Request an SPMS (or Indico when available) Instance

To use SPMS (or Indico when available) along with the profiles and affiliations repository, the conference chair must request permission from the JACoW Chair and/or Coordinator , who will ask the relevant regional support centre to set up the SPMS (or Indico when available) instance. The text shown under the rule below should be included in the request, and the conditions (especially those regarding data protection) must be kept throughout the conference cycle.

The timing for getting the SPMS (or Indico when available) instance depends on the scope of the conference or workshop. As an example, for HB2016 it was done 10 months before the conference; for IPAC'17 20 months prior.

When the SPMS (or Indico) instance has been created, you’ll receive an e-mail with the URL for all users and a separate URL for the conference administrators. Keep this e-mail handy and/or bookmark the URL--you'll use it a lot.

Text to be undersigned by the conference chair and sent to the JACoW Chair and/or Coordinator:

As Organizers of the XXX Conference we undertake that:

1. To ensure proper training, the Scientific Secretary/Editor-in-Chief/IT Manager (one or several) will attend at least three team meetings in the roles of future, current, or past Editor-in-Chief in a series, in order to ensure proper coordination within the same series and within the JACoW Collaboration.
2. The data supplied and collected with the SPMS system will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (conference and non-conference announcements, or mails to the whole repository are strictly forbidden).
3. The e-mail utility may be used normally only once to announce the conference to those profile/account owners contained in the relative mailing lists, and once following the conference to announce the publication of the proceedings at the JACoW site.
4. The data will not be provided to any external body for any purpose.
5. Following the publication of the conference proceedings and repatriation of the data to the central repository, the link to the central repository will be cut and there will be no further maintenance of the system by central support.
6. The email utility will not be used after the publication of the conference proceedings.
7. The profiles and account information generated by the conference will be of the same quality as the data already in the repository (no dummy emails, etc.).
8. Software installed using JACoW licenses will be un-installed immediately after the conference.