Winter 2026 Committee Meeting Planning

[king0708]

Planning List for Committee Meetings

The following tasks need to be done for each full committee meeting.

One Month before (first week of Jan)

• Create a poll to find a meeting time and agenda topics. - Nicole

  • Send the email to all@nceas.ucsb.edu - Nicole

  • Post in the #diversity slack channel - Nicole

Two Weeks Before

• Contact Ginger Gilquist to add the meeting time to the admin calendar - Rachel

  • adding the meeting to the events calendar will reserve the room

• Check the zoom permalink and have Thomas create a zoom link if necessary to add to the calendar invite - Rachel

• Create a flyer with the meeting time, place, date, zoom link, and description. - Nicole

• Post the flyer in the lounge - Nicole

• Create the meeting agenda (with flyer)- Nicole

• Email the flyer and link to the agenda with the zoom link to all@nceas.ucsb.edu{.email} - Rachel

Week Before

• Email reminder about the DEIJ committee meeting - Rachel

• Finalize plan for meeting - Rachel & Nicole

• Announce meeting at coffee klatch - Rachel

Day Before / Day Of

• slack reminders with zoom link for the meeting - Rachel

Follow-Up

• slack message with meeting notes - Rachel

• create a summary for the exec team if no one from the exec team attends - Rachel & Nicole

• update any action items or priorities as needed - TBD

[king0708]

it might be nice to revisit a revised strategic plan and discuss what the scope of the committee is, and how people like the current set up of co-working sessions