Summer'23 PI/JA call

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Contents based on March 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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• [x] Agreed timeline with Selection Committee chair (see Junior Associate Call (mid-year 2022) and Run 2022 Affiliate PI/ Junior Associate call for examples of previous timelines)
  • the following timetable was approved by Nial (11/AUG/23)
    • [x] By Fri 01/SEP/23 - prepare call materials @tms-epcc
      • [x] call wiki page
      • [x] JISC online survey application
      • [x] PI/JA selection policy
      • [x] Code of Conduct
      • [x] LSST:UK Privacy statement
    • [x] Mon 04/SEP/23 - Open call (with email to lusc-announce, after forewarning in Newsletter sent out in late August)
    • [x] Tues 19/SEP/23 - Send out reminders of call close date
    • [x] Tues 26/SEP/23 - Call closes
      • [x] Remove info banners from top page, etc
    • [x] By Fri 29/SEP/23 - Collate applications and send to Bob for review @tms-epcc)
    • [x] By Fri 06/OCT/23 - Review applications and make recommendation to Nial (an any queries) @bobmann
    • [x] Fri 13/OCT/23 Expect response from Nial
    • [x] late Oct - Recommendations paper submitted to October Exec group @bobmann
    • [x] early Nov - tie up any loose ends (e.g. PI-JA associations) @bobmann @tms-epcc
    • [x] Fri 17/NOV/23 - List sent to Rubin Observatory @tms-epcc
    • [x] Mid-Nov - Confirm outcome of round to applicants @tms-epcc
    • [x] Mid-Nov - Update public sheet and associated wiki page @tms-epcc
    • [x] Mid- Nov - Inform Board of outcome
    • [x] Mid-Nov Update CoC sheet and any necessary associated wiki page (@tms-epcc)

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Timetable implementation

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By Fri 01/SEP/23 - prepare call materials @tms-epcc

• [x] Check GDPR constraints and update documentation accordingly
• [x] call wiki page and guidance notes (see previous full call wiki page)
• [x] JISC online survey application form created and tested
• [ ] PI/JA selection policy document? : NOT UPDATED : call wiki page instead explained this
• [ ] Code of Conduct? : NOT UPDATED
• [x] LSST:UK Privacy statement updated
• [x] Note change in how Rubin Data Rights Policy defines a PI - some people who would be JAs under our own old eligibility criterion would be PIs under the new Rubin one. It won't affect many people, but we'll have to account for that in the wording of the various emails and wiki pages, etc.
• [x] prepare call announcement (noting GDPR) for lusc-announce
• [x] call forewarning in August Newsletter

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By or on Mon 04/SEP/23 - Open call (with email to lusc-announce)

• [x] Send notification to LUSC-ANNOUNCE (see 01/NOV/21 email from GeorgeB for an example)
• [x] Get banner on home page of confluence wiki to advertise the call
  • [x] Update permissions on call wiki page so all can access
• [x] Update PI/JA wiki page to include link to the call wiki page
• [x] Email PI/JAs whose term is expiring asking them to confirm they want their term extended and that their details held are correct
  • [x] include a link to the new privacy statement and say that by replying they are consenting to the terms of that
• [x] Identify LSST:UK existing team staff to have DR for length of LSST:UK Phase C funding
  • [x] Create the mail-merge email for them
  • [x] include a link to the new privacy statement and say that by replying they are consenting to the terms of that
• [x] Perform mail-merge to identify PI/JAs to extend, and email relevant PI/JAs

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By 19th September

• [x] Send out 1-week reminder to LUSC-ANNOUNCE
• [x] reminder to lusc-annouce
• [x] reminder to existing PI/JAs
• [x] reminder to LSST:UK Phase C team

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By 26th September

• [x] Sort out extending/adding DR for members of LSST:UK funded staff (ie. lusc-team)
• [x] Update spreadsheet based on replies received. Highlight in yellow, the notes where entries have changed

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• [x] Close call
  • [x] Remove banner on home page of confluence wiki advertising the call and other places
• [x] Collate applications for review
• [x] Resolve any JA mentor assignment conflicts
• [x] Prepare recommendation report for Exec Group
• [x] Confirm outcome of round to applicants
• [ ] Advise Rubin (Greg M) of the status of DP0.2 applicants.
• [x] Update list of data-rights holders for LSSTC and update LSST:UK Confluence
  • [ ] Include all PI/.JAs whose term was extended
  • [ ] Include Phase C LSST:UK staff for duration of their Phase C contribution

• [x] Submit amendment form for Rubin copy of DRH list.

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09/AUG/23

• draft call wiki page created with access restricted to @bobmann @markgbeckett and @tms-epcc
• draft survey created on jisc online surveys

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10/AUG/23

• PI/JA details spreadsheet created from previous call and updated in readiness for new applicants and mailmerge for extending current DR holders
• draft mailmerge email created

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Should funded Phase C staff be extended over lifetime of Phase C anyway rather than just one year?

• Awaiting response from Exec Group meeting.

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19/SEP/23

• reminder to lusc-annouce
• reminder to existing PI/JAs who had not yet replied
• reminder to LSST:UK Phase C team who had not yet replied

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02/OCT/23

• applications and updated list sent to Bob

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09/OCT/23

• Bob completed review of applications and sent recommendations to Nial Tanvir
• Expecting response by Nial, ideally by 13/OCT/23
• Bob noticed that there are many formatting errors on the Rubin international DR holders list

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09/NOV/23

• Nial approved the outcome of the call and Bob's report
• Next step from above is "Recommendations paper submitted to October Exec group"

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20/NOV/23

• Bob had submitted recommendations paper to the Exec
• Exec approved this.
• Aprajita asked for some changes to the email to the applicants on the outcome and a wiki page about this. Both have been drafted, see O365 folder and https://lsst-uk.atlassian.net/wiki/spaces/HOME/pages/3313172486/Data+Rights+Holders+Onboarding+Information

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27/NOV/23, status as of

• Exec on 20/NOV/23 accepted the outcome from the selection round
• wiki page created for onboarding as suggested by Aprajita
• Bob made changes to the applicant notification emails
• Applicants informed of outcome via mail merge
• Updated the Rubin IDRH list as per the instructions in the email from Heather Shaughnessy to George on 17/NOV/23
• Also created a LSST:UK wiki page containing list of DR holders. This is not yet public.

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07/DEC/23

• LSST:UK DR holders list wiki page now public.
• Bob announced the list update in the November newsletter