CommunityData:Meetup April 2018: Organizational notes

Big Shared Repository

 * List of the things we want in this:
 * Grant and fellowship proposals
 * Job application materials
 * Planning documents / outlines
 * Slide presentations?
 * Posters?
 * Is this the repository we work in for everything?
 * Final products repository
 * Letterhead
 * Peer Reviews,rebuttals (written and received)
 * Milestone documents (generals reading lists, syllabuses, dissertation proposals, theses)
 * IRB documents (protocols, recruitment forms, instruments, etc)
 * Letters of recommendation template

Hyak

 * Upgrade is happening
 * CDSC move is coming soon (Mako has signed contract) 1 - 2 months
 * We'll have a smaller number of much faster computers
 * This may require different kinds of coordination
 * Suggestion: Start using MOX (new scheduler) instead of IKT sooner rather than later
 * Difference: Disk space on the new system - we pay for what we use (10 dollars per TB per month) - so this means less wiggle room in terms of space, and we need to be careful about not using too much extra space for compute jobs
 * We will start moving archival and unused data sets to Cloud-based storage (e.g. B2)
 * Get people Hyak accounts!

Zotero

 * Shared library is getting used, hooray!
 * Maintain the commons!
 * Check whether things are anywhere in the repository before you add new papers
 * Check duplicate items periodically and de-duplicate
 * Make sure you choose good referencing standards and read the wiki page (see below)
 * https://wiki.communitydata.cc/CommunityData:Zotero
 * https://www.zotero.org/support/duplicate_detection
 * Police who's using Google Scholar citation count thing
 * Remove anything from the "Extra" field

Group communication

 * Face-to-face meetings
 * Bi-weekly global meetings
 * Bi-weekly campus meetings
 * Three email lists
 * send group announcements, to-do and requests here
 * IRC (irc cloud!)
 * Watercooler
 * Bot for doing @everyone type of posts / announcements within our IRC
 * Sketch Wikipage about IRC and group communication channels
 * Wiki
 * capture more durable instructions, resources, norms
 * "How to use X and what to use it for"
 * Etherpads
 * in-meeting notes, lightweight coordination

External communication / media

 * Getting the word out about our research to others
 * Twitter:
 * Congratulating our alumns? (Sneha, Sayamindu)
 * Tweet Deck
 * Salt
 * Charlie
 * Julia
 * Blog posts:
 * Op-eds
 * Informal posts / interviews
 * Congratulating our alumns? (Sneha, Sayamindu)
 * Book chapters
 * Shoot videos to explain our work?
 * Podcast?

Alumni / network building

 * Other CDSCs? (e.g. - Brian Keegan in CU Boulder)
 * Sayamindu - UNC Chapel Hill
 * Sneha - Carleton
 * Alumni continue attending retreats and workshops and send / introduce their students
 * Shared teaching resources?
 * Wiki pages, git repositories, etc.

Recruitment

 * Where to target for recruiting? How to get HCDE or iSchool students interested in Comm
 * Clubs
 * Invite undergrads in?
 * Can pay for RAs
 * Mentorship
 * Credit for classes
 * Undergrads
 * RU funding
 * Getting

Project & process management

 * Write down project stages/phases/milestones
 * Design first projects and assign more directly when possible
 * Smaller scale projects
 * More narrow role assignment
 * Independent project development
 * Write down skills, roles, goals for student development
 * Facilitate intra-group mentoring/students
 * Feedback and evaluation schedule
 * written component ahead of meeting
 * write down your agenda, goals, questions/concerns
 * Circulate materials ahead of meetings when possible every so-often

Retreat feedback / assessment
I like
 * Time mgmt, getting everyone some attention/pieces
 * Organization by UW!
 * On-schedule submissions, readings, feedback
 * Perpsective and background sharing
 * Open house
 * Fun activities, variety, work balance
 * Projects at new, deeper stages of development
 * in-person feedback
 * Time to hang out across campuses
 * Relationship building helps socialize, incorporate
 * Supportive feedback, consideration
 * Notes! Etherpads!

I wish, would change
 * Make sure we got plenty of space
 * better elevator music
 * Continue to develop intentional structure and active facilitation
 * Minimize travel, play it cool
 * Over-programming, adjusting on the fly, add some whitespace
 * watch long hours, days, nights, etc.
 * watch late nights + early mornings
 * Divide papers over two days
 * Maintain inclusive activities
 * Maybe do a hike / outdoors? (especially if it's a seattle meeting)

Big goals / vision

 * What's the book you're writing?
 * What's the big picture of everyone's work?
 * Next projects?