Update guide #891

Romain-Thomas-Shef · 2025-03-10T16:38:02Z

Finally after a few months I updated the collaboration guide. Do not hesitate to correct/change if you think something is not clear.

The first part is where I made most changes. The part below 'RSE practices' is basically what was there before.

Robadob · 2025-03-10T16:46:44Z

pages/collaboration/guide/guide.md

-The RSE team has a fairly standardised process for working on code which uses GitHub projects and issues and this can be incorporated into your project management approach early on if required (see section [During the Project](#during-the-project)).
+Activities carried out by the members of the RSE team are not limited to collaborating with other researchers.
+Group activities and personal development are important aspects of the RSE team culture. These activities require time and the RSE management team will make sure that RSE can participate in these activities. 
+While the RSEs are doing their best to juggle with multiple projects at once and to give them the time they need, It is important to emphasise that what matters is production rather than simple timekeeping. Having said that, it is also important to know that RSEs are expected to attend various team activities:


Suggested change

While the RSEs are doing their best to juggle with multiple projects at once and to give them the time they need, It is important to emphasise that what matters is production rather than simple timekeeping. Having said that, it is also important to know that RSEs are expected to attend various team activities:

While the RSEs are doing their best to juggle with multiple projects at once and to give them the time they need, it is important to emphasise that what matters is production rather than simple timekeeping. Having said that, it is also important to know that RSEs are expected to attend various team activities:

Robadob · 2025-03-10T16:47:23Z

pages/collaboration/guide/guide.md


+* For every RSE in the team:
+  * Weekly one-on-one meetings with their direct Line manager (~30min-1h).
+  * Fortnightly meeting with the HoRSE (<30minutes).


Will HoRSE acronym be recognised?

Robadob · 2025-03-10T16:47:41Z

pages/collaboration/guide/guide.md


+* For every RSE in the team:
+  * Weekly one-on-one meetings with their direct Line manager (~30min-1h).


My line mgmt has always been fortnightly.

Robadob · 2025-03-10T16:48:46Z

pages/collaboration/guide/guide.md

+  * Weekly one-on-one meetings with their direct Line manager (~30min-1h).
+  * Fortnightly meeting with the HoRSE (<30minutes).
+  * RSE team meetings: 60-minutes RSE group meeting every other Wednesday.
+  * May be involved in some relevant scoping meetings (frequency depending on requests).


Suggested change

* May be involved in some relevant scoping meetings (frequency depending on requests).

* May be involved in some relevant scoping meetings (frequency depending on requests).

* A small number of wider academic citizenship/professional development commitments (e.g. committees, mentoring)

This could be written as the imaginary 10% reserved time for professional development expected of all staff on ACP.

Robadob · 2025-03-10T16:52:47Z

pages/collaboration/guide/guide.md


-Before work begins, it is likely that we will need to inspect existing materials. This may include code, example data, database schema etc.
+In addition to these expected activities, RSE can take part in code clinics, training, conferences (e.g. the yearly RSE National conference, RSECon), self-development activities, etc… As you would expect any early career researcher to do these activities while working on their research, we will ensure that it does not take more than 5% of the project time.


Why is this placed here, rather than the above section. It seems out of place here.

Robadob · 2025-03-10T16:54:21Z

pages/collaboration/guide/guide.md


-### Data {#data}
+* Entry point: **Grant writing stage**
+  * Usually, and it is our preferred option, researchers requiring RSE expertise will contact us when they are writing a grant proposal. At this stage, the RSE team will organise a scoping meeting with the research team to discuss the project. Before the meeting, the P.I. of the project will be requested to fill a [google form](https://docs.google.com/forms/d/e/1FAIpQLSdqxTC1nCQltVk_-qSmv-P1h67x5IDEdUW_p8Y2uQAaBh8xVg/viewform) with information about the project. During the meeting, we will discuss the skills required by the project, how much time RSE time we estimate it will take to complete the work and a potential starting date. 


Suggested change

* Usually, and it is our preferred option, researchers requiring RSE expertise will contact us when they are writing a grant proposal. At this stage, the RSE team will organise a scoping meeting with the research team to discuss the project. Before the meeting, the P.I. of the project will be requested to fill a [google form](https://docs.google.com/forms/d/e/1FAIpQLSdqxTC1nCQltVk_-qSmv-P1h67x5IDEdUW_p8Y2uQAaBh8xVg/viewform) with information about the project. During the meeting, we will discuss the skills required by the project, how much time RSE time we estimate it will take to complete the work and a potential starting date.

* Usually, and it is our preferred way to initiate projects, researchers requiring RSE expertise will contact us when they are writing a grant proposal. At this stage, the RSE team will organise a scoping meeting with the research team to discuss the project. Before the meeting, the P.I. of the project will be requested to fill a [google form](https://docs.google.com/forms/d/e/1FAIpQLSdqxTC1nCQltVk_-qSmv-P1h67x5IDEdUW_p8Y2uQAaBh8xVg/viewform) with information about the project. During the meeting, we will discuss the skills required by the project, how much RSE time we estimate it will take to complete the work and a potential starting date.

option whilst correct reads weird, as the other options are not presented.

Robadob · 2025-03-10T16:55:49Z

pages/collaboration/guide/guide.md

-### Data {#data}
+* Entry point: **Grant writing stage**
+  * Usually, and it is our preferred option, researchers requiring RSE expertise will contact us when they are writing a grant proposal. At this stage, the RSE team will organise a scoping meeting with the research team to discuss the project. Before the meeting, the P.I. of the project will be requested to fill a [google form](https://docs.google.com/forms/d/e/1FAIpQLSdqxTC1nCQltVk_-qSmv-P1h67x5IDEdUW_p8Y2uQAaBh8xVg/viewform) with information about the project. During the meeting, we will discuss the skills required by the project, how much time RSE time we estimate it will take to complete the work and a potential starting date. 
+**It is also worth noting that RSEs can also be particularly valuable co-Is on grants**, for example to lead the software side of the project. In some cases, we might propose to add one of our team members as co-I on the grant if we see that it will be valuable for the research team and increase the chances of success. In that case, the RSE will help shape the research team in shaping the bid. Unless it is already agreed upon during the meeting, the RSE team will share a proposed plan with the P.I. afterward. We will always ask the P.I. to share with us their grant costing code. This helps us keep track of the potential future work and make sure that RSE are included correctly in the grants.


Suggested change

**It is also worth noting that RSEs can also be particularly valuable co-Is on grants**, for example to lead the software side of the project. In some cases, we might propose to add one of our team members as co-I on the grant if we see that it will be valuable for the research team and increase the chances of success. In that case, the RSE will help shape the research team in shaping the bid. Unless it is already agreed upon during the meeting, the RSE team will share a proposed plan with the P.I. afterward. We will always ask the P.I. to share with us their grant costing code. This helps us keep track of the potential future work and make sure that RSE are included correctly in the grants.

**It is also worth noting that RSEs can also be particularly valuable co-Is on grants**, for example to lead the software side of the project. In some cases, we might propose to add one of our team members as co-I on the grant if we see that it will be valuable for the research team and increase the chances of success. In that case, the RSE will help the research team in shaping the bid. Unless it is already agreed upon during the meeting, the RSE team will share a proposed plan with the P.I. afterward. We will always ask the P.I. to share with us their grant costing code. This helps us keep track of the potential future work and make sure that RSE are included correctly in the grants.

Robadob · 2025-03-10T16:56:37Z

pages/collaboration/guide/guide.md


-Along with code, or for completely new software projects, it may also be necessary to provide data. Providing access to all data required by the project as soon as possible would ensure any software developed takes into consideration edge cases. Should your data be sensitive, ensure it is appropriately anonymised or that appropriate dummy data has been provided. A[ data management plan](https://www.sheffield.ac.uk/library/rdm/dmp) should be in place and is the responsibility of the project PI. The RSE team can assist you in completing one or advise on certain aspects.
+**Note on costing**: In general RSEs are costed on grant as an unnamed researcher at grade G7.10 (unless the RSE is a named co-I). In some cases, a day rate will have to be used instead. This depends on the funding scheme. It is also worth mentioning that if you already have some funding and would like to work with us we can also be costed post-award. 


Suggested change

**Note on costing**: In general RSEs are costed on grant as an unnamed researcher at grade G7.10 (unless the RSE is a named co-I). In some cases, a day rate will have to be used instead. This depends on the funding scheme. It is also worth mentioning that if you already have some funding and would like to work with us we can also be costed post-award.

**Note on costing**: In general RSEs are costed on grant as an unnamed researcher at grade G7.10 (unless the RSE is a named co-I). In some cases, a day rate will have to be used instead. This depends on the funding scheme. It is also worth mentioning that if you already have funding and would like to work with us we can also be costed post-award.

Robadob · 2025-03-10T16:57:01Z

pages/collaboration/guide/guide.md


+* Start of the project: **Kickoff meeting and end-to-end report**. When your grant is funded (congratulations!) and that the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting. 


Suggested change

* Start of the project: **Kickoff meeting and end-to-end report**. When your grant is funded (congratulations!) and that the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting.

* Start of the project: **Kickoff meeting and end-to-end report**. When your grant is funded (congratulations!) and the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting.

Robadob · 2025-03-10T16:57:50Z

pages/collaboration/guide/guide.md


+* Start of the project: **Kickoff meeting and end-to-end report**. When your grant is funded (congratulations!) and that the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting. 
+This meeting will be attended by the RSE and their line manager and by people from the research team whose work will be closely linked to the RSE’s (at least the P.I. of the project). During the meeting we will discuss the following item:


Suggested change

This meeting will be attended by the RSE and their line manager and by people from the research team whose work will be closely linked to the RSE’s (at least the P.I. of the project). During the meeting we will discuss the following item:

This meeting will be attended by the RSE, their line manager and people from the research team whose work will linked to the RSE’s (at least the P.I. of the project). During the meeting we will discuss the following items:

Robadob · 2025-03-10T16:58:53Z

pages/collaboration/guide/guide.md

+* Start of the project: **Kickoff meeting and end-to-end report**. When your grant is funded (congratulations!) and that the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting. 
+This meeting will be attended by the RSE and their line manager and by people from the research team whose work will be closely linked to the RSE’s (at least the P.I. of the project). During the meeting we will discuss the following item:
+  * *Objectives and requirements of the project*. These are the general objectives of the project. What does a successful project look like to you?
+  * *Configuration of the collaboration*. Who is in charge of steering the project? What is the meeting cadence


what is the meeting cadence

You've already specified weekly meetings in one of your lists above.

Robadob · 2025-03-10T17:02:58Z

It feels too long, you'll probably lose most academics before half-way (I gave up reviewing it before the end).

ns-rse · 2025-03-13T09:52:31Z

pages/collaboration/guide/guide.md

-* If so, who will maintain it? Will they need training within the scope of the project to enable them to do this?
-* If so, does it require any infrastructure (e.g. web servers, databases)?
-* Consider doing an online [Software Sustainability Review](https://www.software.ac.uk/resources/online-sustainability-evaluation). Not all of the criteria are universal. The project RSE will advise on appropriateness of specific criteria.
+* **Impact Enquiry**. It is important for each RSE, and for the RSE team as well, to be able to keep track of the impact of the work. For that reason, you will receive a few months after the project ends (and even 1 and 3 years after), a short message from the RSE team to understand the long term impact of the RSE team. It will be a short mail from the Head of RSE to know if the work has been used in recent publications, if it is still in use or if it has been taken further. We would appreciate it if you took time to answer this mail.


Suggested change

* **Impact Enquiry**. It is important for each RSE, and for the RSE team as well, to be able to keep track of the impact of the work. For that reason, you will receive a few months after the project ends (and even 1 and 3 years after), a short message from the RSE team to understand the long term impact of the RSE team. It will be a short mail from the Head of RSE to know if the work has been used in recent publications, if it is still in use or if it has been taken further. We would appreciate it if you took time to answer this mail.

* **Impact Enquiry**. It is important for each RSE, and for the RSE team as well, to be able to keep track of the impact of the work. For that reason a few months after the project ends, and sometimes up to 1-3 years after, you will receive a short message from the RSE team to understand the long term impact of the RSE team. It will be a short mail from the Head of RSE to know if the work has been used in recent publications, if it is still in use or if it has been taken further. We would appreciate it if you took time to answer this mail.

ns-rse · 2025-03-13T09:54:38Z

pages/collaboration/guide/guide.md


-Whilst collaborating with researchers, the RSE team endeavours to follow good practice throughout with the objective of crafting a software project that is reproducible, sustainable and produces accountable results. Ultimately, following good practice in a research software project will result in a more impactful piece of software which outlasts the project itself.
+Beyond research outputs, if an RSE has made a significant contribution to your work, please share your feedback with the RSE management team at [[email protected]](mailto:[email protected]). You may also consider nominating them for a recognition award through The Deal, a great way to acknowledge staff contributions.


Suggested change

Beyond research outputs, if an RSE has made a significant contribution to your work, please share your feedback with the RSE management team at [[email protected]](mailto:[email protected]). You may also consider nominating them for a recognition award through The Deal, a great way to acknowledge staff contributions.

Beyond research outputs, if an RSE has made a significant contribution to your work, please share your feedback with the RSE management team at [[email protected]](mailto:[email protected]). You may also consider nominating them for a [recognition award](https://staff.sheffield.ac.uk/reward-recognition/benefits/accessing-deal#recognition) through The Deal, a great way to acknowledge staff contributions.

ns-rse · 2025-03-13T09:56:57Z

pages/collaboration/guide/guide.md

-8.  Deliverables
-9.  Maintenance
-10.  Handover
+* **Code**. The RSE team delivers code according to best practices using a collaborative version control system (preferably GitHub, but equivalent tools such as GitLab or Bitbucket can be used for established projects). At the outset of the project initial code can be provided on a secure shared resource like Google Drive however we would expect to migrate this to version control to make any changes. The RSE team can help you to do this. If you already use version control and have a private repository, you will need to add the allocated RSE as a collaborator.


As the previous sections uses good over best we should remain consistent.

Suggested change

* **Code**. The RSE team delivers code according to best practices using a collaborative version control system (preferably GitHub, but equivalent tools such as GitLab or Bitbucket can be used for established projects). At the outset of the project initial code can be provided on a secure shared resource like Google Drive however we would expect to migrate this to version control to make any changes. The RSE team can help you to do this. If you already use version control and have a private repository, you will need to add the allocated RSE as a collaborator.

* **Code**. The RSE team delivers code according to good practices using a collaborative version control system (preferably GitHub, but equivalent tools such as GitLab or Bitbucket can be used for established projects). At the outset of the project initial code can be provided on a secure shared resource like Google Drive however we would expect to migrate this to version control to make any changes. The RSE team can help you to do this. If you already use version control and have a private repository, you will need to add the allocated RSE as a collaborator.

ns-rse · 2025-03-13T09:57:33Z

pages/collaboration/guide/guide.md


+* **Data**. Along with code, or for completely new software projects, it may also be necessary to provide data. Providing access to all data required by the project as soon as possible would ensure any software developed takes into consideration edge cases. Should your data be sensitive, ensure it is appropriately anonymised or that appropriate dummy data has been provided. A[ data management plan](https://www.sheffield.ac.uk/library/rdm/dmp) should be in place and is the responsibility of the project PI. The RSE team can assist you in completing one or advise on certain aspects.


Suggested change

* **Data**. Along with code, or for completely new software projects, it may also be necessary to provide data. Providing access to all data required by the project as soon as possible would ensure any software developed takes into consideration edge cases. Should your data be sensitive, ensure it is appropriately anonymised or that appropriate dummy data has been provided. A[ data management plan](https://www.sheffield.ac.uk/library/rdm/dmp) should be in place and is the responsibility of the project PI. The RSE team can assist you in completing one or advise on certain aspects.

* **Data**. Along with code, or for completely new software projects, it may also be necessary to provide data. Providing access to all data required by the project as soon as possible would ensure any software developed takes into consideration edge cases. Should your data be sensitive, ensure it is appropriately anonymised or that appropriate dummy data has been provided. A [data management plan](https://www.sheffield.ac.uk/library/rdm/dmp) should be in place and is the responsibility of the project PI. The RSE team can assist you in completing one or advise on certain aspects.

Also add something about sensitive data needing to be hosted appropriately.

tdjames1

I've added some suggestions in addition to those already made by @Robadob and @ns-rse.

Additionally, the following terms should be made consistent (my suggestions in bold):

P.I. vs PI
Kick off vs kickoff vs kick-off

tdjames1 · 2025-03-25T10:21:14Z

pages/collaboration/guide/guide.md


-Once an RSE is allocated to your project the project PI will ultimately be responsible for how the RSE is deployed as a resource. As such it is essential that thought is given to a strategy for project management. Having a project management process will ensure that the RSE has agreed priorities for work, is able to meet agreed deadlines and can provide feedback to the project PI on progress. The project management approach may be to include the RSE in an existing process including postdocs or it could be to adopt a new process unique to the tasks the RSE is to undertake. There are different project management approaches but the RSE can help to define a process if you do not already have one. As a minimum you should think about and then agree on the items in the section [Kick off meetings](#kick-off-meetings).
+All RSEs in out team hold a *Researcher* contract, so integrating a RSE into your project is similar to adding another researcher to your team for a specific duration. Our RSEs have extensive experience across various technical domains as well as in research, and their expertise extends far beyond software development. They contribute as research collaborators rather than solely as software developers. Like other researchers at the University they follow the [academic career pathway](https://staff.sheffield.ac.uk/reward-recognition/academic-career-pathways) for career development and must meet the same promotion criteria as more traditional research staff. 


Suggested change

All RSEs in out team hold a *Researcher* contract, so integrating a RSE into your project is similar to adding another researcher to your team for a specific duration. Our RSEs have extensive experience across various technical domains as well as in research, and their expertise extends far beyond software development. They contribute as research collaborators rather than solely as software developers. Like other researchers at the University they follow the [academic career pathway](https://staff.sheffield.ac.uk/reward-recognition/academic-career-pathways) for career development and must meet the same promotion criteria as more traditional research staff.

All RSEs in our team hold a *Researcher* contract, so integrating an RSE into your project is similar to adding another researcher to your team for a specific duration. Our RSEs have extensive experience across various technical domains as well as in research, and their expertise extends far beyond software development. They contribute as research collaborators rather than solely as software developers. Like other researchers at the University they follow the [academic career pathway](https://staff.sheffield.ac.uk/reward-recognition/academic-career-pathways) for career development and must meet the same promotion criteria as more traditional research staff.

tdjames1 · 2025-03-25T10:23:02Z

pages/collaboration/guide/guide.md


-The RSE team has a fairly standardised process for working on code which uses GitHub projects and issues and this can be incorporated into your project management approach early on if required (see section [During the Project](#during-the-project)).
+Activities carried out by the members of the RSE team are not limited to collaborating with other researchers.
+Group activities and personal development are important aspects of the RSE team culture. These activities require time and the RSE management team will make sure that RSE can participate in these activities. 


Suggested change

Group activities and personal development are important aspects of the RSE team culture. These activities require time and the RSE management team will make sure that RSE can participate in these activities.

Group activities and personal development are important aspects of the RSE team culture. These activities require time and the RSE management team will make sure that RSEs can participate in these activities.

tdjames1 · 2025-03-25T10:36:25Z

pages/collaboration/guide/guide.md


+## Impact of the RSE


Suggested change

## Impact of the RSE

## Impact of the RSE {#rse-impact}

tdjames1 · 2025-03-25T10:37:10Z

pages/collaboration/guide/guide.md

+  * *Objectives and requirements of the project*. These are the general objectives of the project. What does a successful project look like to you?
+  * *Configuration of the collaboration*. Who is in charge of steering the project? What is the meeting cadence
+? Who is participating to the project, and with what commitment? How will everybody communicate?
+  * *Outputs*. How will the work be licensed? (see section on Licence) How will the RSE be acknowledged in the research output? (see Section on RSE impact)


Suggested change

* *Outputs*. How will the work be licensed? (see section on Licence) How will the RSE be acknowledged in the research output? (see Section on RSE impact)

* *Outputs*. How will the work be licensed? (see [Licensing](#licensing)) How will the RSE be acknowledged in the research output? (see [Impact of the RSE](#rse-impact))

tdjames1 · 2025-03-25T10:38:15Z

pages/collaboration/guide/guide.md

+  * *Configuration of the collaboration*. Who is in charge of steering the project? What is the meeting cadence
+? Who is participating to the project, and with what commitment? How will everybody communicate?
+  * *Outputs*. How will the work be licensed? (see section on Licence) How will the RSE be acknowledged in the research output? (see Section on RSE impact)
+  * *Objectives of the RSE*. This is where we will discuss the direct objective of the RSE. You do not have to map 3 years of work but at least the first few steps. This will be completed during the project.


Suggested change

* *Objectives of the RSE*. This is where we will discuss the direct objective of the RSE. You do not have to map 3 years of work but at least the first few steps. This will be completed during the project.

* *Objectives of the RSE*. This is where we will discuss the direct objectives of the RSE. You do not have to map 3 years of work but at least the first few steps. This section will be completed during the project.

tdjames1 · 2025-03-25T11:19:53Z

pages/collaboration/guide/guide.md

+* Restrictions on background IP (e.g. the project extends software which cannot be made open source).
+* Legal agreements around project funding (e.g. NDAs, ownership of foreground IP is shared under a research agreement)
+* Collaborators outside the University of Sheffield will not release copyright.
+* The research team has contacted the research services commercialisation team and plans to commercialise the software in a manner that precludes open source licensing.


Suggested change

* The research team has contacted the research services commercialisation team and plans to commercialise the software in a manner that precludes open source licensing.

* The research team has contacted the [Research, Partnerships and Innovation](https://staff.sheffield.ac.uk/rpi) [commercialisation team](https://staff.sheffield.ac.uk/rpi/commercialisation/meet-commercialisation-team) and plans to commercialise the software in a manner that precludes open source licensing.

tdjames1 · 2025-03-25T11:25:16Z

pages/collaboration/guide/guide.md

@@ -218,6 +178,16 @@ Making code available via a collaborative version control site such as GitHub is

 FAIR outputs can lead to more citations and more transparent, trustworthy, research (see [SSI benefits reference list](https://github.com/softwaresaved/useful-references/blob/master/benefits.bib)).

+### Sustainability plan - software/data maintenance plan {#sustainability-plan-software-data-maintenance-plan}
+
+RSE effort on a project is for a fixed period of time, usually associated with specific research funding. For software to continue to do its job beyond this scope, ongoing maintenance will be required. Current research funding models do not usually acknowledge this. Bug fixes and updates in dependencies and operating systems, beyond the control of the project, are a key driver of the need for maintenance. As mitigation, prior to starting the project the following should be considered:


Should this be added to list of things discussing in the kick-off meeting?

tdjames1 · 2025-03-25T11:25:50Z

pages/collaboration/guide/guide.md

-
-All software  by RSEs will be managed as a repository using version control software, most likely `git`. This represents fundamental software engineering best practice and ensures the evolution of the project is captured and allows for navigation through the history of project development which will always be available, even after handover. Any non software activities should utilise tools and storage agreed as part of the kick off meeting.
+### Use of Version control
+All software by RSEs will be managed as a repository using version control software, most likely git. This represents fundamental software engineering best practice and ensures the evolution of the project is captured and allows for navigation through the history of project development which will always be available, even after handover. Any non software activities should utilise tools and storage agreed as part of the kick off meeting.


Suggested change

All software by RSEs will be managed as a repository using version control software, most likely git. This represents fundamental software engineering best practice and ensures the evolution of the project is captured and allows for navigation through the history of project development which will always be available, even after handover. Any non software activities should utilise tools and storage agreed as part of the kick off meeting.

All software by RSEs will be managed as a repository using version control software, most likely git. This represents fundamental software engineering best practice and ensures the evolution of the project is captured and allows for navigation through the history of project development which will always be available, even after handover. Any non-software activities should utilise tools and storage agreed as part of the kick off meeting.

tdjames1 · 2025-03-25T11:32:29Z

pages/collaboration/guide/guide.md


+* For every RSE in the team:


I don't think the exact timings are required in this list. Just list the activities and say approx proportion of time required.

tdjames1 · 2025-03-25T11:32:49Z

pages/collaboration/guide/guide.md


-### Instructions for delivery of necessary materials to initiate project {#instructions-for-delivery-of-necessary-materials-to-initiate-project}
+* In addition, senior RSEs have the following duties:


I don't think the exact timings are required in this list. Just list the activities and say approx proportion of time required.

Romain-Thomas-Shef added 2 commits March 7, 2025 10:46

update collaboration guideline

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Romain-Thomas-Shef requested a review from a team March 10, 2025 16:38

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tdjames1 requested changes Mar 25, 2025

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	While the RSEs are doing their best to juggle with multiple projects at once and to give them the time they need, It is important to emphasise that what matters is production rather than simple timekeeping. Having said that, it is also important to know that RSEs are expected to attend various team activities:
	While the RSEs are doing their best to juggle with multiple projects at once and to give them the time they need, it is important to emphasise that what matters is production rather than simple timekeeping. Having said that, it is also important to know that RSEs are expected to attend various team activities:


		* For every RSE in the team:
		* Weekly one-on-one meetings with their direct Line manager (~30min-1h).

	* May be involved in some relevant scoping meetings (frequency depending on requests).
	* May be involved in some relevant scoping meetings (frequency depending on requests).
	* A small number of wider academic citizenship/professional development commitments (e.g. committees, mentoring)


		Before work begins, it is likely that we will need to inspect existing materials. This may include code, example data, database schema etc.
		In addition to these expected activities, RSE can take part in code clinics, training, conferences (e.g. the yearly RSE National conference, RSECon), self-development activities, etc… As you would expect any early career researcher to do these activities while working on their research, we will ensure that it does not take more than 5% of the project time.


		Along with code, or for completely new software projects, it may also be necessary to provide data. Providing access to all data required by the project as soon as possible would ensure any software developed takes into consideration edge cases. Should your data be sensitive, ensure it is appropriately anonymised or that appropriate dummy data has been provided. A[ data management plan](https://www.sheffield.ac.uk/library/rdm/dmp) should be in place and is the responsibility of the project PI. The RSE team can assist you in completing one or advise on certain aspects.
		Note on costing: In general RSEs are costed on grant as an unnamed researcher at grade G7.10 (unless the RSE is a named co-I). In some cases, a day rate will have to be used instead. This depends on the funding scheme. It is also worth mentioning that if you already have some funding and would like to work with us we can also be costed post-award.


		* Start of the project: Kickoff meeting and end-to-end report. When your grant is funded (congratulations!) and that the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting.


		* Start of the project: Kickoff meeting and end-to-end report. When your grant is funded (congratulations!) and that the starting date of the collaboration with the RSE approaches, we will organise a kickoff meeting.
		This meeting will be attended by the RSE and their line manager and by people from the research team whose work will be closely linked to the RSE’s (at least the P.I. of the project). During the meeting we will discuss the following item:


		Whilst collaborating with researchers, the RSE team endeavours to follow good practice throughout with the objective of crafting a software project that is reproducible, sustainable and produces accountable results. Ultimately, following good practice in a research software project will result in a more impactful piece of software which outlasts the project itself.
		Beyond research outputs, if an RSE has made a significant contribution to your work, please share your feedback with the RSE management team at [[email protected]](mailto:[email protected]). You may also consider nominating them for a recognition award through The Deal, a great way to acknowledge staff contributions.


		* Data. Along with code, or for completely new software projects, it may also be necessary to provide data. Providing access to all data required by the project as soon as possible would ensure any software developed takes into consideration edge cases. Should your data be sensitive, ensure it is appropriately anonymised or that appropriate dummy data has been provided. A[ data management plan](https://www.sheffield.ac.uk/library/rdm/dmp) should be in place and is the responsibility of the project PI. The RSE team can assist you in completing one or advise on certain aspects.


		Once an RSE is allocated to your project the project PI will ultimately be responsible for how the RSE is deployed as a resource. As such it is essential that thought is given to a strategy for project management. Having a project management process will ensure that the RSE has agreed priorities for work, is able to meet agreed deadlines and can provide feedback to the project PI on progress. The project management approach may be to include the RSE in an existing process including postdocs or it could be to adopt a new process unique to the tasks the RSE is to undertake. There are different project management approaches but the RSE can help to define a process if you do not already have one. As a minimum you should think about and then agree on the items in the section [Kick off meetings](#kick-off-meetings).
		All RSEs in out team hold a Researcher contract, so integrating a RSE into your project is similar to adding another researcher to your team for a specific duration. Our RSEs have extensive experience across various technical domains as well as in research, and their expertise extends far beyond software development. They contribute as research collaborators rather than solely as software developers. Like other researchers at the University they follow the [academic career pathway](https://staff.sheffield.ac.uk/reward-recognition/academic-career-pathways) for career development and must meet the same promotion criteria as more traditional research staff.

	Group activities and personal development are important aspects of the RSE team culture. These activities require time and the RSE management team will make sure that RSE can participate in these activities.
	Group activities and personal development are important aspects of the RSE team culture. These activities require time and the RSE management team will make sure that RSEs can participate in these activities.

	* Outputs. How will the work be licensed? (see section on Licence) How will the RSE be acknowledged in the research output? (see Section on RSE impact)
	* Outputs. How will the work be licensed? (see [Licensing](#licensing)) How will the RSE be acknowledged in the research output? (see [Impact of the RSE](#rse-impact))

	* Objectives of the RSE. This is where we will discuss the direct objective of the RSE. You do not have to map 3 years of work but at least the first few steps. This will be completed during the project.
	* Objectives of the RSE. This is where we will discuss the direct objectives of the RSE. You do not have to map 3 years of work but at least the first few steps. This section will be completed during the project.

	* The research team has contacted the research services commercialisation team and plans to commercialise the software in a manner that precludes open source licensing.
	* The research team has contacted the [Research, Partnerships and Innovation](https://staff.sheffield.ac.uk/rpi) [commercialisation team](https://staff.sheffield.ac.uk/rpi/commercialisation/meet-commercialisation-team) and plans to commercialise the software in a manner that precludes open source licensing.


		### Instructions for delivery of necessary materials to initiate project {#instructions-for-delivery-of-necessary-materials-to-initiate-project}
		* In addition, senior RSEs have the following duties:

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Romain-Thomas-Shef commented Mar 10, 2025 •

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