Standard Operating Procedure: Ground Truth (GT) Task Handling

Purpose

This SOP establishes the standard process for handling new Ground Truth tasks to ensure consistent communication, quality control, and protocol adherence across all team members.

Background

GT task requirements vary from project to project and dataset to dataset. Rules, border handling methods, and specific protocols change based on what is being tested. This variability requires a structured onboarding process for each new task.

Roles

Task Owner

The individual (typically the project lead) who defines task requirements and provides feedback.

Tester(s)

1-2 designated team members who:

• Are the first to work on a new GT task
• Test initial protocols
• Submit early work for feedback
• Serve as the primary contact with the Task Owner

Team Members

All tracers who will work on the task, including those who may not work on it directly but should be aware of protocol changes.

Standard Process

1. Initial Task Introduction

Historical Method (In-Person):

• Task Owner presents the task directly to the team
• Team asks clarifying questions on the spot

Current Method (Remote):

• Communication via Slack or Zoom
• Questions documented and addressed asynchronously

2. Tester Assignment

• Designate 1-2 team members as testers for the new task
• Testers serve as front person(s) for initial protocol development
• Selection should consider experience and availability

3. Initial Testing Phase

• Tester(s) complete a portion of the task before others begin
• Work is done following initial instructions and best judgment
• Document any unclear areas or questions that arise

4. Early Submission & Feedback

• Tester(s) submit their initial work to the Task Owner early
• Purpose: Identify areas needing more attention and validate approach
• Task Owner reviews and provides feedback on initial interpretation

5. Full Team Task Delivery Meeting

Format: Zoom meeting with entire team

Attendees:

• All team members who will work on the task
• Team members who won't work directly on it but need awareness of protocol changes
• Task Owner
• Tester(s)

Agenda:

• Review feedback from early submission
• Clarify protocols and requirements
• Address questions from all team members
• Demonstrate specific techniques if needed (borders, tracing methods, etc.)
• Document final protocols

6. Task Execution

• All team members follow protocols established in the delivery meeting
• Tester(s) serve as first point of contact for questions
• Escalate unclear issues to Task Owner via Slack/Zoom

Communication Channels

Primary: Slack

• Quick questions
• Clarifications
• Status updates

Secondary: Zoom

• Complex explanations
• Visual demonstrations
• Full team meetings

Key Principles

1. Variability is Expected: Each task may have different requirements
2. Test Before Scale: Always use tester(s) to validate approach before full team engagement
3. Document Changes: Keep team informed of protocol updates
4. Inclusive Communication: Include all team members in delivery meetings, even if not directly working on the task

Complaint Prevention

To avoid misunderstandings:

• Always use the testing phase before full team deployment
• Ensure all team members attend delivery meetings
• Document task-specific requirements clearly
• Maintain open communication channels
• Don't assume protocols from previous tasks apply to new ones

Document Control

Created: [Nov 5, 2025]
Last Updated: [Nov 5, 2025]
Owner: [Benjamin Silverman]
Review Frequency: As needed when processes change

This SOP should be referenced whenever a new GT task is introduced to ensure consistent onboarding and quality standards.