2019-02-05 Board Meeting

UF Carpentries Board Meeting, Feb 5, 2019

Board members: Gaurav, Hao, Joe, Elise, Simona, Geraldine, Brian :tada: Non-board members: Sasha :balloon: Secretary: Elise :sunglasses: :blowfish:

Approve the previous minutes
Quick updates
- Planning for February workshop (Feb 11-12)
- Instructor training (Apr 8-9)
- Official confirmation of workshop completion
- Update on digital assets
- Participant data for 10-23 geospatial workshop (needed for up to date stats)
- Start planning travel awards for Spring 2019
Process for workshop waitlist / early registration
- To discuss later
March or April workshop to round out activities?
ResBaz 2019 planning
Report back from meeting with IFAS Dean (Simona and Geraldine)
EPI Genomics workshop in April, after instructor training (Geraldine)
Determine and publish criteria for instructor training (UF-Carpentry/Coordination#14)
Any other business

https://github.com/UF-Carpentry/website/pull/28
- Gaurav will annoy people about it if it doesn’t happen quickly
  Quick updates
Planning for February workshop (Feb 11-12)
- Notice on Twitter (Hao) :white_check_mark:
Instructor training (Apr 8-9)
- Elise, Geraldine, Brian
Official confirmation of workshop completion
- ~~Eleni’s Letter of Attendance~~
Update on digital assets
- Shared e-mail address for common resources (e.g. Twitter account?)
Participant data for 10-23 geospatial workshop (needed for up to date stats)
- Currently still done by hand
- Be more specific about data that we need for the registration system
https://github.com/UF-Carpentry/Coordination/issues/80
Start planning travel awards for Spring 2019
- when do we want announcements to go out?
- should be used for summer conference travel, should announce soon?
- Board decides the timeline for these grants to be used
- After Feb. workshop, send out announcements
- Joe, Simona, Elise will be judges this year

Send out tweet: has Twitter been set up on carpentries gmail?
- Follow up with Christina
- Hao will tweet re: workshop
Teachers will plan to meet before workshop to discuss
Helpers confirmed
As of 2/4 am, 16 attendees confirmed, 2 survey responses
Surveys all set up, catering etc. all ready to go
Mention instructor training at end of workshop

Amy Hodge has booked tickets in touch with Alethea about reimbursements and Flora for receipts
AC hotel instead of Holiday Inn - do they have shuttle to/from airport?
Geraldine will check with Alethea about local travel expenses for Francois

What is the plan for the shared email address/Google Drive?
- Should use as point of contact, link to other accounts (Twitter, etc.)
- Use as “board email”
- Gaurav will help with this

Dean willing to support for off-campus programs (RECs)
asked about membership, offered to cover membership
Asked for a budget
Simona and Geraldine will put together a budget for board to approve next mtg
Waiting on more information from Dean re: students/faculty etc.
Possibly geospatial workshop post-IFAS symposium
Asked about number of people/affiliations who have done instructor training with us

https://github.com/UF-Carpentry/Coordination/issues/72
dates decided on are April 11th-12th (they want to do it after instructor training because they expect a few of them - Carla and Taylor - to become instructors)
contacts: Taylor Paisie, Carla Mavini
we’re talking to Alethea and Flora to organize registration and lunch etc, but we won’t put it “out there” until the Feb workshop is done
Naupaka Zimmerman is working on the R curriculum (https://github.com/naupaka/R-genomics-in-development?)
Try to have someone from HPC instead of Amazon Cloud Computing section
Officially a carpentries workshop, have space for 25 people
Going through Flora/Alethea, will need to organize helpers, possibly a couple of instructors
Will be held at EPI
Could ask EPI for help with membership funding

Previous scoring:
- Department not in wordcloud or location not Gainesville (1-3)
- Previous Carpentries or meetup involvement (1-3)
- Likely to teach guesstimate (1-3)
- On waitlist (1-3)
Previous questions:
- Not in Google Docs?
- Link to old blog post, used Carpentries application: http://www.r-gators.com/2018/02/09/carpentry-instructor/
- Carpentries app: https://amy.software-carpentry.org/forms/request_training/
What questions should we ask?
- Should be brief and to the point.
Last time: lots of variance among board members’ scores
Should people who have taken carpentries courses get scored higher?
Criterion: you are expected to teach a course
Primary criterion: likelihood to teach in the future
- Fine if people are interested in learning how to teach
- 70% likelihood to teach, 30% diversity (of protected classes? Diversity of departments?)
- Organizers take it from here or delegate it
Organization committee will take care of judging applications
Plan to send out announcement in Feb.