CommunityData:Group Tasks

Oct 2023 proposed roles and assignments
This was proposed, discussed, and planned at the 2023 Sept CDSC Meet up.

Key things to remember: Teams should be proactive in setting and defining their goals, with example tasks as guidelines. Teams are primarily to make sure things happen, but we continue the practice of collectively doing things together. Meta team is meant to make sure things don't fall through the cracks. We can use global lab meetings as accountability checks.

We think it makes sense to simply retain roles for the year, with rotation of "leaders" who take on a bigger role across academic quarters. Each team should designate a leader per term.

Folks who are co-advised are not expected to take on as much responsibility - groups should consider making task-oriented/specific asks, think about how co-advised folks' reach into other labs/groups can benefit us all!

Meta

 * People: Hazel, Kevin, Kaylea
 * Example tasks:
 * Orientation / facilitate newcomer orientation (git, kibo, hyak, R, Python, accounts)
 * Solicit updates to "important info" spreadsheet/form that contains things like phone numbers for emergencies, birthdays (added to the calendar)
 * Task Group Review
 * Coordinate role turnover and handoffs
 * Monitor tasks, group goals, division of labor, give feedback
 * Assign empty/new tasks
 * Facilitate quarterly group process assessments
 * Meeting announcements/reminders, agendas, note-taking
 * wiki, such as coordinate/prompt documentation of group processes/resources (hey, can you put that on the wiki?)

ICB (Internal community building)

 * People: Dyuti, Ellie, Floor, Yibin, Molly, Zarine (co-advised)
 * Notes etherpad here
 * Example tasks:
 * Social gatherings
 * Birthdays
 * Plan one social event per quarter?
 * Swag and gifts - e.g., 1-2 new swag items per year, holiday gift selection + distribution
 * Workshops + softblocks
 * Planning sessions/schedule, eliciting signups
 * Wrangling presenters, materials for circulation
 * Session note-taking
 * Scheduling next quarter's meetings
 * Organizing Internal Resources + Opportunities
 * Organizing example documents in the cdsc_examples repository (job docs, etc.) and soliciting new ones
 * Examples of useful classes, processes, seminars, etc.
 * wiki: update internal-focused wiki pages on resources
 * Buddy system organizing

ECB (External community building)
Notes etherpad

IRC channel: #communitydata-ecb

Current leader: Charlie


 * People: Ryan, Aaron, Jeremy, Charlie, Haomin (co-advised), Mandi (co-advised), Emilia (co-advised)
 * Example Tasks:
 * Blogging schedule, regular posts
 * Social media updates
 * Organizing AMA sessions including the open house
 * Wrangling guests, lab speed-dates, etc.
 * Identifying resources (conferences, fellowships, workshops, etc.)
 * Reminders about upcoming deadlines
 * Run a session on looking for and applying for internships
 * wiki:
 * maintains: front page (goal: revisions at the beginnings of quarters and an annual review of the high-level description and top-level/main navigation pages)
 * Solicit Updating of publications+people pages of the wiki (goal: revisions every 3 months)

IT Crowd

 * People: Mako, Carl, Sohyeon, Matt
 * Example Tasks:
 * Zotero + wiki technical tasks (like fighting spam and patrolling pages)
 * Review technical documentation and keep it up-to-date
 * Web hosting, servers
 * Web services (wiki, blog, code, gitolite)
 * Manage shared accounts/services
 * Hyak environment monitoring, updates

Sept. 2022 proposed roles

 * Meetings & (internal) communications (Term: ≥1 quarter; Expected commitment: ~1 hour per week)
 * Meeting announcements/reminders, agendas, note-taking
 * Scheduling next quarter's meetings
 * Solicit updates to "important info" spreadsheet/form?
 * Events (workshops, softblocks, social) (Term: ≥1 quarter; Expected commitment: 1+ hour per week)
 * Workshops + softblocks
 * Planning sessions/schedule, eliciting signups
 * Wrangling presenters, materials for circulation
 * Wrangling guests, lab speed-dates, etc.
 * Session note-taking
 * Social gatherings
 * Birthdays
 * Plan one social event per quarter?
 * Swag and gifts
 * 1-2 new swag items per year
 * Holiday gift selection + distribution
 * Curatorial / janitorial (Term: ≥1 quarter; Expected commitment: ~1 hour per week) [etherpad: https://etherpad.communitydata.science/p/janitorial_team]
 * Blogging schedule, regular posts
 * Social media updates
 * Update publications+people pages of the wiki
 * Zotero + wiki gardening tasks (like fighting spam and patrolling pages)
 * The IT crowd (Term: ≥1 quarter; Expected commitment: 0-5 hours per week supporting Mako) [etherpad: https://etherpad.communitydata.science/p/cdsc-tech ]
 * Web hosting, servers
 * Web services (wiki, blog, code, gitolite)
 * Manage shared accounts/services
 * Hyak environment monitoring, updates
 * Meta (Term: ≥2 quarters; Expected commitment: 0-5 hours per week) [etherpad: https://etherpad.communitydata.science/p/cdsc_meta]
 * Monitor tasks, division of labor, give feedback
 * Assign empty/new tasks
 * Coordinate documentation of group processes/resources
 * Facilitate newcomer orientation
 * Coordinate role turnover and handoffs
 * Facilitate quarterly group process assessments
 * Support administration, records, and reports for grants/awards
 * Mentorship
 * Organizing AMA sessions
 * Mentorship expectation documents
 * Organizing example documents (job docs, etc.)
 * Examples of useful classes, processes, seminars, etc.
 * Identifying resources (conferences, fellowships, workshops, etc.)

Assignments:

 * Meetings (full group meetings) + internal communications: Regina, Dyuti. Nick as less core member with no other chore group, will try to set a standard of being first in line to take notes.
 * Events: Charlie, Hazel, Kevin
 * Note that Mollydb has owned dialogues, prospective open house!
 * Curatorial + janitorial: Floor, Emilia, Yibin
 * Note that Mollydb has owned blogpost queue. Please connect!
 * IT crowd: (Mako), Kaylea, Carl
 * Meta / management: Sohyeon, Ellie, Ryan
 * Mentorship: Jeremy, Stef

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Operations
Ongoing actions with pretty regular periodicity.

Task descriptions + info

 * Take notes in the etherpad during meetings.
 * See Etherpad Resources and How To


 * Send announcements (including reminders) for meetings.
 * Also entails sending reminders. For most meetings, try to include agenda in the announcement email
 * See Email-related Resources and How To


 * Scheduling workshop sessions (new)
 * See: Workshop
 * Previously handled via "soft blocks"


 * Communications
 * See Blog and Social Media Resources and How To
 * Blog post schedule

Task descriptions + info

 * Send around the scheduling poll each quarter
 * See: When To Meet How To


 * Organize retreats (virtual and non)
 * See: CommunityData:Resources
 * Virtual retreats (primarily C+F Sessions)
 * In person retreats (more organizing tasks)
 * Plan social events
 * See past examples: Past Meetups

Maintenance
More focused on infrastructure and tools. Less regular/predictable intervals. Sometimes mission-critical!


 * Wiki Gardening
 * read over 1-2 pages and identify you think they are up to date
 * update lists of people, bios
 * update publications
 * update teaching/courses
 * update your user page!
 * go through resources page and...
 * identify things that are out of out of date
 * revise the out-of-date stuff and or recruit someone to help
 * identify groupings of topics, links that makes sense
 * make new documentation that we know we want/need:
 * write page about doing patrolling, creating accounts, etc
 * Software Updating
 * Sysadmin/app-admin work related to research / collaboration infrastructure+tools (wiki, email lists, calendar, git, hyak, kibo, web servers/sites)
 * Financial administration (reimbursements, payroll/hiring, travel, etc.)

Group Nurturing
People-focused, mostly less-frequent (quarterly-or-so).


 * facilitate group-process reflection/feedback/improvement sessions at retreats
 * train people on systems & tools (hyak/overleaf/R/etc.) The Resources Page is a general umbrella location.
 * newcomer orientations, recruitment, hiring
 * organize feedback sessions for RAs
 * outreach to adjacent communities, individuals who should come hang out!

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