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Complete development issues from 2012-09-21 Scientific Advisory Board meeting - The SAB agreed to a number of changes in the way arXiv should send emails to moderators and control user selection of categories. Changes also add the ability for moderators to comment on and put submissions on "hold" without the need for arXiv admin interaction, a first step toward empowering moderators though more direct facilities. Work was started in 2012 and will be completed in early 2013. Status as of 8/13: Done
Complete move of servers to virtual machine (VM) infrastructure - In 2012 we migrated two out of three of arXiv's server machines to new VMs. We will complete the move by migration our main web server to pair of load-balanced VMs managed by IT@Cornell. This arrangement will support scaling to additional web front-ends as necessary. As part of this transition we will formalize the update and maintenance process for these machines, and remove access by non-CUL or IT@Cornell staff. Status as of 8/13: Done
Change email handling to support arXiv admin and moderation ticketing system - The "Request Tracker" software has been selected and we will rework email filtering software to use this instead of the current email-based arXiv admin workflows. Status as of 8/13: Partially complete. Have moved help mailbox, not yet moderation mailbox. After discussion with SAB and moderators it is clear that discussion with moderators should not move to Request Tracker at this stage
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Form the first MAB - Make MAB appointments in January'13 and start working with the group. Status as of 8/13: CompletedDone
Finalize SAB bylaws - The SAB is reviewing a revised draft of its bylaws. A final version of these will be adopted in early 2013, along with the appointment of a Board Chair. Also under consideration is the question of appointing a scientific director — a part-time position to provide intellectual leadership from the perspective of the scientific community. Status as of 8/13: Almost done: Done
Facilitate communication Test and refine the operation of the new governance model -The arXiv principles aims to clarify the authority, responsibilities, and constraints of CUL, MAB, and SAB. Ironing out problems and developing a working system may require some time to test and observe the inner operation of the governance model. For instance, there may be overlaps and tension, due to role ambiguity or personality conflicts. Currently there is not a clear mechanism to settle potential conflicts among the three chambers - CUL, MAB, SAB.CUL will engage SAB and MAB in proactively identifying and addressing problems. The first strategy to reduce/avoid tension facilitate communication is having in place a roadmap for arXiv so that everyone knows the CUL team's priorities and goals. Both boards need to understand the vision, priorities, and challenges to be able to contribute to the arXiv's governance. Status as of 8/13: In progress: Done
Create a working relationship between SAB and MAB - The advisory groups need to regularly exchange information in order to contribute to each other's agendas in a meaningful and useful manner. For instance, CUL will provide joint briefings(reports) to SAB and MAB to highlight common interest areas and complementary perspectives. Having ex officio member representation in each group will also faciliate information sharing and developing a common understanding of the respective goals. Status as of 8/13: In progress as we've appointed representatives for each group
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