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]

Workshop roles

  • Overview of the roles: https://coderefinery.github.io/manuals/roles-overview/

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

  • [ ] Create/update advertising texts and relevant news on the workshop page

  • [ ] Newsletter

    • https://tinyletter.com/coderefinery/archive

    • draft: https://hackmd.io/@coderefinery/CRnewsletter_1_2023

  • [ ] Advertising texts on the workshop page

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

    • https://github.com/coderefinery/2023-03-21-workshop/tree/main/content/communication

  • [ ] CodeRefinery Twitter

    • https://coderefinery.zulipchat.com/#narrow/stream/119815-general/topic/tweet-toot-suggestions

  • [ ] CodeRefinery Mastodon

    • https://coderefinery.zulipchat.com/#narrow/stream/119815-general/topic/tweet-toot-suggestions

  • [ ] CodeRefinery LinkedIn

    • https://www.linkedin.com/events/coderefineryworkshopmarch21-23a7031623728480272384/comments/

  • [ ] CHCAA LinkedIn (Aarhus University)

  • [ ] Partner Twitter, retweet and own tweets

    • [ ] Aalto Scientific Computing

  • [ ] Partner newsletters

    • [ ] Sigma2

    • [ ] SNIC/NAISS

    • [ ] ENCCS

    • [ ] CSC

  • [ ] Partner websites training calendars

    • [ ] CSC

    • [ ] ENCCS

    • [ ] UiB

    • [ ] AU (Aarhus University)

  • [ ] Partner and other email lists

    • [ ] Aalto STEM students

    • [ ] Aalto triton users

    • [ ] Delta doctoral network

    • [ ] UiB researcher

    • [ ] UiB HPC

    • [ ] NERSC Bergen

    • [ ] Bjerknes Bergen

    • [ ] University of Oslo computational biology

    • [ ] University of Oslo Phd and Postdocs

    • [ ] University of Oslo Dcince contact (?)

    • [ ] Research institutes in all countries

  • [ ] Partner posters

    • [ ] Aalto (CS,U,NBE,PHYS,VAARE) :::

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.
      

:::