Auguste Community Meeting 1 Minutes

Bart: How are we going to organize the creation of this document?
Jan: We can create a wiki-page for this. One person could start this page, after which other members can edit and discuss it. There should be one person moderating that page and finalize it for a certain deadline.
The deadline for this wiki page is set on the end of this college year, August 31.

Some suggestions were made for the structure of this page, resulting (in short) in answers to the following questions:

To give an impression of the past state of affairs, I (Julius) have already been asked by Jan Schut (mastercoordinator at the UT) to forward something to this list, because he had no other way to communicate with "all" the Kerckhoffs students.

Jan: The mailing list, and Auguste, can fill in the gaps where the Kerckhoffs Institute is lacking.
Arjan: We should beware not to form into a spam-list. For example, I do not need emails about the changes of a course I don't follow.
Jan: But that is not what the mailing list initially is for (but can be used for) - we should make this list for our own use solely.

AP: Investigation in possibilities and creation of this mailinglist. This action point is assigned to the interim board (see further).

This discussion led eventually to the discussion as to whether or not we should continue using the mediawiki as the underlying system for the Auguste-webpage, or that we should switch to something like Joomla or Drupal. In short:
Mediawiki:

• Hosted and maintained by C&CZ Nijmegen; ensures the reliability of the system
• Probably a more simple environment for others to learn quickly
• We do not fully control it (e.g. do not have access to databases)

Joomla / Drupal:

• Will probably not be hosted and maintained by C&CZ
• Requires our own server
• More extensions / easier to adept
• May have full contorl

Arjan: I think we really have to consider the continuation of Auguste here. For example, someone will have to keep the website up to date etc. What if there is a year in which there aren't that many active studens?
Jan: Indeed it may be more simple keeping the current wiki.

• Website
• Forum
• Calendar

so that they look nice.

Jan: I'll probably post it again for the next meeting.

1. License the sites content under the Creative Commons 3.0 License from the Creative Commons Team or a suitable alternative.
2. Create and compose teh Disclaimer and Privacy Policy Sections.

Harm: Berry gave an introduction to the new Eindhoven Kerckhoffs' students
Jan: What I expect from an induction day is a short welcome, hear what this year has in stock, meet your fellow students... Especially for foreign students who do not know anyone, these introductions are important.
Harm: Is this induction meant as an introduction to the Kerckhoffs Institute or to Auguste?
Jip: Shouldn't the Kerckhoffs Institute organize this day?
Jan: Yes, and they should create a slot for us, Auguste, to present ourselves.
Harm: Indeed someone from Auguste has to be there on that day.
Jan: Auguste should produce leaflets for the new students, with the Auguste website in it, information about Auguste etc. We could also make distinct leaflet for prospecting students, bachelor students etc.
Bart: Do you consider to hold this induction day on one university for all students or on each university for the Kerckhoffs students from that university?
Jip: Perhaps it's best to hold it on one university, so everyone meets each other.
Jan: But people will not be traveling two hours to an unknown university for a 20 minutes introduction.
Jip: The induction day should be before the first lecture.
Jan: Auguste should send suggestions to the universities organizing such a day.

• The induction day should be held before the first lecture day
• Auguste should 'tag along' the induction day already given by the university
• Auguste should ensure that each university indeed organizes such a day (AP) (send e-mail to organization staff)
• Perhaps we should have a second 'induction' day for all Kerckhoffs students' halfway / at the end of the first semester.
• The leaflets should be distributed (AP)

These action points have been assigned to both the interim board and Jan (see further)

Jan: Internal representatives are a must.
There was some discussion, leading to the following points (in conclusions):

• There should preferably be 1 representative from each university
• An overlap in this board with the external representatives is not obligatory, but a possibility; separated in name only (Jan)
• For now until about January we will have an interim board.
• The interim board has to have its first meeting before August 14.
• This interim board will initialize Auguste, decide upon the working of the organization and explain and transfer their results to a (by) then newly elected board.
• The election for board members should be done per university.

The forming of the interim board is due July 20 (AP Jan and Bart). If from one university no one is willing to be in the interim board, other persons are allowed in the board (up to have a number of 3 students in the board).

All agreed that student representatives are needed.
Arjan: We as students should be heard by the organization of the Kerckhoffs Institute.
Jan: There should be a default e-mail-address for the representatives. E.g.: studentrepEindhoven@kerckhoffs-institute.org etc.

The question was raised whether the Kerckhoffs Institute or Auguste should organize elections for these representatives, and it was decided that this was really something the Institute should do herself.