in the
        Documentation field. Next to "number", give the task number from
        the task table.
      o If you need help to identify service that you could perform,
        please make a selection the 2025 CLAS12 service task list at
        https://www.jlab.org/Hall-B/shifts/index.php?display=admin&task=clas12tasks
        *and get in touch with the contact person for the task to get
        assigned to the task.* You will not be able to get the task
        unless you have an arrangement with the task's contact person.
      o If you cannot find a suitable task from the task list and are in
        a need to identify possible CLAS service for you, please contact me.
      o If you have already committed to service (run group and/or
        larger project) in 2025, but do not see that service in the 2025
        Task List, please contact me so that I can include your task to
        the task list.

Detailed SOS guidelines for collaborators and institutional 
representatives, as well as examples of accurate, informative, and 
concise reports, can be found in the last report of the Service Work 
Committee 
(https://indico.jlab.org/event/910/contributions/15672/attachments/11976/18814/Report_Nov2024.pdf). 
Do not hesitate to let me know if you have any questions.

*The due date for SOS submission is 20 December 2024. *Late submissions 
will not be accepted.

With best regards, Yordanka


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