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Diversity, Equity, and Inclusion SEC Subgroup Meeting

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Description

Meeting to discuss our goals as SEC DEI, and start projects.

Draft Agenda: https://docs.google.com/document/d/1ALivuXCQsmKX53qhG8n5qG4OEZ0wcPj3m80Z1ho0pus/edit?usp=sharing

Zoom Info for Connection: https://virginia.zoom.us/j/93512654557

Meeting minutes: https://docs.google.com/document/d/1SyPLLGWLVeyHo5l3d3w6n7_6cFWprL65-gHezXP91AU/edit

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2pm, July 10, 2020

 

Indico Link: https://indico.fnal.gov/event/44264/ 

 

“Pre” Discussion - Seems like there are some remaining issues with signing up to the listserv, but it does seem to be working for some people. Best way to disseminate information? Indico seems useful. 

 

Some common abbreviations: 

  1. EC = Early Career 

  2. IED = Inclusion, Equity, Diversity 

  3. CE = Community Engagement (usually referring the the Snowmass CE Frontier) 

 

Main Discussion

  1. We need more people designated as leaders for the first term. Right now we have Johan, but we ideally need two more people. 

    1. Please sign up on the leadership spreadsheet https://docs.google.com/spreadsheets/u/2/d/1OGw0pmA4tezZv7LvX79HtgNsJ7nm3Owr9oY8WzrBhfk/edit#gid=0 

    2. Question: what is the leadership model? A: We plan on having a “rolling” leadership, where many people take overlapping 6 month terms. Leaders will be listed as points of contact for anyone with EC IED concerns. They will also be responsible for hosting meetings and sending reminder emails. 

  2. We need to evaluate our overlap with the “official” Community Frontier IED group that exists in Snowmass

    1. Community Frontier IED town hall next week (July 15) - members of EC group should attend

      1. Multiple members verbally confirmed they will attend 

      2. We believe this will start the formation of smaller subgroups to tackle specific issues 

      3. Town hall may also illuminate other issues from the broader Community Engagement frontier 

      4. CE Frontier plan: hold multiple town halls to bring in external experts on engagement issues. Each town hall will focus on a particular subject. 

    2. We want to augment the efforts of this group, not copy their work or duplicate it 

      1. What can we do to help? 

    3. Recommendation: join the Community Engagement frontier Slack channel 

    4. Possible proposal: EC IED subgroup could hold “post town halls” following those of the CE frontier; could discuss how we can approach the issues brought up from the perspective of early career people 

    5. Comment: Snowmass EC Coordination members are present within different topical groups to make sure early career voices are heard. Should we have a specific liaison between Snowmass EC and Snowmass CE frontier? That seems to be the point of this group, so maybe having a designated liaison is redundant. 

    6. Comment: EC IED group is there to ensure the EC portion of Snowmass is equitable and inclusive, i.e. ensure leadership in other EC groups is representative. 

    7. Comment: EC IED is broader than EC coordination. 

    8. Comment: Maybe those attending CE frontier town halls should also attend Coordination meetings. 

  3. Gathering Existing Resources 

    1. Comment: some discussion on where to conglomerate these resources. Email thread, Google drive, CERNbox, DropBox, webpage, …? 

      1. We have a space on Snowmass21.org - ask to get access to this in order to provide links? Task for leadership. 

      2. CERNbox Link: https://cernbox.cern.ch/index.php/s/6p3jYOYIjOjbMjm 

        1. Password: SECDEI 

        2. Upload things you find relevant and interesting :) 

    2. Some resources mentioned during the meeting: 

      1. ParticlesForJustice.Org has gathered a large number of resources related to BLM/ShutDownStem 

      2. Previous Snowmass community engagement white paper (unfortunately not much dedicated to equity/diversity/inclusion) https://www.slac.stanford.edu/econf/C1307292/docs/Communication.html 

      3. ATLAS/CMS/Nova/APS/American Astronomical Society Codes of Conduct 

  4. Action Items/Goals 

    1. “Literature Review” on HEP Codes of Conduct 

    2. Common vocabulary resources (i.e. defining “what is equity”), like an EID dictionary  

      1. Do we have contacts in Sociology, etc. who can help put this together? 

    3. Develop a twiki page to contain this information after the end of Snowmass, or other public area that will be easy to find 

    4. Public comments/suggestions box - would be great if this could be anonymous 

    5. Organize a town hall with the wider Snowmass Early Career community? 

    6. Evaluate and approve leadership selection from other Snowmass EC groups 

      1. What kind of diversity do we want to see in these leadership teams? Demographic, experimental/theory affiliation…? 

      2. What was the selection process used by each subgroup? 

      3. Ask groups to send a written response; we can synthesize this information 

        1. Comment: many groups suffer from lack of people interested in leadership; how can we make leadership more attractive? 

        2. Comment: many groups have also done “rotating” shifts for leadership, then allowed people to sign up for leadership positions voluntarily. How do we evaluate this setup? 

        3. Comment: we should come up with a number of questions to submit to each EC subgroup: Which experiments are represented? What is stopping people from taking on leadership positions? We should draft this and send out these meetings. It may be too late to impose a rubric on leadership, since many of these positions have been filled. Hopefully these questions will help guide future leadership assignments. 

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