OLS-4 Meeting Minutes Template: Michael Nii Addy + Kate Simpson / Yvan Le Bras
===

###### tags: `mentor-mentee meeting` `OLS-4` `Template`

Please contact the Open Life Science team for any help: [[e-mail]](mailto:[e-mail])==

:::info
- **Call time**: [3PM BTM / 4PM GMT]
- **Project name**: [Creating an open database for carbon foot printing of buildings in Ghana]
- **Project lead(s)**: [Michael Nii Addy]
- **Mentor(s)**: [Kate Simpson/Yvan Le Bras]
- **Call joining link**: [[INSERT LINK](https://webconf.math.cnrs.fr/b/yva-ct6-4wr)] (e.g. Zoom, hangouts). (Agree on this during/before your first meeting!, see details here: https://openlifesci.org/ols-4#resources)
:::

**Table of content**

[TOC]

## 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):

### Homework before meeting your mentor

**Project Lead (mentee) will:**

1. Take a Self-Assessment [SURVEY](https://docs.google.com/document/d/1wJWvgHxAsQkf_kuM7AKXPr3lxw-_Yr5JUge73d5Zpq4/edit?usp=sharing) and share the outcome with their mentors during the call.
- excel file to be shared
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).
- to do
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)
- to do

## Week 1
15/09/2021

**Roll call**

- Michael in Ghana / Kumasi / sunny
- KAte / UK / London -> live on a boat
- Yvan / France / Brittany -> tuna and dolphins

**Attendees**

- Michael
- Kate
- Yvan

### Agenda and Notes for Week-1

- Introductions - get to know each other
- Michael in Ghana / Kumasi / sunny
- Kate / UK / London -> live on a boat
- Yvan / France / Brittany -> tuna and dolphins
- Mentees, tell your mentor about yourself
- [TAKE NOTES HERE]
- Set your overall goals for your project
- idea maturation then going to fundations / search funding to go forward
- Where do you want your project to be by the end of the program (in 15 weeks)? Possible areas to think about:
- Community: Contributors / Maintainers / Members
- Product (Launch / MVP / Feature)
- Resources / Sustainability (Governance / Funding / Gifts)
=> several as we need to create community to share inforamtions / data + sustainability + and at the end a product with online platform where somebody can find information / data about building design / constructions....
- APPLICATION TO GHANA is a novel / innovative approach ! Existing initiative in UK/London e.g. https://circularecology.com/embodied-carbon-footprint-database.html -but relevant to Ghana
- MAterials used in UK not the same than in Ghana
- Restrictions are different and can avoid reusing some tools /
- There is not institution where we can get and give data -> need to create a platform
- Mentees, discuss your notes from your homework
- self assessmeent done by e-mail => https://data-access.cesgo.org/index.php/s/WRgx26dQs4gkt4D
- creation of a github account done

**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-4)

**Assignments after this call**

- Draft a brief **vision statement** using your personal and project goals. Please [use this document as guide for this assignment](https://docs.google.com/document/d/1rkWI7F-XBYjEeyRHNyGNaG7Qth6T_tNvlzXMEjpp4nk/edit).
- You might address:
- The problem you’re trying to solve. Creating
- 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

- Agenda: https://openlifesci.org/ols-4/schedule/#week-03
- link for webex: https://webconf.math.cnrs.fr/b/yva-ct6-4wr

**Roll call**

- Yvan
- Kate
- Michael

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-04

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

- Open an issue on ols-4 repo where you will be able to track you progress in this cohort: https://github.com/open-life-science/ols-4
Issue created:
https://github.com/open-life-science/ols-4/issues/7
- Complete the compare and contrast assignment about current and desired community interactions and value exchanges.
- Start working on your Open Canvas ([instructions](https://mozilla.github.io/open-leadership-training-series/articles/opening-your-project/develop-an-open-project-strategy-with-open-canvas/), canvas)
- Reflection exercise on your role as a mentee and a project leader in ols-4

### Agenda and Notes

- Establish a check-in ritual and try it. (2-3 minutes)
(Examples: weather check (my project feels like a blustery wind right now), .gif share, video share)
- Its sunny everywhere ;)

- Establish a culture of gratitude ritual (if you have not already). (2-3 minutes)
(Examples: recognitions (recognize colleagues), sparkling moments (recognize community members), shout-outs)
- (your notes)

- Review your goals and any progress you’ve made towards them. Any challenges to mention? (5 minutes)
- open canvas vs roadmap , example of Kate Canvas https://docs.google.com/presentation/d/1MeJo0TyuMg_waLk1J4q9y1aAqKNMuRBlnmxEChSz-cQ/edit#slide=id.p

- Review your assignments from last week, reflect on where in your project are they applicable. (10 minutes)
- need to work on the canvas, then the roadmap will start quite automatically / magically ;)

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

- Discuss if your mentor should help identify experts to invite to one of the future mentor meetings (2-3 minutes).
- Use these question to brainstorm this section: Do we need an expert at any stage? Which week they might likely be useful? Which area do we need expert advice?
- Need to work on the Canvas first

- Anything else:
- where to put data ?

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-04

**Assignments before the next cohort call**

1. Share the image/link on your GitHub issue
2. Look up at least two other projects in the issues and comment on their issues with feedback on their vision statement.
3. [Start your Roadmap](https://mozilla.github.io/open-leadership-training-series/articles/opening-your-project/start-your-project-roadmap/) and comment on your issue with your draft Roadmap.
4. Review notes from last cohort call to see if there was something else that was mentioned as homework or assignment

## Week 5

- Agenda: https://openlifesci.org/ols-4/schedule/#week-05

**Roll call**

- Michael Addy
- Kate Simpson
Yvan aent apologies - on a late train

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-04

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- Both well :)

- Gratitude ritual. (2-3 minutes)
- (your notes) - oops forgot this one, but grateful to be on the call with Michael, inspired!

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- (your notes)
- Kate shared links to her project (https://katesimpson.github.io/Open-access-data-driven-retrofit-evaluation/) and (https://katesimpson.github.io/Retrofit-co-design-toolkit/) plus plans to take this forward. Finding ways to enable Github to become user-friendly for those who are not programmers can be tricky and takes time.

- 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).
- Kate suggested Jez Cope, British Library as Michael is keen to learn about data formats for open database creation

- Anything else:
- (your notes)

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-06

**Assignments before the next cohort call**
- https://openlifesci.org/ols-4/schedule/#week-04

## Week 7

- Agenda: https://openlifesci.org/ols-4/schedule/#week-07

**Roll call**

- Kate Simpson
- Yvan Le Bras

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-06

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL
- [Open Canvas](https://docs.google.com/presentation/d/1illBJQS6slSyS8FH-5NPaPgDW_xB5jNupg51LgdmoSI/edit#slide=id.p)
- Completed Vision statement in Github
-https://github.com/open-life-science/ols-4/issues/7
- Started working on the [RoadMap](https://github.com/mljaddy/CarbonFootprinting-Gh/blob/main/ROADMAP.md)
- This is the link to my [repository](https://github.com/mljaddy/CarbonFootprinting-Gh) created in Github
- This is the [README](https://github.com/mljaddy/CarbonFootprinting-Gh/blob/main/README.md) file created for the project

### 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)
- A lot of things on the project, so need maybe to clearly identify the steps to achieve the overall project and see how and when this can be done
- A first focus maybe on data harmonization / data format / data / metadata standard.

- Review your progress in last weeks and what you would liek to present in the your final calls. (10 minutes)
- open canvas first version done
- key metrics related to quantity / but also quality (related to FAIR principles for example)
- "A unique place where data is stored, used and accessed by stakeholders in the construction industry" => no need to centralize data isn't it ?
- User profiles / "Stakeholders in the construction industry e.g. construction professionals, companies, building owners etc" => who need the data ? => policies
- Contributor profiles /
- working on data formatting can be really challenging with stakeholders not on research lab discussing about data sharing / data standardiZation.. notably industries - building sector. But depend on the context and the "carbon footprint" focus can help engage stakeholders
- advice after Michale discussing with stakeholders = need to be prescirtptive / directly give the data format + kind of data (eventually) to the stakeholders => This also prioritize this "data format / data-metadata standardization" step as first one!
- **need to "demonstrate" first hwo to structure / share / reuse such an online database**.
- => maybe focusing the canvas on what can be done in 6 months during OLS vs canvas for the entire project.
- Maybe create "several" canvas (one overall one for the overall project + maybe one related to data harmonization / one on communication-animation)
-

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- Have a look at (Any issues on that Michael)
- Look up two other projects and comment on their issues with feedback on their vision statement
- Complete this compare and contrast assignment about current and desired community interactions and value exchanges
- Suggest a cohort name at the bottom of the shared notes and vote on your favorite with a +1
- Look up two other projects and comment on their issues with feedback on their open canvas
- Add an open license to your repository as a file called LICENSE.md
- Add a Code of Conduct to your repository as a file called CODE_OF_CONDUCT.md
- Invite new contributors to into your work!
- Any expert to invite to the future mentor meetings (2-3 minutes).
- Kate suggested Jez Cope, British Library for data indexing / data library ...

- Anything else:
- Kate shared ICE carbon database - **perhaps as an example to learn from, but start small and work towards/progress what they have done later**: https://circularecology.com/embodied-carbon-footprint-database.html
- Also a paper here "**YSTAFDB, a unified database of material stocks and flows for sustainability science**": https://www.nature.com/articles/s41597-019-0085-7 - if a conversation with Rupert (author here) could be helpful let me know and I can try to initiate

Kate suggested **Jez Cope** is still a good person to speak to regarding data formatting and indexing
### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-08

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-4/schedule/#week-06

## Week 9

- webconf link: https://webconf.math.cnrs.fr/b/yva-ct6-4wr
- Agenda: https://openlifesci.org/ols-4/schedule/#week-09

**Roll call**

- Michael Addy
- Yvan Le Bras
- Kate Simpson

### Before this call

=> Please Michael look at:
- Kate shared ICE carbon database - **perhaps as an example to learn from, but start small and work towards/progress what they have done later**: https://circularecology.com/embodied-carbon-footprint-database.html
- Also a paper here "**YSTAFDB, a unified database of material stocks and flows for sustainability science**": https://www.nature.com/articles/s41597-019-0085-7 - if a conversation with Rupert (author here) could be helpful let me know and I can try to initiate

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-08

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- Kate: Grateful for Leeds International Film Festival (3rd-18th Nov)!

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- From last meeting:
- **clearly identify the steps to achieve the overall project and see how and when this can be done**
- **A first focus maybe on data harmonization / data format / data / metadata standard**.

- Review your progress in last weeks and what you would liek to present in the your final calls. (10 minutes)
- From last meeting:
- open canvas first version done
- key metrics related to quantity / but also quality (related to FAIR principles for example)
- "A unique place where data is stored, used and accessed by stakeholders in the construction industry" => **no need to centralize data isn't it **?
- User profiles / "Stakeholders in the construction industry e.g. construction professionals, companies, building owners etc" => who need the data ? => policies
- Contributor profiles /
- working on data formatting can be really challenging with stakeholders not on research lab discussing about data sharing / data standardiZation.. notably industries - building sector. But depend on the context and the "carbon footprint" focus can help engage stakeholders
- advice after Michael discussing with stakeholders = need to be prescirtptive / directly give the data format + kind of data (eventually) to the stakeholders => This also prioritize this "data format / data-metadata standardization" step as first one!
- **need to "demonstrate" first how to structure / share / reuse such an online database**.
- => maybe focusing the canvas on what can be done in 6 months during OLS vs canvas for the entire project.
- Maybe create "several" canvas (one overall one for the overall project + maybe one related to data harmonization / one on communication-animation)
- **need to "demonstrate" first how to structure / share / reuse such an online database**
- use a common tools excel (or something like that) ? BUT issue for from that going to a web platform / database
- => maybe contact some stakeholders to know what they want / how they are dealing with data structuration and access.
- **a google spreadsheet is an easy way to start** ! With links towards README files and so on.
- Web developers, support socially beneficial projects: https://radicalengineers.com/
- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- ""lacking"":
- Look up two other projects and comment on their issues with feedback on their **vision statement**
- Look up two other projects and comment on their issues with feedback on their **open canvas**
- Invite new contributors to into your work!
- Any expert to invite to the future mentor meetings (2-3 minutes).
- [Jez Cope](https://www.bl.uk/people/experts/jez-cope) (collection of data and indexing part particularly / format) => contact him by slack / mail

- Anything else:
- (your notes)

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-10

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-4/schedule/#week-08

## Week 11

- Agenda: https://openlifesci.org/ols-4/schedule/#week-11

**Roll call**

- Kate Simpson
- Yvan

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-10

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

### Agenda and Notes

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

- Gratitude ritual. (2-3 minutes)
- Grateful for care from others this week while I'm unwell

- 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) - keen to hear how things are going for you, Michael. Do you need any further support for the final weeks?

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

- Any expert to invite to the future mentor meetings (2-3 minutes).
- no news

- Anything else:
- presentation start of january (w/c/ 10th)
- Yvan on bison european project https://bison-transport.eu/ and biodiversity BIM

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-12

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-4/schedule/#week-10

## Week 13

- Agenda: https://openlifesci.org/ols-4/schedule/#week-13

**Roll call**

- Michael Addy
- Kate Simpson

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-12

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

- A sample of the carbon database in google spreadsheet (still work in progress);

https://docs.google.com/spreadsheets/d/1DX-pdeZQcUUKnIFGiMNMUtgtnrelMKkTck_OwXjJscg/edit?usp=sharing

- Work in progress:
working on a questionnaire type format for collecting data.
Presentation of data for easy understanding and usage

### Agenda and Notes

- Check-in ritual. (2-3 minutes)
- Conversation about Christmas breaks and busy work until then!

- Gratitude ritual. (2-3 minutes)
- Families :)

- Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes)
- Good progress - outline spreadsheet created, data lined up to go in there. Time alongside lecturer duties is a challenge

- Review your progress in last weeks and what you would liek to present in the your final calls. (10 minutes)
- Spreadsheet is set and data coming up to pop in

- Review your GitHub repo and get any help you need adding your content developed through the assignment from last week (5-10 minutes)
- All okay - used licence etc on the Google spreadsheet

- Any expert to invite to the future mentor meetings (2-3 minutes).
- Planning to speak to Jez Cope and Kate suggested the ICE database team to hear of their experiences setting up a database for the UK
-
- Anything else:
- We will aim to have a practice session ahead of the graduation. Michael has identified funding that could enable this work to go forward. Kate also suggested becoming an OLS mentor to take forward the work.

### After this call

**Next week: Cohort call**

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-14

**Assignments before the next cohort call**
- CHECK HERE: https://openlifesci.org/ols-4/schedule/#week-12

## Week 15: Final ols-4 mentor-mentee call

- Agenda: https://openlifesci.org/ols-4/schedule/#week-15

**Roll call**

-
-

### Before this call

- review notes from the cohort call linked here: https://openlifesci.org/ols-4/schedule/#week-14

**Links to your assignments to share with your mentor**
ADD LINKS TO YOUR ASSIGNMENTS MENTIONED IN THE LAST COHORT CALL

### 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)

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

### After this call

**Next week: Cohort call**

Final Graduation!

- Shedule, time and agenda: https://openlifesci.org/ols-4/schedule/#week-16

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