DPF Operating Procedures
Procedures involving these procedures
Review
The chair line will review these procedures by January 30th of each calendar year.
Change
The operating procedures may be changed by a majority vote of the executive committee. Nothing in the Unit Operating Procedures supersedes the unit bylaws, which are approved by the APS Council of Representatives and ratified by a vote of the DPF membership. At least 50% of the executive committee must vote to change these procedures. The vote may be taken by poll and need not occur during a meeting.
Officials
Duties of officers
In addition to duties described in the bylaws, the chair line members shall have the additional responsibilities:
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Past Chair: shall run the Fellowship committee and be on the usparticlephysics.org committee
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Chair: shall fill prize committees, update the github repository that documents who has served on what committee, shall work with the members of any federal committee in our field to provide opportunities for community input, and shall maintain the spreadsheet with experiment and subfield contacts.
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Chair-Elect shall run and organize the community meetings and chair the travel grants/child care committee
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Vice Chair: shall run the program committee for the APS and DPF meetings
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Treasurer: is responsible for making sure usparticlephysics.org is re-registered every 3 years.
In addition, they should try to attend the APS leadership meeting, usually in January. In the past they funded travel for 3 attendees.
In addition to the duties described in the bylaws and specified by APS rules, the secretary/treasurer shall give some steering to the nomination committee.
Currently the Division councillor only has the duties prescribed in the by laws and by APS rules.
Composition of the executive committee
In addition to the membership prescribed in the bylaws, up to two temporary members can be added for a 1-year term by a majority vote of the executive committee.
Records, listservs, and history
The history, documents, and related materials shall be kept in a DPF shared drive maintained by the APS or in our github repository. All members of the executive committee shall have access to the drive. A listserve for the chair line and the executive committee is kept by APS; the secretary/treasurer shall update it at the start of each year. The drive will also contain a list of contact people to be used when soliciting nominations and for community surveys, maintained by the chair. The list shall be refreshed at least once per year through a solicitation to the list. The DPF shall also maintain a Slack workspace l that can be used for communication with the community. Currently, members are added by sending an email to Bob Bernstein.
Committee Memberships
Membership for DPF subcommittees is chosen by the chair. The chair shall make a widespread call for nominations. The chair shall present the nominations and a ranked list of proposed selections at an executive committee meeting. Records of subcommittee service are kept in a github account currently at https://github.com/orgs/DivisionOfParticlesAndFields/repositories. Records on executive committee membership are also kept there. The chair is responsible for updating this record.
Fellowship committee
The Fellowship Committee shall consist of the Past Chair, the Vice Chair, the Chair-Elect, the Division Councilor, and at least four other members who are not members of the Executive Committee, appointed by the Chair. The Chair of the Fellowship Committee, at their discretion, can make a special appointment for individual cases. The Past Chair shall serve as Chair of the Fellowship Committee. The Fellowship Committee shall promote the nomination of candidates for Fellowship, shall review the qualifications of such candidates, and shall report its recommendations to the Executive Committee for approval before submission is made to the APS Honors Program Manager. The procedures for the Fellowship committee will be consistent with APS rules for honors committees with regard to COIs.
Nominating committee
The Nominating Committee shall consist of five members appointed by the Chair to staggered two-year terms, the Early Career member of the Executive Committee in their second year, and one member appointed by the APS for a one-year term. The Chair shall ascertain through the APS Corporate Secretary the identity of this member no later than 1 March each year. Other than the Early Career Member, no member of the Executive Committee shall serve on the Nominating Committee.
Note: the 5 members include the chair and vice-chair lines. Every year, the chair needs to remind the vice-chair that they are becoming chair, identify an incoming vice-chair and appoint either 1 or 2 new members to complete the 5 two-year terms. Note: the five members include the chair and vice-chair lines. The vice-chair becomes the chair. The DPF chair should confirm with the continuing members that they are able to continue. In the past, the chair has provided the APS with 3 potential people to fill the APS nominated slot.
Travel grants and child care committee:
Travel grants and child care awards totaling $20K for the APS conference and $20K for the DPF conference shall be awarded. The chair-elect and a member of the executive committee will select the recipients.
Program committee
The Program Committee shall consist of a representative cross-section of the DPF membership, covering the subfields of the DPF. The Committee shall be chaired by the DPF Vice Chair in a cycle that begins shortly after the APS Global Summit and ends with the following year’s Summit, at which time the DPF Vice Chair whose term began in January becomes the DPF Program Committee Chair for the next year. The Program Committee shall be appointed by the Vice Chair in consultation with the DPF Executive Committee. At least two members of the Committee shall be early career members of the DPF, one of whom shall be a graduate student. Committee members shall serve for three years, and one-third of the membership shall rotate out each year. The Program Committee shall have the responsibility of organizing contributed papers of the APS Global Summit within the areas of interest of the Division, as well as arranging, in coordination with the APS Director of Meetings or assigned designate, symposia and sessions of invited papers sponsored (or co-sponsored) by the Division. For the biannual meetings of the Division, the Program Committee shall work with the local organizing committee in the solicitation and selection of invited and review papers.
CPAD
The Coordinating Panel for Advanced Detectors (CPAD) shall consist of a Chair, as well as a Vice Chair and ten members appointed by the DPF Chair-Elect, with input from the incoming CPAD Chair, following a call for nominations and approval by the DPF Executive Committee prior to appointment by the Chair-Elect. Panel members shall serve staggered, two-year terms but should not serve more than two consecutive terms. The newly appointed member of the CPAD chair-line shall serve first as Vice Chair, succeeding to the Chair position in the second year and serving for one year. The outgoing Chair can be reappointed to serve as Vice Chair (and subsequently Chair) or as a regular member for a second consecutive two-year period.
CPAD shall have the responsibility to promote excellence in the research and development of instrumentation and detectors to support the national program of particle physics in a global context through the organization of the annual topical meeting on detector research and development; the nomination and selection of the annual DPF Instrumentation Awards and the Graduate Instrumentation Research Award; the stewardship of the CPAD R&D Collaborations; the promotion of educational programs to further the understanding of detectors and their instrumentation; the organization of multidisciplinary workshops; and the development of new activities consistent with its mission.
CPSC
The Coordinating Panel for Software and Computing (CPSC) shall consist of 15 Panel members proposed by an ad hoc selection committee of six members chosen from the DPF EC and current CPSC membership after an open call for nominations to the broad S&C (Software and Computing) community. Self-nominations are encouraged. The ad hoc group will certify the eligibility, interest, and capability of the nominated candidates to serve and will propose the list of Panel members to the DPF Executive Committee for its concurrence. Terms will be for three years and will be implemented with a one-year stagger so that five new members will be selected each year (except in the first year, when 15 new members will be chosen and the stagger will be implemented by lottery). Panel members shall not serve more than two consecutive terms and are eligible for re-selection after a three-year break. Starting in the first year, the election committee will select a chairperson to serve for three years. A chairperson can serve only one term, at which time the ad hoc selection committee will select a chairperson to serve for the next three years. The chairperson will propose one member to serve as their deputy to substitute for them if they become unavailable and to assist them in tasks they may choose to delegate.
The CPSC shall promote, coordinate, and assist the HEP community on S&C, working with scientific collaborations, grassroots organizations, institutes and centers, community leaders, and funding agencies on the evolving S&C needs of experimental, observational, and theoretical aspects of the HEP programs. The scope should include research, development, maintenance, and user support. The CPSC shall promote excellence and sustainability in computing and software to support the national particle physics program in a global context and promote communication among the many stakeholders in HEP and related disciplines: industry, academia, funding agencies, projects, and experiments. Methods for achieving these goals include the organization of the annual topical meeting on software and computing; establishing awards and supervising the nomination and selection of the annual award winners; the establishment of technical working groups to study and make recommendations on directions and solutions to S&C problems; the promotion of educational programs to further the understanding of S&C and for development of the next generation of experts; the organization of multidisciplinary workshops; the nomination and selection for an annual DPF Software & Computing Rising Star(s) Award; and the development of any other new activities consistent with its mission.
US Particle Physics dot Org
DPF has commissioned Sandbox Studios to maintain usparticlephysics.org.and form a USparticlephysics.org management panel charged by the DPF Executive Committee to oversee the operation and content of the site. Membership of the management panel should be refreshed each year, but ideally would include members of DOE advisory panels or subpanels, representatives of USLUA, SLUO, the Fermilab Executive Committee, and DPF, with ex officio representation from DOE.
We pay for the domain registration. The treasurer needs to ensure it doesn’t expire so it won’t be grabbed by gambling sites. The current license expires on 2027-05-28. Its name servers are etta.ns.cloudflare.com henry.ns.cloudflare.com
Meetings
Executive committee meetings
The Chair calls Executive Committee meetings. There should typically be one meeting per month, and at least one every three months. The entire committee will contribute to the minutes in real time through a Google Doc maintained on the DPF shared drive.
APS Annual Meeting “Regular Meeting” at the GPS Summit
The executive committee, working with the chair-elect and the program committee, will strive to provide opportunities for community interaction and encourage a strong program of presentations.
Business meeting
Each year, the Executive Committee shall schedule a Business Session during the Regular Meeting. The Business Session shall be devoted exclusively to reports from officers and committees, election results, and the transaction of Division business. No scientific program of the Division shall be presented simultaneously with the Business Session. Actions shall be approved by a majority vote of the Division members present at the Business Session. At least sixty days before any general meeting of the Division, the Secretary/Treasurer shall notify the Division membership of the meeting date.
DPF conference
A DPF-wide conference shall be held approximately every eighteen months. A call for proposals to host the next conference shall be issued within three months after the conclusion of the current conference. The plenary program shall be determined by the Program Committee. A Local Organizing Committee shall be established to manage local arrangements.
Community meetings
In consultation with members of federally appointed panels relevant to our field, the chair shall organize 1 or 2 community meetings per year. These meetings shall include reports from the funding agencies. A widespread call should be made for additional agenda topics to be presented at the meeting. The chair should consult, as appropriate, with related communities such as DNP and DPB .
Newsletters
The Secretary/Treasurer is responsible for the compilation of the monthly DPF newsletter. Typically contributions are accepted by the 10th of each month, with the target date of submission to APS for distribution being the 15th of the month. Inclusion of items for the newsletter are generally at the discretion of the Secretary/Treasurer but are expected to be of general interest to the community.
Obituaries
Obituaries may be included in the newsletter provided that (a) the deceased was a member of DPF and (b) a request is made to DPF for inclusion. If both conditions are satisfied, APS procedures shall be followed; specifically, the Executive Committee shall be consulted and consent shall be obtained from the family. Generally website links to “official” obituaries (provided by the family or the home institution) will be provided in the newsletter, rather than new text.