Group roles and duties

Documentation on using the Trello board, what we do during the meetings and events, and how to participate.

Published

August 28, 2024

Admin and organizers

For meetings

Pre-meetings

  • Use the sdcar R package 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.