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Notes / minutes (if needed)

Collaborative scribing using a Google doc is recommended.

• Set up one Scribing Doc to be reused for collaborative scribing. An example is here.
  
• Include at top of scribing doc:
  • "NOTE WELL: All Internet2 Activities are governed by the Internet2 Intellectual Property Framework."
•  Configure permissions so anyone with the link has edit access, unless you need to restrict access to the notes more tightly.
• Link to the collaborative scribing doc from the top of the working group wiki. See examples here and here.
  
• Successful Collaborative Scribing (for all working group calls that do not have a designated scribe)
  • At the start of the call, the chair(s) should solicit a volunteer to serve as the primary scribe for the call.
  • The chair(s) may want to note that collaborative scribing is an important way to help facilitate and contribute to the working group and all scribing help is greatly appreciated.
  • Once a primary scribe is identified, the chair(s) should stress that others, in addition to the designated scribe for the call, are welcomed and encouraged to help out and contribute to scribing as well.
    • In particular, a call participant who is making a technical or complex point, is encouraged to help the scribe to get it right.
  • Tracking of assigned action items is a key duty of the scribe. The chairs should be sure that action items get "scribed" by slowing down the call when an action item is assigned and ensuring the scribe has included the action item in the notes, usually with the format something like this:
    "[AI] (Peter) will reach out to Jane about the XYZ issue and report back to the group"
  • At the end of the call, the chair(s) should be sure that
    • • 1) action items are reviewed and
      • 2) action items are copied to the TOP of the scribing notes for the call for easy future reference.
  • Also at the end of the call, the chair(s) should thank the scribe and those who helped.
    
• To archive the collaboratively scribed notes, either
  •  keep adding to the scribing doc and that will become the historical record of notes and/or
  • On the working group wiki, create a page for the minutes after each call, and transfer the notes into that page. 

• Other tools as needed, such as:

• Box.com for document storage

• Adobe Connect or other tool for slide sharing during calls

Feel free to Email mw-service@internet2.edu 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.

Logistics Requests

• Send logistical needs/requests/questions to mw-service@internet2.edu
• Emily Eisbruch, Mike Zawacki and Dean Woodbeck will receive requests sent to mw-service@internet2.edu
• If you do not receive a timely response, or if you have follow up questions, email mw-service@internet2.edu again.

Ensure good practice is followed for working group calls, including:

• sending an agenda prior to calls

• You may want to use this working group agenda template as a starting point.

Internet2 staff flywheels, please see these instructions to maintain info on group membership in Salesforce: https://internet2.box.com/s/68g9buiofe8tusi99pctlogh94epjhqi
This is very important for governance and advisory groups where the group membership changes as terms end and new members begin.

Schedule and coordinate additional Face-to-Face meetings as needed