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LINXS HANDBOOK

HERE WE COLLECT INFORMATION, QUESTIONS AND DESCRIPTIONS TO SUPPORT PEOPLE ENGAGED IN LINXS

 
 

The LINXS Handbook is continuously updated. Please let us know if there is other information you would like included to facilitate your work with LINXS.

Who do I contact for support?

  • For questions about bookings, event organisation and management, calendar, and travel contact our Science Activities Manager, Åsa Grunning, at: asa.grunning@linxs.lu.se.
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  • For questions about communication, interviews, news and the newsletter contact our Communications Officer, Noomi Egan, at: noomi.egan@linxs.lu.se.
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  • For any other questions about fellowships or organisational matters, please contact our Head of Administration, Anna Ntinidou (pronounced "deeneedou" with a "d"), at: anna.ntinidou@linxs.lu.se.
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Which activities does LINXS support?

LINXS supports many different kinds of activities to further its mission and goals. These activities include:

Conferences and Symposia - typically major events with 100+ participants, invited speakers and keynote speakers. Conferences can be arranged within themes or in collaboration with other parties. We do encourage our working groups that are planning conferences as a part of their activities to also apply for external funding if possible and/or to set a conference fee as appropriate given budget plans. We often provide discounted attendance for young researchers. Conferences typically average budgets of 150-250 kSEK in total, depending on length, speakers and number of attendees.

Workshops - Workshops are smaller gatherings, typically up to 100 people. They tend to be more focused on a specific topic or challenge. LINXS has a seminar room with capacity for up to 60+ people, incuding smaller rooms for breakout sessions or group work. A typical workshop has a total budget of 20-60 kSEK depending on number of attendees and invited speakers.

Image of participants Quantim Hackathon
Participants in a Quantim Hackathon
Hackathons - Hackathons are meetings that address specific needs-driven challenges in a set time. Typically scientists or users seeking solutions wihtin a given paradigm or discipline are matched wiith experts that can facilitate finding solutions to problems. These can be related to anything from experimental preparation and setups, to post-analysis and hardware/software design and use. Hackathons typically run for a week or two and have a budget of 80-100 kSEK per week. The number of participants is usually lower than a workshop, around 20-40 people.

Research programmes - Are focused efforts of research, resulting in the development of new scientific results or tools in an area that is relevant to LINXS mission, typically connected to a specific Theme or Working Group. In general LINXS does not fund research directly (except through its postdoctoral fellows) rather LINXS facilitates the collaboration by bringing resrachers together and/or acting as a network to connect to infrastructure and know-how necessary for research.

Guest researchers - It is a major part of LINXS mission to fund the travel and residence costs of visiting researchers, usually connected to the ongoing Themes and Working Groups. LINXS is also happy to provide office space for researchers who are visiting the local large research infrastructures, MAX IV and the ESS, so that they can stay and realise collaborations and/or analysis of data.

Seminars - Guest researchers and other invited guests regularly hold seminars at LINXS, and are encouraged to highligt their research area to the community connected to LINXS.

Other - The activites of LINXS are not necessarily limited to the above, and LINXS is also actively involved in providing resources such as: online tools that aid the community, acting as a repository for either physical or virtual resources, coordinating schools at all levels and participating in projects that are relevant to its vision and mission. LINXS also has member organisations and partnerships, and will endeavour to collaborate with other organisations, institutes and networks whenever appropriate. We encourage anyone who has ideas and needs in this regard to contact the LINXS management.

What should I do before organising an activity?

Activity Planning

  • Decide the date and time of the activity.
  • Book a meeting with the Science Activities Manager to discuss the structure and the practicalities of the activity: is it an open event, or an event where people need to register? Are there keynote speakers? What is the budget? Food and catering requirements?
  • Create a short descriptive text and chose a suitable image for the activity and send it to the Science Activities Manager who will publish the information on the LINXS website.
  • Include the Science Activities Manager in the dialogue with keynotes (to plan arrangements concerning travel and accommodation).
  • For larger activities, publish the agenda, structure and any FAQ:s about the activity in good time before the set out dates.
  • Circulate an invitation to relevant networks and contacts well ahead of the activity.
  • LINXS has an Indico server (as used by CERN, MAX IV and ESS among others) for conference and meeting management. This can be used for convenience, to handle more complicated conferences, to store presentations and other material from meetings and much more.

Communication

LINXS will always include information about your activity on the website and in the LINXS newsletter.

Apart from these channels, you can also consider other communications options to reach additional target groups. Please discuss with the Communications Officer if you need support. Examples of channels are:

  • MAX IV and ESS newsletter(s) as appropriate.
  • Other relevant newsletters at universities.
  • Faculty newsletters and information screens where relevant.

To increase interest in the activity, you can also do a short interview or videorecording for the LINXS website to highlight research content, challenges and discussion features of the activity.

Press invitations or press releases can also be an option if you deem that the activity has a broader societal interest.

What should I do after organising an activity?

  • Send out a thank you mail to all participants (try to include information concerning future plans within the working group or theme).
  • Fill out the LINXS reporting template as soon as possible and send the report to the Science Activities Manager. For yearly reporting and tracking purposes, LINXS needs to gather documentation and activity (e.g. conferences, workshops, round tables, hackathons etc.) summaries for all WG and theme activities.
  • If appropriate and possible, save presentations (for example in the Indico schedule) and any recordings/photos from the event. Inform the management of the location of these things.

Can we have sponsors for events?

Yes, it’s possible to have sponsors but you have to arrange this on your own. If you are looking to secure external funding or in-kind support, please discuss with the Science Activities Manager.

What are my responsibilities as a fellow?

As a LINXS fellow, you are expected to:

  • Use the LINXS affiliation for all scientific papers, presentations and other research activities that relate to LINXS research.
  • Acknowledge funding or financial support from LINXS.
  • Take part in LINXS activities whenever possible to contribute to building the LINXS community.
  • Take care of and respect the LINXS premises: keep communal space tidy and neat, remove coffee cups and dirty plates. Restore and return equipment and furniture after use.

Publication and Affiliation Instructions for LINXS Fellows

Instructions for Acknowledging LINXS Funding and In-Kind Support

What are my responsibilities in a working group?

As a working group leader, you are expected to:

  • Drive the development and scientific operations of the WG.
  • Communicate with, and report to, the core group for the relevant LINXS theme.
  • Propose new WG members.
  • Contribute to LINXS mission to promote science and education focusing on the use of neutrons and X-rays.

As a working group member, you are expected to:

  • Contribute to the development and scientific operations of the group.
  • Contribute to LINXS mission to promote science and education focusing on the use of neutrons and X-rays.

Read about LINXS Description of Roles and Responsibilities