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# WIN Work in Progress (WIP) Meetings - Update 2021
## Context
The Work in Progress (WIP) meetings are scheduled as part of the WIN Wednesday meetings that take place on Wednesdays 12.00 - 13.00, everyone who is affiliated with the WIN is welcome to attend these meetings.
The Work in Progress (WIP) meetings are scheduled as part of the WIN Wednesday meetings that take place on Wednesdays 12:00 - 13:00. Everyone who is affiliated with the WIN is welcome to attend these meetings.
WIPs provide an informal and constructive forum for researchers to get feedback on planned imaging projects from a diverse WIN audience. In some cases, WIP presentations are a mandatory stage in gaining the appropriate approvals to conduct new data collection using WIN hardware.
WIPs provide an informal and constructive forum for researchers to get feedback on planned research projects from a diverse WIN audience. In some cases, WIP presentations are a mandatory stage in gaining the appropriate approvals to conduct new data collection using WIN facilities.
### The problems
#### Booking administration and bottlenecks
When a researcher wishes to present a WIP, they rely on word-of-mouth regarding the process for arranging the meeting. Such undocumented processes contribute to poor inclusivity through the potential for unequal access to knowledge.
Until now, the process for booking a WIP has entailed several email exchanges between researchers, the WIP lead, and WIN Administrators, to identify available slots and receive appropriate documentation to advertise the presentation and permissions for recording. This is an inefficient use of resources which can become problematic when there is high demand for presentations.
Note also the slots available for WIP presentations are interleaved with other WIN Wednesday content (such as training and [Equality, Diversity and Inclusivity](https://www.win.ox.ac.uk/about/edi) presentations). The leads of each of the WIN Wednesday content types would also benefit from an efficient solution for booking their meetings and collating appropriate documentation.
#### Research theme representation
## Problem 1: Research theme representation
WIN research can be broadly divided into four core themes:
- Analysis Research
......@@ -22,29 +13,77 @@ WIN research can be broadly divided into four core themes:
- Clinical Neuroscience
- Physics Research
An analysis of WIP presenters, however, shows that most presentations are lead by researchers associated with Basic or Clinical Neuroscience (see Figure 1).
An analysis of WIP presenters in 2019 (taken as an indicative pre-pandemic year), however, shows that most presentations are lead by researchers associated with Basic or Clinical Neuroscience (one presentation was also given by a research who's primary affiliation was in the Department of Experimental Psychology) (see Figure 1).
![WIP 2019 presenters by theme](WIPS-2019-byTheme.png)
*Figure 1: Research themes of WIP presenters in 2019*
The impact of this uneven distribution is multifactorial:
1. Physics and analysis researchers do not have an open forum for feedback from applied researchers regarding the translational and clinical aspects of their work.
2. WIN members do not have an accessible opportunity to learn about the full breadth of research being conducted at WIN.
The impact of this uneven research theme distribution is multifactorial:
1. WIN members do not have an accessible opportunity to learn about the full breadth of research being conducted at WIN.
2. Physics and analysis researchers do not have an open forum for feedback from applied researchers regarding the translational and clinical aspects of their work.
3. Physics and Analysis students are not maximising on the opportunity to practice presenting their research to a broad audience.
### The solution
### The solutions
#### Promoting the value of translational and clinical insight
WIN is committed to delivering research with a high potential for translational impact. As such we aim to foster close relationships between researchers working at the differing stages of methods development and clinical application. Such relationships and knowledge of each others activities can help inform research design and positioning within a wider clinical context.
We would like to promote the value of a two-way conversation between methods development and applications researchers, so each can contribute their unique expertise at the early stages of a research project. The current imbalance of such open-forum conversations may be addressed by providing additional opportunities for applied researchers to learn about and provide feedback to methods development projects, for example at a WIP presentations. We might suggest that methods researchers prepare WIPs with a specific view to gaining a broader understanding of the translational context and impact of their work.
#### Local theme promotors
The Core WIN individuals named below have agreed to promote WIP participation in their respective themes, in alignment with the ethos of informal and constructive interdisciplinary feedback with a specific focus on promoting conversations around translation.
- Analysis: taylor.hanayik@ndcn.ox.ac.uk
- Physics: mohamed.tachrount@ndcn.ox.ac.uk or aaron.hess@cardiov.ox.ac.uk
- Preclinical: claire.bratley@ndcn.ox.ac.uk
- Clinical OHBA: clare.odonoghue@psych.ox.ac.uk
- Clinical FMRIB: jessica.walsh@ndcn.ox.ac.uk
- Clinical Neurosciences: marieka.martens@psych.ox.ac.uk
- Cognitive Neuroscience (MRI): sebastian.rieger@psych.ox.ac.uk
- Cognitive Neuroscience (MEG/EEG): anna.camera@psych.ox.ac.uk
- All other themes or questions: cassandra.gouldvanpraag@psych.ox.ac.uk
#### WIP triggers
WIP presentations are required before ethical approval is granted on new data collection projects undertaken using WIN MRI facilities. There is no such mandatory "trigger" to initiate a WIP presentation for teams who collect data using other systems (for example MEG or EEG) or do not require ethical approval. This includes work undertake on existing project codes (for example "physics development") or secondary data analysis. Identifying an appropriate opportunity to present a WIP for such projects may normalise the engagement of currently under-represented research themes and create opportunities for two-way conversation as described above.
#### Booking through calpendo
To intentionally maximise the training and development benefit of WIP presentation, a new trigger could be implemented in alignment with doctoral student progression, for example at the student transfer (third term of year 1) or confirmation (third term of year 3). We are keen to discuss the most appropriate point in student progression with these researchers, noting that WIPs should take place once a project idea is well formulated but sufficiently early to incorporate feedback.
We should also investigate opportunities to present WIPs for research lead by postdoctoral researchers or using other facilities where an MRI project code is not required.
#### Extended content
WIN recognises that considerable research effort and expertise goes into projects which do not centre experimental or observational data. We would like to promote knowledge exchange around such projects by broadening the range of activities which are deemed appropriate for WIP presentations. This might include projects which centre new software applications or extensions, training materials, protocols and public engagement activities.
## Problem 1: Booking administration and process knowledge
When a researcher wishes to present a WIP, they rely on word-of-mouth regarding the process for arranging the meeting. Such undocumented processes contribute to poor inclusivity through the potential for unequal access to knowledge.
The current process for booking a WIP entails several email exchanges between researchers, the WIP lead, and WIN Administrators, to identify available slots and receive appropriate documentation and notices. This is an inefficient use of resources, and delays in communication can become problematic when there is high demand for presentation slots.
The meeting slots available for WIP presentations are also shared with other WIN Wednesday content (such as training and [Equality, Diversity and Inclusivity](https://www.win.ox.ac.uk/about/edi) presentations). The Coordinators of WIN Wednesday content would also benefit from an efficient solution for booking their meetings against a shared calendar and collating appropriate documentation.
### Solution
[Calpendo](https://calpendo.fmrib.ox.ac.uk/bookings/) is used throughout WIN to book research facilities and meeting spaces. We propose that researchers use calpendo to directly book their WIP slot, to reduce the administrative burden in communicating availability. Calpendo can also be used to collate the required documentation, for example abstracts can be required at the point of booking a WIP (or at a minimally distant time from the planned presentation), and signed speaker release forms can be uploaded.
WIN Wednesday coordinators can also book speakers and events directly in the WIN Wednesday calendar on calpendo, giving them a live view of meeting availability.
Alongside the calpendo booking system, a complete guide on the process and value of WIPs will be published on the WIN intranet. This guide will be advertised in Monday messages, so researchers or group leaders new to the process will have ready access to all necessary information. A first draft of the [WIP Guide is available here](WIP-guide.md) (note this guide has been developed for new MRI data collection studies and will need to be adapted/extended for other types of WIPs)
#### Local theme promotors and WIP triggers
## What are we doing?
## How can you contribute?
- When should WIPs be triggered? How to catch all new projects including secondary data analysis.
- How to promote value of clinical/translational context and agenda?
## Who are we?
### Contact
# WIN Works in Progress (WIP) Guide - New MRI data collection
The Work in Progress (WIP) meetings provide an informal and constructive forum for researchers to get feedback on planned imaging projects from a diverse WIN audience. WIPs are scheduled as part of the WIN Wednesday meetings that take place on Wednesdays 12;00 - 13;00, everyone who is affiliated with the WIN is welcome to attend these meetings.
The WIN Wednesday weekly meetings are a good opportunity to meet WIN researchers from other groups, find out more about the breadth of research being conducted at WIN, and contribute to (or learn from) the discussion. We invite you to attend as often as you can, and be part of these integral "WIN Culture" events. WIP presentations are advertised in the WIN Monday Message (circulated through win-messages@maillist.ox.ac.uk); if you are not currently on this list please email computinghelp@win.ox.ac.uk asking to be added.
WIPs are a useful opportunity to get expert feedback on any and all research being conducted at WIN. This includes new imaging data acquisition, secondary analysis, sequence development, behavioural interventions, or any other project being conducted by a WIN researcher. Note a**ll new MRI imaging projects running at WIN are required to give a WIP presentation in order to receive approval and a project code**. Everyone interested in giving a WIP presentation should try to schedule their presentation as early in their project as possible. **WIPs are meant for early stage work, not for projects nearing completion**.
The below information is provided to guide your preparation for and participation in WIP meetings. Please do not hesitate to contact any of the individuals listed in the "Useful Contacts" section if you would like to discuss any stage of the process or development of your project.
## What to expect from a WIP Presentation
WIPs are an informal meeting and should be viewed as a positive opportunity for feedback from your peers. WIP attendees are reminded that discussions should be constructive, welcoming, accessible, and at all times in accordance with the [University policies on bullying and harassment](https://edu.admin.ox.ac.uk/university-policy-on-harassment). We are all reminded that you are the expert on your topic, and we are here to support you based on our own experience. As WIP organisers, we welcome your feedback on your experience of planning and presenting your WIP, so we can improve the experience for others,
## Why should I do a WIP presentation?
- To help you optimise the quality of your research
- To encourage you to think early about the reproducibility of your research and opportunities to share your materials.
- To encourage collaboration among WIN members, by creating opportunities to hear about the work others are doing in all disciplines.
The WIP is not a box ticking exercise, or a test. It is a way to share planned work or work in early stages with your WIN peers. A WIP presentation can provide you with valuable feedback from the amazing WIN community, who are all here to support you in doing the best research you can.
## Who should present a WIP?
Any WIN affiliated researcher undertaking a research project. This includes projects relating to:
- Analysis Research
- Physics Research
- Basic Neuroscience Research
- Clinical Research
- Cognitive neuroscience Research
The individual undertaking the majority of the data collection or analysis (as appropriate for the project being presented) should lead the presentation. In most cases this will be a student or Early Career Researcher.
PIs and Supervisors must be present to support and provide additional information where required.
Named collaborators (internal and external) should ideally also be present.
## When should I present a WIP?
It is best to give a WIP presentation as **early as possible** in your project. This will enable you to receive and incorporate valuable feedback effectively. WIPs must be completed minimally 2 weeks before planned data collection for new MRI projects. You can present ideas for planned projects before data collection, or ethics approvals.
You are welcome to present more than one WIP. For example you could present an idea before collecting pilot data, or accessing shared datasets for analysis projects (e.g. UK Biobank), and then present again after data collection, or analysis has started, but not progressed very far. Any time you give a WIP presentation you should be at a stage where you are willing and able to incorporate feedback from the attendees.
## What should I present at a WIP?
You should present an outline of your intended experiment or analysis, including a brief outline of the motivation, background or justification for the research.
WIP presentations are allocated a 20 minute slot. You should expect to present for 10 minutes and leave the remaining time for discussion if needed. You don't need to take up the time though. A rough suggested outline of a presentation for new data acquisition is below:
- List main aim/question of the study. Provide brief background, hypotheses or describe exploratory motivations.
- List and describe tasks if applicable (Preclinical/Clinical/Cogneuro). Comment on plans to share task materials internally or externally.
- List and describe analysis methods.
- List expected results. Describe why they are expected.
- List protocol details (MRI/MEG/EEG) and comment on any existing or planned uploads to the Open Acquisition database.
- List tools/software requirements (if needed) and comment on the reproducibility or your analysis pipeline, for example plans to publish your code from the WIN GitLab instance
- List any datasets you might need access to
- Describe your plans for [sharing newly acquired data](https://open.win.ox.ac.uk/pages/open-science/community/Open-WIN-Community/docs/tools/) (imaging or otherwise) and any restrictions which may prevent sharing at this time.
## How do I sign up for a WIP presentation?
WIP presentations are booked using **calpendo (further details to follow)**.
At the point of booking your WIP you will be asked to provide the following information:
- Title fo the project
- Name of presenter, Principal Investigator and collaborators. Supervisor if the presenter is a student. \
- Signed recording release form.
WIPs can be booked up to 10 days before they are scheduled to take place. This ensures there is time to circulate notice of the WIP in the preceding Monday message, and invite guests.
## Who can help me arrange and plan my WIP
The WIN Core staff named below will be able to assist you in scheduling and promoting your WIP.
- Analysis: taylor.hanayik@ndcn.ox.ac.uk
- Physics: mohamed.tachrount@ndcn.ox.ac.uk or aaron.hess@cardiov.ox.ac.uk
- Preclinical: claire.bratley@ndcn.ox.ac.uk
- Clinical OHBA: clare.odonoghue@psych.ox.ac.uk
- Clinical FMRIB: jessica.walsh@ndcn.ox.ac.uk
- Clinical Neuerosciences: marieka.martens@psych.ox.ac.uk
- Cognitive Neuroscience (MRI): sebastian.rieger@psych.ox.ac.uk
- Cognitive Neuroscience (MEG/EEG): anna.camera@psych.ox.ac.uk
- All other themes or questions: cassandra.gouldvanpraag@psych.ox.ac.uk
## Where does the WIP take place?
- WIP meetings take place as part of the WIN Wednesday meetings on ***Wednesdays***** *****between 12:00 and 13:00***** **
- Currently meetings take place online. Plans for hybrid and in-person meetings are currently under development.
- For online presentations please be prepared to follow the [WIN policies on the use of Zoom](https://sharepoint.nexus.ox.ac.uk/sites/NDCN/FMRIB/SitePages/WIN%20Zoom%20Meeting%20Policy.aspx), including recording of your presentation.
## How should I promote my WIP?
Your WIP will be announced in the WIN Monday Message, however, please consider inviting specific people to maximise your opportunity for constructive feedback.
You should consider explicitly inviting people you know who have experience with:
- Closely related experimental designs
- Similar patient populations
- Relevant physics expertise
- Relevant analysis expertise
If you're unsure of who to invite, please speak to one of the WIP organisers and they can help advise.
## What to do after the WIP
- Try to incorporate any feedback you were given
- Follow up with main discussion contributors
- Always feel free to ask for more input if needed
- Get a project code if needed (or start the process)
## Useful contacts
Experimental set-up, task, equipment etc.
- If you have any questions about stimulus presentation equipment please get in touch with Seb (sebastian.rieger@psych.ox.ac.uk).
MRI sequences that you will use
- Please arrange to discuss your project with one of the radiographers before your WIP: radiographers@win.ox.ac.uk
- If your project has more complex physics requirements please get in touch with Stuart (Stuart.Clare@ndcn.ox.ac.uk).
Analysis plans
- If you have any questions about analysis please contact Taylor (taylor.hanayik@ndcn.ox.ac.uk).
Reproducibility and output (protocol, data, code and task) sharing plans ("open science")
- If you have any questions relating to open science practices, including how to use the WIN open science infrastructure, please contact Cassandra (cassandra.gouldvanpraag@psych.ox.ac.uk).
You do not need to have ethical approval in place before you do your WIP (although it is needed before you can start your study)
- If you have any questions about ethics please contact Nancy (Nancy.Rawlings@ndcn.ox.ac.uk).
- Pilot data can sometimes be acquired prior to obtaining your own ethical approval by making use of technical development SOPs. Please contact the radiographers to find out more (radiographers@win.ox.ac.uk)
The WIN Core staff named below are happy to assist you at any stage of planning your WIP.
- Analysis: taylor.hanayik@ndcn.ox.ac.uk
- Physics: mohamed.tachrount@ndcn.ox.ac.uk or aaron.hess@cardiov.ox.ac.uk
- Preclinical: claire.bratley@ndcn.ox.ac.uk
- Clinical OHBA: clare.odonoghue@psych.ox.ac.uk
- Clinical FMRIB: jessica.walsh@ndcn.ox.ac.uk
- Clinical Neuerosciences: marieka.martens@psych.ox.ac.uk
- Cognitive Neuroscience (MRI): sebastian.rieger@psych.ox.ac.uk
- Cognitive Neuroscience (MEG/EEG): anna.camera@psych.ox.ac.uk
- All other themes or questions: cassandra.gouldvanpraag@psych.ox.ac.uk
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