PI/JA call Oct'24

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Contents based on April 2024 PI/JA call and Summer 2023 PI/JA call. Wiki page for all previous calls

@markgbeckett has created a wiki page with notes on the process at https://lsst-uk.atlassian.net/wiki/spaces/LUSC/pages/3138551822/Rubin+Data+Rights+Holder+Updates

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• [ ] Advise timeline to the LSST:UK Exec Group
• [x] Agree timeline with Selection Committee chair (see links to previous calls above for examples of previous timelines)
• the following timetable has been approved by Selection Panel Chair
  • By Fri 27/SEP/24
    • [x] completion of call materials
      • [x] call wiki page
      • [x] JISC application form
      • [x] lusc-announce email
      • [x] content of email to existing P/JAs with terms expiring before 30/SEP/26
      • [ ] ...
    • [x] Article in September Newsletter with forewarning of call announcement (see March 2024 newsletter for example)
  • By Tues 01/OCT/24
    • [x] Open call via email to lusc-announce for DR to 30/SEP/26
    • [x] Add info banner to top-level wiki page
    • [x] update permissions on call wiki page so all can acess
    • [x] Offer extensions to 30/SEP/26 of all existing data rights holders whose current terms end on or before 30/9/25.
    • [x] Inform PIs of any of their JAs whose term is ending
    • By Tues 22/OCT/24
    • [x] send reminder of upcoming call closure to lusc-announce and those who have not replied
    • By Tues 29/OCT/24
    • [x] Close of call
    • [x] Remove info banners from top page, etc
    • By Mon 04/NOV/24
    • [x] Collated applications sent to Bob Mann
    • By Mon 18/NOV/24
    • [x] Recommendations sent to Selection Panel chair (Nial Tanvir)
    • By Mon 25/NOV/24
    • [ ] Response from Selection Panel chair
    • By End-Nov 2024
    • [ ] Recommendations paper submitted to Exec Group
    • By Mid-Dec 2024
    • [ ] List sent to Rubin
    • [ ] Applicants informed of outcome
    • [ ] Board informed of outcome
    • [ ] Public wiki page updated
    • [ ] Update CoC sheet and any necessary wiki page

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Timetable implementation

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22/AUG/24

• draft timeline prepared on O365 and made available to Bob for comment

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23/AUG/24

• Selection panel chair approved the timeline

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17/SEP/24

• draft of call wiki page. Access restricted to @bobmann and @markgbeckett
• attempted to create the JISC online survey based on the previous call survey. Unfortunately the "duplicate" functionality does not work as documented so have submitted a ticket (Jisc Ticket CS-00312543) to the JISC helpdesk.

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18/SEP/24

• drafted lusc-announce email - see call folder on O365
• draft content of email o existing P/JAs with terms expiring before 30/SEP/26 - see O365 folder
• emailed and received replies concerning JAs who did not extend last time. Updated reason-for-non-renewal column in draft of updated version of previous call spreadsheet.
• No reply from JISC to ticket but have now figured out that editing the survey name in the Builder section, will remove " - duplicate" in the name on the dashboard

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19/SEP/24

• created draft JISC online survey for applications. Added the link to the call wiki page
• added a draft article to the draft September newsletter

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24/SEP/24

• Bob and George ok'ed
  • the application form
  • newsletter article
  • the email to existing PI/JAs
  • the call wiki page

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01/OCT/24

• the email to lusc-announce was sent out for the opening of the call

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02/OCT/24

• existing PI/JAs whos term ends before 30/SEP/26 were emailed and asked if they wanted an extension

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11/OCT/24

• sent an email to the PIs of those JAs yet to respond to the extension offer email

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22/OCT/24

• reminder of call closing sent to lusc-announce
• offer extension reminder sent to DR holders not yet replied

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22/NOV/24

• Selection Panel chair provided with report of applications and process
• Awaiting their approval before this is submitted to the Exec