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tags: ac
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# Learning Lab Staff Assistant Help Guide:
## Populating Client/Project Logs:
Client logs are the one stop shopping place for all information regarding a metaprojects. This is where you can find past emails, any consultation notes, etc.
* It is the responsibility of the Staff Assistant to put together the client logs and to keep on top of them to make sure that they have the most updated information.
* when creating the logs go through and copy and past all relevant email communication. Additionally go through "notes by day" and copy over any consultation notes.
* The "notes by day" is where the program coordinator puts all consultation notes.
## Creating HackMD's:
The workshop HackMD's are the space where the team is able to put down any planning, ideas, or to do's before the workshop.
* Use the template to create a new document
* Click on the three dots next to the green "New Team Note" button and select new note from template, from there select workshop plan template.
* fill in course title, date and other information like the "When, Where, and enrollment"
* Note that we write dates by year, month, day with no spaces (example: 20221101)

## Morning Routine:
* On Monday mornings there is always a team meeting. This is the point in the week when everyone decides main priorities and discusses any upcoming workshops.
* You should always slack the workshop HackMD's/client logs to the team for the week during this time.
* Go through the calendar and figure out what is happening that day and what rooms will be in use.
* On the Google calendar select all the room calendars for the office.
* Write on the white boards in front of the rooms what is going that day.
* Check your emails and then also check the Learning Lab email. Make sure there is nothing pressing for the day.
* You will mostly be helping the program coordinator schedule things, however, when they are out the staff assistant is responsible for the email.
* It is important to read through the email everyday to know what is going on and to keep the Client Logs up to date.

## Helpful Links:
* [ Office Hours Sign In Sheet](https://docs.google.com/spreadsheets/d/1fgLfrXwB55zF9P89YN-qS5THubOf0cuGSV2UtzGdcQE/edit#gid=0)
* [Course Enrollment Information](https://registrar.fas.harvard.edu/links/archive/enrollment-reports)
* [Submitting Receipts](https://airtable.com/shr8XyiI0DhPEAyek)
* [Bok Center Room Booking](https://docs.google.com/document/d/1ZZYtxzlsIQj5X6H0NGXjvHsUKU-PIg5biy_Kxqa-hO4/edit)
* [Catering Resources](https://docs.google.com/spreadsheets/d/1tiqMVuk8fSyhije8jST-dWR-IRTg1mzdMEK3rW8gS00/edit#gid=564824701)
* [Course Catalog](https://courses.my.harvard.edu/psp/courses/EMPLOYEE/EMPL/h/?tab=HU_CLASS_SEARCH)
* [Show and Tell Airtable](https://airtable.com/apph1ryLCgBur8pyJ/tblprFJQrF8pqj0Vd/viwcFyfnMQsxov2eo?blocks=hide)
* This is where you add posts from the "show-your-work" slack channel.
* [LL Accomodations](https://docs.google.com/spreadsheets/d/1cienGpLHD6XwUXf9oVwskrBvqI0knvyTsoYxZ4jaS0w/edit#gid=0)
* [Logins and Passwords](https://docs.google.com/spreadsheets/d/1zFZvxyxVhmt3cmUY2RGqBtdSPSOth0cxbspyGA2tE-4/edit#gid=197398227)
* [Pizza Calculator](https://www.inchcalculator.com/pizza-calculator/)
* When ordering food make sure to always check for allergies or preferences.
* If we do not know we always get one vegan option just in case.

## LLUF Stuff:
* It is very important to keep on top of the LLUF slack channel and make sure that we are updating the LLUF Ideal Calendar with their most recent availability.
* Be careful when entering availability as often we make the events recurring so if you change one you change them all!
* Every Friday you need to do an Airtable reset and document all the hours that the LLUF's have worked in the past week.
* In the Airtabe "JK just a copy" go through and write down all the hours that the LLUF's worked and send to Jordan. From there change the filters to the next week.
* We do this so that Jordan is able to quickly look and see how many hours she is giving each LLUF when she creates the shifts.
## Breakdown of Metaprojects, Microprojects and Projects:
* Metaprojects - A full course that we are helping with and will continue to assist with past the years classes. Normally when a professor reaches out to us we are going to have a lot of smaller planning to do for each individual workshop so we create one large metaproject that will cover all the information for smaller workshops.
* A metaproject can span for several years.
* A metaproject can have several courses/classes attached to it.
* Projects - A project is normally a class. It is often a workshop or other event that we are in charge of running/organizing.
* Microprojects - A microproject is a smaller part of the project that would normally only take a couple of hours. It is the "prep" or the "small" things that need to get done before we start working on the project.