/
2025-12-02 - ACCESS EC Meeting Agenda & Summary

2025-12-02 - ACCESS EC Meeting Agenda & Summary

Attendees:

  • RAMPS: Stephen Deems (v), Dave Hart

  • MATCH: Shelley Knuth (v), Alana Romanella, Jim Griffioen

  • CONECT: Tim Boerner (v), Leslie Froeschl

  • MMS: Tom Furlani (v), Joe White

  • RP: Eric Adams (v), Virginia Trueheart

  • EAB: Chuck Pavloski

  • OpenCI: John Towns (v), Amit Majumdar, Misha Shah, Lisa Kaczmarczyk, Shannon Bradley

  • NSF: Sharon Geva, Ed Walker

Parking Lot

  • Cancelled Meetings:

    • December 23 - Christmas week cancelled

    • December 30 - already cancelled

  • Stephen - on PTO December 10 - January 5 (wedding/honeymoon)

  • Vote next week on AUP and Privacy Policy

  • Vote on new chair next week

https://docs.google.com/spreadsheets/d/1qlv6quvIWVgjtkh6KDZwH7lzP7AX9Pcnv-T40vf9U6Y/edit?gid=0#gid=0

Decisions made during the meeting:

Use Decision Macro - Tool (under Insert Elements in the toolbar)

  1. Issue: When On-Boarding and Off-Boarding staff - teams will send in a help Ticket for on-boarding and Off-boarding when people join and leave the project. This will ensure that proper access to systems is provided and removed as needed.

Agenda

  1. Consent Agenda @Shelley Knuth (5 mins)

    1. Approval of summaries from prior EC meeting - https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1686175745

  2. Informational Items

  3. Allocations @Stephen Deems (Unlicensed)

    1. A lot of development updates incoming (still in development - will be rolled out in the new year)

      1. Registration UI/UX (affects all ACCESS ID holders)

         

      2. Minimum Exchange thresholds (based on feedback from RPs)

        1. RPs will be able to set amounts within XRAS

      3. Automated reminders to reviewers (for ACCESS and NAIRR panels)

      4. Improved Publications tracking and tagging (ensuring RPs are tagged in pubs)

      5. Dave - With JP Navarro, met with SciCrunch staff about connecting CIDeR with the RRID ecosystem to generate unique identifiers for ACCESS resources. Would provide additional tools for RPs and tracking impacts.

      6. Tom - how has response been to changes? there has been some progress and Stephen doesn’t mention any major flares about the changes

      7. Sharon - when someone gives an institutional email address - how do you know it is real?

        1. Stephen - they do have to verify their email - they have to confirm they have access to that email

          1. there are some people who are still saying this is my professor - this is my email - I want an allocation - but they are not really a student still

          2. there is a lot of detective work being done to make sure to catch them

  4. Support@Shelley Knuth /Alana/Jim

    1. Regional AI workshop in January

  5. Operations @Tim Boerner /Leslie

    1. Ops would like to request notification from all ACCESS and RP teams when any staff member is off-boarded to allow for prompt removal of permissions from various services (e.g.: AWS, JSM, GitHub, CiDeR, System Status News, Integration News, Operations API, Integration Dashboard, Service Index, PowerDNS, ACCESS registry/COmanage). Are teams willing to submit this via a ticket, or would some form/spreadsheet be preferred?

      1. Shannon include in monthly reminders for Engagement Tracker / Risk Review “Have you off boarded anyone this month? Please submit a ticket”

        1. https://access-ci.atlassian.net/browse/ATT-227

      2. Lesson Learned - Distributed award has made it difficult to manage onboarding and offboarding for all the teams

        1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1794932737

      3. Decision - A Ticket for on-boarding and Off-boarding is the best solution - see above

      4. image-20251202-192137.png

  6. Metrics @Tom Furlani @Tom Furlani (Unlicensed)

    1. November Custom RP reports will go out this week..

  7. RP Forum @Eric Adams (RCAC)

    1. Will be meeting Thursday and soliciting nomination for Vice Chair in January

  8. EAB @Chuck P

    1. Need topics from the EC for the EAB virtual meeting scheduled for 17 December 2025 at 10 AM EST.

    2. Cindy is scheduling the last four 1-on-1s with service teams and the RPs now.

  9. ACO @John Towns

    1. Misha: Dec 11 Quarterly - Shannon wi Teams (Shannon to take notes for the meeting, Misha/ACO will keep time and keep group on track but this will be EC lead meeting

      1. Complete pre work - please take some time on your own to review this file. We will use it during the meeting. I am planning to provide a summary by Thursday.

      2. Review draft agenda and pick order of presentations (today!) - or I can assign randomly.

      3. Complete individual team slide decks (on your own!) - plan to share your own screens during the meeting

    2. Tracking planning for Feb Quarterly Meeting: https://docs.google.com/spreadsheets/d/1ufIhfLOpaOm8-xmhzITII6lhcBnRHQQ8EZxCSjW6irc/edit?gid=0#gid=0

  10. NSF - Sharon and Ed -

    1. If you have sent any emails in the past couple months - feel free to send it again to get a response

    2. Prioritizing Annual Reports for other projects - will get to our Interim Report - if there are any questions in your report let her know

    3. Not sure if they will be able to attend Feb Quarterly meeting

    4. They have annual leave days that have to be used before the end of the year so they don’t have many work days left

  11. Standing Committee Updates - EC Liaison - (Chuck lead)

    1. Instructions sent to SC/WGs for path to improve comms to/from EC. Next interim meetings being scheduled between now and the Spring in-person meeting.

    2. Communications Standing Committee

      1. no report

    3. Cybersecurity Standing Committee

      1. EC review of ACCESS Acceptable Use Policy v1.4

      2. EC review of ACCESS Privacy Policy v1.4

    4. Evaluation Standing Committee

      1. no report

    5. Infrastructure Standing Committee

      1. no report

    6. Ticketing Standing Committee

      1. no report

    7. Web Presence Standing Committee

      1. no report

  12. Milestone Review: (Link Below)

    image-20251201-170004.png

  13. EC Meeting To Do / Follow Ups: (Link Below)

    image-20251201-170106.png

  14. Reminders - don't forget to review Engagement Tracker and Risk Register Review

  15. Upcoming Meetings & Events (https://docs.google.com/spreadsheets/d/1_EXKUOXmY-TVkDWaHR1-SuiKt404uGEnGSr6uQCkwzw/edit?gid=0#gid=0 )

Additional Agenda Items

  1. Acceptable Use Policy Update

    1. Need initial review/comment on updated ACCESS Acceptable Use Policy v1.4

    2. Final vote to come in subsequent EC meeting

    3. No further comments

  2. ACCESS Privacy Policy v1.4

    1. Need review/comment on https://docs.google.com/document/d/1vuQ0m82FpxABUVu1JjZwKpZ79u9w_EP8UgGxk8TCLn0/edit?tab=t.0

    2. Final vote to come in subsequent EC meeting

    3. No further comments

  3. When is next EC chair selected?

    1. Tim and Tom would be the next two if all members rotate - but there is no requirement

    2. Nice to have people of different styles

    3. We do need a chair to drive the program wide goals

    4. How has the last 12 months gone - input on how this worked and did things go well?

      1. issues were brought that might not have otherwise been brought to the EC

      2. the meetings have gone better with an official chair

      3. with the RP forum chair as a voting member has been good - they could also be nominated

    5. People will think about it and talk about it next meeting

      1. Tom, Tim, and Eric have not chaired yet

    6. Is there a problem with someone not funded as a chair or not a PI as a chair

      1. with the RP as a voting member - they should be considered

    7. Only PIs - could be important

LINKS

Program Milestones

https://access-ci.atlassian.net/jira/core/projects/ECMT/list?sortBy=duedate&direction=ASC&filter=status%20IN%20(%22Annually%22%2C%20%22In%20Progress%22%2C%20%22Monthly%22%2C%20%22Ongoing%22%2C%20%22Quarterly%22%2C%20%22Semi%20Annually%22%2C%20%22Upcoming%22)%20AND%20labels%20%3D%20%22EC%22

 

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

https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&filter=%22Category%5BCategory%5D%22%20IN%20(%22EC%20Meeting%20To%20Do%22%2C%20%2224Feb-QtrlyMtg%22%2C%20%2224June-QtrlyMtg%22%2C%20%2224Dec-QtrlyMtg%22)%20AND%20status%20IN%20(%22In-Progress%22%2C%20%22To%20Do%22)

 

Misc Topics:


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