Summary Notes of the Seventh Meeting of the JACoW Board of Directors

3 March, 2015

Present: Ivan Andrian, Todd Satogata, Christine Petit-Jean-Genaz, Matt Arena, Jan Chrin, John Poole, Raphael Mueller
Absent: Yongbin Leng Present on invite: Volker R.W. Schaa

1. Approval of JBoDM#6 notes

A brief discussion about the actions performed after the last meeting takes place.

Point 3 - Priority of list management: item 1. List management in SPMS/website should be tackled first. The deadline should if possible be in time for the next Stakeholders meeting, during IPAC’15.

Action: Matt to try to get the list management functionality up for the invitations to the next Stakeholders meeting, i.e. mid-April.

John – would like to have periodic lists of SPMS instances to decide which instances should be killed.

Christine and Todd disagree that instances should be killed since they provide invaluable input for the organization of future conferences in each series. It is decided that simply ceasing to synchronize should be the norm and that instances should not be killed if there is no request.

It is furthermore decided that Christine should send a reminder to all JACoW profile/account holders to review and update their profiles as necessary.

Action: Christine to send a mail via the Central Repository – done on 4 March.

With the above, the Notes of the previous BoD meeting are approved.

5. Requests to join JACoW

Christine reports on the MEDSI application, which corresponds to JACoW requirements. It is decided to accept the application, with the proviso that the majority of the contributions to the proceedings are in the form of papers rather than transparencies.

Action: Christine to inform the MEDSI people of the above. Done on 18 March.

John asks that the conditions for joining JACoW be clarified. The number of papers published is no longer so important (it was around 150 papers initially). What is important today is the scope of the conference, and that a majority of contributions published are in the form of papers, and not transparencies. We should discourage publication of a majority of transparencies.

Another comment from John is that searching the JACoW site will not return transparencies. John’s offer to update the website wording is accepted! John will circulate a draft to the Board on this issue.

Action: John to make a proposal to revise the wording at JACoW.org.

6. JACoW metadata and indexing services (e.g. INSPIRE): new requirement for publication?

It is necessary to ensure that all conference editors responsible for publication on JACoW ensure that the metadata is also provided to INSPIRE.

Volker notes that this action is now included in the script for those Editors who do the production themselves.

In response to a question from John, Volker notes that it is as yet unknown whether the scripts can work with InDiCo since there has not been an instance to test it on. Once this is the case it will no doubt be necessary to liaise with the InDiCo people.

It is agreed that exporting data to INSPIRE should be a definite requirement when publishing proceedings. John volunteers to include this requirement in the JACoW.org documentation.

Action: John to update documentation concerning this new requirement for publication.

Volker volunteers to improve the documentation on how to export to INSPIRE. He proposes to do this in advance of IPAC’15. Todd volunteers to test this on the IPAC’15 proceedings.

Action: Volker to improve the documentation on how to export to INSPIRE in advance of IPAC’15.

On the subject of SPMS-InDiCo Collaboration, mention was made of Ronny Billen’s contact with CERN Management (see Ronny’s mail of 12 February). This situation should be carefully monitored. In particular there was mention in the last paragraph of a “business case” document to be prepared in advance of IPAC’15 and discussed during the Stakeholders there.

Action: Ivan to contact Ronny

2. Outcome of the 2014 JACoW Team Meetings

Raphael runs through the conclusions of the TM.

On the question of publication of posters, it is decided that it is the responsibility of each conference to include posters. JACoW does not need a policy. However, if posters are published, then the quality must be identical to that of papers and transparencies, i.e. they must have been “edited”.

John volunteers to update the JACoW.org website with the criteria for publication.

Action: John to update the JACoW.org website with criteria for publication.

Through lack of time, it is decided to postpone the discussion of the rest of the conclusions of the team meeting to the next BoD meeting.

Ivan asks that all outstanding items should be followed up by one person on the BoD.

3. List of JACoW Offices: definition, description. Nomination of Officers to be postponed to next meeting

Since the requested modifications to the Charter will affect the definition of BoD and, possibly, the role of the Officers, this point is postponed to one of the next meetings.

4. JACoW Charter

Following the discussions and voting during the last TM, Ivan has prepared a draft (http://www.jacow.org/uploads/JBoD/Charter_v1.2.pdf) that is accepted by the BoD. This revised Charters becomes immediately official; notification of the details of the change will be reported to Stakeholders at the next Stakeholders meeting.

This is a first step towards a more modified Charter that will answer to all the discussions that have taken place so far.
A further BoD meeting will be necessary, plus no doubt discussion via e-mail, and a further discussion at the time of IPAC’15 to be ready with a final text for the Stakeholders Meeting.

7. AOB

Christine asks for a clarification concerning the reproduction of whole volumes under Creative Commons, as is the case of Curran. Note that royalties amounting to 456 dollars were received from Curran recently.