Scribing for the User Agent Accessibility Guidelines Working Group (UAWG)

Page Contents

Scribe Rotation
How the Rotation Works
How to Scribe a UAWG Meeting

Scribe Rotation

Name	Order	Recent	Next
Simon Harper	1	24 Jul	4 Sept
Mark Hakkinen	2		11 Sept
Jeanne Spellman	3	14 Aug	18 Sept
Jan Richards	4	7 Aug	25 Sept
Kelly Ford	5	21 Aug	2 Oct
Gregory Rosmaita	6	28 Aug	9 Oct

How the Rotation Works

The person who has not scribed recently goes first. When necessary, the list has been adjusted from the results of the attendance form. This list is not automated, nor updated weekly, so please check when you will be scribing each month.
If it is your turn this week or next week, please join the teleconference a couple minutes early, set up Zakim and RRSAgent for logging, and be prepared to scribe.
If you are scheduled to scribe and will not be able to attend, please make sure that you send scribe regrets to the UA mailing list so that the next person on the list can be prepared to scribe.
You can "pass" if you do not want to scribe for any reason. If you are at the top of the list and do not want to scribe, please send a message to the list before the meeting so that the next person on the list can be prepared to scribe.
If you would like to scribe an upcoming meeting and your name is not at the top (for example, if that week is a good time for you to scribe but the upcoming month would not be), send a message to the list volunteering to scribe for that week.
Following the meeting, please clean-up the minutes and send them to the UA list, per the instructions. It is often easiest to clean up the minutes right after the meeting. Please complete them within a couple of days when possible.
- Note that draft meeting minutes are available online immediately. If there is anything that should not be in the public record (such as personal information that was entered in IRC), please help ensure that Jeanne or other WAI staff removes it before the minutes are publicly available.

How to Scribe a UAWG Meeting

Before the Meeting Begins (new trackbot version):

trackbot, start meeting: starts a script that invites the other bots and enters fixed information about the meeting
chair: [name]: [name] is one word. Usually First_Last is used.
agenda: [URI]: inserts a link to the agenda in the minutes. It is not a substitute for entering individual agenda items with agenda+ (unless an RDF agenda is used)
scribe: [name] or [IRC-name]: [name] is one word. Usually First_Last is used. If [name] is used, then the scribeNick command below is used to format the minutes to remove the scribenick from the minutes.
ScribeNick: [IRC-name]: used when both the scribe full name and IRC nick are desired.
present: [names]: [name] is one word, separated by commas. Usually "First_Last, First_Last2" is used
regrets: [names]: [name] is one word, separated by commas. Usually "First_Last, First_Last2" is used
zakim, save agenda (after agenda entered)
zakim, [Phone Code] is [Correct_Name]
Zakim, code?: displays the Zakim conference code for the current meeting

During the Meeting:

Attendance & Phone Participation

zakim, who is here?: displays a list of who is on the phone and IRC
zakim, who is still here?: displays a list of who is remaining on the phone and IRC
zakim, [Phone Code] is [Correct_Name]
zakim, mute me
zakim, unmute me
zakim, code? (displays the Zakim conference code for the meeting)
zakim, who is making noise?
zakim, choose a victim (randomly assigns a task to a participant)
q+ (puts you in the speaker queue)
q- (remove yourself from the speaker queue)
q+ to ask ... OR q+ to say ...
q? (lists who is on the queue)
present+ [name] (to add late arrivals)
present- [PhoneCode] (to remove coded IDs)
regrets+ [name] for last minute regrets
rrsagent, pointer? (gives location of IRC log)

Agenda Management

agenda+ [text]: adds a topic to the agenda
zakim, next item: moves to the next agenda item
zakim, close item [number]: closes the previous item number and moves to the next open item
topic: [text]: puts a topic title, in-page link and divider in the minutes for a change of topic (usually used when not using the agenda commands)

Action items and Issues Management

ACTION: [user] to [text] - due [when]

IRC nick is the best format for [user]

[user] will also accept "unassigned" or "TBD" (omit quotes) if the action is unassigned.

Most common date formats are accepted as [when]. Here are some examples:

2005-02-14
14 February 2005
next Friday
Monday
1 week 2 months
tomorrow

If you don't specify a due date, then the default of "1 week" is used.

ACTION-[number]?

will return the status on that action.

close ACTION-[number] or ACTION-[number] closed

ACTION-[number] due [when]

will change the due date

trackbot, comment action-[number] [text] or ACTION-[number]

adds a comment to the action

ISSUE: [text]

creates a new issue (Issues are tracked separately from Actions are not assigned to indiviuals. An Issue can have Actions associated with it.

ISSUE-[number]?

returns the status information on an issue

ISSUE-[number]: [text]

annotates the issue

RESOLVED: [text]

is given prominence in the minutes

After the Meeting Adjourns:

Creating Minutes:
- rrsagent, create minutes (the following 5 commands are synonyms)
- rrsagent, draft minutes
- rrsagent, format minutes
- rrsagent, generate minutes
- rrsagent, make minutes
- rrsagent, publish minutes
NOTE: the naming syntax for the automatically generated documents is: http://www.w3.org/YYYY/MM/DD-ua-minutes
http://www.w3.org/YYYY/MM/DD-ua-irc
zakim, please part (this will result in the output of attendees)
Correct any errors in the IRC log using the command:
s/error/correction
NOTE: non-staff members who are acting as scribe MUST effect any changes or corrections BEFORE dismissing RRSAgent; staff can edit slash manipulate minutes by appending a comma and the word tools to the URI for the minutes - for example: http://www.w3.org/2008/05/15-ua-minutes.html,tools
after dismissing zakim, issue an "RRSAgent, draft minutes" command to ensure that the attendees list is correctly populated -- use the + and minus syntax to add or delete attendees, regrets, etc. -- remember that you MUST issue an "RRSAgent, draft minutes" in order for the minutes to execute your instructions -- every time you do so, be sure to REFRESH the document in the browser instance in which you are reviewing the draft minutes
rrsagent, please part (VERY LAST STEP- logs actions and resolutions)
send email to the group list with links to the HTML minutes and IRC log. Copy and paste a text copy of the action items followed by a text copy of the minutes.

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