2019-03-12 Board Meeting
UF Carpentries Board Meeting, Mar 12, 2019
Attendees
Chair: Elise
Secretary: Joe
Board Members: Hao, Brian, Geraldine
Non-board Members: Taylor, Max, Alethea, Plato
Agenda
- Approve previous meeting’s minutes
https://github.com/UF-Carpentry/website/blob/master/_minutes/Board-2019-02-19.md
- Minutes approved
- Discussion with Alethea:
- Workshop waitlist and priority registration
- Alethea and Flora could input the names once workshops fill up that DOCE sends them into the shared Google Doc once they are given access
- We need to remove “reserved seats” and substitute it for “priority registration” to clarify our committment to funding agencies. Including the EPI Workshop
- Let Flora know of any changes to the catering (DOCE has fields for dietary restrictions that participants can check)
- Workshop registration announcement
- Adding a line asking participants to email Alethea to be added to the waitlist
- Access to shared google drive
- Modifying workshop sign-in sheets
- DOCE output has a number of set fields, we can take this and strip out the unnecessary information to produce sign-in sheets – Hao will work on scripts to handle this for future workshops
- Workshop waitlist and priority registration
- Discuss EPI workshop with Taylor Paisie
- HPC lesson (https://hpc-carpentry.github.io/ ?)
- Alex will teach the HPC lesson
- Instructors (Taylor, Carla, Alex, and Max)
- Co-organizing board member- Geraldine
- Taylor is seeking a helper or instructor with command line experience
- Taylor brought a schedule with who is teaching each lesson
- No lesson for Intro to R but yes Intro to Command Line
- Hao recommends that the helpers and instructors meet beforehand
- Survey links and registration links are completed but have not been sent yet
- UF Carpentries Board will send out registration link on Monday to departments for priority registration
- Catering can be brought to the front room of EPI. Flora will need to be contacted by Taylor
- Event website needs to be updated to remove the R lesson since it will not be taught
- HPC lesson (https://hpc-carpentry.github.io/ ?)
- April Instructor Training
- Email will be sent out today through announcement channels
- Elise has drafted the general announcement with Brian’s evaluation critera below it
- Brian will send emails to the sponsors for instructor training priority registration
- Flora will send registration links to the other listservs including Teaching Informatics, R Users, Grad Student Listserv, UFII/UFBI,
- Francois has made the event website
- Geraldine will notify Carpentries tomorrow morning the closing day of the application
- REC workshop update tabled
- IFAS Dean meeting on 3/15/19
- Geraldine/Simona will let us know May 6th workshop details once they meet with IFAS
- Changes to workshop waitlist management
(https://github.com/UF-Carpentry/Coordination/issues/86)
- Budget in reserved seats for financial sponsors (for 2019-2020)
- We can have different prices using the DOCE system
- We can also send a link where the price is zero and then change the price once the priority registration seats are filled
- Alethea and Flora can modify the self-identifying information participants input through DOCE.
- Alethea needs the sign-in sheet to justify catering
- ResBaz prelim planning and coordination tabled, github issue will be opened
- Long-term workshop schedule tabled
- Google and Twitter accounts tabled
- Travel Awards tabled
- Alethea recommends that we give access to the travel awards names to her when we give permissions to the Google Drive
- Club logo and stickers
- Elise contacted Flora and Alethea about this and they will order regular Carpentries stickers for April workshops
- Design logo April/May tabled
- Other Items
- Pick a Chair and Secretary for next meeting
- Joe will be chair
- Brian will be secretary
- Pick a Chair and Secretary for next meeting
- Action Items for 3/26/19 Meeting
- ResBaz prelim planning and coordination tabled, github issue will be opened
- Long-term workshop schedule tabled
- Google and Twitter accounts tabled
- Travel Awards tabled
- Logo design for April/May