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Customs
Like any large group, PHENIX has its customs and conventions that
may not be apparent to newcomers. These various ways of doing business are not something
that are rigidly written into the by-laws; they are customs, policies, conventions (even
traditions!) that can probably more change more rapidly than I can update this web page.
Here's a few; if there are more you think should be listed, please let me know. You
are also encouraged to consult the PHENIX FAQ archive
maintained by Brant Johnson for answers to various
commonly asked questions.
Meetings: Currently PHENIX has a major meeting each
month, during a week called "Core Week". Core Week takes place during the week
of each month containing the second Thursday (this designed to minimize overlap with
various holidays, and to provide a simple way to remember the phase). Core Weeks are moved
or shifted under exceptional circumstances (example: conflict with Quark Matter).
The current structure of Core Week has Wednesdays reserved for
Computing, Thursdays for Physics Working Groups, and Fridays for plenary sessions and
Detector Council business.
We have recently
decided to have the quarterly meetings (March, June, September, December)
designated "major' Core Weeks, with an emphasis on status reporting and plenary
sessions.
The June and December Core Weeks are
extra-special in that
- There is a standing meeting of the Institutional Board in those
meetings on Thursday afternoon.
- There is a dinner/picnic/celebration on Thursday evening.
In addition to these monthly meetings, there is the PHENIX
Weekly Meeting, which occurs every Wednesday at 4 p.m. in the counting house
conference room. Progress, run status, safety, PHENIX issues are all fair game for the
weekly meeting.
Speaking about PHENIX: We have recently
established the PHENIX Speakers' Bureau to allocate talks on behalf of the
collaboration at all conferences and workshops. The procedures
for doing this are under development, but quite straightforward. There are some exceptions
to the purview of the PSB that are worth noting:
- If you are personally invited to give a colloquium or seminar about
PHENIX at some university or lab, by all means do so! You do not need to clear this talk
with the PSB. However, please note that any PHENIX data you present should be data that
has been cleared for release, in strict adherence to our Publication
Policy. It's a nice courtesy if you inform PHENIX that you are giving this talk, and
an even nicer one if you preview it to your colleagues. (Technically you don't need to do
this if you are using previously approved transparencies, but an excess of courtesy is not
a bad thing.)
- If you have been invited to give an overview talk about all RHIC
experiments, or heavy ion physics, or the nature of the universe, again this is not
something that needs to be cleared with the PSB. But the same caveats and suggestions as
listed above apply.
- The issue of
PHENIX talks versus general RHIC talks, big conferences versus small
workshops, etc. is a complex one, definitely left to customs rather than
by-laws. The Speakers' Bureau, in consultation with the Executive Council,
has provided the a policy statement
to clarify this.
Submitting Abstracts: You are strongly
encouraged to submit abstracts describing your PHENIX work to any and all meetings
that accept them (for example, annual meetings of DNP, APS, JPS, EPS, as well as specialty
conferences such as CHEP).
- If your abstract contains new data, then a very high threshold
must be met for submission, following the entire set of careful procedures outlined in the
Publication Policy.
- We have recently adopted a custom to
allow students and postdocs to present the results of ongoing analyses,that
have not passed the very high threshold required for "PHENIX
Preliminary Data" designation, provided all of the
following are met:
a) The presentation is in a contributed session, such as those
of DNP, APS, JPS, etc.
b) The meeting does not publish proceedings or an archive of
talks.
c) The results do not disagree with existing PHENIX
preliminary or final data.
d) The convenors of the relevant PWG(s) determine that all
of the above criteria, and all other standard PHENIX analysis
criteria have been satisfied.
Such results should be labeled as "work in progress"
on the relevant figures.
- For those abstracts
that describe sub-system performance or physics simulations, we have made a deliberate
effort to create a more expedient process. You simply need to be sure that your abstract
has been cleared with the appropriate Detector Council member(s) AND/OR Physics
Working Group(s) conveners. (The parenthetical "s" are for those instances where
more than one DC member or PWG is involved; the AND/OR means that if there is any
question, you need the AND, not the OR!).
- Please
don't forget to also inform the PHENIX Speakers' Bureau of your
submission, since the bureau is expected to
coordinate abstract submissions. (The exception to this is the case of contributed
abstracts for "10 minute" talks to DNP, JPS, etc., here the
PWG convenors and/or Detector Council member(s) are charged with the necessary
coordination. Further
details are available in postings to phenix-p-l@bnl.gov
.)
Note: It is not sufficient to post the
abstract to the sub-system list with a note saying "I need to submit this in 24
hours; let me know if you see anything wrong." You must get the active
agreement from the relevant DC and/or PWG conveners. Simple courtesy to them implies that
you should give them several days advance warning; simple courtesy to all your PHENIX
collaborators implies that you should post this to the list, not in a private
communication.
The PHENIX
Speakers' Bureau is expected to list all upcoming PHENIX talks as well
as coordinate all abstract submissions. Abstracts submitted to conferences that cover
physics topics or both physics and technical topics, such as DNP and APS meetings, will be
handled directly by the PSB. In the case of strictly technical conferences such as CHEP,
the PSB may appoint a coordinator for a given conference to perform this task. In either
case, please be sure to CC the PSB on your abstract submission.
Archiving your PHENIX material:
Speaking on behalf of PHENIX carries with it certain responsibilities. Some are
noted above in the section detailing the PHENIX Speakers' Bureau and the
Publication Policies. Here are a few more required steps.
- Post a preview of your talk in
your p/draft/AppropriateSubdirectory... area.
- Announce the preview on the
relevant list(s). phenix-p-l for general talks, or the appropriate Physics
Working Group list for more targeted talks.
- Post the talk you gave in your
publish/AppropriateSubdirectory... area.
- Post the proceedings (if
any) again in p/draft for review, then publish/... upon approval.
Said differently: It is your responsibility to maintain all PHENIX talks,
manuscripts, etc. that you have presented outside the collaboration in your /phenix/publish/YourName area (or subdirectories thereof). Again, posting these in
a public area is subject to the rules of our Publication Policy. Similarly, any material
internal to PHENIX (notes, talks, drafts) should be maintained in your
/phenix/p/drafts/YourName area. Much more
detailed guidelines are maintained by Brant Johnson.
Please make sure your contributions on behalf of PHENIX are made known to the
PHENIX office!
Leaving PHENIX: Ideally, this doesn't happen! But
of course in the real world it does occur. You may want to transfer some significant
amount of your PHENIX files to your new job site. To accommodate this, your PHENIX account
will remain active for some period of time (typically 30 days). After that, the material
will be archived, and you account will be deactivated.
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