Instructions and information


 

Convener rotation

This page collects the steps needed when a new convener is on board

Mailing lists

Some tips about handling mailing lists:
  • One can configure a mailing list by logging into the administrative page with the passcode. Do not need to be an administrator.
  • Mailing list administrators will receive email notifications on new subscription requests, and can approve them as appropriate
    • PWG conveners are administrators of PWG mailing lists
    • One can add or remove administrators on the administrative page
  • How to configure a new mailing list? (check an existing list: https://lists.bnl.gov/mailman/admin/star-talks-l)
    • General Options
      • Replace the From: ... domain's DMARC or similar policies. -> select "Munge From"
      • Should any existing Reply-To: header found in the original message be stripped? -> select "Yes"
      • Where are replies to list messages directed? -> select "This list"
      • Maximum length in kilobytes (KB) of a message body -> set to "0"
    • Archive Options
      • Archive messages -> Yes
      • Is archive file source for public or private archival? -> private
      • How often should a new archive volume be started? -> Monthly
    • Privacy Options
      • What steps are required for subscription? -> select "Require approval" or "Confirm and approve"
  • Subscription: Membership Management -> Mass Subscription
  • Unsubscription: Membership Management -> Mass Removal

Paper publication process

Paper publication process (All email templates can be found here. Feel free to modify.)
  • PAs make a paper proposal to the PWG
  • PWGC preview
    • Conveners make a request to schedule the preview
    • Confirm the date with PAs and conveners
    • Send the preview announcement email to all PAs, not just PA rep, and conveners (see email template)
    • Take note during preview, and send it to PWG, starpapers and star-phys mailing lists
  • PWG review
    • PAs address preview comments, and send updated paper draft and analysis note to PWG for review. They should stay in the PWG for at least two weeks
    • Conveners should send in their comments within two weeks
  • GPC formation
    • Conveners make a request to form the GPC
    • Send the email to all PAs and conveners providing guidance, and asking for basic information about the paper as well as suggestions about GPC members (see email template)
      • Less than half of the time PAs recommend GPC members
    • Announce the intention to form a GPC to the star-pwgc mailing list (see email template)
    • Come up with a list of candidate GPC members and send to the management team for comments
    • Once the list of GPC members are agreed upon, send invitation emails to them. Usually they say yes.
    • Meanwhile, check the codes provided by PAs, and make sure they follow the guidances. Once PAs address all the comments, create a directory on CVS ($CVSROOT/offline/paper/PSNxxxx) where "xxxx" is the analysis note ID. Then ask PAs to commit codes to CVS.
      • If PA has trouble committing codes to CVS due to disk space hitting the limit, do the following: 
        • spot older / done papers
        • move them under a sub-volume like this: mv psn0734 .op05/
        • ln -s  .op05/psn0734 .
        • This essentially releases space from the base volume. .op05/ still has space and you have .op06/ and .op07/ unused (just fill the lower number sub-volume to the max and go to the next one when filed).
      • If the above does not solve the issue, contact Jerome
    • Subscribe all PAs and all GPC members to the dedicated mailing list (star-gpc-XXX-l), where XXX is the assigned GPC number
      • Need to request new mailing lists from BNL IDT regularly. I usually request 10 lists each time. Need to provide mailing list names to them.
      • Passwords to current PWG mailing lists can be found here
    • Send the GPC formation email to GPC members, all PAs, all conveners and spokespersons. (see email template)
    • Subscribe GPC chair to the editorial board mailing list (https://lists.bnl.gov/mailman/admin/star-editorialboard-l)
  • Collaboration review
    • GPC chair informs PAC that the paper is ready for collaboration review
    • Prepare author list and acknowledgement
    • Send instructions to GPC chair and PA representative for preparing necessary material (see email template)
      • Remind PAs to prepare tables for HEPData. They should pay attention to signifiant digits (guidance)
    • Come up with a list of institutional readers and send to management for discussion
    • Spokesperson will announce to starpapers that a paper enters the collaboration review, and contact council representatives of institutional readers to send in comments within two weeks.
      • During collaboration review, people can subscribe to dedicated GPC mailing list if they want to read through the discussions there. If this occurs, make sure to unsubscribe them after the collaboration review period ends. 
    • PAs address collaboration review comments, prepare responses, update documents (paper draft, analysis note and analysis codes if needed), and get them approved by GPC
  • Announce to RHIC
    • PAs send responses to collaboration review comments and updated documents to starpapers
    • If there are no followup comments after 1 week, ask spokesperson to announce the paper to RHIC (see email template)
      • If there are followup comments, make sure PAs address those comments before announcing the paper to RHIC
    • Send the list of items for PAs to follow up and confirm (see email template)
  • Submit to journal
    • One week after the paper is announced to RHIC, ask PAs to submit the paper to arXiv and journal. (see email template)
      • Make sure PAs send PAC the password on arXiv such that we can update the paper if needed in the future
    • Remind PAs to forward the confirmation email from journal to starpapers
    • Obtain the INSPIRE ID for the paper from the INSPIRE webpage (https://inspirehep.net/), and ask Frank to create an entry on HEPData for the paper, and assign GPC chair as the reviewer and PA representative as the uploader (see email template)
      • A paper usually appears on INSPIRE the next day it appears on arXiv.
    • Create an entry on Drupal, and upload paper figures. Find instructions on how to create the page below
  • Referee report
    • PAs should forward referee reports to starpapers
    • PAs work with the GPC to prepare responses to the report and update paper draft, analysis note, analysis codes if needed. All the material should be approved by GPC
    • PAs send responses to referee report and updated material to starpapers
    • If the referee comments are uncontroversial and minor, ask PAs to resubmit after 3 business days if there are no followup comments from the collaboration. Otherwise, ask them to resubmit after a week.
      • If there are followup comments from the collaboration, PAs should address them before submitting to the journal
  • Paper accepted
    • Prepare author list according to the PA and GPC members
    • Send the author list, along with other instructions, to PAs (see email template)
      • Ask PAs to make sure analysis note, analysis codes are up to date
    • Once PA prepares the paper draft with author list, ask spokesperson to send it to starpapers for review for 3 business days
      • Modify author list upon request
    • When PA forwards the proof reading, check author list and acknowledgement. PAs should check other aspects.
      • Author list: sometimes journal adds back country names
      • Acknowledgement: sometimes journal makes small modifications to the acknowledgement. Usually we should tell them not to do so as this is our official list. If their modifications make sense, discuss with spokespersons and Council chair to see if our official acknowledgement needs to be updated or not.
    • Update the paper figures on Drupal, if needed
  • Paper published
    • Remind PAs to upload the final version of the paper with author list to arXiv. They need to upload xml file to arXiv as well. 
    • Follow up with PA and GPC chair to upload, review and approve data tables on HEPData. Once done, ask Frank to release it to public. 
      • If any changes are needed for the HPData entry, ask Frank to reopen it. 
    • Once the entry is released, enter INSPIRE ID to Drupal page, and the link to HEPData will appear automatically.
  • More information can be found here: https://www.star.bnl.gov/central/collaboration/authors/
  • Host editorial board meeting 3-4 times a year: https://drupal.star.bnl.gov/STAR/pwg/common/editorial-board
  • For bookkeeping, update paper status table: https://drupal.star.bnl.gov/STAR/pwg/common/Physics-Analysis-Coordination/Accepted-papers

Create an entry on Drupal for each paper
  • Git repository for storing paper figures and author list: https://github.com/STAR-PAC/STAR-PhysicsDatabase
    • The sub-directory name for each paper is the same as the paper ID assigned on Drupal
  • For each submitted STAR paper, a record is created at https://drupal.star.bnl.gov/STAR/publications
    • Go to https://drupal.star.bnl.gov/STAR/publications
    • Click on “Submit”
    • Click on "SUBMIT PUBLICATION FORM”
    • Fill in all the available info, DON’T REMOVE Journal Volume - 1 and Journal Year - 1901
    • Click on “Save”. 
    • Approve the submission. A new entry should show up on https://drupal.star.bnl.gov/STAR/publications
    • Go to the local copy “STAR-PAC/STAR-PhysicsDatabase” on RCF cloned from Git
    • Create a directory “xxx” under "STAR-PAC/STAR-PhysicsDatabase” where "xxx" is the paper ID assigned on Drupal, and move paper figures (PDF format) there. When the author list is finalized, move it to the directory as well
      • png or eps format can be used as well
      • If eps format is used, run "../convertit.pl"
    • Commit the new directory to Git
    • Go to "/afs/rhic/star/doc_public/www/all/physicsdatabase/", which is also a clone of the Git repository 
    • Run "pull" to download the new directory "xxx"
    • Verify the figures are picked up by Drupal on https://drupal.star.bnl.gov/STAR/publications
  • Update the Drupal entry
    • When a paper is accepted by a journal 
    • When a paper is published by a journal
    • When the HPEData entry is made to public

GPC database

Prepare report for publication and citation statistics

This page details the instructions on preparing statistics for paper publication and citations. An example report can be found here: EXAMPLE

Github repository: 
https://github.com/STAR-PAC/GPCs

PAPER STATUS
PAPER CITATION
  • Go to "Citation" directory in the Git repository
  • Copy the latest "STAR_pub_YEAR_MON.txt" file, and create a new one with the appropriate date
    • Update the new text file as appropriate for bookkeeping
  • Go to: https://inspirehep.net/
  • Put in the search phrase as in the text file
    • If there are papers published in a new journal, add the new journal to the search phrase and make sure those papers are picked up correctly
  • Turn on “Cite Summary”
  • Click on "Exclude RPP"
  • Take a screen shot of the webpage, save it to the "Citation" directory with the name "CitationSummary_YEAR_MON.png"
  • Open Citation/citationvsyear.xlsx, add a new row with the date and the average citation, and update the plot, save the plot as a png file with the name "CitationChart_YEAR_MON.png"
  • Commit changes to Github
TIME SPENT
  • cd STAR-PAC/GPCs/GPCdist/
  • make a new directory 20XX_YYY by coping from the latest directory 
  • cd 20XX_YYY
  • rename STARpapersXXYYZZ.xlsx using appropriate date
  • copy to Sheet1 of STARpapersXXYYZZ.xlsx from the content on https://www.star.bnl.gov/protected/common/GPCs/gpc-committees.xml  
  • copy column “Date GPC Formed Date to Collaboration Date Submitted for publication Date Published (Accepted)” from Sheet4 to Sheet5
  • try to fix issues (unrecognizable input) on Sheet5
  • copy the content from Sheet5 to STARpapersXXYYZZ.txt, remove entries that are negative or 0
  • copy STARpapersXXYYZZ.txt to TimeInAll.txt, 
  • update plotStat.C as appropriate for “NGPC”, “NColl”, “NReview”, “NY”, “nx”
  • root.exe -x -b -q plotStat.C’(“GPC”)’
  • root.exe -x -b -q plotStat.C’(“Coll”)’
  • root.exe -x -b -q plotStat.C’(“Review”)’
  • Note: take a look at the files in the directory 2023_Feb to see how this works. Feel free to improve the process.


Protected area

 ************************************************************
1. How to create a directory under PWG area?
a. AFS: 
/afs/rhic.bnl.gov/star/doc_protected/www/heavy/
Typical recipe for creating such directories for user $X (user's rcf account name): 
mkdir $X 
fs sa $X $X rlidwk

b. PDSF: /global/project/projectdirs/star/pwg/starhf
The directories are write protected to the 'starhf' group.  A user needs to be in that unix group, and then can create a directory himself.

2. How to grant permission to new conveners for PWG area?
i) Check the list of users who current have administrative permission: 
fs la /afs/rhic.bnl.gov/star/doc_protected/www/heavy/

ii) Current administrators can grant permission using:
%find . -type d -exec fs sa {} $UserID rlidwka \;

iii) Remove permissions for outgoing conveners: 

% find . -type d -exec fs sa {} $UserId none \;

but remember they usually have a sub-dictreory created with their name
so you need to also re-add afterward

%  find $UserId/ -type d -exec fs sa {} $UserId rlidwka \;

[note that in this case, the is no "a"]