Process Index

Process Index

Every process CivicTechWR runs, and where it is written down. Many are written down in more than one place — those rows are the work.

Compiled 2026-08-19. Companion to Drift-Findings; the ownership rules this is meant to feed are on Ownership-Model.

Legend

	Meaning
✅	One definition, one place
⚠️	Defined in several places that broadly agree — needs merging, not arbitration
❌	Defined in several places that disagree — someone must decide which is true
📭	Happens, but is not written down anywhere

Locations are abbreviated:

• org-docs — CTWR-Organization-Documentation/docs/
• template — CTWR-Project-Template-New/
• .github — the org-wide .github repo
• Discourse — discourse.ctwr.org (login-gated)
• Drive — Google Drive, CivicTechWR Root

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Season and project lifecycle

Process	Defined in
Season structure and length	org-docs Guidelines_&_Templates/Guidline_Seasons.md (2025-09) — says 12 weeks; reality is ~15	❌
Pitching a problem	org-docs Template_Pitching.md (2025-09) template docs/PROJECT_PITCH.md (2026-08) — same document, one prose, one fill-in-the-blank	⚠️
Project intake	Drive Organizing/Season 8/CTWR - Project Intake Form Drive Season 8 Project Intake Form.gsheet Discourse — Season 8 Project Discussion (Internal Staff Discussion)	⚠️
Call for pitches	Drive Organizing/Season 8/CivicTechWR Call for Pitches	✅
Project setup and management	template docs/PROJECT_MANAGEMENT.md, GETTING_STARTED.md, scripts/setup.sh	✅
Demo day / showcase prep	org-docs Demo_Slides_Template.md (2025-09) template docs/DEMO_PREP.md (2026-08) — 8-step structure, supersedes	⚠️
Showcase event logistics	Drive Organizing/CTWR: Event Logistics for Product Demo Day (2025-02)	✅
Season finale	Drive Organizing/Season {1,3,4} Finale/ — per-season folders, no reusable process	📭
Season retrospective	Drive OrganizerContent/CivicTechWR 2017 Retrospective (2017) only	📭

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Hacknights and events

Process	Defined in
Running a hacknight	org-docs Event_Planning_Guide.md (2025-06) — generic 5-step outline Discourse — How to run a CivicTechWR hacknight? (2026-04) — stub, "Template template template"	❌
Event roles on the night	org-docs EventRoles.md (2025-09) — 8 per-event roles Discourse — Volunteer Roles for Season 8 (2026-02) — 5 per-season roles	❌
Event planning checklist	org-docs Event_Planning_Template.md	✅
Meeting time and doors	ctwr-web live site — 5:30 PM (pulled from Luma) ctwr-web _includes/meeting-section.html fallback — 6:00 PM .github CONTRIBUTING.md — "Wednesdays 6:00–8:00 p.m." Discourse hacknight topic — soft start 5:30, start 6:00	❌
Guest speaker coordination	Discourse — Volunteer Roles for Season 8 (duties only) Drive Organizing/List of possible speakers (2025-02) Drive Onboarding/Onboarding - CivicTech WR Speaker (COVID) — COVID-era	⚠️
Writing hacknight recaps	org-docs Recaps_Template.md (template) Discourse Recaps category (28 instances)	⚠️
Room setup and signage	Drive OrganizerContent/Signs for Directions	✅
Food and refreshments	Discourse — Volunteer Roles for Season 8 org-docs EventRoles.md § Food & Drink Setup	⚠️

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Roles and volunteering

Process	Defined in
Who does what	org-docs EventRoles.md — 8 per-event shifts Discourse Volunteer Roles for Season 8 — 5 per-season owners Discourse Organizer Groups and Roles — 3 standing committees	❌
Joining the organizing team	Discourse — Organizer Groups and Roles (2026-03)	✅
New member onboarding at a hacknight	Gestured at in Discourse Volunteer Roles ("greet new members, help orient them"); no written flow	📭
GitHub org access and teams	.github docs/governance/codeowners-branch-protection.md .github docs/org-audit-2026-06-04.md § 9 (the RBAC model as actually applied)	⚠️
Offboarding / removing inactive members	Explicitly outstanding — June 2026 audit item 7 says "TODO: document offboarding cadence"	📭

This is the sharpest conflict in the whole index. Three role models coexist and they are structurally different — per-event shifts, per-season ownership, standing committees — not three stale copies of one list. A volunteer asking "what can I sign up for?" gets a different answer depending on which one they find. The repo version is the most detailed and the most wrong: it still says to update Eventbrite and Meetup listings.

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Communications and outreach

Process	Defined in
Which channel to use	org-docs Communication_Guidelines.md (2025-01) — lists Slack, Email, GitHub, Meetup; omits Discourse .github CONTRIBUTING.md § Communication Channels — Slack, GitHub issues, Email, organizers team; omits Discourse Discourse — How to Use the Slack ↔ Discourse Integration (2026-02) — the only one that covers Discourse, and login-gated	❌
Slack ↔ Discourse integration	Discourse — How to Use the Slack ↔ Discourse Integration	✅
Community outreach interviews	org-docs InterviewQuestions.md	✅
Outreach email	org-docs OutreachLetter.md Drive OrganizerContent/Outreach.gsheet (tracking)	⚠️
Meeting notes	Discourse Meeting Notes category + auto-populating template (2026-02) Discourse Organizers Meetings category (17 topics — where they actually go) Drive Organizing/ Meeting notes/ (through 2025-01)	⚠️

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Marketing and content

Narrative, tooling and decisions are on Marketing; this is the inventory only.

Scope: one-to-many and public. Private, one-to-one contact — partner emails, sponsor requests, speaker invitations — is outreach, and sits under Communications above.

Process	Defined in
Marketing work intake and tracking	GitHub Project 46 — Marketing (2026-08) — Triage / Now / Cadence / Editorial views, typed by Content type, Channel, dates and Effort	✅
Creating the Luma event page	Referenced as a duty in Discourse Volunteer Roles, defined nowhere. Owned by marketing as of 2026-08-23 — the event's public face, not the event. See Marketing § Scope	📭
Luma event naming convention	De facto only. Renamed mid-stream from Civic Tech WR to CivicTechWR (2026-03-18); three separators in use for speaker events. See Marketing-Practices	📭
Social media posting	org-docs SocialMedia_Guidelines.md (2025-01) — generic advice, and its channel list names Twitter and Meetup while omitting Bluesky and Threads, both live on the site Drive Organizing/Example Social Media Posts (2024-11)	❌
Brand assets	Drive Organizing/MediaKit/Branding/ — brandmarks (SVG + PNG), pre-sized social images, sticker PDF, favicons Sized for 400_Twitter and 180_Facebook; nothing for Bluesky or Threads	⚠️
Boilerplate copy and blurbs	Drive Organizing/MediaKit/CivicTechWRBlurbs	✅
Brand voice and tone	—	📭
Visual design system (colour, type)	— nothing anywhere in the org beyond the logo files	📭
Publishing a blog post	blog/README.md links to a CONTRIBUTING.md that does not exist — the link 404s Named as a duty in Discourse Volunteer Roles ("maintain the blog and newsletter"); no owner, no cadence, silent since 2025-09	📭
Newsletter	ctwr-web _includes/newsletter-signup.html — a live Mailchimp list collecting addresses No sends, no owner, no process	📭
Event photography	org-docs EventRoles.md § Photo & Social Media — the role exists, but no shot list, no storage convention Drive Photos/ is 50 undifferentiated files from 2025-03, with duplicates	📭
Photo consent and likeness	— nothing. PrivacyPolicy.md does not mention photos, images, video or likeness, though we assign a volunteer to photograph attendees and publish the results	📭
Content calendar and cadence	GitHub Project 46 Cadence view (2026-08) — the mechanism now exists; no cadence has been agreed	⚠️
Press and media relations	Drive Organizing/MediaKit/ Blog "In the news" posts (2018) — no current process	📭
Measuring reach or impact	—	📭

Marketing is the least-documented area in this index: ten of fifteen processes have nothing written down at all. The two that carry risk rather than just drag:

• Photo consent. We assign someone to photograph attendees at every event and publish the results, and no policy anywhere covers it. Worth closing before photography ramps up, not after.
• The newsletter. A live Mailchimp form is collecting addresses from people who then hear nothing. Either adopt it or take the form down; leaving it is the worst of the three options.

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Projects — technical practice

Process	Defined in
Contributing to a project	.github CONTRIBUTING.md (org-wide) org-docs Contribution_Guidelines.md template docs/CONTRIBUTING.md (per-project)	⚠️
User research	template docs/USER_RESEARCH.md	✅
Accessibility	template docs/ACCESSIBILITY_GUIDE.md ctwr-web .github/workflows/accessibility.yml, .pa11yci.json (enforced)	⚠️
Impact tracking	template docs/IMPACT_TRACKING.md	✅
Technical design	template docs/TECHNICAL_DESIGN.md	✅
Repo security setup	template docs/REPOSITORY_SECURITY.md, docs/SECURITY_GUIDE.md, scripts/setup-security.sh .github SECURITY.md, .gitleaks.toml, docs/gitleaks-response.md	⚠️
Branch protection / CODEOWNERS	.github docs/governance/codeowners-branch-protection.md template scripts/branch-protection.json	⚠️
Deployments	ctwr-web docs/deployments.md (site-specific) template docs/GITHUB_PAGES.md	✅
Dependency auto-merge	ctwr-web docs/DEPENDABOT_AUTO_MERGE.md	✅
Starting a new project repo	template GETTING_STARTED.md + scripts/setup-project.sh but org-docs README points at ProjectTemplate, which does not exist, and two other template repos claim to be canonical	❌

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Governance, policy and money

Process	Defined in
Code of Conduct	.github CODE_OF_CONDUCT.md (org-wide default) org-docs policies/Code_of_Conduct.md ctwr-web .github/CODE_OF_CONDUCT.md template CODE_OF_CONDUCT.md	⚠️
Diversity and inclusion	org-docs policies/Diversity_and_Inclusion_Policy.md	✅
Privacy	org-docs policies/PrivacyPolicy.md	✅
Data deletion	org-docs policies/DataDeletion.md	✅
Feedback portal terms	org-docs FeedbackTOS.md	✅
Security incident response	.github SECURITY.md, docs/gitleaks-response.md	✅
Org security posture review	.github docs/org-audit-2026-06-04.md — a one-off, no cadence set	⚠️
Sponsorship requests	Drive OrganizerContent/Request for Sponsorship Discourse — Creating a PlayBook to Request Free Services (2026-02, a proposal, not a process)	⚠️
Grant and funding applications	Drive Organizing/Funding Applications/ — four applications, no reusable process	📭
Expenses and budget approval	Drive OrganizerContent/CivicTechWR Expenses.gsheet Drive Organizing/Banking/ "Expense Review" appears as a standing agenda item in Discourse org meetings	📭

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Documentation itself

Process	Defined in
Editing and publishing this wiki	Editing-This-Wiki + core/.github/workflows/publish-wiki.yml	✅
Editing the org-docs site	org-docs CONTRIBUTING.md, README.md (local MkDocs setup)	✅
Which surface owns which fact	Ownership-Model (proposed) Discourse Slack ↔ Discourse Integration has a "use Discourse for… / use Slack for…" table that already agrees with it	⚠️
Re-auditing documentation drift	Editing-This-Wiki § Re-running the audit	✅
Marking Drive content as archived	—	📭

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Summary

67 processes. Fewer than half have a single home.

	Count
❌ Conflicting definitions	8
⚠️ Multiple locations, broadly agreeing	19
✅ Single source	23
📭 Not written down	17

The eight conflicts are the ones that need a decision, not an edit: season length, hacknight procedure, event roles, meeting time, the role model, which channel to use, which social channels we are on, and which project template is canonical. Each has two or more good-faith answers written by different people at different times, and no rule for picking between them — which is the gap Ownership-Model exists to close.

The seventeen gaps cluster in two places — marketing, and money and endings. Marketing alone accounts for ten of the seventeen — now including both Luma rows, which moved here when the pillar took ownership of the event's public face. The rest are offboarding, funding, expenses, retros, season finales: things that happen a few times a year, get done by whoever did them last, and were never written down.

Two of the gaps carry real risk rather than just friction, both in marketing: no photo consent practice while we photograph attendees and publish the results, and a live newsletter signup collecting addresses from people who then hear nothing.

One pattern worth naming: where a process exists in both a repo and on Discourse, the Discourse copy is almost always more current and more correct. Reference material stayed in Git and went stale; the live instances moved to Discourse and stayed accurate. That seam — templates in Git, instances on Discourse — is sensible and worth keeping deliberately rather than by accident.