Cluster Approval Process: Current practice does not align with P&P documentation

[relphj]

Cluster Approval Process: Current practice does not align with P&P documentation. Current practice is documented in the How to cluster document and summarized in the Cluster application form. The VP remains responsible for the decision.

1. P&P 1.3 Corporate Organization Section 8 Part 1
2. How to Cluster
3. Cluster Application Form

[acrall]

Sharing relevant information from the how to cluster document:

Propose an ESIP Cluster
To propose an ESIP Cluster, you will need to [complete a form with the following information:

• Name of proposed Cluster
• Name of initial chairperson and co-chairperson
• Names, affiliations, and email addresses of committed members
• Preliminary description of Cluster and Cluster goals (reference section Set Cluster Goals)
• What is the motivation for forming the Cluster? How will the Cluster know it is successful in terms of goals and outputs? What is the anticipated timeline for achieving your goals? If known, how does the Cluster fit in with or how will it interact with others? How is this proposed work related to your day job? Is your employer supportive of your involvement in this effort?

All proposals will be reviewed by the Program Committee, chaired by the Board Vice President, in consultation with ESIP staff. The Vice President makes the final decision. Proposals will be reviewed considering the following criteria:

• Alignment of Cluster goals with the mission of ESIP
• Engagement of individuals affiliated with one or more partner organization (reference section Who can propose an ESIP cluster)
• Limited to no overlap with the goals and activities of existing Clusters
• Capacity of ESIP staff to support a new Cluster

[relphj]

My reading: The creation of a new cluster is approved by the Vice President in consultation with the Program Committee and ESIP Staff.

[BenGalewsky]

My reading is that the current policy doesn't actually have any responsibility for approving new clusters. This needs to be updated

[BenGalewsky]

"Anyone who is employed by or is a member of an ESIP Partner Organization can propose an ESIP Cluster" the VP in consultation with the program committee and ESIP Staff

[relphj]

See also definition of ESIPer in #46

[BenGalewsky]

Frew: What resources does a cluster get? Why do we need to manage approval

Maire: Takes staff time, drive space, coaching, zoom rooms

Could also dilute ESIP

Sarah: We have 31 clusters right now. There is a lot of staff time opening and closing zoom rooms
Cluster approval process helps to insure there is not a lot of overlap between clusters.
Make sure we maintain a full pallet

Frew: This should form the basis of a "cluster evaluation cheat sheet" - look for morbidity, overlap

Sarah: We have the "how to cluster doc" - we don't have one from the approvers point of view.. A Check sheet.
How do we put a cluster on hiatus? "It has to be the cluster" - what if they are too dispersed to even decide to do this. What can other volunteer leaders do to decide this.

There is hiatus, but they never go into deep freeze.

Frew: Filling in a form feels unnecessary. Each item should be traceable to items in the cheat sheet

Karen: Also want to prevent malicious actors
Also, new people visting the site if they see lots of inactive clusters they might come away with the impression that ESIP is moribund and be discouraged.

We need a process to officially migrate a cluster to "on hiatus"

Sarah: missing a number of calls in a row... could that be the trigger to go on hiatus?

Need to get more intentional about what the cluster accomplishes. Can they articulate a goal and how the cluster advances the goal?

Ben: Should we say that if a cluster skips calls for n months they are considered "on hiatus"

Frew: Clusters have a responsibility. They may be assigned a fellow who is looking for gaining experience.

Karen: Some clusters are organized around planning a hackathon at the summer meeting. Maybe they don't need calls.

Sarah: Making the cluster more intentional around goals. If their goal is centered around calls then missing 3 calls generates a call from the staff.

The fellows have often been seen as "Free labor for the meetings". There is a lot more they could do and want to do

Karen: Please no quarterly reporting…just a check in when ESIP staff notice a lack of action seems sufficient.

Sarah: even an annual-ish plan of 3-5 sentences on the books would feel more formal than what we have in most case

[relphj]

Also see https://www.esipfed.org/collaboration-areas/

[relphj]

Notes from 5/19 meeting:

• One big concern is staff capacity. There are 30 clusters, and that’s a lot of staff effort.
• Another concern is that clusters don’t overlap too much
• Do we need a documented decision process for the Approvers? A checklist for consideration.
• Who decides whether to put a Cluster on hiatus? It’s the Cluster, but what if they’re too busy to decide?
• Do we need to explain why we’re asking the questions in the Cluster Proposal form?
• Periodic review of clusters reduces the clutter on the website and reduces chance of negative impressions by people looking how to engage with ESIP
• Collaboration Area or Cluster?
• Cluster heads have some responsibilities. For example, there may be an ESIP Fellow who is trying to be involved in ESIP through the cluster. And all of the cluster members are trying to get something out of it as well.
• Is there a requirement for Cluster reports to the Board meetings? (Karen says “please no”)
• Proof of Life Protocol - there needs to be some check to make sure that the cluster is still active, but perhaps does not need to be codified in an SOP

[BenGalewsky]

Just some mild changes to P&P 1.3 and then a reference to the "How to cluster"

An ESIPer can propose a cluster. The VP in consultation with the staff will approve