HEPNames contains career information on scientists and engineers involved in high energy physics and related fields.

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 .