StateoftheMap Organizing Committee/Minutes/2019/2019-01-30 Meeting

Meeting of the scholarship subgroup

Time and location: 2019-01-30 at 15:00 UTC on Mumble, HOT Mumble server

Participants:

• Mikel Maron (board)
• Rachel VanNice (HOT)
• Melanie Eckle (Heidelberg Uni./HOT)
• Sven Lautenbach (Heidelberg Uni.)
• Christine Karch (WG lead)

Minutes by: Dorothea

Related tickets

• #42
• https://github.com/osmfoundation/sotm2018/issues/64

Related documents

• SotM Scholarships Master Ticket
• HOT Summit Scholarship idea

Agenda

Top priorities

• to define how we will form the selection team and begin recruiting # Plan to begin recruiting # Messages
• begin developing submission form, based on last year's.
• begin drafting blog post.

Minutes

Some points have been reordered.

Decisions

• Communication: Make clear that these are SotM/OSMF scholarships which can be extended to cover HOT summit (financially covered by HOT)
• Framing/Labeling: OSMF scholarship with provisional HOT summit supplement
• Financial: HOT will be covering hotel, registration and daily stipend during HOT summit

Action items

• (done) @dorotheakazazi to start list of potential selection team members to be contacted, including names mentioned during the meeting and past scholars
• (done) @slautenb to check if the University of Heidelberg has contact person at Foreign Ministry of Germany.
• (done) @dorotheakazazi to check if last year invitation letters were also sent from Wikimedia Italia.
• (done) @mikelmaron to suggest some people for the scholars' selection team.

Submission form

• Rachel volunteered to help (submissions open on Feb 15th).
• Potential additions to existing notes:
  • Ask if they are applying for a grant for another event taking place about the same time as SotM.
  • Ask -if they will apply for a Visa- if they will be available for gathering their documents in their previous months or if they have any plans to be away for long during that period.
  • Ask if their passport needs renewal.
  • Can mention minimum list of required documents.

Scholars' selection team

• Goal: 7-10 persons
• Christine described the process to select the program committee.
  • 3 persons (Martin, Gregory, Christine) compiled the initial list of people to approach.
  • Would have asked the Local Chapters, but there was no time.
  • Decided to ask people from various communities/countries/thematical areas.
  • Team: 10-15 persons
  • Will also involve everyone in the call for papers and will ask if they want to introduce speakers.

Selection team: people that are/might be interested

• Sven _(confirmed)_
• Rebecca from HOT _(confirmed)_
• Laura Mugeha _(SotM 2018 scholar - expressed interest)_
• Past scholars _(have understanding of process and geographic diversity)_

Visa related

• [Visa requiring countries](https://www.auswaertiges-amt.de/en/einreiseundaufenthalt/visabestimmungen-node/staatenlistevisumpflicht-node) _(link by @slautenb, also matches list by Heidelberg Uni.)_
• Heidelberg Uni. processes a lot of long-term Visas.

Accommodation

• 80 beds booked by local team in various hostels from 27 Eur/night, in different categories.
• Rooms are shared
• Duration of reservation: from day before SotM and duration of HOT summit.
• Distance from venue: can be walked.
• Cancellation: up to 8 weeks in advance of SotM

Notes

• Need some places for team.
• Might need some reservations to start 2 days before SotM, for scholars in cases where flying two days before is cheaper than staying an extra day at Heidelberg.

Invitation letters

• Easier to get them signed by Institute of Geography, rather than Heidelberg University.

Next meeting

12th of February, 15:00 UTC