---
# System prepended metadata

title: SE10X Operations Tasks

---

SE10X Operations Tasks
===

Below is a summary of tasks for managing an SE10x course.

## Key links

* Guide for managing Zoom
  * [Operations](https://hackmd.io/biYWp6zTTvGcPY_6BfUc_Q?view)
  * [Instructors and TAs](https://hackmd.io/-BcbbFtSRaqZ5udSnenMeA?view)
* [Course Portal](https://courses.codepath.org)
    * [SE101 - Intro](https://courses.codepath.org/courses/intro_software_eng/unit/1#!overview)
    * [SE102 - Intermediate](https://courses.codepath.org/courses/intermediate_software_eng/unit/1#!overview)
    * [SE103 - Advanced](https://courses.codepath.org/courses/advanced_software_eng/unit/1#!overview)
* [Course policies](https://hackmd.io/c/r1WpAO5aE/https%3A%2F%2Fhackmd.io%2Fdqt0pLw6SL6mOiXx9_COnw%3Fview)
* [Admissions Tracker](https://docs.google.com/spreadsheets/d/1jxgsCN97UwKyPNMha7EwoARuq6u6IYO8OJpp0Ig7wRo/edit)
* [SE10x Instructor Schedule](https://docs.google.com/spreadsheets/d/1IiZ67n4A1I9ydDEw1gNTHckmBxzfu6TffIZzzG8WqoE/edit#gid=1391814331)
* Dashboards (*pending*)
  * SE101
  * SE102
  * SE103
* Dashboards (to follow)
  * SE101 pilot
  * SE101
  * SE102
  * SE103

## Pre-admissions
* Create and configure cohort
  * Start date
  * Session days and times
  * Submission deadlines: 11:59pm PDT before the next lecture session
    * SE102: Assignment of current week (HackerRank)
    * SE103: Assignment of current week (HackerRank) and Pre-session lab tasks for upcoming week (Leetcode)
  * Automated emails
* Process admissions
  * Update admissions tracking sheet daily by 9am
  * Update #summer2019 channel every Monday at 9am
* Create a Zoom meeting
  * Create a zoom meeting ([guide](https://www.google.com/search?q=create+zoom+meeting&oq=create+zoom+meeting&aqs=chrome..69i57.3361j0j7&sourceid=chrome&ie=UTF-8))
    * Topic: Intermediate Software Engineering  - Pilot Class (Summer'19)
    * Specify recurrences
    * Meeting options
      * Enable join before host
      * Mute participants upon entry
      * Record the meeting automatically in the cloud
  * Enable registration and add the following custom questions:
    * `GitHub username used in the course (e.g. nesquena)` - this will be used in attendance matching
    * `Participant type` (in options: Student or CodePath team) - allow us to crosscheck student count
    ![](https://i.imgur.com/QgywQEu.png)

* Send out calendar invites ([guide](https://hackmd.io/WisptF1GS4iBST-IEqjR4Q))
  * Invite instructors only to the weeks that they are assigned to
  * **NOTE**: When making changes not involving schedule updates, do not send an email to guests.
* Send out [pre-survey](https://trello.com/c/4lI6VqCW/2560-send-out-se102-se103-presurvey) ([protocol](https://hackmd.io/c/r1WpAO5aE/https%3A%2F%2Fhackmd.io%2FyyK36qSOSESdsqmDRhaprw%3Fview))

## During course
:::warning
**SUMMARY**
* Monday
  * Anytime: check for mislinked leetcode/hackerrank accounts on [submission manager table](https://airtable.com/tblZm7mAGsMXy5K34/viwTNp1VIktXNDrLc?blocks=hide) **(Before first submission only)**
  * 9am: Submission reminder via Slack
  * 11pm: verify that the grading script has run (jenkins). If not, trigger via terminal
* Tuesday
  * 12:10am-1am: check submissions
    * HR: mark as complete. Missing submissions automatically receive missing submission email
    * (SE103 only) Leetcode: partial compliance is okay, mark as incomplete. This automatically send them an [incomplete presession email] (https://github.com/codepath/course_emails/blob/master/adv_interview_prep_weekly/3b_incomplete_presession.md)
  * After submission checking: Update application data table on tracker (capture dropouts)
  * 1am: Send weekly report to exec team
  * 2am: Send HackerRank Results to students via SendGrid
  * 5pm: Post session reminder on slack
  * 5:50pm: Post session reminder on slack
  * 6pm: Manage zoom class
  * 8:10pm: Post brief attendace report on slack (#summer2020)
  * 8:10pm: Mark attendance (tracker and attendance dashboard)
  * 8-9pm: Send recap email to students
  * Before EOD: Post session video on student slack 
* Wednesday
  * Check if missing submissions have been submitted (they have been given 24h notice as soon as they were marked as `Not submitted` on the reviewer tool)
    * HR: has to be chased down via Slack
    * Leetcode: no action needed
* Saturday
  * 9am: Post session reminder on slack
  * 9:50am: Post session reminder on slack
  * 10am: Manage zoom class
  * 12:10pm: Post brief attendace report on slack
  * 12:10pm: Mark attendance (tracker and attendance dashboard)
  * Before EOD: Post session video on student slack 
* As needed
  * Execute Withdrawn student protocol
:::
* Slack reminders
  * Session reminder
    * **1h before the session** (no zoom link)
  * **Zoom link**: Some students miss the zoom link on the calendar invites. This task is to make sure that students are able to join the correct zoom link, as well as give them a heads up in case they have to wrap something up before the class.
    * **10 mins before the session**
    * Format:
      :::info
      **SESSION REMINDER**
      @channel Hello Everyone! The session is about to start. Here's the zoom link for reference: 
      :::
  * **Submission reminders**: While students already receive an email reminder about this, 
    * **9am PDT of deadline day**
    * Format:
      SE102 - only hackerrank 
      :::info
      **SUBMISSION REMINDER**
      Hi everyone! The Hackerrank assignment for week 1 is due today, **May 27 at 11:59pm PDT**. You can access the assignment here: https://courses.codepath.com/courses/intermediate_software_eng/unit/1#!assignment. 
      
      After you take the test, it will be automatically captured by our system. If you're using an alternate email and have not yet informed us yet, please send me a message. 
      :::
      SE103 - before week 1 starts
      :::info
      **SUBMISSION REMINDER**
      Hi everyone! We want to make sure that everyone comes prepared for tomorrow's class by practicing a couple of problems.
      
      The Leetcode warmup task for week 1 is due today, **June 03 at 11:59pm PDT**. You can access the warm-up tasks here: https://courses.codepath.com/courses/advanced_software_eng/unit/1#!warmups
      
      After you take the test, it will be automatically captured by our system. If you're using an alternate github username for your Leetcode account and have not yet informed us yet, please send me a message.
      :::
      SE103 - HR + Leetcode:
      :::info
      **SUBMISSION REMINDER**
      @channel Hi everyone! I want to remind you about the following tasks due today, **June 03 at 11:59pm PDT**.
      * HackerRank assignment for week 1 : https://courses.codepath.com/courses/advanced_software_eng/unit/1#!assignment
      * Leetcode tasks for Week 2: https://courses.codepath.com/courses/advanced_software_eng/unit/2#!warmups
      
      If you are using an alternate email (for HackerRank) or github username (for Leetcode) and have not informed us yet, please send me a message. 
      :::
* Checking attendance
  * **Right after session**
  * Download zoom registration for the session and transfer to the tracking sheet
  * Mark attendance on attendance dashboard: this triggers an automated email if they are marked absent.
* Session recording
  * **Before EOD same day of session**
  * Trim recording
  * Upload the recording to the cohort's Youtube playlist ([guide](https://hackmd.io/h_5PSBc8RNuHWakUQX0gvQ))
  * Post to slack channel:
    :::info
    **SESSION RECORDING LINK**
    @channel SE102 Pilot - Week 2 Lecture  on **Big O and Hash Tables** recording is now up on youtube.
    :point_right: playlist link: https://bit.ly/2VWD4aD
    :point_right: video link: https://youtu.be/3I1g2mdWQSU
    :::
* Checking submissions
  * **12:10am after the deadline**
    * Log non-submissions and late submissions on the tracking sheet
  * **24h after the deadline**
    * Update tracking sheet with status of late submissions
    * For late submissions: execute accountabilities based on the [course policies](https://hackmd.io/c/r1WpAO5aE/https%3A%2F%2Fhackmd.io%2Fdqt0pLw6SL6mOiXx9_COnw%3Fview) 
* Weekly email recap
  * **Right after lecture session**
  * Confirm with session instructor if the email recap on the repository is final.
  * Test and check the template for any errors via mailer tool.
  * Send out email recap via mailer tool. [Instruction Link](https://courses.codepath.com/courses/intermediate_software_eng/pages/sending_weekly_emails_to_students)
![](https://i.imgur.com/AKWuh7I.png)
* Reporting
  * **After lecture session (via Slack):** Brief attendance update (how many attended vs total participants)
  * **2h after Assignment deadline (via email):** Weekly report
    * Recipients: Tim, Nathan, Pat, Morgan
    * Link to tracking sheet
    * Attendance
    * Submissions
    * Youtube playlist
    * Recap email link
    * Any issues encountered or noteworthy items
* Track withdrawn students
  * Add details to the tracking sheet
  * Export and update `application data` on the tracking sheet
  * Remove from slack channel
  * Remove from calendar invite
* Update leetcode/hackerrank account on [Submission Manager airtable](https://airtable.com/tblZm7mAGsMXy5K34/viwTNp1VIktXNDrLc?blocks=hide)
  * Proactive (before 1st deadline)
    * What to look for (in your own cohort)
      * `ERROR: LeetCode user 'shivamppatel' not found (404)`
      * Unchecked under `Active` column, indicating that the script can't find their account using the user ID
    * If dropped from class, indicate in `Notes` for your reference
    * If not yet dropped from class, message student on Slack, ask them for the correct account details
      * username for leetcode
      * email for hackerrank
    * Update details on the [Submission Manager airtable](https://airtable.com/tblZm7mAGsMXy5K34/viwTNp1VIktXNDrLc?blocks=hide)
  * Reactive (as needed)
    * When a student informs us that the leetcode/hackerrank account is different from their application, update the email (HR) or github username (leetcode) on the [Submission Manager airtable](https://airtable.com/tblZm7mAGsMXy5K34/viwTNp1VIktXNDrLc?blocks=hide)
