The communication of the progress in our construction, R&D and physics plans to the scientific community, and elsewhere, represents a basic task of our collaboration. It is a way to promote the experiment and to ensure due credit to the groups participating in the construction and conception of its various parts.
The goal of these guidelines is to ensure precise, up-to-date information on the progress in the construction and performance of the ALICE experiment as well equitable distribution of presentations.
Basically, there are three ways to participate in a conference:
1.1 Personal invitation
The invited speaker informs the ALICE management of the engagement
1.2 Call to ALICE to nominate a speaker
The ALICE spokesman decides on the speaker, taking into account the following criteria:
1. a good representation of ALICE,
2. the character of the conference and current developments in ALICE, at the time of the conference,
3. a balanced presentation of the various detectors/physics in ALICE,
4. an equitable distribution of talks to individuals, institutions and countries within ALICE.
1.3 Open call for contributions:
ALICE, through its physics board, calls and/or collects abstracts and establishes a priority list that is approved by the MB and submitted to the organizers. In establishing the priority list, considerations as above will be taken into account.
1.4 Urgent situations
In cases of urgent situations (e.g. if a speaker is unable to fulfill his previous engagement or late call by the organizers), the spokesman is entitled to name a speaker without consultation.
The abstracts of the contributions will be filed with the spokesperson and posted on the ALICE Web page before submission to the conference.
The papers for proceedings will be ALICE notes and will be subject to the same rules as ALICE publications.
A list of speakers will be kept at the ALICE secretariat.
It is understood that the data and results included in publications have been previously reported, and not disapproved, at a Collaboration meeting.
For the conferences we recommend to have:
* In cases of a general type of ALICE talk the name of the speaker with the mention "For the ALICE collaboration",
* In cases of specific subjects (technical or physics), the names of the group which participated specifically in the work with again the mention "For the ALICE collaboration".
* For articles in scientific journals we recommend (but do not require) to make obvious the link of the work with the ALICE collaboration mentioning ALICE in a prominent place - e.g. in the title, or in the authors namelist (e.g. Member(s) of the ALICE Collaboration)
The internal notes will be refereed by the Physics Coordinator or a person designated by him. After approval, the notes will be given a number and posted on the web.
Official publications (proceedings, articles etc.) which mention the name of ALICE either in the title or in the author list ("for the ALICE Collaboration" or "Members of the ALICE Collaboration") have to be approved by the spokesperson before submission. In all such cases the publication should be filed with the ALICE secretariat as "ALICE Publication" and made available on the Web.