CommunityData:Group Tasks

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)
  • Events + social

Term: ≥1 quarter Expected commitment: 1+ hour per week

• • • 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

• • Blogging schedule, regular posts
  • Social media updates
  • Update publications+people pages of the wiki
  • Zotero + wiki gardening tasks
• The IT crowd

Term: ≥1 quarter Expected commitment: 0-5 hours per week

• • 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

• • 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

Operations

Ongoing actions with pretty regular periodicity.

Regular (weekly+)

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 distribution

Task	Past contributors/organizers	Current (FA2021)
Etherpad notetaking in meetings	Aaron, Mako, Siying, Sohyeon, ...	[proposed that this one is distributed across people throughout the quarter]
Meeting announcements (reminders, agenda)	Aaron, Mako
Workshop schedule (prev. soft blocks)	...
Communications (blogs)	Mako

Quarterly or so

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

Task distribution

Task	Past contributors/organizers	Current (FA2021)
Scheduling poll	Kaylea, Nate, Regina, Sohyeon, ...
Retreats: Virtual	Charlie, Floor, Kaylea, Sohyeon, ...
Retreats: In-person	Floor, Sohyeon, ...
Social events	[so far in the past, just part of retreats?]

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!

Task	Past contributors/organizers	Current (FA2021)
facilitate group-process sessions at retreats	Floor, Mako, Molly, Stef, Sohyeon, ...
train people on systems & tools	Floor, Mako, Nate, ...
newcomer orientations, recruitment, hiring	Aaron, Floor, Mako, Sneha, Sohyeon, ...
organize feedback sessions for RAs	Floor
outreach to adjacent communities, individuals