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Who does it? | Step |
Internet2/InCommon Leadership | Develop charge/scope document. Examples:
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Internet2/InCommon Leadership, including members of Governance/Advisory groups | Identify a chair and (optionally) co-chair for the working group |
Internet2/InCommon Leadership | In the case of a governance or advisory group, there may be an Internet2 flywheel assigned, that is, a designated Internet2 staff member to assist with the group. See Table of Internet2 Support Levels to Trust and Identity Working Groups. |
Chair | Publicize call for membership. See Tools for Publicizing Working Groups, Recruiting New Members and Onboarding. |
Chair | Consider the stakeholders who should be represented on the working group and do targeted outreach as appropriate.
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Flywheel or Internet2 Trust and Identity Staff | Collaboration resources For email list and wiki space, Internet2 flywheels (or other staff) use a form to spin up a collaboration.
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Chair or flywheel (if available) | Determine the meeting schedule
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Flywheel or Internet2 Trust and Identity Staff | Set up Zoom for video or phone conferencing
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Chair and Flywheel (if available) | Optional: Establish a calendar invite using Outlook Outlook (check here for process using shared calendar)
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Flywheel or Internet2 Trust and Identity Staff | Be sure the new working group is listed in
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Notes/Minutes and other Tools
Who does it? | Step |
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Chair and Flywheel (if available) | Notes / minutes (if needed) Collaborative scribing using a Google doc is recommended.
Feel free to Email mwEmail collaboration-service@internet2support@internet2.edu to to request help with the above tools Note January 2017: The Per-Entity Metadata Working Group used EtherPad for collaborative scribing. Motivation to use Etherpad was around unpopular subscription requirements for Google (or Box). Read about the pros and cons of EtherPad here. |
Chair and Flywheel (if available) | Logistics Requests
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Ongoing Support
Who does it? | Step |
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Chair and Flywheel (if available) | Ensure good practice is followed for working group calls, including:
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Chair and Flywheel (if available) | Make sure that Action Items are noted during the call, and reviewed at the end of the call. |
Chair and Flywheel (if available) | For software development groups, ensure that all contributors have signed the contrib agreement. |
Chair and Flywheel (if available) | Wiki / website should be updated with relevant information Internet2 staff flywheels, please see these instructions to maintain info on group membership in Salesforcehttps://internet2.box.com/s/68g9buiofe8tusi99pctlogh94epjhqi |
Chair and Flywheel (if available) | Update the community on status / milestones /accomplishments. See Tools for Publicizing Working Groups, Recruiting New Members and Onboarding. |
Chair and Flywheel (if available) | Schedule Birds of a Feather (BOF) sessions or working group meetings at Internet2 Conferences |
Chair and Flywheel (if available) | Schedule and coordinate additional Face-to-Face meetings as needed |
Chair and Internet2 | For groups where the charter dictates membership terms (i.e. governance and advisory groups) ensure that the terms are adhered to, and new members are recruited and on-boarded accordingly. Send letter of appreciation to outgoing members of governance and advisory groups (Emily Eisbruch Jessica Coltrin will help with this) |
Producing Work Items
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- Welcome group members
- Be sure to announce that the Internet2 Intellectual Property Framework is in effect
- Include an Agenda Bash at the top of the agenda, so participants can potentially add to the agenda
- Follow agenda; if completely new items come up, consider adding them to the agenda for a future call
- Provide a summary before launching into an agenda item,
- remember that group members may be foggy about the goals or substance of an an issue that seems very clear to you, as the chair
- Leave time for questions
- Review Action Items at end of call
- Finish calls on time
- Draw out people who may be reticent or shy
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- Post the proposed document or a link to it on the wiki for the working group (document can be in a PDF)
- Create a new wiki page for the consultation as a child page from the wiki for the working group. If there is no working group wiki associated with the consultation, consult with Dean Woodbeck or Emily Eisbruch Netta Caligari on the best placement for the new wiki page.
- See example
- List the consultation in a new row in the table on the Trust and Identity Consultations page
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Send your suggestions on these guidelines or other matters related to working groups to Emily Eisbruch at emily@internet2Netta Caligari jcaligari@internet2.edu.
See Also:
List of Trust and Identity Working Groups
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