Tools for Publicizing Working Groups
Here are avenues for publicizing the establishment of a working group, call for participation, accomplishments or milestones. More specific guidelines for recruiting new group members are found in the next section.
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 or InCommon Facebook and Twitter (Emily/Dean/Meredith)
- blog (Emily/Dean will coordinate)
- Blurb in
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)
For vetting/publicizing/archiving working group documents and reports, specific processes will be finalized and implemented in Q1 2016.
Procedures for Recruiting New Group Members
Time to invite colleagues to join in a working group? Here are procedures to involve the community:
- Chair or vice chair drafts an email to relevant lists about the opportunity to serve
- In most cases one email should be enough, but in certain cases Emails may be tailored for particular lists (for example a special email to recruit a Service Provider rep or an Audit Rep for the InCommon Assurance Advisory Committee)
Include in the email
- Name and purpose of group
- the importance of this work
- Type of work and involvement required (example: attend one conference call per month, 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 closed 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
- Email mw-service@internet2.edu to ask for a blog to be set up from the info in the email to help promote the opportunity. Emily/Dean and others can use Social media to point to the blog.
- See example of blog here
- note: the above example from the AAC did not state the term, nor a deadline for applying, but is good otherwise
- 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/restricted 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
- After decisions are made, the chair (or Internet2 staff????) should inform selected and other candidates of decisions (for closed groups only)
- for closed groups the selection is done by the current group members in consultation with Internet2 staff
- Onboarding new group members (do this in consultation with internet2 staff)
- give permission to new members to the group's wiki space (if closed)
- add to email list (if not already on it)
- to Box folder (if applicable),
- Add new group members to the calendar invite to conference calls
- For advisory / governance groups, the roster is often public on the wiki or website. Internet2 staff will be sure new members are listed
- In the case of a new chair, Internet2 staff will be sure the Internet2 website Groups page is updated. For example here.
See Also