Editing CommunityData:Meetup April 2018: Organizational notes

=='''TOOLS:'''==
===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

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