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This page is intended to help orient and organize reading group meetings by describing both the steps we take in advance of a meeting and the general structure / timing of the meetings themselves.


Roles for Reading Groups:

Coordinator: a person in RTL who ensures the tasks here are attended to, that the other roles are assigned, and those people understand their responsibilities

Facilitator: a person (usually in Research IT) who hosts the topic and the presenter for a given reading group. They introduce the presenter(s), and help facilitate the Q&A.

Presenter(s): a person or persons (from anywhere on campus) who suggests readings, introduces a topic with a talk or presentation, and answers questions and/or participates in discussion with the reading group attendees.

Host: Usually Steve or a designate, kicks off meeting, and does a time check just before 1.

Initial steps: topic description, reading/prep selection, preparation of presentation


TaskResponsibleInvolvedDue by
1

Topics are mapped out as a collaboration among Research IT's staff, and for Spring 2019 and forward the team has developed guidelines for how to approach this topic-mapping process. Ideally, many to all of a semester's meetings are scheduled by early in the term – and rarely if ever are topics selected less than 2 weeks ahead of time (the AIS calendar needs to be updated at least a month in advance; and the next meeting's topic are announced at each biweekly meeting).

RIT TeamRIT TeamPeriodic
2

reading group facilitator is usually identified when a topic is selected; this is often the person who suggested a topic and/or brokered participation of a presenter; this person generally takes responsibility for confirming interest and availability of presenters / topical experts for the meeting. The facilitator will communicate the date, presenters, and at least a placeholder topic to the coordinator.

FacilitatorPresenter(s), CoordinatorPeriodic
3

The 'canonical' schedule is maintained (mostly by the coordinator/admin) on the wiki page Research IT Reading Group. A topic title (however tentative) is identified at the time that a date is reserved, and entered into the row associated with the reserved date on the top table on that page. A topic description is drafted as soon thereafter as possible (see next row, below).

Coordinator

Facilitator, Presenter(s)

As soon as topic/date are agreed
4

Coordinator will invite the facilitator to provide a topic description (title plus 1-3 sentences). This is usually developed in consultation with the person(s) who will present or serve as topic expert at the meeting.

Coordinator will:

  • add this to a wiki page for the meeting; that page should be a child of the page Research IT Reading Group
  • use the description in the invitation to the rit_reading@lists.berkeley.edu listserve / Google Group (see below)
  • communicate title/description to the group that maintains the AIS calendar, to be posted there
Coordinator

Facilitator, Presenter(s)

Soon after topic/date are set.
5When a date/topic/facilitator is selected:
  1. the coordinator/admin should change the title of the bCal instance for that meeting to reflect the topic
  2. the coordinator/admin should add the presenter(s) to the bCal entry for the meeting when appropriate
  3. the coordinator/admin should send an email to the facilitator with a link to this wiki page to remind her/him of practice/expectation for these meetings
Coordinator
As soon as topic/date are agreed
6Coordinator will invite the presenter(s) / topic expert(s) to provide selected articles or other material that participants are expected to read/review prior to the meeting. Note that:
  1. The aggregate of all articles / slide shows / videos / blog posts / etc. should take no more than one (1) hour for a participant to read / review. Participants are not likely to have time to review more material than that, and it's worth considering that some participants will rush to cram consumption of the material into less time than that. Presenters / topic experts should choose selectively, and a Research IT coordinator may step in to whittle the materials down if needed.
  2. It's fine to select an hour's worth of material for review, and to list additional / optional materials for future reference; or for review by those who have deeper or more detailed interest in the topic.
  3. Material for review might be provided as links to web-published artifacts; or can be included as one or more attachment(s) to a wiki page created for the meeting with which the material is associated (such wiki pages are children of the wiki page Research IT Reading Group).


No later than 8 days before meeting date
7

Presenters/experts who wish to seed discussion with a short presentation are welcome to do so; most do, but it's not required! Presentations should be limited to 10-20 min. total, so that a good part of the meeting can be devoted to discussion among participants and presenters/experts. Facilitators should discuss with presenters to ensure this is understood.

Presenter(s)FacilitatorDay of meeting
8

The reading group facilitator generally prepares one to three framing questions to give loose focus to the discussion of the topic.

Facilitator
Day of meeting
9

Coordinator will invite the presenter(s) / topic expert(s) to make any presentation materials (slides, etc.) available after the meeting, so that it can be posted along with meeting notes. Note that these are posted on publicly accessible pages of the Research IT wiki (children of the wiki page Research IT Reading Group). Coordinator will update the Research IT wiki with links to the materials (uploading to Confluence as needed).

CoordinatorPresenter(s) Day after meeting

Invitation


TaskResponsibleInvolvedDue by
1

The coordinator/admin will craft an invitation to each Reading Group meeting, and send it out to the rit_reading@lists.berkeley.edu listserve a week ahead of time, usually on the Thursday preceding the meeting at around mid-day (or as soon as possible if delay is necessary). The invitation will include:

    1. title and description of topic
    2. names and affiliations of presenters / topic experts
    3. date/time/location information
    4. links to materials that are to be reviewed by participants prior to the meeting; as well as additional / optional materials (clearly distinguishing between the two)

See also examples from the group list: https://groups.google.com/a/lists.berkeley.edu/forum/#!forum/rit_reading

Coordinator
1 week before meeting date
2

The coordinator/admin will (Once again, as it was when the topic was selected) send a link to this page to the facilitator to remind her/him of practice/expectation for these meetings

Coordinator

Facilitator

1 week before meeting date
3The coordinator/admin will remind the meeting facilitator (usually a Research IT staff person) to forward the invitation to contacts who may be interested in the particular topic but are not subscribed to the RIT Reading Group listserve.Coordinator

Facilitator

1 week before meeting date
4

The coordinator/admin will confirm (via email) that a Research IT staff person has been identified (and confirmed) as a "room setup person". As of Fall 2018, this is Steve Masover or Rick Jaffe, or someone to whom the task has been delegated. The room setup person must set the room up in advance of the noon start time (instructions are maintained here, as a Google Drive doc). The AIS is reserved from 11:30 to 1:30 for these Reading Group meetings.

Occasionally, the reading group is not held in the AIS, but elsewhere on campus (preferred alternate location is 370 Dwinelle). Coordinator should confirm this with Facilitator and/or hosts.

CoordinatorRIT Team2-3 days before meeting date

At the meeting


TaskResponsibleInvolvedDue by
1

A Research IT staff member (Steve, or designee) will kick off the meeting at about ten minutes past the hour ("Berkeley time")

Host
Day of the meeting, 12:10
2

The meeting facilitator will introduce the presenter and frame discussion with the "framing questions" mentioned above

FacilitatorPresenter(s)
3

Presenters / topical experts will get the discussion going, preferably taking no more than 20 min. of meeting time, but if questions/discussion is interleaved that time is flexible.

Presenter(s)

4Discussion ensues...FacilitatorAll attendees
5About 5-10 min. before the end of the meeting, the person who kicked off the meeting will point out the time, and encourage the facilitator to guide discussion back to the framing questions set out earlier. Host will remind everyone that the room is available until 1:30, and continued discussion is encouraged, but that folks who need to leave at 1 should feel free to do so.HostFacilitator12:50 or 12:55



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