[Hps] [EXTERNAL] Fwd: Update: Snowmass contributed papers and the March 15 deadline

[Nelson, Timothy Knight]

FYI.  If we feel we need to push past the Tuesday deadline, I’ll reach out to the RF6 conveners for this area (Stefania Gori and Mike Williams) and let them know it’s coming.  I imagine it won’t be a problem and that we will not be alone.

- Tim

Begin forwarded message:

From: Joel N Butler <butler at fnal.gov<mailto:butler at fnal.gov>>
Subject: Update: Snowmass contributed papers and the March 15 deadline
Date: March 9, 2022 at 2:38:23 AM PST
To: snowmass <snowmass at LISTSERV.FNAL.GOV<mailto:snowmass at LISTSERV.FNAL.GOV>>
Cc: Joel N Butler <butler at fnal.gov<mailto:butler at fnal.gov>>, dpf_steering <dpf_steering at LISTSERV.FNAL.GOV<mailto:dpf_steering at LISTSERV.FNAL.GOV>>, "Peskin, Michael E." <mpeskin at SLAC.STANFORD.EDU<mailto:mpeskin at SLAC.STANFORD.EDU>>

To:         The Snowmass Community
Subject: Snowmass contributed papers and the March 15 deadline

In January 2021, it was announced that contributed papers, also known as white papers, should be submitted to arXiv  and then to the Snowmass Proceedings no later than March 15, 2022. Instructions for submission are at https://urldefense.proofpoint.com/v2/url?u=https-3A__snowmass21.org_submissions_start&d=DwIGaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ErLkbYGWd8oSAZ70ywHxhA&m=7wNI0YsyaK_TgODTUgyx-5PTdBhH3mmEUvYKlREEOEzf5v1ZV3n6S51y64QWuGie&s=UQ1vlAn_xMsiGaJ2zEzeIEFWirCs8hWJ_XqSqS1TpDc&e= .   The due  date is now only a week away.   Here are some items that you should be aware of:

1. We are now receiving an increasing stream of contributed papers.  We thank the authors who have prepared these contributions or are now in the final stages of completing their papers.  This will give a firm foundation for the working group reports being prepared.

2. We will not interpret the March 15 deadline strictly.   However, submitting your paper by March 15 ensures that your work will be considered for inclusion in topical group reports.   Often there are technical problems with submission to the arXiv.  We will consider all authors who have made a good-faith effort to submit by March 15 as being on time.

3.  We will continue to accept papers submitted to arXiv  for publication in the Snowmass proceedings through the July Community Summer Study (CSS) meeting in Seattle and even for a short time thereafter.  Also, articles submitted to the arXiv can be updated any time after submission and, in particular, through the CSS meeting.

4.  Topical Group conveners are not obligated to consider for inclusion in their reports results submitted to the arXiv after March 15. However, they may do so at their discretion.  Especially if your paper is delayed, we encourage you to communicate directly with the relevant conveners, express your ideas, and even send them an informal summary of  your results. This will enable them, if they choose,  to consider your insights and results in their summaries while you are still working on your submission.  The written versions of the Topical Group reports will evolve in public, and there will be opportunities to submit comments and request changes.  Everyone who contributes actively to the writing of a Topical Group report will be listed as an author.

5.  If you have published papers in a journal with results relevant to a Topical Group report, you will also have the opportunity to submit their citations to the appropriate conveners along with a brief note about their importance.   In this way, they will also contribute to the public writing process.

6. After submitting their papers to the Snowmass proceedings, authors are allowed and encouraged to update and improve them and, if appropriate,  to publish the results in journals.


Finally…
In response to the ongoing invasion of Ukraine, some  nations are placing restrictions on the collaborations in which their scientists may participate, which could limit the authorship on some Snowmass contributed papers. We ask that the authors of papers that may be thus affected notify our editor, Michael Peskin. He will arrange for the papers to be forwarded to the relevant conveners for use in forming their summaries and defer submission of the papers to the arXiv until a safe and equitable solution to authorship can be found.

Thanks again for all your effort!
Snowmass Proceedings Editor: Michael Peskin and
The Snowmass Steering Group: Joel Butler, Sekhar  Chivukula, Priscilla Cushman, Glennys Ferrar,
 Andre de Gouvea, Tao Han, Young-Kee Kim, Yury Kolomensky, Sergey Nagaitsev, and Nicolas Yunes

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