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  • 2016-06-01 HC2016 Scholarship Meeting notes
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Meeting Times & Communication Channels

Time: Wed at Noon PST / 3:00 PM EST. 

Call-In Info: 712-775-7035 (Access Code: 960009)

Attendees:

Base Information:

  • 8 nights of rooms (so two rooms for 4 conference nights) are comped by the hotel contract.
    • Each room is a Double. So... could have two people in a room potentially. Or could just do one person per room.
  • Registration for scholarship recipients is being factored into the budget currently.
  • Scholarship does not include travel, other expenses
  • Open Repositories 2015 used a form similar to what has just been emailed out to the group. Can't use it directly but can use it for inspiration to create something similar: https://docs.google.com/document/d/1ODDk99tJ_D-WV9m7sSJMxX_COfjN4nQFAUtxHt_IvYc/edit

Discussion:

  • How do we identify need?
    • Potentially based on known contributions/lack of travel support from institution 
  • Application form
    • How do we collect information (e.g. via a web form)? 
    • Everyone seems to be fine with using Google Forms/Google Docs
    • How soon do we need the form done? 
      • Registration to open by 8 June; want to be able to link to form/scholarship documentation
      • Ideally have everything open by Open Repositories 2016
    • Visa support (from OR 2015): is this something we want to include? 
    • Current OR 2015 form is long (22 questions); target 10 questions
    • Registration will be capped at 290 people
    • Form contents
      • Name
      • Country of residence
      • Email address
      • Name of employer/business
      • Nature of company
      • URL to company's site
      • Job title/role
      • Why is HC2016 important to you?
      • Contact of someone in Hydra community who knows you
      • [Nabeela Jaffer to adapt final questions for document]
  • Deadline for submissions: July 13
  • Deadline for acceptance: August 8
  • Other items?
    • Announcements - where do we want it o be senrt out?

Action items

AssigneeTarget DateItem
Nabeela Jaffer2016-06-06Draft version of scholarship application using Google Forms and share with committee
Mark A. Matienzo and Anusha Ranganathan2016-06-08Draft announcement messages and identify dissemination channels
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