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Mathematics & Physical Sciences

MPS Workshop on Unity in Numbers: Fostering an Inclusive Community in the Quantitative Sciences

Date & Time


Introduction
On May 20, 2024, the Simon’s Foundation hosted a one-day workshop aimed at
increasing representation from Black, Indigenous and other People of Color (BIPOC) in the quantitative sciences. The workshop brought together 42 professionals to discuss barriers, share experiences and develop strategies for fostering greater inclusivity within the quantitative sciences. The overarching goal of the workshop was to begin the development of a synergy strategy that would build on the approaches and successes of the Math Alliance organization, professional associations and other programs which are currently invested in working to ensure the quantitative sciences reflect the rich diversity of our American population and culture.

Workshop Structure
The workshop was structured into seven sessions:
● Rising Stars Project Overview
● Funders’ Feedback
● Organization Lightning Round
● Networking Lunch
● INCLUDES Grant Overview
● Breakout Sessions
● Action Planning and Closing Remarks

Key Outcomes
1. Rising Stars Project Overview
This session raised awareness of existing successful programs. Although the programs described all have unique characteristics that contribute to their success, a critical and essential component of any successful program is intentional community building.

2. Funders’ Feedback
The representatives identified persistence as a key component of any successful application. They also highlighted the need for initiatives to demonstrate the potential to have efforts that work at scale and create systemic change.

3. Organization Lightning Round
Representatives from the American Mathematical Association of Two-Year Colleges (AMATYC), the American Mathematical Society (AMS), the Mathematical Association of America (MAA), the American Statistical Association (ASA) and the Society for Industrial and Applied Mathematics presented highlights of their DEIBA work and identified opportunities for collaboration.

4. Networking Lunch
The networking lunch provided an informal setting for participants to connect, share experiences and establish relationships. In addition to exchanging contact information, attendees discussed potential collaborations, further fostering a sense of community.

5. INCLUDES Grant Overview
This session outlined the requirements for an NSF INCLUDES grant highlighting the significant effort required to prepare and submit a competitive proposal.

6. Breakout Sessions
Participants worked in small groups to consider three questions:

6a. What innovative strategies or initiatives have been successful in
promoting diversity and inclusion in the quantitative sciences? (What’s
working now?)

6b. How can we collaboratively address obstacles? (What could be working
if we only had funding?)

6c. Dream big: If we had all the resources needed, what would we create?
The groups identified 3–5 strategies or programs that they felt merited consideration for
future focus.

7. Action Planning and Closing Remarks
Consensus emerged that the goals for the future project needed to be explicitly articulated for review by all participants. The significant effort to move this project forward was identified as a potential threat to success. The requirements of the INCLUDES grant were also identified as a potential roadblock. The original steering committee and those interested in supporting the effort were charged to carefully consider and outline alternative paths forward.

Conclusion
Although the workshop identified challenges to moving forward, the commitment to ongoing advocacy and community were identified as significant
strengths.

Next Steps: Virtual follow-up meetings will be scheduled, and participants will receive regular updates and opportunities to engage in the ongoing initiatives.

Organizers:
David Goldberg, Purdue University
Philip Kutzko, The University of Iowa
Pamela E. Harris, University of Wisconsin at Milwaukee
Donna Lalonde, American Statistical Association
Kyndra Middleton, Howard University
Roberto Soto, California State University, Fullerton

  • Agendaplus--large

    Monday, May 20th, 2024

    8:30 AMCHECK-IN & BREAKFAST
    9:20 AMPhilip Kutzko, David Goldberg & Donna Lalonde | Welcome
    9:30 AMRising Stars Projects Overview
    10:30 AMFunder's Feedback
    11:00 AMBREAK
    11:30 AMDonna LaLonde | Organization Lightning Round
    12:00 PMLUNCH
    1:00 PMDeirdre Longacher Smeltzer | INCLUDES Grant Overview
    1:10 PMFirst breakout session: What innovative strategies or initiatives have been successful in promoting diversity and inclusion in the quantitative sciences? (What’s working now?)
    1:55 PMSecond breakout session: How can we collaboratively address obstacles? (What could be working if we only had funding?)
    2:40 PMFinal breakout session: Dream big…if we had all the resources needed, what would we create?
    3:30 PMDavid Spergel | Welcome to SF
    3:35 PMBREAK & Complete dot voting
    4:00 PMDiscuss results of breakout groups; share vision for the grant and outline next steps for participation.
    5:00 PMMEETING CONCLUDES
    6:30 PMDinner at Scarpetta
  • Participation & Fundingplus--large

    Participation in the meeting falls into the following four categories. An individual’s participation category is communicated via their letter of invitation.

    Group A – Organizers and Speakers
    The foundation will arrange and pay for all air and train travel to the conference as well as hotel accommodations and reimbursement of local expenses. Business-class or premium economy airfare will be booked for all flights over five hours.

    Group B – Funded Participants
    The foundation will arrange and pay for all air and train travel to the conference as well as hotel accommodations and reimbursement of local expenses. Economy-class airfare will be booked for all flights.

    Group C – Unfunded Participants
    Individuals in Group C will not receive funding to attend the meeting. Group C participants may take part in all conference-hosted meals at no additional cost.

    Group D – Remote Participants
    Individuals in Group D will participate in the meeting remotely. Please register at the link above and a remote participation link will be sent to you approximately two weeks prior to the meeting.

  • Travel & Hotelplus--large

    Air and Rail
    For individuals in Groups A and B the foundation will arrange and pay for round-trip travel from their home city to the conference.

    All travel and hotel arrangements must be booked through the Simons Foundation’s preferred travel agency.

    Travel specifications, including preferred airline, will be accommodated provided that these specifications are reasonable and within budget.

    Travel arrangements not booked through the preferred agency, including triangle trips and routing/preferred airlines outside budget, must be pre-approved by the Simons Foundation and a reimbursement quote must be obtained through the foundation’s travel agency.

    Personal & Rental Cars
    Personal car and rental trips over 250 miles each way require prior approval from the Simons Foundation via email.

    Rental cars must be pre-approved by the Simons Foundation.

    The James NoMad Hotel offers valet parking. Please note there are no in-and-out privileges when using the hotel’s garage, therefore it is encouraged that participants walk or take public transportation to the Simons Foundation.

    Hotel
    Participants in Groups A & B who require accommodations are hosted by the foundation for a maximum of two nights at The James NoMad Hotel. Any additional nights are at the attendee’s own expense. To arrange accommodations, please register at the link above.

    The James NoMad Hotel
    22 E 29th St
    New York, NY 10016
    (between 28th and 29th Streets)
    https://www.jameshotels.com/new-york-nomad/

    For driving directions to The James NoMad, please click here.

  • Reimbursementplus--large

    Overview
    Individuals in Groups A & B will be reimbursed for meals and local expenses including ground transportation. Expenses should be submitted through the foundation’s online expense reimbursement platform after the meeting’s conclusion.

    Expenses accrued as a result of meetings not directly related to the Simons Foundation-hosted meeting (a satellite collaboration meeting held at another institution, for example) will not be reimbursed by the Simons Foundation and should be paid by other sources.

    Below are key reimbursement takeaways; a full policy will be provided with the final logistics email circulated approximately 2 weeks prior to the meeting’s start.

    Meals
    The daily meal limit is $125 and itemized receipts are required for expenses over $24 USD. The foundation DOES NOT provide a meal per diem and only reimburses actual meal expenses.

    • Meals taken on travel days are reimbursable.
    • Meals taken outside those provided by the foundation (breakfast, lunch, breaks and/or dinner) are not reimbursable.
    • If a meal was not provided on a meeting day, dinner for example, that expense is reimbursable.
    • Meals taken on days not associated with Simons Foundation-coordinated events are not reimbursable.
    • Minibar expenses are not reimbursable
    • Meal expenses for a non-foundation guest are not reimbursable.

    Group meals consisting of fellow meeting participants paid by a single person will be reimbursed up to $65 per person per meal and the amount will count towards each individual’s $125 daily meal limit.

    Ground Transportation
    Expenses for ground transportation will be reimbursed for travel days (i.e. traveling to/from the airport) as well as local transportation. While in NYC, individuals are encouraged to use public transportation and not use taxi, Uber or Lyft services.

  • Attendance & Building Protocolsplus--large

    Attendance
    In-person participants and speakers are expected to fully attend the meeting day.

    COVID-19 Vaccination
    Individuals accessing Simons Foundation and Flatiron Institute buildings must be fully vaccinated against COVID-19.

    Entry & Building Access
    Upon arrival, guests will be required to show their photo ID to enter the Simons Foundation and Flatiron Institute buildings. After checking-in at the meeting reception desk, guests will be able to show their meeting name badge to re-enter the building. If you forget your name badge, you will need to provide your photo ID.

    The Simons Foundation and Flatiron Institute buildings are not considered “open campuses” and meeting participants will only have access to the spaces in which the meeting will take place. All other areas are off limits without prior approval.

    If you require a private space to conduct a phone call or remote meeting, please contact your meeting manager at least 48-hours ahead of time so that they may book a space for you within the foundation’s room reservation system.

    Guests & Children
    Meeting participants are required to give 24 hour advance notice of any guests meeting them at the Simons Foundation either before or after the meeting. Outside guests are discouraged from joining meeting activities, including meals.

    With the exception of Simons Foundation and Flatiron Institute staff, ad hoc meeting participants who did not receive a meeting invitation directly from the Simons Foundation are not permitted.

    Children under the age of 18 are not permitted to attend meetings at the Simons Foundation. Furthermore, the Simons Foundation does not provide childcare facilities or support of any kind. Special accommodations will be made for nursing parents.

  • Contactsplus--large

    Registration and Travel Assistance
    Ovation Travel Group
    [email protected]
    (917) 408-8384 (24-Hours)
    www.ovationtravel.com

    Meeting Questions and Assistance
    Michelle Pantaleon
    Coordinator, Events and Administration, MPS, Simons Foundation
    [email protected]
    (929) 562-4541

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