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Materials for the Training and Engagement Website
https://training.nih-cfde.org/
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Meeting setup information for funded DCC Onboarding #195

Closed ACharbonneau closed 3 years ago

ACharbonneau commented 3 years ago

1 hour, Zoom meeting per DCC Invite @ACharbonneau, @owhite, @RLC-DCPPC, and the PIs from the DCC being onboarded.

Do @kinsingc, @hresat and/or @kutkatl want to be invited to these? Please respond in a comment. If you only want to come for certain DCCs, please specify

@josesanchez1815 will be coordinating. These meetings need to start asap after the DCC is funded, so you should start finding times with the DCC as soon as I get you names to email for each one. Each DCC will get its own issue with contact info

For each onboarding DCC, you (Jose) need to

Before the meeting:

During the meeting:

After the meeting:

DCCs to start with are: KidsFirst, GTEx, LINCS, SPARC, Metabolomics, ExRNA, IDG, and HuBMAP. There are 8 of them. Awards will go out very soon. I would not wait for the awards to be issued and contact their PIs and let them know about your plans asap. If you do not have the contact info for the PIs, let us know.

You can ask PIs to send the names of the folks that they want to participate from their groups. Being online and no-cost, you can tell them to be as inclusive as they want. This way decision and responsibility is with the PIs. They won't have any right to complain afterwards about missing someone.

ACharbonneau commented 3 years ago

Agenda Template

Date: Time: Zoom meeting link: Attendees:

Link to DCC github repo: Link to this agenda:

ACharbonneau commented 3 years ago

@josesanchez1815 Please come up with the template text for the email you'll send DCCs in this thread, and I'll help you edit it. That way all the templates are here.

Your email should:

josesanchez1815 commented 3 years ago

Draft E-mail for the DCCs

Greetings from the Common Fund Data Ecosytem Coordinating Center!

We would like to invite you to join us at the CFDE-CC. We look forward to start collaborating with you! You will be playing a vital role in the development of CFDE as we strive to connect the NIH Common Fund Programs together to discover solutions to new and existing medical challenges.

In order for you to be onboarded, we need to get you set-up with the resources you will need. We would like to set-up a meeting with you to go over project management and communication resources available to us as well as discuss what our plans are moving forward. Please let us know what your availability in this doodle poll insert doodle poll, so that we coordinate a zoom meeting. Prior to this meeting, we would like to set up your accounts for Slack, Google Drive, and our CFDE Training Repo. If you could fill out our onboarding form at least two days prior to our scheduled meeting, we could prepare your resources and discuss them during our zoom meeting.

Attached to this e-mail, you will find an attached agenda for our Onboarding Meeting.

Please let us know if you have any questions or concerns.

Best,

Jose Training Coordinator Common Fund Data Ecosystem Coordinating Center

Rough Draft 2 Greetings from the Common Fund Data Ecosystem Coordinating Center!

We would like to invite you to join us at the CFDE-CC. We look forward to collaborating with you! You will be playing a vital role in the development of CFDE as we strive to connect the NIH Common Fund Programs together to discover solutions to new and existing medical challenges.

We would like to set-up a meeting with you to go over

Could you please let us know your availability in this doodle link, so that we may schedule a zoom meeting accordingly?

Prior to this meeting, we would like to set up your accounts for Slack, Google Drive, and our CFDE Training Repo. If you could fill out our onboarding form at least two days prior to our scheduled meeting, we could prepare and discuss them during our zoom meeting.

Attached to this e-mail, you will find an attached agenda for our Onboarding Meeting.

Please let us know if you have any questions or concerns.

Best,

Jose Training Coordinator Common Fund Data Ecosystem Coordinating Center

hresat commented 3 years ago

Sorry - clicked on the wrong thing :(

@ACharbonneau : Please invite us to all DCC sessions. We can attend as our time allows.

DCCs to start with are: KidsFirst, GTEx, LINCS, SPARC, Metabolomics, ExRNA, IDG, and HuBMAP. There are 8 of them. Awards will go out very soon. I would not wait for the awards to be issued and contact their PIs and let them know about your plans asap. If you do not have the contact info for the PIs, let us know.

You can ask PIs to send the names of the folks that they want to participate from their groups. Being online and no-cost, you can tell them to be as inclusive as they want. This way decision and responsibility is with the PIs. They won't have any right to complain afterwards about missing someone.

kinsingc commented 3 years ago

Please invite kinsingc to all DCC engagement meetings. Please require me to attend meetings with Kids First, GTEx, and Metabolomics.

kinsingc commented 3 years ago

I'm making some corrections to the text:

Greetings from the Common Fund Data Ecosytem Coordinating Center (CFDE-CC)!

We would like to invite you to join us at the CFDE-CC. We look forward to collaborating with you! You will play a vital role in the development of the CFDE as we strive to connect the NIH Common Fund Programs to discover solutions to new and existing medical challenges.

In order for to onboard you, we need to orient you with the resources you will need. We would like to set up a meeting with you to cover CFDE project management and communication resources, as well as discuss our plans for moving forward. Please let us know your availability in this doodle poll [insert doodle poll], so that we can coordinate a Zoom meeting. Prior to this meeting, we would like to set up your accounts for Slack, Google Drive, and our CFDE Training Repo. If you could fill out our onboarding form at least two days prior to our scheduled meeting, we will prepare your resources and discuss them during our Zoom meeting.

Attached to this e-mail, you will find an attached agenda for our Onboarding Meeting.

Please let us know if you have any questions or concerns.

Best,

Jose Sanchez Training Coordinator Common Fund Data Ecosystem Coordinating Center

jeremywalter commented 3 years ago

Reduced version -- in markdown -- check format if sending:

Welcome to the Common Fund Data Ecosystem!

In anticipation of your funding announcement, we're having a [insert DCC here] onboarding meeting to get your management team oriented to our project management and reporting structure. You can help us prepare you for the meeting by:

We need each person from [specific DCC]who will be interacting with the project management system to be onboarded, so they would each fill out the onboarding form. If you onboarded previously, you don’t need to do it again.

Attached you will find an agenda for our Onboarding Meeting.

Please let us know if you have any questions or concerns.

Best,

Jose Sanchez Training Coordinator Common Fund Data Ecosystem Coordinating Center

josesanchez1815 commented 3 years ago

GTEx https://doodle.com/poll/5uivrym65db5kkhk doodle link

ACharbonneau commented 3 years ago

@josesanchez1815 can you put the individual info for each call on their individual issues? Otherwise this issue is going to get super hard to follow. So put GTEx here: https://github.com/nih-cfde/training-and-engagement/issues/208 thanks

That way you can put the exact email text in the issue and everything :)

ACharbonneau commented 3 years ago

@josesanchez1815 can you add @ctb to meeting emails and doodle polls from now on, and also forward him the ones we've already done in case he can attend?

josesanchez1815 commented 3 years ago

Funded DCC Onboarding Completed!