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Canonical Meeting Template (as a reminder):

1. Review of meeting agenda
2. Addressing issues

  • Description/Status of issue
  • Review of action items from previous meetings if any
  • Recommended actions and discussion of same
  • Close issue or identify next action items

3. Status updates from SMT members

  • Status update on significant activities
  • Review of prior open issues if any (and not addressed earlier in agenda)
  • Identification of new issues if any (and not addressed earlier in agenda)


1. Review of Meeting Agenda: Any comments/additions? 


2. XSEDE2 Reporting (Leslie Froeschl


  • Previous discussion archived: SMT Meeting - May 9, 2019
  • (5/23) Annual Report was submitted on time last Friday. We continue to improve with this process. Testament to the entire team. This is the most significant document we produce every year. 
    • 100% compliance on the risk review again. 
  • (6/20) Email with due dates for August report will be coming out in mid-July. Please try to get your information to your PMs on time!
  • (7/18) See email from Noni Ledford (new PM) for reporting due dates: All text due to your PM by Aug. 8. 
  • (8/12) Thank you to everyone for getting your IPR9 content in to your PMs on time! Final report due 8/22
  • (8/29) IPR9 submitted on time. Is now available in IDEALS and on the Reporting page in the wiki. IPR10 will be due in November. More  coming on that later. 
  • (10/10) Compiling IPR10 will begin in 3 short weeks. 
    • Note that L3 text is due to PMs by Monday, 11/4. L2 text is due by Wednesday 11/6. Please work with your teams to ensure these deadlines are met.
  • (10/24) Will begin working on IPR10 next Friday. L3 text is due to PMs by Monday, 11/4. L2 text is due by Wednesday 11/6. 
  • (10/24) Suggesting language to be added to each L2 area of the report was sent out on Monday. If you haven't already responded to Leslie confirming that this language is good or requesting changes, please do so by tomorrow. 
  • (11/7) All IPR10 text/data should be to your area project manager by COB TODAY! Contact Leslie or your area project manager with any questions. 




3. Licensing for XSEDE software (David Hart) 


  • (6/20) Added to agenda.  
  • (6/20) Email from Dave H: 

    I checked the current XSEDE github repo ( and XCI has been applying the MIT license (which appears to be a reasonable choice per Dan, Svetlana and others), but with copyright assigned to XSEDE (which I believe isn't appropriate).

    The last email from Svetlana follows.

    I think we need to codify XSEDE's licensing approach and apply it consistently. This would be good to have decided before we start implementing a future "transition plan".

  • (7/18) Tabling this topic until the next call.
  • (8/15) Need to be discussed separately, legal guidance starts with Illinois, do developers have an opinion whether this is the right license? Need to create a new policy. Dave will follow up with Ron on the next steps.
  • (10/10) Dave sent Ron the info. Ron is trying to find someone at NCSA to help with this and then will have a call with that person and Dave to move this forward. 
  • (10/24) Proceed with recommendation to pursue copyright by UIUC as rep of XSEDE project with partners listed. Ron sent this to campus for feedback on copyright. Waiting for response. Software will all be open source. Ron is checking cooperative agreement to be sure copyrights aren't listed.
    • Dave is looking at the licensing side of things. Dave reached out to local legal counsel for options. 


  • Ron & Dave met with UIUC person about copyright. Legal has now been contacted and provided a suggested wording that they're sending to us. They have to go through cooperative agreements for all subs from both XSEDE1 and 2 so this is taking a little time. Hope to have final guidance by next week to send to everyone. 
  • Choosing which open source license will be the next issue. 


4. Update on PRACE-RIST-XSEDE allocations process. (Ron Payne ) 


  • (10/24) Added to agenda.  
    • Agreement to use XRAS for any allocations requests for partnership
    • Detailed info being collected from PRACE & RIST to finalize & configure tool the proper way, get resources into RDR, etc. Need to know who at PRACE & RIST are the contact people who can respond quickly
    • John talked to SP Forum & XSEDE service providers about being involved in partnership.
    • Finalizing call itself to go out. All 3 groups have reviewed & approved. 
    • PRACE & RIST users can submit as guest or with a portal account. (Will not have to set up a portal account.)


  • Ron met with Ken & Ester. XRAS instance has been set up & needs to be populated. Need info from PRACE and RIST to get the tool up and going still. Ron will be meeting with them to get this info. 
  • John discussed with SPF. Will follow up with allocated SP PIs. If this moves forward, in a year or so may do more substantial allocations. Need to make sure we don't violate any terms in their cooperative agreements with NSF. 
  • Finalizing call–should go out on Monday. Dates/template need to be reviewed by Dave (John forwarding to him today). 
  • Ron to follow up with ER so we can push this out once call is ready
  • Meeting at SC with PRACE/RIST folks to sort out final details. 


5. Onboarding of OSN as Level 2 Service Provider(Ron Payne ) 


  • (11/7) Added to agenda.  From Victor: We had a kick off meeting to go over all the SP Entry Checklist on 10/31 and I put together notes from that meeting.  I copied Ron and Alejandro Suarez (CPO) on that email with the meeting notes sent to the OSN team.  I have contacted all relevant parties in XSEDE to let them know of the new onboarding SP and to get connected with the identified OSN contact (including their emails where provided). I have initiated contacts with relevant XSEDE group contacts.    You may want to mention this on the SMT call to all the Managers who participate to let their staff know to work on the onboarding with OSN.  A summary of the XSEDE contacts made is the following:
    • Allocations: Dave Hart, Ken Hackworth, and Ester Soriano
    • Campus Champions: Marisa Brazil
    • ER (for any press release/news): Boswell Hutson
    • RDR registration/mailing lists: Victor Hazlewood
    • XSEDEnet: Tim Boerner
    • Ticket system: Gary Rogers
    • SCI: JP Navarro and Shava Smallen
    • ECSS: (no connection made yet)
    • CEE: (no connection made yet)
    • XSEDE Federation/SP Forum: Ruth Marinshaw(she was on the initial email that OSN was accepted as XSEDE Federation member)

Don’t know at this point what coordination or needs will be for OSN for them with a data storage resources.  At a minimum, I could use the ECSS contact name and the CEE (training, etc.) contact name.


  • OSN presenting to SPF next week to talk about their project. If any needs arise related to ECSS/CEE Ruth will pass those along. 


  • Ron will send ECSS & CEE the info by email today. Need to understand what the responsibility of the ECSS & CEE contact will be. Ron to provide link to onboarding doc that includes roles. Kelly/Linda & Bob/Phil will provide names off-line. 

Around the call updates

Follow this basic outline:

  • Status update on significant activities
  • Review of prior open issues if any (and not addressed earlier in agenda)
  • Identification of new issues if any (and not addressed earlier in agenda)
  • Identification of recent improvements implemented

Updates from SMT members:

  • PI (John/Ron) - 
    • Speaking with allocation PI today who has concerns about the process. Document that Dave recently posted to IDEALS is timely and will be shared. 
    • Science highlights for this IPR were very strong. 

  • CEE (Kelly) - 
    • All hands meeting yesterday. Talked about reviewer question re. whether underrepresented communities are disproportionately rejected. See if there is anything we can do in language to remove perceived barriers. Do investigation so we can have an answer when asked in the future.
    • NSF has implicit bias training for review panels. Could add that for new reviewers. 
      • Dave: We report that number in data provided to Bob. Report looks at institution type. Dave to send Linda/Kelly the report
      • Ruth has NIH study about funding discrepancies across various groups in NIH. Might be nuggets in that that are useful. Ruth to send to Linda/Kelly.
      • Would like Computing 4 Change lightning talks at SC promoted by ER. Linda to send ER an email request
  • ECSS (Bob S/Phil) - 
    • Event at SC with Campus Champions: invites out to all groups including some external groups like CaRCC
    • Working on responses from feedback from XAB & staff climate study. 
    • Excellent PI interviews this time around. 
    • Need to do a better job of getting word out more broadly about what ECSS is & does
    • Look at what codes are using the most time of different systems & see what we might be able to optimize
    • Optimization of how to work with Jira & Confluence with staff for reporting purposes etc. Working on standard procedures for submitting info for reports. 
    • Continue to encourage ECSS folks to be responsive re. adaptive reviews. Keep eyes open for projects that could benefit from ECSS & provide strong justification for why if they do recommend them. 

  • XCI (Dave L/Craig) -
    • No update

  • Ops (Greg/Victor) - 
    • No update

  • RAS (Dave H/Ken) - 
    • Cancer Computer is considering becoming a service provider (early in the process)
    • ORCiD has put us in touch with CSIRO to discuss how we're connecting ORCiD with XRAS. Could result in something down the line. 
    • Ticket today from someone in Norway asking to meet about XRAS at SC

  • Program Office (Ron/Leslie) - 
    • December 4-5 remote quarterly meeting reminders:
      • L2 should create a diagram demonstrating interactions with other L2s similar to the one Dave created for RAS (see that diagram here). All 6 diagrams to be reviewed at December Quarterly with a goal of coming up with one common diagram we can use for the project going forward
      • Each L2 should prepare responses from their area to the staff climate study. 
    • SC reminders:
      • Volunteer sign-up to help in the XSEDE booth at SC19:
      • Reminder XSEDE events at SC:
        • Tuesday, November 19 (10-11:30am): Joint Champions/ECSS breakfast aimed at sharing information about how XSEDE can help you with needs on your campus for training and support (Coffee & Donuts to be served)
        • Wednesday, November 20 (4-6pm): Discover More with XSEDE reception: meet with XSEDE leadership to learn more about how XSEDE can help you solve the scientific challenges you are facing (popcorn cart, snack mix, lemonade)
    • Reminder: Enter Publications in XUP and documents in IDEALS
      • 44 staff publications this reporting period! Wow! 
    • Reminder: Reference collaborations in tracking worksheet: 
    • Reminder: Address recommendations (Jira) 
      • Only 48% of recommendations addressed within 90 days this reporting period. Please go through your recommendations and see what you can address! 
  • SP Forum (Ruth) - 
    • Update from Purdue about what they're doing
    • OSN to present next Thursday
    • Doing a review of SPF charter & document on requesting membership in XSEDE Federation & SPF. 

  • UAC (Emre) - 
    •  Meeting next month. Sergiu to present, user survey results & draft instrument for next year. 

  • NSF (Bob C) - N/A

Next Meeting: 

  • SMT - December 19, 2019 (No meeting November 21 due to SC19 or Dec. 5 due to Quarterly Meeting)


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