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.
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.
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 Team||RIT Team||Periodic|
A 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.
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).
|As soon as topic/date are agreed|
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.
|Soon after topic/date are set.|
|5||When a date/topic/facilitator is selected:||Coordinator||As soon as topic/date are agreed|
|6||Coordinator 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:||No later than 8 days before meeting date|
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)||Facilitator||Day of meeting|
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|
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).
|Coordinator||Presenter(s)||Day after meeting|
The coordinator/admin will craft an invitation to each Reading Group meeting, and send it out to the firstname.lastname@example.org 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:
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|
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
|1 week before meeting date|
|3||The 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|
|1 week before meeting date|
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.
|Coordinator||RIT Team||2-3 days before meeting date|
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|
The meeting facilitator will introduce the presenter and frame discussion with the "framing questions" mentioned above
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.
|4||Discussion ensues...||Facilitator||All attendees|
|5||About 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.||Host||Facilitator||12:50 or 12:55|