JACoW Team Meeting 2025 CERN, Switzerland,
3 - 7 November 2025 – Executive summary
Chair: Adriana Rossi
Note Takers: Jana Thomson, David Button and Thakonwat Chanwattana
Current Board of Director composition:
|
Chair |
Adriana Rossi |
CERN |
2025-2027 |
|
Deputy Chair |
Johan Olander |
ESS |
Interim until next elections |
|
Coordinator |
Jana Thomson |
TRIUMF |
2025-2027 |
|
Director |
Volker Schaa |
GSI |
2022-2025 prolonged until next elections |
|
Director |
Thakonwat Chanwattana |
SRLI |
2022-2025 prolonged until next elections |
|
Co-opted Director |
Petr Anisimov |
LANL |
2026-2028 |
|
Co-opted Director |
Maurizio Montis |
INFN |
2026-2028 |
Working Groups:
The work of the collaboration is organised in Working Groups – following up the different topics, with some already running for few years and some newly created at the Team Meeting:
- Mobile App WG – work completed, WG dissolved
WG1. Template WG – mailing address templates@jacow.org
WG2. Documentation & Wiki WG – mailing address content@jacow.org (Petr, Sumner, Raphael )
WG3. IT tools (BlaBlaIT ! ) WG – NEW
WG4. Central Repository Manager WG – NEW – mailing address repository-manager@jacow.org
WG5. Proceeding publication WG – NEW – mailing address proceedings@jacow.org
WG6. CERN hosted international collaboration set-up WG – NEW
The WGs composition and mandate will be published on website asap.
Actions Resulting:
|
|
Action |
Owners |
Due Date |
|
BoD.01 |
Calendar check-in dates to be set for WG to provide discussion and report on topics @ BoD meetings. |
Adriana Rossi, BoD |
January meeting? |
|
BoD.02 |
Check on Indico support beyond end 2026 |
Adriana Rossi |
|
|
BoD.03 |
Look for person that could help with coordination work. Jana will look into what the job is about. |
Jana |
|
|
BoD.04 |
Decision on dates for JACoW Team Meeting 2026 in Japan to put to the team in a poll, and results provided to IPAC’28 team within 3 weeks Possible Weeks: · Sep 14-18 2026 · Sep 21-25 2026 · Oct 19-23 2026 · Oct 26-30 2026 |
Adriana Rossi, BoD |
30 Nov 2025 |
|
BoD.05 |
Publish BoD meeting minute for viewing |
Jana Thomson, Johan Olander |
|
|
BoD.06 |
Privacy Policy: the document presented at the JTM25 received several comments. Organise meeting with stakeholders (JACoW: Ivan Andrian, Raphael Mueller, Maurizio Montis, Adriana Rossi, Johan Olander, CERN: Adrian Monnich, Pedro Ferreira – INDICO, and Gabriele Thiede – Data Privacy Officer) to draw up a final version. |
Adriana: ask in Team channel |
|
|
BoD.07 |
Board will decide for mandates of working groups. |
BoD |
Early Jan. ‘26 |
|
WG1.01 |
Finalise WG composition (Jan Chrin, Charline LeCourtillet, (Ross) Zhichu Chen, Volker Schaa, Ivan Andrian, Maurizio Montis), and mandate of WG1, to be published on the wiki. |
WG1 |
Late Feb, early March ’26. |
|
WG1.02 |
Refine the WORD template and make it stable for several years. |
Jan Chrin, Charline Lecourtillet |
|
|
WG1.03 |
Find person to take over WORD template responsibility. |
Jan Chrin, Volker |
|
|
WG1.04 |
Check with Ross if possible for him to continue working on Latex template, and look for third contributing collaborator. |
Volker Schaa |
|
|
WG1.05 |
Clean up Latex template separating class from main, and discuss if leaving both bibitem and bibtex (to try and reduce work by editors). |
|
From JTM24 |
|
WG2.01 |
Finalise WG composition (Sumner Gibbs, Raphael Mueller, David Button, Stefano Deiuri, Ivan Andrian, Petr Anisimov??) and mandate of WG2, to be published on the wiki. |
Sumner Gibbs |
|
|
WG2.02 |
Göran Lenz offered help in generating help documentation. Seek approval from MAX IV management. |
Göran Lenz (Sweden, Max IV Laboratory), Johan |
|
|
WG2.03 |
Pull all IT information from JACoW Wiki and place in https://it-docs.jacow.org/ or https://docs.jacow.org and decide which of the two should be maintained, deleting the other |
Raphael Mueller, Petr |
|
|
WG2.04 |
Raphael Mueller will reach out to Sumner for the master plan/road map forward to enable resourcing to be pointed at, and investigate if there are any roadblocks |
Raphael Mueller |
|
|
WG2.05 |
Documentation & Wiki WG, to propose a way to keep material current and updated |
Sumner Gibbs |
|
|
WG2.06 |
Wiki Content manager: person checking the information to be kept on the wiki: to be discussed at BoD. |
WG2 |
|
|
WG3.01 |
Finalise WG composition (Ivan Andrian, Maurizio Montis, Stefano Deiuri, David Button), and mandate of WG3, to be published on the wiki. |
BoD to have a presentation on tools, before they decide to develop |
|
|
WG3.02 |
Establish change control and testing procedure when one tool is modified |
|
|
|
WG4.01 |
Finalise WG composition (Giulia Vinicola, Jana Thomson, Volker Schaa, (Ross) Zhichu Chen), and mandate of WG4, to be published on the wiki. |
|
|
|
WG4.02 |
Seek inclusion of Chinese team members in Central Repository Manager WG (see below comments)
Follow up on Chinese settings at conferences not to have Chinese names. We should force English |
(Ivan and Indico team) |
|
|
WG4.03 |
Generate clear procedure on how to generate new profiles in Indico : |
Giulia |
|
|
WG5.01 |
Finalise WG composition (Stefano Deiuri, Ivan Andrian, Volker Schaa), and mandate of WG5, to be published on the wiki. |
Stefano |
|
|
WG5.02 |
Describe publishing procedure on wiki |
Stefano |
|
|
WG6.01 |
Finalise WG composition (Adriana Rossi, Johan Olander, Maurizio Montis), and mandate of WG6, to be published on the wiki. |
Adriana |
|
|
WG6.02 |
Update charter to reflect working group activity and recruitment for JACoW (will be used as basis for the collaboration MoU) |
WG6 |
|
|
WG6.03 |
All team members who are facilitating expenses on behalf of JACoW supporting licences or infrastructure to provide this costing information to her within the next 2 weeks in euros |
Ivan Andrian, David Button, Jana Thomson, KEK?, Indico? |
23 Nov 2025 |
|
WG6.04 |
Need to check EPS-AG account dedicated to JACoW and tax exemption etc. such as VAT |
Adriana |
|
|
WG6.02 |
Present proposal to ATS accelerator technology sector at CERN ask approval for a CERN hosted international collaboration |
Adriana Rossi |
End 2026 |
Other open issues discussed
WG1. Template WG
· Typst (Typst: The new foundation for documents) was used for “TUPB008 in IPAC’25” and created problems in the proceedings production (Wrapping upside down, mirrored due to the initial pdf coding coordinate matrix). Volker Schaa advised that he had to recreate the paper in LaTeX. This was an example of the Author trying to make the JACoW style inside of Typst but having flow on effects not apparent to the author. David to email the Author to advise them of the issues with them submitting files generated in this tool.
WG2. Documentation & Wiki WG
· Johan Olander provided comment that we should lower the bar of entry into the JACoW Docs, as this requires contributors to setup a Git Accounts etc.
· Johan Olander proposed seeking a proposal from the working group how to keep the information up to date overtime
· It was commented that there should be procedures of how to update, new discoveries, sharing is caring, provide info to those looking after that subject. Ivan Andrian suggests MatterMost will help facilitate this discussion to get information to subject matter owners in the documentations.
· Maurizio Montis suggested that conference series try and solve problems in real-time, lessons learned captured in a report at the end of the conference and shared.
· Indico: should mention who contributes jacow-indico.
WG3. Bla Bla IT
· Michel Succar commented that Indico team and BlaBlaIT to have a meeting to discuss developer level issues.
· Adriana Rossi commented that CatScan tool and Reference tool, need development. External company have been used to undertake development, or we ask the company to continue the work where the same company is appropriate. She noted this requires providing specifications for developments and not just organic growth through discussions.
· Adriana Rossi directed that the working group to try and look into how future development support, and engagement.
· It was suggested in discussion BoD and working group to achieve agreement prior to spending effort on developments.
WG4. Central Repository Manager WG
· It was discussed that the variety of names from different cultures such as Chinese really need to expertise of a native speaker of these languages to support the CRM. Thus co-opting team members to the working group from different backgrounds would provide expertise and improve the quality.
· Adriana Rossi raised there had been a number of requests for middle names in indico profiles.
· Ivan Andrian asked for clear procedures on how to create the profiles, Ivan Andrian speaking with Adriana Rossi on a role with permissions to modify select data in Indico profiles. Needs development.
WG5. Publication WG
· It was discussed that Stefano Deiuri will generate DOI’s as part of the proceedings publication.
WG6. CERN hosting international collaboration set-up WG
· Adriana Rossi advised that once we have full picture update charter with all roles, go to ATS accelerator technology sector at CERN ask approval, if given then we go through service and lawyer. Chater already in a good place with existing Charter.
· It was discussed that all Labs would sign a MoU, what do each Labs contribute, 3rd party account that people can place money to support.
· It was suggested these funds might assist in licencing costs.
· It was discussed that under a collaboration it may make purchasing very difficult, allot of documentation and tenders etc.
· It was broadly stated major lab stakeholders may be more willing to deliver and support a formal CERN international collaboration.
· It was discussed EPS-AG JACoW has an account currently, Nicolas Delerue indicated that they transfer funds to the account for licences etc.
· Adriana Rossi noted that EPS should give JACoW freedom to decide how to spend fund, not seeking agreement all the time by them before JACoW can spend.
· EPS-AG need to check on VAT charges?
· Ivan Andrian commented PCO normally handled accounts. Experience from EPS APS providing funds to Elettra, they were able to avoid tax when doing the CAT development in some way.
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