Attendees

• Michael McKelvey
• Quinn Connolly
• Sarthak Prasad
• Paul Foote
• Christina Tran
• Miriam Keep

Discussion

• SSC files:
  • Sarthak recommends keeping the SSC files available on the site - useful for future submitters to find templates/examples
  • Paul: maybe move the old files to a separate archive site somewhere?
• Evaluate whether we still need these fields:
  • Notes - does this actually get used?
    • Sarthak & Quinn: probably don't need it
    • Quinn: other approaches might be helpful, e.g. Flag for follow-up, task assignments
    • Miriam: vote to keep it; could be useful for documenting information like who to contact for updates, reminders for future
    • Paul: vote to keep it; helpful for documenting institutional memory, like information between staff members before they graduate and move on
  • Contacts section - do we need all these fields?
    • Miriam: often out-of-date
    • Quinn: recommend getting rid of Prior Contacts
    • Miriam & Quinn: recommend removing Project Leader, Team Members & Prior Contacts and just keeping Primary & add Secondary contact (including emails)
    • Sarthak: vote to remove Prior Contacts and keep Team Members - sometimes there are more than 2 team members; reason: give credit to the people involved
    • Miriam: don't see Portal as a log of who's been involved; hard to keep up-to-date; see this section primarily as a way of finding people to contact
    • Quinn: like the idea of the Team Members, but also recognize we need to be realistic about what we can actually keep up-to-date
    • Updating project info in Portal isn't as consistent as we'd like; we send out reminders periodically, but don't often get responses. Updates happen rather sporadically when we get info
    • Paul: this is good info to consider as we think through future of Portal management and updates. If we remove it, will past participants feel slighted?
    • Quinn: people are often listed elsewhere, e.g. Project Updates
    • Sarthak: listing only 1-2 people puts more burden on them for contacts than if we list the whole team
    • Paul: think we only need 1, maybe 2 people listed for purpose of contacting
  • Dates/Status section - do we need all the dates? Also, do we need Proposed By, Investigated By...?
    • Quinn: keep only Proposed By, Completed By, Cancelled By
    • Sarthak: agree; remove Investigated By, Approved By, maybe Started By
    • Sarthak: keep only Proposed/Founded By, Completed By, Cancelled By
    • Quinn: switch to a timeline? Add Description field to each section, Project Update lookup to (optionally) connect to the major update
  • Locations - do we need Room Number?
    • Quinn, Sarthak, and Michael agree we can remove Room Number; will bring up at next meeting
  • Video library - is it useful?
• Dark mode is here!! (with some peculiarities to be resolved)