KITP

There is a web site, called the Coordinators’ Data Site, which is accessible only to coordinators and certain KITP staff. This site is password protected because it contains confidential information. Basically, it contains all the bookkeeping for your program. It lists all of the people who have applied to your program along with the dates, time periods, and length of time that they requested. As we send out invitations, it keeps track of the people to whom those were sent, the financial commitments, and their status.

After logging on, you will see two lists: The upper one has the names of all those who have been invited. (Initially, that is only the coordinators and their scientific advisors.) The second list is the rest of those who have applied. At the top of each list is a link "Click for details", which brings up a page with the information from their application and the detailed history on all of the applicants. If you only want details on a single person, just click on the relevant name instead.[1]

At the bottom of the web page is a link to an Excel workbook, containing three distinct spreadsheets giving the names of (1) all program invitees, (2) invited affiliates, and (3) applicants and nominations for affiliates in a convenient form, with the columns labeled by the weeks of the program. The status of each person is indicated by a status code. [This legend can also be linked from the top of the page to help you interpret the Status column. Many of these codes are designed to handle the greater variety of issues associated with our longer programs and are not relevant to miniprograms.] If you are holding a conference, the week will appear in boldface, italic font. Weeks in which there is an observed holiday are labeled with a red font. On holidays, there will be no regularly scheduled activities at KITP and no staff will be present. If you wish to meet with your participants, you may but any talks will not be recorded unless you make previous arrangements.

The data in this workbook is automatically updated thrice each day from the KITP database and is as up to date as the web page itself. However, it sometimes takes a day or two for information received by e-mail or phone to be entered into the database.