2024-10-01 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer

• OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker:

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Approval of summaries from prior EC meeting Chuck P (5 mins)

   1. 2024-09-17 ACCESS EC Meeting Agenda & Summary (approved)

      1. NOTE: 2024-09-24 meeting canceled due to ACCESS Quarterly Meeting

2. Review and approval of the EAB charter Chuck P (5 mins)

   1. https://docs.google.com/document/d/1tavS7IzeLXjge63FW4jIIqe7IMdDOU58m9l_hiYjrUs/edit

   2. Voting postponed to next week’s EC

      
      

3. Continued discussion of EC Charter review issues Chuck P (10 mins)

   1. Document: ACCESS EC Charter (September 2024)

   2. EC voting: should only voting members of the EC be able to call for a vote?

      1. all EC members agree

   3. Voting rights: Strike this section?

      1.  the discussion last time was that this section is redundant

      2. Tim to make some changes with the language

      3. The intent is to only get the charter shared and get it as close to final as possible

   4. WGs and SCs:

      1. WGs;

         1. see comments in doc regarding when appropriate

         2. Discussion about the detailed description in the working group section, its possible that the more details that are added, the more we are limiting ourselves

         3. Maybe delete all of 1

         4. Shouldn’t this be very specific to the EC and what the EC cares about, since this is not an ACCESS wide charter.

         5. Also delete 3c

         6. Tim made suggestions on the EC charter, and then we will point to a different document if more information is needed: https://docs.google.com/document/d/1JTE9xHH2rBAuBN7r844YaY-5Kyg5BTvZ/edit

         7. Discussions on alterations to the charter: instead of unanimous the EC agrees to a 4/6

         8. Changes needed to be accepted, and then vote after a week

         9. Action item for Lavanya - accept changes and create a new document

          
         

4. Panel Review Summary Chuck P (15 mins)

   1. Will be discussed during next week’s meeting
      

5. EC Program Milestones Chuck P (5 mins)

4. EC Meeting To Dos:

5. Informational Items (10 mins)

   1. RP Forum Jeremy Fischer

   2. Allocations Stephen Deems

      1. Invoices for Quarterly Meeting are being sent to Operations & ACO

         1. Thank you for all your assistance!

      2. Training Registration proposed work outline: https://docs.google.com/document/d/17xpxl0xG_1XhFO0t6ZzfuXpEz6SGJQ8waRJyKa1urZE/edit?pli=1

         1. Developed with Andrew P. from Support team

         2. Has mentions of work from Allocations, Support, and potentially Metrics

            1. ACO would be asked to help promote upon completion of the work

            2. Operations is encouraged to read/provide input

      3. Removing Inequities in Allocations Policies

         1. Graduate Student vs. GRFP Recipient (or Honorable Mention)

            1. Original State

               1. Graduate Students were eligible for Explore ACCESS project

               2. GRFP were eligible for Discover ACCESS project

            2. Future State

               1. All Graduate Students eligible to lead either an Explore or Discover ACCESS project

               2. Fellowship Awardees/Honorable mentions upload their letter

               3. All other Graduate Students need signed letter from their advisor

      4. User Profile Work

         1. Removing “Unknown” as a potential Academic Status

            1. Should go into effect later this week

         2. A more simplified “Academic Degrees” list will be put into production soon. This list was previously 93 options long. Then truncated further.

            

      5. Discussion scheduled with Stanford U (Ruth Marinshaw) re: use of XRAS to manage allocations on their new system.

      6. Separating XRAS data fields from CiDeR

         1. In order to pursue some of our Innovative Pilots, we have to separate some data fields from CiDeR and have a place for RPs to enter them directly into XRAS

            1. Before any changes are made, Allocations will present new interfaces on either/both the upcoming RP Forum or RP Coordination calls

            2. We can then remove these data fields from CiDeR, and update the Integration Roadmaps to better reflect to RPs what data is needed where and where it’s used

   3. MATCH Shelley Knuth/Alana

   4. CONECT Tim Boerner/Leslie

      1. Request from RP Forum for access to QM presentations

      2. ACCESS at SC24?

   5. MMS Tom Furlani

   6. OpenCI majumdar Chuck P
      

Misc Topics:

1. Please be ready to vote next week on the DEI plan

2. Leslie and Lavanya to work on providing view only access to the presentations from Sept Quarterly Meeting to the RPs

Next EC Meeting: 8th October 2024

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board