StateoftheMap Organizing Committee/Minutes/2019/2019-02-12 Meeting

Meeting of the scholarship subgroup

Date and time: 2019-02-12 at 15:00 UTC on Mumble

Participants

Minutes by Dorothea

Related tickets

@slautenb _Regarding contact person at Foreign Office:_ His contact at the University is ill.

[x] @mikelmaron @MelEckle @slautenb @ChristineKarch to provide feedback in next 1-2 days about [submission form](LINK)
[x] @slautenb and @dorotheakazazi to move their comments from the Gdoc to #42
[x] @dorotheakazazi to write a [draft email](https://github.com/osmfoundation/sotm2019/issues/42#issuecomment-463343425) to 2018 scholars and ask if interested to be in the scholars' selection team.
[ ] @dorotheakazazi to share a modified version of last year's scholars' acceptance letter.
[x] @MelEckle to draft announcement blog post. To be published: 15th of February.
[ ] @mikelmaron to ask for quick feedback by wider WG on scholarships' announcement blog post.
[ ] @vannicer to check YouthMappers' timeline regarding their own HOT scholarships.

Selection team: Start with 2018 scholars. Get replies in about one week. Aim for geographic spread and see if more outreach is necessary.
Scholars' acceptance letter to be written by OSMF and potentially be co-signed by the University/Institute of Geography and City of Heidelberg

14 Feb: Send post to SotM 2018 scholars, gauging interest about being on the selection team.
15 Feb: Submission form finalised.
15 Feb: Announcement post.
21 Feb: Finalise list of SotM 2018 scholars who expressed interest to be on the selection team.

[Submission form](LINK) created by Rachel, based on last year's form._
"Other sources of funding" - potentially rephrase
"Underrepresented group" - specify intention. Maybe mention ethnicity, socioeconomic, etc
"Scholarship in previous years" - ok to ask for our information (even if just the SotM 2018 scholars are not eligible).

Spreadsheet with ~ 43 candidates: includes details of:
- three persons that already volunteered to be on the team (Sven, Rebecca, Laura - SotM2018 scholar from Kenya)
- scholars from SotM 2016, 2017 and 2018
- a few persons added by scholarship team.
Info: Name, country, reason for inclusion on the spreadsheet, sex, affiliation (either self-disclosed or found-out), email address

To be based on last year's post and also including this year´s motto and additional possibility to extend stay for the HOT Summit.
To be published on 15th of Feb.

HOT has already some sponsorship for YouthMappers to attend the HOT summit. Covers full travel and could also cover SotM.
YouthMapper HOT summit scholarships will be decided by competition and process is sorted out now.
We have a checkbox on the submission form about whether someone is a YouthMapper.
Exclusionary or exceptional circumstances?
Suggestion to co-ordinate with YouthMappers regarding communication. Explain the primary mechanism of attending SotM with a scholarship. They could communicate the different options to their community. Perhaps mention applying for SotM scholarship only in exceptional circumstances.
YouthMappers will be working on their procedure even after our announcement.
For our selection committee it would be ideal to not have as many submissions.

=== Next meeting: Tuesday 26th of February, 15:00 UTC