Epic-cc-membership-committee-l mailing list

["Lancon, Eric" <elancon AT bnl.gov>]

Dear all,

Here are notes and proposed next steps from the ePIC membership meeting held this morning:

Summary & Action Items

1. Institution Follow-up

• eMC members will contact Institute Representatives (IRs) for institutions flagged by Activity Coordinators (ACs) for discrepancies between the Statement of Service (SoS) and observed contributions.
• The discrepancies are listed in the shared spreadsheet. https://docs.google.com/spreadsheets/d/1EYSjAl5lrlzcVbOZ3VhZhiUpEYrNa7G8/edit?usp=sharing&ouid=115389805119365277217&rtpof=true&sd=true 
• Each eMC member should review their initial institution list and reach out for clarification based on AC feedback.
• Please review the draft email to IRs and provide your feedback by Friday, April 3rd, so that it can be finalized and sent promptly.
• Deadline for feedback from IRs: May 4th, 2026 (within one month).

Policy Updates

• Council Chairs requested eMC to highlight updates to the eMC policy (v1.1, August 2024) in view of:

• The new ePIC charter (v2 draft).
• Lessons learned from implementing the current policy.

A draft update document will be prepared and shared with the eMC.
CC meeting to present updates: April 17th, 2026.

Next eMC Meeting

• Scheduled for April 22nd, 2026.

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Draft Email to Institute Representatives

Subject: Follow-up on 2025 SoS Submission

Dear [Institute Representative],

The 2025 Statement of Service (SoS) process is approaching its conclusion. Following feedback from the ePIC Activity Coordinators, we are reaching out to clarify and update the submitted 2025 SoS for your institution.

Please review the items below and provide the requested information: 

[indicate appropriate item]

1. Activities not listed in the submitted SoS:

• Some members of your group have contributions not reflected in the submitted SoS. Could you provide FTE estimates for 2025 for the following persons and activities?
• [List individuals and activities]

Discrepancies in submitted activities:

• The submitted SoS indicated activities that did not materialize. Could you clarify the reasons for these discrepancies?

• Are the activities real and should the SoS be updated?
• Do you have supporting evidence for contributions in these areas?

We would appreciate your feedback by May 4th, 2026, to allow us to finalize the SoS updates.

Thank you for your cooperation and support of the ePIC SoS process.

Best regards,
[Your Name] for the ePIC Membership Committee