June 2023 ACCESS Program Wide Meeting

Actions

Action Items and Decision Recording

Preparation

Attendees not familiar with Zoom, please contact Lavanya Podila or your area project manager to setup a applications setup and testing, prior to the quarterly meeting.
You may only connect with an external microphone (puck, headset, microphone and speaker combo, earbuds etc.). Internal laptop microphones are discouraged, as they cause echo during calls and at times disable the call entirely. You may be asked to leave the web version if you join via an internal microphone; you may instead join via a telephone or cell phone. Please make arrangements to ensure you have an external microphone.
Contact Lavanya Podila with questions.
Please submit any requested agenda items via the ACCESS Program Wide Meeting - Topic Requests
All requested agenda topics can be seen HERE.

Logistics

Dates:

Monday, June 26th 2023 through Tuesday, June 27th 2023
Please plan to attend the entire meeting through noon MST Tuesday which means a 2 pm MST or later flight on Tuesday

Location:

Leeds School of Business

Koelbel Building (KOBL), Room 100

995 Regent Drive

Boulder, CO 80309

Campus map: www.colorado.edu/map

and Zoom: Zoom coordinates will be sent by Outlook meeting invitation

Hotel Reservations:

Boulder Marriott

Address: 2660 Canyon Blvd, Boulder, CO 80302

https://www.marriott.com/en-us/hotels/denbo-boulder-marriott/overview/

Please use this link to reserve your accommodations. Reservation Link - Rate: $249/night plus tax & hospitality fee

Hotel Parking: Parking $20 Per Night

Transportation

Denver International Airport (DIA) to Boulder Marriott, Boulder, CO: 40 miles
Please note that attendees are responsible for completing their travel arrangements.
The following options are available for transportation from DIA to Boulder Marriott.
- Car Rental Center at Denver International Airport https://www.flydenver.com/parking_transit/car-rentals#:~:text=Denver%20International%20Airport%20has%20more,to%20and%20from%20Jeppesen%20Terminal.
- Shuttles service available https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwjk4sOzodz-AhUwlIkEHXK9DJoQFnoECBQQAQ&url=https%3A%2F%2Fbouldershuttle.com%2F&usg=AOvVaw3POa-amNxAlCox5O7mpTCB ($61 one-way)
- Express bus from DIA to Boulder https://app.rtd-denver.com/route/AB/schedule?serviceType=3&direction=Westbound ($10 one -way)
- Eight Black Shuttle Services https://urldefense.com/v3/__https://eightblackairportshuttle.com/access-program-wide-meeting/__;!!DZ3fjg!6hTM-cjB8N1M8eXkLxR_dGcpHihqzAB2uY3LbIl3xTeoFf-tqMSKdYy6ZZTeehTIn67m4X03o97Q1qMoMIfYHaPWWex4$ Use Code - ACCESSPWM ($55 one-way)

Hotel Shuttle from Boulder Marriott to Leeds School of Business
Shuttle will be running every 15 minutes on the following times:
- Monday AM: 6:30 am to 8:00 am (MST)
- Monday PM: 5:15 pm to 6:30 pm (MST)
- Tuesday AM: 6::30 am to 8:00 am (MST)
- Tuesday PM: 12:00 pm to 1:30 pm (MST)
Please plan to meet at the hotel lobby for pick up.
Boudler Marriott to Denver International Airport (DIA)
- It is recommended that individuals arrive at the airport 1.5 to 2 hours prior to departure time. Please take that into consideration when deciding when to leave the hotel.

Meeting Agenda

Monday, 26 June 2023

Room: KOBL 100

Zoom Coordinates

Parallel A Sessions

Room: KOBL 100

Zoom coordinates

Parallel B Sessions

Room 101

Zoom coordinates

Time (MST)	Type	Session	Topics	Presenters	Session facilitator
7:30 - 8:00 AM	Plenary	Breakfast (Koebl Bldg)
8:00 - 8:30 AM	Plenary	Welcome	Welcome from CU Boulder Leadership Agenda review NSF Comments	Shelley Knuth, Marin Stanek (CU CIO), Massimo Ruzzene (CU VCR), John Towns, Tom Gulbransen	John Towns
8:30 - 9:30 AM	Plenary	Year 1 in Review	~10 minute presentations from team lead. Address: Team overviews Accomplishments wiith emphasis on expression as outcomes and metrics and attribution to named teammates	Stephen Deems, Shelley Knuth, Tim Boerner, Tom Furlani, John Towns	Shawn Strande
9:30 - 10:30 AM	Plenary	Year 2 Plans	~10 minutes presentations from each team Panel review outbriefs (at least half the session on this) What are the major activities and associated schedules	Laura Herriott, John Goodhue, Tim Boerner, Joe White, John Towns	Stephen Deems
10:30 - 11:00 AM	Break
11:00 - 12:00 PM	Plenary	Diversity, Equity, and Inclusion	Presentations by each team on DEI goals Allocations Operations Support MMS ACO Discuss about program-wide DEI goals	John Towns, team representatives	Agbeli Ameko
12:00 - 1:00 PM	Lunch (CU Dining Hall)
1:00 - 2:00 PM	Plenary	Support	There’s a need to understand the value of the services we are providing to researchers. How and what do we want to receive feedback on? What type of stakeholders? What needs to stay within teams and what can be coordinated as a group? Clearer Value Propositions for each stakeholder type (new researchers, RPs, CIPs, NSF programs)	Shelley Knuth	Alana Romanella
2:00 - 3:00 PM	Plenary	Data Collection	Presentation by each service team on data they are collecting Allocations Operations Support MMS ACO	Team representatives Greg Dean (Metrics)	Lizanne DeStefano, Dave Hart
3:00 - 3:30 PM	Break
3:30 - 4:30 PM	Parallel A - Room 100	Communications	Communications strategy and tactics for Program Year 2	Dina Meek	Shawn Strande
3:30 - 4:30 PM	Parallel B - Room 101	Community Engagement	Program Year 2 Community Building and Engagement plans.	Jay Alameda	John Towns
3:30 - 4:30 PM	Parallel C - Room 105	Open
4:30 PM		Adjourn
6:00 - 7:30 PM	Shelley's house	Social - 770 Orchard Dr., Louisville

Tuesday, 27 June 2023
Zoom Coordinates Room: KOBL 100

Parallel A Sessions

Room: KOBL 100

Zoom coordinates

Parallel B Sessions

Room: KOBL 101

Zoom coordinates

Parallel C Sessions

Room: KOBL 105

Zoom coordinates

Time (MST)	Type	Session	Topics	Presenters	Session facilitator
7:30 - 8:00 AM	Plenary	Breakfast (Koebl Bldg)
8:00 - 8:45 AM	Plenary	Day 1 debrief	Parallel session debriefs Open mic for thoughts on Day 1 Adjust agenda for the day as appropriate	Parallel Session speakers, all	John Towns
8:45 - 9:45 AM	Plenary	Governance	Summary of current Working Group status Discuss governance structures Program-wide evaluation	John Towns, Lizanne DeStefano, Tom Gulbransen, Sharon Geva	Shawn Strande
9:45 - 10:15 AM	Break
10:15 - 11:15 AM	Parallel A - Room 100	Evaluation Working Group		Lizanne DeStefano	Shawn Strande
10:15 - 11:15 AM	Parallel B - Room 101	Emerging Infrastructure	Brainstorm/identify new/novel/innovative resources that we should be considering	JP Navarro, Nathan Tolbert	Tom Maiden
10:15 - 11:15 AM	Parallel C - Room 105	Open
11:15 - 11:45 AM	Break
11:45 - 12:30 PM	Plenary	Wrap-up	Reconvene for summary discussion	John Towns	Shawn Strande
12:30 PM	Adjourn

Actions

Preparation

Logistics

Meeting Agenda

7:30 - 8:00 AM

Plenary

Breakfast (Koebl Bldg)

8:00 - 8:30 AM

Plenary

Welcome

Welcome from CU Boulder Leadership

Agenda review

NSF Comments

Shelley Knuth, Marin Stanek (CU CIO), Massimo Ruzzene (CU VCR), John Towns, Tom Gulbransen

John Towns

8:30 - 9:30 AM

Plenary

Year 1 in Review

~10 minute presentations from team lead. Address:

Team overviews

Accomplishments wiith emphasis on expression as outcomes and metrics and attribution to named teammates

Stephen Deems, Shelley Knuth, Tim Boerner, Tom Furlani, John Towns

Shawn Strande

9:30 - 10:30 AM

Plenary

Year 2 Plans

~10 minutes presentations from each team

Panel review outbriefs (at least half the session on this)

What are the major activities and associated schedules

Laura Herriott, John Goodhue, Tim Boerner, Joe White, John Towns

Stephen Deems

10:30 - 11:00 AM

Break

11:00 - 12:00 PM

Plenary

Diversity, Equity, and Inclusion

Presentations by each team on DEI goals

Discuss about program-wide DEI goals

John Towns, team representatives

Agbeli Ameko

12:00 - 1:00 PM

Lunch (CU Dining Hall)

1:00 - 2:00 PM

Plenary

Support

There’s a need to understand the value of the services we are providing to researchers. How and what do we want to receive feedback on? What type of stakeholders? What needs to stay within teams and what can be coordinated as a group?

Clearer Value Propositions for each stakeholder type (new researchers, RPs, CIPs, NSF programs)

Shelley Knuth

Alana Romanella

2:00 - 3:00 PM

Plenary

Data Collection

Presentation by each service team on data they are collecting

Team representatives

Greg Dean (Metrics)

Lizanne DeStefano, Dave Hart

3:00 - 3:30 PM

Break

3:30 - 4:30 PM

Parallel A - Room 100

Communications

Dina Meek

Shawn Strande

3:30 - 4:30 PM

Parallel B - Room 101

Community Engagement

Program Year 2 Community Building and Engagement plans.

Jay Alameda

John Towns

3:30 - 4:30 PM

Parallel C - Room 105

Open

4:30 PM

Adjourn

6:00 - 7:30 PM

Shelley's house

Social - 770 Orchard Dr., Louisville

7:30 - 8:00 AM

Plenary

Breakfast (Koebl Bldg)