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workshop-playbook.md

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Workshop checklist template

This page is a checklist that we use when planning a CodeRefinery workshop with 300 or more participants but may be useful in organizing other workshops as well.

Let's keep this brief and copy-paste-able to HackMD/HedgeDoc for the actual planning.

CodeRefinery workshop YYYY-MM-DD

[toc]

Links

- [Workshop page]()
- This document: copy-paste link here from the Share-menu
- [Q&A document]()
- [Archive Q&A document]()
- [Twitch channel](https://www.twitch.tv/coderefinery/about)
- [Emails and communication]()
- [Zoom for onboarding and install help]()

:::danger Add missing links! ⬆️ :::

Workshop roles

If you want to take part, add your name here, sign up in Indico and select "I am interest in being a helper, co-instructor, or observer", and you will be contacted.

Instructors

(Description)

Two names per lesson, first is primary

  • day 1 - git-intro: ???, ???
  • day 2 - git-intro: ???, ???
  • day 3 - git-collabiorative: ???, ???
  • day 4 - reproducible research: ???, ???
  • day 4 - social coding: ???, ???
  • day 5 - jupyter: ???, ???
  • day 5 - documentation: ???, ???
  • day 6 - testing: ???, ???
  • day 6 - modular code development: ???, ???

Expert helpers

(description)

If a central Zoom exercise room is provided: Help in our learner zoom, circle around breakout rooms; there will probably be 2 or 3 rooms where we need to provide the helper. Else: Help answering questions in Collaborative Q&A document.

  • day 1 - git-intro: ???, ???, ...
  • day 2 - git-intro: ???, ???, ...
  • day 3 - git-collab: ???, ???, ...
  • day 4 - reproducible research: ???, ???, ...
  • day 4 - social coding: ???, ???, ...
  • day 5 - jupyter: ???, ???, ...
  • day 5 - documentation: ???, ???, ...
  • day 6 - testing: ???, ???, ...
  • day 6 - modular code development: ???, ???, ...

Managing collaborative document

(description)

Keep the document organized, check for unanswered questions, and archive notes each day.

  • preparation before workshop:
  • day 1 - git-intro: ???, ???, ...
  • day 2 - git-intro: ???, ???, ...
  • day 3 - git-collab: ???, ???, ...
  • day 4 - reproducible research: ???, ???, ...
  • day 4 - social coding: ???, ???, ...
  • day 5 - jupyter: ???, ???, ...
  • day 5 - documentation: ???, ???, ...
  • day 6 - testing: ???, ???, ...
  • day 6 - modular code development: ???, ???, ...

Workshop organization; roles "behind the scenes"

Organiser roles and their responsibilities. This does not mean that a person will do everything that is part of their responsibility, but they will make sure that their responsibilities are followed-up and not forgotten.

Event director

(description)

  • lead:
  • backup:

:::spoiler Checklist

  • Before workshop
    • Create planning document by copying this template
    • Distribute roles using this document
      • Ask collaborators/stakeholders to pick roles
    • Add all sessions to CodeRefinery calendar separately
    • Send calendar invite to all organizers, instructors, expert helpers, with all relevant links
    • Decide if certificates will be possible and what is needed for getting a certificate/credits (ask from partner universities)
    • Remind co-organizers to register
    • Send summary email to all co-organizers will all important links in one place
  • After the workshop:

Registration coordinator

(description)

  • lead:
  • backup:

:::spoiler Checklist

Broadcaster

(description)

  • lead:
  • backup:

:::spoiler Checklist

  • Prepare ice-breakers for each day
  • Create instructor Zoom and communicate it (with exercise coordinator and outreach and marketing coordinator)
  • Publish recordings (does not do all the work but coordinates it)
    • Prepare for upload (use ffmpeg-editlist and collaborate)
    • Upload videos and communicate (with outreach and marketing coordinator) :::

Instructor coordinator

(description)

  • lead:
  • backup:

:::spoiler Checklist

  • Confirm that each lesson and session has co-instructors
  • Schedule calls with each instructor pair to distill most important questions and tasks to them
    • Show where the detailed schedule is and recommend to move it to instructor guide
    • Discuss that the detailed schedule can and should be improved
    • Show where Q&A and feedback from past workshop can be found
    • Discuss plans for exercises: try 3 exercises each half-day, each not shorter than 20 mins
    • Ask them to check their lesson's exercise list
    • Ask for any software requirements changes
    • Inform about audience (at the time of writing half of registrants prefer to follow on their own) - adapt exercise expectations to audience
    • Check/test for high-quality screen share
    • Discuss how we can give learners get a good experience
  • Test software install instructions
  • List instructors on the website (with exercise coordinator)
  • Organize team leader on-boarding sessions (with exercise coordinator)
  • After the workshop copy detailed schedule to the individual lesson repos as issues :::

Exercise and team leader coordinator

(description)

  • lead:
  • backup:

:::spoiler Checklist

  • Before the workshop
    • Make sure exercise list is communicated (with outreach and marketing coordinator)
    • List all team leads (who consent to being listed) on the website (with instructor coordinator)
    • List expert helpers on the website (with instructor coordinator)
    • Organize staff & helpers on-boarding sessions (with instructor coordinator)
    • Send team leader onboarding summary email + save it to the website (with outreach and marketing coordinator)
  • After the workshop
    • Organize a de-briefing call with team leads to learn about their experiences and suggestions
    • Help other roles in putting everybody who contributed and consents on the website as credit
    • After the workshop remove the exercise repositories
    • Help event director with post-workshop survey :::

Outreach and marketing coordinator

(description)

  • lead:
  • backup:

:::spoiler Checklist

Certificate coordinator

https://coderefinery.github.io/2023-03-21-workshop/certificates/

  • lead:
  • backup: ASC team (the process can be run by anyone and we are now using a ticketing system to track requests)

:::spoiler Checklist

  • Make sure that instructions on certificates are disseminated multiple times
    • Workshop page, emails 
      - Learner sends materials to scip _at_ aalto.fi. This opens a ticket in Aalto "esupport" system
- The person who generates the certificate verifies quickly that the tasks were completed.
- We then work with https://github.com/coderefinery/generate-certificates to generate PDF certificates
- Certificate is sent to the person and ticket is closed
- Aalto specific:
    - The local version of that repository is at /scratch/rse/generate-certificates/. The commands were slightly modified so that the default working directory is not the home folder
    - Aalto students can also obtain directly the 1 ECTS credit. See internal process at ASC pages.

:::