2025-10-21 - ACCESS EC Meeting Agenda & Summary

Decisions made during the meeting:

Agenda

Additional Agenda Items

2. NSF Update - (0 minutes) Sharon and Ed - NSF in shutdown mode

3. User Login & Registration development work starting up (10 mins) - Stephen

   1. https://docs.google.com/presentation/d/1qS7RLTQzSN0_iPoXydQplY_parO1NRFgsdF1ZI8LJeM/edit?slide=id.p1#slide=id.p1

   2. Elements and contributions:
        i. The Allocations team is willing to lead the implementation of the new UI
        ii. The Operations and Allocations team will together implement the account.access-ci.org public web service
        iii. The Operations team will provision and operate the hosting server on AWS
        iv. The Allocations, Support, and Operations teams will bring their own APIs for allocations profile, support profile, and user registry

      1. Any objections from the EC?

   3. Shelley - who put teb and Branding Group have been intensively involved

   4. Joe - will this also fit with bulk enrollment? yes it will be added if they have not yet -

   5. Tom - Every year - users have to agree to the user agreement - can we prompt then for changing from gmail to institution email then

      1. Stephen - going back to get them to change is not in scope for this process - it is only for new accounts and renewal of accounts for now

   6. Virginia - didn’t even mass notify through comms - they mass deactivated gmail accounts and prompted them to reactivate with the institution email - used just one notification about change

      1. AMIE makes it more complicated - they can’t send emails along with deactivations

   7. This is a work notification that is moving forward

      1. John - thank you to Stephen for leading this effort

4. Will we go to SC26? 5 min - Shannon

   1. Assumption is yes

   2. We have to pick our site during the SC25 convention

   3. FYI - our time for submitting our location is:

      1. SC26 exhibit space selection will be held during SC25 on Wednesday, November 19th at America's Center in St. Louis, MO, Room 132. Your assigned time is below:

         Exhibiting Company: NSF-ACCESS
         Exhibit Space Selection Time: 1:30 PM

5. Fall Virtual Quarterly Meeting - (10 minutes) Cindy, Shannon, Misha

   1. Make it an EC plus - just area leads from each area

   2. Goal:

      1. good discussion on PY5 plans

      2. elect next chair

   3. Outline - Shelley

      1. Will get information from Misha, Cindy and Shannon on template for agenda

   4. Misha - working on draft of how we can plan meeting

   5. Date - Thursday Dec 11, 2025 - 1 day - virtual or two half days - https://access-ci.atlassian.net/browse/ECMT-150

      1. Tom - votes for 1 day

      2. Stephen - Dec 11 ok

   6. Misha will lead shared planning with Shannon/Cindy.

6. Spring Quarterly Meetings - (10 minutes) - Shelley Shannon

   1. Location Discussion

      1. Illini Center Downtown - more things to do

         1. Would need to take “the L” to get downtown from the airport

         2. these dates re available:

            1. February 16 - 19 (plus possible 1/2 day on the 20th)  - Downtown Chicago

               1. Shelley votes for this date

               2. Dave - I too can make either week work. However, I will point out that the March week is sandwiched between the NAIRR Pilot Annual Meeting (Mar 10-13) and the CASC Spring Meeting (Mar 23-26). 

                  So the March option works, but it stacks travel for some of us.

               3. Leslie - The Ops team is split with some preferring the February dates and some preferring the March dates. If this is intended to involve an RP workshop, would you like me to inquire with those that attended our Orlando workshop re. their availability for those two sets of dates?

               4. Shelley - I think Operations and Support should get together to discuss what, if anything, we would like to have in an upcoming workshop.  From Support’s perspective at the moment (which to be clear could change) I’m not sure that we have any pressing items, but you all might and we could work together on this if desired.

                  Short answer - I think we are considering an RP workshop as part of this, although I wouldn’t say that’s confirmed until we talk.

               5. Not sure about an RP workshop - Eric will poll team and let us know by end of week - Leslie - Not needed from Support

               6. Shannon/Cindy/Misha - will there be a RAC as well?

               7. Quarterly Team meeting - 1.5 days

               8. EAB - has travel for 1 per year - usually March of every year - yes - 1 day

               9. Chuck get feedback from EAB on whether they want to have RAC come to a joint session

               10. Working Groups get together - 1 day

               11. EC get together

               12. RAC Pending - ask them if they want to attend - Stephen will need to arrange money - would prefer not to do it - 2-3 members from RAC - need NSF input - easier to say no - a couple people would be ok

               13. RP pending

            2. See more details below - Misc Topics:

         3. Shannon and Cindy will lead shared planning

7. EAB Recommendations Discussion (20 mins ) - Chuck - schedule for next week

   1. Discussion docs: https://docs.google.com/document/d/1WAr43P00MuvLkyC7WZsY_ElzBe7tBEl_rbQPu087d5o/edit?usp=sharing
      New interventions/initiatives proposed by the PI’s help for phase 2 or whatever comes next after ACCESS? It will be great to see some planning FY 4 and 5 and beyond.

LINKS

Program Milestones

EC Meeting Task Tracking + Quarterly and Annual Meetings To Do Follow Ups

Misc Topics:

Orange & Blue Room:

• One-time $75.00 Room Setup Fee

• $47.50/hour Monday through Friday 9:00 AM to 5:00 PM

• $200.00 flat fee Monday through Friday 5:00 PM to 11:59 PM

Quad Boardroom, Alma Mater Room, and Illini Room:

• $35.00/hour Monday through Friday 9:00 AM to 5:00 PM

• $125.00 flat fee Monday through Friday 5:00 PM to 11:59 PM

HVAC Overtime Fee (any room):

• $150/hour Monday through Friday beginning at 6:00 PM

The dates you are requesting are available in the Orange & Blue Room, and the smaller rooms can be used for breakout sessions. Our smaller rooms seat 22, 16, and 12. Are those size rooms large enough for your breakout sessions?

We do not have catering restrictions, so you are welcome to use any caterer of your choice. As long as it’s a drop off event, there is no additional COI needed. For your convenience, I’ve attached a list of caterers who frequently cater at Illini Center, but don’t feel like you have to use one of these if you have a different preference.

You will need to bring your own computer (and if it’s an Apple, we suggest bringing your own adapters, if needed). Otherwise, all of our rooms have the ability to connect your computer to show a slide presentation. The O&B has a podium with a microphone, but we have only one audio channel, so you cannot use two microphones at once in that room.

I’ve also attached O&B Room setup options that may help you visualize what that room looks like with different setups, in case you find another preference over the round tables. Lastly, I’ve attached the reservation form, should you wish you reserve the space.

Please let us know if you need additional information or have more questions.

Next EC Meeting: Oct 28, 2025

Reference:

Risk Register:

Project Change Request: