Commit 31865d3b authored by Cassandra Gould van Praag's avatar Cassandra Gould van Praag
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......@@ -18,7 +18,7 @@ Materials within this repository were developed with the support of the [Open Li
The community strategy has been developed using materials shared by the [Center for Scientific Collaboration and Community Engagement - CSCCE](https://www.cscce.org) - community of practice. Guidance in community management and support has been generously provided by members of CSCCE. 🙏
Other resources have also been developed following example materials developed by [The Turing Way](https://the-turing-way.netlify.app/welcome). 🙏 We are particularly grateful to the Turing way for the publication of the [Book Dash Application and assessment rubric]https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-application.html, which we sought to replicate as a model of best practice in inclusive and narrative based decision making and transparency. 🌺✨
Other resources have also been developed following example materials developed by [The Turing Way](https://the-turing-way.netlify.app/welcome). 🙏 We are particularly grateful to the Turing way for the publication of the [Book Dash Application and assessment rubric]https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-application.html), which we sought to replicate as a model of best practice in inclusive and transparent narrative based decision making. 🌺✨
`The Turing Way Community, Becky Arnold, Louise Bowler, Sarah Gibson, Patricia Herterich, Rosie Higman, … Kirstie Whitaker. (2019, March 25). The Turing Way: A Handbook for Reproducible Data Science. Zenodo http://doi.org/10.5281/zenodo.3233853.`
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......@@ -22,7 +22,7 @@ Find out about how to apply to the Ambassadors programme
Below we describe the application process, including how your application will be assessed.
Please take note of the [timeline](#timeline). If you apply to the programme, please keep the date of the first meeting free in your schedule.
Please take note of the [timeline](#timeline). If you apply to the programme, please keep the date of the first meeting free in your schedule. **Applications close 17:00 Monday 18th October 2021.**
Please review the notes on [eligibility](../logistics#who-can-be-an-ambassador) and [time commitment](../expectations#time-commitment) before applying.
......@@ -30,7 +30,7 @@ When you apply you will be asked to confirm that you have discussed your applica
### Applications questions
**To apply, please complete the form available here: [MS Forms Application, requires log in to an @ox.ac.uk account](https://forms.office.com/Pages/ResponsePage.aspx?id=G96VzPWXk0-0uv5ouFLPkYMD50Te0q5HobQjqRFNJmpUNTdHUUJJTDJOTDZJWVZPR1dGQ1pCTTJGSS4u).
**To apply, please complete the form available here: [MS Forms Application, requires log in to an @ox.ac.uk account](https://forms.office.com/Pages/ResponsePage.aspx?id=G96VzPWXk0-0uv5ouFLPkYMD50Te0q5HobQjqRFNJmpUNTdHUUJJTDJOTDZJWVZPR1dGQ1pCTTJGSS4u).**
The above linked application form asks 3 questions to assess your interest and intentions for becoming an Ambassador. You will be asked to respond to each of the following in 100-150 words:
......@@ -38,9 +38,9 @@ The above linked application form asks 3 questions to assess your interest and i
2. What you will contribute to the Ambassadors team and wider Open WIN community?
3. What you will gain from being an Ambassador?
You will then be asked to let us know about any logistical constraints you might have with participation according to our [proposed schedule](../program)
You will then be asked to let us know about any logistical constraints you might have with participation according to our [proposed schedule](../programme#schedule)
We would like our Ambassadors to represent the full diversity of our community. We therefore ask our applications if they consider themselves to be a member of one or more historically underrepresented groups. We will also ask you your career stage, to ensure we get diverse representation.
We would like our Ambassadors to represent the full diversity of our community. We therefore ask applicants if they consider themselves to be a member of one or more historically excluded groups. We will also ask for your career stage, to ensure we get diverse representation.
Your data will be stored in University approved systems (One Drive and MS Teams). Your de-identified data will be shared with select members a selection of the Open Neuroimaging Project Steering group for the purposes of scoring your application.
......@@ -50,7 +50,7 @@ Your application will be reviewed by [Open WIN Community Engagement Coordinator]
### Assessment rubric
Each of the "interests and intentions" questions will be scored between 1 to 3, where 3=criteria fully met, 2=criteria partially met, and 1=criteria not met. To avoid personal bias, each of these scores is clearly defined for every question in the application review form as below. This rubric aims to evaluate the application across multiple aspects and avoid any personal bias which reviewers may have.
Each of the "interests and intentions" questions will be given a score between 1 and 3, where 3 = criteria fully met, 2 = criteria partially met, and 1 = criteria not met. To avoid personal bias, each of these scores is clearly defined for every question in the application review form as below. This rubric aims to evaluate the application across multiple aspects and avoid any personal bias which reviewers may have.
Reviewers will consider the following questions:
1. Has the applicant answered the application questions?
......@@ -66,11 +66,13 @@ These positions will be opporationalised by reference against the following desc
| **Purpose of participation and what they will get out of the Ambassador programme:** | (not ready) Purposes for participation in the Ambassador programme seem almost entirely self-centered and about the applicant’s status, rather than about participating in Open WIN Community to develop the project | (enthusiastic) Purposes for the participation in the Ambassador programme are not completely clear from the application or are limited (even though useful), such as typo or bug fixing | (clear) Purposes for participation in the Ambassador programme are valuable in many ways and are likely to help the applicant to become an active contributor to the Open WIN community and take ownership of their work in the broader open science ecosystem in their own rights |
| **Willingness to collaborate and contribute after the programme:** | (not ready) Seems closed to collaborative ways of working or more interested in only one aspect of outputs, research or related topic | (enthusiastic) Seems excited to learn from others and Open WIN project, but in a general way without much understanding of what those things mean yet | (clear) Seems excited to collaborate with others and is motivated to contribute to the Open WIN community |
1. Applicants who score mostly 1s do not have a clear understanding of the overall goals of Open WIN Community.
2. Applicants who score mostly 2s are enthusiastic if not wholly suitable for the Ambassadors programme, for example, they may come with some ideas for a contribution that is currently not in the scope of the programme or community.
3. Applicants who score mostly 3s are clearly ready, goal-oriented, interested in contributing to the project, and excited to learn from others in the programme and community.
*Applicants who score mostly 1s do not have a clear understanding of the overall goals of Open WIN Community.*
The reviewer will provide a 1-2 sentence summary about the application to justify the above scoring. They will also highlight any diversity characteristics which were disclosed. These will be combined with the "mostly 1s, 2s or 3s" decision above, and the reviewer will make a final decision as to whether they recommend the applicant for the programme ("Yes", "No", "Unsure"). Any applications which are graded as "Unsure" will be put to another member of the Steering Group for evaluation following the same rubric. Six to ten applicants will be invited to participate in the programme.
*Applicants who score mostly 2s are enthusiastic if not wholly suitable for the Ambassadors programme, for example, they may come with some ideas for a contribution which are not in the scope of the programme or community.*
*Applicants who score mostly 3s are clearly ready, goal-oriented, interested in contributing to the project, and excited to learn from others in the programme and community.*
The reviewer will provide a 1-2 sentence summary about the application to justify the scores received. They will also highlight any diversity characteristics which were disclosed. These will be combined with the "mostly 1s, 2s or 3s" decision above, and the reviewer will make a final decision as to whether they recommend the applicant for the programme ("Yes", "No", "Unsure"). Any applications which are graded as "Unsure" will be put to another member of the Steering Group for evaluation following the same rubric. Six to ten applicants will be invited to participate in the programme.
## Timeline
......
......@@ -14,7 +14,7 @@ The behaviours and activities we would like Ambassadors to commit to
---
We would like WIN Open Ambassadors to be aligned with the following activities:
We would like WIN Open Ambassadors to undertake the following activities:
### Training and eduction
- Commitment to learn about open research practices, understand our own knowledge gaps and know where to signpost effectively.
......@@ -31,10 +31,10 @@ We would like WIN Open Ambassadors to be aligned with the following activities:
- Contribute to WIN Open Science policy.
### Time commitment
- Participate in Ambassadors meetings as per the [published schedule](../programme).
- Participate in Ambassadors meetings as per the [published schedule](../programme#schedule).
- Engage in project work for 2-3 hours per month, in addition to the above call schedule.
- If you attend all calls and do an additional 2.5 hours a month as recommended, you will commit approximately 7 days over the course of the programme.
In return for their time and commitment, various [rewards and incentives](../benfits) will be offered to the Open WIN Ambassadors. We will continually reflect on and refine our expectations and commitments as we learn from our experience.
In return for their time and commitment, various [rewards and incentives](../benefits) will be offered to the Open WIN Ambassadors. We will continually reflect on and refine our expectations and commitments as we learn from our experience.
We will work to support Ambassadors in all these activities, with communication channels, training, presentation materials and defined routes of development. This support will develop as the project grows, and you will have an open invitation to suggest any additional ways we could support you in growing our community.
......@@ -35,31 +35,31 @@ The Open WIN Ambassadors programme is an essential component in achieving the vi
### 1. Growing our user base
Our overarching goal is to increase the number of users of our [sharing infrastructure](../../tools), so more people can share all stages of their research output, and receive appropriate credit for doing so. This will help is achieve the Open Neuroimaging Project goal of increasing the openness of our research, to facilitate discovery and accelerate the translation of methods and results to the clinic. b
Our overarching goal is to increase the number of users of our [sharing infrastructure](../../tools), so more people can share all stages of their research output, and receive appropriate credit for doing so. This will help us achieve the Open Neuroimaging Project goal of increasing the openness of our research, to facilitate discovery and accelerate the translation of methods and results to the clinic.
One of the most effective ways of growing our user base is to capitalise on the skills, reach and influence of a select group of "power users", who can advocate for local change and represent the interests of their colleagues. These power users (our Ambassadors) will have the best understanding of what others needs to see, feel, and experience in their journey in order to successfully adopt an effective open science practice.
**As part of the programme we would like you to contribute to the documentation which will guide your colleagues though using the Open WIN infrastructure. These resources will become the go-to for new users, and some cases their stepping off point in their open science journey. We'd also like you to give a talk about open science or the Open WIN infrastructure to your lab, and think about what practices could be incorporated into your routine workflow.**
**As part of the programme we would like you to contribute to the documentation which will guide your colleagues in using the Open WIN infrastructure. These resources will become the go-to for new users, and some cases the stepping off point in their open science journey. It is important that we set the right standard and expectation from their first interaction with the project. We'd also like you to give a talk about open science or the Open WIN infrastructure to your lab, and think about what practices could be incorporated into your routine workflow.**
### 2. Building capacity in open and collaborative leadership
The Ambassador programme will create opportunities for our community to gain experience in open and inclusive leadership, project management, collaboration and community building. These skills an essential contributor to positive research culture, and opportunities to practice and reflect on these skills can have a significant impact on career trajectories.
The Ambassador programme will create opportunities for our community to gain experience in open and inclusive leadership, project management, collaboration and community building. These skills are an essential contributor to positive research culture, and opportunities to practice and reflect on these skills can have a positive impact on career trajectories.
**Alongside individual career development, capacity building in open leadership will have a knock-on effect in the broader open science landscape within and outside of WIN. We expect our Ambassadors will go on to lead their own open projects, and become key contributors to open science communities and projects in our discipline.**
**Alongside individual career development, capacity building in open leadership will have a knock-on effect in the broader open science landscape within and outside of WIN. We expect our Ambassadors will go on to lead their own open projects, and become key contributors to open science communities and projects in the wider neuroimaging community.**
### 3. Improving the transparency, reproducibility and integrity of our research
As reported by the [Software Sustainability Institute](https://www.software.ac.uk/news/major-funding-boost-uks-open-research-agenda?mc_cid=0d68e9a951&mc_eid=8c2ea6a0db), "*The benefits of open research practices for improving the quality and integrity of research have been widely documented, and are recognised by the [UK Government R&D Roadmap](https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/896799/UK_Research_and_Development_Roadmap.pdf) as contributing to improving the culture of research*"
The Ambassadors will have access to a curated list seminars and workshops which will teach core skills in transparent and reproducible research for neuroimaging. This will arm them with the knowledge and expertise to include transparent and reproducible workflows in their own research
The Ambassadors will have access to a curated list seminars and workshops which will teach core skills in transparent and reproducible research for neuroimaging. This will arm them with the knowledge and expertise needed to include transparent and reproducible workflows in their own research.
**By the end of the program we expect our Ambassadors to be experts in using the Open WIN tools, have used GitLab to publish training material, for which they will receive recognition for in perpetuity, and where possible have openly shared one of their own research outputs.**
**By the end of the program we expect our Ambassadors to be experts in using the Open WIN tools, have used GitLab to publish training material with appropriate accreditation, and where possible have openly shared one of their own research outputs.**
### 4. Setting the agenda
One of the most difficult and unresolved problems in open science is how we appropriately incentivise good open science practice, and what policy (local or otherwise) we should have in place to support and reward open science. For example, should we include open science in professional development reviews? Should we explore open science "badges" on our work or profiles? How should we track engagement and growth in open science outputs? These topics all deserve careful consideration, not least because inappropriate use of metrics and "gaming the system" is a large contributor to many of the problems which open science seeks to address.
One of the most difficult and unresolved problems in open science is how we appropriately incentivise good open science practice, and what policy (local or otherwise) we should have in place to support and reward open science. For example, should we include open science in professional development reviews? Should we explore open science "badges" on our work or profiles? How should we track engagement and growth in open science outputs? These topics all deserve careful consideration, not least because inappropriate use of metrics and "gaming the system" is a large contributor to the problems which open science seeks to address.
**As people who will be directly impacted by any policy introduced to incentivise or monitor open science activities at WIN, we would like the Open WIN Ambassadors to help devise, consult on and explore how we move forward to promote behaviour change.**
**As people who will be directly impacted by policy introduced to incentivise or monitor open science activities at WIN, we would like the Open WIN Ambassadors to help devise, consult on and explore how we move forward to promote behaviour change.**
### 5. Shaping culture
......@@ -74,14 +74,14 @@ In all our activities, we will aim to model a positive research culture. Followi
- leadership is transparent and open
- time to think is valued.
We believe that in order to feel safe, secure and valued, we should cultivate an environment where the "whole person" is welcomed and respected. This recognises that we are more than just a "researcher", or "student", and it is the collection of our parts which makes us unique in our contributions and thinking. We have hopes, fears, passions, disagreements, strengths, weaknesses, relationships, responsibilities, pain, joys, sadness, laughter and complexities, and we cannot be expected to (always) separate these things from how we work. Recognising our individual diversity also enables us to be cognisant of our own biases and blind spots, and work to minimise the impact of them. Sharing ourselves as whole people, when we feel safe to do so, provides space for us all to support, accommodate and celebrate together.
We believe that in order to feel safe, secure and valued, we should cultivate an environment where the "whole person" is welcomed and respected. We recognise that we are more than just a "researcher", or "student", and that the collection of our parts is what makes us unique in our contributions. We have hopes, fears, passions, disagreements, strengths, weaknesses, relationships, responsibilities, pain, joys, sadness, laughter and complexities, and we cannot be expected to (always) separate these things from how we work. Recognising our individual diversity also enables us to be cognisant of our own biases and blind spots, and work to minimise the impact of them. Sharing ourselves as whole people, when we feel safe to do so, provides space for us all to support, accommodate and celebrate together.
**You will be expected to participate with the intention to embody a positive research culture, where we are respectful and supportive of each other as whole people. You will be expected to interact with honesty, humility and compassion towards yourself and others at all times.**
**You will be expected to participate in the Ambassadors programme with the intention to embody a positive research culture, where we are respectful and supportive of each other as whole people. You will be expected to interact with honesty, humility and compassion towards yourself and others at all times.**
## Evaluation of the programme and your experience
As this is a pilot programme, we intend to closely follow your experience and see how well we are meeting our aims and objectives above. We also interested to know how effective the programme has been in meeting your needs and expectations, how it could be improved and the impact you think it will have going forwards.
As this is a pilot programme, we intend to closely follow your experience and see how well we are meeting our aims and objectives. We would also like to know how effective the programme has been in meeting your needs and expectations, how it could be improved, and the impact you think it will have going forwards.
### Success against our objectives
......@@ -89,12 +89,12 @@ We will take a baseline measure of your open science activities at the start, an
1. Have you created and published some documentation on an Open WIN tool?
2. Have you started a new open/community project or contributed to an existing one (internal to WIN or an external project)?
3. Have you used our infrastructure for one of your research outputs?
4. Have you done another open science thing, e.g. preprint/pre-reg?
5. Have you given a talk about OS to your lab?
3. Have you used our infrastructure for one or more of your research outputs?
4. Have you done another open science thing outside of a topic we have directly trained on, for example shared a prepreint or pre-registered a study?
5. Have you given a talk about open science of the Open WIN tools to your lab?
6. Has your lab incorporated any open science practice into your "routine work flow"?
7. Has someone come to you with a question about open science? Were you able to answer it or did you know where to get support?
8. Have you contributed to WIN Open Science policy?
8. Have you contributed to WIN open science policy?
### Delivery of the programme
......
......@@ -40,32 +40,34 @@ During the first month of the programme you will participate in workshops to hel
#### Calls 5:6
Once you are familiar with the Open WIN infrastructure and working on GitLab, you will be encouraged to decide which tool(s) you would like to develop documentation for. You may also have ideas about which other projects you would like to take on or contribute to. In weeks 5 we will allocate the tools and discuss [what materials we need to create to support uptake](https://git.fmrib.ox.ac.uk/open-science/community/Open-WIN-Community/-/issues/25). In week 6 set up your space to develop documentation and your own projects.
Once you are familiar with the Open WIN infrastructure and working on GitLab, you will be encouraged to decide which tool(s) you would like to develop documentation for. You may also have ideas about which other projects you would like to take on or contribute to. In weeks 5 we will allocate the tools and discuss [what materials we need to create to support uptake](https://git.fmrib.ox.ac.uk/open-science/community/Open-WIN-Community/-/issues/25). In week 6 we will set up your GitLab space to develop documentation and your own projects.
#### Calls 8:15
Our regular calls will be 90 minutes long: 30 minutes for updates and problem solving, then an optional 60 minutes for co-working. These will be held every two weeks. These calls will be held on the first Wednesday of the month.
Our regular calls will be 90 minutes long; 30 minutes for updates and problem solving, then an optional 60 minutes for co-working. These calls will be held on the first Wednesday of the month.
During the update time, we will trial a process where we first silently document updates together, then read each others updates and pose questions. This is intended to make efficient use of our time as you will not have to prepare updates in advance or sit and wait for your turn to report back. Where anyone would like support, guidance or to seek others opinions on any part of their work, they will be invited to open the floor for feedback.
During the update time, we will first silently document updates together, then read each others updates and pose questions. This process is intended to make efficient use of our time as you will not have to prepare updates in advance or sit and wait for your turn to report back. If anyone would like support, guidance, to address questions from others or seek opinions on any part of their work, they will be invited to open the floor for feedback.
During the 60 minute co-working time, we will break out into small flexible groups and work on documentation and/or our open and community projects. This explicit co-working time is scheduled so you can have a dedicated time and space to contribute. You may choose to contribute outside of this time, or arrange co-working times which better suite your needs.
During the 60 minute co-working time we will break out into small flexible groups and work on documentation and/or our open and community projects. This explicit co-working time is scheduled so you can have a dedicated time and space to contribute. You may choose to contribute outside of this time, or arrange co-working times which better suite your needs.
## Schedule
Calendar invitations will be sent to all Ambassadors containing details of the below.
| Call | Date | Time | Topic |
|---|---|---|---|
| 1 | Wednesday, 3 November 2021 | 09:30 - 11:00 | intro and why open science |
| 2 | Wednesday, 10 November 2021 | 09:30 - 11:00 | git and gitlab |
| 3 | Wednesday, 17 November 2021 | 09:30 - 11:00 | tools demos and questions (meet the developers) |
| 4 | Wednesday, 24 November 2021 | 09:30 - 11:00 | policy, incentives, training, monitoring |
| 5 | Wednesday, 1 December 2021 | 09:30 - 11:00 | getting into teams, setting up project space |
| 6 | Wednesday, 8 December 2021 | 09:30 - 11:00 | getting into teams, setting up project space |
| 7 | Wednesday, 5 January 2022 | 09:30 - 11:00 | update and co-working |
| 8 | Wednesday, 2 February 2022 | 09:30 - 11:00 | update and co-working |
| 9 | Wednesday, 2 March 2022 | 09:30 - 11:00 | Mid point celebration and review |
| 10 | Wednesday, 6 April 2022 | 09:30 - 11:00 | update and co-working |
| 11 | Wednesday, 4 May 2022 | 09:30 - 11:00 | update and co-working |
| 12 | Wednesday, 1 June 2022 | 09:30 - 11:00 | update and co-working |
| 13 | Wednesday, 6 July 2022 | 09:30 - 11:00 | update and co-working |
| 14 | Wednesday, 3 August 2022 | 09:30 - 11:00 | update and co-working |
| 15 | Wednesday, 7 September 2022 | 09:30 - 11:00 | Close out and celebration |
| 1 | Wednesday 3 November 2021 | 09:30 - 11:00 | intro and why open science |
| 2 | Wednesday 10 November 2021 | 09:30 - 11:00 | git and gitlab |
| 3 | Wednesday 17 November 2021 | 09:30 - 11:00 | tools demos and questions (meet the developers) |
| 4 | Wednesday 24 November 2021 | 09:30 - 11:00 | policy, incentives, training, monitoring |
| 5 | Wednesday 1 December 2021 | 09:30 - 11:00 | getting into teams, setting up project space |
| 6 | Wednesday 8 December 2021 | 09:30 - 11:00 | getting into teams, setting up project space |
| 7 | Wednesday 5 January 2022 | 09:30 - 11:00 | update and co-working |
| 8 | Wednesday 2 February 2022 | 09:30 - 11:00 | update and co-working |
| 9 | Wednesday 2 March 2022 | 09:30 - 11:00 | Mid point celebration and review |
| 10 | Wednesday 6 April 2022 | 09:30 - 11:00 | update and co-working |
| 11 | Wednesday 4 May 2022 | 09:30 - 11:00 | update and co-working |
| 12 | Wednesday 1 June 2022 | 09:30 - 11:00 | update and co-working |
| 13 | Wednesday 6 July 2022 | 09:30 - 11:00 | update and co-working |
| 14 | Wednesday 3 August 2022 | 09:30 - 11:00 | update and co-working |
| 15 | Wednesday 7 September 2022 | 09:30 - 11:00 | close out and celebration |
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