New subject: HESS AP call Friday, April 27

4 May 2022

Dear all,
thanks to those who could be present and once more apologies for the short
notice to all the others.
the following is a combination of minutes and report on follow-up actions
from my side:
- thanks for the input to the 1st part of the collaboration meeting. We
again had a good set of interesting talks. Please let me know if there is
feedback from any of our working groups on the part1 of the meeting.
- please start planning ahead for the second part of the meeting,
encourage people to sign up for talks (same confluence page as for part
1). Please also discuss in your groups whether you would like to suggest
anything special as part of the Paris meeting in June.
- The 2021 ICRC confluence page
https://hess-confluence.desy.de/confluence/display/HESS/ICRC+2021
tables a 'List of submitted contributions' .
I colour-coded the 'Publication Status' column according to whether or not
the journal publication that was meant to be submitted shortly after the
conference has actually been submitted. Please check, edit if necessary
and make me aware about wrong colour-coding. Most importantly: Please
discuss with any team of your working group that is charge of one of the
red-coded projects what needs to be done to get the paper published soon.
Please also reflect about why we had been too optimistic in many cases
such that we can avoid such delays in the future.
- For the gamma2022 confluence page
https://hess-confluence.desy.de/confluence/display/HESS/Gamma+2022+and+summ…
I colour-coded WG responsibilities. Pls check for completeness and correct
attribution of WGs. The forum group will iterate with you on the steps in
managing the contributions after their meeting this Friday. Please
consider all abstracts from your group and assess the likelihood that a
submission-ready draft of the main journal publication exists at the time
of the meeting. You may want to go through the contributions and/or reply
the recording and/or talk to the project leaders. We may want to warn
anyone that is likely to fail at an early stage.
- As discussed in the EC we would like to focus access to HESS confluence
on active and associate members. Access by outgoing members will be
limited and/or disabled in a more rigorous manner than in the past. As a
result all
projects ('tasks') shall be managed by a current HESS member. We do not
plan to change the policy that outgoing members may continue working on
projects that had been involved in prior to their departure, but we want
all live projects to have an active member being responsible. Please
revisit the list of  ongoing projects in your group, check which ones are
managed by former members and consider candidates among current members
for taking responsibility. Projects that are dormant in not having an
active member that is participating should be identified as such and we
ought to discuss the fate case-by-case within the next few months. This is
not a very urgent matter, but we aim to be clear about the
responsibilities after the Paris meeting. Some WGs may want to revisit the
group status and the status of all
projects in an overview talk in Paris - possibly leading into a discussion
about new and dormant projects.
We plan for an AP meeting on Friday, May 20, 9:30. Please let me know if
this would not work out for you.
Best regards,
Stefan
---------------------------- Original Message ----------------------------
Subject: zoom details, brief HESS AP call Friday, April 29
From:    "Stefan Wagner" &lt;swagner(a)lsw.uni-heidelberg.de&gt;
Date:    Wed, April 27, 2022 20:33
To:      hess-ap(a)lsw.uni-heidelberg.de
--------------------------------------------------------------------------
Dear all,
for all, who can make it, connection details are given below.
I booked the mtg starting 9:00, but we will start 9:30 - and I will have
to leave @ 10:00
For all others - I will send around the procedures that we will iterate on
Friday after the meeting.
Best regards,
Stefan
---------------------------- Original Message ----------------------------
Subject: brief HESS AP call Friday on treatment of conference abstracts
From:    "Stefan Wagner" &lt;swagner(a)lsw.uni-heidelberg.de&gt;
Date:    Wed, April 27, 2022 14:58
To:      hess-ap(a)lsw.uni-heidelberg.de
--------------------------------------------------------------------------
Dear all,
it became apparent in the ongoing meeting that there was some uncertainty
among members about the procedures concerning the summer conferences. I
have not followed the discussions in all group meetings, but got the
impression that in  a few cases the suggestions for abstracts were not
scrutinized.
While it is too late to iterate the procedures for abstract submission of
gamma2022, we should briefly iterate the next steps asap to minimize
potential disappointments and support a maximum number of teams in their
plans.
For those of you who would have a chance to connect, we will have a BRIEF
(30') meeting on Friday, April 30 9:30. Zoom details will follow asap.
The main worry is recurrent:
Only half of the presentations given at the 2021 ICRC that were meant to
also be addressed in main journal publications led to journal publications
so far.
We clearly have been too optimistic about accepting claims of the presence
of submission-ready manuscripts.
We also learnt the hard way that this has negative effect on harvesting
returns for the work involved (ie HESS results being presented on the ICRC
being used in other publications without referencing HESS journal
publications).
We obviously have to change policies. We clearly do not want to stop the
enthusiasm of people to publish, but we ought to manage the resources. I
am worried that less than half of the abstracts envisioned for gamma2022
would have a submission-ready manuscript and would hence have to be
withdrawn if they were selected for a presentation. We should hence make
sure that we concentrate efforts on the ones that have the highest chances
to actually be allowed to be presented.
The other requirement - presenting preliminary results at most one time,
implies that we will not present anything that has already been shown
unless the corresponding paper has been submitted to a journal.
Best regards,
Stefan

minutes, brief HESS AP call Friday, April 29