# CodeRefinery workshop 2023 Sep [toc] ## Links - [Workshop page](https://coderefinery.github.io/2023-09-19-workshop/) - This document: https://hackmd.io/@coderefinery/2023-Sep-ws-planning - [Q&A document]() - [Archive Q&A document]() - [Twitch channel](https://www.twitch.tv/coderefinery/about) - [Emails and communication]() - [Zoom for onboarding and install help]() :::danger Add missing links! :arrow_up: ::: ## Workshop roles - Overview of the roles: https://coderefinery.github.io/manuals/roles-overview/ If you want to take part, add your name here, sign up in Indico and select "I am interest in being a helper, co-instructor, or observer", and you will be contacted. ### Instructors ([Description](https://coderefinery.github.io/manuals/instructors/)) Two names per lesson, first is primary. Add directly to the schedule. Some names are already on the workshop page. Please contact RB if you would like to co-teach something. ### Expert helpers ([description](https://coderefinery.github.io/manuals/expert-helpers/)) If a central Zoom exercise room is provided: Help in our learner zoom, circle around breakout rooms; there will probably be 2 or 3 rooms where we need to provide the helper. Else: Help answering questions in Collaborative Q&A document. - [ ] day 1 - git-intro: ???, ???, ... - [ ] day 2 - git-intro: ???, ???, ... - [ ] day 3 - git-collab: ???, ???, ... - [ ] day 4 - reproducible research: ???, ???, ... - [ ] day 4 - social coding: ???, ???, ... - [ ] day 5 - jupyter: ???, ???, ... - [ ] day 5 - documentation: ???, ???, ... - [ ] day 6 - testing: ???, ???, ... - [ ] day 6 - modular code development: ???, ???, ... ### Managing collaborative document ([description](https://coderefinery.github.io/manuals/hackmd-helper/#hackmd-manager)) Keep the document organized, check for unanswered questions, and archive notes each day. - [ ] preparation before workshop: - [ ] day 1 - git-intro: DI, DP, ... - [ ] day 2 - git-intro: JH, DP, ... - [ ] day 3 - git-collab: RB, ???, ... - [ ] day 4 - reproducible research: ???, ???, ... - [ ] day 4 - social coding: ???, ???, ... - [ ] day 5 - jupyter: ???, ???, ... - [ ] day 5 - documentation: ???, ???, ... - [ ] day 6 - testing: ???, ???, ... - [ ] day 6 - modular code development: ???, ???, ... ## Workshop organization; roles "behind the scenes" Organiser roles and their responsibilities. This does not mean that a person will do everything that is part of their responsibility, but they will make sure that their responsibilities are followed-up and not forgotten. ### Event director ([description](https://coderefinery.github.io/manuals/director/)) - lead: Radovan - backup: :::spoiler Checklist - Before workshop - [ ] Create planning document by copying this template - [ ] Distribute roles using this document - [ ] Ask collaborators/stakeholders to pick roles - [ ] Add all sessions to [CodeRefinery calendar](https://github.com/coderefinery/calendar) separately - [ ] Send calendar invite to all organizers, instructors, expert helpers, with all relevant links - [ ] Decide if certificates will be possible and what is needed for getting a certificate/credits (ask from partner universities) - [ ] Remind co-organizers to register - [ ] Send summary email to all co-organizers will all important links in one place - After the workshop: - [ ] Summarize lessons learned and make it a blog post in [coderefinery.org repo](https://github.com/coderefinery/coderefinery.org) - [ ] Coordinate post-workshop survey eg. in Indico - [ ] Merge new edits from here (no names ofc) to the [Playbook](https://github.com/coderefinery/manuals/blob/master/workshop-playbook.md) - [ ] Port changes from workshop page to [template page](https://github.com/coderefinery/template-workshop-webpage) - [ ] On CR website move from ["upcoming"](https://github.com/coderefinery/coderefinery.org/blob/main/content/workshops/upcoming.md) to ["past"](https://github.com/coderefinery/coderefinery.org/blob/main/content/workshops/past.md) ::: ### Registration coordinator ([description](https://coderefinery.github.io/manuals/registration-coordinator)) - lead: MJ - backup: Radovan :::spoiler Checklist - **ca. 2 months before = When workshop details are set:** - [ ] Create [Indico registration page](https://indico.neic.no/category/5/) for the event - [ ] Include event information - [ ] Customise the registration form - [ ] Customise the confirmation email (with outreach and marketing coordinator) - [ ] Add Zoom link if any - [ ] Point to workshop page - [ ] Add collaborative document link if any - [ ] Set up a workshop page from [template page](https://github.com/coderefinery/template-workshop-webpage) - [ ] Add workshop to ["upcoming courses"](https://github.com/coderefinery/coderefinery.org/blob/main/content/workshops/upcoming.md) - Remember to add all the emails to workshop page - [ ] Open the registration - **Every day:** - Check [support email (Freshdesk)](https://coderefinery.zulipchat.com/#narrow/stream/215460-coderefinery/topic/freshdesk.20procedures) for requests/questions - **Every week:** - Check registrations for problems and read notes to organizers - Identify if need to do something – basically, "playing" with the registration data to not forget anybody and not to forget follow-up - Update [stats](https://github.com/coderefinery/workshop-stats) - Update workshop-webpage if new local organisations - **ca. 1 month before:** - [ ] Reach out to participants ([examples from Mar 2023](https://github.com/coderefinery/2023-03-21-workshop/tree/main/content/communication)) - [ ] [Team leaders](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/email-to-team-leads.md) - [ ] [Those who indicated interest in co-organizing and co-teaching](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/email-to-co-org-helpers.md) - [ ] [Communicate about self organising teams](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/exercise-teams-2023-03-09.md) - **Two weeks before** - [ ] [Send general information to all](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/practical-info-2023-03-09.md) - Next steps, onboarding, installation - Those who have a team, please organize your own zoom/video - [ ] [Inform those who want in-person about known LOs](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/local-groups-2023-03-09.md) - [ ] Try to match up learners and helpers who want to be part of a team - **ca. 1 week before** - [ ] Update Ondico auto-reply for last minute registrations - [ ] Send [email with all links](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/links-2023-03-15.md) - **1 day before!** - [ ] Send a [reminder with links](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/links-2023-03-20.md) - **During the workshop** - [ ] Send [daily summaries](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/summary-day1.md) (with exercise coordinator) - [Some of them have also preparation instructions!](https://github.com/coderefinery/2023-03-21-workshop/blob/main/content/communication/summary-day2%2Bprep-day3.md) - **After the workshop:** - [ ] Add viewing statistics to [CodeRefinery webpage](https://github.com/coderefinery/coderefinery.org/tree/main/content/about/statistics) - [ ] Use [statistics repo](https://github.com/coderefinery/workshop-stats) (feel free to edit) - [ ] Close registration ::: #### Broadcaster ([description](https://coderefinery.github.io/manuals/broadcaster/)) - lead: - backup: :::spoiler Checklist - [ ] Prepare ice-breakers for each day - [ ] Create instructor Zoom and communicate it (with exercise coordinator and outreach and marketing coordinator) - [ ] Publish recordings (does not do all the work but coordinates it) - [ ] Prepare for upload (use [ffmpeg-editlist](https://github.com/coderefinery/ffmpeg-editlist) and collaborate) - [ ] Upload videos and communicate (with outreach and marketing coordinator) ::: ### Instructor coordinator ([description](https://coderefinery.github.io/manuals/instructors/)) - lead: Radovan - backup: :::spoiler Checklist - [ ] Confirm that each lesson and session has co-instructors - [ ] Schedule calls with each instructor pair to distill most important questions and tasks to them - [ ] Show where the detailed schedule is and recommend to move it to instructor guide - [ ] Discuss that the detailed schedule can and should be improved - [ ] Show where Q&A and feedback from past workshop can be found - [ ] Discuss plans for exercises: try 3 exercises each half-day, each not shorter than 20 mins - [ ] Ask them to check their lesson's exercise list - [ ] Ask for any software requirements changes - [ ] Inform about audience (at the time of writing half of registrants prefer to follow on their own) - adapt exercise expectations to audience - [ ] Check/test for high-quality screen share - [ ] Discuss how we can give learners get a good experience - [ ] Test software install instructions - [ ] List instructors on the website (with exercise coordinator) - [ ] Organize team leader on-boarding sessions (with exercise coordinator) - [ ] After the workshop copy detailed schedule to the individual lesson repos as issues ::: ### Exercise and team leader coordinator ([description](https://coderefinery.github.io/manuals/exercise-coordinator/)) - lead: Radovan - backup: :::spoiler Checklist - **Before the workshop** - [ ] Make sure exercise list is communicated (with outreach and marketing coordinator) - [ ] List all team leads (who consent to being listed) on the website (with instructor coordinator) - [ ] List expert helpers on the website (with instructor coordinator) - [ ] Organize staff & helpers on-boarding sessions (with instructor coordinator) - [ ] Send team leader onboarding summary email + save it to the website (with outreach and marketing coordinator) - **After the workshop** - [ ] Organize a de-briefing call with team leads to learn about their experiences and suggestions - [ ] Help other roles in putting everybody who contributed and consents on the [website as credit](https://github.com/coderefinery/coderefinery.org/blob/main/content/about/contributors.md) - [ ] After the workshop remove the [exercise repositories](https://coderefinery.github.io/git-collaborative/guide/#preparing-exercises) - [ ] Help event director with post-workshop survey ::: ### Outreach and marketing coordinator ([description](https://coderefinery.github.io/manuals/workshop-marketing/)) - lead: Dhanya - backup: :::spoiler Checklist - [ ] Create/update [advertising texts](https://github.com/coderefinery/template-workshop-webpage/tree/main/content/communication) and relevant news on the workshop page - [ ] Newsletter - https://tinyletter.com/coderefinery/archive - draft: https://hackmd.io/@coderefinery/CRnewsletter_1_2023 - [ ] Advertising texts on the workshop page - https://coderefinery.github.io/2023-03-21-workshop/communication/ - https://github.com/coderefinery/2023-03-21-workshop/tree/main/content/communication - [ ] CodeRefinery Twitter - https://coderefinery.zulipchat.com/#narrow/stream/119815-general/topic/tweet-toot-suggestions - [ ] CodeRefinery Mastodon - https://coderefinery.zulipchat.com/#narrow/stream/119815-general/topic/tweet-toot-suggestions - [ ] CodeRefinery LinkedIn - https://www.linkedin.com/events/coderefineryworkshopmarch21-23a7031623728480272384/comments/ - [ ] CHCAA LinkedIn (Aarhus University) - [ ] Partner Twitter, retweet and own tweets - [ ] Aalto Scientific Computing - [ ] Partner newsletters - [ ] Sigma2 - [ ] SNIC/NAISS - [ ] ENCCS - [ ] CSC - [ ] Partner websites training calendars - [ ] CSC - [ ] ENCCS - [ ] UiB - [ ] AU (Aarhus University) - [ ] Partner and other email lists - [ ] Aalto STEM students - [ ] Aalto triton users - [ ] Delta doctoral network - [ ] UiB researcher - [ ] UiB HPC - [ ] NERSC Bergen - [ ] Bjerknes Bergen - [ ] University of Oslo computational biology - [ ] University of Oslo Phd and Postdocs - [ ] University of Oslo Dcince contact (?) - [ ] Research institutes in all countries - [ ] Partner posters - [ ] Aalto (CS,U,NBE,PHYS,VAARE) ::: ### Certificate coordinator <https://coderefinery.github.io/2023-03-21-workshop/certificates/> - lead: - backup: ASC team (the process can be run by anyone and we are now using a ticketing system to track requests) :::spoiler Checklist - [ ] Make sure that instructions on certificates are disseminated multiple times - [ ] Workshop page, emails ``` - Learner sends materials to scip _at_ aalto.fi. This opens a ticket in Aalto "esupport" system - The person who generates the certificate verifies quickly that the tasks were completed. - We then work with https://github.com/coderefinery/generate-certificates to generate PDF certificates - Certificate is sent to the person and ticket is closed - Aalto specific: - The local version of that repository is at /scratch/rse/generate-certificates/. The commands were slightly modified so that the default working directory is not the home folder - Aalto students can also obtain directly the 1 ECTS credit. See internal process at ASC pages. ``` :::