Meeting Outcomes:

(jump to notebook added after meeting at bottom of page)

1. Grant and Budget Administration

(current arrangement as understood after Alan's meetings with Lauren and David)

• Coordination between agencies at UCSB:
• Alan to set up coordination meeting between Lauren at IHC and David at SASC (English)
• Alan is coordinating with OR
• Alan is coordinating with the library about Greg's salary 
• Alan needs to initiate coordination with Public Relations office 
• Lauren to serve as first contact point for requests 
• New IHC Grants & Contracts coordinator: Courtney Richardson 
• Budget: IHC will administer the budget, serving as the control point for disbursement and reporting.
• UCSB:
• Funding flow to UCSB:
• Mellon --> Office of Research
• IHC sets up project in GUS 
• Funding flow to departments
• Salaries and benefits for Liu, Douglass, Janee
• to be Initiated by Alan's request in email to Lauren
• Alan to work out exact pay arrangement for Greg at the library and send request to Lauren 
• Salaries and benefits for GSR 
• to be Initiated by Alan's request in email to Lauren 
• Course buyouts to English Dept. for Liu and Douglass
• to be initiated by English request through Alan to Lauren? 
• RAs
• IHC will set up RAs in payroll system and Kronos
• Purchase and reimbursement process / Travel reimbursement process
• Handled through three options
• reimbursement form (can use English Dept's) -- no preapproval needed
• travel reimbursement form (can use English Dept's) -- must fill out before trip
• purchase order through Lauren
• Flex card 
• Reporting:
• Reporting to PI
• GUS will generate automatic monthly reports for Alan 
• Annual budget reports for Mellon 
• IHC will prepare 
• Subgrantees: 
• Funding flow to subgrantees:
• Reporting process for subgrantees 
• Personnel Hiring 
• Hiring of postdoc/lecturers to be administered by English Dept. Academic Personnel Coordinator
• Alan to ask Susan (IHC) if IHC has office space 
• GSRs, and RAs to be administered by English Dept. graduate staff advisor and graduate advisor
• Intellectual Property
• Copyright assignment forms to be administered by ? 

2. Postdoc/Lecturer Search

• Search Timeline
• Search Plan Apprvoal: Once submitted, 2-3 weeks for review and approval. Once approved, the ads can be placed and the Search Plan cannot be edited or amended.
• Goes through 6 approving authorities: Department Chair, Diversity Office, Dean’s Analyst, HFA Dean, Academic Personnel, Academic Personnel Director
• Open Recruitment:
• minimum of 2 weeks but will want to keep it open longer, maybe 6-8 weeks?
• Placing ads, sending out email notices of job opening (must maintain records and proof of ads for Search Report)
• Initial Review, Selection Process, and Interviews: up to search committee
• Selecting Candidates:
• Must update all applicants status in UC Recruit (meets or does not meet basic qualification, interviewed, proposed candidate, hired)
• Add disposition reasons for those who were not selected
• Provide information on how the search was conducted
• Provide interview material
• Upload proof of ads
• Submit Search Report: 2-3 weeks for review and approval. Goes through 4 approving authorities:  1. Department Chair, Diversity Office, Dean’s Analyst, Dean
• Appointment Process (two different title codes with different pay rate and pay schedules).  Must allocate enough time for appointments to be prepared, reviewed and approved.
• Postdoc Appointment Packet – This must be submitted and approved first. Initial appointment for 1-year at 100%. Prepared by dept, reviewed by Academic Personnel, approved by AVC.
• Lecturer Appointment Packet(s) – prepared by the dept the candidate is teaching in, reviewed by College AP Analyst, approved by Associate Dean in College (deadlines for forms to be submitted to College: Fall – Aug 1, Winter – Nov 1, Spring – Feb 1)
• Postdoc Appt is then reduced accordingly to accommodate lecturer appointment(s), this may be a quarter-by-quarter basis. Reduction in time requires dept to submit an “Appointment Modification” form which needs to be reviewed and approved.
• Important things to note
• Communication between home department where postdoc appt resides and other departments who are handling the lecturer appointments. Important info such as salary rate and percentage for lecturer appt.
• These hybrid positions are new and although possible, do take a lot of time and effort to execute because we’re putting together two positions that have a lot of administrative differences.
• Visa implications for candidates
• Draft job ad: (shared by Alan via email)
• Search Committee: 
• members
• interviewing process 

3. Academic-year GSRs & RAs

• UCSB
• GSR - budgeted for:
• 9 months (F,W,Summer in Year 1)
• 12 months in each Years 2 and 3
• Academic year RAs - budgeted for:
• 3 grad/undergrad RAs (300 hours each at $25.50/hr) during academic year
• 3 computer programmer grad/undergrad RAs (total 97 hours each at $24/hr) 
• RAs for Manifest system and Virtual Workspace system?
• RAs for advanced research technical work (e.g., word embedding)? 
• RAs interested in being trained? 
• Recruitment process? 
• UM  
• GSR - budgeted for:
• Spring semester in Year 1
• Fall & Spring semesters in each of Years 2 and 3 
• Academic year RAs - budgeted for:
• 3 grad RAs (300 hours each at $15.00/hr)

4. Advisory Board & Conference

• Prioritize candidate list
• Recruit board members
• Organize end-of-Year-1 advisory board meeting
• timed in June to kick off summer research camp?
• allow participation by Zoom?

• Candidates for Advisory Board in our proposal:
• Mark Algee-Hewitt (Stanford U., English, Director of Stanford Literary Lab)
• David Bamman (School of Information, UC Berkeley)
• Ryan Cordell  (Northeastern U., English, PI of NEH Digital Humanities Start-Up Grant, “Uncovering Reprinting Networks in Nineteenth-Century American Newspapers,” core faculty of NULab for Texts, Maps, and Networks) 
• Amy Earhart (Texas A & M, English, co-PI of TAMU's Initiative for Digital Humanities, Media, and Culture)
• Gabrielle Foreman (University of Delaware, Black American Studies & History, Director of Colored Conventions: Bringing Nineteenth-Century Black Organizing to Digital Life project)
• Andrew Goldstone (Rutgers U., English, creator of dfr-browser topic modeling interface)
• Ryan Heuser (Stanford U., English, Ph.D. candidate and former Associate Director for Research of the Stanford Literary Lab)
• Laura Mandell (Texas A & M, Director of TAMU's Initiative for Digital Humanities, Media, and Culture)
• Trevor Muñoz (University of Maryland, College Park, Assistant Dean for Digital Humanities Research, Associate Director of the Maryland Institute for Technology in the Humanities [MITH])
• Lisa Nakamura (U. Michigan, American Culture, Asian/Pacific Islander American Studies)
• Safiya Umoja Noble (UCLA, Information Studies)
• Élika Ortega (Northeastern University, Cultures, Societies & Global Studies; member of Global Outlook::Digital Humanities executive committee)
• Andrew Piper (McGill U., English, Director of .txtLAB, Editor of Cultural Analytics)
• Benjamin M. Schmidt (Northeastern U., History, core faculty of NULab for Texts, Maps, and Networks)
• Richard Jean So (U. Chicago, English; Center for the Study of Race, Politics, and Culture; PI of grant for “Computational Approaches to American Literature”)
• Robert B. Townsend (Director, Washington Office of American Academy of Arts and Sciences; co-developer of Humanities Indicators; former Deputy Director of American Historical Association)
• Ted Underwood (U. Illinois, Urbana-Champagne, English, Information Sciences) 

5. PI Travel

• Visiting each others' campuses? 

6. Hardware Purchases