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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.

Institute of Museum and Library Services