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<!doctype html>
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<head>
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<title>How do I Attend a Call? How Do I Run a Call and Scribe? | Hydra W3C Community Group</title>
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<li><a href="/minutes/">Minutes</a></li>
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<h1>Telephone Conferences</h1>
<h2 id="attend">How Do I Attend a Call?</h2>
<p>We use UberConference and IRC for our conference calls. You can dial in by browsing to
<a href="https://www.uberconference.com/hydra-cg">https://www.uberconference.com/hydra-cg</a>.
Please also connect your IRC client to <a href="irc://irc.w3.org:6665/#hydra">irc://irc.w3.org:6665/#hydra</a>
or use <a href="http://irc.w3.org/?channels=hydra">W3C's web IRC</a>. IRC is used to manage the
speaker queue, scribe, share links etc.</p>
<p>The dates and times of the calls as well as the agenda can be found on the
<a href="https://www.w3.org/community/hydra/wiki/Conference_Calls">conference calls page in our wiki</a>.
Feel free to add items to the agenda that you'd like to discuss.</p>
<p>After you connected and the call started ask Zakim, our IRC meeting bot, to put you on the speaker
queue:</p>
<code>
zakim, queue+
</code>
<p>You can see who's on the queue with</p>
<code>
zakim, queue?
</code>
<p>If you want to remove yourself from the queue again, just write</p>
<code>
zakim, queue-
</code>
<p> </p>
<h2 id="scribe">How Do I Run a Call and Scribe?</h2>
<p>We use a few bots to run our conference calls. Please invite them before the conference
call starts by issuing the following commands in IRC:</p>
<code>
/invite RRSAgent #hydra<br>
/invite Zakim #hydra
</code>
<p>After the bots joined the IRC channel, you start the meeting and tell the bots what it is about<br>
(plus points for deep linking the
<a href="https://www.w3.org/community/hydra/wiki/Conference_Calls#Agenda">right agenda</a>):</p>
<code>
trackbot, start meeting<br>
<br>
Zakim, this is https://www.uberconference.com/hydra-cg<br>
<br>
Meeting: Hydra W3C Community Group Conference Call<br>
Chair: Markus Lanthaler<br>
Agenda: https://www.w3.org/community/hydra/wiki/Conference_Calls#<i>Agenda</i>
</code>
<p>As people join the call, they should mark their presence (you can also do it on their behalf) using
the following command — inserting their user name and removing the angle brackets:</p>
<code>
present+ <i><IRC user name></i>
</code>
<p>The last thing before starting the call is to elect a scribe (either a volunteer or by picking
<a href="https://www.w3.org/community/hydra/wiki/Scribes">the person that hasn't scribed the longest</a>)
and document who it is with the following command:</p>
<code>
Scribe: <i><IRC user name></i>
</code>
<p>After this, the chair moderates the call. He will signal the start of a new topic on IRC with</p>
<code>
Topic: <i><Title of the topic that is being discussed></i>
</code>
<p>The scribe then transcribes what has been said by typing the user name of the person speaking
followed by a colon and the statement such as in the example below:</p>
<code>
markus: I like this approach
</code>
<p>Literal transcription is not necessary but usually simpler than trying to summarize someone else's
thoughts on the fly. A statement can be split into multiple lines. Please proceed continuations with
three dots such as in</p>
<code>
markus: I like this approach<br>
... it is much clearer than the previous ones<br>
... and solves the problem completely
</code>
<p>If the scribe speaks, someone else can — and should — take over and
scribe the statement in exactly the same way.</p>
<p>Action items, proposals and resolutions can be recorded as follows:</p>
<code>
ACTION: <i><Markus to clean up meeting notes></i><br>
PROPOSAL: <i><Make Hydra more generic by introducing...></i><br>
RESOLVED: <i><Make Hydra more generic by introducing...></i>
</code>
<p>At the end of the meeting you can request RRSAgent to publish the meeting notes (this is for W3C;
we store them on <a href="https://github.com/HydraCG/Minutes">GitHub</a>) and ask RRSAgent and Zakim
to leave the channel:</p>
<code>
rrsagent, please publish the minutes<br>
rrsagent, please make these logs world-visible<br>
<br>
rrsagent, bye<br>
zakim, bye
</code>
<p>After the call, please spend a few minutes to clean up the minutes, convert them to HTML and
create a pull request to upload them to GitHub:</p>
<ul>
<li>Create a new folder using the date of the conference call in the format <i>yyyy-mm-dd</i>.</li>
<li>Create a file <i>irc.log</i> containing the IRC log of the conference call.</li>
<li>Open <a href="http://www.hydra-cg.com/minutes/scribetool/">scribetool</a> and paste the
IRC log in to the text field at the bottom of the screen.</li>
<li>Spend two minutes to check the nicely formatted minutes.
<ul>
<li> Are all the fields at the top such as the agenda, the scribe and the participants
populated correctly?</li>
<li>Is every statement attributed to the right person (it sometimes happens that you forget
the three dots for a continuation)?</li>
<li>Are all action items, proposals and resolutions marked up correctly?</li>
</ul>
</li>
<li>Switch to HTML mode by clicking the "Show HTML" button on the right and copy the result
into a file called <i>index.html</i>. <strong>Please do not manually edit the HTML code in any way
as it might break automated processing of those files!</strong></li>
<li>Create a pull request to add the folder containing the two files to
<a href="https://github.com/HydraCG/Minutes">HydraCG/Minutes on GitHub</a> and give owners
permissions to add files to your pull request (this will be used to add the audio recording).</li>
</ul>
<p>Finally, please <a href="https://www.w3.org/community/hydra/wiki/Scribes">record attendance in our wiki</a>
and send the meeting minutes to <a href="mailto:[email protected]">[email protected]</a>.
You can use scribetool's text output.</p>
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