2016 Workshop:Joint Guidelines

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Joint CEDAR-GEM Workshop Guidelines for Conveners

Proposals for CEDAR-GEM Joint Workshops are due Friday 1 April, 2016

Convening a joint workshop at the joint GEM-CEDAR meeting is an excellent way to bring together experts from both communities on a particular science topic, and increase visibility and awareness of a given research area. We will assume that the presentations in these joint workshops will adhere more closely to the GEM model of very short (usually 5-slide or less) presentations and allocate time for discussion, unless a different format is appropriate dependent on the goals for the joint workshop.

Regardless of the specific format chosen, there are several guiding principles that all workshops should adhere to:

  • Many of the attendees to the joint GEM-CEDAR meeting are students. It is important to introduce the topic of the workshop in general terms and to provide context for the non-specialists attending the workshop.
  • Discussion is a vital aspect of any successful joint GEM-CEDAR workshop. Sufficient time should be reserved in the workshop schedule to allow for it.
  • CEDAR and GEM are broad and open communities. When deciding on the participants for a workshop, give consideration to all interested scientists, not just those you may have initially thought of when planning the workshop.
  • One of the goals of CEDAR and GEM is to encourage the next generation of scientists. Student participation, where appropriate, should be encouraged in any workshop.

When proposing a workshop, potential conveners are required to denote what type of format they intend on following. The format may be one of the following:

  1. Short presentations and discussion. These workshops may or may not have scheduled speakers. We discourage AGU-style talks with conclusions and encourage workshop presentations that end with questions instead of answers. We encourage the talks to be very short (~5 slides). It is expected that there will be considerable time for discussion.
  2. Open or Round-table discussion. This format allows for face-to-face discussion in a large or more probably small group. This format is appropriate when the proposed topic is quite specialized and perhaps controversial. Participants in the open or round-table format are encouraged to bring material to present, but the focus is on the discussion. Outside of perhaps having a short overview of the topic at the beginning, the bulk of the time is reserved to discussing the topic.
  3. Panel discussion. These workshops consist of inviting a "panel of experts" to discuss their views on a topic and then answer questions from members of the audience. This workshop format is most successful when the topic is more programmatic in nature. Focus should be given to allowing ample time for the audience to question the panel. It is expected that the attendance would be relatively high.
  4. Tutorials. This format is appropriate when the goal of the workshop is to present a given technique, approach, or new topic to the community. It is expected that fewer speakers would be presenting material than in format (1). Each speaker, however, would likely go into more depth on their material and be allotted a longer speaking slot. Planning sufficient discussion time (preferably after each speaker) is critical for the success of this type of workshop. It is expected that the topic of these workshops might be somewhat specialized like "Cubesats" or "Mathematical Methods" and that the attendance would be moderate.
  5. Other - to be described briefly in the 'Other' box if it is not one of the above formats.

There are several additional points to keep in mind when planning your workshop:

  • Just before the Workshop, all workshops should post their agenda on their wiki page which is set when they submit a workshop request. This can be linked as a .docx or .pdf (preferred for archive), or in .html text within the workshop web page.
  • After being held, all workshops should be documented. Primarily, we encourage that any presentation slides are archived on the CEDAR and GEM websites where the joint wiki page is used for CEDAR. Ask your participants to provide digital copies of their slides for this purpose. Accepted formats for archival are .pdf, .pptx, .ps, .eps, and .html. Often, .pptx presentations are saved as .pdf where movies or layers are lost, but .pdf is best for archival purposes. In addition, we encourage writing a summary of the workshop, how many people attended, what was discussed, etc.
  • The success of a workshop should not be judged solely on the number of people who are sitting in the audience. The quality of the material presented and the discussions fostered are more important than a simple headcount.
  • A wide range of technology is available for integration into a workshop. When proposing a workshop, please request any support you will need (LCD projector, access to the internet, a database where presentations/data/models will be accessed in real time, etc.).
  • Be creative in organizing your workshop.

In order to propose a workshop, potential conveners should submit the following information to the Joint Workshop Committee via the web form by the due date:

  • Title of the joint workshop
  • List of conveners for the workshop with their email addresses and whether their primary affiliation is CEDAR or GEM (hopefully have both CEDAR and GEM conveners, but this is not strictly necessary)
  • Justification for the workshop (presumably most of these joint CEDAR-GEM workshops relate to a Focus Group within GEM, the 2012 Decadal Survey for Solar and Space Physics, the 2011 CEDAR Strategic Plan with an addendum from November 2013, or other joint interests.)
  • An initial (brief) or 'final' description of the workshop (preferably geared so students can understand it)
  • Format of the workshop (as described above)
  • Duration (2 hours by default, but could be 4 hours)
  • Estimated attendance
  • Request for specific days (joint sessions should be Monday, Tuesday, or Thursday)
  • Special technology requests (as described above)

Conflicts with other workshops to avoid are not asked for at this time because just after the deadline, the list of proposed joint workshops will be sent to the list of conveners to find out which conflicts should be avoided in the initial scheduling of these joint workshops. The scheduling of the individual CEDAR and GEM Workshops will be done after the joint workshops are scheduled.

Before or after the proposal deadline, certain workshops may be declined, moved to be an individual CEDAR or GEM workshop, or asked to be combined with other workshops. After the proposal deadline, conflicts among the joint workshops will be determined before a schedule of the joint workshops is created. This schedule will be sent to conveners for approval before it is finalized and posted on the CEDAR and GEM websites. Conveners of approved workshops can submit a more detailed workshop description on their wiki workshop page at any time. We encourage workshop descriptions that are geared so that students, who may be unfamiliar with the workshop topic, see a general description of the context and importance of the topic while specialized jargon is avoided.

Any comments on the joint workshops at the 2016 Joint GEM-CEDAR meeting should be directed to the Joint workshop committee listed at the end of the announcement for Joint Workshops.