When users submit their job offers, a curator should review and, eventually, approve them. This is done by changing the job status, from its default “pending” to “open”. Only “open” jobs are visible to users.

Each time a new job submission is received, an RT ticket is created. Curators will receive an email including a link to the ticket, but the ticket can also be manually found in the “JOBS” queue on RT.

You can then access a new job submission via the link, or directly on the website.

Note: Curators can also submit jobs of any status (open, closed, pending), in which case, no RT tickets are created.

In order to perform any required action, follow the steps below.

1. To view pending job submissions, visit the pending jobs search. You can also follow the link from RT, which will take you directly to a new job submission.
2. Narrow down your results by setting the status to “Pending”:
3. Click on a job posting to review it (for example: https://labs.inspirehep.net/jobs/1742907).
4. Once done, scroll all the way down to the icon, and click on it to update the job’s status. If all is good, you will set it to “open”: If not, “closed”: Note: Once a job has expired, you will also have to close it manually. If a user reaches out to ask you to update their posting prior to the latter’s deadline, let them know they can do so themselves.
5. When done, scroll down to save changes by clicking on the button.
6. You should get the following message: – And that’s it!

How to Update a Job Posting?

While users can modify their own job openings, sometimes, some of them might require our assistance. In this case, they might ask you to help them update their job posting.

As a curator, you can edit all job postings on INSPIRE, but, unlike users’ updates, whatever change you make to a job posting will not be recorded in RT. RT will only notify you of user-made edits.

To update a job:

1. Find the job either via the website: https://labs.inspirehep.net/jobs, and type the title or keywords in the search bar; The easier alternative is to type a record’s ID directly in the URL https://labs.inspirehep.net/jobs/RECID – or follow the link provided by a user, of course.
2. If you simply searched for all jobs, and found the one you were looking for, click on the icon of the desired job: Or, if you accessed the job description directly, you will find the same icon it’s in the bottom left corner of the job description:
3. You’ll access the job submission form, this time complete. From there, you can make the necessary changes, and click on to confirm.
4. You should get the following message: – And the job’s updated!

How to Close a Job Posting?

Users are able to close their own job ads. When that happens, an RT ticket is created for notification. However, it might happen that they forget to close their job postings before indicated deadlines, in which case, it’s a curator who needs to do it. When it’s a curator who’s closed a job, no RT tickets are created.

The procedure is the same as when you want to approve or reject a job posting or make edits to it; you will need to set the status to “closed”:

You can always reopen a closed job posting – so, if a user accidentally closes it on their own, instead of having to re-create an ad from scratch, they might turn to you for assistance, as they won’t have the option to reopen the job.

The latest version of INSPIRE Jobs has a few improvements over the legacy version on both the user’s and curator’s end:

1. As of now, only those signed in with their ORCIDs will be able to submit job postings.
2. Thanks to the above, users will be able to modify/close their own job postings without having to wait for a curator’s approval – which means less work for curators!
3. Curators will still receive RT/email notifications when new submissions are received (to approve them/or not).
4. Curator will receive RT/email notifications when edits are made and jobs closed by users. Besides checking, no further action will be required, but do remember to resolve the tickets after verification. This won’t change the fact that any changes performed by users will be immediately visible on the website.
5. Curators will be able to view all pending job submissions directly on the website, without the need to go through RT – although this is required, as those RT tickets must be resolved, and marked as such.

If you have any questions or comments, reach out to any member of our team via email, Zulip or video call!

Tag links to blog posts with #Blog_post, and tag tweets about top cited papers with #topcites.

Sometimes  this email does not reach it’s destination. It doesn’t mean the input is entirely lost, just that it is not in the RT queue. Pending Job submissions are in

/opt/cds-invenio/var/data/submit/storage/pending/JOBSUBMIT

This should be monitored periodically for missing submissions. The file “access” in that directory has the code needed for approval, e.g. “1539726526_13584” and “SN” has the allocated recid.

1.  Click the ‘Withdrawn’ toggle at the top of the record editor.
2. Keep the title, author names, arXiv number, TeX keys, and notes, and remove everything else (abstract, affiliations, keywords, references, etc.)

https://inspire-schemas.readthedocs.io/en/latest/schemas/index.html

Under the Records heading you’ll find links to the JSON fields used in records from each INSPIRE collection (HEP, Authors, Institutions, etc.).

This will open a form for creating the ticket. Include a subject and describe the issue in the text box. If the ticket should be assigned to a particular person, choose their username from the ‘Owner’ drop-down menu under the ‘Basics’ tab. To include a link to an INSPIRE record, enter the recid in the ‘RecordID’ text box under the ‘Custom Fields’ tab. Click ‘Create’ at the bottom to submit the ticket.

Curate DOIs, authors, titles, and references using the linked instructions:

• DOIs
• Authors/Collaborations
• Titles
• References

The date the paper first appeared goes in 269__c. If the paper has been published, the first date of publication goes in 260__c. The year that the volume/issue appeared goes in 773__y. For example, if a paper appeared on arXiv July 31st, 2015, first appeared online at the publisher’s site December 15th, 2015, and the issue of the journal it was published in came out January 20th, 2016, the record would have the following date tags:

269__c:2015-07-31

260__c:2015-12-15

773__y:2016

300__a contains the number of pages in the paper. Just use numbers (e.g. 109).

Any public notes will go in 500__a, while internal notes can be added to 667__a.

520__a contains the abstract.

540__a contains CC License inforamation and 540__u contains the url of the license.

PACs go in 084__a, with 084__2:PACS. Author supplied keywords go in 6531_a, with 6531_9:author indicating the source. These are only added to published articles, not eprints.

65017a contains INSPIRE subject terms, with 650172:INSPIRE indicating the source.

If the paper is associated with an experiment, the standardized short form of the experiment’s name goes in 693__e. You can find this by searching the Experiments database. The accelerator name can go in 693__a and the beamline can go in 693__b. If it was written by a collaboration or on behalf of a collaboration (this will be explicitly indicated in the fulltext of the paper), write the collaboration name in 710__g. This can also be found in the Experiments database, in a link leading to other papers by the collaboration.

Pubnotes (773)

As stated above, the publication year goes in subfield ‘y’. The volume number, which is preceded by the letter if there is one associated with the journal (e.g. Phys. Rev. D volume 100 => D100) goes in subfield ‘v’. First page, article ID or page range goes in subfield ‘c’.

If the paper has an issue number, be sure to include it in subfield ‘n’, especially if it is from the list of journals that require issue numbers to be uniquely identified.

The short form of the journal name goes in subfield ‘p’. You can find this by searching the Journals database.

If we don’t have a record for journal, add one.

Add any relevant information about errata, addenda, and corrigenda.

Links and fulltext

If the paper does not contain a DOI or link to arXiv, add a link to the paper’s splash page in the proceedings or journal in which it appears to 8564_u with a description of the link (e.g. U. Cambridge Server) in 8564_y. Do this even if you are able to upload the fulltext. The link should be (reasonably) stable, and so should not point to a pdf.

If fulltext is freely available (i.e. it is not hidden behind a paywall), upload it either through Bibedit or the File Manager. Remember that just because you can access the paper at your institution does not mean it is freely available for us to upload.

980 tags

If the paper has a pubnote in the 773 field (journal short form, volume number, page number/ID) or an arXiv number, it can be marked 980:Citeable. If the paper has been published in a journal that falls under our definition of ‘published’, be sure it is marked with 980__a:Published.

All papers, regardless of whether they are ‘published’ or not, must be marked 980__:HEP in order to be searchable in INSPIRE-HEP.

Records should be as complete as possible, but some records have minimal information, such as a name and an affiliation.

Users can submit new HEPNames records through Labs or update existing records by clicking the blue update link in the detailed view of the record. These additions and corrections will show up as tickets in the AUTHORS_add_user and AUTHORS_cor_user queues in RT.

HEPNames records can be edited or created by catalogers using bibedit. When creating a new record, use the HEPNames template.

Identifiers

Unique identifiers go in separate 035 fields. Be careful not to assign the same INSPIRE ID to multiple people. If you notice that a person has two INSPIRE IDs assigned to them, change one of them from 035__a to 035__z and update all correct all HEP records that use the second ID.

A BAI is a unique identifier for an author profile page, which contains an author’s publication lists. You can search for an author’s profile page using Person search.

Only one BAI should be assigned to a person. If an author’s papers are spread across multiple profiles, first merge the profiles before connecting a BAI to a HEPNames record. If there are several people’s papers in a profile, clean the profile before connecting it.

You can connect a BAI to a HEPNames record either by adding to the 035 field in the HEPNames record, or by choosing the correct HEPNames record in the Personal Details of the author profile.

If you use this method, don’t open the HEPNames record in bibedit until the changes have been processed. Otherwise the record will be marked as having conflicting revisions, which must be resolved.

Names

The 100 field contains the name and status of the person. 100__a contains the full name of the person in the format Last Names, Given Names (e.g. Coarasa Perez, Jose Antonio). 100__q contains the preferred name of the person in the format Given Names Last Names (e.g. Jane R. Rigby). This is the version of the name that will be displayed in the brief and detailed formats. 100__g contains the person’s status.

Active = Person is currently working/studying in HEP or a related field

Retired = Person is no longer working

Departed = Person has left the HEP community and is currently working in a different field, such as finance or IT

Deceased = Person has passed away

Name variants go in separate 400__a fields, using the same format as 100__a (Last Names, Given Names). Names in this field are searchable but not publicly visible. This field is useful if a person has a nickname, has changed their last name or uses different combinations of family names, or if their name has alternate spellings (common with Chinese, Korean, and Cyrillic script names).

100__a:Camden, David Andrew

400__a:Camden, Dave

100__a:Simon, Mary

400__a:Anderson, Mary

100__a:An, Guangpeng

400__a:An, Guang Peng

100__a:Anfimov, Nikolay

400__a:Anfimov, Nikolai

Native names, such as those in non-Latin scripts, are listed in 880__a. These are displayed in the brief and detailed records.

Affiliations

Institutional history goes in 371. Each separate institution should be in its own 371 field, ordered from most recent to oldest. 371__a contains the ICN of the institution. Rank held at the institution goes in 371__r.

UG = undergraduate/bachelor (lowest level degree of higher education)

MAS = master (mid level degree)

PHD = PHD/doctoral (highest level of higher education)

PD = postdoc/research assistant (temporary post-degree position, non-tenure track)

JUNIOR = lower level permanent academic/lab position (assistant professor, associate professor)

SENIOR = upper level permanent academic/lab position (full professor, staff physicist, director)

STAFF = non-academic position, usually not directly ‘doing HEP science’ (engineer, programmer, librarian, etc.)

Start year of working/studying at the institution goes in 371__s; end year goes in 371__t. Include 371__z:Current if the person is currently working/studying at the institution. Institutional email goes in 371__m and is publicly displayed. If the email is old, it goes in 371__o and is not displayed.

If a person has held several consecutive positions at an institution, only one 371 field should be used, and the rank listed in 371__r should the highest one held. Institutions where a person was educated should be listed separately from those where a person worked (e.g. a person received their PhD from Manchester University and immediately after held a postdoc position there, these entries should be listed in separate 371 fields). If a person worked at the same institution more than once with a gap in between, these can be listed separately (e.g. a person worked as a postdoc at UNICAMP, then as a postdoc at Fermilab, and then returned to UNICAMP as an assistant professor, the UNICAMP entries should be listed in separate 371 fields)

If a person has departed from their academic field of study and is now working at an institution not listed in the Institutions database, use ‘Unlisted, FR’ in 371__a. Replace ‘FR’ with the code for whatever country they are working in. For someone unlisted in the U.S., you can also include the state they are working in, if known (e.g. ‘Unlisted, US, NY’).

Notes

There are three places to store notes. 680__i and 667__a are both public notes. 667 displays in the detailed format.

595__a contains hidden notes. Notes in this field are only visible to catalogers. This is personal information that should never be displayed.

Contact information

595__m contains the current contact email. 595__o contains old contact emails (ones that are no longer in use). These emails are not displayed in the brief or detailed formats and are used internally to contact people. Emails in this field are not tied to a specific institution like emails in 371__m and 371__o are (which are publicly displayed).

Field of study

Main fields of study go in 65017a. Use the field codes from arXiv. These are the most common ones in INSPIRE:

• HEP-EX
• HEP-TH
• HEP-PH
• HEP-LAT
• ASTRO-PH
• PHYSICS.ACC-PH
• PHYSICS.INS-DET
• NUCL-EX
• NUCL-TH
• COND-MAT
• GR-QC
• QUANT-PH
• MATH
• MATH-PH

The field codes are case insensitive.

If the person has left their academic field (100__g:Departed) and you know their new/current field, include the appropriate field code from the list below:

a)  HEPsupport
a1) HEPsupport/software
a2) HEPsupport/other
b)  academia
b1) academia/otherphysics
b2) academia/otherscience or engineering
b3) academia/software
b4) academia/executive
b5) academia/other
c)  industry
c1) industry/physics
c2) industry/otherscience or engineering
c3) industry/software
c4) industry/executive
c5) industry/other
c6) industry/data science
c7) industry/defense
d)  government
d1) government/physics
d2) government/otherscience or engineering
d3) government/software
d4) government/policy
d5) government/other
d6) government/defense
e)  financial
e1) financial/management
e2) financial/computing or technical support
e3) financial/quantitative modeling
e4) financial/other
f)  non-profit
g)  teaching
h)  law
h1) law/patent
h2) law/other
i)  self-employed
j)  medicine
j1) medicine/radiation
j2) medicine/other
k)  other

Experiments

If the person has been a collaborator on an experiment listed in the Experiments database, list the short form of the experiment (e.g. FNAL-E-0973 for Mu2e) in 693__e. If the user is currently working on the experiment, include the subfield 693__z:Current. If you know when the person joined or left the experiment, you can include the start year in 693__s and the end year in 693__d. Each experiment should be listed in its own 693 field.

Advisors

If you know the person’s academic advisors, include them in separate 701 fields. The name (Last Name, First Name) goes in subfield a. The advisor’s INSPIRE-ID goes in subfield i and the degree for which they were an advisor goes in subfield g. Currently the detailed description only shows the label “PhD Advisor”, but this will change.

External websites

External website URLs go in separate 8564_u fields. URLs must begin with http:// . If the external site is for a Twitter or Linkedin page, include 8564_y:Twitter or 8564_y:Linkedin .

When curating citations of the journals in the list below, include the issue number between the volume and page numbers (e.g. 999C5s:Electron.J.Theor.Phys.,12,31,1). Currently these references will not be recognized as citations in INSPIRE, but including this information will make the eventual transition to a new data model easier.

Abh.Deutsch.Akad.Wiss.Berlin Kl.Math.Phys.Tech.
Acta Polytech.
Alg.Anal.
Anal.Univ.Vest Timisoara Ser.Theor.Math.Comput.Phys.
Ann.Geophys.Italy
Annales Fac.Sci.Toulouse
Apeiron               (needs issues until 1978, vol 12 incl)
Appl.Phys.Res.
Ark.Mat.Astron.Fys.
Arms Control Today
Astronomy
Atl.Mon.
Azerbaijan J.Phys.
BEPC News
Baku State Univ.News
Balkan J.Geom.Appl.
Bild.Wiss.
Bulg.J.Phys.      (only the supplements need issues)
Bull.Atom.Sci.
Bull.Lebedev Phys.Inst.
Bull.Soc.Sci.Lett.Lodz
CERN Cour.
Comment.Pont.Acad.Sci.
Computer
Contact in Context
Decuscope
ECS Trans.
Economist
Electron.J.Comb.
Electron.J.Theor.Phys.
Europhys.News
Fermi News
Fundam.Prikl.Mat.
Funkt.Anal.Pril.
GESJ Phys.
Gaz.Fis.
Grav.Cosmol.Suppl.
IEEE Micro
Int.J.Theor.Math.Phys.
Issues Sci.Technol.
Izmer.Tekh.
Izv.Akad.Nauk Uzb.SSR
Izv.Ross.Akad.Nauk Ser.Fiz.
Izv.Vuz.Fiz.
Izv.Vuz.Mat.
J.Commun.U.China Sci.Technol.
J.Contemp.Phys.    (issue probably mandatory till vol 41)
J.Electron.Publ.
J.Geom.Phys.     (issue mandatory for vol 1+2)
JINR Rapid Commun.    (unclear how to correctly catalog)
Kong.Dan.Vid.Sel.Mat.Fys.Med.
Kratk.Soobshch.Fiz.
MPG Spiegel
Math.Comput.Modelling
Moscow Univ.Phys.Bull.
New Sci.    (running issue, use instead of volume?)
Novi Sad J.Math.
Nucl.Phys.News
Nuclear News
Nuovo Cim.
Nuovo Saggiatore
Pak.J.Sci.
Phys.Bl.
Phys.Daten
Phys.Today
Phys.World
Phys.World Suppl.
Physik J.
Pisma Fiz.Elem.Chast.Atom.Yadra
Prib.Tekh.Eksp.
Prob.Atomic Sci.Technol.
Proc.Azerbaijan NAS
Proc.Natl.Acad.Sci.Belarus.Ser.Phys.Math.
Prog.Phys.
Publ.Inst.Stat.Univ.Paris
Resonance J.Sci.Educ.
Rev.Mex.Fis. S
Riv.Nuovo Cim.
Russ.Math.Surveys
Russian Math.(Iz.VUZ)
SLAC Beam Line
Sci.Am.
Sci.Plena
Sci.Teacher
Science J.
Sea Technol.
Sky Telesc.
Sov.Math.
Spektrum Wiss.
Spektrum Wiss.Dossier
Sterne Weltraum
Sumgait State Univ.News
Synchrotron Radiat.News
Telepolis
Teor.Mat.Fiz.
Trans.NAS Azerbaijan Ser.Phys.Tech.Math.Sci.
Uch.Zapiski Kazan Univ.
Usp.Mat.Nauk
Vestn.Leningrad.Gos.Univ.
Vestn.Leningrad.Univ.(Ser.4 Fiz.Khim.)
Vestn.Leningrad.Univ.Fiz.Khim.
Vestn.Mosk.Univ.Fiz.Astron.
Vestn.St.Peterburg.Univ.(Ser.4 Fiz.Khim.)     (should be Petersburg, without a dot)
Vestsi Akad.Navuk BSSR Ser.Fiz.Mat.Navuk
piN Newslett.      ????

View metadata usage here.