Info for New Members

Welcome to the ePIC Collaboration

We are excited to welcome you to the ePIC Collaboration, the principal detector of the EIC. Whether you’re joining as a student, postdoc, scientist, or engineer, your contributions are essential to our success. ePIC is a diverse, international effort to design, build, and operate a state-of-the-art detector system that will unlock the mysteries of nucleon and nuclear structure. To coordinate this work, the collaboration is organized into:

Physics Working Groups (PWGs) – Develop and refine the physics program.
Detector Subsystem Collaborations (DSCs) – Design and build detector components.
Software & Computing Groups – Provide tools for simulation, reconstruction, and analysis.
Collaboration Council (CC), Spokesperson Office (SP) & Coordination Teams – Oversee governance, policies, membership, authorship, publications, and strategy.

👉 The ePIC website is your hub for public documentation, group overviews, mailing lists, governance, and more. This guide outlines the practical steps and resources to help you get started.

First Steps

Mailing lists are the backbone of our communication. At a minimum, please subscribe to the main Collaboration list: eic-projdet-collab-l
If you’re joining a PWG, mailing lists are listed under the Physics menu on our website.
For DSCs, see the detector page for conveners, mailing lists, and meeting info.

2. Signing up for Mattermost

We use Mattermost as our main communication channel.
To join email a request for an invitation to eic-software-l-request@lists.bnl.gov.

3. Register with COmanage

Access to collaborative tools at BNL requires registration. Key services include Indico and the user database (also known as the Phonebook, see below).
To use ePIC services at BNL, follow these steps:

Register in COmanage
COmanage is BNL’s central identity management system. It securely stores your verified identity and allows you to link multiple accounts (e.g., from your home institution, CERN, or BNL) into a single profile.
You can log in using your home institution, BNL, or CERN as your identity provider.
To register in COmanage, please use this link: https://docs.sdcc.bnl.gov/services/comanage/.
Note that if you choose to log in with your SDCC account, you must have multi-factor authentication enabled.
Provide Your ORCID
An ORCID (Open Researcher and Contributor ID) is required to access ePIC services. It ensures your identity is consistent across institutions and projects.
- Don’t have an ORCID? Create one for free: ORCID Registration.
- Already have an ORCID? You can add it to your COmanage profile during registration — see instructions here.

The COmanage registration request is usually processed within one business day.
If you have any questions regarding your registration, please contact the BNL Computing Center at
RT-RACF-UserAccounts@bnl.gov.

4. Update the Phonebook

The ePIC Phonebook lists collaborators’ contact and institutional information. Please make sure your entry in the Phonebook is up to date. If something is not correct:

Ask your Council Representative to update your entry, or
Email Rachel with your details.

If you are a council representative you can modify phonebook entries by first logging into the Phonebook, clicking on the “My Overview” tab on the left menu and selecting the “My Institution” tab in the center panel. You should see a list of members associated with your institution and an edit icon to the right of their name. 🔑 Note that you must link your ORCID to your InCommon record in order to access the full functionality. Instructions on how to do that are here.

5. Access Indico

Use CILogon to log in. It connects you to your home institution, BNL, or CERN and verifies your identity through COmanage.
You’ll use it during both registration and login.

Here is an example from Indico:

All meetings are organized via Indico, including:

Collaboration meetings
Working group meetings
Tutorials
Conference preparation

You can also subscribe to Indico calendar feeds to stay updated on upcoming meetings and events.

6. The Document Database

To organize and manage its various research documents (papers, presentations, posters, graphics etc) the ePIC Collaboration is leveraging the state-of-the-art Zenodo platform hosted at CERN. For more information, please see this page of our website.

7. For Council Representatives

Council representatives are automatically subscribed to the Council mailing list (ePIC-CC-l). Please review:

Charter & Policies

8. Talks & Conferences

If you plan to present ePIC results, subscribe to:

Your primary PWG/DSC mailing list
epic-talks

9. Software & Computing

The Getting Started guide explains how to set up and contribute to the ePIC software framework.

Useful Resources

If you’re unsure about anything, reach out to your group leader, convener, or a collaboration coordinator.
For corrections or missing information, email Bisi.

✨ Welcome again — we’re glad you’re with us!