Present: Maurik, F-X, Raphael, Tim, Takashi, John

1. We reviewed a proposed author policy for future HPS papers (after the Test Run paper). Draft HPS Authorship Policy 05.docx

We were reminded that our bylaws state authors shall be listed alphabetically, and all authors shall have the opportunity to remove their names from any given publication. We discussed whether taking shifts is required for authorship; the consensus was that it should be, but the wording in the policy allows a little leeway. While we would like authors to have helped in the construction, run shifts, and helped with the analysis, we agreed that satisfying one of the three (e.g. a late coming physicist who analyzes the data) would be sufficient.

EC members are asked to suggest modifications to the present document if it needs refining.

Our final views should be presented at the collaboration meeting.

2. We discussed the HPS shift policy. We were guided by an outline of some CLAS policies Stepan provided, and a list of issues to settle, given here:
CLAS Shift Policy.docx      and   HPS Shift Policy Issues EC 05.docx

We agreed that physicists and students take shifts. Engineers, software engineers, and techs do not.

We discussed whether institutions or people have shift responsibility. We came down on the side of institutions (like CLAS), but, as per our author policy, expect everyone to take shifts. John worried about having the shift responsibilities so widely spread since HPS has many one author institutions. He suggested instead that we have three or four "super-institutions": e.g. the Europeans, JLAB and its US collaborators, SLAC and UCSC and our theorists. Each super-institution would then have a shift czar to determine the actual schedule for shifts.

We left undiscussed who has overall responsibility for assigning shifts to institutions and will leave it to institutions to choose local shift czars. Local shift czars can trade shifts with each other. Once shifts are assigned, everyone can trade shifts on their own with their collaborators. Records of trades should be kept so there is an up to date list of shifters at the time shifts are taken. It was suggested that there be a pool of local shift takers (JLAB, W&M, ODU, ...) to draw on if scheduled shift takers fail to show up. They should receive special credit on taking such shifts.

Shifts count whether or not they occurred.

It seemed unnecessary to schedule shifts 6 months in advance. 2-3 months should suffice. We also expect there to be last minute changes, resulting in cancellation of shifts
until our schedule gets better known.

Run coordinator and subsystem experts will be awarded 1 shift credit for each day served. Tim mentioned that ATLAS gives shift credit to those running the recon or doing data quality checks. Not having a clear idea yet about just how much will be required, we postponed a decision for now, but could revisit it if it's clear this is a very time consuming job. 

The fact that we will be runningboth  nights and weekends makes it inconvenient to stagger shifts by 4 hours. 1 hour staggers? Require some overlap time between shifts? It would be nice to have a policy that worked both for 24 hour and 12-16 hour days.

Like CLAS, we will use expert and worker designations, and need to have a set of experts named.

John will try to incorporate these major suggestions into a draft shift policy which we can continue to discuss. 

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