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Chapter Meeting Minutes

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Jessie Stevens edited this page Aug 1, 2018 · 6 revisions

First meeting of the Creative Commons Australia Chapter

Tuesday 29 May 2019 11:00 - 12:00

In person at QUT Gardens Point Campus and online via Zoom.

Present:

  • Baden Appleyard

  • Cat Wattiaux

  • Delia Browne

  • Elliott Bledisloe

  • Jessica Coates

  • Jessica Stevens

  • Margaret Warren

  • Nerida Quatermass

  • Nic Suzor

  • Paula Callan

  • Tom Cochrane

  • Ginny Barbour

  • Adrian Stagg

  • Prodip Roy

  • Rocco Rinaldo

  • Lisa Swilita

Apologies:

Kylie Pappalardo

Jessica Smith

Agenda

  1. Review agenda

  2. Introductions, roll call (identify and document who is present, what their interests are);

  3. Designate a note taker;

  4. Review highlights of the Strategy, Charter, Chapter Guidelines, and Codes of Conduct;

  5. Election of Representatives;

  6. Discuss work of the Chapter, role allocation and identify substantive areas of interest;

  7. Chapter processes and coordination;

  8. Communication and coordination; and

  9. Current and proposed projects.

Welcome:

Nic Suzor (Nic) provides a welcome, introduction and brief background to CC and the establishment of the CC Chapter. He thanks all participants for joining the meeting and for taking the time and interest in CC AU’s Chapter.

  1. Overview of the agenda

  2. Brief introductions

  • Nic - Ass/Prof - Previously Affiliate of CC at QUT

  • Jess S- Research Candidate at QUT

  • Nerida - UCO history of working on CC projects

  • Adrian - OER higher ed at USQ

  • Paula- Scholarly Comms at QUT, QUT ePrints - journal service under OA

  • Ginny - AOASG - background in journal publishing (PLOS), AOASG past three year

  • Tom - Involved with CC from the beginning in Aus, continues to be involved as adjunct prof at QUT

  • Prodip - RMIT library adviser (repository), involved in libraries for past 12 years. Promotes OA through CC in Aus and wants to be involved with the activities

  • Rocco and Lisa: work for national copyright unit department of ed. Provide policy for K-12 across Australia (schools), policy support and active in law reform and education

  • Jess C: ADA and Australian Libraries Copyright Committee - background working on CC in the early days. Copyright policy work for sectors - a lot of advocacy and training and in terms of CC both orgs are supportive of CC and keen to work in the space. The ALC runs workshops in across Aus.

  • Delia: National copyright unit - K-12 involved with CC since 2005. One of the leads of CC Au. With Nic was involved with developing the new network. Promoting CC and Open Ed

  • Baden: Long interest in CC - moving forward after some big changes

  • Elliott: works with Jess C at ADA and Aus libraries. Worked at CC AU previously

  • Catherine: USQ copyright manager Open inform_ed

  • John: no response from John

  • Terri: no response

  • Brooklyn: no response

  • Henry: no response

  • Jonah: no response

  • Greg Hughes: Removed - due to inappropriate content

Please send bio outlining activities and interests of people so this can be circulated - follow up item for next meeting/ Slack.

  1. Designate a note taker

Jess S to take notes.

  1. Review highlights of the Strategy, Charter, Chapter Guidelines, and Codes of Conduct

Nic provides an overview of the network strategy and how this transition occurred. Many people thinking about how this can be broadened and established. Wanted to move past the easy wins from the first implementation plans and towards something which reaches people who aren’t already interested in CC. Done away with the memorandum of understanding - this was rigid and binding which restricted us from reaching more people. There is great opportunity to grow the network much more beyond the teams that have historically been in the network.

Chapters: separate to becoming network members. Agreed to abide by the code of conduct and want to work on some of the issue we have in Australia. We are the first chapter meeting globally. This means we are excited but also we don’t have much guidance to base our meeting off. Happy to see new faces - excited to kickstart the new chapter. Actively grow the participants. Follow up with people about what they are most interested in taking on. Only works on volunteers of individuals and orgs. We want to find out what people are interested in, and try to work out as a group how we can work together to progress these interests.

Delia: Outlines the platforms which people can join and be apart of:

  1. Open Education Platform;

  2. Copyright Reform Platform;

  3. GLAM Platform; and

  4. Community Development.

You don’t have to be a part of these but certainly if people are interested to get involved this is a good idea.

Jess Coates: feedback from GLAM institutions. Generally, based on the letter sent around ( a letter was sent inviting GLAM institutions to be involved in the Chapter), and on the information on the CC website people aren’t sure of level of commitment required to be a member etc. We should clarify what options are open to people and what levels of commitment are required for each option - Tom and Nerida are following this up.

Nic: challenges - how do we engage people who don’t have a lot of time but want to participate. We need to assign someone the role of outreach and working with people who want to be involved.

  1. Elections of the two roles below:

5.1. Chapter Lead: The CC Chapter Lead or Coordinator is the responsible person for coordinating and communicating on behalf of the CC Chapter regarding its activities. This person will be the main point of contact for the group of volunteers working in that country. The Coordinator will be selected via processes established by the members of the Chapter and consistent with the Chapter Guidelines. They are selected for a period, likely 1 or 2 years, to be determined by the GNC at a later date.

A Chapter Lead or Coordinator should:

  • Lead the coordination and management of the Chapter, both in terms of governance and activities;
  • Serve as the main point of contact for CC HQ, maintaining regular lines of communication and responding to inquiries of HQ within a reasonable period of time.

Nic calls for nominations for the CC Chapter Lead.

Delia puts Nic’s name forward as a person based on his history and understanding of CC for the period of 2 years.

This nomination was supported by and a vote was called. Outcome: agreed and carried.

5.2. Global Network Council Representative: The Global Network Council (“GNC”) Representative is an individual who serves as representative of the CC Chapter on the Global Network Council. This individual must be an Individual Member of the CC Global Network and a participant in the CC Chapter. This individual is elected via processes established by the Chapter and consistent with the Chapter Guidelines. They are elected for a period, likely 1 or 2 years, to be determined at a later date.

The GNC Representative plays a strategic role on the CC Network structure, and his/her primary responsibilities are:

  • Actively participate in the international structure of the CC Network, attending to the GNC meetings providing insights and feedback to the development of the network and its objectives.

  • Regularly report on Chapter accomplishments and activities to the GNC.

  • Global Network Council - core functions will be given to the council regarding decisions about where it invests its resources and helps the chapters and platforms. Will have a role in resolving disputes, vouching on membership.

Delia and Nic are currently on the council approving all and sundry but once the GNC are established, these roles will be finalised and the GNC reps will take over this role.

Delia and Nic to be able to provide advice and consultation.

Nic nominates Jess S - this nomination was supported. Outcome: Jessica to accept nomination, voted and carried.

  1. Discuss work of the Chapter, role allocation and identify substantive areas of interest

Role allocation

People who may want to put their names forward to take a leading role - affiliates were doing these roles but we now can think about people who might want to take on these discrete roles.

Function / role Person(s):

  • Chapter lead: coordination of Chapter activities Nic Suzor

  • GNC representative: liaison with Global Network Council Jessica Stevens

  • Website maintenance (technical) - If we do not have anyone who can take on this role we will shift to a centrally managed (by HQ). There are some disadvantages to this mainly our domain name will change and we may risk losing the links that are currently associated. We won’t lose control of the content. At this stage there isn’t anyone who can take on this role - this means we will have to have the site centrally managed.

  • Website content (static info)

  • Website content (blogs & updates) - Comms plan manager: Adrian with Elliott to assist with the setting up of this plan (strategic plan).

  • Blogs to be provided by each sector: * Delia on CR reform * Jess Coates (GLAM)

  • Promoting CC certificates (as a project?) becoming trainers.

  • Enquiries email coordinator (info@creativecommons.org.au) - Currently Nerida provides answers - but continue to forward the specific queries to individuals with expertise.

  • Enquiries email substantive responsibilities (per sector)

  • Lead responsibility for Open Ed (K-12)

  • Lead responsibility for Open Ed (Tertiary)

  • Lead responsibility for Scholarly Comms

  • Lead responsibility for GLAM

  • Lead responsibility for creative sector

  • Lead responsibility for public sector information

  • Lead responsibility for new membership and volunteer coordination

Central document - comms plan in GitHub or google doc. There is a space for ad hoc and also strategic comms planning Follow up- Adrian to take a lead on this but others to assist in this.

We want our advice and messaging to be streamline and to assist with this perhaps table on slack for people to coordinate discrete subject areas (self allocate). Lightweight governance structure - follow up topic for next meeting.

Self allocated interest in leadership roles to be discussed on Slack/follow up at next meeting.

Some suggestions in comments section:

  • Jess Coates - GLAM

  • Delia (NCU) - OER (K-12)

  • Elliott - Arts and culture

  • Prodip - Open Ed

  1. Chapter processes and coordination

  2. Communication and coordination

  • Proposal: all documentation on CC GitHub repository

  • Comms: Mailing list? Slack Channel

  • External: Mailing list?

  • Logo - follow up item to submit to CC GNC

  • We need to find a way for all of us to communicate but we need to progress our discussions as openly as possible.

Nic’s suggestion is the CC Slack channel - create an Australian sub channel:

  • Reasoning - primary way for people to communicate with the platforms and other ppl in the GN - Interpersonal communications (outside of meetings).

  • Github as a place to put our work and documentation - we will send these links out to all country participants.

  • Ginny- how do we authenticate people?

  • Nic- this is an issue with making things as open as possible - we risk spammers etc.

  • Ginny- perhaps some level of authentication?

  • Delia- the point of the new network “you need to have some skin in the game”. Not all people will be members straight away but will progress to this once people know who you are. We have people who aren’t our friends (anti copyright reform and activists). We need to be a little careful. Even though you might not be a member yet, once you get established people can vouch for you in the community. Is encouraging people to get to know people in the network and community so that people know your work enough to vouch for you.

  • Ginny - public repository - will everything be there.

  • Nic- we have committed to making our content open but there may be instances of sensitivity where this may not

  • already happen.

  • Jess C- orientation meeting for slack and GitHub - someone who knows what they are doing to spend 30 mins with people to discuss. - Nerida has volunteered to assist with this.

  1. Current and proposed projects

List of current and proposed projects:

Ask people on Slack what they are working on and what they might be interested in.

Project Person

  • Rights reversion [ Delia/Lisa/Rocco ] Elliot interested (?)
  • Research: open textbook publishing models Jessica Stevens
  • Research: measuring impact of open publishing Nicolas Suzor
  • GDPR compliance

10. Future meetings

Discuss next meeting - doodle poll? Zoom/ in person?

Multiple times per year (2 or 3) - perhaps in initial start up phase have more frequently until established. Bi-monthly - delia’s suggestion

Arrange a meeting in 6 weeks to touch base and update.

Action items

  • Join Slack

  • Get GitHub account for CC AU Chapter

  • Participants to add bios to Slack

  • Logo - follow up item to submit to CC GNC

  • Self allocated interest in leadership roles to be discussed on Slack/follow up at next meeting

  • Lightweight governance structure - follow up topic for next meeting

  • Participants to add current and future projects

Agenda for the Second Creative Commons Australia Chapter Meeting

When: Tuesday 31st July 2018 from 12:00pm 1:00pm.

Attendees:

  • Jess S
  • Tom
  • Ginny
  • Rocco
  • Jess Smith
  • Adrian
  • Prodip

1. Update from Chapter Lead:

Nic provides his apology for today. He has provided me with some comments. Australia was the first chapter to hold its chapter meeting. This was a great achievement for Australia. Other countries are starting to form their chapters and our CEO Ryan Merkley announced that the first GNC is likely to convene its first meeting in Sep/Oct this year. Nic wants each and every Country Participant in Australia to think about how they want to contribute to the CC community. We are leaving it up to members to come up with projects they want to pursue. As a community we will document projects and come up with a strategic plan – sort of like a road map. So over the next few months we should all brainstorm about what things we each want to do that has the potential to have an impact - Set as a follow up for our next meeting.

2. Updates from Country Participants;

Delia was recently announced as one of the newest board members of CC. This is a wonderful acknowledgement of her long service and continuous contribution to CC. Delia is an apology for today – we’ll start with Jess and Rocco for updates.

Rocco - provided the Australian contribution to the Reversionary Rights Project– one the first to be done. The website is still in BETA testing. The Google form didn’t convert the way it was supposed to. Rocco to follow-up.

Jess S - Good achievement for Australia. Thanks Rocco.

Jess Smith - training sessions and schools in TAFE and big session on CC info and CC and education sector. Share info as it develops. Overloaded at the moment.

Tom C – Questions whether anyone attended the recent copyright reform global meeting platform.

Jess Smith - Doesn’t think anyone attended. We weren’t sure if anyone attended. Supposing maybe Delia perhaps. Jess to confirm if Delia attended.

Adrian – a week ago the Special Interest Group (SIG) met, working on OER World Map. Created a Google Doc highlight existing practice in Aus. and will upload to the OER world map – directing people to the Australian part of the OER world map. USQ also has 2 Open Ed. Scholarships.

Jess Smith – Thinks the team had previously worked on putting more information in the OER world map- w_ill follow up with Delia._

Adrian – Objective is to ensure that CC has a presence in Aus and to put the CC related projects on the map.

Ginny- questions about the map and what sort of projects.

Adrian – The map showcases Openness in general (scholarship, data, ope ed)

Ginny- agree put something on OER and also other open initiatives. Open journals? What level of granularity?

Adrian - Anything in the open space what would be beneficial both at the national level in a country or at the institutional level. The map allows you to add tags to specific entries to refine searches ie “open data” “open scholarship” – not just OER.

Ginny - thinks its fabulous resources. Could use this right away to highlight what individuals are doing.

Adrian – The map is a Hewlett funded project – people are looking after it, has been recognised by the OER consortium for an excellence award. They have continued funding for the year and in process of doing updates to the platform. Previous when asked for feedback Adrian has provided feedback and they action this effectively.

Ginny- Will this continue?

Adrian- Funded for 4 years so far. Supported and updated regularly. Its stable

Ginny – Appeared in the Federal House of Representatives standing committee on Employment and training funding Australia’s research. Good response and a written submission is due August 10th. Jess, Nerida and Adrian offered to provide feedback on the submission. Also OA week – designing equitable foundations for open scholarship. Gather stories around the theme. Anyone else interested in contributing?

Prodip- Manager and her boss working on OER resources textbook policy. Deputy Vice Chancellor is interested in making policy. Library is contributing to open textbook policy. Working on this initiative. The university wants to do this asap.

Jess – Please keep the group informed and we are very interested.

Tom – no further updates.

3. Projects within the Chapter:

  • Creative Commons website – Nerida

Jess S - Nerida is an apology today. She has provided an update on the website. Pending the move to central hosting- which will provide opportunities for re-design, Nerida has been updating pages which need updating to reflect the CCGN and Australian membership/ chapter. For example, I’ve updated Contact us and stay in touch and People. At present, the website only includes Delia, Nic and Jessica. Interested to know how our broader individual and institutional members would like to be included on the People page. One option is to name, identify area of open and link out to an external webpage. As an extension to that- happy to coordinate a series of guest blogs “Introducing CC Australia” about member/ participant open projects. The link on the “People” page can go to that. Feedback and offers for blogs to Nerida at n.quatermass@qut.edu.au

  • Github documentation – Jess S – we have adopted Slack as our official channel for correspondence and Github to host our documentation. There are a few docs in the Gitbuh now – have a look and feedback/questions are welcome. Any issues using the platforms please contact – happy to help trouble shoot.

  • Reversionary Rights Project – Delia and Rocco (https://labs.creativecommons.org/reversionary-rights/) - addressed in Rocco’s update.

  • Other projects … no further projects were proposed at this time.

4. Follow ups from last meeting:

  • Slack and GitHub Chapter accounts are active;

  • Country Participants to send bio’s via Slack; and

  • Communications planning for Chapter.

Jess S- Adrian and Elliott self nominated to assist with comms planning. Elliot is an apology today. Adrian do you have any suggestions how we might go about get the comms plan up and running?

Adrian – start with what we have, what channels we want to use and what for. What we put on the website might be different to our socials. Frequency and types of content. Package – aim for weekly blog post on the CC sits and what these will be etc. Or just a simple minimum requirement? We need to determine ‘What, why'...

Jess S– I will link Nerida and Elliott and Adrian to further this comms plan.

  • Future Projects for Chapter

Ginny – related initiatives. How to link them together. CC focus on licenses Ginny’s ‘FAIR’ and other groups already doing work in the area such as the CC NZ and CC AU and AOASG community call – Jess S has attended on behalf of CC previously. There is a lot of overlap. We need to map the role of CC.

Tom – interesting but unifying theme is ‘access’. Seeking as much openness and ease of access - with different focus on technical foundations. Long views into the future about what kinds of conversations we might be having. Suppose we achieved better openness in research outputs and say we achieved fair use in Aus. What are the issues we will be talking about? Human rights issues will exist. Political activity in some places and less political in others.

Jess S – CC’s work in has always been in the legal and technical, human rights issues - Not just about licensing. We have always been interested and involved in policy and advocacy.

Prodip – Suggests a newsletter as part of the comms plan – Prodip to be involved in the comms planning group.

Ginny – Has an AOASG newsletter we can add things to in the interim. Jess S to follow up with Ginny if there is anything to include.

5. Discuss next Chapter Meeting.

Jess S- propose a meeting after the GNC meeting in Sep/Oct, perhaps in November?

Adrian: Are we as a chapter thinking about sponsoring or promoting OA week? Suggest a meeting before OA week?

Jess S –. Suggests as individuals support local initiatives. In terms of a collective response for OA week perhaps once we have more of a strategic roadmap this will happen. Unless we have anything else to add that’s the meeting. I’ll send out a Doodle Poll for the next meeting and I’ll chat to you all soon. Thanks for your time. 12:49pm finish time.

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