This workflow was established for the Instructor Development Committee Discussion Session Coordinator to organise The Carpentries Community Discussions.
- Review responses from the Call for Community Discussions Facilitators form.
- The Call for Community Discussions Facilitators form includes an integration which, when a form response is received, an e-mail is sent to The Carpentries Discussion Session Coordinator who should then open the attachment and review its contents.
- Add potential Community Discussions to the Etherpad.
- If the Community Discussions Facilitator proposed a day/time for the community discussion they'll be hosting, add that day/time to the Etherpad as TBD in this format:
Themed Discussion Sessions/#CarpentriesConversation
DAY OF WEEK, MONTH DAY TIME
TIME UTC
Click here for your time zone:
Topic:
Description
Host (name & email):
Host questionnaire to be completed at the end of call: https://goo.gl/forms/iXkMQABmO6HROfCy1
Co-host/notetaker (name & email):
Attending (Name/Affiliation/Twitter):
Sharing an upcoming or past workshop? Please add the link to your workshop website along with your name.
Attending as part of the instructor checkout requirement? Please add your e-mail address and checkout along with your name.
1.
2.
3.
Attendee questionnaire to be completed at the end of call: https://goo.gl/forms/uCeESfUUWsX5dpPu2
- Add potential Community Discussion to the community calendar
- If the Community Discussions Facilitator proposed a day/time for the community discussion, add that day/time to the community calendar in UTC and assign the Zoom Room carpentries room 2 for the call. If they did not provide a time, include that question in your e-mail to them.
- Add potential Community Discussion to the Community Discussions Page on the website
- Submit a PR to update the Community Discussions page on The Carpentries website
- The appropriate GitHub repository to submit your Pull Request to is here. Add the new community discussion in the upcoming discussions section.
- Contact potential Community Discussions Facilitator
- Send a version of the following templated e-mail to the individual who completed the form. Once the e-mail has been sent, highlight the row in the spreadsheet yellow indicating that you've contacted the individuals.
- Communications Tasks
- Inform the Carpentries Staff Liaisons about the Community Discussion by emailing
community@carpentries.org
. - Draft tweets for Community Discussion
- Make a copy of this template and draft tweets to spread the word about the Community Discussion.
- Send the tweet template to the Community Engagement Lead on
serah@carpentries.org
.
- Send the tweet template to the Community Engagement Lead on
- Inform the Carpentries Staff Liaisons about the Community Discussion by emailing
- Request Blog Post to Promote Community Discussion
- Remind facilitator to write a blog post to get the word out about the community discussion. Here's a handy blog post drafting guide to help them get started
- [Optional] Identify a Community Discussion Moderator
- Identify someone to moderator the Community Discussion. This individual will:
- Introduce the facilitator
- Remind participants that we are following the Carpentries CoC
- Request permission from attendees to record the session.
- Take notes during the discussion
- Moderate Q&A
- Facilitate breakout rooms
- Serve as timekeeper
- Thank attendees for participating
- Remind attendees to complete the questionnaire
- Ensure we recognize those attending the discussion for checkout and facilitate Q&A for checkout participants.
- Share Zoom Room Credentials & Practice Breakout Rooms
- Contact the Community Engagement Lead on
serah@carpentries.org
in case you need alternative Zoom Room Credentials shared.
- Contact the Community Engagement Lead on
- [Optional] Review The Carpentries Community Discussions Host Onboarding slide deck
- Add Community Discussions Slide Deck to Google Drive
- Add the slide deck to either the Themed Discussion Session folder or the #CarpentriesConversation folder on Google Drive.
- Upload Community Discussion Recording to YouTube
- Contact the Community Engagement Lead on
serah@carpentries.org
to have the recording of the Community Discussion uploaded to The Carpentries YouTube Channel.
- Contact the Community Engagement Lead on
- Add Community Discussion to the Past Calls section of the Community Discussions page on The Carpentries website.
- Send thank you notes to the Community Discussion Facilitator & Moderator using this template email as a starting point if need be.
- Review Discussion Questionnaire Results
- Request access to the results of the Community Discussion Questionnaire. Review the results and share your notes with the rest of the Instructor Development Committee Leadership Team.
- Review the Community Discussion blog post and ask Community Engagement Lead to merge by emailing
serah@carpentries.org
or tagging@serahrono
in the PR.- If the discussion host wrote a blog post, review the blog post and the results of the questionnaire. Add/edit blog post content and be sure to include any responses from the survey that are valuable/interesting before requesting the Community Engagement Lead to merge.