Advisory Group Meeting Agenda

(times in Eastern Time)

Thursday, 2022 May 19

Check-ins (0830 - 0900)

• coffee and snacks available

Introductions (0900 - 1015)

• opening remarks (15 min)
  • welcome and review meeting purpose
  • review meeting schedule
  • review basic logistics (UF team, code of conduct, emergency contact)
  • reminder to keep in mind topics for further discussion to occur in small groups (set up google doc to store this)
  • review deliverables
• lightning talk intros (50 min = 2 min x 25 participants)
  • auto-advancing slides (1 for each participant, including UF team)
  • name, title, affiliation, headshot
  • description of role/interest as it relates to grants
  • template

SHORT BREAK (1015 - 1030)

Brainstorming Discussions - Challenges (1030 - 1200)

• icebreaker prompt (15 min)
  • what are some obstacles and friction points you have encountered in dealing with grants?
  • {to get the group thinking in a specific way, and collect qualitative data for later reporting}

• review logistics and process for discussion (5 min)

• group discussions (60 min)
  • frame discussion questions around grants processes and main bottlenecks/obstacles
  • groups brainstorm on challenges in sharing grants and access to grants information/materials
  • e.g.
    • legal obstacles (or lack of dedicated pathways) to sharing
    • concerns about IP and intellectual ideas
• wrap-up (10 min)
  • participants share out findings

LUNCH BREAK (1200 - 1330)

Brainstorming Discussions - Solutions (1330 - 1500)

• icebreaker prompt (15 min)
  • if every grant proposal were automatically available, what would you be able to do with it? (or want to do with it?)
• group discussions (60 min)
  • groups brainstorm on solutions and changes in sharing grants (60 min)
  • how to promote changes in workflows
• wrap-up (15 min)
  • participants share out findings

SHORT BREAK (1500 - 1520)

Review of Environmental Scan (1520 - 1600)

• presentation of environmental scan (20 min)
• discussion of environmental scan (20 min)
  • feedback on gaps, details, etc.
  • process for next steps

Discussion Synthesis (1600 - 1700)

• collective work on summarizing discussions (30 min)
  • google docs? (check for advisors to bring devices)
• wrapup and slack time (30 min)
  • discussion steps for day 2
  • review logistics for dinner and day 2

Friday, 2022 May 20

Check-ins (0830 - 0900)

• coffee and snacks available

Collaborative Brainstorming - Technology (900 - 1000)

• Facilitated discussion and brainstorming of technological needs
• Brainstorming metadata schema description
  • pick up from icebreaker on solutions the previous day

SHORT BREAK (1000 - 1015)

Brainstorming Discussions - Communities (1015 - 1145)

• icebreaker prompt (15 min)
  • whose voices and perspectives would be useful to add to this process?
• group discussions (60 min)
  • groups brainstorm on stakeholder pathways and workflows (60 min)
• wrap-up (15 min)
  • participants share out findings

Meeting End (1145 - 1200)

• recap (15 min)
  • follow-up communication channels
  • closing remarks

Acknowledgments

This project was made possible in part by the Institute of Museum and Library Services Award # LG-250067-OLS-21 to Hao Ye and Perry Collins.