---
# System prepended metadata

title: 'OLS-4 Meeting Minutes Template: <Project Lead + Mentor Notes>'
tags: [Template, OLS-4, mentor-mentee meeting]

---

OLS-4 Meeting Minutes Template: <Project Lead + Mentor Notes>
===

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

==This is a Template only. Please copy the text provided here to create a shared document for your mentee-mentor meeting. For example, you can use a shared Google document, HackMD, or any other online documentation tool/services. Use the weekly format as guides and make update it to fit your meeting or project requirements.
Please contact the Open Life Science team for any help: [team@openlifesci.org](mailto:team@openlifesci.org)==

:::info
- **Call time**: [INSERT TIME ZONE and arewemeetingyet 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://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.
   - [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 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)
   - [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://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.
  - 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

**Roll call**

- 
- 


### 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
- 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)
    -  (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 are they 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 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?
    - (your notes)
 
- Anything else:
    - (your notes)

### 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**

- 
- 


### 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)
    -  (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).
    - 
 
- 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**

- 
- 


### 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

### 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**

- 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

- Agenda: https://openlifesci.org/ols-4/schedule/#week-09

**Roll call**

- 
- 

### Before this call

- 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)
    -  (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**

- 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**

- 
- 


### 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)
    -  (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**

- 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**

- 
- 

### 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

### 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**

- 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