Artist Procedures

Reporting for all Artist Meetings and Events

To access the Artist2 meetings reporting pages, see here.

The Artist2 NoE now uses a simple web mechanism for reporting on all Artist2 meetings since Sept 1st 2006. This mechanism should be used for all Artist2 technical meetings, whether internal or open to the public. The information gathered here replaces the reporting on meetings done via the deliverables. It should be done all along the year, and is meant to simplify reporting.

The procedure described here is quite simple: for each Artist2 meeting, you will create a web page on the intranet, with certain fields added that are specific to meetings. The information is high-level, and should really take very little time to enter. The pages should be created as soon as the meeting is planned, and updated as needed - in particular after the meeting is finished to provide the list of participants and conclusions.

Before you start

Be sure that you already have a personal login and password, and are familiar with updating the Artist2 web portal (if necessary, see the detailed instructions here).

Initially, all the members of the Artist2 Strategic Management Board are granted permission to create and modify entries in this section of the intranet, and others can be added as needed. You can be added to the list of authors authorized to report on Artist2 meetings, simply by sending the message here.

Instructions

 1  Go directly to the appropriate part of the web portal’s back end, here.
Check that you are listed as an Administrator for this section, in the column on the left. Until you are listed, you can only submit an article for consideration. Only administrators may change the status of an article to publish it online.
To be added as an administrator, please send an email via here.
 2  Choose the appropriate section for the reporting page (eg: Meetings for cluster), and click on it to enter it. NB: It’s easy to change the location of a page, so this is easy to correct later if needed. We can also restructure this section without difficulty, as needed.
 3  Click on "Write a new article", to create a new meeting entry.
 4  Provide information for the following fields:
- Visitor: name, titles
The full name of the visitor, and any titles (Prof, Dr, etc.).
- Visitor’s home page (full URL)
The visitor’s home page (exact URL). If there isn’t one, then this should be the URL for the lab or team.
- Visitor’s areas of interest: Topics
The visitor’s research topics of interest - this should just be a short set of keywords.
- Visitor’s (sending) institution: Name, country
The name, country of the institution from which the visitor is coming.
- Person receiving the visitor (visitee): Name, titles
The name and titles of the main person receiving the visitor.
- Visitee’s home page (full URL)
Most relevant URL concerning the person or team being visted.
- Visitee’s (receiving) institution: Name, country
The name, country of the institution from being visited.
- Starting date for the visit
- Ending date for the visit
- Reasons for the visit (activities, objectives, etc)
- Conclusions / next steps
A short description of what the next logical steps will be, following up on this visit.
The above fields are mandatory, although they may be left empty while the Mobility visit is in preparation (the fields not mentioned here may be left blank). If you want to include extra material, feel free to enter information into the "Text" field.
 5  Click on "save" at the bottom of the page.
 6  Change the article status to "Published online" , and click on "submit" to validate.
If you don’t do this, the article won’t be visible in the next step.
 7  Click on "view online" at the top of the left column to see your description.
IMPORTANT: Be sure to fully check your page, and fix errors of ANY kind (typos, broken links, incorrect/incomplete information, formatting errors, etc.
To make further changes, simply click on "Modify this article" in the upper right corner, then on the "Modify this article" button again to access the fields as above.

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