Collaboration draft by Romain-Thomas-Shef · Pull Request #1021 · RSE-Sheffield/RSE-Sheffield.github.io

Romain-Thomas-Shef · 2026-03-27T15:18:37Z

This is the new "collaborate with us" page. On-going work

ns-rse

Reads well @Romain-Thomas-Shef 👍

I've spotted some minor tpyos and made a few other suggestions in-line.

Romain-Thomas-Shef · 2026-03-30T15:35:14Z

Thanks @ns-rse for all the comments. I have included them all. I reworked a bit on the text and structure.

Romain-Thomas-Shef · 2026-03-30T15:42:23Z

@mondus @MILeach @tartarini
Here is the first draft of the new collaboration page. Could you have a look?

MILeach

Generally very good, I've mostly just made some suggestions so that things read a bit more smoothly/clearly.

The section about the benefits of working with an RSE in the Expectations section is very compelling, I wonder if it would be worth including this at the top rather than at the end?

My only other thought is that the contact us form/email are a little hidden away, it might be worth having a call to action at the top & end of the page to funnel people through.

MILeach · 2026-03-31T12:19:57Z

+
+The RSE team collaborates on more than 30 projects a year. Collaborations span various lengths, from a few days or a few weeks to longer term partnerships of multiple years. However, it is clear that we are much more efficient and impactful when we collaborate on long projects where our contribution to the research itself can be the most visible. 
+
+To make sure that we can have a general overview on how all of them are going, it is important to have a project management process. The goal is not to micro-manage each of them. RSEs on projects are managing the overall RSE work. The objective is to keep track of project of the progress on the project and be able to tackle potential blockers that may arise during the collaboration to make sure that all parties have an enjoyable experience.  


how all of them are going

I would consider changing this to how all of the projects are going as we're in a new paragraph

The goal is not to micro-manage each of them. RSEs on projects are managing the overall RSE work.

This bit is a bit unclear to me, is "each of them" here referring to each project or each RSE?

keep track of project of the progress on the project

Typo, extra 'of project'

MILeach · 2026-03-31T12:24:43Z

+          <li>See if we have the right skills in the group,</li>
+          <li>Estimate the cost of the RSE involvment (see below),</li> 
+          <li>Adjust the allocation for the team in advance.</li>
+        </ul>


Some of the above bullet points end with commas, some with full stops, perhaps should keep it consistent unless this is intentional?

MILeach · 2026-03-31T12:30:43Z

+    </div>
+    <div id="collapseTwo" class="collapse" aria-labelledby="headingTwo" data-parent="#rse-accordion">
+      <div class="card-body bg-light">
+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). <b>During the meeting we will discuss the following item:</b> <br><br>


and that the starting date of the collaboration with the RSE approaches

and the starting date of the collaboration with [the assigned RSE | the RSE team] approaches

discuss the following item

discuss the following items

MILeach · 2026-03-31T12:31:13Z

+
+<ul>
+<li><b>Objectives and requirements of the project:</b> What are the overall research objectives of the project?</li>
+<li><b>Configuration of the collaboration:</b> Primary contact, who is going to work on the project, Meeting cadence, Progress meetings,</li>


Are capitals for Meeting and Progress intended?

MILeach · 2026-03-31T12:43:23Z

+        <ul>
+          <li>If the grant is generating overheads, the RSE is costed as G7.10, as <b>directly incurred</b> cost.</li>
+          <li>If the grant is <b>NOT</b> generating overheads, the RSE can be costed using our <i>internal</i> day rate of <b>£384</b>,</li>
+          <li>If the funding comes within the University, no overheads are to be taken into account. In that case we use our <i>internal</i> day rate of <b>£384</b>,</li>


Suggested change

<li>If the funding comes within the University, no overheads are to be taken into account. In that case we use our internal day rate of £384,</li>

<li>If the funding comes from within the University, no overheads are to be taken into account. In that case we use our internal day rate of £384,</li>

MILeach · 2026-03-31T12:44:01Z

+<ul>
+<li><b>Objectives and requirements of the project:</b> What are the overall research objectives of the project?</li>
+<li><b>Configuration of the collaboration:</b> Primary contact, who is going to work on the project, Meeting cadence, Progress meetings,</li>
+<li><b>Objectives of the RSE:</b> Mapping research is difficult, so for this item we will discuss what are the objective of the first month?</li>


Suggested change

<li>Objectives of the RSE: Mapping research is difficult, so for this item we will discuss what are the objective of the first month?</li>

<li>Objectives of the RSE: Mapping research is difficult, so for this item we will discuss and set first-month objectives.</li>

MILeach · 2026-03-31T12:44:38Z

+<li><b>Objectives of the RSE:</b> Mapping research is difficult, so for this item we will discuss what are the objective of the first month?</li>
+<li><b>Risks:</b> What could go wrong about the project?</li>
+<li><b>Technical aspects:</b> On-boarding material, issue tracking and communication</li>
+<li><b> Outputs: </b> What outputs do you envisage to produce? (papers, software releases, etc.)</li> 


Suggested change

<li> Outputs: What outputs do you envisage to produce? (papers, software releases, etc.)</li>

<li> Outputs: What outputs do you envisage producing? (papers, software releases, etc.)</li>

MILeach · 2026-03-31T12:44:53Z

+<li><b> Outputs: </b> What outputs do you envisage to produce? (papers, software releases, etc.)</li> 
+</ul>
+
+During the meeting, everything that is discussed will be recorded in the RSE <a href="https://docs.google.com/document/d/1niSMu8MPCmZx3CAspb290QCglx-CuY4Ac4LB4AhHLWo/edit?usp=sharing">end-to-end project report</a>. The RSEs working on the project are the owner of the report and will be in charge of keeping it up to date.


Suggested change

During the meeting, everything that is discussed will be recorded in the RSE <a href="https://docs.google.com/document/d/1niSMu8MPCmZx3CAspb290QCglx-CuY4Ac4LB4AhHLWo/edit?usp=sharing">end-to-end project report</a>. The RSEs working on the project are the owner of the report and will be in charge of keeping it up to date.

During the meeting, everything that is discussed will be recorded in the RSE <a href="https://docs.google.com/document/d/1niSMu8MPCmZx3CAspb290QCglx-CuY4Ac4LB4AhHLWo/edit?usp=sharing">end-to-end project report</a>. The RSEs working on the project are the owners of the report and will be in charge of keeping it up to date.

MILeach · 2026-03-31T12:45:31Z

+          <li>What are the next steps? </li>
+</ul>
+
+It is worth mentioning that we do progress meetings for long projects (6+ months). For shorter project we are doing a final retrospective meetings at the end of the project only. 


Suggested change

It is worth mentioning that we do progress meetings for long projects (6+ months). For shorter project we are doing a final retrospective meetings at the end of the project only.

It is worth mentioning that we do progress meetings for long projects (6+ months). For shorter projects, we will hold a single retrospective meeting at the end of the project only.

Collaboration draft

de3caea

Romain-Thomas-Shef mentioned this pull request Mar 27, 2026

Collaborate with us #1000

Open

ns-rse requested changes Mar 30, 2026

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collaboration guide

927a817

typos

76962b3

Romain-Thomas-Shef assigned Romain-Thomas-Shef, tartarini, MILeach and mondus Mar 30, 2026

Romain-Thomas-Shef requested review from MILeach, mondus and tartarini March 30, 2026 15:41

MILeach requested changes Mar 31, 2026

View reviewed changes

Romain-Thomas-Shef added 2 commits May 6, 2026 10:30

update the finance part

ea56b61

update collab-guide

3581a29

ns-rse added the website update label Jun 4, 2026


		The RSE team collaborates on more than 30 projects a year. Collaborations span various lengths, from a few days or a few weeks to longer term partnerships of multiple years. However, it is clear that we are much more efficient and impactful when we collaborate on long projects where our contribution to the research itself can be the most visible.

		To make sure that we can have a general overview on how all of them are going, it is important to have a project management process. The goal is not to micro-manage each of them. RSEs on projects are managing the overall RSE work. The objective is to keep track of project of the progress on the project and be able to tackle potential blockers that may arise during the collaboration to make sure that all parties have an enjoyable experience.

	<li>If the funding comes within the University, no overheads are to be taken into account. In that case we use our <i>internal</i> day rate of <b>£384</b>,</li>
	<li>If the funding comes from within the University, no overheads are to be taken into account. In that case we use our <i>internal</i> day rate of <b>£384</b>,</li>

	<li><b>Objectives of the RSE:</b> Mapping research is difficult, so for this item we will discuss what are the objective of the first month?</li>
	<li><b>Objectives of the RSE:</b> Mapping research is difficult, so for this item we will discuss and set first-month objectives.</li>

	<li><b> Outputs: </b> What outputs do you envisage to produce? (papers, software releases, etc.)</li>
	<li><b> Outputs: </b> What outputs do you envisage producing? (papers, software releases, etc.)</li>

	During the meeting, everything that is discussed will be recorded in the RSE <a href="https://docs.google.com/document/d/1niSMu8MPCmZx3CAspb290QCglx-CuY4Ac4LB4AhHLWo/edit?usp=sharing">end-to-end project report</a>. The RSEs working on the project are the owner of the report and will be in charge of keeping it up to date.
	During the meeting, everything that is discussed will be recorded in the RSE <a href="https://docs.google.com/document/d/1niSMu8MPCmZx3CAspb290QCglx-CuY4Ac4LB4AhHLWo/edit?usp=sharing">end-to-end project report</a>. The RSEs working on the project are the owners of the report and will be in charge of keeping it up to date.

	It is worth mentioning that we do progress meetings for long projects (6+ months). For shorter project we are doing a final retrospective meetings at the end of the project only.
	It is worth mentioning that we do progress meetings for long projects (6+ months). For shorter projects, we will hold a single retrospective meeting at the end of the project only.

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Romain-Thomas-Shef commented Mar 27, 2026

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Romain-Thomas-Shef commented Mar 30, 2026

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Romain-Thomas-Shef commented Mar 30, 2026

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