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roles.qmd
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roles.qmd
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---
title: "Group roles and duties"
description: |
Documentation on using the Trello board,
what we do during the meetings and events,
and how to participate.
date: last-modified
---
# Admin and organizers
## For meetings
### Pre-meetings
- Use the [`sdcar` R package](https://github.com/steno-aarhus/sdcar)
to help create new meetings.
- Write content in the card using Markdown (check the "Formatting
help" on the bottom left when editing something).
- Meetings are updated automatically in the calendar people can
subscribe to.
- For the agenda:
- Assign timekeeper/facilitator and minute/note taker
- Include time to ask about disagreements with the minutes from
the last meeting
- Include time to discuss anything to follow-up on from the last
meeting
- Time slots for presenting someone's manuscript:
- We need to have it \~ 5 days before the meeting
- Should plan an 45-60 minutes for it during the meeting
- Time slots for presenting someone's research (without
manuscript):
- 30 minutes should be fine
- Remaining time:
- Depends on other topics/updates (e.g. conference
preparation, upcoming abstract deadlines,
initiatives/projects that want to highlight something),
- Or find somebody to make a brief presentation of a recent
relevant research paper.
### During meetings
- Request if anyone would like to present their project or have a
manuscript ready for the next meeting.
### Post-meetings
- Update minutes if not done during the meeting.
- Draft agenda for next meeting.
- Find someone who can present their research for the next meeting if
not found.
## For general admin
### Using R scripts for admin
- Scripts to add meetings to the calendar and to Trello are found in
the `{sdcar}` package: https://github.com/steno-aarhus/sdcar
### Using Google Drive
Steno Drive is here:
https://drive.google.com/drive/folders/1WfuGzUeiSHYiecFcN7dJdfMMIF63iKGM
- Use this for e.g. making surveys for getting details from people
### Email template to send to newcomers
Dear ...
Welcome to our Epidemiology group!
Here is your invite to our Trello board: ADD BOARD LINK BEFORE SENDING
Here you can:
1. Find "upcoming meetings" with time, location, and agenda
2. Read minutes from previous meetings
Look over the SDCA Epidemiology Group website for how-to information and
other details.
Kind regards,
NAME
# Minute taker
- You do *not* need to do any pre-meeting preparation.
- Please write in the Trello meeting Card, using Markdown (see the
button "Formatting help" below the "Description" section of the Card
for more details about using Markdown).
# Chairperson
- You do *not* need to do any pre-meeting preparation.
- During the meeting, your role is to ensure we follow the agenda and
that time is kept. It's ok to be firm when stating if we need to
move on to the next item.
- If too much time is taking up for an item, you can say that we can
come back to it next meeting and that it get put in the minutes.
- For questions and discussion periods, your responsibility is to
ensure that everyone's voice is heard (if needed) and not a select
few. This can be difficult, but its important to foster a safe
environment for anyone to speak up.
- For *Reviewers* should discuss only key points that they think will
help the author and *that they think would benefit the group to
hear* (since these meetings also are about forming a culture and
passing on knowledge).
- Please keep comments short.