Community Discussions Workflow

This workflow was established for the Instructor Development Committee Discussion Session Coordinator to organise The Carpentries Community Discussions.

Scheduling 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.
• 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

Preparing to Host a Carpentries Community Discussion

• [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.
• [Optional] Review The Carpentries Community Discussions Host Onboarding slide deck

Community Discussion Wrap-Up

• 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.
• 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.