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Email templates

From Regional Coordinator

Regional Coordinators use Helpscout to manage communication around workshop administration. All email templates used to communicate with workshop Organizers, Hosts, and Instructors can be found in Helpscout.

From Instructors and Hosts

For Self Organised Workshops: Recruiting Co-instructor

Subject: Recruiting co-instructors for Carpentry Workshop

Hi [ person name ],

I am organising a local [ Data/Library/Software ] Carpentry workshop for [ estimated month/season of workshop ]. The Carpentries is a fiscally sponsored project of Community Initiatives. They teach skills that are immediately useful for researchers, using lessons and datasets that allow researchers to quickly apply what they have learned to their own work. I am really excited about using the [ Data/Library/Software ] Carpentry curriculum here to help our [graduate students/Core Team/faculty - your target audience] become more efficient in their research.

I have completed instructor training for The Carpentries and am certified to teach their materials. To run a workshop, I will need at least one (preferably two) co-instructors to help out in teaching the material. The workshops are two days long and instructors usually switch every half day. I am planning to cover [ your workshop topics ] and was hoping you could teach the [ topic ] section of the workshop. The Carpentries provides ready-to-go lesson materials, so we would not need to develop anything from scratch. If you are interested, you can see the materials for [ topic ] here [ link to lesson ] and the rest of the curricular materials here [link to http://www.datacarpentry.org/lessons/ or https://software-carpentry.org/lessons/ or https://librarycarpentry.org/lessons/].

I am looking forward to running a workshop here and think it will be very helpful to our [ target audience ]. If you are interested in being a co- instructor, please let me know and we can get together and plan. Also let me know if you know anyone else who might be interested and able to help out with the [ topic ] part of the workshop.

Looking forward to working with you on this!

Best,

[ sender name ]

Recruiting Helpers

Subject: Recruiting helpers for Carpentry Workshop

Hi [ name ],

I am running a [ Data/Library/Software ] Carpentry workshop on [ dates of workshop ]. The Carpentries is a fiscally sponsored project of Community Initiatives. They teach skills that are immediately useful for researchers, using lessons and datasets that allow researchers to quickly apply what they have learned to their own work. I am really excited about using the [ Data/Library/Software ] Carpentry curriculum here to help our [graduate students/Core Team/faculty - your target audience] become more efficient in their research.

During the workshop, I will need a few people to help out in case learners run into problems or get stuck. Helpers move around the room to answer questions and help learners work through things like installation problems, error messages and unexpected output. You do not need to be an expert in the tools we are covering, just to have used one or more of them and be comfortable helping people troubleshoot. At this workshop, we are planning on covering [ list of your topics ]. I think you would be a great person to help out with [ topic ]. If you are interested, you can see the materials for [ topic] here [link to lesson] and the rest of the curricular materials here [link to http://www.datacarpentry.org/lessons/ or https://software-carpentry.org/lessons/ or https://librarycarpentry.org/lessons/]. Please let me know if you are interested in being a helper and if you know anyone else who might be willing to help out.

Best,

[ sender name ]

Advertising your workshop

Subject: Carpentries workshop at [ site name ]

On [ dates ], [ organisation name ] is hosting a [ Data/Library/Software ] Carpentry workshop for [ target audience/domain ].

The Carpentries is a fiscally sponsored project of Community Initiatives. They teach skills that are immediately useful for researchers, using lessons and datasets that allow researchers to quickly apply what they have learned to their own work. I am really excited about using the [ Data/Library/Software ] Carpentry curriculum here to help our [graduate students/Core Team/faculty - your target audience] become more efficient in their research.

This workshop is focused on [ Carpentry/domain ]. The curriculum will include:

  • [names of lessons]
  • [names of lessons]
  • [names of lessons]
  • [names of lessons]

The target audience is learners who have little to no prior computational experience, and the instructors put a priority on creating a friendly environment to empower researchers and enable data-driven discovery. Even those with some experience will benefit, as the goal is to teach not only how to do analyses, but how to manage the process to make it as automated and reproducible as possible. For instance, after attending this workshop you will be able to:

  • [skill 1]
  • [skill 2]
  • [skill 3]

Space is limited and it will likely fill quickly. [ Add sentence about whether workshop is free or if there is a fee. ]. Here is a registration link [ link to your registration page ], and the workshop webpage [ link to your workshop webpage ] for more information. Questions? Send email to [ email contact ].

We hope to see you at the workshop!

Best,

[ sender name ]

Email Learners before Workshop

Hello,

We are excited for the [ Data/Library/Software ] Carpentry workshop this coming [ days of week ] and hope you are too. A few notes:

Be sure to complete the pre-workshop survey [ link to survey ]. We use this to calibrate the pace of the workshop and, together with a post-workshop survey, to assess how it went.

Make sure you have the necessary software installed on your laptop [ list required software for your workshop ]. Here are the instructions [ link to instructions ]. If you have any trouble, send us an email or come a little early [ day of week ] morning. Someone will be there by [ time ] to help with installation issues.

[ Say if you will be providing coffee, snacks, and/or lunch. Include time of lunch break if not providing lunch. ]

If you will not be able to attend, please let us know so that we can offer your seat to someone on the waitlist.

Some links that will be used in the workshop: workshop page [ link to workshop page ], lesson materials [ link to lesson materials ], Etherpad [ link to workshop Etherpad ].

Getting to the workshop: [ add directions to your workshop location ]

Please read The Carpentries Code of Conduct (http://docs.carpentries.org/topic_folders/policies/code-of-conduct.html) so that we all are aware of how to treat each other respectfully.

We are committed to making sure that the workshop is accessible to everyone. Please tell us if there is anything we should know in advance in order to make the workshop accessible for you (e.g. sign-language interpreters, large-print handouts, lactation facilities).

Let us know if you have any questions, otherwise we will see you [day of week] morning!

Looking forward to seeing you soon!

Best,

[ sender name ]

Email Helpers before Workshop

Hi [ helper names ],

Thanks for making yourselves available to help with the [ workshop name ] workshop on [ workshop date ].

The workshop is being held at [ add location and directions ]. The teaching component will run from [ start to finish time ]. Please arrive at the venue at [ briefing time ] for a briefing – we will go through the schedule for the day and make sure we all have an understanding of the goals for the day. We want to ensure the learners optimise their time with us.

The material we will be teaching is available at: [ add workshop webpage ]. Please look through this prior to the workshop and also read through the Code of Conduct for The Carpentries workshops that we will be abiding by: https://docs.carpentries.org/topic_folders/policies/code-of-conduct.html

[ Say if you will be providing coffee, snacks, and/or lunch. Include time of lunch break if not providing lunch ]. Please bring a drink bottle and/or a re-useable cup so we can reduce waste.

Please remember to bring your laptop charger so you don’t run out of power. We look forward to running a great workshop with you!

Best, [ sender name ]

Email Learners after Workshop

Hello, Thank you for attending our [ Data/Library/Software ] Carpentry workshop. We hope that you had fun and learned a lot of useful skills.

Please be sure to complete our post-workshop survey [ link to survey ]. Your answers are essential to allow us to continuously improve our workshops for future learners.

If you have any other feedback about the workshop, or would like to get involved in The Carpentries community, please contact us (mailto:team@carpentries.org). You can also join The Carpentries Discussion mailing list (https://carpentries.topicbox.com/groups/discuss), follow us on Twitter (https://twitter.com/datacarpentry and https://twitter.com/swcarpentry), and get involved with lesson development on GitHub ( https://github.com/datacarpentry and https://github.com/swcarpentry/ ).

We hope to see more of you as you continue to develop your data analysis skills!

Best,

[ sender name ]

Encourage Learners to Complete Pre-workshop Survey

Hello,

We are excited to meet you at the upcoming [ Data/Software/Library Carpentry workshop ] (INSERT WORKSHOP WEBSITE LINK). To help your instructors provide an inclusive environment, and to learn more about your current experience with the tools you will learn, we ask that you complete our pre-workshop survey ( INSERT LINK TO SURVEY ).

Your responses will be recorded anonymously. Your IP address will be registered; however, your responses will remain anonymous. You are not required to take this survey to participate in our workshop, but your responses are very valuable to us. You may quit the survey at any time, or skip any item other than those required to correctly sort your responses.

If you have any questions about our assessment strategy, please contact Kari L. Jordan, Director of Assessment and Community Equity for The Carpentries at kariljordan@carpentries.org.

Our best,
Your instructors

Encourage Learners to Complete Post-workshop Survey

Hello,

Thank you for attending the recent [ Data/Library/Software Carpentry workshop ]. We hope you left your workshop feeling empowered to continue learning more about the tools that were covered. We would like to capture your thoughts about what was covered and your perception of the workshop overall. Please complete the post-workshop survey at ( INSERT LINK TO SURVEY ) as soon as possible.

If you have any questions about our assessment strategy, please contact Kari L. Jordan, Director of Assessment and Community Equity for The Carpentries at kariljordan@carpentries.org. We look forward to your continued involvement with our community!

Our best,
Your instructors

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