2025-03-10 NSF - OpenCI Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. Updates from NSF (5 mins)

   1. No updates

   2. Ask - supplement: will we keep it as is and the request would be for the next meeting? John has that question in his part of the agenda. We could just push it out to use at the next meeting. Will stick to the March and September timeline - monies would get us to March of '26.

   3. Sharon does not have guidance for what is in the supplement.

   4. Is there anything we need to change based on any guidance from our SRO?

   5. Goal is not to have it returned to us with no review.

   6. Is there anything we would have written differently? Anything that needs put in or taken out?

      1. Should we change the location for next March? Will there be a big change in amount needed for a different location?

      2. Put this question in meeting for ACO on Wednesday

   7. Even if it is resubmitted - Sharon cannot say when it might be awarded.

   8. There are some challenges - we did put in there licensing for software that we use - uncertain when due dates are

      1. We do have fees -

         1. Aug 1 to July 31 - Lavonya submits the payment in May

   9. Per John - we will probably have to withdraw it - remove the March meeting and put in next March - and adjust things as needed - update and resubmit

   10. We want it waiting for Sharon when she can review it

   11. Research.gov - says it has not reached the point of being assigned for review - we do have a “withdraw” button we can use
       
       

2. What have we heard from stakeholders? (5 mins)

   1. John was at a meeting last week - one of our PIs was there - he said DeltaAI is an awesome machine for him - very enthusiastic and happy about that machine

      1. might be someone Dina and Kim could follow up on.
         
         

3. Annual Report and Annual Review Planning

   1. Annual Report Submission date; when is it needed by NSF?

      1. Sharon currently has no guidance

      2. We know it needs to be done by May - since that is when next year is funded - if they can

         1. We will plan to submit our plan the week of April 18th

         2. We normally submit the middle of April

      3. We need to calculate how far we can run with already allocated funds - be ready for a shutdown

         1. If things are shutdown - Federal Employees cannot touch any devices or even read emails - many systems get shut down as well - and then you run into some people can’t make decisions - sometimes they can’t even talk to one another

   2. Do we have a date for annual review? Various requests for talks and meetings are coming in and need to know our availability.

   3. Sharon is mulling over some ideas - hopes to be able to share info with us soon about what dates to keep open - will see if she can get something worked out so John can get an idea of when he can commit to other talks
      
      

4. NSF Meeting Tasks To Do

4. Area updates (10+ mins)

   1. ACO (John)

      1.  

   2. Evaluation (Amit)

      1. Community Survey closed a few weeks back - staff closed before that

         1. Response rate to community survey are not beautiful - 288 people (about the same as last year)

         2. they tried something different - and it still didn't improve response

         3. did have some emails bounce - did make sure it was sent to people actively using the system/accessing the website

      2. RP open till Mar 21

      3. Committee is looking at results

   3. Communications (Dina, Kim)

      1. Working on Comms presentation for ACCESS quarterly

      2. Are the slides going to be available for public view? Or are the internal slides only

      3. It depends on whether the slides are posted to the Agenda wiki or sub files

      4. There is one slide that talks about “underrepresented” - and wondering if it should be changed

         1. We have no guidance from our SRO

         2. Talk about this in ACO meeting on Wednesday

      5. Amazing stories ready to go up on ACCESS website

   4. Project Office (Lavanya, Shannon)

      1. Quarterly meeting preparation

         1. https://docs.google.com/spreadsheets/d/1uqE2XHGqa0hdUtMFYpeI0aRe_XnQVLbvcDYZ5ZEL_xk/edit?gid=2137322065#gid=2137322065

      2. EAB in person meeting preparation - slides due tomorrow

      3. Should we have this meeting next week? It is during EAB meeting travel

         1. Amit will be traveling, Cindy will be at airport, Lavanya will be in Chicago

         2. Let’s play it by ear - will announce later this week

   5. EAB (Chuck, Cindy)

      1. EAB agenda finalized approved by EC: 2025-03-18 ACCESS EAB Meeting Agenda & Summary

      2. There will be a Zoom

Next Meeting: 17th March 2025