1. HPS EC Report John Jaros HPS Collaboration Meeting at JLAB June 18, 2014

2. Outline I.EC Activities since SLAC Collaboration Meeting II.HPS Authorship Policy III.Proposed HPS Shift Policy IV.Election of New Member V.Election of New PPC and EC Members

3. HPS Executive Committee Present Membership Tim Nelson, F-X Girod, Takashi Maruyama, Raphael Dupre + Spokespeople https://confluence.slac.stanford.edu/display/hpsg/HPS+Executive+Committee

4. EC Business since SLAC Meeting Finalized HPS thesis policy With Project Manager, reviewed responses to recommendations made in the subsystem reviews. PM followed up on outstanding recommendations with project leaders. Devised author list for the HPS Test Run Paper. This list has been published to all HPS; no changes were requested. Considered approved. HPS Authorship Policy proposed. Needs HPS Collaboration approval. HPS Shift Policy proposed. Also needs approval. Approved candidates for PPC and EC and membership elections.

5. HPS Thesis Policy 1. An HPS thesis should present the details of a new intellectual contribution to HPS science to which the student has made major contributions. 2.Ideally, students will present original analyses in their theses. However, several students may use the same HPS data set and may write on the same topic if each of them has made significant contributions to the HPS analysis of that topic. 3.A thesis ideally concentrates on particle physics/nuclear physics results from HPS, but may also describe hardware and technical developments in the experiment. 4.Advisors and students are required to submit proposals for future thesis work to the EC for approval. If the proposal becomes unworkable because of extenuating circumstances, a revised proposal may be submitted. The EC will work with the advisor and student toward a mutually acceptable proposal. 5.Advisors and students are reminded of HPS Collaboration Policy for Presentations and Publications, which require pre-approval of all physics results by the collaboration before they are presented in a public forum or document. 6.A student who is defending a thesis is urged to invite HPS collaboration members to her/his Thesis Defense. 7.HPS’s primary goal as an experiment is to deliver its principal physics results in a timely way. Thesis students are expected to play as large a role in this as they can, but presentation of HPS results need not wait on the student’s timetable, nor must presentation of a student’s thesis wait on the relevant HPS results being made public (but see #5).

6. Authorship Policy needs Collaboration Approval The author list for HPS publications describing the full experiment and its physics results will consist of HPS collaboration members in good standing who have contributed in one or more of the following ways: (1) design, construction, and operation of the apparatus; (2) running shifts; (3) analyzing the data and publishing HPS physics results. Those collaboration members who are engineers, computer scientists, and technical personnel are not required to have run shifts or analyzed data, but are expected to have been available to support detector operations during commissioning and data taking. Those collaborators who are physicists are expected to have run shifts and ideally to have contributed in other ways as well.

7. HPS Shift Policy needs Collaboration Approval As specified in the HPS Bylaws, the HPS EC has the responsibility to propose a shift policy to the HPS Collaboration for approval. This document outlines the proposed PS shift policy.HPS shift policy. Many of these practices are adapted from the CLAS shift policy. 1. Physicists and students in HPS are responsible for taking shifts on HPS. All physicists on HPS should share in taking shifts. It is understood that practical matters may compromise this principle somewhat. 2. All shift takers must meet certain criteria itemized here. Prior to taking his or her first-ever scheduled shift, a person must be an observer on at least one shift in order to become familiar with procedures and (typically) to finish reading the required documents listed in the COO. In addition, anyone participating in shifts must have a level of safety and radiation training described in the "Conduct of Operations" (COO) document. It provides an authoritative discussion of shift operations, including the duties and responsibilities of the shift Expert and the shift Worker. 3. The overall running schedule and the periods requiring shift takers will be proposed by the HPS Technical Coordinator to the EC for approval. With this as input, Executive Committee will distribute shifts to each of the collaborating institutions, where the fraction of shifts assigned will be proportional to the number of collaboration members who reside at that institution, and the assignments will be randomized. Institutional representatives will distribute shifts among collaboration members at each institution. 4. As specified in the Conduct Of Operations (COO), the Run Coordinator (RC) and the Physics Division Liaison (PDL) share responsibility for staffing shifts during running.

8. Shift Policy (continued) 5.There are two types of shifts, “expert” and “worker”, which reflect only the number of shifts an individual has already run. Experts are those familiar with running shifts in Hall B and/or familiar with the HPS hardware. A shift taker becomes an “expert” after taking at least 8 worker shifts. Shifts are distributed in blocks of 4 for both experts and workers. The number of expert shift takers at a given institution is taken into account when the shift schedule is generated. 6.A “subsystem expert” for each of the following HPS subsystems must be in residence at JLAB to be on call during all scheduled shifts: beamline, SVT, ECAL, TDAQ, slow controls. It is the responsibility of the subsystem leader to assign these shifts and communicate the assignments to the EC. 7.The PDL has the authority to reject a person for a shift if he or she thinks that the person is unqualified. The relevant institution then has responsibility for finding a suitable replacement. 8.Once the initial shifts have been assigned to the institutions, shifts can be swapped between institutions by the institutional representatives. Foreign institutions have first priority in swapping shifts. After these swaps have been completed, the shift assignments are recorded and each institution is responsible for seeing that their assigned shifts are staffed. 9. Shift assignments will be made at least 3 months in advance, to facilitate collaborators making travel plans. 10. The RC and PDL will be in charge of cancelling shifts, if conditions merit, and notifying the Collaboration through a webpage and emails. Cancelled shifts still count.

9. Shift Policy (concluded) 11. Certain individuals get credit for taking shifts when they are performing ancillary duties. The RC and subsystem experts who are on call are credited for one shift for each day they have been assigned duty. 12. If unforeseen circumstances prevent a collaborator from taking an assigned shift, he/she should find a replacement and communicate this to the RC and PDL. If no one can be found, the latter are responsible for finding the replacement. Collaborators close to JLAB should form a local emergency shift pool that could be called on for such replacements. The institution manning the shift gets credit for doing so. 13. Expert shifts will begin at 8AM, 4PM, and 12AM. Worker shifts are slightly staggered to provide continuity across shift boundaries. They will be at 7AM, 3PM, and 11PM.

10. Real time Election Membership Michel Garcon (Y/N) HPS EC (vote for two) F-X Girod Matt Graham Takashi Maruyama HPS PPC (vote for four) Andrea Celentano Rouven Essig Matt Graham Michel Guidal Maurik Holtrop Larry Weinstein