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?