FRIB/NSCL Nuclear Theory Seminar

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information_for_chair [2025/02/17 14:34]
saenz created 		information_for_chair [2025/02/17 15:31] (current)
saenz
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 =======Information for Chair======= =======Information for Chair=======
  
-Seminar chair +**Seminar Organization** 
-  +  - **Scheduling:** 
-  - Prepare schedule calendar with blocked out dates (DNP, Thanksgiving, Maybe Spring Break) +    - Create a seminar schedule, considering academic calendar dates (excluding dates like DNP, holidays, important meetings, MSU holidays, and exam weeks). 
-  - Calendar is usually contained within beginning and end of classes, see [[https://reg.msu.edu/ROInfo/Calendar/academic.aspx|academic calendar]] +    - Seek faculty suggestions for speakers by mid/end of May, with responses due by the end of June. 
-  - Make budget request - Admins can help with this +    - Select about 7 speakers per semester. The Theory Seminar is held every other week. 
-  - Ask faculty suggestions for speakers +    - Prioritize VIP speakers (NSAC members, etc), allowing two or more weeks for their response. 
-    * around middle/end of May, response by end of June +    - You may wish to assign local hosts to each speaker. 
-    * Need 30ish speakers  +    - Coordinate seminar schedule with CENAM, Theory, WAMPS, NSS, PA Colloquium, etc. 
-  - Seminar committee meeting (in June) +    - Complete the Spring semester schedule by the end of September. 
-    * Select 10ish speakers to be invited in Fall +  - **Logistics and Administration:** 
-    * Assign local hosts +    - Request a budget from the administration. 
-    * Better to ask VIP speakers (NSAC people etc) first and wait for 2 weeks for their response     +    - Coordinate with administrators on the visit logistical matters (RPS, Trv, lodging, abstracts, announcements, refreshments, seminar room, etc). 
-    * Local hosts send informal invitation with two week deadline to respond and coordinates a date  +    - Maintain a regularly updated seminar schedule on the [[https://wikihost.frib.msu.edu/NuclearTheorySeminar/doku.php?id=public:current_schedule|Theory Seminar Wiki page]]. 
-    * Chair sends official invitation/confirmation once date is chosen +  - **Speaker Coordination:** 
-  - Admins should be aware of the link to the web and preliminary schedule +    - Send official invitations to confirmed speakers. 
-  - VIP speakers (NSAC member) should be carefully scheduled with Lab Director and/or Chief Scientist, with a certain priority +    - Coordinate travel arrangements with administrators 4-6 weeks prior to the seminar. 
-  - Better to ask Lab Director and/or Chief Scientist for their availability on dates +    - Collaborate with the host on speaker logistics (covered expenses, talk, meeting schedule, etc). 
-  - Hopefully 10+ yes answer in the first week, and one can fill most of the slots. For others we can suggest remaining slots, or slots in next semester +  - **Budgeting:** 
-  - Second committee meeting (end of August/beginning of September) +    - Utilize available funds: Food funds are typically available in the beginning of the fiscal year July/August. 
-  - Request response by mid-September +    - Allocate approximately $1000.00 per speaker for travel expenses (actual costs may vary). 
-  - Schedule for Spring complete by end of September +    - Consider alternative funding sources for collaborators visiting the lab.
- +
-Regularly check +
-  - Internal web site information (name, date) +
-  - Communicate with admins (TA, lodging, abstract-title, announcement, refreshment, seminar room, etc) +
-  - Two HEP-FRIB joint seminars  +
-  - HEP and FRIB, each proposes one joint seminar every semester (2 joint seminars in 1 semester), Joint seminar, organized by HEP (FRIB), uses FRIB (HEP) seminar slot +
-  - One FRIB Alum per year  +
-  - Coordinate schedule with CENAM, Theory group, WAMPS, Nuclear Science Stewardship, PA Colloquium Committee +
- +
-The following items are taken care of by Chair: +
-  - Once Speaker has agreed to visit - send out confirmation email. +
-  - Follow up with Admin about contacting the Speaker 4-6 weeks prior to the seminar date to arrange travel.  +
-  - Communicating with Admin the week before the seminar about arranging the schedule (which times are blocked, time at other departments, time for other activities). The graduate students have selected a few speakers with whom they would like to meet for Lunch. Admin block the respective time slots, but the remainder of the schedule is determined by the host. +
-  - Coordinate visit with Host and Admin, for example: +
-  -  If Host will be providing transportation for the Speaker during the visit, please let Admin know. +
- +
-These budgets are for about 22 seminars a year. +
- +
-The food funds become available around July/August. +
-The travel funds come in two chunks, a large fraction on Oct 1 +
-and the remaining on April 1. The April 1 chunk is supposed  +
-to cover the first ~2 months of speakers for the upcoming Fall. +
- +
-The travel budget is about $700-800 per speaker, +
-but the actual amount for a given speaker could +
-be half or double this amount depending on where +
-they are traveling from and how long they stay. +
-Any CENAM relevant talk tends to be covered by funds +
-from CENAM, which saves money from the main seminar +
-travel account. Other times a speaker happens to +
-be a collaborator visiting the lab paid for from +
-other funds (happens with theory group a lot),  +
-so this doesn't count against our budget either.+
information_for_chair.1739820850.txt.gz · Last modified: 2025/02/17 14:34 by saenz

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