Minutes from the CCR-FYI Steering Committee Meeting

January 25th, 2007, Thursday 11:00 AM- 12:00 PM

Presenting at the meeting:

**Bethesda Campus:** Girish Patel, Renuka Sivendran, Martin Guimond,
Haiqing Li, Swati Choksi, Margaret Pratt, Tamaro Hudson and Jonathan
Wiest.

**Frederick Campus:** Michael Rosu-Myle, Veronica Hall, Veronique Pascal
and Stephen Maher.

**ATG building:**, Jennifer Shen

**Post-bac representative:** Marie Shockley

Welcome!

Meeting Topics:

7^th^ Annual CCR-FYI Retreat (updated by Girish Patel)

1.  Abstract book for annual retreat

The deadline for the abstract book has just passed and it is now off to
the printers. Despite the usual last minute scramble, everything went
off in time. Girish thanks all volunteers who will help to moderate and
judge at the meeting.

2.  Hotel registration

In response to last year's survey findings, Jean was able to convince
the hotel that there needs to be a change in the check-in process. As a
steering committee member, we do not have to go to the registration
desk, but instead report to Jean's desk and she will have your keys
waiting for you. As long as we have no incidentals on our bill, no
additional step is needed. However, if anybody does wish to incur
incidental, he or she will need to complete a registration card at the
front desk.

Similarly, all speakers and guest panelists can also collect their keys
from Jean's desk. For everyone else, they will also not need to complete
a registration card and the room keys have been paired up ahead of time.
This should speed things along.

3.  Pre-meeting meeting for the entire steering committee

The formal steering committee will be held at 2pm in one of the upstairs
rooms, hopefully with light refreshments. It is important for all
steering committee members to arrive early enough to attend this
important meeting. We hope to run though the meeting plans and also hand
out folders with judging sheets, clearly outlining each member's
responsibilities.

4.  Career Fair & Resume Critiquing (Veronique, Jordan & Tinoush)

Recruitment to the career fair has been a challenge, but over the last
month there have been successes. We have also received help from the
Felcom career fair organizers. The resume critiquing person is on board
and we have received a number of resumes.

5.  Moderators & Judging (Veronica)

Veronica completed her list of moderator and judges. We want to thank
all the volunteers. But please contact the speakers or
workshop-panelists to ensure that they are aware of the hosts and if
possibly, arrange a time and place to meet before the presentation. At
the venue, all moderators need to familiar with the audiovisual
equipment. Manny who runs the AV is fantastic and committed to make sure
everything running well, please make time to meet with him.

All moderators who are hosts should know when the speaker has checked
into the hotel, what time their speaker is presenting and ensure their
presentations are loaded onto the correct computer. In addition, please
read their biosketch, so that they can be introduced properly.

With respect to judging, all the judges are steering committee members.
Overall, best 4 orals and 4 posters are going to receive travel awards.
For it to work effectively: first, each judge should use the full range
of scores; second, all the judges need to get together and reach a
consensus; and third, we need to realize that judges score differently.
The meeting for the oral award should take place on the
afternoon/evening of the second day and will be adjudicated by Veronica.
For the poster awards, there is a 30 minute interval that begins at
10-45am on the last day, the same principals apply as for the oral
presentation judging. Marie Shockley (new post-bac representative) has
agreed to write the awards.

6.  Speaker logistics

Girish will make an introductory slide for each session. There will be
reserved seating at the front for all speakers and name cards and timer
on the table. For the workshops and concurrent oral sessions, there will
be a walkie-talkie to contact the audiovisual team, in case something
does not work. The concurrent oral sessions have been arranged so that
there is a single transition form mac to pc or visa versa. Lastly, it is
the implicit responsibility of all moderators to finish on time.

7.  Workshops (Gillian)

All organized and set up.

8.  Blind date dinner

The organization for this is underway. The team consists of Tamaro,
Heidi, Renuka and Haiqing.

9.  Surveys

The surveys are now ready. We will work with Marie to workout how to
include the post-bac survey.

10. Trinkets

Mugs with a log.

11. Posters from core facilities & others and flyers

We are still sorting this out.

12. Site visit -- meals and other things.

Should be soon, but finding a mutually convenient day is proving
difficult.

Additional Topics (for annual retreat):

1.  The back up for Dr. Yuspa is Dr. Lalarge Wakefield.

2.  There are three meetings organized for the steering committee at the
    retreat, with 1) the directors, 2) NPA rep and 3) Patrick Miller. A
    meeting with the WSA may be arranged. More details will be provided
    at the next meeting.

3.  Stephen is going to try to get a newsletter out in time to add it to
    the delegate pack.

Please be aware that there will be a steering committee meeting on
22^nd^ Feb.