2016-06-01 HC2016 Scholarship Meeting notes

Meeting Times & Communication Channels

Time: Wed at Noon PST / 3:00 PM EST. 

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

Attendees:

• sanderson (BPL)
• Nabeela Jaffer (Michigan)
• anusha (Cottage Labs)
• matienzo (DPLA)

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