Between Calls there are tasks for the Openscapes team and for the Champions teams (that the Openscapes team helps support).
-We ask all co-leads and assistants to write down thoughts about how the cohort went - these are internal “field notes” that will help us improve between Cohort Calls and across Cohorts.
Prompts to answer include:
Write field notes in the DebriefsDigests Google doc (as of Fall 2022), with one doc for all Cohort Calls. We draft Digests in this same doc.
+We write field notes in the OpenscapesCohortPlanning folder: DebriefsDigests Google doc (as of Fall 2022), with one doc for all Cohort Calls. We draft Digests in this same doc.
We send digests the week following each Cohort Call (early, on Monday or Tuesday). This gives people a touch point in the week between Calls. Digests include links to the Call’s agenda, the Call’s goals, slides, and some excerpts from the shared notes.
Call 1 Digest is sent via email, and following the GitHub Clinic, the rest are sent via GitHub Issues as a way to continue practicing throughout the cohort. When posting as an issue, tag the cohort GitHub team like @Openscapes/2022-noaa-sefsc-summer-cohort so they get email notification.
We develop these in a single “DigestsDrafts” Google Doc - with the AFSC Mentors we would co-work on this during a debrief Seaside Chat.
-See examples:
+We develop these in a single “DebriefsDigests” Google Doc along with our field notes (above). With the AFSC Mentors we would cowork on this during a debrief Seaside Chat immediately after each Cohort Call.
+Julie last minute checks: good internet?
+Stef during call
+Stef or Julie post-call
+Tips when presenting
+These are internal “field notes” that will help us improve between Cohort Calls and across Cohorts. Described in Approach Guide
+Prompts to answer include:
+Julie
+Stef
+Co-lead
+Co-lead
+Call 01 Digest is sent by email. Subsequent digests are posted as GitHub Issues, following the GitHub Clinic in Call 02. Stef recommends pasting the Digest content in RStudio Visual, then look at the Source, edit, copy-paste into GitHub issue. This has required fewer edits than using a Google doc to Markdown plugin.
+Structure is
+Hi All!
+It’s exciting to start our NAME Openscapes Champions Cohort and meet you all in Zoom! We introduced a lot of concepts; we will explore them more together in the next sessions. Below is a light digest of Call 01, including a reminder about your Seaside Chat to think through your Pathway trailhead.
+As a reminder of tasks for next time: have your first ‘seaside chat’ with your team and discuss where are you now?
+We’ll send each of you an invitation to Openscapes Slack. Here’s a short Slack orientation to help you get comfortable. The 2023-cohort-name channel is a private space to connect with each other, and other community channels are to engage with folks from previous cohorts and the broader Openscapes Community. Joining Slack is optional, another tool for you to experiment with.
+Have a good week,
+Stef, Julie, Co-lead, Co-lead
+Digest: Cohort Call 01 [ year-cohort-name ]
+Openscapes_CohortCalls [ year-cohort-name ] (TODO: add link) Google folder - contains agendas, recordings, pathways
+https://openscapes.github.io/year-cohort-name/ (TODO: add link) - cohort webpage
+Goals: We started working towards a common understanding of the Openscapes mindset and what your pathway forward looks like for your team.
+Task: please see the Agenda doc (under Closing) (TODO: add link) for more details
+Slide Decks:
+ +A few lines from shared notes in the Agenda doc
+Note: no need to add agenda subheadings or group notes under them
+See Digest examples:
+We started coworking with Cohorts in fall 2021. It’s a nice practice that our team does together (to work on your own but have a buddy available over Zoom) and it’s nice to offer as a practice to the Champions too. Champions have said they appreciate this as a practice to take back to their research groups and it’s also a nice way to continue to build community and a learning culture and practice talking about data needs and screensharing.
-We set up an hour of Coworking in between weeks; these are optional times where folks can work on their own things but also share and ask questions. Here is an example agenda.
+We set up an hour of Coworking in the weeks between Cohort Calls. These are optional times where folks can work on their own things but also share and ask questions. Here is an agenda template OpenscapesCoworking [ year-cohort-name ].
We share what we’re going to work on, and then work quietly and then check in at the end as well. We also make breakout rooms for Q&A if folks want to screenshare and talk things out.
In the Fall 2022 NMFS Cohorts we learned that many people needed help finding where Git was installed on their Windows machines, for example. Collaborative notes with screenshots were added in Google doc: OpenscapesCoworkingCross-Cohort [ 2022-nmfs-fall ]
We’ve scheduled 30-minute drop-in sessions for those who want to get their computer connected to Git and GitHub. Drop in and we’ll get you set up!
What should I install beforehand? GitHub Desktop. This is a great option and is especially good if your GitHub repos have files from multiple programs (R, Python, Excel, Word, images, data files). If you install GitHub Desktop, you will have Git installed with that. If you don’t get GitHub Desktop, then you will need to have Git installed.
@@ -529,7 +652,7 @@Set up Slack Channel with all assistants
Hi All, Excited for today! We’ll share the [ Agenda ] in chat, and expect that some folks will still need to request access. We’ll ask them to share their emails in chat so that we can add them quickly - to the folder if possible. If you add access for someone, would you also add their email to [ OpenscapesParticipants ] and I’ll revisit afterwards. Thanks!
Once we finalize schedules and text in the CohortPlanningDoc, we announce the opportunity as ask team leads to nominate their teams.
-Our partners will distribute the announcement via their channels through email, listserves, fliers, etc. We can also tweet the announcement from our account (https://twitter.com/openscapes). All announcements will link to the opportunity’s post on the Openscapes events page (see next).
+Our partners will distribute the announcement via their channels through email, listserves, fliers, etc. We can also tweet the announcement from our account (https://fosstodon.org/@openscapes). All announcements will link to the opportunity’s post on the Openscapes events page (see next).
Dear NAME,
Thank you for nominating your team to participate in the Openscapes Champions CS&S Cohort; we appreciate your interest in learning with us. This was our first open call and we had more interest than we expected, and have not been able to accept all of the great teams that applied. Unfortunately, this means that we are not able to include you in our CS&S cohort.
-We will be looking to offer more opportunities like this one as we grow Openscapes as a program, and invite you to stay tuned through our (infrequent) newsletter and via Twitter @openscapes. There are also upcoming virtual opportunities at NCEAS, including through the Reproducible Research Techniques for Synthesis course in July.
+We will be looking to offer more opportunities like this one as we grow Openscapes as a program, and invite you to stay tuned through our (infrequent) newsletter and via Mastodon @openscapes@fosstodon.org. There are also upcoming virtual opportunities at NCEAS, including through the Reproducible Research Techniques for Synthesis course in July.
Cheers,
Julie Lowndes and Erin Robinson
Co-Directors, Openscapes
@@ -528,11 +528,11 @@Here’s the process as they PIs confirm with their teams:
+Here’s the process as the PIs confirm with their teams:
It’s helpful to add “Openscapes” as the first word in title of Calendar invite to distinguish it from many other invites in people’s calendars.
+description text: We set up an hour for Coworking in between Cohort Calls; these are optional times where folks can work on their own things but also share and ask questions. Julie and Stef will be there to answer questions. Want to have your Team Seaside Chat at this time? We’ll make a breakout room for you.
+Our Cohort folder Openscapes_CohortCalls [ 2023-fred-hutch ] has a Coworking Agenda doc where we take collaborative notes.
+description text: Cohort Calls for the 2023 Fred Hutch Openscapes Champions Cohort Quicklinks: Shared Cohort Google Folder Openscapes_CohortCalls [ 2023-fred-hutch ]
+Thanks [PI],
-And hi [folks], great to meet you all! OpenscapesParticipants [ 2021-fdd ] is our growing participant list, would you all please update information for your row? I’ve also just sent Google Calendar invites and will be in touch more before our first Cohort Call on [date].
+And hi [folks], great to meet you all! OpenscapesParticipants [ 2021-fdd ] is our growing participant list, would you all please update information for your row? We’ve also just sent Google Calendar invites and will be in touch more before our first Cohort Call on [date].
Looking forward to it,
Julie and Erin
As we are introduced to team leads and members, we follow them on Twitter from the Openscapes account.
+As we are introduced to team leads and members, we follow them on Mastodon from the Openscapes account.
These are short intro calls with Openscapes and team leads or teams, to start getting to know each other, share more details about the Champions Program, learn about the team, how they work, their goals for the Cohort, and answer any questions. This is a way for us to get to know each other and to learn more about their team’s needs.
We use Google Calendar Appointment Slots or the new Appointment Schedule to schedule these 1:1’s ~1 month before the start of the cohort. (Learn about appointment slots vs (new) schedules. Note in early access preview of schedules, you can’t add additional team members to your appointment schedule so that they’re automatically added to booked appointments - must do that manually.) Create ~2 half-day blocks and invite team leads to book and invite their team members.
-Example text in the Calendar Appointment Slots:
+Before the 1:1’s, create an agenda for each call by copying Google doc: Template_Openscapes_IntroCall
Openscapes Champions Cohort Intro Call
[ Participants ]
@@ -631,7 +670,7 @@
Here is an example Cohort welcome email as a first email communication with a (government) group, and below is cohort welcome email when we have already been communicating with PIs, and then their teams individually.
Welcome to Openscapes – NMFS AFSC Champions Cohort
Hello All,
@@ -655,7 +694,7 @@You can learn more about past cohorts at openscapes.org/blog (including NEFSC, NWFSC, NMFS, and FDD cohorts), as well as openscapes.org/media.
Preparing for our Cohort. This week, please:
Check that you’ve received Google Calendar invites with Zoom links for our 5 Cohort Calls starting Jan 28. You’ve also received invites for optional Co-working times in ~alternating weeks (described more below). If you have not received these invites, please let us know.
Check that you’ve received Google Calendar invites with Zoom links for our 5 Cohort Calls starting Jan 28. You’ve also received invites for optional Coworking times in ~alternating weeks (described more below). If you have not received these invites, please let us know.
[Book a 30-minute intro call on Jan 20 or 21] – or suggest other times if that is not possible. These “1:1’s” are a chance for your team to meet the Openscapes team, learn more about what to expect, start thinking about your goals, and ask any questions. Please discuss with your team and book a time (one time per team).
We’ll email again following the intro calls with more information, and ask that you read Lowndes et al 2017: Our path to better science in less time using open data science tools before January 28.
@@ -663,7 +702,7 @@All Openscapes events abide by our Code of Conduct.
Will be recording all Cohort Calls. They will be available for you if you miss a meeting or to use as a reference, and to help us improve the program, but not shared publicly. If you have any concerns about being recorded, please let us know.
Schedule “Seaside Chats”: In the alternating weeks when we do not meet as a cohort, your task will be to meet as a team to further discuss and apply what we learn to your work. We call these meetings “Seaside Chats” and suggest you schedule them with your team now. People usually schedule these as 60-min meetings but you can make them whatever length you want. Megsie, Em, and Josh are able to join some of your Seaside Chats as well to help.
-Optional “Co-working” sessions: times to implement what we’ve learned during Cohort Calls, where we work on our own projects at the same time together. Sometimes, this means quiet work with check-ins to break up, be accountable for, and get feedback on focused work, and sometimes this involves breakout rooms and screensharing to plan and problem solve.
+Optional “Coworking” sessions: times to implement what we’ve learned during Cohort Calls, where we work on our own projects at the same time together. Sometimes, this means quiet work with check-ins to break up, be accountable for, and get feedback on focused work, and sometimes this involves breakout rooms and screensharing to plan and problem solve.
Please let us know if you have any questions. Thank you for being a part of it; we have an exciting group assembled and we’re looking forward to getting to know all of you and strengthening relationships within the Cohort.
Cheers,
Julie, Em, Josh, and Megsie
@@ -674,7 +713,7 @@~1 week prior to the beginning of the Cohort, we email the full Cohort, welcoming everyone and sharing the plan and a few action items. This includes providing an email address that can access Google Drive and their GitHub username!
Welcome to Openscapes – Fred Hutch Champions Cohort
Hello All,
@@ -692,7 +731,7 @@Openscapes is an approach for better science for future us. Through the Champions Program we help researchers and those supporting research find each other and feel empowered to conduct collaborative data-intensive science. Openscapes Champions is not a typical workshop — its cohort-based remote sessions for teams introduces concepts and workflows, facilitates teams to talk about problems, then go and solve them with accountability and support. It is a remote-by-design program, launched in 2019, and this is our 20th Cohort! Our Cohort is sponsored by Fred Hutch Data Science Lab, with Sean Kross and Monica Gerber supporting us and being a direct link between your needs and solutions at Fred Hutch.
Before August 29, please:
Check that you’ve received Google Calendar invites with Zoom links for our 5 Cohort Calls starting August 29. If you have not received these invites, please let us know.
Check that you’ve received Google Calendar invites with Zoom links for our 5 Cohort Calls starting August 29 as well as optional Coworking sessions in the weeks between Cohort Calls. If you have not received these invites, please let us know.
Complete your information in OpenscapesParticipants [ 2023-fred-hutch ] to make sure you can access the software we’ll use (Google Drive and GitHub).
Read the Openscapes Lesson Series homepage to learn more about what to expect (the purpose, outcomes, and process of our Cohort), and Lowndes et al 2017 “Our path to better science in less time using open data science tools” to see how a team transitioned shared workflows.
Hi All,
We’re excited to meet you all with your teams as a full Cohort tomorrow at [ Time ] Pacific Time!
@@ -746,7 +785,7 @@We invite guest teachers to present topics during Cohort Calls, either from our existing slides or they can contribute their own on a similar topic. For example, Dr. Jessica Couture contributed a new slide deck on metadata and presented this during the data strategies for future us lesson. Most of our guest teachers are Champions from previous cohorts (Jessica is a Champion from the 2019-inaugural cohort), and we are able to offer an honorarium for their time and expertise.
Subject: Invitation as guest teacher in Openscapes
Hi [ potential guest teacher],
@@ -770,7 +809,7 @@Followup email the week before:
Hi Emily and Chanté,
We’re excited about your guest teaching and wanted to check in about it. We’ve had a good first week and two GitHub Clinics and people are excited to learn from how you both work!
diff --git a/champions/pre-cohort-tech.html b/champions/pre-cohort-tech.html index e13281c..e817ec1 100644 --- a/champions/pre-cohort-tech.html +++ b/champions/pre-cohort-tech.html @@ -394,7 +394,7 @@Cohort tech setup involves the iterative setup of technical infrastructure for Champions Cohorts. Things described in this section begin after Pre-cohort engagement ends: after dates are set, 1:1 Intro calls are completed, and Cohort welcome email is sent. Some of this information is echoed in Leading Cohort Calls.
-Most things are set up in advance of the first Cohort Call, with a few things set up following the first Call (e.g. inviting folks to Slack and coworking sessions). We generate and review Agendas prior to each Cohort Call; they are not created all in advance.
+Most things are set up in advance of the first Cohort Call, with a few things set up following the first Call (e.g. inviting folks to Slack). We generate and review Agendas prior to each Cohort Call; they are not created all in advance.
In this page, we give some general information, then describe things in temporal order.
CohortCalendaring [ year-cohort-name ] Google sheet (copy from recent sheet) and populate with dates, session topics, guests etc
kyber)Hi Everyone - We have a new Champions Cohort that started today and we just added them to slack! They may say hello here too :wave: Here is their [ cohort repo ] with a few more details.
+GitHub Clinics are part of the Cohort Calls. They require at least two team members.
In 2021 we experimented having GitHub Clinics as stand-alone events between Cohort Calls 1 and 2, offering them twice, as well as the recording as part of team’s Seaside Chats. In some Cohorts it was difficult for participants to make extra time outside of the Cohort Calls, and it was extra scheduling for everyone. In 2022 we reinstated the GitHub Clinic into Cohort Call 2, and increased the number of Cohort Calls to 5.