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

• 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?