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workshop_checklist.md

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Pre-Workshop Checklist

2-3 Months Out

  • Date, time, location: try to figure out AT LEAST a month in advance (two to three months preferable), touch base with certified instructors and book available room.

Make sure to use the YYYY-MM-DD-okstate naming convention throughout setup.

  • Setup the Eventbrite Page using OSU Carpentry credentials. Update the workshop webpage with the event's unique ID.

Change the Eventbrite frame in index.md to 280px so that particpants don't have to scroll.

Copying past workshop templates Make sure to change the following:

  • Title of event
  • Event dates
  • Update event desctiption with correct dates
  • Tweak registration form if need be

  • Setup workshop etherpad.

  • Work with Victor Baeza ([email protected]) to get a link set up on the digital badges calendar for graduate students.

  • Setup times and locations of internal half-day workshops.

  • Send out website link to instructors and have them decide which topics they want and which internal workshops they want to teach at.

  • Fill out workshop request form: Software Carpentry, Data Carpentry. A Carpentry administrator will contact you and post your workshop on the corresponding Carpentry website. They will send you links to see the results of the pre/post-workshop surveys.

  • Finalize list of helpers. Update website with names.

  • Notify everybody who was waitlisted at the last workshop so they get a head-start on registering for this workshop.

  • Promote event.

    • Put event on HPCC website
    • Add workshop to HPCC calendar
    • Add a plug for the workshop to the HPCC email newsletter
    • Email Kate Adams ([email protected]) at the Great Plains Network to have them promote it on their website.
    • OSU Research Communications (VPR newsletters and emails, Grad college Monday Memo, and VPR Website Content): Jeff Joiner ([email protected])
    • Get Library to promote on their calendar and internal listserv - Jason Henderson ([email protected]) and Nicole Sump-Crethar ([email protected]), or Cinthya Ippoliti ([email protected])
    • Submit the workshop as an event to the OSU calendar
    • Add event to CADRE website
    • Promote on CADRE list serve
    • Update the bulletin board

Leading Up to Workshop

  • Schedule a meeting with instructors and helpers to review game plan for the workshop.

  • Make sure arrangements have been made for coffee and donuts.

  • Stock up on red and green sticky notes.

  • Send out a reminder email a few days before the workshop to registered participants:

    • Reminder to fill out pre-workshop survey.
    • Reminder to install software ahead of time.

  • Download "Attendee Summary" as a csv file from Eventbrite.

  • Use attendees.R to clean up Eventbrite report

  • Use get_ws_names.sh to cat the list of names.

  • Create a clean copy of the Google Docs attendance form for each day and move it into the appropriate Google Docs folder on the Google Drive.

  • Copy the list of names into the new Google Docs attendance forms.

  • Send out reminder email to helpers and instructors.

During Workshop

  • Encourage those who have not already taken the pre-workshop survey to take it in the 30 minutes before beginning.

  • Remind people about the etherpad and sticky notes.

  • Before workshop ends, mention the post-workshop survey. Encourage people to take the survey before they leave.

  • Mention ways to learn more: Software Carpentry, Data Carpentry, and the OSU-Carpentry GitHub Organization.

After the Workshop

  • Download attendance response for each day as csv files from the Google Drive.

  • Download Eventbrite report.

  • Use attendees.R to make a clean report from Eventbrite.

  • Use take_attend.R to incorporate attendance info into the cleaned report and get emails for follow up email.

  • Remove emails of people who did not attend either day.

  • Send follow up email.

  • Put copies of final report and waiting list into the appropriate Google Drive folder.

Every workshop folder on the Google drive should have the following: sticky note feedback (Google spreadsheet), attendance form for each day of workshop (Google form and associated Google spreadsheet), waitlist (CSV file), etherpad (Markdown file), final attendees report (CSV file).

  • Put a hard copy of the Etherpad into the workshop repo.

  • Add both attendees and waitlist to CADRE announce list.

  • Send follow-up email to instructors and helpers with feedback.

  • The Carpentry administrator will contact you and ask for:

    • attendance list
    • report on how the workshop went

  • Instructors are encouraged to participate in a post workshop discussion call.

  • The instructors are encouraged to write a blog post (optional). Could be done by all instructors together.

A good resource for more information on Software Carpentry Workshops.