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

May 2, 2018

Present: Ivan Andrian, Todd Satogata, Christine Petit-Jean-Genaz, David Button, Volker RW Schaa

1. Discussion of JBoDM#16 and informal JBoDM at JTM'17

There was a brief discussion of the informal JBoDM at JTM'17, Nov 27 2017 at 17:00 in Beijing. The majority of that meeting, and further discussions at this meeting, centered on the ongoing issue of JACoW sustainability and conference participation in Team Meetings. This is summarized in item 2 below.

The JTM2018 home page has been started

There was no motion to approve JBoDM#16 meeting minutes; that action was deferred to JBODM#18.

2. Discussion of JACoW Sustainability

Significant discussion centered around how we can increase participation in the JACoW TMs by smaller conferences. An example is Cyclotrons, where the semi-annual nature means that there is not too much overlap between outgoing and incoming conferences. Todd and Chris suggested that we track and review conference TM participation in a long-term table, identify conference membership risks, and "name and shame" those who are not following requirements.

Ivan suggested that we modify the Charter to make participation requirements more explicit. Chris suggested instead that we reinforce with regular communications to the conference and SPC chairs, and identified editors. "We should hound conferences diplomatically in the background."

Enacting sanctions is a tricky business, as some conferences do have difficulties. Editors have children or health challenges that sometimes preclude their participation in a single TM, and small conferences can have resource challenges. We of course must make some exceptions depending on details, but most conferences should be able to set aside at least partial TM funding.

We have not had an SPC/OC membership meeting in some time. Perhaps we should try to reinstate this at future IPACs, adjacent to the Stakeholder's Meeting, or be sure that SPC/OC members participate in the Stakeholder's Meeting in greater numbers. This may be a challenge with the current IPAC schedule that places two out of three of the next IPACs in the southern hemisphere. Lunch could be provided with RSVPs for head count so lunch budget is established.

We may also clearly document the typical expected travel requirements per conference (TMx3, IPAC, etc). Volker estimates these travel costs average out to about 3k€/year, or "a few trips"; some editors benefit from representing multiple conferences or workshops so there may be some reduction of costs this way.

Christine suggested giving additional publicity to sponsors (e.g. FNAL/KEK/CERN SPMS hosting, JLab/PSI upload server hosting), as they are good actors who are donating resources above and beyond the remainder of the community.

3. Repository Manager (Chris, Ivan)

Ivan approached Marina at ELETTRA regarding her possible involvement as the new JACoW repository manager. Marina is interested, but has a new boss and her new work may interfere with her long-term involvement.

Chris and Sue are presently acting as repository managers. Sue is due to retire in full soon; Chris is available to continue until a new repository manager is found, identified, and trained. Chris trained Sue in person during abstract submission for an earlier IPAC. Much of the detailed work of this specific role rests with them and does not appear to be documented. The work is also quite bursty, with long lulls between abstract submission deadlines for major conferences, so these are natural training opportunities.

Chris noted that the job is not always easy. There are many judgment calls and details to address such as Chinese swapping first/last names, whether to permit "III" or "Jr" suffixes in new affiliations. Chris's rule is that we include names but not titles in SPMS name fields.

Does the role of Repository Manager continue in this spirit as we merge with Indico? Indico has no such role as there is no such thing as the repository in Indico.

4. PAC'95 broken PDF links (Todd)

There are reports that PAC'97 and PAC'95 PDF links are broken. Todd will discuss with John Poole while both are at IPAC'18.

5. SCOPUS Ethics Statement (Volker)

Volker has reviewed many publication ethics statements from various publishers in the interest of satisfying the SCOPUS publication ethics requirement for indexing of JACoW conferences. He finds that most of them are clearly inappropriate for JACoW. There is some time pressure to address this item as there are repeated inquiries from Maxim Kuzin representing RUPAC on status.

Todd will inquire to Physical Review personnel (Debbie Brodbar and Brant Johnson at Physical Review, Frank Zimmermann and Jean Delayen at Physical Review: Accelerators and Beams) to see if they have any guidance or suggestions on paths forward.

6. Acrobat and PitStop Licenses (Volker)

Volker summarized current licensing situations for Acrobat and PitStop. The Acrobat DC interface is horrible, with no easy access to any of our most important functions. Acrobat 17 seems workable though we need a volunteer to test and document its use for future conferences.

The PitStop licensing scheme has changed. Previously we paid 1300€ for 49 licenses annually; these licenses never ran out of compliance. Now we can buy individual subscriptions of 125€/year/license; this is capped at 2500€ cost for 20-40 licenses (so there is no cost for licenses above 20 to 40). Buying 10 licenses at present will keep our cost constant at about 1300€/year.

Volker recommends buying 10 licenses (1300€) and adding more if needed. The bill is going through Volker and being sent to IPACs which pay it directly. Chris and Ivan suggest that we move funds through the EPS JACoW account in the future to make it clear that JACoW owns these licenses.

Volker will investigate to see whether PitStop will accept us as a non-profit or educational institution. Paying through EPS may resolve this automatically. Ivan noted that the Adobe Reseller JACoW used to buy Acrobat licenses accepted JACoW/EPS a non-profit and benefit from non-profit pricing.

7. AOB

Ivan noted that some DOI links are going to the (deprecated) jacow.de website. There is also some concern that in the future there may be a jacow.ru in Russia, jacow.jp in Japan and so on. We should keep JACoW DNS registrations for the official domain and avoid creating additional jacow domains. The jacow.org registration maintained at CERN through Ronnie, though this may be transferred to Ivan at Elettra at some point, and Ivan is listed as point of contact in the current jacow.org registration.

A Google search for jacow.com redirects to a Facebook page of an Indonesian Facebook user who apparently has jacow as part of his nickname. This does not appear to be an intentional infringement, but rather coincidental. The jacow.com DNS itself is parked by a DNS service and apparently not by this (or any other) individual.

LaTeX experts should investigate the IEEEtran style for bibtex since the standard style does not follow many of our citation formatting standards. It was not clear what the path forward on this item is or who would be assigned to follow up.