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2025 07 25

Attendees: Eleanor Broadway, Mai Hoang, Stephen Longshaw, Damian Jones
Apologies: Marion Weinzierl

Agenda

  • Terms of Reference
  • Discussion: Invitations to potential EDI WG members
  • Who do we invite from the spreadsheet?
  • Invitation process:
    • Deadlines
    • Invitation text
    • Ownership of each invitation

Actions

Arising:

  • ACTION: (Eleanor) Add introductory content, minutes, and v1 Terms of Reference to CAKEbox site – this will form the landing page linked in WG invitations.
  • ACTION: (Eleanor) Check if she can be an admin of a mailing list on the STFC service as an external.
  • ACTION: (All) Write text for the invitation template.
  • ACTION: (Stephen, Damian, Mai) Send out invitations.
  • ACTION: (All) Set an agenda and plan for the first WG meeting.

Ongoing:

  • ACTION: (All) Create a landing page on the CAKE/CoSeC websites.
  • ACTION: (Eleanor) Create a mailing list for working group members.
    • Options:
    • UoE: Requires UoE email for admin access.
    • STFC: Check external admin eligibility STFC Listserv
    • Other options: Jisc-mail or Google Groups.
    • ACTION: (Eleanor) Investigate STFC mailing list admin access for externals.

Completed:

  • ACTION: (Eleanor) Update the Terms of Reference to reflect discussions and decisions made.
  • Sent round for final checks and approval on 8th July.
  • Ready to publish, waiting on CoSeC contact but this is not a blocker.
  • ACTION: (Eleanor) Send regular meeting invite.
  • ACTION: (Eleanor) Create a spreadsheet for nominations to join the working group
  • ACTION: (Eleanor) Create a GitHub repo in the CAKE GH organisation.
    • Need somewhere to host Terms of Reference, minutes, community requests and outputs.
    • CAKE are developing CAKEbox as a knowledge hub for exchanging knowledge, sharing best practices and reusable templates. As EDI should cross-cut all knowledge exchange activities, it is sensible to have all this in one place as a one-stop-shop.
    • Rather than hosting as a separate activity, this will demonstrate that this is a joint activity between two DRI-funded projects. Will also raise awareness of the CAKE network and drive collaboration between new groups.
    • Decision: host on CAKEbox.

Invitations to the Working Group

  • We have a spreadsheet of nominations with 33 names, representing different CAKE/CoSeC communities as well as key external communities.
    • Decision: invite all suggested contacts.
    • Nominations do not close, we will continue to be open to new communities and new suggestions.
    • The most important thing is a core community of motivated and engaged people who care about making a difference.
  • Highlighted which suggestions are personal invitations and which are community invitations.
  • Missing gap for industry/non-research communities. Couple suggestions discussed and added.

Invitation Template (to be drafted)

  • Introduce the WG, including link to CAKEbox landing page.
  • Outline the commitment.
  • Highlight the career development opportunity of joining the WG.
  • Collect info:
    • Career stage
    • Represented community
    • EDI-related goals
    • Ambitions for the WG

First Full Working Group Meeting

  • Decision: Scheduled for Friday, 3rd October at 10 am.

Date of Next Meeting (DONM): 3rd October 2025, 10am, Teams