Thursday, 9 am MT, 11 am ET, 02 February 2017

Logistics

Agenda

• 17B
  • Postmortem (All)
    • Font Size (Claire, Mark C., Dana)
    • Calibrators (Lorant, Mark C., Dana)
    • Resolve Tickets (Gareth, Dana)
    • SRP Distribution (Dana)
  • SRP Recruitment (Mark C.)
  • Release Proposals for Review (Dana, Mark C., Toney)
  • PST Review Items (Rick, Dana)
  • PHT Requirements (Gustaaf, Barry)
• AOB

Minutes

• 17B
  • Postmortem.
    • Some Issues.
      1. We received one duplicate proposal ID.
      2. Several users could not withdraw the proposal (missing icon) even though it was before the deadline.
      3. Over 100 Account tickets and about 30 PST tickets. Most of the Account tickets were related to institutions. There was some discussion of the various issues: do we care anymore about accuracy of institutions since they are no longer used in the review process, can we remove departments, do we care about duplicates, etc. DanaBalser will organize a separate meeting to discuss how to move forward.
      4. Some SO tools were not released properly (e.g., ECT). Procedures will be reviewed locally. There was some discussion about whether or not we should coordinate before we release the CfP. DanaBalser will organize a separate meeting to discuss how to move forward.
    • Font Size. ClaireChandler noted that it was not clear if the instructions for the scientific justification regarding font size limits included tables, figures, and references. We agree that we should keep it simple and that there should be one font size limit for everything. DanaBalser will rewrite the instructions and send it to TTA.
    • Calibrators. LorantSjouwerman noted that it was not clear if the instructions to list all sources in the PST included calibrators or not. We had some discussion about the relative merits. Adding calibrators can be work that is not really necessary at this stage, but in some cases (VLBA phase references, polarization calibration) it can be important to include them since it will effect scheduling. We agreed to alter the text such that all targets must be included and that calibrators can be included. DanaBalser will draft some text and send it to TTA.
    • Resolve Tickets. GarethHunt noted that we are now starting to include in our metrics the time to resolve tickets. The current procedure in the proposal department is to leave them open until the deadline passes. We had some discussion about how other departments are run. HeidiMedlin noted that they move open tickets to resolved which are then closed automatically in one month by default. BryanButler will send instructions from some of the SO departments. DanaBalser will then suggest a procedure for the proposal department.
    • SRP Distribution. We have 70+ proposals in the AGN SRP and the ETP SRP. After some discussion about how to mitigate the large numbers we agreed to add several reviewers to each panel and have the SRP chair divide the proposals amongst the reviewers to minimize the impact.
  • SRP Recruitment. MarkClaussen reported that we filled the last AGN vacancy.
  • Release Proposals for Review. The plan is to release proposals for review on Monday (6 February).