[clas_members] Call for 2025 CLAS Statement of Service (SOS) Submission

[Yordanka Ilieva]

Dear Colleagues,

This is the formal announcement of the 2025 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 2025
      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 2025 task list, please make
        a note "2025 Task List, number ..." in the Documentation field
        of the report line. Next to "number", give the task number from
        the task table. _The 2025 task number must be smaller than 1050._*
      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 *This year there is only one table for all service, both CLAS6
        and CLAS12 - since CLAS6 service is so much smaller, do not
        report it separately anymore. *
       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 2025)
              # 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 2026
      o If the task you commit to perform is from the 2026 task list,
        please make a note "2026 Task List, number ..." in the
        Documentation field. Next to "number", give the task number from
        the task table. _Please, keep in mind that the 2026 tasks are
        now in the 2025 table, so please be patient as you browse them.
        The 2026 task numbers are 1050 and above. If you want to see
        what is available, please search the web page for 2026. There
        are currently quite a bit tasks open in the Software category
        and some are available from the CALCOM list._
      o Hardware experts: I have not received many hardware tasks. If
        you plan to have work done, please contact me and I will add
        that task to the list.
      o If you need help to identify service that you could perform,
        please make a selection the 2026 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 2026, but do not see that service in the 2026
        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, will be found in the upcoming report of the Service 
Work Committee at the upcoming Collaboration meeting on Friday. Do not 
hesitate to let me know if you have any questions.

*The due date for SOS submission is 22 December 2025. *Late submissions 
will not be accepted.

With best regards, Yordanka


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