PI/JA call April'24

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Contents based on Summer 2024 and 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] Draft timeline agreed with 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 was approved by Selection Panel Chair (Nial Tanvir) (15/MAR/24)
    • [x] By Fri 29/MAR/24 - prepare call materials @tms-epcc
    • [x] Tues 02/APR/24 - Open call (with email to lusc-announce, after forewarning in Newsletter sent out in late March)
    • [x] Tues 23/APR/24 - Send out reminders of call close date
    • [x] Tues 30/APR/24 - Call closes
      • [x] Remove info banners from top page, etc
    • [x] By Fri 03/MAY/24 - Collate applications and send to Bob for review @tms-epcc)
    • [x] By Mon 13/MAY/24 - Review applications and make recommendation to Nial (an any queries) @bobmann
    • [x] Mon 20/MAY/24 Expect response from Nial
    • [x] end-May'24 - Recommendations paper submitted to Exec group @bobmann
    • [x] mid-June'24 - tie up any loose ends (e.g. PI-JA associations) @bobmann @tms-epcc
    • [x] mid-June'24
      • [x] List sent to Rubin Observatory @tms-epcc
      • [x] Confirm outcome of round to applicants @tms-epcc
      • [x] Update public sheet and associated wiki page @tms-epcc
      • [x] Inform Board of outcome
      • [x] Update CoC sheet and any necessary associated wiki page (@tms-epcc)

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Timetable implementation

• By Fri 29/MAR/24
  • [x] Article in March 2024 Newsletter forewarning upcoming call announcement on lusc-announce (@tms-epcc)
  • Completion of call materials
    • [x] call wiki page (@tms-epcc)
    • [x] JISC online survey application : note this is JISC online surveys V3(@tms-epcc)
    • [ ] PI/JA selection policy
    • [ ] Code of Conduct (note the CoC form will need to be migrated to JISc online surveys V3
    • [ ] LSST:UK Privacy statement

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• By or on Tues 02/APR/24 - Open call (with email to lusc-announce)
• [x] Update permissions on call wiki page so all can access
• [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 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] Inform PIs if any of their JAs' terms are finishing
• [ ] Identify any new LSST:UK team staff who are to have DR for length of LSST:UK Phase C funding
  • [ ] Create the mail-merge email for them
  • [ ] include a link to the new privacy statement and say that by replying they are consenting to the terms of that

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By or on Tues 23/APR/24

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

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By Tue 30/APR/24

• [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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On Tues 30/APR/24

• [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

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• By mid-June
• [x] Prepare recommendation report for Exec Group
• [x] Confirm outcome of round to applicants
  • [x] inform PIs - use previous call's outcome letter as template
  • [x] inform JAs ditto
• [x] Update list of data-rights holders for LSSTC and update LSST:UK Confluence
  • [x] Include all PI/.JAs whose term was extended
  • [x] Include Phase C LSST:UK staff for duration of their Phase C contribution
• [x] Update public Code of Conduct list

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

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15/MAR/24

• drafted call wiki page with links to test V3 application form
• Selection panel chair approved the timeline

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02/APR/24

• sent email to lusc-annouce, changed permissions on call page, added banner
• sent email to all those who term ends before 30/SEP/25
• sent an email to PIs whose JAs whose term ends before 30/SEP/25

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23/APR/24

• lusc-announce email sent out
• reminders sent to existing DRs who have not yet replied

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03/MAY/24

• applications and updated existing PI/JAs sent to Bob for review

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21/MAy/24

• Bob sent the results of the call to Nial Tanvir

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05/JUN/24

• Nial Tanvir approved the recommendations report
• Bob send the report to Exec for approval with a deadline of 12/JUN/24

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20/JUN/24

• had emailed Heather on 13/JUN/24 asking if ok to update/add using existing instructions
• recvd no reply from Heather so updated on 18/JUN/24 anyway and then emailed to tell her
• Asked also about titles being gender specific. Also got not reply but see that the all updates/additions went through anyway.

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21/JUN/24

• CoC list on Confluence wiki updated with latest dates for adherence