- 1 Meeting times
- 2 Instructions for Participants
- 3 Scribe duties vs. Chair duties in the SSN XG
- 4 Instructions for scribes
- 5 Instructions for chairs
- 5.1 Meeting setup (done by the chair)
- 5.2 Again, this part should be done by the meeting chair...
The meeting times used by the SSN XG have changed in function of the daylight saving times of the Southern hemisphere and of the Northern hemisphere:
- April-October meeting times: to alternate as follows, beginning with "Week a" on Wed 7th April (Thursday in Australia):
- November-March meeting times
- Meetings every Tuesdays or Wednesdays 20:00-21:00 UTC (3:00pm-4:00pm Boston local) e.g. Tues 30 March (other time zones)
Instructions for Participants
How-to join - Phone
- SSN-XG teleconferences information
- Day: Tuesday or Wednesdays (UTC and Boston-time, one day later for Australia)
- Time: 20:00-21:00 UTC = 3:00pm-4:00pm Boston local (lookup other timezones)
- Phone number: +1.617.761.6200 (Boston) or +126.96.36.199.79.03 (France) or +44.203.318.0479 (UK/London?)
- Conference code: 7769 ("SSNX")
Please, remember to dial "#" right after the conference code. If everything goes well, you should hear a beep meaning you've just joined the conference, and could hear other participants.
The teleconference system at W3C is called Zakim. There are more detailed instructions on how to use it. Zakim has an accompanying and useful IRC bot. Please read next section to learn more about it.
How-to join - IRC
In short, IRC is an online chat. IRC is used at W3C in conjunction with phone at meetings.
If you have not used IRC before, there is introductory information, useful tips and tools at: http://www.irchelp.org/ where there's also a FAQ. You can install an IRC client (some at the URLs above) or use a Web interface, such as the one at W3C or Mibbit (read Mibbit's privacy terms). The data needed to configure IRC is below.
- SSN XG Teleconference IRC information
- Server: irc.w3.org
- Port: 6665 (try port 21 if you have trouble)
- Channel: #ssn
There will be usually some suspects among the channel users that are not actual conference participants. Those are called IRC bots and are kind of software that can run some automated scripts. The three most commonly found are zakim, RRSAgent and trackbot. They react to some commands they identify written on the text. You can learn more about the bots at:
- Zakim: http://www.w3.org/2001/12/zakim-irc-bot
- RRSAgent:: http://www.w3.org/2002/03/RRSAgent
- Trackbot: http://www.w3.org/2005/06/tracker/irc
You are also welcome to join the IRC channel at any time. You'll find there from time to time the chairs, group participants and people interested in this work.
Tracking Issues, Actions and Resolutions
The group uses a tool called Tracker to track actions, an issue, action and resolution tracking tool for W3C Groups, with Web, IRC and email interfaces; e.g. trackbot is the IRC bot. The Group's tracker Web interface is at:
Please, read more about tracker and its interfaces at: http://www.w3.org/2005/06/tracker/
Regrets (July/August 2010_
The group used a questionnaire to record teleconf regrets
- Regrets for upcoming calls, Summer 2010 (WBS open to XG participants)
Scribe duties vs. Chair duties in the SSN XG
Meetings are minuted and minutes are public. Scribe duties rotate among XG participants, so all should be familiar with these instructions.
- Taking minutes during the meeting.
- Cleaning up the minutes after the meeting.
- Circulating the minutes to the staff contact within 24h after the meeting concludes (staff contact will circulate them to firstname.lastname@example.org).
- Adding a link to the Agenda and Minutes from the Meetings page.
- Updating the Scribe List.
Instructions for scribes
Scribing - Capturing the minutes of meetings
Meetings are minuted and minutes are public. Scribe duties rotate among SSN-XG participants, so all should be familiar with these instructions.
This is just a quick intro into generating minutes from the IRC logs. For full reference, please see " The Zakim IRC Teleconference Agent", "The RRSAgent IRC Bot" and "Generate Meeting Minutes from an IRC Log".
Make yourself familiar with the scribing instructions and conventions at:
Instructions for chairs
Meeting setup (done by the chair)
Cheat sheet for chairs (Tom Baker)
This bit is now done by the trackbot, just tell him to:
trackbot, start telcon
Set up the agenda
agenda+ Item one
agenda+ Item two
agenda+ Item three
Initializing the minutes
In an ideal world, the above has been done prior to the start of the meeting (by the meeting chair). The meeting title is inserted by the trackbot (see above)
After the minute taker ('scribe') has been selected, type
Once, it has been decided who's taking the minutes, this part is her/his responsibility:
See Instructions for scribes (above)
During the meeting
Topic: Debate on Feature X
Mike: Feature X is great
... and easy to implement. //Mike's statement continues.
ACTION: Frank to order lunch
For advanced scribing: have a look at the scribing instructions and conventions at:
Again, this part should be done by the meeting chair...
End of the meeting
rrsagent, make log public
rrsagent, draft minutes
Rotate the minutes and edit the respective section on the main page.
Finally, update the Scribe List: After a scribe (generally from the top of the list) has completed his/her turn, he/she should be reinserted in the list at a new position determined by starting at the bottom and moving up until the number of minutes scribed by him/her (and linked from the right column) is lower than the ones listed below him/her. Thus, participants who remain at the top of the queue for weeks don't win an advantage (delaying their next scribe responsibility) by skipping meetings.