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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. XSEDE Acceptable Use Policy (Alexander Withers  )


  • (9/10) Added to agenda.


  • Request by Bob S. to change some language. Have altered the AUP to fulfill those requests. 
  • Derek made some minor syntactical changes to reflect recent security events we have had with respect to XSEDE user accounts. Meaning of AUP was not changed. 
  • New AUP:

  • Comparison between current and new AUP:

  • Has been reviewed by Ops management. Looking for wider review so we can move it forward. 

  • Is there a reference to the code of conduct? Should there be? 
    • AUP ensures you don't violate policies of machines themselves. Not sure code of conduct would need to be applied in that context? 
    • Don't just think of machines, but all services. If the AUP is only about access machines, then maybe not, but if about accessing XSEDE services in more broad sense, then code of conduct applies. 
  • Applies to intellectual property of users. More social than just machines. 
  • AUP tends to be broader than just machines. 
  • Good to have reference to code of conduct (on XSEDE website and user portal).
    • Be reminded to also abide by Code of Conduct and insert link. 
  • #7 says you must abide by XSEDE policies. Do we have a link to all policies? 
    • Good blanket statement, but would need to gather links to all policies. Having a page with all relevant policies in one place would be ideal.
    • Have a place to put policies on the wiki. Placeholder for all policies at Policies & Processes. Would be better to have a page on Or use or tiny url. 
    • Confluence offers a shortened url under page info:


  • SMT to review doc and send any changes to Alex/Greg.
  • They will make changes mentioned above and any others and bring back an update 

3. XSEDE2 Reporting (Leslie Froeschl


  • Previous discussion archived: SMT Meeting - April 9, 2020
  • (4/23) RY4 annual reporting will begin on May 1. 
      • Tuesday 5/5/2020: L3 text due to PMs; PMs give L3 text to L2s

      • Thursday 5/7/2020: All L2 text (including L3 text) due to PMs

    • Supplement doc
      • Holly working on prelim budget (should have it tomorrow)
        • Can repurpose unspent funds for year 6 (e.g., participant support funds)
        • Need to project funds we can't spend due to COVID-19 crisis
      • Should have draft to John early next week for his review.
      • All subaward partners so far have indicated interest in participating an additional year. 
  • (5/7) All text due to your PM TODAY for the annual report. Please get your inputs in today to keep us on schedule!
  • (5/21) Supplement request was submitted on Tuesday. Annual report was submitted late yesterday (on time). Thank you to all for your efforts! We won't need to worry about reporting again until August.
  • (6/18) Enjoy the break from reporting. We'll be back at it with IPR12 beginning Aug 1.
    • Panel report should be received next week. 
  • (7/16) Thanks to everyone for your work on the response to the panel report. John submitted our response yesterday. Recommendations have been created based on the items mentioned in the report. Appropriate folks were assigned those recommendations. Please be sure to go in and address them promptly.
    • The next reporting cycle begins in two short weeks on Aug. 1. Your area PM will be in touch about collecting all of the inputs for your area. L3 text will be due Tuesday, August 4. L2 text will be due Thursday, Aug. 6. Please be prompt and get your part done on time so we can keep on-track with our schedule!
    • Risk review is underway. 
  • (8/13) 
    • IPR12 is underway and going well so far. Thank you to everyone for your efforts!
    • Reminder to all L2s to send Leslie any updates on COVID-19 related work to be included in the report by end of this week. 
  • (8/27)
    • IPR12 submitted on time, accepted by NSF, and posted to IDEALS/the reporting wiki page. Enjoy the reporting break until November! 
  • (9/10) No update. 



4. XSEDE Sponsorship of Gateways 2020 Conference (Leslie Froeschl )



  • Bob already registered. See if we can cover his. 
  • Bob/Phil to check with Gateways group re. possibly doing a learning lab. 
  • If no takers, could offer to students. Linda will check with Rosie to see if there is interest. 



5. Update on terminology task force (Linda Akli ) 


  • (6/18) Added to agenda.

    • Received multiple complaints about offensive language used in XSEDE bootcamp/parallel MPI. Linda talked to John Urbanic, Susan Mehringer, and Ken Hackworth. Have done a good job promoting code of conduct. They use wording/terminology that refers to "master slave." 2 people sent emails about how offensive this was. That terminology is not controlled by us. There are alternative terms out there, but Open MPI has not done so. They are working on this, however. Don't want to guide people to use non-offensive terms if that creates problems coding. 
    • Recommendation: slide for trainers. Code of conduct acknowledges that there are offensive, but this is not controlled by XSEDE but by outside entities. That will help trainers as they are uncomfortable as they don't endorse the terminology. Allows participants to know XSEDE does not condone. Talked about how me might influence developers of Open MP, MPI (friends on steering committee), GIT, spark, tensorflow
    • John: Language is used to describe programming model. Language used in official standard for MPI. MPI standards body has recognized this is a problem and is working to rectify it. Expectation of vote on change to standard at SC20. Proposed language is "manager worker." Didn't realize Open MP has similar issue. Linda to ask training team to dig deeper to find a contact with Open MP. John Townswill send communication to Open MP organization (CEO, chair of language committee) to address this issue of use of "master" in their documentation. 
    • Linda could not find anything on ACM site regarding this, which was a surprise. Linda Akli to reach out to John West at TACC (ACM diversity chair) to ask about this. 
    • Linda Akli to forward complaints to John. 
    • John: Appoint task force to review all online content/documentation including wiki to look for such offensive terms.  CEE will take the lead in pulling this together. Maytal DahanLinda Akli
  • (7/16) Susan Lindsey & Susan Mehringer co-leading. All areas of XSEDE except Ops & XCI have representation on committee. Great participation so far. 
      • Lizanne to assign an eval person to participate
    • Get list of terminology
    • Workplan, schedule set up.
    • Web pages, training materials in the mix. 
    • Tools: do we need PIF for ECSS staff to provide some AI for the process. 
    • Potential guidelines going out to make sure we don't collect new materials that might be considered offensive. 
    • If anyone can participate in hunting for offensive terms, or if your org has any lists, please reach out to the team. 
    • Google folder set up for documents etc. 
    • Believe we may be in the lead on doing this work in the community. ACM has addressed some parts with facial recognition, AI, but not this issue in particular. ACM diversity/inclusivity council was going to look into this as well. Will be difficult for them due to extensive ACM library. 
    • NCSA has done some work generating a list of terms & alternative language. John will share this list. 
    • Need to include why a term is offensive and what an alternate could be. Context is very important. 
  • (8/13) 
    • The group met Monday. Found some industry lists with terminology of concern. If you run across any concerning words, please inform a member of the task force.
    • John to send Linda a list from NCSA.
  • (8/27) Session at Quarterly meeting next week for the committee to discuss their work. 


  • Good presentation at quarterly meeting (see notes at 20200901-Terminology Review Task Force: Describe goals and plans for newly-formed Task Force, request input)
  • Received a code of conduct complaint about the use of the word American (context issue w. XSEDE resources freely available to people at US institutions). Not American (South American, North American, etc.). They may have heard the word American when US was stated. Based from a presentation at a monthly workshop. Ken Hackworth is managing the issue. Have a recording of the session we can listen to that to confirm. 
  • Craig: 

    If anyone wants info on how we set up our anonymous suggestion box…. Claudia costa. And tell her I sent you..


6. Interconnections Diagrams (Tim Boerner )


  • (8/13) Added to agenda.

    • Reference:  REC-249 - Getting issue details... STATUS
    • connection between scientific impact, workforce development, and contributions made by the XSEDE 2.0 project
    • Interconnections diagrams could help address this. Need to get diagrams to a place that they work together. 
    • Will pull together L2s to discuss.
    • Would be useful as part of big picture/XSEDE overview presentations. Would also be helpful as we respond to future solicitations. 



Around the call up

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) - 
    • Met with Bob today. No big issues. 
    • Need to coordinate on letter to staff re. pandemic concerns. 
      • Eval team to run mini survey: Eval meets tomorrow, will run language by John, will launch Monday as micro-survey. Need at least one week. 
      • Bob to join the all-hands call.
      • Leslie to get some potential times in late Sept/early Oct for all-hands     
  • Tim
    • No update
  • CEE (Kelly) - 
    • Thank you to ER team for help designing XSEDE virtual booth for Tapia conference. Virtual conferences are a new way of doing things. XSEDE upped sponsorship of  Tapia conference. Several institutions advertising jobs in our booth. Each will have reps in the booth as well as BP team. Excited to see how offering jobs, EMPOWER internships, etc. will increase activity. 
      • Will be interested to hear how it works, what the platform is like, etc. 
  • ECSS (Bob S/Phil/Sergiu) - 
    • Great all-hands meeting recently. 
  • XCI (Dave L/Craig) - 

    • Continuing to talk about software repository and ways to make it seem more welcoming to potential users. 
    • Craig will be introducing Tabitha to new SP reps from NCS. 
    • Good feedback from ROI talk at quarterly meeting
    • CRI has changed footing to virtual site visits. Through 3 of virtual visits. Repositioning activities to be remote. Some papers coming out at fall conferences that will detail some of this work.
      • Linda is interested in advertising this as a way to keep people connected with us during pandemic, esp MSI community. Linda to reach out for info & to coordinate.  
  • Ops (Greg/Victor) -   
    • SP Coordinator (Tabitha) has jumped in head first, contacting new SPs about integration process etc. 
  • RAS (Dave H/Ken/Nathan) - 

    • Dave has been updating allocations policy doc. Cleaned up a number of things that needed cleaned up. Should soon see a new version of that doc. 
  • Program Office (Ron/Leslie) - 
    • Reminder: Enter Publications in XUP and documents in IDEALS
    • Reminder: Reference collaborations in tracking worksheet:
    • Reminder: Address recommendations (Jira) 
    • October XAB call has been moved to Friday, Oct. 30 11am-3pm ET. Agenda to include:
      • Program updates from John
      • Climate study report from Lizanne/SP&E
      • ~30 min update from each L2 area with updates on PY10 updates
    • XAB member rotation
    • PY11 budget planning dates
      • After Oct. 1
      • Intent is to look at full estimated need for PY11, where we stand at end of PY9, forecast for PY10. Need initial conversations on activities we want to continue, state of project overall financially, dive down into granular info re. moving funds between subs and/or WBS areas. Like to start early and take it in steps.
      • Submitted PY11 budget to NSF in supplement proposal (step 1), now need to redistribute funds to make all subs whole for PY11 (step 2).
        • Timeline to complete step 2: PY11 funding amendments go out in July 2021, so need to have this all finalized by then. 
        • PY11 planning will begin in February/March so will need some of this info by then.  
      • Starting at project level, then subaward level, then WBS level
      • Concern about no way to know when conferences will stop being virtual/travel bans lifted. Historical data may not map well to future. 
        • Come up with 2 scenarios with continued travel restrictions & no travel restrictions to ensure we think through from both perspectives. 
      • Currently have all PY9 invoices through June. Expect July by end of this month. That will give us some COVID timeframe data. Might be best to wait til December quarterly meeting so we have all PY9 invoices/data. Will send documents out ahead of that to ensure we can have decision-level discussions during December Quarterly. 
  • SP Forum (Ruth) -  

    • No update
  • UAC (Emre) -   
    • Next meeting will be in Nov/Dec timeframe to discuss User Survey draft instrument. 
  • NSF (Bob C) - No update

Next Meeting:     SMT - September 24, 2020

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