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Meeting 4

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Angeline Burrell edited this page Oct 20, 2020 · 3 revisions

19 Oct 2020 17:00 BST, 12:00 EDT, 09:00 PDT Present: Oliver Allanson (Guest), Angeline, Alexa, Mack, [Kate, Melissa] Apologies: John

[] = Arrived late or met with after the meeting

Discussion with Guest

Oliver is involved in the MIST award nomination committee and attended to get an idea of what we are trying to do and look for areas when we could support each other. The MIST award committee would be interested in using a resource like ELSP and is also interested in additional information about the AGU awards that Alexa can provide.

Alexa reported that the AGU Honors committee was not enthusiastic about the ESLP project, as they see our areas of overlap as competition. Mack, Oliver, Angeline, and Alexa discussed this and determined that, while the ESLP project may not be used by the AGU Honors committee, it still fills a need for the community as a whole.

Mack discussed bringing more of the details of ELSP up to the CEDAR steering committee, as he is now heading the Equity, Equality, and Diversity efforts. We agreed that it would be a good thing to do, as we are nearing the point of going public and community buy-in will be helpful.

We discussed the best times to go public, and decided that early December with a follow-up announcement in early- to mid-January would be best.

Reviewer guidelines

No progress was made in this area, but assigned Mack, Alexa, and Angeline different parts of the documentation to complete before the next meeting. Alexa brought up the desire for feedback from the people involved and Angeline brought up the idea of sending out a survey to all participants after the first year. Alexa and Mack agreed that this was a good idea.

Necessary documents (from - Meeting 3 notes):

  • For submitters: a page/form laying out what we need from them that will include:
    • The target institution
    • Recommendation letter level
    • Conflicted reviewers (optional)
    • Write race/gender/career level (optional)
    • Current recommendation letter (accepted formats: .docx, .pdf, .txt)
  • For reviewers: a page/form laying out what we need from them that will include:
    • Initial and final gender bias percentages
    • Checklist of things to look for (reviewer guidelines)
    • List of people who were included in the review process
    • Recommended revisions (accepted formats: .docx, .pdf, .txt)
  • A code of conduct for reviewers
  • A form for editor emails
    • Acknowledging receipt of submission
    • Requesting review
    • Acknowledging receipt of review
    • Returning review to submitter

Sample Letters

Mack presented his new sample letters, and I walked both Mack and Kate through the process of checking out the git repository, changing branches, and committing to the branch. Note that this project follows the numpy standards for commit messages: https://numpy.org/doc/stable/dev/development_workflow.html?highlight=development%20workflow

I added the remaining nomination letter (under-supportive/undermining female nominee), which Alexa had looked over. Both nomination letters now have highlighted areas for hover-text explaining what is good or bad about that section.

Outstanding letters:

  • A good undergraduate letter
  • A good nomination letter

Website

In a post-meeting discussion with Melissa:

  • The Java-script needed to toggle names and genders in the letters has been pushed back in priority, as it is a bit complicated.
  • Creating a basic web form tied to an email address is possible to do, and can be started when the Reviewer Guideline documents are ready.
  • Going live with an early version (links only) of the website, to ensure that we have a visible website when we need it.
  • Prioritizing displaying the existing letters and adding the hover-text.

Tasks for next meeting:

  • Angeline - arrange next meeting, write up minutes, work the for reviewers documents, provide GitHub support.
  • Alexa - Work on the for submitters documents.
  • Kate - Finish good undergraduate recommendation letter.
  • Mack - Work on the editor email documents and code of conduct.
  • Mel - Make a live version of the web page based off of the current develop branch (after merging develop into main); display the letters and add hover-text.

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