Editing CommunityData:Meetup April 2018: Organizational notes

=='''TOOLS:'''==
*Big Shared Respository:
**	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
**Get Julia connected
**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, shitposting
**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

=='''I/O:'''==
'''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

=='''META / PROCESS:'''==
===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
*Next projects?