2025-12-03 - OpenCI Leadership Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. Most Recent EC Meeting Debrief

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1791033345

2. Review Action Items
   ACO Member To Do Items
   
   

   Open

   

3. Select Spotlight Topic for Monday’s NSF meeting

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/database/1644199966

   2. Topic next week will be Misha’s Goals and Outcomes work

4. Discussion Item: Risk Register Review - @John Towns @Shannon Bradley

   1. Many Risks have not been assigned to people

   2. We need to review and assign and present to the EC

   3. ACO Risks: All ACO Risks have an Assignee - 5 without Categories - https://access-ci.atlassian.net/jira/core/projects/RR/list?sortBy=customfield_10035&direction=DESC&filter=labels%20%3D%20%22ACO%2FOpenCI%22

   4. All Risks: sorted with no Assignee at the top: https://access-ci.atlassian.net/jira/core/projects/RR/list?sortBy=assignee&direction=DESC

      1. Many have no categories

   5. https://access-ci.atlassian.net/browse/ATT-228Shannon needs to edit all the support risks and add Shelley to the Support Risks

5. Updates

   1. @John Towns

      1. Planning for the year after ACCESS end of project - John thinks we will get a 1 year CE to get the NAIRR-OC up and running and have NSF figure out what will happen with ACCESS

         1. It would be a supplement request for 1 year type of paperwork

      2. Lisa - if we have a funded extension - would she just do a final report at the end of the extension year? and only do an annual report at the end of PY4

      3. Discuss NSF updates

      4. Prepping for next quarterly report

   2. @Chuck P

      1. Going through EAB outstanding issues spreadsheet - will take some time (ATT-219)

      2. SC/WG procedures and scheduling in progress for the next round of EC-interactions

   3. @majumdar

      1. Prepping surveys for sending out next spring

   4. @Cindy Wong

      1. External Advisory Board

         1. Dec 17, 2025 virtual meeting

            1. Waiting on agenda topics for this meeting (pending final details from Chuck)

               1. Chuck will put together something and get feedback from EC

         2. Feb. 17, 2026 in person in Chicago – Calendar invites sent along with QM (optional)

            1. Do we have location and hotel confirmed? Would like to start drafting logistic details for EAB.

               1. Confirmed and info in planning spreadsheet (see link below)

            2. Shannon - has Eric Adams, RP Forum Chair, been added to NCSA’s travel reimbursement system?

               1. Cindy will email Eric to connect Shannon to get this moving

            3. Is there an update on EAB COI status as an member? https://access-ci.atlassian.net/browse/ATT-229

         3. Service Team 1-1s

            1. Availability request in progress for Metrics and Operations, deadline Friday, Dec. 12

            2. Next ACO?, do we want one? - Yes

            3. RP, Eric Adams, will check to see if he would like to have one.

               1. Vice Chair to come in early 2026

      2. Researcher Advisory Committee

         1. Availability request out to RAC for Spring 2026, deadline Wed. Dec 17

      3. Evaluation

         1. Staff and RP survey drafted; latter needs to be fine tuned

         2. Meeting next week to discuss further

   5. @Dina Meek -

      1. Thanks to Kim, Shannon and Megan Johnson for leading Comms/Web activities while I was gone

      2. Both newsletters will go out this week (wanted to postpone until after the holiday)

      3. Still catching up so no other updates

      4. Work with Shannon on Collaborating with ACCESS verbiage to get it on the website - Shannon sent email reminder

   6. @Kimberly Bruch

      1. no updates

   7. @Misha Shah - review final slide deck next week

      1. Work as a group on Dec 11 Quarterly meeting planning (15 min)

      2. Review pre-work doc

      3. Review ACCESS PY5 Prework Full Synthesis

      4. Review agenda as a team and finalize.

         1. What are themes

         2. What are the priorities

         3. Highest Impact areas

         4. make a set of prompts - look at agenda

      5. Status of ACO slides for presentation

   8. @Lisa -

      1. Needs to know if EC is OK with her coming to Feb Quarterly Meeting - yes they were OK

      2. We need to design what she will be working on

   9. @Shannon Bradley -

      1. Financial Report - shared - will send to John soon

      2. Quarterly Meeting Planning: February

         1. Planning Sheet 2026 Spring ACCESS Conference Planning - In Person - ChicagoPreview

         2. RTPs:

            1. Hilton Hotel: https://svna.ncsa.illinois.edu/r-t-p/show/31952

            2. Illini Center: https://svna.ncsa.illinois.edu/r-t-p/show/31801

            3. Catering is next

      3. IR - PY4 - Q3 Quarterly Report Planning

         1. Document: https://docs.google.com/document/d/1D9cc-dTZb55DN0npMTakmvB-eLWX56PM415MKT05RXE/edit?tab=t.0

         2. Timeline: to be finalized in the meeting

            1. Team members first draft due: Dec 23, 2025

            2. John review: Jan 7, 2026

            3. Address comments by: Jan 9, 2026

            4. Final John review by: Jan 12, 2026

            5. Send to NSF: Jan 13, 2026

Next Meeting: Dec 10, 2025

Reference

ACO Vacation SchedulePreview