CodeRefinery4 kick-off detailed planning

Tentative agenda

~10 min break at end of each hour

Roles for each session (~ 1 hour):
J: Time keeper (https://cuckoo.team/) , K: Note taker, Q: Online connection, A: Summary

Thu, May 22nd

Time (CEST)	Topic	Preparation	Hybrid	Type
12 - 13	Lunch		x	:knife_fork_plate:
13 - 13.10	Welcome, goals	SW	ok	:eye:
13.10 - 13.50	Introductions	SW	ok	:left_speech_bubble: & :playground_slide:
14 - 14.30	CodeRefinery history and impact	RB	ok	:left_speech_bubble:
14.30 - 14.50	What is CodeRefinery to you?	all	ok	:eye:
15 - 15.30	CodeRefinery workshop numbers and what they can tell us	JR, RD, OT	ok	:eye: & :left_speech_bubble:
15.30 - 15.50	CodeRefinery MOOC	YW	ok	:eye:
16.00 - 16.15	Idea collection on: Workshop format in 2025, branding, ways of working, communication, vision	all	ok
16.15 - 16.30	Clustering ideas in pairs	all	ok
16.30 - 16.50	Discussion	all	ok
16.50 - 17	wrapup	all	?
19 - ..	Dinner		x	:knife_fork_plate:

Fri, May 23rd

Time (CEST)	Topic	Preparation	Hybrid	Type
9-9.20	Recap & Open issues from yesterday		?	:eye:
9.20-9.50	Material and course pitches	all	?	:left_speech_bubble:
10-10.50	The road ahead (1 year): Event calendar, workshops, communication, support sessions, ways of working	all	?	:left_speech_bubble: & :rocket:
11-11.50	Needs and Offers - Activity	all	?	:left_speech_bubble:
12 - 12.15	Wrap-up & where we'll go from here	all	?	:eye:
12.15-13.30	Lunch		x	:knife_fork_plate:

Detailed planning

10 min: Project owner says hi
10 min: Welcome, goals, introductions
- Why we are here
- Goals of this meeting 50 -50: meta & practical
  - make use of F2F
  - get to know each other
  - Find a common vision/plan
  - plan how what we can execute
30 min: Introductions at random - call on next
- Where do you work what is your job besides CR?
- What do you like about your job?
- Which part of your work you wish could be taken over by AI?
- What is CodeRefinery to you?
50 min: CodeRefinery today, current activities, impact
- 30-50 min: RB presentation
  - History
  - Impact celebration
    (- 20 min: Fill results from "what is CR to you" and connect to content and programming: https://docs.google.com/spreadsheets/d/1taiVDCmKc3B8YyOGkAW_2_qn6KFM8JdJh5s4Ku9e_tg/edit?usp=sharing)
50 min: CodeRefinery workshops
- 30 min:(JR, RD, OT) Workshop numbers and what they can tell us + discussion
  - What do the numbers tell us?
  - Do we want to/ can we collect more?
- 20min:(YW) MooC + discussion
50 min: CodeRefinery workshops cont.
- Goal: Collection, forming a team vision and opinion
- 15 min: Survey filling
  - Topics:
    - Workshop format
    - Branding
    - Ways of working
    - Communication
    - Vision
- 15 min: Evaluation in pairs, collection
- 20 min: presentations + discussion

DAY 2:

coming back
30 min- 50 min:Material and course pitches
- pitches and collection
50 min: The road ahead (1 year):
- 20 min +: activities:
  - where do you see yourself? -> Paper/ HackMD : Add your initials (in bold for very interested, in italic for could do);
  - add separate x's (max 10 / person) for something you see as important, but do not want to do
  - something missing?

Activity A: Management and coordination

A-1: Coordination of CodeRefinery workshops
A-2: Facilitation of events
A-3: Community building and maintenance
A-4: Administration and reporting
A-5: Feedback monitoring and implementation
A-6: Keep up to date and in contact with other initiatives/projects

Activity B: Operations

B-1: Delivering CodeRefinery workshops
B-2: Lesson development and maintenance
B-3: Instructor training and development
B-4: CodeRefinery MOOC
B-5: Manuals maintenance
B-6: Website maintenance
B-7: Lesson contribution and reusability guide

Activity C: Outreach

C-1: Engagement of ambassador community
C-2: Onboarding
C-3: Conference contributions
C-4: Social media
C-5: Newsletter
C-6: Blog
C-7: Chat digest
30 min +: Event/team calendar
- NeiC AHM: 2025-09-21 - 2025-09-22 in Estonia
- workshop(s)?
- other training team is involved in
- other training open for team to join
- holidays of team
- other conferences/events that multiple of team/partners/learners are involved in
(Buffer) 50 min: Needs and Offers - Activity
- Everyone by themselves:
  - What do I need to be successful in my role in this project?
  - What do I have to offer, am I good at, I enjoy doing
- In random pairs (2-3 times)
  - Go over list, find matches, make a deal
- Collect and store
  -Wrap-up
- connect to goals

Topics not discussed, but to be picked up later:

Lessons
- maintenance, ownership, DOI, citation
Train the trainer
Manuals

Leftovers

Success stories; connecting personally and professionally and defining success for us
- in previous projects, what made a project successful for you, what did you enjoy, what made it feel rewarding -> share short story
- Can be any project (not CR!)
  - What was the project about?
  - When was this?
  - With whom did you do this project?
  - What were your feelings associated with the project?
For example, one might say:

"CodeRefinery started back in 2016 as a collaboration to help researchers write more reproducible code. Lessons and workshops were created that people wished they’d had themselves—and it turns out many others felt the same.

Working with amazing colleagues across countries, it quickly became clear that this wasn’t just useful locally. People from all over the world now use and refer to our materials. That’s an incredible feeling.

What makes it so rewarding is knowing the work we’ve done is appreciated, and that it’s making a real difference in how research is done."

Options: 3 half days : week 1 as is with exercises +
- week 2: Full days with longer exercise sessions/breaks
- week 2: topics spread over 6 weeks, one topic per week: presentation, exercise session, 2 day break and BYOC
- week 2: 3 half days, shorten presentations highlighting the motivation and idea of the topics, exercise sessions for exercises

50 min:
- 20 min: Format grouping and decision
  - Current format: Twice a year, 6 half days, week 1 with exercises, week 2 without, streamed
- 30 min: name/Branding
  - What is CodeRefinery/ a CodeRefinery workshop? Who does it? Can everyone do it? What are requirements? How do you feel that others not in this room provide CodeRefinery workshops?
  - connect to "what is CR to you?"
  - with our materials
  - with little of our materials
  - https://www.tudelft.nl/library/actuele-themas/research-data-management/r/training-evenementen/training-voor-onderzoekers/coderefinery-workshop-good-practices-in-research-software-development
  - New materials, what can be put under CR? Encourage? Python4SciComp example
  - Book release under CR?
  - Problem: Name of CodeRefinery: both community and workshop
  - A dream: CodeRefinery as hub for teaching materials?

20 min: ways of working
- Limited time: What to do?
- Continuous support sessions?
- coffee breaks?
- OpenHouse / Contentathon
- Self-organized task-forces?
- GitHub project?
- communication
- How would you like to get updates on the project?
- How would you like to meet the team?

fun
- 10 min: Intro to CHAOS! In small groups of 3, each group gets one question:
- Where do you work what is your job besides CR?
- What do you like about your job?
- Which part of your work you wish could be taken over by AI?
- What are signs of a successful project to you? What makes you feel good about a project?
- What is CodeRefinery to you?
- 2 min: plan how to collect answers, you decide
- 10 min: interviews with everyone
- 5 min: compile answers, you decide
- 15 min (3 min per group): Present to group: Where do people agree? What are surprising answers?

Topic collection (from survey and chat/meetings)

Look at a report of stats (attendance, countries)
New training material, new collaborations?
- AI factories, etc - how to be relevant to them. Will AI factories be involved in one way or another?
- RSE/CR for ML things.
- Development of courses and workshops for bioinformatics and genomics community
- Creating training in for AI/ML tracks
- GPU computing
- Compiled langauges (C, C++, Fortran etc)
- git masterclass
CodeRefinery workshop
- Course material
- frequency of trainings
- Autumn workshop dates fixing, if we have it?
- Teaching plans/evolution
- MOOC, online learning platforms
- Continuing and developing the main course.
- new topics to include in the workshop.
- some possible in-person events
- CR workshop should stay and Enrico is happy to continue coordinating the practicalities. It will become part of an official Aalto course for doctoral researchers
- More lessons development, citations (and track who cites), reuse (and monitoring of reuse) to make it a "go-to" complementary alternative to https://software-carpentry.org/lessons/
CodeRefinery in the future
- Extension / sustainability plans for Coderefinery,
- The direction and roadmap of the project.
- Project organization and members
- CR relevance in the AI/Quantum buzz world.
- CR connection to NAISS (and to other national infrastructures)
- The road ahead
- training activities
- Maybe anything about how to get people involved
- how to contribute for a new-comer who doesn't have much time to allocate to this.
- - Onboarding new project members (individuals, and partners)
- Improving existing courses and deciding on new ones.
- Bring your own code sessions
- Lesson program - how to make it useful to all partners and keep interested
Aggregating various other interesting courses partners are making.
are there any other events except of online trainings where we should/could participate
Other collaboration possibilities wrt AI factories and other projects (teaching and beyond)
Researcher blogpost series? -> People writing about experiences applying what they learned to own project and showcasing their work
CodeRefinery name: workshop, project, etc?
- What is the CodeRefinery workshop?
- Does it make sense to move other collab efforts under CR? Eg Python for SciComp
Relation to other projects (Carpentires, Delft use of materials, CSC/national providers, etc)
Manuals and internal information organization

CodeRefinery4 kick-off detailed planning

Tentative agenda

Detailed planning

Topic collection (from survey and chat/meetings)

Read more

CodeRefinery project meeting at NeIC AHM 2025

Community-elected steering group member

Python for SciComp

CodeRefinery meeting notes