As a LINXS fellow, you are expected to:

Use the LINXS affiliation for all scientific papers, presentations and other research activities that relate to research enabled wholly or partially via LINXS.

Acknowledge funding or financial support from LINXS when appropriate.

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

As a leader of a core group or a working group, you are expected to:

• Regularly organise meetings of the group.

• Drive the development and scientific operations of the group.

• If you’re a Core Group leader, regularly keep the LINXS management updated on progress and plans through the Science Management meetings, either personally or by sending a representative of the Core Group.

• If you’re a Working Group leader, regularly keep the Core Group updated on progress and plans.

• Propose new or alternative group members.

• Contribute to LINXS’ mission to promote science and education focusing on the use of neutrons and X-rays.

As a 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.

Link to more detailed description of Roles and Responsibilities here

Detailed directions, a map, and advice are available on the LINXS website under “How to get to LINXS”. LINXS is located at The Loop (Mesongatan 4, 224 84 Lund), just a short walk from MAX IV and ESS. The easiest way to reach LINXS is by tram from from Lund Central Station, stopping at “Lund ESS” . For visitors arriving by air, Copenhagen Airport (CPH, Kastrup) is the closest international airport, with direct train connections to Lund (approximately 50 minutes).

LINXS fellowships are typically associated with active Themes and are awarded to researchers who contribute to the scientific activities of LINXS. If you are interested in becoming a fellow, the best approach is to get involved with a relevant Theme or the Young Researcher Initiatives if appropriate. Contact the Head of Administration or the relevant Theme Core Group leader for more information about fellowship opportunities. Fellowships are also associated with longer-term Visiting Researchers.

Assign a person or small team responsible for the organisation. For a Theme this can e.g. involve people who have a coordination contribution.

The above are responsible for all contact with the Science Activities Coordinators (SACs). Please agree among the organisers before making requests, and keep the SACs in the loop on any e-mail correspondence discussing the event. Invite them to planning meetings whenever feasible.

Decide the date, time and type of the activity.

Have the plans brought up in a Science Management meeting and clear the scope and the budget with LINXS Management. Avoid last-minute changes to budget and scope.

Make sure all fellows active in the Theme are informed of your plans as soon as you can after deciding to go forward with the event. This means all people active in the core- and working groups. A simple email will do; more fancy communications will come later.

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

Visiting researchers - It is 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 - Visiting researchers and other invited guests regularly hold seminars at LINXS and are encouraged to highlight their research area to the community connected to LINXS.

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.

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, rather LINXS facilitates the collaboration by bringing researchers together and/or acting as a network to connect to infrastructure and know-how necessary for research.

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 100 people (or 50+50 divided in two), including 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.

Hackathons and Clinics - Hackathons are meetings that address specific needs-driven challenges in a set time. Typically, scientists or users seeking solutions within a given paradigm or discipline are matched with 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.

A Clinic is a variant of a hackathon with a designated day/time with experts on hand to help with data and experiment preparation/application and analysis, where people can pre-book or walk in to solve issues they have. LINXS has workstations powerful enough to use for training, demonstration of software, data rendering, and local data analysis.

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 a number of modes of collaboration, e.g. member organisations and theme 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.

Online and Hybrid - Most activities can be planned as physical, online or hybrid events. An online presence is a great way of reaching a wider audience and increasing your impact. LINXS has the experience, infrastructure and equipment to help with setting up wholly or partially web-based events. Note that event organisers are responsible for preparing and managing their hybrid events. Also see the separate Handbook question below on this.

The LINXS staff, with mainly the Science Activities Coordinators, routinely help organise all events of all ongoing Themes, Visiting Researchers, the Young Researcher Initiatives, and any other LINXS related activities. This is in addition to all the administrative work they contribute to. Please consider that expecting them to do absolutely everything for your event puts them in an untenable position.

In general, this is the division of responsibilities when organising an event:

The event organising person or team is:

• Responsible for setting the program/agenda.

• Obliged to provide necessary contact details to the Science Activities Coordinators (SACs)

• In charge of communication with speakers regarding submissions, titles, presentations, desired content (text, logos, images), and changes in program. They are responsible for making sure the SACs get this information.

• Expected to help manage the Indico event page of an event, if applicable.

• Expected to come early and help prepare the premises or engage people who will.

• Responsible for finding people to help manage equipment and meeting tools (e.g. Teams or Zoom) during the event. It is always useful to have more than one.

• Responsible for locks and security if events are outside of standard work hours.

Activity Planning

Decide the date and time of the activity - get the Science Activitites Coordinators to send out a “save the date“ to the relevant network. Choose date strategically and account for academic calendars and holidays. For events scheduled right after peak vacation periods (e.g., August), begin promotion several months beforehand before people leave for summer break. If the activities are located with LINXS at The Loop, it might also be relevant to check whether MAX IV, ESS, and The Loop are involved in any other major events on that date. This can work both ways: either as a reason to avoid a time or date, or as a reason to book time around another event and use the attention and flow of people synergistically.

Book a meeting with a Science Activities Coordinator to discuss the structure and the practicalities of the activity: is it an open event, or an event where people need to register? Will it include digital participation? Are there keynote speakers? What is the budget? Food and catering requirements? Include the SACs in communications (and meetings if possible) concerning the event.

Create a short descriptive text and choose a suitable image for the activity and send it to the Activities Coordinator who will publish the information on the LINXS website.

Include the Activities Coordinator in the dialogue with keynote speakers and people with sponsored travel (to plan arrangements concerning travel and accommodation). Note that the organisers and not the SACs are responsible for soliciting and gathering content in time, such as titles, abstracts and presentation material.

Give larger activities enough time - publish the agenda, structure and any FAQ:s about the activity as long as you can before the set-out dates. Circulate an invitation to relevant networks and contacts well ahead of the activity.

LINXS uses an Indico server (as used by CERN, MAX IV, ESS and the UN among others) for conference and meeting management. The Activities Coordinator will help you set up the page and give the organisers access to manage it.

Communications

LINXS will always include information about your activity on the website, in the LINXS newsletter and via its e-mail lists and social media channels.

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.

• Communication material, such as designs, flyers, messages and the like distributed via e-mail and social media of the organisers and their network of peers.

To increase interest in the activity, you can also do a short interview or video 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.

LINXS has equipment for fully on-line, or hybrid events on or off its premises. This equipment is adequate for meetings of up to about 100 people. We can provide this equipment, help set it up, and also instruct reasonably tech-savvy people how to use it. However, we do not have the manpower available, by default, to manage meetings for you. Event organisers are responsible for ensuring that someone can manage the event while it is going on.

This means that you will have to identify a person or persons responsible for managing A/V equipment as a part of the event planning process. Solutions to this range from assigning someone within your own team to do it, hiring in student helpers, or even professional large-scale event managers with their own equipment (if the size and character of the event requires it and the budget allows). We can always point you in the right direction if you need help in finding a suitable event manager.

We generally use Zoom or Microsoft Teams for meetings. We use the dedicated Zoom servers of Lund University, and European-compliant location of Teams infrastructure, to keep communications secure under European and Swedish data laws.

General principles

First and foremost, it is up to the working group that organises an event together with LINXS support staff to see if a fee is appropriate given the available budget. Larger events like conferences and symposia often do have a fee. LINXS is a lean and largely taxpayer or donor-funded organisation which largely depends on voluntary engagement from its community. It is therefore as a matter of principle not appropriate (and in some cases illegal) that anyone makes a profit from events organised wholly or partly at LINXS’ expense. It also in general not appropriate for funding to go towards salaries, honorariums, or similar for appearing or teaching at an event. For most employees of universities in Sweden, a contribution to the salary for teaching or lecturing is highly regulated via their respective units for commissioned education. As a rule of thumb, if it is not interesting enough for researchers to contribute to a school or event for its and their own sake, LINXS should not sponsor it.

However, it can be appropriate to charge a fee if the funding budgeted or obtained for the event does not fully cover what one wishes to do. If in doubt don’t hesitate to discuss this with LINXS staff or management. There are usually three main cases to consider:

1. The event is fully funded by LINXS

If you are planning to charge for an event, please budget for and consider:

• A fee is usually charged for events longer than one day, particularly and/or if a dinner is included.

• A reduced fee for graduate students and early-stage researchers where appropriate.

• Taking care to describe why you must charge a fee and what it goes toward paying. Examples can be extra funds to afford a joint lunch, dinner, an activity for attendees or travel and lodging for attendees, organisers and speakers.

2. The event is a partner event partially funded and organised by LINXS and another source or sources

In this case the definition of fees might involve principles also linked to another funding source. For instance, any discounts might be extended to a wider consortium depending on a specific project or initiative that the funding of the event is linked to. Please take care to:

• Specify what the funding sources are in materials promoting the event, and include not only LINXS logo, but also those of other sources.

• Describe which fees apply, to whom and why.

• Decide how the registration will happen and how to communicate data on attendees etc to LINXS’ Science Activities Coordinator.

3. The event is hosted by LINXS

The event is then only located at LINXS. In this case it is largely up to the organisers, and LINXS is a collaborator and visible via its name and logo. As a matter of course a general number of attendees should be communicated to LINXS whenever possible, but LINXS does not sponsor the event in any other major way. LINXS reserves the right to not be associated with events that are unbecoming to a non-profit based organisation. LINXS can announce the event via its website, decided on a case-by-case basis in accordance with the event's relevance to synchrotron and neutron science.

Yes, sponsors can absolutely help make your event even better! The activity organisers are always the main people responsible for arranging sponsorship. If you are looking to secure external funding or in-kind support, please discuss with LINXS staff, who can give you advice based on previous sponsored events. Reach out to companies that might sponsor speakers, lunches, or other parts of the event. If appropriate for the event, consider how sponsors might contribute to career development sessions. If sponsorship agreements or templates are needed, the LINXS staff has examples of these.

Send out a thank you e-mail to all participants, potentially with some images and a summary what you have achieved together, It can be nice to include “teaser” information concerning future plans within the working group or theme).

Debrief - our communications officer and the SACs will typically identify people for comments on social media and/or newsitems during the event. Make sure to follow up with them for a debrief after the event, or towards the end of the event. Give feedback both on things you are happy with and those that you are less happy with, what worked and what was more difficult than expected.

Make sure the SACs have access to all relevant statistic and info concerning the event, which you can do together if you have a quick debrief session. 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.

Preserve materials - if appropriate and possible, save presentations (for example in the Indico schedule) and any recordings/photos from the event. Inform the SACs of the location of these things.

Reporting Template for LINXS activities

Budget estimates vary by event type and should be discussed with LINXS staff. As a rough guide: speaker travel cost is typically up to 5,000 SEK per speaker (economy class, by train if feasible). Accommodation is usually around 1,200 SEK per night per person, booked by LINXS. Catering for a one-day event (two fika breaks plus lunch) costs approximately 200-250 SEK per person. For one-day events, dinner is typically not covered unless a fee is charged or external funding is available. Conference budgets contributed by LINXS generally range from 50–70 kSEK, workshop/hackathon budgets from 20–40 kSEK, and schools about from 50 kSEK for five days. LINXS typically supports travel for a limited number of invited speakers, ee more info here.

Note that LINXS operates under the regulatory framework of Lund university, which is a public government authority. Vegetarian food is the default option at events, and the amount of alcohol that can be served is restricted. The SACs will have detailed information on the framework and options that apply.

Young researchers are an important part of the LINXS community. Consider including reduced or waived registration fees for graduate students and early-career researchers; opportunities for poster presentations or lightning talks; career development sessions or networking opportunities with established scientists; and outreach through the LINXS Young Researchers’ Initiatives (YRI). LINXS staff can help connect you with the YRI groups relevant to your Theme. When promoting your event, reach out to PhD student networks and departmental mailing lists at universities. Also, encourage early-stage researchers that are active in Themes to engage with the Young Researcher community to act as a bridge.

It is always best for the community at large when information is openly available to be spread as widely as possible. Therefore, LINXS strongly encourages the availability of presentations, videos and material from activities and events. We will always take care to try and host videos in an ad-free way, marked as educational material and under a creative commons license (read about the default one here). We always comply with GDPR, for example we try to take care to cut away content with people who have not consented to be in a video.

Main things to consider:

Decide before the event how you will handle material such as written documents and presentations. LINXS' tools enables them to be anything from confidential, available only in a specified group or publicly available and searchable.

Take care to get written consent from presenters/creators (in an e-mail or similar) for posting videos and written material.

Creators of content are responsible for providing correct attribution. Creators should reference the material of others and have fair use principles in mind.

Yes. LINXS is happy to provide office space for researchers visiting the local large research infrastructures. All researchers that have beamtime allocated and are coming to do an experiment can automatically apply to be a visiting researcher and sit for an extended time at LINXS in the period around your beamtime. This allows you to stay in the area and take advantage of collaborations, analysis of data, and networking opportunities beyond your beamtime or facility visit. Contact the Science Activities Coordinators to arrange for a workspace.

Visiting researchers are typically proposed by the ongoing Themes. If you are interested in visiting LINXS, start by contacting the relevant Core Group leader to discuss your research interests and how they align with ongoing activities. You can also reach out to the Science Activities Coordinators (SACs) at LINXS, who will help coordinate the practicalities. Research visits are typically connected to an ongoing Theme or Working Group, or to research activities relevant to the nearby MAX IV and ESS facilities, but all suggestions are welcome.

LINXS can provide office space, technical equipment, meeting facilities, and access to the LINXS community and events during your visit. Visiting researchers are officially guest researchers in the standard framework of Lund university. For researchers whose visits are connected to a Theme or Working Group, LINXS may also cover travel and accommodation costs – this should be discussed and agreed in advance with LINXS staff. LINXS will mostly arrange and pay directly for eligible costs; we typically do not expect researchers to pay out of pocket for later reimbursement unless special arrangements have been made.

The duration of a visit depends on the nature of your research activities and the arrangements made with the relevant Theme or Working Group (if your visit is linked to a Theme). Visits typically range from a few days to several weeks. Longer stays may be possible depending on funding and availability, sometimes as a co-funded collaboration. Please discuss your plans with the Science Activities Coordinators well in advance.

LINXS does not in general have the budget to pay the travel and accomodation costs for family members. However, we can and have in the past helped arrange for family to accompany visiting researchers at their own expense or sponsored from other parties than LINXS. Please reach out to the SACs or the LINXS management well in advance if you are planning for a spouse or family to visit around your stay.

Most events arranged by LINXS require registration through the LINXS Indico server (https://indico.linxs.lu.se). Please remember to register even if you have been invited to speak at an event. You can find upcoming events on the LINXS website under “Events” or in the LINXS newsletter (sign up in the “contact” menu on the LINXS website). Some events are open and do not require registration, while others may have limited capacity. When in doubt, check the specific event page or contact the Science Activities Coordinators.

Events arranged at LINXS take place at The Loop in Brunnshög, Lund. Depending on the event, you can expect a combination of talks, discussions, workshops, and networking opportunities. Catering (fika and/or lunch) is typically provided for registered participants. Please be aware of the Code of Conduct and a possible no-show fee for registered participants who do not attend. Many events also offer hybrid (online) participation via Zoom or Microsoft Teams.

Presenting

If you are a speaker, it is always a good idea to have your presentation ready in advance, and be prepared to transfer it to another computer. Especially for online and hybrid events it is good to test the equipment available in advance, so that we can ensure that people joining online have a good experience of your talk.

Many LINXS events welcome contributions from participants, whether through talks, poster presentations, or lightning talks. The format varies by event type. If you are interested in presenting, check the event page for a call for contributions or contact the event organisers directly. There are also many events organised by the Young Researcher’s Initiatives that are suitable for presenting y early stage researchers or those who have early-stage work.

LINXS does not in general provide bursaries for travel and accomodation just for attending an event. We only cover travel and accommodation costs for invited speakers or a restricted number of fellows, depending on the situation, and this needs to be agreed on in advance. Please reach out to LINXS administration before an event to check if travel costs can be covered. For an event organised by a theme, these requests typically come via the core group leader at a Science Management meeting. As a rule, LINXS will always pay directly for eligible costs, we do not as a standard procedure expect or accept individual payment with reimbursement.

LINXS actively supports the participation of young researchers. Many events offer reduced fees for graduate students and early-career researchers. LINXS also runs Young Researchers’ Initiatives (YRIs) that organise events specifically designed for early-career scientists, often including career development sessions and networking with established researchers. However, we do not in general have bursaries to cover travel and accomodation, unless an event is specifically sponsored by another organisation as well. Check the event page for a specific event or the LINXS website for current YRI activities.

We have been made aware of a concerning issue regarding phishing emails from “travel agencies” targeting speakers scheduled for our LINXS events. If you are in any doubt about the legitimacy of an email regarding travel arrangements, please contact the SACs or the organisers! Please note that LINXS will not routinely request speakers to pay invoices for later reimbursement (as phishing emails might suggest).

A LINXS Theme is a broad scientific area of activity, led by a Core Group of senior researchers. Within each Theme, Working Groups focus on specific topics or challenges. The Core Group sets the strategic direction, while Working Groups drive day-to-day scientific activities such as meetings, workshops, seminars, hackathons, and visiting researcher programmes. Each Theme also has LINXS fellows associated with it. Some fellows active in a Theme can receive a small coordination contribution to their salary, to compensate for time used to coordinate Theme activities. This is never larger than 20% FTE for any single individual, even if they are involved across several activities.

There are regular calls for Themes. New Theme proposals are evaluated by the LINXS Scientific Advisory Board adn approved by the management. If you have an idea for a Theme, start by discussing it informally with the LINXS Director or the Head of Administration. A successful Theme proposal should demonstrate clear relevance to neutron and X-ray science, a strong community of potential contributors, and a plan for scientific activities. More information will be available on the Theme call page.

As a Core Group leader, you should ensure that Working Groups have clear objectives, active leadership, and regular meetings. All Themes set their own schedules, but it tends to be useful to meet informally more often and online for shorter updates (say 30 min weekly or biweekly), rather than seldom and for longer. Encourage Working Group leaders to propose and organise activities (workshops, seminars, hackathons) and to regularly report progress back to the Core Group. Working Groups do not need to be static across the lifetime of the Theme and can change both in number, direction and composition. Consider rotating or refreshing Working Group membership periodically to bring in new perspectives and expertise.

The Core Group leader or a representative thereof is expected to informally communicate and discuss progress and plans at monthly Science Management Meetings, togehter with representatives for all ongoing Themes and Young Researcher focus areas.

Theme progress is tracked through Science Management meetings (once a month), where Core Group leaders (or their representatives) present updates on activities, plans, and outcomes. LINXS also collects activity reports after events. The Scientific Advisory Board (SAB) periodically reviews Theme performance, and it is important to report Theme past and planned activities to the SAB at their meetings (usually twice a year). There are alsoe typically short updates from the Themes for the LINXS Board meetings, but these are typically very short and concise (5-10 min). Keeping good records of publications, collaborations, and participant numbers is important for LINXS’ evaluation and future funding.

Sustainability

Please consider the planet and the carbon footprint of activities when planning, for instance use remote conferencing when it is more appropriate (LINXS is fully equipped for digital events and digital participation). Vegetarian food is the default option at events so be aware that eating meat has to be an active choice. Encourage travel by train and other sustainable transport modes whenever feasible. Travel booked in connection with LINXS' activities (such as flights) should be climate compensated whenever possible. If people do fly over, please try to see to it that their time is well spent and that their presence benefits as many activities as possible, e.g. for numerous locations, meetings, seminars, workshops, etc.

Equality and diversity

It is important to also consider gender balance and diversity whenever possible, especially for communities that traditionally have a skewed record. As a matter of principle, we encourage people who arrange activities to aim for a gender balance of at least 60%-40%. Focus on what you can control, such as balance in the members of panels, invited speakers, and visiting researchers.

Ethics

It is important that all people involved in LINXS should follow good practices in research ethics, and they are individually responsible for doing so. Guidelines are always provided by your host organisation, the Lund University ones can be found here.

Digital participation etiquette

To ensure a respectful and productive digital environment for all participants, we kindly ask you to adhere to the following guidelines:

1. No recording: Please refrain from recording any part of the event without prior consent from the organisers.

2. Respectful communication: Please do not use the chat or Q&A function for personal/confidential/commercial communication and be aware that all interactions via Zoom or Teams are automatically saved, even one-to-one chats. Be respectful towards fellow participants and presenters.

   LINXS reserves the right to remove participants that violate these rules.

Physical participation etiquette

We kindly ask for your cooperation with the following:

1. Cleanliness: Please help us maintain a clean environment by disposing of your trash. There is no cleaning staff available during the event.

2. Photography notice: Please be aware that we may take photos during our events for promotional purposes. If you prefer not to be included in any photographs, please let us know.

3. No-show fee: We understand that plans can change, but please notify us in advance if you can no longer participate in the event. Our events have a no-show fee of 200 SEK per day to cover the cost of wasted food.

LINXS follows Lund University’s data protection policies in accordance with the EU General Data Protection Regulation (GDPR). Personal data collected for event registration, newsletters, and other LINXS activities is handled in compliance with GDPR. For online and hybrid events, we use Lund University’s dedicated Zoom servers and European-compliant Teams infrastructure to ensure communications are secure under European and Swedish data laws.

All LINXS fellows are expected to use the LINXS affiliation for scientific papers, presentations, and research activities enabled wholly or partially via LINXS. Financial support, in-kind contributions from LINXS, or the use of infrastructure and premises should also be acknowledged. Detailed instructions for affiliation and acknowledgement are available on the LINXS documents page. These requirements help LINXS demonstrate its impact and secure continued funding.

LINXS strongly encourages open sharing of presentations, videos, and other materials from events. Materials can be made available through the LINXS Indico server with varying levels of access (public, group-restricted, or confidential). Creators of content retain responsibility for correct attribution and fair use. Written consent should be obtained from presenters before posting their materials online. LINXS currently hosts videos on its youtube channel (categorised as educational content) under a Creative Commons licence and complies with GDPR regarding recorded content.