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Steering group meeting 2019-12-13


  • 2019-12-13 12:00 - 13:30 CET, 13:00 - 14:30 EET



  • Kristoffer Laigaard Nielbo
  • Michaela Barth
  • Pauliina Somerkoski
  • Radovan Bast
  • Rossen Apostolov
  • Thor Wikfeldt
  • Jon Kerr Nilsen
  • Terje Vellemaa


  • Kristoffer Laigaard Nielbo
  • Michaela Barth
  • Pauliina Somerkoski
  • Radovan Bast
  • Rossen Apostolov
  • Jon Kerr Nilsen
  • Terje Vellemaa

Meeting minutes (approved 2020-01-16)

1. Welcome and introduction

New persons have joined the steering group so we should all introduce ourselves.

2. Workshops outside of Nordics

We have invitations (some concrete, some tentative) to instructor training workshops and regular CodeRefinery workshops outside of Nordics where the hosting institution would cover travel and accommodation costs:

  • TU Delft
  • London
  • University of Exeter
  • Heidelberg
  • TU Braunschweig

These events would involve sending 1-2 persons for 3-5 days.

Motivation for committing to these events would be to recruit new CodeRefinery instructors and lesson contributors and with this increase the visibility of the lesson material and impact of the project. This will contribute to the sustainability of the project beyond 2021.

We have several decision options:

  • We allow staff to participate in such events up to a certain number of events per year.
  • Only 1 or 2 project partners allow their staff to participate (since we would need to only send 1-2 persons).
  • We decide this case by case.
  • We do not allow this.
  • We allow this provided also work time is compensated, not only the travel. But do we have a mechanism to invoice work time?

Risk of commitment: The two team members would be removed from their local daily duties for a week and not be able to participate in local activities or a parallel Nordic CodeRefinery workshop. There is a risk of overcommitment.

Risk of non-commitment: Possibly limiting the long-term impact of the project, personal development and career development and networking opportunities for the two participating team members. We would probably not recruit the TU Delft community and other communities as future lesson users and contributors.

Recommendation of the steering group

Members of the steering group expressed concern about spending NeIC funding for provisioning of support to non-Nordic researchers. The concern was brought to the attention of NeIC XT. NeIC XT considered the question as very interesting and highlighted that it should be handled as normal project change management and therefore a SG decision matter with the NeIC XT representative within the SG taking care of that NeIC strategy is followed.

Thus, in light of positive broader impact, increased visibility and sustainability opportunities, the steering group approves that the project can commit up to 10% of time (measured in person workdays) to non-Nordic workshops. The specific choice of place, duration, and format will be made for maximizing the benefit for the long-term sustainability of the project. Such suggestions are to be communicated with the steering group via email. It was discussed whether the final decision should also be done via the SG or stays within project management after receiving advice from the SG. This recommendation is supported by NeIC.

The event at TU Delft (1.5 day instructor training and 2-3 days regular workshop) will act as a pilot and future commitments will depend on this experience. We will also insist that both the instructor training and the workshop event are open to participants from outside TU Delft to maximize impact.

In addition, the steering group recommends the development of a cost model for workshops where workshop hosts are charged including hourly rates and the invoices are processed by partners committing the instructor staff.

3. Cancelled Aarhus workshop (if time permits)

We had to cancel a workshop scheduled at Aarhus university due to too few registrations. It seems that our announcements did not reach the research community. How can we better connect to research groups that must exist and most probably do not know about the project and the workshops?

This point was not discussed.

4. Next meeting

February 7, Stockholm Arlanda, 9:00 - 15:30 CET.