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<div style="margin:0px;font-size:12pt;color:black;background-color:white">Hi everyone,</div>
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<div style="margin:0px;font-size:12pt;color:black;background-color:white">One of our agenda items for tomorrow's HadStruc meeting is our collaboration's author policies. We're a pretty new collaboration, and I'm a very recent addition, so I think we're all
used to working different ways with different people, and I know I certainly am. Having an established author policy will help us avoid conflicts and make sure that everyone has similar expectations when embarking on projects. I wanted to share some thoughts
I have on the topic of authorship and collaboration, to give us all a starting point for discussions. This is lengthy, so please bear with me! I have already shared these thoughts with David, Kostas and Savvas.</div>
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<div style="margin:0px;font-size:12pt;color:black;background-color:white">I think there are three separate issues:</div>
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<li>how do we give everyone an opportunity to contribute (i.e. get on the author list) [this has largely been addressed by Kostas' new project document]</li><li><span style="text-align:start;background-color:rgb(255, 255, 255);display:inline !important"><span style="background-color:rgb(255, 255, 255);display:inline !important"><span style="background-color:rgb(255, 255, 255);display:inline !important">who is on
the author list [this can usually be worked out cordially on a case-by-case basis, but I think we should be generous in our interpretation of who has contributed]</span><br>
</span></span></li><li><span style="text-align:start;background-color:rgb(255, 255, 255);display:inline !important"><span style="background-color:rgb(255, 255, 255);display:inline !important">what order the authors are listed [this is the main topic for tomorrow, in my opinion]</span></span></li></ol>
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<div style="margin:0px;font-size:12pt;color:black;background-color:white">My general thoughts about formalising a collaboration are that it's important to have a set of guidelines that help us work together. The sorts of things I have in mind are not hard and
fast rules, but more like general principles to help us work together. For example, we should:</div>
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<li><span style="color: black; font-size: 12pt;">trust our collaborators, which means we can have some flexibility in our policy and we expect people won't try to "cheat" the system</span></li><li>recognise that there are different types of contribution</li><li>generally give everyone a chance to contribute to projects, because some will be high impact and some will not</li><li>recognise that different members of the collaboration are at different stages of their career and we should keep this in mind in our discussions</li></ul>
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<div style="margin:0px;font-size:12pt;color:black;background-color:white">With these principles in mind, my more specific suggestions are the following:</div>
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<li><span style="color: black; font-size: 12pt;">Regarding point 1, collaborating:</span></li><ol style="list-style: lower-alpha;">
<li><span style="color: black; font-size: 12pt;">Everything starts from our list of (planned) projects that Kostas has assembled. A graduate student or postdoc will probably take the lead on starting or building a project [a less experienced graduate student
might get "assigned" a project by their supervisor] and emails the collaboration to ask who is interested in actively contributing. </span></li><li>The lead on the project is responsible for maintaining some notes on the wiki of how the project is going (basically a list of tasks and whether they've been completed), and if they reach a point where many tasks need to be achieved (running code/helping
with analysis etc), they can email the collaboration again to ask for help/volunteers.<br>
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<li><span style="color: black; font-size: 12pt;">Regarding point 2, author lists: </span></li><ol style="list-style: lower-alpha;">
<li><span style="color: black; font-size: 12pt;">Drafts should be circulated to everyone in the collaboration for comments. At the same time, the draft can have a draft list of authors (perhaps decided in collaboration with some of the senior members). Authorship
should be <b>opt-in</b>, and not automatic. If you're not on the list and think you should be, then you get in touch with senior members of the collaboration and with the project lead to discuss your contributions. Those who are not on the draft list of authors
should assume it was a genuine mistake/oversight and not malicious! </span></li><li><span style="color: black; font-size: 12pt;"><span style="background-color:rgb(255, 255, 255);display:inline !important">Exact author lists will vary, and author lists of subsets of the collaboration are OK. </span>The author list should include everyone
who has meaningfully contributed, for example (but not limited to): </span>project leads, those who invest significant time babysitting runs, people actively involved in analysis, those who have contributed code development, optimisation and so on [further
down the line this might be adjusted and we might decide it is more reasonable to cite the paper in which this codebase is first discussed, in the same way we would cite the first paper on chroma etc], other important contributions or insights.</li><li>Commenting on the draft doesn't necessarily make you an author, but it might if you make very significant contributions even late in the project</li></ol>
<li>Regarding point 3, author ordering:</li><ol style="list-style: lower-alpha;">
<li>There are three separate cases. Firstly, our long term policy for peer-reviewed papers. Second, drafts that are in progress. Thirdly, conference proceedings. The distinction between future policy and current drafts is necessary because we have had two different
policies and concomitant expectations in the past, so it is probably not reasonable to apply the long-term policy to projects that are practically complete.</li><li>I think that our long term policy should be that authorship should be <b>alphabetical in all future projects and drafts</b>. This saves difficult discussion on weighing different contributions, which can be practically impossible to adjudicate. Submission
to the arXiv and to a journal would be by the designated contact author, who is likely to be a junior member and (one of) the project lead(s).</li><li>There is at least one draft in the works, and for that draft (or others I'm not aware of), author ordering would be: lead authors and then the other contributing collaboration members in alphabetical order.</li><li>Options for conference proceedings could be that the authorship is listed as "Speaker (on behalf of the HadStruc collaboration)", or "Speaker, other contributors in alphabetical ordering", or just alphabetical with the speaker highlighted (as the contact
author, for example).</li></ol>
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<div>Thank you for getting to the end of this long email! I look forward to hearing your thoughts on this in our meeting tomorrow!</div>
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<div>Regards,</div>
<div>Chris</div>
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Chris Monahan</div>
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