Artist Procedures

Reporting for all Artist2 Mobility visits
held between Sept 1st 2006 and August 31st 2008

After reading the instructions below, you can access the Artist2 Mobility reporting pages here: read / write.

The Artist2 NoE now uses a simple web mechanism for reporting on all Artist2 Mobility visits since Sept 1st 2006. The information gathered here replaces the reporting on Mobility done via the deliverables, and it allows to include these in the budget. It should be done all along the year, and is meant to simplify the reporting effort.

The procedure described here is quite simple: for each Artist2 Mobility visit, 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 visit is planned, and updated as needed - in particular after the visit is finished to provide the final information and conclusions.

Before you start

If you don’t already have one (or if you’ve forgotten your password), simply: request a login+password. Your personal login and password allow you to access and modify the online information through the SPIP back-office interface, which is quite easy to use. No prior knowledge is needed for updating the Artist2 web portal (if necessary, see the detailed instructions here).

An initial set of Artist participants (including all the Artist2 Strategic Management Board members) are granted permission to create and modify entries in this section of the intranet. These are listed as Administrators, in the Reporting for Mobility section (backend). 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  Go to the back-end of the Artist web site, in the section for Reporting on Mobility. Provide your login+password here if the system requests it. Scroll down to find the list of clusters, and click on the appropriate cluster’s section (still within the back end).
NB: It’s easy to change the location of a page, so this is easy to correct later if you should choose the worng section. We can also restructure this section without difficulty, as needed.
 3  Click on "Write a new article", to create a new Mobility visit entry.
 4  Provide information for the following fields:
- Title
The name of the meeting (1 line).

- Short Description
A short (2-3 line) description of what the meeting is about.

 
All the remaining fields are at the bottom of the page.

- Visitor: name, titles
The full name, and titles of the visitor.

- Visitor’s home page (full URL)
The exact URL of the visitor’s home page, or the visitor’s home lab page if that is more appropriate. IMPORTANT: Be sure to check that the link works, when you view online.

- Visitor’s areas of interest: Topics
A set of keywords or short phrases to state the areas of interest of the researcher.

- Visitor’s (sending) institution: Name, country
The name and country of the visitor’s home institution.

- Person receiving the visitor (visitee): Name, titles
The name and titles of the person receiving the visitor. This may be the name of a team, if that is more appropriate.

- Visitee’s home page (full URL)
Full exact URL of the person or team being visited.
Be sure to check that the link works, when you view online.

- Visitee’s (receiving) institution: Name, country
The name and country of the receiving institution.

- Starting date for the visit

- Ending date for the visit

- Reasons for the visit (activities, objectives, etc)
2-3 lines stating the high-level reasons for the visit.

- Conclusions / next steps
4-5 lines describing the high-level conclusions and/or next steps.

- Relevant URL regarding the visit (if any)
A 2-3 page report should be provided, which gives the detailed conclusions.
NB: This report should preferably be placed on the Artist web portal.
Be sure to check that the link works, when you view online.

- Cost of the visit (including overheads) - in Euros
The sum amount (including overheads) that should be transferred to the Artist2 partner who is channeling the funds for this visit.

- Artist2 partner channeling the funds
The name of the Artist2 partner institution that is channeling the funds. In general, this should be either the sending, or the receiving institution.

- Simple budget
A simple one-line per item budget (airfare, lodgings, overheads, etc), to justify the overall cost for the NoE.

The above fields are mandatory, although they may be left empty while the meeting 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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