# Archive: CR Team Meeting minutes 01/2023-06/2023

## 2023-06-26

- Planning Sep workshop
- please read and comment: https://coderefinery.org/blog/2023/06/25/planning-sep-workshop/
- RB: hopefully I have added all comments from below meetings into it
- RB will post on mastodon
- RB sharing this will local organizers from past workshops
- we don't have data yet on whether the new format would be better or not so perhaps we just try?
- market it as series of courses instead of a 2-month long workshop
- RB: draft newsletter
- zulip poll about what day the "second week" sessions should be in
- 2-day online "writing retreat"
- RB will create Zulip poll for August and then add it to blog/mastodon/calendar
- expectation: optional for those who are interested but then work for 2 days without distractions on lesson/manuals with sessions where we can ask/share
- RB will work on new registration form and workshop page
- playbook checklist: https://coderefinery.github.io/manuals/workshop-playbook/
- you can indicate interest in roles and lessons
- Citable lessons
- status update
- In-person meeting
- we have room booking for Aug 22-23 in Stockholm
- but there seems to be more interest in a writing retreat focusing on lessons/blogs/governance
- RB is unsure what to do to be honest - in terms of outcome a writing retreat might be more productive
- we need to prioritize both time and budget
- Writing retreat
- Week Oct 16-20 seems most popular, however possible double-booking for RB
- Oct 2-6 also possible
- Nov 6-10 is an option for RB
- after that it will be difficult before January
- Website
- work is in progress
- RB going through issues
- we need to document all presentations given
- also document derived workshops and lessons
- more credit for organizations and volunteers
- Python for SciComp
- 7-10 November - proposed, see if possible
- Dhanya is advertiser
- Post around (twitter, mastodon, etc.) and see if it works

## 2023-06-19

- Summary of meetings on last Fri
- What if the workshop week 2 were split into smaller events: [Zulip thread](https://coderefinery.zulipchat.com/#narrow/stream/316508-tools-workshop/topic/second.20workshop.20week.20becomes.20series.20of.20events.3F/near/367455999)
- One issue about different installations for week 1 and 2 might not be a bottleneck
- spreading out the second week
- Scheduling-wise
- Might give more time for exercises in each session
- Might get less people for individual sessions but more retention (more interested people)
- Mar 23 WS has 100< people. I would expect like ~50 people in Twitch per event -MJ
- Registration-wise
- Could have a check-box for each session
- We want to know how many people are expected
-
- We are interested in trying the new way
- CR self-organised zoom
- Might be many quiet people
- Might get messy with 200 participants
- Last time were maybe 50
- Expectation management: people should be prepared to be proactive
- Nearest-in-time upcoming events
- lunch-to-lunch f2f-meeting in Stockholm
- The September workshop: Two regular weeks - or one first week with git + the remaining lessons spread out over multiple weeks, e.g. one half day per week?

## 2023-06-12

- Sept workshop planning
- two meetings Fri Jun 16, see cal invite to CodeRefinery calendar and see chat
- goal of the meetings is to decide how we want the workshop to be, not so much about who will do what precisely
- post-workshop survey
- RB will schedule a meeting with MJ (did not get to it yet)
- Aug 22-23 CodeRefinery all-hands Stockholm
- RB will send yes/no poll (didn't get to it yet)
- Scope: yearly in-person team meeting
- Agenda: TBD
- Autumn writing retreat
- to be scheduled
- it would be nice if it was before the workshop but that's probably not doable time-wise
- citable lessons
- RB: after some thinking I think we should use CITATION.cff and use automatic tools to convert to .zenodo.json (they offer such tools)
- website work
- ongoing
- "BMBF call for OER communities"
- we will participate with letter of support, proposal writing, and participating in workshops
- how to subscribe to calendars
- https://coderefinery.org/calendars/
- where to report about reusing lessons
- https://coderefinery.org/lessons/reusing/

## 2023-06-05

- September workshop
- if you want to be involved in planning, please indicate interest in scheduling polls posted on the chat
- one meeting will be dedicated to scope/format/changes, and another to the registration process
- https://coderefinery.zulipchat.com/#narrow/stream/316508-tools-workshop/topic/roles.20and.20volunteering
- Aug 22-23 CodeRefinery all-hands
- meeting room is booked in Stockholm
- suggested focus: credit, reusability, governance and future (non-profit org?)
- RB: create a poll on zulip (yes or no)
- RB: create a poll for co-writing retreat (find week)
- Quick poll in meeting doesn't indicate major problems with this date
- Workflows course
- currently stuck in planning?
- needs one or few to take action :)
- could be worked on in co-writing retreat?
- Focus before summer
- website
- please list your presentation(s)
- acknowledge supporters
- make sure past workshops all appear there
- post-workshop survey
- https://github.com/coderefinery/post-workshop-survey (we can and should? adapt)
- what questions are we missing in the context of large online workshops?
- RB: schedule something for Friday
- As soon as we have time: work on making our lessons citable
- https://coderefinery.org/blog/2021/11/21/towards-citable-lessons/
- https://github.com/coderefinery/github-without-command-line/issues/63
- https://github.com/coderefinery/github-without-command-line/issues/61
- https://github.com/coderefinery/reproducible-research/issues/234
- we will join a proposal "BMBF call for OER communities" with focus on this
- RSEcon 2023 talk abstract got accepted
- Carpentries relation -> poll for internal discussion: https://coderefinery.zulipchat.com/#narrow/stream/215460-coderefinery/topic/relation.20to.20carpentries
- Future courses
- CodeRefinery 2023 september - RB/MJ
- Basic Python october (second half) - Dhanya
- Python for SciComp november? - (new person)
- let us find somebody who wants to help us advertising really wide
- Workflows course - RD and/or RB
- early February
- basic / adavnced Linux course
- let's collect materials and cheatsheets
- https://aaltoscicomp.github.io/linux-shell/
- https://github.com/csc-training/linux-1
- https://github.com/csc-training/linux-2
- https://documentation.sigma2.no/training/events/2023-04-hpc-on-boarding.html
- HPC carpentry
- https://pdc-support.github.io/pdc-intro/
- https://training.pages.sigma2.no/tutorials/unix-for-hpc/index.html
- Carpentries Linux
- https://training.pages.sigma2.no/tutorials/unix-for-hpc/cheat-sheet.html
- https://training.pages.sigma2.no/tutorials/unix-for-hpc/cheat-sheet.html
-

## 2023-05-22

- Information:
- RB working on website; couple of PRs open, more to come
- goal: publish statistics, roadmap, todo list, acknowledge partners and staff
- to discuss/plan:
- registration for Sep workshop
- what to keep and what to change?
- who is interested in contributing and to what extent/role?
- August 22-23 we plan a lunch to lunch in Stockholm
- suggestions for main topics?
- Rooms have been booked at KTH. Tue 22 Aug 09:00 - 18:00, room D37; Wed 23 Aug 09:00 - 18:00, room D31 .
- post-workshop survey: we can either reuse or re-design (more consistency vs more useful)
- 3 blog posts are in draft stage, how can RB best help here?
- RB reached out to local partners/organizers of March workshop to hear how it went
- week 1 felt better prepared (more converged) than week 2 (this makes sense since there was new material in week 2)
- we can still improve co-teaching
- resuming stream sometimes interrupted good local discussions and they had to either stop talking or mute the instructors for few minutes (not sure how to improve)
- it felt like there were enough breaks
- not enough exercises in week 2
- workflows/HPC course?

## 2023-05-15

- Retrospective from Uppsala workshop
- Many different type tickets in Freshdesk -> A good opportunity to train someone (+MJ) to how to respond to them.
- RB: let's co-answer some via screen share?
- Sure! Anyone else interested?
- ISC:
- MJ: [Lightning talk at BoF](https://app.swapcard.com/widget/event/isc-high-performance-2023/planning/UGxhbm5pbmdfMTIyMDgzNg==) I basically just took RB's 'siam' presentation and removed stuff. Still want to check [RD's blog](https://coderefinery.org/blog/2022/11/07/reverse-hybrid/) and [SS's lessons learned](https://github.com/coderefinery/coderefinery.org/compare/main...march_workshop_2023_blogpost#diff-2750190e979258206815276af8b58a61a418f572983b66badc3163eced53916e) (I DID also add the stats there! Not pics tho..)
- MJ: I just wonder what if the main challenge to focus on the lightning talk could be "One large WS vs. multiple smaller", because there will be discussion afterwards and we could get some ideas.
- [Slides link](https://cicero.xyz/v3/remark/0.14.0/github.com/coderefinery/presentations/ISC23-Flashtalk/2023-ISC-lightning_WS-challenges.md/#1)
- Which WS stats to which pages?
- https://coderefinery.org/about/statistics/
- and making sure that our past events show up under https://coderefinery.org/workshops/past/
- can we make an event on prompt engineering and how we use AI tools?

## 2023-05-08

- Uppsala workshop this week
- any help needed?
- RB will wipe old exercise repositories
- HackMD/HedgeDoc in in-person: try to show it somewhere on a spare screen
- ISC: MJ is goining to lightning talk :confetti_ball:
- Topic incl. our challenges in teaching RSE skills
- MJ planning to go with something like present the idea how we do WS
- Why / what challenges it solves already?
- What challenges we still do have / should solve?
- MJ also go through the lessons learned from Mar23 WS and address if there's any challenges / negative feedback
- PLZ write points aand link existing material :innocent:
- installation environment (install help)
- it's always both too slow and too fast
-
- March WS status
- Planning HackMD lessons learned: [link to PR]
- Planning HackMD roles to manual: [link to PR]
- RB contacting all local contacts for their feedback and lessons learned
- Lessons learned pull request: https://github.com/coderefinery/coderefinery.org/pull/766
- RB: update workshop page template
- website work ahead
- accessibility
- roadmap
- "todo list"
- credit for Zulip
- CodeRefinery all-hands in August? or later?
- around Aug 22 could be good, in Stockholm area (or Helsinki area) (RD: +1)
- room booking is easy in Stockholm that week. less easy later
- let's book a PDC/KTH meeting room for Aug 22-23
- RB will send info on chat
- Stickers
- RD will order 300 of (4), 300 of (2), 200 of (4-black) = ~326€. Confirmation by chat but more confirmation here always good.
- RB: confirmed. I will help with reimbursement
- writing retreat?
- few days where we can focus on writing course material, blogs, book, governance
- autumn
- Tromso area
- RB will contact possible venues

## 2023-04-24

- SC23 (November) proposal submitted: https://github.com/coderefinery/reports-and-proposals/blob/main/sc23-proposal/proposal.pdf
- what is the sitaution with ISC (Tue May 23)? I understand we have a time slot but no speaker?
- MJ and RD will check and if not then RB will try to go
- RSEcon: unfortunately we don't have time to lead a submission until Apr 25
- status March workshop post-processing
- lessons learned PR under review
- we need to archive planning hackmd
- has the workshop template been updated?
- May workshop - any help needed? any questions?
- Could get more registrations. Newsletter?
- CodeRefinery all-hands in August? or later?
- around Aug 22 could be good, in Stockholm area (or Helsinki area)
- room booking is easy in Stockholm that week. less easy later
- writing retreat?
- Please list your presentations at https://coderefinery.org/about/reports/#presentations
- RB gave few which are missing, will add
- MJ and SW did one at CSC. I think it was a fork from some previous one. Only new thing was a pic about CSC - CR connection. Maybe generalisable?
- PDC summer school: git, cmake, conda, containers
- Next Monday: no meeting. RB will update cal (sorry I forgot last time to do that)
- Hedgedoc future

## 2023-04-17

- Remaining Workshop stuff
- MJ schedule full CSC stuff last week & this week
- Stats @MatiasJJ
- Lessons learned @stephan89
- Role TO-DO lists refine and merge to manuals @MatiasJJ and ?
- Post WS survey
- month or so after the workshop
- WS page temlpate
- archive detailed schedule
- eventually remove the planning hackmd
- lessons learned and roles at least should be archived first
- Tshirts? Embroideries? of CR :)
- The usefullness is at least in conferences people would recognize us
- Paid by CR? For "staff" -> who is staff?
- Or collective order?
- Discussion led to suggestion about CR merch with logo embroidery
- Hoodies, T-shirts, Cups, Patches (for student overalls etc.)
- Otherwise it would work as one monetisation for CR future
- Carpentries, if you have thoughts, wishes ideas about CR relation to Carpentries, please add here -> https://hackmd.io/@coderefinery/Carpentries
- CR at conferences
- ISC'23: Speaker (confirmation) needed:
- CR lightning talk at BoF on 'Understanding the Skills and Pathways behind Research Software Training' (scheduled for Tuesday at 10:15-11:15am) organizer: Weronika and Jeremey; Samantha can connect
- The Future of teaching: collaborative teaching on a global scale at HETET23 workshop, Thor marked as speaker
- RSECon (DL 25.4, this thu: submission prep event: https://tocyn.cymru/en/event/d690ac4b-1fef-4cd7-8808-8e2f1b18ed4d)
- SC'23 (DL 21.4 for tutorial)
- Small talk in CSC internal seminar for HPC-unit
- @MatiasJJ and @samumantha
- On-site CodeRefinery workshop in Uppsala, May 9-11
- Event webpage https://coderefinery.github.io/2023-05-09-uppsala/
- Event planning https://hackmd.io/@coderefinery/2023-may-planning

## 2023-04-03

- CR spring workshop review
- statistics on https://coderefinery.org/workshops/past/
- publish lessons learned
- update workshop template
- post workshop survey, some month after workshop, asks for impact of the workshop
- instructor field reports added to instructor guide
- manuals (checklists)
- how did attendants learn about the workshop?
- data indicates that most learned from friend/colleague
- can we reach out to participants and collect testimonials?
- via post workshop survey?
- feedback from collaborative document?
- Carpentries relation
- CR internal separate meeting to define what we'd like?
- Meeting with Toby / other Carpentries people to discuss?
- start collecting lists on chat (https://coderefinery.zulipchat.com/#narrow/stream/215460-coderefinery/topic/relation.20to.20carpentries. pre-meeting after vacations/workshop wrap-up.
- think about adopting Carpentries lesson format
- what can we give, what could we take?
- what can we learn about becoming a non-profit (or this is a separate meeting)
- CR at conferences
- SC'23 (RB, SW, ..?), deadline: 21.4 for tutorials
- tutorial on online teaching lessons learned
- workshop panel/talk
- RSEcon 4.-8.September in UK (Swansea?), deadline: ?
- ideas: why new RSE should attend CR, why is CR the RSE training that you are looking for? ,...
- interested: SW, RB, ...
- RB reports back from steering group meeting earlier today
- notes: https://docs.google.com/document/d/1bwUCk1ulM6sgEniXSbQBZvbo_8bdJjDjd-nPCu8E91c/
- CodeRefinery all-hands August? August 22-23?
- asking because we are planning in-person steering group meeting and it could be nice to collocate both
- Next Monday cancelled

## 2023-03-27

- any questions about lesson prep?

## 2023-03-20

- 500 registrations
- RB will send all important links to instructors and expert helpers after this call
- What are the most important problems at this stage in terms of workshop? What should we focus on now?
- Zoom portion share
- Good setup for sharing history
- https://coderefinery.github.io/manuals/instructor-tech-setup/
- https://coderefinery.github.io/community-teaching/instructor-tech-setup/
- also: https://github.com/rkdarst/prompt-log/
- Lesson preparation: check Q&A and feedback from last workshop
- Git-intro
- RB will try to fix
- "easy" issues that will make life easier for participants and helpers
- https://github.com/coderefinery/git-intro/issues/379
- https://github.com/coderefinery/git-intro/issues/378
- https://github.com/coderefinery/git-intro/issues/375
- https://github.com/coderefinery/git-intro/issues/374 (very frequent problem, very important that we offer a way out)
- https://github.com/coderefinery/git-intro/issues/388 (maybe)
- Git-collaborative
- RB will work on it tonight. Goals:
- fix known issues
- allow easier exercise navigation (currently TLDR)
- update screenshots for less confusion

## 2023-03-13

- registration status and communication
- 375 registrations
- many ask whether they can participate only part
- where should we communicate that part is fine and there are recordings?
- close to registration button. MJ will send a change
- install help and on-boarding
- please test/improve https://raw.githubusercontent.com/coderefinery/installation/main/verify/verify-installation.sh
- we need people there
- we need to check/update manual for the on-boarding: https://coderefinery.github.io/manuals/team-leaders/
- lesson distribution
- workshop intro sessions
- intro: 15 mins instead of 20 mins, material needs to be shortened/adjusted probably
- RD
- mini-intro week 2
- RD
- workshop outro session
- RD
- what does it now mean to be "expert helper"?
- ... since we do not organize zoom exercise room anymore
- expert helpers, please help out in hedgedoc to answer questions and figuring out how it is going in exercise groups
- what will we do if hedgedoc can't handle it?
- "hackmd manager" needs to be active in archiving text to archive-hackmd/hedgedoc
- https://notes.coderefinery.org/workshop-2023-march
- improvements for https://coderefinery.github.io/manuals/team-leaders/
- 1. avoid "hackmd" and rather use "collaborative document"?
- 2. change "exercise leader" to "team lead(er?)"
- 3. collect everything mentioning Zoom under one page "Workshops with Zoom exercise-room"
- Later collect Zoom mentions from other
- 4. Make the page agnostic about who teams meet:
- teams can have their own zoom room (avoid confusion with "our Zoom" that we don't have now)
- 5. RB will list on the workshop page planned exercises and exercise changes and link to lesson exercise pages

## 2023-03-06

- Workshop preparation
- software requirements
- docker and make: RB will remove these
- anything to change in requirements.txt and environment.yml?
- why do we have two: software repo and install repo?
- we need different requirements.txt
- are R developers using snakemake?
- nextflow?
- maybe something interesting can also be found from here: https://docs.csc.fi/computing/running/throughput/ (not specific R, but workflows/HTC)
- lesson preparation
- goal: 3 exercises per day, no less
- each exercise not shorter than 20 mins
- avoid words like "breakout rooms" because many participate on their own to avoid confusion
- [communication to registrants](https://hackmd.io/e_twZoYJS7SrmHhoNSNv5A?both#Next-emails)
- over 200 registrants so outreach is working well
- we are adapting the registration form
- [emails will go out Wednesday](https://hackmd.io/e_twZoYJS7SrmHhoNSNv5A?both#Next-emails)
- RB will also add something to "news" on workshop page
- Local Organisations
- We want to list them in the email / ws page so that people can check if there's one near them
- Do we know all of them?
- Should we publicly ask if there's more?
- Oh the registration info might show some more
- Take away CR Zoom?
- Experiences from last time tell only a fraction of participants in zoom
- The organising effort not justified considering the number of participants
- Apologise and reason with the amount of interest
- Compensate with
- helping people to find each other locally
- listing all possible local teams contant in WS page?
- Collaboration with INTERSECT project
- One of the best overviews of other projects in this space: https://intersect-training.org/training-links/
- RB discussed with JC from https://intersect-training.org/team/
- They organize a workshop in July with a lot of topic overlap to our work
- we work towards organizing a workshop in the fall where we bring together people interested in simplifying reuse
- Discussion meeting with Carpentries
- those who are interested, please inform SW
- we should decide what we want from CR perspective, before we go into that meeting

## 2023-02-27

- Outreach checklist: https://hackmd.io/@coderefinery/2023-mar-ws-planning
- Team registration
- we need to adjust form to have a follow-up from our initial registration
- what is the minimum that we want to know?
- I want to be assigned to some team as learner
- I want to be assigned as team lead
- If they want our zoom but have a team, ask for team name
- from chat:
- better clarify how groups should sign up. this is a frequently asked question: "how should we sign up?"
- we should somewhere specify more clearly that participating only for a part is also ok
- we also need to communicate timeline and expectations on learners and teams
- anyone want to brainstorm this week Wed/Thu/Fri? Let MJ know in https://coderefinery.zulipchat.com/#narrow/stream/316508-tools-workshop/topic/teams
- Lesson preparation
- If you teach at March workshop and you haven't had a meeting yet with RB, please reach out
- RB normally asks/emphasizes: software requirements? can we have more and longer exercises? detailed schedule, looking at feedback from last year, and accommodate for individual learners
- Software requirements
- RB would like to remove Make and Docker from requirements. They are optional but I think that less and focused and well tested is better than more here. (RD+1)
- Abstract deadline Mar 3: https://rcweb.dartmouth.edu/MRKepistor7/WTCS_TCS_2023.html

## 2023-02-20

- Website
- we will need to check and implement the recent EU accessibility rules
- Web accessibility evaluation tool https://wave.webaim.org/help
- Tour of https://hackmd.io/@coderefinery/2023-mar-ws-planning
- organizers: please don't only follow the checklist, also improve/change it
- Registration status
- any team lead volunteers in there?
- any co-teaching volunteers in there?
- We need to start designing step 2 of the registration
- MJ is watching https://github.com/coderefinery/workshop-stats for issues/ideas
- Plans for lesson and software changes
- General recommnations: less density, more time for exercises.
- Not necessarily removing a lot of text but be more strategic about what you cover.
- reproducibility lesson
- simpler example than word count, decouple lesson from documentation lesson
- R examples for all episodes
- container example: instead of demoing a hello world, discuss some real container recipes
- simpler snakemake example and add something for R
- social coding
- less focus on software freedom, more focus on pracical recommendations: make it more practical, less philosophical

## 2023-02-13

- RD: I haven't blogged in awhile, what should I write?
- decision: blog about march workshop
- next week: where CR wants to go.
- March workshop
- currently 63 registrations, most from Sweden
- we will need to work on registration part 2
- workshop role distribution
- please indicate if you are interested in any
- https://hackmd.io/@coderefinery/2023-mar-ws-planning
- workshop lesson distribution
- please indicate if you are interested in any
- what to focus on
- website work
- better list members
- better list partners
- our roadmap and todo list on the web
- SIAM conference Amsterdam about CR
- There will be a lightning talk about CR at deRSE (next week) as part of "teaching and learning RSE" workshop
- Where to find infographics
- https://github.com/coderefinery/coderefinery-artwork
- https://github.com/coderefinery/presentations
- https://github.com/coderefinery/posters

## 2023-02-06

- Questions about March workshop
- TUD will try the format where participants follow in-person for exercises
- TUD: 12-weeks program where team leads meet with learners weekly and follow-up
- Q1: Whether to join the CodeRefinery Zoom or just go with Stream + HackMD
- HackMD for all the things during the workshop related to learning
- CodeRefinery chat for general coordination among all the staff collectively.
- the CR-hosted learner Zoom room won't even have the active instructors there - use CR chat instead
- Q2: about the CR registration form, do we need to register teams?
- Now CR registration has only one form, and it is only for individuals (we'll use this to contact about teams later, but still just one form). There is no need to register the teams with us.
- RD: my proposal: TU-D people register on TU-D form. They are told they *may* register on the CR form to get direct emails, but is not necessary. We are careful to not send confusing information (we know that some people will be in locally-organized rooms, so won't tell everyone to join our stuff).
- SR - Suggestion- For furture workshop registration. Only one registration and participants can select a team. The team member count limited as in "event registration". Then communicate team zoom accordinly.
- MJ: I would propose that they register in CR form to get pre-workshop info like installation. THen register on TU-D form to get the info on the local event, I think there will not be redundant double info. I am thinking stats POV where we will report our N of registratns anyway because that is all we have.
- The info on CR Zoom is sent to those who select the option to join there
- Team and community calls merged
- motivation: less confusion, less to prepare, less to post-process, community questions allowed any monday
- https://coderefinery.org/join/meetings/
- to merge: https://github.com/coderefinery/coderefinery.org/pull/758
- then: update calendars, remove the other hackmd
- March workshop role distribution
- planning hackmd: https://hackmd.io/@coderefinery/2023-mar-ws-planning
- where to indicate interest:
- planning hackmd
- or here
- or on chat
- or email to [e-mail]
- main thing to improve:
- better involve team leads
- more time for exercises

## 2023-01-30

- Workshop organization
- RB: thank you for the planning and notes at the NeIC all-hands! How can I help now best to unblock role distribution?
- about "Separate organizers vs “external contributors” HackMD to not make the planning document for external people too overwhelming?"
- externals are team leads and we can have a separate planning document for team leads and exercises, linked from the "main" planning hackmd
- "Anyway those dates are not shown anywhere" (below): some information missing? where?
- this referred to a possible problem that for local events we need to book rooms but if people register later/ too late, the room might not have enough seats
- "make sure you register by X date if you want a guaranteed spot"
- rename "exercise lead" to "team lead"
- coderefinery.org repo
- manual
- workshop page
- we have discussed the valid concern that some persons who would be interested in joinig as instructors are worried about going immediately to a live stream and being video-recorded
- Newsletter
- MJ has drafted: https://hackmd.io/@coderefinery/CRnewsletter_1_2023
- please comment/edit
- RB would like to send it on Friday
- VR application text
- submitted to NeIC and they are happy. thanks all!
- other follow-up from NeIC all-hands
- anything we forgot?
- merging "team meetings" and "community calls"
- having two separate is a good idea but a bit too complex if we don't really advertize and prepare the community calls and maybe we don't have the resources to do so
- move the administrative part to the end of meeting and have a clear "break" in the meeting before discussing internal notes
- modelled after the Aalto garage meetings

## 2023-01-26

- [Playbook](https://coderefinery.github.io/manuals/workshop-playbook/)
- [Workshop planning HackMD](https://hackmd.io/@coderefinery/2023-mar-ws-planning)
- Separate organizers vs "external contributors" HackMD to not make the planning document for external people too overwhelming?
- separate HackMD for [co-]instructors
- For what purpose?
- yet another separate HackMD for helpers?
- a better solution would be to update and point to the CodeRefinery manuals
- Playbook (GH-pages) becomes template for planning hackMD, using spoilers, checkboxes, organizer can choose which tasks are necessary for their workshop
- HackMD lists people assigned + links to their instructions in GH pages / CR Manuals
- Some roles only have links (e.g. instructors/exercise leads etc) that will point to other hackMDs where names are filled in, and the organisers HackMD only indicating whether there is "enough"/all Lessons have instructors...
- Checklists as spoilers in hackmd per role?
- **About registration**
- Local events have some dates after which it is difficult to book large rooms. That date depends on the organisers. After those dates people can most likely only attend online. Anyway those dates are not shown anywhere.
- We could rethink if we actually need to define the roles like "EH" and "EL".
- Not defining them might give more flexibility to people. Eg.
- "Exercise lead" could be "team lead"/"group lead"
- We might actually not need "Exercise leaders" at all

:::danger
**Decisions made on the playbook:**
- Instructions/communication possibility for
- participants on webpage (no need to edit), registration via indico :heavy_check_mark:
- team leaders/helpers on webpage with links to roles in manuals, registration via indico :heavy_check_mark:
- instructors sign-up for interest via registration indico, specific sign up for lesson on instructor HackMD, which does not include organizational stuff :heavy_check_mark:
- organizers checklists, on planning HackMD :heavy_check_mark:
- Playbook to include role descriptions in separate pages + planning HackMD template that includes the task lists :heavy_check_mark: (preparation for this is ongoing in March HackMD)
- Exercise leaders are now called "team leaders" (more emphasis on "you don't need to know everything")
- Rename: Workshop Roles -> Workshop playbook in manuals, integrate roles from current playbook page into roles pages and add workshop checklist template page which can be copy-pasted into HackMD to become the planning HackMD for each workshop
- Workshop checklist template is being worked on under March Workshop planning HackMD, to be put in manuals asap without any names or extra information (use links to manuals/playbook for that), only checklist
- MJ and DI to work on the Workshop planning HackMD template
- SW to integrate roles from current playbook page into roles pages in manuals
:::

- Sustainability
- Possibilities for cashflow
- UiO got BIONT grant, could hire one person and use train the trainer and pages generation
- payment?
- UiO could pay the person working for CR
- duties to be agreed, CR can ask UiO who to hire
- NeiC,
- currently not payment handler (?)
- can be agreed with steering group, with all goodies
- duties and overlap of projects need to be clear
- UiO: AI cloud grant, help people new to ML to get aboard; WP3: competence building, training, knowledge hub
- CodeRefinery mentioned, instead of hiring new person, CR used, 3 FTEs available
- How can money go to "CodeRefinery" and not just the one person "hired" by UiO, travel, workshop organization, equipment?
- Some kind of collaboration agreement?
- Aalto, similar case: RSE team asked to be part of project for teaching
- no direct money, but a person who has xx% CodeRefinery as work task
- test with one of UiOs project and see how it works?
- "extended NeiC affiliate" 0.1FTE for one year after project ends available from NeiC; which is not enough, better to think about other options (like above) -> CR needs to work on "bigger model
- whatever what, NeiC can provide the umbrella, webpage etc, legal entity unclear
- Coordinator role could be handed around paid by institution, additional money can be applied for, EuroHPC
:::danger
**What to do about sustainability?**
-> Suggestion: After March workshop: Do train the trainer once with UiO money and see how things work out? Invite people from Norwegian part

:::

- VR application
- [call link and more](https://hackmd.io/@coderefinery/NeIC4VR-2023)
- [draft](https://docs.google.com/document/d/1PqLbpXv8S8wruz-tstelxFuiKKOfMtuL8FQLzV_JDP8/edit)
- Trying to continue in the bus etc.

## 2023-01-16

- March workshop
- registration page: https://indico.neic.no/e/coderefinery-march-2023
- please test-register and report back
- workshop template: https://coderefinery.github.io/template-workshop-webpage/
- workshop page: will be generated from template today/tomorrow depending on feedback on template
- planning document: https://hackmd.io/@coderefinery/2023-mar-ws-planning
- let's finish this as the very first step: https://github.com/coderefinery/manuals/pull/220
- after that we can distribute roles and tasks
- newsletter
- twitter and mastodon
- now is the moment to indicate interest in teaching
- otherwise we have no time to react to issues
- software installation needs to be solidified 2 weeks before
- we cannot start looking at software and lesson issues 1 week before
- EuroHPC summit
- Johan and Stephan to coordinate on this
- NeIC all-hands
- 2.5 h team meeting: see chat
- any other questions?

## 2023-01-02

- NeIC all-hands
- poster: https://hackmd.io/@coderefinery/poster-session
- middle part of poster: how to teach with us, how to advertize with us
- RB will migrate it to inkscape on Jan 4 and share that then
- QR code linking to website, tracked by plausible
- workshop: anybody who wants to co-present? https://hackmd.io/@coderefinery/neic-ahm-2023
- ISC proposal
- registration page and workshop page for March workshop
- workflows workshop/course
- [Linkedin page](https://www.linkedin.com/company/coderefinery-research-software-development/?viewAsMember=true)
- RB to revive the account overview so that we get better overview of our various accounts and who has access