PARSEME Steering Committee Meeting Marne-la-Vallée, France Thursday, 27 June 2013 Laboratoire d'informatique Gaspard-Monge, Université Marne-la-Vallée, Champs sur Marne, France =============================== Participants: - Cvetana Krstev (Belgrade) - Gyri Losnegaard (Bergen, subst. Victoria Rosén) - Yannick Parmentier (Orléans) - Adam Przepiórkowski (Warsaw) - Manfred Sailer (Frankfurt am Main) - Agata Savary (Blois) - Pavel Straňák (Prague) - Sebastian Sulger (Konstanz, subst. Miriam Butt) - Aggeliki Fotopoulou (Athens) - short presentation - Matthieu Constant (Marne-la-Vallée) - local host (short presence) Michael Rosner (WG3 leader) is not represented but will come to another meeting in Blois in July =============================== 1. Organizing working groups - WG membership: ° everyone should submit a statement of interest wrt. a particular WG (previous contributions and what one plans to do within the action) - 1/2 page; ° the statements is submitted to the WG leader and will appear on the website for network creation purposes ° the WG leader will validate the WG membership basing on the statements; in case of irrelevance the request will be transferred to the SC (to check if there is another place for the person in the action) ° irrelevant submissions will be gently discouraged - mailing lists: ° we'll create one mailing list for each WG ° lists non moderated for members, moderated for others ° the lists will be established in Warsaw with administration rights granted to WG leaders - vice-leaders: ° we wish to have WG vice-leaders ° ESRs are good candidates ° the WG leader suggests the person, the WG validates - 1st year's outcome ° state-of-the-art studies for each WG ° might be published as surveys in a journal (Journal of Language Modelling: "State-of-the-art Surveys" section; Lingvisticae Investigationes, etc.) ° WG leader and vice-leader would coordinate them ° we may think about a common book at the end of the action =============================== 2. Travel reimbursement policy for the scientific meetings - compulsory reimbursement of 2 representatives per country (by COST rules) - lowering the hotel cost for Warsaw and for other venues - pre-booking for a hotel for a reasonable price (reimbursement would be proposed for that amount + 20-30% for people who book late) - reimbursing all presenters - after September: keeping 3-4 reimbursement possibilities to each WG to be distributed by the WG leader - priority on ESRs - co-locating SC/MC meetings with other events in order to reduce cost (but not plenary meetings) =============================== 3. Organizing September meeting - open a doodle poll for each day - send out a central call for interest in September meeting explaining the reimbursement rules - encourage the members to inform other potentially interested people in their countries - count the interested MC members - count the presenters - see how many reimbursements are available - attribute them first to ESRs - encourage Jan Snajder (Agata, for WG3), Pavel Stranak (WG4), Berthold Crismann (Yannick - for WG2) and other people (WG leaders) to submit - combine longer and shorter presentations in WG sessions - current submissions: PARRA-LOSNEGAARD - WG1 SAVARY - WG1 WINTNER - WG1 WEHRLI - WG2 LOSNEGAARD, ROSEN - move it to WG2 (Gyri) KORDONI, EGG - suggest focusing on WG2 (Adam) MONTI- WG3 - proposed as a short presentation if there are other contributions KORDONI-SIMOVA - WG3 ERYGIT - shift it to WG3 (Agata) VINCZE - WG4 VOLK - WG4 STRANAK - WG4 (to come) - proposed schedule: ====Moday 16 Sept: SC meeting 15:00 - 15:45 MC meeting 16:00 - 16:30 plenary session 16:30-18:00 ====Tuesday 17 Sept - WG sessions (not in parallel) 9:30-11:00 WG1 1st session, three long presentations (30 min. each, including questions) 11:00-11:30 coffee break 11:30-13:00 WG1 2nd session, 3 short presentations (10 min.) + discussion on the directions/workplan for years 1-2 (1 hour) 13:00-14:30 lunch 14:30-16:00 WG2 3rd session, 3 long presentations 16:00-16:30 coffee break 16:30-18:00 WG2 4th session, 3 short presentations + discussion on the workplan for years 1-2 20:00 social event (dinner) ====Wednesday 18 Sept 9:30-11:00 WG3 5th session, 3 long presentations 11:00-11:30 coffee break 11:30-13:00 WG3 6th session, 3 short presentations + discussion on the workplan for years 1-2 13:00-14:00 lunch 14:00-15:30 WG4 7th session, 3 long presentations 15:30-16:00 coffee break 16:00-17:30 WG4 8th session, 3 short presentations + discussion on the workplan for years 1-2 17:30-18:30 summarizing work plans for WG1-4 ==== - request by Yaakov HaCohen-Kerner to have the WG3-4 meeting on the 17th Sept. instead of the 18th - rejected for the reasons of the natural sequence of this 1st meeting and Yaakov's uncertainty to be present on the 17th ================================ 4. Website: - URL: typo.uni-konstanz.de/parseme - access rights to specific pages will be given to the SC - redesign the menu (less items, more submenus) - private area: ° documents: minutes, STSM reports ° resources - newsletter - maybe in the following years ================================ 5. MWE workshop in 2014: - co-organization validated by Aline Villavicencio, Valia Kordoni and Carlos Ramisch - co-location with EACL 2014 in Sweden informally validated by Shuly Wintner (EACL chair) - PARSEME special track will be proposed with a separate reviewing process; if not enough submissions, transformation into a "focus" ================================ 6. STSMs - republish the STSM call - once every 3 months - emphasize how open they are (open also to people not directly involved in the action) - contact people personally (both from sending and from hosting institutions) - ask national representatives to promote STSMs in their countries - reimbursement flat rates - adapt them to the country - application deadlines: 10 September, 10 January - stress (informally) the lower requirements for STSM admission in the first year ================================ 7. Future events - SC meeting in Warsaw (selecting STSMs) - SC meeting 3 in February - per video conference: FlashMeeting ° allows to exclude speaking in parallel ° hosting possible in Prague or in Warsaw (the host must have an account) ° requirements: laptop + camera + Browser with Flash + login to FlashMeeting ° other solutions: Skype, EVO, GoToMeeting - dates to be avoided for future events (esp. MC meetings): ° 12th to 13th of September 2013 (DC Hearing and Meeting) ° 12th to 14th of March 2014 (DC Hearing and Meeting) ° 23rd to 24th of April 2014 (DC ICT Annual Progress Conference) ° 25th of April 2014 (DC Meeting) - next plenary meeting proposal - Athens (by Aggeliki Fotopoulou, see attachment) ° Herodion hotel - good quality/price rate ° the SC votes for ° the proposal to be validated by the MC - other future plenary meetings: Macedonia, Prague (September or January), Konstanz (Sept), Belgrade (September or Orthodox Easter) - future SC meeting: Frankfurt (mid-Feb. - to mid-April) - future training schools ° sample organization + 1 week + one course per WG; two to choose out of 4 + 1 lecture per day in a particular course + lectures and/or practical classes + invited talks in the evening ° granting ECTS points (complex procedure?) ° Miriam and Pavel have experience in organizing TSs ================================ 9. Any Other Business: - Maybe we have problems with the definition of WG2 and WG3? Submitters seem not to identify themselves easily with these WGs. - feedback from the COST ICT Annual Progress Conference: ° most actions stress the importance of STSMs, especially for ESRs ° most actions have had problems with applying rules for the participation of institutions from the non-COST countries: + if an institution from a non-COST country is an Action's member, we can reimburse missions from the non-COST countries to this institutions but not the opposite + otherwise we can reimburse invitations of researchers from this institution but not on a regular basis ================================ ================================ TO DO Agata: + email to parseme-all about submitting: ° statements to WG leader (mention that the statements will appear on the website); ° ESR status (PhD student or PhD before 8/03/2013 - 8) ° male/female status + email to parseme-all about September meeting: ° general schedule of the meeting ° doodle poll + submit the proposal of lowering the accommodation cost for Warsaw to the MC - proposed rate EUR 95 per person per night (including breakfast) + Erygit - propose shifting the submission to WG3 + Yaakov - answer on rescheduling + redesign the website menu (less items, more subitems) + update of the poster (put it on the website) + encourage a submission by Jan Snajder + transfer new submissions WG leaders: - add all new WG members to the webpage: name, affiliation, ESR status, WGs Yannick: - encourage a submission from Berthold Crismann Adam: + get pre-booking price for Warsaw + create WG mailing lists and grant administration right to WG leaders (see Adam's mail on 1 July) Jani: + administration access to the SC members - add the interest statement to each participant - FAQ section - discuss the logo creation + register the domain name on behalf of Miriam (www.parseme.eu) Cvetana: - fill in the STSM part on the website, approved actions + mail to parseme-mc list on encouraging STSMs in their countries Adam: + change the mailing list options to reply to author rather than to list Aggeliki: + send the slides All: Start thinking about a training school in July 2014