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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.




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.


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. 


4. L2 Diagrams Demonstrating Connections (Ron Payne ) 


  • (9/26) Added to agenda.  
    • Discussed at September Quarterly Meeting
    • Each L2 should create a diagram 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


Not a factor in IPR10. First step in coming up with a common diagram that will be used at the June review or possibly earlier.  


5. XSEDE Acceptable Use Policy  (Robert Sinkovits) 


  • (9/26) Added to agenda.  Possible updates regarding educational use and acknowledging ECSS. 


  • Very research-centric. No mention of educational/training use. PIs should acknowledge ECSS in addition to XSEDE & SPs (this IS included in V2). 
  • If you Google XSEDE acceptable use, the first 2 links take you to different AUPs (one if V2 on the website and the other is V1 which is a PDF)
  • Ops owns this doc. Did an update in late 2018. The latest version needs to be loaded into IDEALS. 
  • Related issue: can someone opt to not have their name associated with XSEDE
  • Latest version is online at
  • May consider adding other allocated services such as Gateways. 


  • Ops (Victor Hazlewood) will look at the doc including co-leads of security and make needed updates and bring it back to the SMT for approval. 
  • Robert Sinkovits  will send Victor a list of updates he believes are needed.

6. Request to remove personal information from our databases  (Robert Sinkovits) 


  • (9/26) Added to agenda.  XSEDE received a support ticket ( #114709) from an XSEDE user who wants all his personal data removed from our data bases. Person was not from Europe. I know that GDPR compliance had come up in past meetings (see following links and search for GDPR) and there was talk of following up with U. Illinois legal, but I don’t recall any resolution. See email thread on 9/20 & 9/22 for additional details.


  • Honor user request to the best of our ability. 
  • Any follow-up needed to come up with rules? 
  • Alex is looking into this. Reaching out to the general council at IL to see what officially needs to be done. Will bring back to the SMT. 
  • Don't have a problem removing information, but don't know that we want to set precedent for doing this every time someone requests it. 
  • Person requesting is grad student living in US from Iraq. Won't be able to stay in US after he graduates so trying to clean up before he has to leave. 
  • May want to add to AUP that by having an account you agree that we will have this information in our database.  


  • Will remove him and keep track of what we do. Will involve multiple people around the project (allocations, ops, etc.). Set user's expectations about what we can do and how long it will take. Victor Hazlewood to initiate this & provide an update to the SMT.

7. ECSS Training / carryover: Do the subaward PIs have the authority to use carryover for ECSS training?   (Robert Sinkovits) 


  • (10/10) Added to agenda.  From Bob, "The reason I bring this up is that there were questions about whether this would impinge on other L2 areas."


  • Yes, appropriate use of carryover. At discretion of subaward to be used for XSEDE purposes to ensure their XSEDE efforts are successful. Take into account any other use of those funds you might have such as filling staffing holes. 
  • PY8 carryover status: still have 16 months that are not accounted for in the breakdown of how money was spent by WBS. We have invoices for all but 2-3 of those months, but they don't break down by WBS. 
  • Have projections. If we don't have the 16 months of info by end of next week Ron will send out the projections, but final decisions are pending receipt of this information. Ron does have carryover info by institution but not by WBS and will send that info to Bob, Phil, Sergio to help narrow down who has funds that could potentially be used.  


  • Robert Sinkovits to talk to subs with ECSS staff about possibly using carryover funds for ECSS training. Urgency is related to SC coming up.

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) - 
    • Talked with NIH program directors re. ABCD project (adolescent brain development). NSF is a partner in ABCD. Expect large set of CT scans that they want to share with the community. John connected them to some others (Open Storage Network, Open Science Grid) for info gathering purposes. Another example of NIH leaning on NSF to support researchers. Potential that we could have some relationship going forward. Hopeful that NIH & NSF could work together more going forward. Sounded like they're willing to make some investments that could bring resources to bear. 
    • Getting prepped for SC
    • XAB long meeting coming up in 2 weeks (10/25). Ron/John to discuss the agenda and let L2s know about what they should prepare.

  • CEE (Kelly) - 
    • Will be sending out something on code of conduct as follow-up to Quarterly meeting.
    • Linda is taking on CEE deputy role & L3 workforce dev mgr. Linda will bring someone on from SURA to help in Broadening Participation. 
  • ECSS (Bob S/Phil) - 
    •  PEARC20 submission deadline originally set for Jan 20 (MLK holiday) so they'll be pushing the deadline back by a few days. 

  • XCI (Dave L/Craig) -
    • Had a good conversation with SP&E re. metrics.  
    • Working to refine some of the listings in research software portal. Good time to provide any input about that. 
    • CRI is improving some of the web offerings to make more clear what is available. 
    • Victor: Open Storage Network approved as L2 SP. Will have some work to do re. publishing data sets. Stoneybrook in DE will likely follow soon. 
    • Al Suarez (NSF) sent Victor note about Open Storage Network. Unique opp to see onboarding process from both sides (program officer for OSN and works with Bob on XSEDE). John asked him to provide any feedback on potential improvements. 

  • Ops (Greg/Victor) - 
    • Derek is onboarded as L3 co-lead for security. Has requested some travel funds that should be covered due to his L3 role. 
      • Note that international travel is not allowed on the grant unless it is approved by John ahead of time. 
    • XOC L3 mgr started (Carman Hendricks) and is onboarded. 
      • Getting them set up to be able to do their part of the reporting. 
    • Data set repository for Open Storage Network may need additional things from us. Victor to connect with XCI about this. 
    • Any new site coming up will need to connect with AMIE. Software is aging so may need substitutes for how that is done. Will be important for the new SPs coming on. 
  • RAS (Dave H/Ken) - 
    • No update

  • Program Office (Ron/Leslie) - 
    • Save the dates for 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)
        • We had low participation of XSEDE leadership at this event last year. Please try to prioritize this event during your busy week at SC!
    • Reminder: Enter Publications in XUP and documents in IDEALS
      • Multiple references to best practices & lessons learned in PY9 planning. Tech Report Series is a good place to publish these kinds of documents. 
    • Reminder: Reference collaborations in tracking worksheet:
    • Reminder: Address recommendations (Jira) 
    • PIF window never closes and funds can be accepted anytime 
    • Over half of PY9 amendments in executed state. All but 2 have been submitted & in process to being finalized. 
  • SP Forum (Ruth) - 
    • Had a good meeting last week. Susan Mehringer talked about training. Lots of questions & interest. Presentations lined up for the next 2 meetings: revisions to SPF charter, cleaning up definitions around different levels of membership. 

  • UAC (Emre) - 
    • Need to start planning for fall/winter meeting
    • When will User Survey results be available? Ron to find out and let Emre know. 

  • NSF (Bob C) - N/A

Next Meeting: 

  • SMT - October 24, 2019


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