---
# System prepended metadata

title: CodeRefinery workshop 2023-09 Planner
tags: [Workshop-2023-Sep]

---


# 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.
	```
:::