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
1. Subscribe to Mailing Lists
- 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. Access BNL Collaboration Services
Access to collaboration services hosted at BNL requires registration. These services include Indico, the ePIC PhoneBook, and other authenticated collaboration tools.
Before you begin: You need an ORCID (Open Researcher and Contributor ID). Your ePIC PhoneBook account cannot be created without an ORCID associated with your COmanage profile.
- Don’t have an ORCID? Create one for free
Complete the following steps:
Step 1. Register with COmanage
Register for a COmanage account by following the SCDF registration instructions.
You may sign in using:
- your home institution (preferred, if available through InCommon/eduGAIN)
- CERN
- your BNL or SDCC account.
If you use a BNL or SDCC account, multi-factor authentication (MFA) must already be enabled.
Step 2. Wait for approval
Your COmanage registration request is typically processed within one to two business days. You will receive an email once your registration has been approved. SCDF Documentation.
Step 3. Associate your ORCID
After your COmanage account has been approved, associate your ORCID with your COmanage profile by following the SCDF ORCID instructions.
Sign in to COmanage and confirm that your ORCID appears in your profile by visiting the COmanage profile page.
Important: Your ePIC PhoneBook account cannot be created until your ORCID has been associated with your COmanage profile.
Once your registration has been approved and your ORCID has been associated with your COmanage profile, you can access the ePIC PhoneBook, Indico, and other collaboration services.
If you have any questions regarding your registration, please contact the BNL Computing Center.
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:
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!