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@science.doe.gov To: Tulika Bose tulika@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@hep.wisc.edu *Sent:* Thursday, April 27, 2023 11:24 AM *To:* Love, Jeremy Jeremy.Love@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-Gu... 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-P... 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@science.doe.gov mailto:Jeremy.Love@science.doe.gov

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