From tulika at hep.wisc.edu  Wed Apr 26 23:00:57 2023
From: tulika at hep.wisc.edu (Tulika Bose)
Date: Wed, 26 Apr 2023 23:00:57 -0500
Subject: [tac-hep-faculty] Discussion with Jeremy Love
Message-ID: <62a902ed-f2aa-974b-3c75-fdb9bddec807@hep.wisc.edu>

Dear all,

Jeremy Love reached out to me for a meeting to talk about TAC-HEP. He 
mentioned that he really liked our detailed progress report and very 
much appreciated our efforts to recruit students midway through the 
academic year. That said, he informed me that due to a mis-understanding 
at his end, he would get less money than he expected for Year 2. And 
hence he would give us 1 student less worth of funds i.e. reduce our 
overall budget by ~55K for Year 2. Given the balance that we have (and 
he noted one student less at Princeton), he was hoping that we would 
manage. If not, then he would try to figure something out.

Given our current situation, I could not disagree i.e. we can manage in 
Year 2 given our leftover funds. I did tell him that we were actively 
recruiting and hence would request the originally allocated funds in 
Year 3. He agreed.

I then brought up a few other things:

1) Travel: we have limited funds for travel, especially for 
non-students. He mentioned that we could apply for conference support 
($5-10K level) if needed and he would support it. He then sent me 
information about it that I will forward next.

2) He encouraged our students to apply for the SCGSR program and 
mentioned that it could be used to stretch out support for the student 
e.g. 1 year of TAC-HEP, 1 year of SCGSR and 1 year of TAC-HEP. 
Specifically, the student does not need to be part of TAC-HEP for two 
consecutive years. In particular, it appears that there is an 
eligibility condition associated with SCGSR 
(https://science.osti.gov/wdts/scgsr/Eligibility) that we should pay 
attention to: if a student has worked at a DOE lab (i.e. based there) 
for more than 3 months, they are not eligible for SCGSR!

3) I brought up my concern with the requirement of US citizenship/LPR 
status for our traineeship program. He appreciates this and in fact 
mentioned that the accelerator traineeship program had also raised this 
issue. He said that he would follow up regarding it (but I wouldn't hold 
my breath for any changes). He did mention that many of these rules were 
set up during the previous? administration and? until somebody changes 
them, they stay in effect. I told him that the RENEW program (also DOE) 
does not have this requirement. He was pleasantly surprised - this is 
likely the case cause it's a new initiative.

4) He again emphasized that he was really happy with what we have 
achieved so far and was also happy to hear that we were talking with the 
other traineeship programs.

5) Jeremy said that he would at some point also follow up with the lab 
people to hear about their experience.

Given (5), I think it's important that we work on our lab connections 
and perhaps try and get as many of them as possible to our summer program.

Best,

Tulika




From tulika at hep.wisc.edu  Wed Apr 26 23:01:35 2023
From: tulika at hep.wisc.edu (Tulika Bose)
Date: Wed, 26 Apr 2023 23:01:35 -0500
Subject: [tac-hep-faculty] Fwd: DOE Conference Support Guidelines
In-Reply-To: <MN2PR09MB5692207B5C89D93ED811062DAC679@MN2PR09MB5692.namprd09.prod.outlook.com>
References: <MN2PR09MB5692207B5C89D93ED811062DAC679@MN2PR09MB5692.namprd09.prod.outlook.com>
Message-ID: <594f4e03-be25-ebe4-3738-ce588a67b371@hep.wisc.edu>

-------- Forwarded Message --------
Subject: 	DOE Conference Support Guidelines
Date: 	Mon, 24 Apr 2023 21:37:02 +0000
From: 	Love, Jeremy <Jeremy.Love at science.doe.gov>
To: 	Tulika Bose <tulika at hep.wisc.edu>



Hi Tulika,

 ?? As we discussed here are the guidelines for requests for conference 
support:

https://science.osti.gov/hep/Funding-Opportunities/Review-Policy-Proposal-Guidelines-Reporting-Requirements??(see 
?Conference proposal guidelines? on this page).

The labs or grantees should avoid requesting any overheads for such 
conference-related support.

During the COVID-19 pandemic, we requested that any proposal include 
information on how the conference organizers will take safety measures 
during COVID as well as options for remote participation.

In addition, SC recently rolled out new guidelines for conference 
proposals: 
https://science.osti.gov/grants/Applicant-and-Awardee-Resources/Conference-Proposals. 
In particular, a code of conduct statement is needed in any proposal as 
well as a recruitment and accessibility plan.

Please let me know if you have any questions.

Best,
-Jeremy

--

Jeremy Love, PhD (He/Him)
Computational HEP & AI/ML

Program Manager

Research & Technology Division

Office of High Energy Physics

US Department of Energy

mailto:Jeremy.Love at science.doe.gov <mailto:Jeremy.Love at science.doe.gov>
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From tulika at hep.wisc.edu  Thu Apr 27 12:03:24 2023
From: tulika at hep.wisc.edu (Tulika Bose)
Date: Thu, 27 Apr 2023 12:03:24 -0500
Subject: [tac-hep-faculty] Fwd: [EXTERNAL] Re: DOE Conference Support
 Guidelines
In-Reply-To: <MN2PR09MB5692503043EB1C156753619AAC6A9@MN2PR09MB5692.namprd09.prod.outlook.com>
References: <MN2PR09MB5692503043EB1C156753619AAC6A9@MN2PR09MB5692.namprd09.prod.outlook.com>
Message-ID: <a5c8412f-65b4-7880-34a0-5743959b92e9@hep.wisc.edu>

Hi all,

Jeremy clarifies about the support of lab mentor travel. We cannot do it 
via this conference program. So, yes, we will need to figure out 
alternate ways of supporting their travel. Including support from the 
labs themselves.

Best,

Tulika



-------- Forwarded Message --------
Subject: 	RE: [EXTERNAL] Re: DOE Conference Support Guidelines
Date: 	Thu, 27 Apr 2023 16:58:03 +0000
From: 	Love, Jeremy <Jeremy.Love at science.doe.gov>
To: 	Tulika Bose <tulika at hep.wisc.edu>



Hi Tulika,

 ?? The general guidance is for technical workshops and conferences and 
may not be strictly relevant for this traineeship event.? Better 
examples could be the US Particle Accelerator School (USPAS) and 
Excellence in Detectors and Instrumentation Technologies (EDIT), but 
those are organized and run by labs. ?I will need to look into how those 
programs are supported.? Arranging something for the future that mimics 
one of them may be worth considering, but they are quite formal.

 ? I believe in general support for lab staff to travel is not provided. 
If the proposal is submitted by a university, it must follow the 
standard grant review and award process which does take months.

Best,
-Jeremy

*From:*Tulika Bose <tulika at hep.wisc.edu>
*Sent:* Thursday, April 27, 2023 11:24 AM
*To:* Love, Jeremy <Jeremy.Love at science.doe.gov>
*Subject:* [EXTERNAL] Re: DOE Conference Support Guidelines

Hi Jeremy,

Thanks again for this. As you know, we are interested in figuring out 
travel funding of lab personnel (mentors of our TAC-HEP students) for 
attending our summer program (1-week session where all students get 
together in one place). I had hoped that we could use the conference 
proposal to make a case. However, when I look at the guidelines at the 
link below, I see:

  * Travel support should be limited to students who have no other
    source of funding.

Can we still make the case for supporting travel of lab personnel ?

Also, the guidelines suggesting doing this 6 month prior to the 
conference/workshop. We are planning ours towards the end of July, is it 
too late for that ? Or should we try anyway ?

Thanks and best regards,

Tulika

On 4/24/23 4:37 PM, Love, Jeremy wrote:

    Hi Tulika,

     ?? As we discussed here are the guidelines for requests for
    conference support:

    https://science.osti.gov/hep/Funding-Opportunities/Review-Policy-Proposal-Guidelines-Reporting-Requirements
    <https://science.osti.gov/hep/Funding-Opportunities/Review-Policy-Proposal-Guidelines-Reporting-Requirements>??(see
    ?Conference proposal guidelines? on this page).

    The labs or grantees should avoid requesting any overheads for such
    conference-related support.

    During the COVID-19 pandemic, we requested that any proposal include
    information on how the conference organizers will take safety
    measures during COVID as well as options for remote participation.

    In addition, SC recently rolled out new guidelines for conference
    proposals:
    https://science.osti.gov/grants/Applicant-and-Awardee-Resources/Conference-Proposals
    <https://science.osti.gov/grants/Applicant-and-Awardee-Resources/Conference-Proposals>.?
    In particular, a code of conduct statement is needed in any proposal
    as well as a recruitment and accessibility plan.

    Please let me know if you have any questions.

    Best,
    -Jeremy

    --

    Jeremy Love, PhD (He/Him)
    Computational HEP & AI/ML

    Program Manager

    Research & Technology Division

    Office of High Energy Physics

    US Department of Energy

    mailto:Jeremy.Love at science.doe.gov <mailto:Jeremy.Love at science.doe.gov>

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