---
# System prepended metadata

title: Define HSRN VIP Processes

---

> DRI: Directly Responsible Individual who has an end-to-end responsibility for the operation

[🚪link to ticket](https://dev.hsrn.nyu.edu/vip/planning/vip-planning/-/issues/182)

## Agenda
1. go through all operations and see if anything missing
2. Keep in mind: some advice from last sem's [surveys](https://docs.google.com/spreadsheets/d/1L5JHmdoiTk56koUlOBygJBWhUONrug9qbIuhkISm68g/edit?usp=sharing)
    - non-technical: create a community, be more organized (use board&milestones to manage projects)
    - technical: remotes machines, need documentation
3. knock out all the requirement details of these **19** operations. Things to keep in mind:
    - focus on what outcome we want, then figure out what needs to be done, and lastly who is doing this and the DDL
4. add post-mortem folders and template [here](https://dev.hsrn.nyu.edu/vip/planning/runbook/-/tree/main/2024_fall_post_mortem)

## Overview

| #  	| Operation Name             	| “Brainstormer” 	| DRI   	| Status 	|
|----	|----------------------------	|----------------	|-------	|--------	|
| 1  	| Recruitment marketing      	| @Nick          	| @Tia  	| V      	|
| 2  	| Recruitment                	| @Nick          	| @Nick 	| V      	|
| 3  	| VIP Budget                 	| @Nick          	| @Tia  	| V      	|
| 4  	| Enrollment                 	| @Nick          	| @Tia  	| V      	|
| 5  	| Onboarding                 	| @Nick          	| @Nick 	| V      	|
| 6  	| In-person kick-off meeting 	|                	| @Tia  	|        	|
| 7  	| TL election                	|                	| @TL      	|        	|
| 8  	| Program Lead election      	|                	| @Nick 	| V      	|
| 9  	| Symposium                  	|                	| @Tia  	|        	|
| 10 	| Review survey              	|                	| @Tia  	| V      	|
| 11 	| Retro meeting              	|                	| @Tia      | V      	|
| 12 	| Final Presentation         	|                	| @Tia  	|        	|
| 13 	| Review survey              	|                	| @Tia  	| V      	|
| 14 	| Internal Wrap-up Meeting   	|                	| @Nick 	| V      	|
| 15 	| Handoff                    	|                	| @Nick 	| V      	|
| 16 	| Off-board                  	|                	| @Nick 	| V      	|
| 17 	| VIP registration           	|                	| @Tia  	| V      	|
| 18 	| Team Lead weekly meeting   	|                	| @Nick 	|        	|
| 19 	| Team weekly meeting        	|                	| @TL   	|        	|
| 20 	| Outreach collaborations    	|                	|   	    |        	|

## Preparation (1 month before - week 2nd)
### [Recruitment marketing](https://dev.hsrn.nyu.edu/vip/planning/vip-planning/-/issues/186)
- Outcome: 
- Audience: All CS-major students
- Todos: 
  - [x] update vip page (@yc6371)
  - [x] update VIP registration form: email vip mgr (for spring, update before late October / for fall before mid April)
  - [x] decide project lists(@yc6371)
  - [ ] make ads: one text-base and another pdf flyer (optional but highly suggested as for futrure uses). Refer to the vip page team tab to find detailed candidate requirements
  - [ ] send ads to mailing lists
  - [ ] send ads to the interest list from last semester's symposium
  - [ ] send ads to tech clubs (i.e., BUGS, PPT, Tech NYU, DSC NYU, OSIRIS) via email or discord channels
  - [ ] cold mail CS professors to forward our ads
  - [ ] write a post mortem
- DRI: @tia.kumar 
- DDL:
  - 8/7: the text-base ads is our top priority as it's the only mkt we are doing for the recruitment. And it's important to do this early so that we start interviewing students AEAP.
- References: [vip page](https://vip.hsrn.nyu.edu/), [project list](https://docs.google.com/spreadsheets/d/19TxLfWyG0IEDHnwbTz0GMwX2ZKAJCeEAlyvFqXPTtgU/edit#gid=1542166551), [marketing ads example](https://dev.hsrn.nyu.edu/vip/planning/runbook/-/blob/main/project_lifecycle/1-applications-and-acceptance/advertising.md), [interest list](https://docs.google.com/spreadsheets/d/1WWRt3PZ_Ccii3MIBAxFDINdMWspyI4JckQdvIxOlMCg/edit#gid=561945791), [mailing lists](https://dev.hsrn.nyu.edu/vip/planning/runbook/-/blob/main/2023_spring/1-applications-and-acceptance/post_mortem/AAR/advertising.md)


### Recruitment
- Outcome: TBD
- Audience: TBD
- Todos: 
  - [ ] discuss the interview process , questions, and rubrics https://hackmd.io/iLsCRJmYRdGd5G_jIp4VTQ?both
  - [ ] create an application form
  - [ ] create an eval form
  - [ ] do interviews
  - [ ] update the application form when there are new applicants
  - [ ] hold selection meeting
  - [ ] analyze exit status
  - [ ] write a post mortem
- DRI: @yc6371 
- DDL:
  - 8/13: finalize all recruitment planning
  - 9/3: first-round selection
  - 9/16: second-round selection 
- References: [application form](https://docs.google.com/spreadsheets/d/1WWRt3PZ_Ccii3MIBAxFDINdMWspyI4JckQdvIxOlMCg/edit?usp=sharing), 

### VIP Budget
- Outcome: 
- Audience: 
- Todos: 
  - [ ] list VIP-related event expenses (e.g., symposium, in-person foods&drinks)
  - [ ] list VIP-related equipment expenses (e.g., machines, data acquisition equipment) (@yc6371) 
  - [ ] inquiry VIP budget limitation (what can/cant buy with VIP budget)
  - [ ] write a post mortem
- DRI: @tia.kumar 
- DDL: end of Fall 2023 (the budget approving process is rolling based)
- References: 

## On-boarding (week 3rd)
### Enrollment
- Outcome: 
- Audience: all vip students
- Todos:
  - [ ] send out registration instruction email
  - [ ] write a post mortem
- DRI: @yc6371 
- DDL: week 3rd
- References: [instruction](https://dev.hsrn.nyu.edu/vip/planning/runbook/-/blob/main/project_lifecycle/1-applications-and-acceptance/enrollment_instructions_templates.md)

### Onboarding
- Outcome: 
- Audience: all vip students
- Todos:
  - [ ] send out onboarding instruction email
  - [ ] send kick-off meeting invit
  - [ ] answer any enrollment questions (@TLs)
  - [ ] write a post mortem
- DRI: @yc6371
- DDL: week 3rd
- References: [instruction](https://vip.hsrn.nyu.edu/onboarding/)

### **In-person kick-off meeting**
- Outcome: (1)know each other (2)know where our lab is (2)inform R&R of our vip students
- Audience: All vip students
- Todos: 
  - [ ] things to cover
    - round table self-introduction
    - [ ] a deck
        - organization
        - mission
        - syllabus
        - all future operations (e.g., Team Leads election, survey reviews, final presentation)
        - our GitLab contribution rules and workflow (e.g., fork, pr, create issue etc)
        - project management with issue board and milestones
    - socials
  - [ ] handle food&drinks
  - [ ] write a post mortem
- DRI:
- DDL: week 3rd before sending out onboarding email. Possibly Friday evening at Tandon
- References: [syllabus](https://vip.hsrn.nyu.edu/syllabus/)

## Milestone 1 (week 4th-7th)
### TL election
- Outcome
- Audience: 
- Todos:
  - [ ] decide election machanism
    - designated team lead (new team: mgt team, existing team: prev TL and mentor)
    - if no one is interested, have the whole team attend the first TL meeting and appoint someone to be TL
  - [ ] write a post mortem
- DRI: 
- DDL: week 7th
- References: 


### ~~Program Lead election~~
- Outcome
- Audience: 
- Todos: 
  - [ ] write a post mortem 
- DRI: @yc6371 
- DDL: 
- References: 


### Symposium
- Outcome: 
- Audience: 
- Todos: 
  - [ ] make a 3-fold poster
  - [ ] setup the stand
  - [ ] make shifting time table
  - [ ] write a post mortem 
- DRI: @tia.kumar 
- DDL: mid September
- References: 

## Midterm Review (week 8th)
### Review survey
- Outcome: 
- Audience: 
- Todos:
  - [ ] design a review form
      - what's the achievement
      - feedback on team and program
      - documentation writeup
  - [ ] distribute/collect the form
  - [ ] write a post mortem
- DRI: 
- DDL: 
  - create form: 
  - collect form:  
- References: [prev gform](https://docs.google.com/forms/d/1rzeW8hoaFPS29cjNInVt8Ol0vQhkF-amx8ueOdaaEJ4/edit?pli=1)

### Retro meeting
- Outcome: 
- Audience: 
- Todos: 
  - [ ] summarize feedback from the survey 
  - [ ] write a post mortem
- DRI: 
- DDL: 
- References: 

## Milestone 2 (week 9th-12th)


## Final Review (week 13th)
### Review survey
- Outcome
- Audience: 
- Todos:
  - [ ] design a review form
    - feedbacks on team and program
    - returning status
    - team change
  - [ ] distribute/collect the form
  - [ ] write a post mortem
- DRI: 
- DDL: 
  - create form: 
  - collect form: before final presentation
- References: [prev gform](https://docs.google.com/forms/d/1MtQNwK42WXraF8ry-mabOUPadB8Yp92pauly4w4Hs2U/edit)

### Final Presentation
- Outcome: 
- Audience: 
- Todos:
  - [ ] prep
    - get a classroom
    - get a microphone equipment
    - decide on slide format/style/agenda
    - collect slides
    - handle food&drinks
  - [ ] record the presentation for mkt use
  - [ ] write a post mortem
- DRI:
- DDL: **12/15 (Fri) 6pm-830pm**
- References: 

## End of Semester (week 14th)
### Internal Wrap-up Meeting
- Outcome
- Audience: 
- Todos: 
  - [ ] retro on final survey
  - [ ] make sure all hand-off, off-board, registration work is assigned
  - [ ] write a post mortem
- DRI: 
- DDL: 
- References: 

### Handoff
- Outcome
- Audience: 
- Todos: 
  - [ ] create tickets for exiting students to write program feedback
  - [ ] write a post mortem
- DRI: 
- DDL: 12/22 (Fri)
- References: 

### Off-board
- Outcome: 
- Audience: 
- Todos:
  - [ ] remove gitlab permissions
  - [ ] remove cluster permission
  - [ ] remove from the Element channel
  - [ ] remove from google group
  - [ ] write a post mortem
- DRI: @yc6371 
- DDL: 12/22 (Fri)
- References: [google group](https://groups.google.com/a/nyu.edu/g/hsrn-vip/members)

### VIP Registration
- Outcome: 
- Audience: 
- Todos: 
  - [ ] get a list of returning vip students (@yc6371)
  - [ ] send insutrctions emails
  - [ ] write a post mortem
- DRI:
- DDL: 12/22 (Fri)
- References: [instruction](https://dev.hsrn.nyu.edu/vip/planning/runbook/-/blob/main/project_lifecycle/1-applications-and-acceptance/enrollment_instructions_templates.md)

## Others
### Team Lead weekly meeting
- Outcome: 
- Audience: all TLs
- Todos: 
  - [x] create necessary tags (i.e., `23-fall-vip`)
  - [x] use issue board within the VIP group to track progress
  - [ ] write a post mortem
- DRI: @yc6371 
- References: [VIP group issue board](https://dev.hsrn.nyu.edu/groups/vip/-/boards?label_name[]=24-fall-vip)

### Team weekly meeting
- Outcome:
- Audience: all VIP students
- Todos: 
  - [x] use milestones to manage projects internally
  - [ ] write a post mortem
- DRI: @TLs
- References: [milestone example](https://dev.hsrn.nyu.edu/vip/planning/meeting-notes/-/milestones/1#tab-issues)

Outreach Promotion (e.g., NYU tech, hackathon)
- Outcome:
- Audience: 
- Todos: 
  - [ ] NYU Theta Tau Frat
  - [ ] NYU Tech
  - [ ] NYU maker space event 
  - [ ] BUGS
- DRI: @TLs
- DDL: 
- References: [NYU Makerspace](http://makerspace.engineering.nyu.edu/events-2/)