EODIR

Summary

The EODIR working group held an interim meeting to discuss the expansion of the New Participant Program, various outreach initiatives, and updates from other EODIR-related activities. A significant outcome was the IESG's approval for a more comprehensive, full-day onboarding experience for new participants, set to debut at IETF 122 in Bangkok. Discussions also covered the status of the Working Group Chairs Forum, Sisters, Tutorials, Guides, and LLC/Comms activities.

Key Discussion Points

New Participant Program Expansion:
- Michelle presented on the evolution of the program, highlighting changes since IETF 114, including:
  - Revised terminology ("new participants" instead of "newcomers") for broader appeal.
  - Improved mailing list integration and structured email communications.
  - Conversion of Q&A coffee breaks to MeetEcho test sessions and on-site introductions.
  - Increased engagement of IETF leadership in Quick Connections and Social Hours, which has been highly valued by new participants.
  - Enhanced collaboration with the Guides program.
- A major proposed change for IETF 122 (Bangkok) is a full-day onboarding program to address key information gaps (e.g., standards process, bringing new work, IETF structure, ID writing) which are currently only briefly covered.
- This expanded program envisions a structured day of sessions, including check-in, multiple learning modules, and lunch.
- The IESG formally approved this expansion during its September 19th telchat.
- Next steps involve securing speakers (potentially including stepping-down IAB/IESG members or experienced Working Group Chairs), developing interactive session formats (e.g., early question submission for end-of-day discussion), and planning logistics (participant numbers, scheduling, venue space).
- Participants for this program would need to arrive on Saturday for a Sunday morning start, which requires clear and early communication.
- The program targets individuals who have attended fewer than five IETF meetings, allowing for flexible participation across multiple meetings ("dip in/dip out").
- There was a suggestion to develop similar recorded tutorials or refreshers for long-time participants, especially for topics like "bringing new work to the IETF," as current materials are dated.
- An update on the non-repeat attendee survey indicated that the initial data was not actionable, and a revised survey will be re-issued to better account for cyclical attendees.
Outreach Activities:
- Drew reported on participating in an in-person Internet Governance Insight event in Bangalore, presenting on the IETF and its processes. The IETF's approach was noted as distinct among other internet governance bodies, and there was significant interest in IETF's engagement with internet governance hot topics (e.g., digital emblem).
- Upcoming outreach related to an IAB Workshop on network management includes IAB program committee members attending various operator events (NANOG, RIPE, LACNOG, Autocon).
- Roman will represent the IETF at the ITU GSS in New Delhi.
- A request was made to send brief updates (2-3 sentences) on outreach activities to the EODIR mailing list to maintain transparency and engagement.
- Discussion initiated on creating modular presentation materials for specific audiences (e.g., open source community, network operators, policymakers), drawing on effective existing content like the "Lego blocks" analogy for policymakers.
Working Group Chairs Forum:
- The agenda for the next forum is being developed.
- Jay plans to speak on surveying working groups again.
- Tim Tsiolsky will present remotely on tools developed in DNSOP for managing working group workload, with a focus on broader workload management strategies.
Sisters Update:
- Karen reported on a meeting with the Nomcom to discuss how to better support diversity in leadership selection, emphasizing community-wide efforts.
- An "Open House" is being planned for IETF 118 in Dublin (targeting Thursday lunch) to engage Working Group Chairs and community members in a facilitated discussion.
- A separate meeting with the IESG is being scheduled to discuss the output of the Diversity Americas report.
Tutorials:
- The WITS Area Overview is planned for IETF 118 Sunday, with speakers lined up. Scheduling aims to avoid conflicts with newcomer sessions and IAB meetings.
Guides:
- The Guides program is preparing for IETF 118, with initial requests coming in. New documentation is nearing completion. The guide-matching process is underway, anticipating a surge of requests closer to the meeting.
LLC and Comms:
- Greg provided an update on significant website revisions, particularly to the "Participate" section, updating content previously covered by the retired DAO.
- Future focus will be on the "Technology" section, aiming for richer descriptions of IETF work and easier discovery for new participants.
- The next LLC Comms interim meeting is scheduled for October 29th.
- Warren noted that DataTracker integration for working group keywords is an open bug/feature.
Any Other Business (AOB):
- Andrew confirmed Roman's attendance at the IGF in Riyadh and expressed his own attendance.
- Andrew also raised feedback regarding the ISOC Policy Forum held alongside the Vancouver IETF, noting a missed opportunity to encourage participants to stay and engage further with the IETF meeting. Michelle offered to relay this feedback to ISOC program organizers, acknowledging logistical constraints.

Decisions and Action Items

Decision: The IESG has approved the expansion of the New Participant Program to include a full-day onboarding experience, starting at IETF 122 in Bangkok.
Action Item: EODIR/Michelle to collaborate with the IESG to secure speakers, design interactive session formats, and manage logistics (e.g., participant numbers, scheduling, venue space, early arrival communication) for the expanded New Participant Program.
Action Item: Drew to consider framing future outreach updates as brief conversation starters for the EODIR mailing list, in addition to including them in meeting minutes.
Action Item: Michelle to pass on feedback regarding better integration of the ISOC Policy Forum attendees into the main IETF meeting to the ISOC policy program organizers.

Next Steps

Continue the development and implementation of the expanded New Participant Program for IETF 122 in Bangkok.
Proceed with scheduled outreach activities for the IAB Workshop and ITU GSS.
Finalize the agenda for the next Working Group Chairs Forum.
Execute the Sisters Open House and leadership meeting at IETF 118 Dublin.
Deliver the WITS Area Overview tutorial at IETF 118 Dublin.
Continue preparing the Guides program for IETF 118, including documentation and matching.
Further develop the "Technology" section of the IETF website and hold the next LLC Comms interim meeting.

Session Date/Time: 03 Oct 2024 16:00

EODIR

Summary

Key Discussion Points

New Participant Program Expansion:
- Michelle presented on the evolution of the program, highlighting changes since IETF 114, including:
  - Revised terminology ("new participants" instead of "newcomers") for broader appeal.
  - Improved mailing list integration and structured email communications.
  - Conversion of Q&A coffee breaks to MeetEcho test sessions and on-site introductions.
  - Increased engagement of IETF leadership in Quick Connections and Social Hours, which has been highly valued by new participants.
  - Enhanced collaboration with the Guides program.
- A major proposed change for IETF 122 (Bangkok) is a full-day onboarding program to address key information gaps (e.g., standards process, bringing new work, IETF structure, ID writing) which are currently only briefly covered.
- This expanded program envisions a structured day of sessions, including check-in, multiple learning modules, and lunch.
- The IESG formally approved this expansion during its September 19th telchat.
- Next steps involve securing speakers (potentially including stepping-down IAB/IESG members or experienced Working Group Chairs), developing interactive session formats (e.g., early question submission for end-of-day discussion), and planning logistics (participant numbers, scheduling, venue space).
- Participants for this program would need to arrive on Saturday for a Sunday morning start, which requires clear and early communication.
- The program targets individuals who have attended fewer than five IETF meetings, allowing for flexible participation across multiple meetings ("dip in/dip out").
- There was a suggestion to develop similar recorded tutorials or refreshers for long-time participants, especially for topics like "bringing new work to the IETF," as current materials are dated.
- An update on the non-repeat attendee survey indicated that the initial data was not actionable, and a revised survey will be re-issued to better account for cyclical attendees.
Outreach Activities:
- Drew reported on participating in an in-person Internet Governance Insight event in Bangalore, presenting on the IETF and its processes. The IETF's approach was noted as distinct among other internet governance bodies, and there was significant interest in IETF's engagement with internet governance hot topics (e.g., digital emblem).
- Upcoming outreach related to an IAB Workshop on network management includes IAB program committee members attending various operator events (NANOG, RIPE, LACNOG, Autocon).
- Roman will represent the IETF at the ITU GSS in New Delhi.
- A request was made to send brief updates (2-3 sentences) on outreach activities to the EODIR mailing list to maintain transparency and engagement.
- Discussion initiated on creating modular presentation materials for specific audiences (e.g., open source community, network operators, policymakers), drawing on effective existing content like the "Lego blocks" analogy for policymakers.
Working Group Chairs Forum:
- The agenda for the next forum is being developed.
- Jay plans to speak on surveying working groups again.
- Tim Tsiolsky will present remotely on tools developed in DNSOP for managing working group workload, with a focus on broader workload management strategies.
Sisters Update:
- Karen reported on a meeting with the Nomcom to discuss how to better support diversity in leadership selection, emphasizing community-wide efforts.
- An "Open House" is being planned for IETF 118 in Dublin (targeting Thursday lunch) to engage Working Group Chairs and community members in a facilitated discussion.
- A separate meeting with the IESG is being scheduled to discuss the output of the Diversity Americas report.
Tutorials:
- The WITS Area Overview is planned for IETF 118 Sunday, with speakers lined up. Scheduling aims to avoid conflicts with newcomer sessions and IAB meetings.
Guides:
- The Guides program is preparing for IETF 118, with initial requests coming in. New documentation is nearing completion. The guide-matching process is underway, anticipating a surge of requests closer to the meeting.
LLC and Comms:
- Greg provided an update on significant website revisions, particularly to the "Participate" section, updating content previously covered by the retired DAO.
- Future focus will be on the "Technology" section, aiming for richer descriptions of IETF work and easier discovery for new participants.
- The next LLC Comms interim meeting is scheduled for October 29th.
- Warren noted that DataTracker integration for working group keywords is an open bug/feature.
Any Other Business (AOB):
- Andrew confirmed Roman's attendance at the IGF in Riyadh and expressed his own attendance.
- Andrew also raised feedback regarding the ISOC Policy Forum held alongside the Vancouver IETF, noting a missed opportunity to encourage participants to stay and engage further with the IETF meeting. Michelle offered to relay this feedback to ISOC program organizers, acknowledging logistical constraints.

Decisions and Action Items

Decision: The IESG has approved the expansion of the New Participant Program to include a full-day onboarding experience, starting at IETF 122 in Bangkok.
Action Item: EODIR/Michelle to collaborate with the IESG to secure speakers, design interactive session formats, and manage logistics (e.g., participant numbers, scheduling, venue space, early arrival communication) for the expanded New Participant Program.
Action Item: Drew to consider framing future outreach updates as brief conversation starters for the EODIR mailing list, in addition to including them in meeting minutes.
Action Item: Michelle to pass on feedback regarding better integration of the ISOC Policy Forum attendees into the main IETF meeting to the ISOC policy program organizers.

Next Steps

Continue the development and implementation of the expanded New Participant Program for IETF 122 in Bangkok.
Proceed with scheduled outreach activities for the IAB Workshop and ITU GSS.
Finalize the agenda for the next Working Group Chairs Forum.
Execute the Sisters Open House and leadership meeting at IETF 118 Dublin.
Deliver the WITS Area Overview tutorial at IETF 118 Dublin.
Continue preparing the Guides program for IETF 118, including documentation and matching.
Further develop the "Technology" section of the IETF website and hold the next LLC Comms interim meeting.