At MIT: Rui, Adrian, Lauren, Victoria
Remote: Emman, Henri
At WHOI: Marissa, Lea, Kalina
900 Dec 4 2019
MIT-WHOI Webex: https://mit.webex.com/mit/j.php?MTID=m1d296a043a1a6631d48b10de61d36323
(#:648 284 796, pwd: jpreps, host key:536450)
Agenda
- Meg would like to discuss the Steinbach Scholar program first on the agenda.
- Meeting ASA compliance (should be all done)
- Introduce new JP reps to OGE
- Better way of approving funding requests?
- Winter Meeting and Retreat Updates
- JP Sustainability Liaison
- Extra buffins expenses comp.
- Social hour scheduling (Dec 10)
- Solicit for an international committee rep
- Next meeting date?
Meeting Minutes
- Steinbach Scholars
- 2 steinbach scholars (Bio and PO) this summer (start contacting potential scholars now); rethink structure of scholar visit?
- Current purpose is to give students an opportunity to have contact with scholars in the field. Easier to make contact. Scholars are interested in giving students advice/answer career questions
- Scholar should still give a talk. Make it less of a burden for scholars; how to improve student attendance?
- Need to work on turnout of AOSE especially (videolink talk? Have MIT visit?)
- Suggestions for improvement:
- Get rid of at-large scholar
- Get more interdisciplinary scholars
- Integrate with departmental talk
- Improve advertising across department
- Organize group from MIT to go down together (JP car)
- Have PO scholar give talk at MIT
- Talk to Mara about video-linking and Rose about experience with Dawn Wright
- Suggestion for WHOI commencement speaker (Naomi is the current suggestion)
- General advice: keep in mind events and deadlines at WHOI and MIT, look at room schedule (Lea will send these along)
- ASA Compliance
- Rui went to two meetings, Henri went to 1, Victoria went to 1 on 1
- Introduce JP Reps to OGE
- We got funding again!
- Rui will send an introductory email to OGE with all the reps info
- Approving funding requests
- Is there a better way to approve requests? Ideas:
- Perhaps use the slack account? Rui could post via slack.
- Require 2-day window to voice opposition; threshold for discussion
- 48 business hours
- $300 cap
- <10 people
- Going to move forward with the 48-hour “default approved” system UNLESS over the cap of $300 or the request is less than 10 people
- Is there a better way to approve requests? Ideas:
- Winter Events
- Winter Meeting
- Rui and Lea to connect regarding winter meeting (looking at January/mid-January for getting agenda items, for example)
- Wil kick-off planning after IAP starts
- Winter Retreat
- Planning to send the first email next week
- Questions:
- Should we ask for payments already, or just get a sign up?
- Previous email: Meghan Jones sent an email that was sign-ups and $20/person (Kalina to forward to Lauren and Adrian/the Reps at large)
- Also previous email from Lizzie 2 years ago to be forwarded
- How should we ask for payments/make a funding request for food (i.e., what does the cost cover?)
- Number of beds?
- Capacity of 40
- What about SOs?
- Second sign-up for “leftover” spots, first come, first serve
- Should we ask for payments already, or just get a sign up?
- Reserved the house for Jan 31-Feb 2
- Food: only tricky thing is that if we buy groceries in NH then we have to use travel card; in MA we can use the normal JP procurement card. Will want to keep in mind when thinking about food logisitics
- Winter Meeting
- JP Sustainability Liaison
- Make an informal reps position (Lauren to fill for this year) that stays connected with the sustainability initiatives at WHOI
- In future years, could make this akin to the “outsourced” jobs
- Extra buffins compensation
- Forward receipts to Adrian and Kris; bring physical receipts to either Adrian/Kris
- Kris will initiate the reimbursement process once receipts are in hand
- Can use courier to get receipts to MIT from WHOI
- Social Hour Scheduling (Dec 10)
- This would likely be the last possible option before January
- Food? Is pizza ok? Something nicer for the “last day of school” social on the 10th?
- Kalina could get a quote to put in a request for additional funding for something nicer
- International Committee Rep
- Isn’t a rep for international committee currently; Kalina will send an email to the student body to solicit interest
- Next Meeting Date
- January 14th; 1PM
- JP Card Update (Update from Adrian)
- Applied for a new card; in Adrian’s name (old one active until new one reactivated)
- Online training course required for Adrian to do (will be doing soon)
- Kris suggested that all of the JP Reps take the online training (there are lots of specific rules we should be familiar with)
- Adrian will forward to all of us/set a deadline for us to take it