Tools for Publicizing Working Groups

Here are avenues for publicizing the establishment of a working group, call for participation, accomplishments or milestones.

Feel free to consult with Emily Eisbruch (emily@internet2.edu) on publicizing a working group.

emails to Internet2, InCommon, EDUCAUSE, other relevant organization's mailing lists (REFEDs, GEANT, ACUA, CLAC, Quilt...)
emails to particular individuals we want to reach out to
Social Media:

- Internet2 Community Update and/or InCommon Monthly Newsletter (Emily/Dean will coordinate)
webinars, such as IAM Online, coordinated by Dean Woodbeck
presentations at Internet2 meetings and/or other organizations' meetings (generally initiated by Working Group Chair)

Procedures for Recruiting New Group Members

Chair or vice chair should draft an email to relevant lists about vacancies and need for volunteers to fill positions

Include in the email

Name and purpose of group
Explain the importance of this work
Type of work and involvement required (example: attend one conference call per month/attend biweekly conference calls, etc)
Categories of community members being sought if applicable (IdP, SP, small school, big school, research, international, etc.)
Term of office, if applicable
Background/qualifications desired, if applicable
Deadline by which to apply, if applicable
email address to which to send nomination/application (if this is an advisory / governance group for which selection is required)
For open groups, the email should tell interested parties to subscribe to the email list. should also have the email to contact for more info.

Once the email is reviewed with Internet2 staff, the chair should send it to the appropriate lists

Emily or Dean will set up a blog from the info in the email to help promote the opportunity. Social media will point to the blog.

See example here
note: the above example from the AAC did not state the term, nor a deadline for applying, but is good otherwise

For closed groups, the chair or flywheel should track all applicants on a protected wiki page or google doc
reviewing and selecting candidates (for open groups, skip this step!)
- for closed groups the selection is done by the current group members in consultation with Internet2 staff
  - The chair (or Internet2 staff????) should inform selected and other candidates of decisions (for closed groups only)
Onboarding new group members
- add new members to wiki space (if closed),
- to email list (if not already on it) and
- to Box folder (if applicable),
- Add new group members to the calendar invite to conference calls

For vetting/publicizing/archiving working group documents and reports, specific processes will be finalized and implemented in Q1 2016.