OLS-9 Catalyst Track Meeting Minutes Template: <Project Lead(s) + Mentor(s) Notes>

# OLS-9 Catalyst Track Meeting Minutes Template: <Project Lead(s) + Mentor(s) Notes> ==This is a **_template only_**, not a set of strict guidelines, so we hope you do not get overwhelmed by it! Please make a copy of this document for your mentee-mentor meeting. You can use the [Google Document](https://docs.google.com/document/d/1MxQxlpDyuNuHZxSp_nGuaZmV_a0TLhZmphStyX3SyDk/edit?usp=sharing) template (copy them to an online documentation tool/services of your choice). If using this HackMD, please make a copy for yourself by copying the content over from 'edit mode' to your personal HackMD (to be shared with the mentees). You can Get started with HackMD using this short guide: [https://hackmd.io/@openlifesci/OLS-HackMD-guide](https://hackmd.io/@openlifesci/OLS-HackMD-guide) == * **Call time**: [INSERT TIME ZONE and meeting link] * **Project name**: [project name] * **Project lead(s)**: [INSERT NAMES] * **Mentor(s)**: [INSERT NAMES] * **Call joining link**: [INSERT LINK] (e.g. Zoom, hangouts). (Agree on this during/before your first meeting!, see details here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html --- **Table of content** [TOC] ## Guidelines for mentoring sessions * Schedule * Project leads will meet with mentors once every other week for 8 weeks. Each session will be 30 minutes long * The first mentoring session should be scheduled on the week of September 16, 2024. * Scope of mentoring. During mentoring sessions, mentors will support you in discussing real world applications of open science concepts, practices and tools, and in integrating them into your work. Mentors will: * Provide constructive feedback on the project you applied with, for example, an open science strategy or data management plan. * Answer specific questions about real world applications of open science concepts and tools. * Recommend resources and readings. * How to make the most out of mentoring sessions: * Please be mindful of the session time. * Take notes during the meeting. * Share in advance any materials you would like your mentors to read before the session. * Providing support specific to your research topic or discipline may not be within the scope of this program. We encourage you to focus your questions on broader open science practices or tools, and how they apply to your work. For example, * Instead of: “Which software library is best to analyse plant distribution patterns?” * Try: “How can I tell if a software package I want to use for my analyses meets the minimal reproducibility standards?” * Additional support: * Slack: OLS is a big community, with people from different regions, disciplines and career levels. We encourage you to ask questions in the Slack channels, especially those that you may not be able to cover during menotring sessions. More often than not, someone will point you to useful resources 😉 * Contact Tajuddeen Gwadabe, cohort coordinator, for any questions you may have via Slack or email (tajuddeen@we-are-ols.org). ## Week 0 * Please read the email sent by OLS organisers to you. * Read about cohort calls and mentor-mentee calls in our resource page: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html) * Create a [GitHub account](https://github.com/) if you don’t have one already * If you would like to use a Google document, please copy this template for your mentor-mentee calls: [[https://hackmd.io/@openlifesci/mentoring-meeting-template/edit](https://hackmd.io/@openlifesci/mentoring-meeting-template/edit)](https://docs.google.com/document/d/1MxQxlpDyuNuHZxSp_nGuaZmV_a0TLhZmphStyX3SyDk/edit?usp=sharing) ### Homework before meeting your mentor **Project Lead (mentee) will:** 1. Take a Self-Assessment SURVEY and share the outcome with their mentors during the call. * Make a copy of this template: * [Link to your notes from the survey outcome] 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). * [Add your response here] 3. State how your mentor(s) can best support you 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) * [This could be a copy of what you wrote in your application] ## Week 1 **Roll call** * * **Attendees** * * **Agenda and Notes for Week-1** * Introductions - get to know each other * [TAKE NOTES HERE] * Mentees, tell your mentor about yourself * [TAKE NOTES HERE] * Set your overall goals for your project * [TAKE NOTES HERE] * 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) * [TAKE NOTES HERE] * 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://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html)) ### **Assignments after this call** * Draft a brief **vision statement** using your personal and project goals. Please use this document as a guide for this assignment: * You might address: * The problem you’re trying to solve. * Why and how you think openness and open leadership will help solve it. * Why and how meeting your personal goals will help you and help solve the problem. * How meeting your cultural goals for your community, organisation, 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? _You can 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://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-03](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-03) **Roll call** * * **Before this call** * Review notes from the cohort call linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-02](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-02) **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-9 repo where you will be able to track you progress in this cohort: [https://github.com/open-life-science/ols-9](https://github.com/open-life-science/ols-9) * 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-9 **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) * (your notes) * 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) * (your notes) * Review your assignments from last week, reflect on where in your project they are applicable. (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) * Discuss if your mentor should help identify experts to invite to one of the future mentor meetings (2-3 minutes). * Use these questions 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? * (your notes) * Anything else: * (your notes) **After this call** **Next week: Cohort call** * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-04](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#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://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-05](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-05) **Roll call** * * **Before this call** * review notes from the cohort call linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-04](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#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) * (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 the last weeks and what you would like to present in 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). * Anything else: * (your notes) **After this call** **Next week: Cohort call** * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-06](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-06) ### **Assignments before the next cohort call** * [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-04](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-04) * [Get your project online](https://mozilla.github.io/open-leadership-training-series/articles/get-your-project-online/) For help with GitHub and GitPages, check the[ slides](https://docs.google.com/presentation/d/1_bmRZcLwQrUkVTAMvq7W_x4ML_aphSwVEnkLrDy-Fd4/edit?usp=sharing) and[ video](https://www.youtube.com/watch?v=Af-VLs_9DXo&list=PL1CvC6Ez54KAK3k3WBPS1SXolUCHQCkmZ&index=6) from[ week 05](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-05). * Create a project development plan for your project Assignment to help you use Agile methods to breakdown your milestones into smaller tasks and define a timeline for your milestones In your own time: After this assignment, you can transfer your tasks to a project management or kanban tools such as[ GitHub projects](https://unito.io/blog/github-projects-agile/)),[ Trello](https://trello.com/templates/project-management),[ Asana](https://asana.com/uses/kanban-boards?msclkid=c0e51366148511fc77394d30727faada&utm_source=bing&utm_medium=cpc&utm_campaign=NB%7CUK%7CEN%7CBoards%7CEX&utm_term=kanban%20board&utm_content=Kanban%20Board),[ Zenhub in GitHub](https://www.zenhub.com/) * Start creating a[ contribution guideline](https://mozilla.github.io/open-leadership-training-series/articles/building-communities-of-contributors/write-contributor-guidelines/) for your community ## Week 7 * Agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-07](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-07) **Roll call** * * **Before this call** * Review notes from the cohort call linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-06](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-06) **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 the last weeks and what you would like to present in 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** * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-08](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-08) ### **Assignments before the next cohort call** * CHECK HERE: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-06](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-06) ## Week 9 * Agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-09](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-09) **Roll call** * * **Before this call** * Review notes from the cohort call linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-08](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#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) * (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 the last weeks and what you would like to present in 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** * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-10](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-10) ### **Assignments before the next cohort call** * CHECK HERE: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-08](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-08) ## Week 11 * Agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-11](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-11) **Roll call** * * **Before this call** * Review notes from the cohort call linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-10](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#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) * (your notes) * Review your goals and progress you’ve made towards them. Any challenges to mention? (5 minutes) * (your notes) * Review your progress in the last weeks and what you would like to present in 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** * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-12](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-12) ### **Assignments before the next cohort call** * CHECK HERE: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-10](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-10) ## Week 14 * Agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-14](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-14) **Roll call** * * **Before this call** * review notes from the cohort calls linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-12](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-12) **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 the last weeks and what you would like to present in 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** * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-13](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-13) ### **Assignments before the next cohort call** * CHECK HERE: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-12](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-12) ## Week 15: Final OLS-8 mentor-mentee call * Agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-15](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-15) **Roll call** * * **Before this call** * Review notes from the cohort call linked here: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-13](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-13) **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 the last weeks and what you would like to present in 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! * Schedule, time and agenda: [https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-16](https://we-are-ols.org/openseeds/ols-9-catalyst/schedule.html#week-16) ### **Assignments before the next cohort call** * None _Thank you so much for your participation, collaboration and thoughtful work._ 🌻 Licence: CC BY 4.0, Open Life Science (OLS), 2024

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