Hall B - Jefferson Lab

Today is

Friday, April 19, 2024

Current shift status

Time: 18:56 UTC
Expert: none
Worker: none
RC:
PDL:

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or by institute:
or by accelerator schedule:
Choose view: schedule statistics PDLs RCs

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More resources

- Required training
- List of Institutional Contacts
- FAQ

Swap instructions: You are shown a table containing all the shifts currently assigned to you (or to your institution if you are a contact). Choose the ones you want to swap, then scroll down the page and select the period into which you would like to swap. Click 'Next' and you are presented with a list of options, given the constraints imposed by our swap rules (you can go back and change the target period if you wish). Select now the desired set and click 'Next'. You are asked to review and confirm the transaction. Click 'OK' and you are done - the new configuration will be shown on the screen.

Memberships: This person can not be deleted from this table because he/she is listed
as active in the HPS membership database.
If he/she is no longer with your group, please email Bryan McKinnon
with the date when the person left your group. Once that information is
entered in the membership DB, you will have the option to delete the
person from the shift list. Find more details in the FAQ.

Time share: This is the fraction of the year the person
contributes to your institute's service work.
If someone joins say in March, their time share
would be 75 %, if a person leaves in June they
contribute 50 % etc.

Percentage done: The percentage done acts as a multiplicative
factor, e.g 0.2 FTE with 50 % done is 0.1 FTE.
For example a paper review half done may be
listed either as 0.1 FTE 100 % or as 0.2 FTE
with 50 % done. What matters here is only the
claimed FTE, which in both cases is 0.1

FTE Guidelines
: 1 FTE = 10 months or 0.025 FTE is approximately one week
A paper review takes 2 - 4 weeks (i.e. 0.05 - 0.10 FTE)
Maintenance of a cluster used by/for collaboration for
a perios of less than 2-4 weeks counts as 0.05 - 0.10 FTE.

Service Work Guidelines
: Scientific publications are not considered service work
Supervision of students doing service work is not service work
Grant applications are not considered service work
HPS and HPS12 service work should be kept separated

HPS Online Interface
: HPS online interface designed and implemented
by Bryan McKinnon. For questions and/or
user support please email hpsshiftbot@jlab.org.

Reporting service work

Quick guidelines:

1 FTE = 10 months or 0.025 FTE is approximately one week.
The actual FTE is calculated by multiplying the FTE by the percentage done.
A paper review takes 2 - 4 weeks (i.e. 0.05 - 0.10 FTE).
Maintenance of a cluster used by/for collaboration < 2-4 weeks counts as 0.05 - 0.10 FTE
HPS and HPS12 service work should be kept separated

Not service work:

Membership Committee should not be added
Do not add paper reviews in the next year's estimate SoS
Scientific publications are not considered service work
Supervision of students doing service work is not service work
Grant applications are not considered service work

Read more at: http://www.jlab.org/Hall-B/secure/sos ...

Here's the actual function used:

function getManpower($iid){

   // Don't count exempt members (maternity leave, other medical conditions)
   $total = mysqlResult("SELECT COUNT(name) FROM smembers WHERE institute='$iid' AND expert>=0");
   $experts = mysqlResult("SELECT COUNT(name) FROM smembers WHERE institute='$iid' AND expert>0");
   $xratio = $experts/$total;

   // Compare with the actual HPS Membership DB numbers
   $today = date("Y-m-d");
   $mdb_tot = mysqlResult("SELECT COUNT(*) FROM Person, History, Institute WHERE"
              . " (History.start <= '$today' AND History.end >= '$today') AND (History.person = Person.id)"
              . " AND (History.classtatus = 'Term' OR History.classtatus = 'Full') AND"
              . " (Institute.id = Person.institute) AND (Institute.acronym = '$iid')", "membership");
   if($mdb_tot > 0 && $mdb_tot < $total){
     $total = $mdb_tot;
     $experts = floor($xratio*$total);
   }
   $workers = $total - $experts;

   return array($experts, $workers);
}

HPS - Shift Schedule - Log in - FAQ - Accelerator Operations Schedule

The HPS shifts procedural issues are now implemented in this user interface software, but a few frequently asked questions are answered below. Every page of this online interface contains detailed instructions and explanations, please read those attentively before asking for help.

Frequently Asked Questions

How do I login ?
What's my password ?
What to do if I don't know my password ?
What to do if my name is not listed ?
How do I find who my institutional contact is ?
How do I change my password ?
How can I change my email in the HPS shift interface?
Who creates the member lists ?
How are shift allocations calculated ?
Am I a shift expert ?
What are the requirements for shift takers ?
What is a shift swap ? What is a shift trade ?
How do I delete a shift taker from my institution's list ?
How do I sign up for shifts ?
Can I be excluded from shifts during the next cycle ?
How do I perform a shift swap ?
How do I trade a shift ?
Can I cancel a trade I proposed ?
Someone agreed to do my shifts, how do I reassign them ?

Answers

How do I login ?
After login, there is a differentiation depending on the user's responsibilities:
- General users will be able to sign up for shifts assigned to their institution, trade or swap their shifts or change their own passwords.
- The representative(s) of each HPS institution have more permissions than the regular members, as they can change passwords and assign, trade or swap shifts for anyone in their group. They can also edit the member lists.

What's my password ?
Each user has his/her own password for logging in to this interface, which bears no relationship to the Jlab CUE password. If you don't know yours, forgot it or never knew you have one, please read the next FAQ item. Passwords set via this interface are encrypted.

What to do if I don't know my password ?
If you try to log in with an incorrect password, you will be given the option to receive an email reminder. Try that first. If the received password does not work, then get in touch with your institute representative, who can reset it for you. If you are the institute representative and forgot your password, please contact hpsshiftbot to reset it for you.

What to do if my name is not listed ?
Get in touch with your institute representative, who should log in and add you to his/her members list.

How do I find who my institutional contact is ?
Click the link 'List of Institutional Contacts' in the left menu, or click here.

How do I change my password ?
Log in, then choose 'Change passwords' from the menu and follow the steps. The new password will be stored encrypted in the database.

How can I change my email in the HPS shift interface?
To change your subscribed email address in the HPS shift interface, ask your IR (institute representative) to update your entry in the shifts personnel tables using their "Manage Members" option.

Who creates the member lists ?
The institutional representative(s) must edit and keep up to date the list of members for their institution in the shift database. These lists should roughly correspond to the official HPS membership of that institution, with some possible exceptions (e.g. members listed as "No Shifts" status which should be approved by the Executive Committee). For specific HPS membership issues, one must contact the HPS Executive Committee.

How are shift allocations calculated ?
Shift allocations are calculated proportional to the number of active HPS members (i.e. shift taking members of the institute at that particular date). However, one is then free to distribute these shifts among all the members registered for shifts, i.e. the allocation of shifts to individuals is the responsibility of the institute and not the interface. Individuals are only considered as a number count for the calculation and no "personal" contribution is considered (although a record is kept for future statistics).

Am I a shift expert ?
The shift database flags members who are certified as shift experts. The initial list of experts was compiled by the HPS EC based on experience and will be updated as and when required. If you feel that you are an expert but are in the database as a novice, contact your institute representative, who can contact the HPS EC for clarification and consideration. Institute representatives should not change a members qualification without approval.

What are the requirements for shift takers ?
All shift takers should meet the standard Hall B Requirements for Shift Personnel and it is recommended to observe a (partial) shift to become familiar with procedures before manning your own shifts.

What is a shift swap ? What is a shift trade ?
A swap is an exchange initiated and finalized unilaterally by a person. A trade is an exchange initiated by one person and finalized with the agreement of a second party. Swaps are done during designated periods, and are meant to ease the travel load on the Foreign and Domestic institutions. Trades can be done at any time, and are based solely on mutual agreement between the persons or institutions involved. Note: If the shifts in discussion were assigned to you by your institutional representative, you may want to consult with him/her before swapping or trading them.

How do I delete a shift taker from my institution's list ?
If you are an institute representative, you can delete names from your shift taker's list, once the corresponding person no longer shows as an active member of your institution (in the membership database) with the approval of the HPS EC.

How do I sign up for shifts ?
You don't have to select a date range. Just log in, then choose 'Sign up for shifts' from the menu. You will be presented with a list of future shifts assigned to your institute. Follow the steps.

Can I be excluded from shifts during the next cycle ?
Your institutional representative is required to present the case and to negotiate with the HPS EC for approval to mark your expertise level as 'No shifts'.

How do I perform a shift swap ?
You don't have to select a date range. Just log in, then choose 'Swap shifts' from the menu and follow the steps. You can then choose one of these courses of action:

Institutional contacts swap shifts first, then assign names or ask members to sign up, or
Institutional contacts assign names and leave it to the members to swap their own shifts, or
Members sign up and then swap their own shifts

To see the current shift swap periods, hover with your mouse over the FAQ link in the green menu bar at the top of this page.

How do I trade a shift ?
Log in, then choose 'Trade shifts' from the menu and follow the steps. An email will be automatically sent to the other party, who will have to either accept or reject the trade. You will be notified by email when the transaction is finalized. You can send multiple trade offers for a given set of your shifts, and the trade will belong to the first person who accepts it.
If you get an email announcing you of a trade offer, follow the instructions contained therein to finalize or refuse the trade - or else you will receive daily reminders until the trade expires (after 15 days). Do not worry, in case you reject a trade, a polite email will be sent to the initiator. An email will also be automatically sent out to both parties when the transaction is finalized.

Can I cancel a trade I proposed ?
Yes. Log in, then choose 'Trade shifts' from the menu and at the top of the page there will be a list of pending trades you have proposed. You can choose to keep or delete any of them. Select the ones you wish to delete and click 'Refresh'. Then continue with a new trade or simply log out. Note that by default trades expire automatically after 15 days.

Someone agreed to do my shifts, how do I reassign them ?
Let's say you are from institute A. If someone from institute B agrees to do your shifts - perhaps because you asked for a favour - they can be assigned without intervention from the Schedule Admin, but based solely on a tacit agreement between the involved parties (A and B). To do it, the institutional administrator of A has to log in and follow these steps precisely:

Add the name of the person from B to A's shift takers list as "First Last (for A)", for example: "John Smith (for some institute)"
Then insert a short explanation in the 'remarks' field.
Assign the new name to the desired A shifts
Remove the new name from A's shift takers list

This way the exchange is traceable and the parties involved are automatically notified. Please use this feature responsibly. This is not a trade, since you don't exchange shifts, but simply sign up someone else to do your shifts.

Adapted and Maintained by B. McKinnon. Written by D. Protopopescu. Send any queries or bug reports to hpsshiftbot