Working Group Roles & Responsibilities: Scribe

Scribes are called upon to assist in and help drive important efforts of the working groups within the Internet2 community. A scribe's roles and responsibilities during a project life cycle may vary, in consultation with the working group chair and flywheel, but usually include the following:

• Stays current on the group's regularly scheduled calls and extra calls or face-to-face meetings.
• Listens to the call and takes detailed and accurate notes. Call minutes should not be word-for-word transcripts, but rather a concise and accurate distillation of the important points discussed.
• Repeats points and action items as appropriate to make sure they are clear for the group and the owner of the action item, and to ensure they are captured accurately in the call notes. 
• Consults with the working group chair and flywheel as needed to ensure concepts and topics discussed on the calls are captured and conveyed accurately and effectively.
• Attends all working group calls and meetings, secures a qualified substitute with the approval of the working group flywheel, or requests that the call be recorded for later note-taking.
• Makes sure that the working group chair has approved the action items and minutes of the previous call, in consultation with the working group flywheel, before they are submitted for posting on the working group website.
• Documents and disseminates action items to the group according to service guidelines within 2 business days after the working group call.
• Creates and ensures draft minutes are sent to the chair/group according to service guidelines within 1 week after the call and are approved on the subsequent call. If the subsequent call is canceled or postponed, then consults with the chair and flywheel to secure approval ASAP, no later than 2-4 weeks after the call.
• Posts and links the minutes on the working group web page or makes sure that the minutes are linked appropriately by the person responsible for updating the web site within one business day after they are formally approved.
• Regularly checks the working group’s web site to make sure it is up to date, in consultation with the working group flywheel
• Helps the group with documentation, such as white papers, scenarios, or guides, in consultation with the working group chair and flywheel.
• Ensures the proper document-naming scheme is used for any documents created by the working group.
• Acts as backup flywheel if necessary, in consultation with the working group chair and flywheel.