###### tags: `OLS-2` `Meeting` `project-leads`

:::info
- **Call time**: UTC+2/UTC-4 - [*AreWeMeetingYet link*](https://arewemeetingyet.com/Berlin/2020-08-31/18:00/b)
- **Project name**: OSUM - Open Science UMontreal
- **Project lead(s)**: [Samuel Burke, Andréanne Proulx, Pauline Ligonie, Myreille Larouche, Valerie Parent and Béatrice P.-De Koninck
- **Mentor(s)**: [Renato Alves](https://bio-it.embl.de/renato-alves/)
- **Call joining link**: [ZOOM](https://embl-de.zoom.us/j/95257402312?pwd=UFd2NndqTVRIbUVLK01jZGszV2FqUT09)
:::

**Table of content**

[TOC]

# Project organization

* [Meta repository](https://github.com/osumontreal/meta)

## Week 0

- Please read the email sent by OLS organisers to you
- Create a [GitHub account](https://github.com/) if you don't have one already - you will need that to login to HackMD and edit this document
- Get started with HackMD using this short guide: https://hackmd.io/@openlifesci/OLS-HackMD-guide

**Preferred time and days provided by the project lead(s)**
- We have the following information from the project leads (you can make changes as needed so that your mentor can identify the most suitable time for your intro call with them):
- Until November 1st: Eastern Daylight Time (EDT) = UTC/GMT -4 hours After November 1st: Eastern Standard Time (EST) = UTC/GMT -5 hours As we are a group of people, we will make sure at least one of them can attend the cohort calls while most of them will attend mentor/mentee calls.

### Homework before meeting your mentor

**Project Lead (mentee) will:**

1. Take a Self-Assessment [SURVEY](https://docs.google.com/document/d/1sGsXThZ4sPpI3n0v674r2rWPB1qeQ-j3kkjh2fe9f5s/edit?usp=sharing) and share the outcome with their mentors during the call.
- Sam B survey [link](https://docs.google.com/document/d/1jBRvavMAC4nKA6amVa8Y-nPOGwchXknZJv6DPnCig-0/edit#) score: 28/72
- *Notes: Having not done many open projects,this was somewhat difficult to answer, so applied answers that I thought were appropriate.*
2. Based on the insights gained from the survey, set 1-2 personal open science goals for yourself in OLS (it doesn't have to be about your project).
- Empower and motivate our current team to make OSUM happen
- Tell a convincing story that mobilizes and excites students, trainees, professors, and adminastrators at your university.
3. State how their mentors can best support them in OLS (providing accountability, connect them with right people, share useful resources, specific skill they can help them gain either directly or with the help of OLS experts)

- *Fundamentally, this opportunity will be a great catalyzer for OSUM; establishing our skills and knowledge to comparable levels within the team, and structuring the platform using reproducible and collaborative tools. As early-career scientists, we expect to have guidance on several fronts: refining and prioritizing our efforts to maximize the success of our endeavours in the first 12 months of our organization. Moreover, it is not easy as graduate students to navigate the complex landscape of higher education (and all the nuances and politics) and to understand the subtleties in how different philosophies in departments and faculties drive expectations for “research excellence”. As a group of graduate students, we have blind spots that a mentor will probably be able to spot and make us aware of them. We hope our mentor can guide us through the university administration process and help us target specific tasks to tackle first. Finally, we expect (given that they are engaged in this initiative) to continue to be inspired by someone who is invested in the vision we share for the future of science.*

## Week 1

**Roll call**

- Renato Alves
- Samuel Burke
- Beatrice
- Andréanne

**Icebreaker/Conversation starter**

- What was the strangest thing you witnessed since lockdown?
-

### Agenda and Notes for Week-1

- Introductions - get to know each other
- Suggestions:
- [BioIT project](https://bio-it.embl.de)
- [The Carpentries](https://carpentries.org/) / [DataCarpentry](https://datacarpentry.org/)
- Mentees, tell your mentor about yourself
-
- Set your overall goals for your project
- Expose the local community at Uni. Montreal to open science
- French and English materials
- Roadmap about open science - how to engage and participate
- To bring tools and methodologies as a way to change the mindset of current research

- Where do you want your project to be by the end of the program (in 15 weeks)? Possible areas to think about:
- Throughout the Open Life Science mentorship program, we will focus on further developing our initiative by
1. formalizing our long-term road map to assure sustainable future (and funding) for the initiative;
2. Find and clarify why the 'university' should be interested in OSUM, and how to do this.
3. restructuring our web platform to make it completely accessible;
4. translating the Turing Way in French to offer concrete, tangible documentation on how to do collaborative and reproducible science;
5. recruit both leaders and interested individuals within the Quebec community;
6. launch or initiative with an event in the winter of 2021.

**Key ideas**
- Community: Contributors / Maintainers / Members
- Product (Launch / MVP / Feature)
- Resources / Sustainability (Governance / Funding / Gifts)

**Suggestions**
- tap into local community, from across the university
- look into people involvd in libraries, services, IRIC / microscopy etc. --> bring in people from across the university who could be interested in 'open science'

- Mentees, discuss your notes from your homework

**Meeting logistics & Reminders**

- Does this time every 2 weeks work for everyone?
- Full cohort call next week (see Syllabus for details: https://openlifesci.org/ols-2)

**Assignments after this call**

- Draft a brief **vision statement** using your personal and project goals. You might address:
- The problem you’re trying to solve.
- How you think openness and open leadership will help solve it.
- How meeting your personal goals will help you and help solve the problem.
- How meeting your cultural goals for your community, organization, or project will help solve the problem.
- Add your vision statement to your repo by uploading it or copy and pasting it into your README document.
- Anything else?

*Follow this [chapter from the Open Leadership Training Series (OLTS)](https://mozilla.github.io/open-leadership-training-series/articles/introduction-to-open-leadership/stating-your-project-vision/) to create your vision statement.*

# Week 3

- Check-in
- Renato Alves
- Sam B – +/- OSUM is slowly gaining shape
- Sam G – + Many people showed interest in helping / contributing to new material / - : See many things to do.
- Andreanne – +/-
- Pauline – +/-
- Beatrice – +/-

- Icebreaker
- Exciting or worrying event or development of the week?
-

- Action points
- Establish a check-in ritual.
- ? Mention you most positive and most challenging achievement since last meeting
- Establish a gratitude ritual.

- Review your goals and any progress you’ve made towards them.
- Project organization
- ~~Using [BaseCamp](https://basecamp.com/)~~
- Alternative using [GitHub](https://github.com)
- Possibility to use Teams, but due to limitations maybe not a good option
- Matrix - open-source SLACK alternative
- OLS Slack is a bit overwhelming with everything happening there
- Slack vs Matrix?
- seems matrix is appropriate and effort has been invested here.

## This week:
- Beatrice will move Basecamp to Github
- ?SamG will get us on matrix
- SamG will make sure everyone has access to OSUM HackMD docs.
- Sam B will look at OLS assignments for this week and add to github once understanda where ... :s
- Translating The Turing Way to French
- Custom toolbox

- Goals for the project
- Refine OSUM onboarding experience (both inside and outside
- [ ] .
- [ ] ie landing page? Webpage vs 'raw'-github
- [ ] so we need landing page -> github intro / what is open science -> ie readme is on the website with a table of contents with other pages

- Expose the local community at Uni. Montreal to open science
- [ ] .
- French and English materials
- [ ] How do we balance French/English aspects of the community given the goal is primarily French.
- Roadmap about open science - how to engage and participate
- [ ] .
- To bring tools and methodologies as a way to change the mindset of current research
- [ ] .

- Review your community interactions and value exchanges assignment.
- The cohort call was a bit too early (04:00). Catching up on recordings.

- Review your repo and get any help you need adding your vision statement, open canvas, and open license to it.
- [Project listing on GitHub](https://github.com/open-life-science/ols-2/issues)
- Other projects in Canada (link to GitHub project)
- Kendra Oudyk – "Open Science Office Hours to support trainees in Montreal to help make their research more open and reproducible"

- Identify any experts you’d like to invite to your next mentor meeting.

### Finished at [[Sep 14, 2020]] 1:06 PM

Sam B: Great meeting everyone, really enjoyed it, and really like how things are / will come together

# Week 5

- Check-in
- Renato Alves
- Samuel B
- Andreanne

#### Links

[OSUM Github](https://github.com/osumontreal/OLS-2)

[OLS-OSUM Issue](https://github.com/open-life-science/ols-2/issues/14)

## Agenda and Notes

- Check-in ritual. (2-3 minutes) (Mention you most positive and most challenging achievement since last meeting)
- discovered github. It's great. (SamB)
- Andreanne: Making progress with the masters and getting supervisors to interact
- Renato: Teaching Carpentry workshop online and first time using Big Blue Button

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- [Week 3](https://github.com/osumontreal/OLS-2/issues/2)
- We did all but 1 of the goals

- Review your progress in last weeks and what you would like to present in the your final calls. (10 minutes)
- most tasks done
- the roadmap
- the website

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- NA

- Any expert to invite to the future mentor meetings (2-3 minutes).
- Don't know.

## Anything else
#### SamB – How to mobilizie within
- have small issues which are easy to jump into
- don't want two people working on same thing, and not being aware that they are.
- labels (to assign roles) ...
- labels: writing, documentation, getting buzz (communication)
- A: helping people know what "their" tasks are, what is expected.

## After this call

**Next week: Cohort call**

- Notes: https://hackmd.io/@ols-2/week-06
- Shedule, time and agenda: https://openlifesci.org/ols-2/schedule/#week-06

**Assignments before the next cohort call**
- CHECK HERE: https://hackmd.io/@ols-2/week-04

## Tasks discussed to be added as an issue

**Assign as done once an issue in github.**

- [x] website - are we going to be using github pages (nb it's one the ols2 steps) (covered on week 06 - https://openlifesci.org/ols-2/schedule/#week-06)
- see https://github.com/osumontreal/OLS-2/issues/18
- [x] picture yourself as a new member - you land on the page, how do we generate contribution from interest (so ... landing page, where are we currently, where are we going - have (how to help in landing (HELP WANTED) (with good first issues linked))) go to .... [see issue #19](https://github.com/osumontreal/OLS-2/issues/19)
- [x] digital ocean (hacktoberfest - https://hacktoberfest.digitalocean.com/details/#maintainers) - if you do 4 pull requests....this could be a good way to get outside interest. [see issue #21](https://github.com/osumontreal/OLS-2/issues/21)
- [x] label issues as discussion, if they are a discussion (have a label for this). Then have a decision label. and a link to the tasks assigned to each. Or, if they are a task, assign to someone. [See issue 17](https://github.com/osumontreal/OLS-2/issues/17)
- [x] Start contribution guide (include info such as issue 17 above)
- [x] is there an [expert](https://openlifesci.org/ols-2#mentors) we would like to invite. [See issue 22](https://github.com/osumontreal/OLS-2/issues/22)
- [x] an issue on the the lables we shall use (as in a guide - this can go into how to contribute) [refer to issue 17](https://github.com/osumontreal/OLS-2/issues/17)
- [x] sam and adnreade talk quicjkl on how to label and project

### GOALS FOR THE WEEK

- [x] Contribution guide for our team (and other team)
- [x] Ask our team what they are missing, and or, where to start?
- [x] SamG to update us on his work with Danny / add more info on Edulib project.
- [x] Create an issue for things we would like to discuss with Renato (tag him @unode)

## Week 7

- Agenda: https://openlifesci.org/ols-2/schedule/#week-07

**Roll call**

-
-

### Assignments before this call

- review notes from the cohort call: https://hackmd.io/@ols-2/week-06

**Assignments before you meet your mentor**

- ADD ASSIGNMENTS FROM LAST COHORT CALL'S NOTES

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- (your notes)

- Gratitude ritual. (2-3 minutes)
- (your notes)

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- (your notes)

- Review your progress in last weeks and what you would liek to present in the your final calls. (10 minutes)
- (your notes)

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- (your notes)

- Any expert to invite to the future mentor meetings (2-3 minutes).
- (your notes)

- Anything else:
- (your notes)

### After this call

**Next week: Cohort call**

- Notes: https://hackmd.io/@ols-2/week-08
- Shedule, time and agenda: https://openlifesci.org/ols-2/schedule/#week-06

**Assignments before the next cohort call**
- CHECK HERE: https://hackmd.io/@ols-2/week-06

## Week 9

- Agenda: https://openlifesci.org/ols-2/schedule/#week-09

**Roll call**

- Samuel B
- Samuel G
- Renato

### Assignments before this call

- review notes from the cohort call: https://hackmd.io/@ols-2/week-08
- seems that we have done most these already

**Assignments before you meet your mentor**

~~- ADD ASSIGNMENTS FROM LAST COHORT CALL'S NOTES
~~
### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- (your notes)

- Gratitude ritual. (2-3 minutes)
- Sam B had a baby - all is well :)
- Renato had a 1 week intensive Carpentry course - also all well :)
- Film all the videos for the MOOC - Invitation for talk to (all) Canadian nursing students

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- https://github.com/osumontreal/OLS-2/blob/master/ROADMAP.md
- Our milestones ... curently being led by Sam G and Danny - Sam will lead contibution guidelines

- Review your progress in last weeks and what you would liek to present in the your final calls. (10 minutes)
- (your notes)

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- (your notes)

- Any expert to invite to the future mentor meetings (2-3 minutes).
- (your notes)

- Anything else:
- (your notes)

### After this call

**Next week: Cohort call**

- Notes: https://hackmd.io/@ols-2/week-10
- Shedule, time and agenda: https://openlifesci.org/ols-2/schedule/#week-06

**Assignments before the next cohort call**
- CHECK HERE: https://hackmd.io/@ols-2/week-08
- **SamB**
- for contributions guidelines (how do people come in and actually contribute?)
- this would be a different form of leadership role (bring people on with dif skills or willingness to contribute)
- add tasks and assign leadership for those tasks
- blog post

Renato suggestions
- small tasks that are easy for people to start on
- clear and simple things that need to be done for moving forwards
- use email lists / departments to get our email sent to "our community"
-

## Week 11

- Agenda: https://openlifesci.org/ols-2/schedule/#week-11

**Roll call**

- Sam B (unable to attend meeting live)
- Renato Alves
- Beatrice
- Sam G

### Assignments before this call

- review notes from the cohort call: https://hackmd.io/@ols-2/week-10

**Assignments before you meet your mentor**

- We had some key suggestiosn from Renato (thank again)
- [Blog post](https://hackmd.io/KAYbHLaQSNOhRt7mwxRVAA?view)- feedback welcome
- [website mock up](https://www.figma.com/file/GpycAS284o9ee46ueNfgDc/OSUMontreal?node-id=1%3A3)

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- Pfizer with a promising vaccine out
- Biden for president!!
- No snow in November! Go climate change!

- Gratitude ritual. (2-3 minutes)
- Sam B: Stumbled across this this week [PNS5 Symposium - Florence 2020. A digital journey.](https://pns5.biostatistica.net/index.php) and the idea of "post normal science". Haven't read too much about it, but seems very interesting
> [name=Renato] Sorry we didn't get to this. I had a look and I'm curious too. Science is deeply linked to Society needs and where the money goes. Can't see the talk on this topic but now wondering...

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Finding it hard to coordinate efforts.
- More communication needed.
- Everyone busy with other things

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- (your notes)

- Anything else:
- Sam B: Key question : How to get the ball rolling in a way that is visible ... ie. If one is not talking verbally to other memebers, is there a way to see what is happening?
- https://www.when2meet.com/ - planning meetings with less dread than Doodle-like
- https://cuckoo.team/ - collective timer
- https://www.mindsettlers.com/guide/6TkxvBHyQEaIimsWk4U4qg - on running time-efficient productive meetings
- Work sprints vs flexible time - figure out what works for most/everyone
- A short intro on Figma might be useful for those that haven't used it
- Multiple channels for communication per project
- Have weekly blog post on what has been done.
- Whats coming, etc.
- Use tags to distinguish these from other blog posts
- or Make a weekly mailing list
- Have this responsibility rotate every X weeks
- [Don't forget to sharpen you axe](http://www.clairenewton.co.za/my-articles/the-wood-cutter-stories.html)

### After this call

**Next week: Cohort call**

- Notes: https://hackmd.io/@ols-2/week-12
- Schedule, time and agenda: https://openlifesci.org/ols-2/schedule/#week-12

**Assignments before the next cohort call**
- CHECK HERE: https://hackmd.io/@ols-2/week-10

## Week 13

- Agenda: https://openlifesci.org/ols-2/schedule/#week-13

**Roll call**

- Sam G
- Sam B
- Renato

### Notes

- Review your progress in last weeks and what you would like to present in the your final calls. (10 minutes)
-

- Any expert to invite to the future mentor meetings (2-3 minutes).
- (your notes)

### Assignments before this call

- review notes from the cohort call: https://hackmd.io/@ols-2/week-12

**Assignments before you meet your mentor**

- ADD ASSIGNMENTS FROM LAST COHORT CALL'S NOTES

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- Got people on board!
- Perhaps a good way moving forwards: Sprints by quarter.

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Organized tasks in a spreadsheet which works better for everyone that isn't super familiar with GitHub

- Review your progress in last weeks and what you would like to present in the your final calls. (10 minutes)
- 3 new members of the project
- The 're-birth' of OSUM
- Present website
- Roadmap for next year

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- (your notes)

- Any expert to invite to the future mentor meetings (2-3 minutes).
- (your notes)

### ACTION ITEMS
**Renato reccomendations**
- Get new people to develop the contr. guidelines as an intro first responsability. To review to learn, to cut and develop sections.
- For github contr. guide. --> make it a ritual that your first contribution to osum is to make an issue which is an intro issue. With certain tags, etc.,--> current members will reply to this, with instructions for next steps etc.,

**For presentation**
*The relaunch and public facing aspect of OSUM being ready*
- what we gained from being part of OLS-2
- the new visibility developed
- having made the activities more concrete - materialising the vision of OSUM
- nb more in progress the better - it's alive
- What it helped us achieve
- The hurdles of an open project
- Challenges we overcame
- What changed: SAM B - that OSUM is becoming more of thing, people can approach it to contribute.

### After this call

**Next week: Cohort call**

- Notes: https://hackmd.io/@ols-2/week-14
- Shedule, time and agenda: https://openlifesci.org/ols-2/schedule/#week-06

**Assignments before the next cohort call**
- CHECK HERE: https://hackmd.io/@ols-2/week-12

## Week 15: Final OLS-2 mentor-mentee call

- Agenda: https://openlifesci.org/ols-2/schedule/#week-15

**Roll call**

- Sam B
- Renato
-

### Assignments before this call

- review notes from the cohort call: https://hackmd.io/@ols-2/week-14

**Assignments before you meet your mentor**

- ADD ASSIGNMENTS FROM LAST COHORT CALL'S NOTES

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- (your notes)

- Gratitude ritual. (2-3 minutes)
- [name=Renato] Holidays from tomorrow
- [name=Sam B] Speaking to MPs is fun.
- [name=Sam G] Snow cominggg
- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- (your notes)

- Review your progress in last weeks and what you would like to present in the your final calls. (10 minutes)
- (your notes)

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- (your notes)

- Final wrap up, reflections and gratitude exchange!
- (your notes)

### After this call

**Next week: Cohort call**

Final Graduation!

- Notes: https://hackmd.io/@ols-2/week-16
- Shedule, time and agenda: https://openlifesci.org/ols-2/schedule/#week-16

**Assignments before the next cohort call**
- None