Email templates¶

From Regional Coordinator¶

General inquiry response¶

Subject: About hosting a Carpentries Workshop

Dear [ name ],

Thanks so much for inquiring about hosting a Carpentries workshop at [ site_name ]. Here’s some background about our programs and how we run.

Software Carpentry (SWC), Data Carpentry (DC), and Library Carpentry (LC) are programs of The Carpentries (a fiscally sponsored project of Community Initiatives). All programs offer two day long workshops taught live in-person by a team of two trained instructors. Software Carpentry focuses on best practices in computational programming that help scientists and researchers be more effective with their work. Lessons are domain agnostic and use generic data. All Software Carpentry workshops always cover three core areas: shell scripting (bash), version control (Git), and a programming language (R or Python). Read more here (https://software-carpentry.org/lessons/). Data Carpentry has a similar foundation but focuses on the data lifecycle, from cleaning & organization to analysis & visualization. Lessons and the data they use are domain specific, with offerings in ecology/biology, genomics, geospatial data, and more in the works. Read more here (http://www.datacarpentry.org/lessons/ ). Library Carpentry workshops teach people working in library- and information-related roles how to apply concepts from software development fields in library tasks and identify and use best practices in data structures.

All workshops have a standard fee of US$2500, plus any costs for instructor travel (which may include airfare, ground travel, hotel, and meals/incidentals). You can read more about the costs and how to request a workshop here for Software Carpentry (https://software-carpentry.org/workshops/request/) and here for Data Carpentry (http://www.datacarpentry.org/workshops-host/).

Workshops are offered on demand, not on a set schedule, and typically require 2-3 months lead time to plan.

I’d be happy to answer any questions you have about holding a Carpentries workshop at [ site_name ] by email, or set some time to talk by phone or videocall. Let me know what you’re thinking of doing, and we’ll talk about how we can work together. I look forward to hearing back from you.

Best,

[ your_name ]

New Teaching Opportunities on Signup Sheet¶

Subject: Upcoming Carpentries teaching opportunites in [REGION]

Hi Everyone,

We have uploaded new teaching opportunities in [REGION]! Please take a moment to review the upcoming workshops and be sure to add your name if you are interested. Travel within [REGION] will be covered.

Here is the signup sheet for your convenience: (INSERT THE LINK FOR THAT REGION FROM THE SIGN UP SHEET).

Feel free to email me with any questions! (SENDER NAME)

Logistics Information from Host¶

Use this template if the host did not fill out a workshop request form.*

Hi [Host Name],

Thanks so much for planning a Carpentries workshop at [site name]. I’m excited to work with you to ensure you have a successful workshop!

To help us learn more about what you want to do and support you accordingly, please fill out our workshop request form here (https://amy.carpentries.org/forms/workshop/). We’ll follow up with you promptly so we can get started planning.

Best,

[sender name]

Confirming instructor availability¶

Hi [ instructor name ],

You signed up as interested in teaching the [ Carpentry type ] workshop at [ site name ] on [ scheduled dates ]. I’m writing to see if you are still interested and available in doing this, and what questions you may have about it. If this works, I’ll send an email to you and the hosts at [ site name ] so we can get started planning.

If flexible dates Could you also let me know if you have any preferences or constraints in the date range we’re looking at?

Thanks so much for considering this - I’m hoping it works out for you. Can you let me know by [ date ]? I look forward to hearing from you.

Best,

[ sender name ]

Host and instructor introductions¶

Subject: Carpentries workshop at [ site_name ], [ Date of Workshop ] - Making introductions

Hi everyone,

This email is to introduce [ host_name ] of [ site_name ] with instructors [ instructor1_name ] and [ instructor2_name ]. They will be teaching a [ carpentry_type ] workshop on [ workshop_date ].

I also want to introduce our Regional Coordinator, [ admin_name ]. [ She or he ] will be supporting all of the logistical details with this workshop.

You can all read more about the roles of workshop hosts, instructors, and helpers here (http://docs.carpentries.org/topic_folders/hosts_instructors/index.html). I’ll highlight a few things here. There’s a lot of information here, so please take some time to read through things carefully and ask questions as needed.

Instructors will work directly with [ host_first_name ] to make travel arrangements. We are not part of this process. This may include airfare, ground travel, hotel, and meals/incidentals. [ host_first_name ], it is up to you whether you want to book things directly or have instructors make their own arrangements and get reimbursed. Either way, please keep in mind our instructors are volunteering two days of their time to teach with you, so please support them in making travel and reimbursement as smooth as possible. Instructors, please be sure to review the site’s policies around making travel arrangements and handling reimbursements - we want to be sure everything is handled quickly and efficiently.

[ host_first_name ] , can you share a little about who your learners are and what you and they are expecting? That will help our instructors be prepared. We also like to have a couple of helpers at each workshop from the local community. Would you be able to help secure a couple of helpers? They don’t need to be connected with us; they just need a good understanding of the technologies we teach and an enthusiasm to help others.

[ instructor1_first_name ] and [ instructor2_first_name ], please feel free to introduce yourselves and share a bit about your backgrounds. We value the background and expertise you bring to this, and want to hear about you.

[ instructor1_first_name ] and [ instructor2_first_name ] will divide up the curriculum:

https://software-carpentry.org/lessons/

OR

http://www.datacarpentry.org/lessons/

OR

https://librarycarpentry.org/lessons/

to know who’s teaching what. One of them will create the workshop’s web page on GitHub, which will include workshop details and instructions on what learners will need to install on their computers. The template can be found here:

https://github.com/carpentries/workshop-template

Please use the workshop id [ workshop_id in form of YYYY-MM-DD-sitename ]

[ host_first_name ], if you want to handle registration internally that’s fine. Otherwise [ admin_name ] can work with you to create an Eventbrite registration page. She will need to know a total count, the registration fee (if any, as well as a refund policy), and the exact location. Regardless, all learners should complete pre/post workshop surveys which will be available on the webpage the instructors create. [ admin_name ] will share links so you all can view survey results.

[ admin_name ] will check in over the next few weeks and after it’s all over to hear how it went – including getting attendance figures, ideally broken out by number registered and number attended each day. Any of you are also welcome to join our instructor discussion sessions before and/or after the workshop. It’s a great way to ask questions and share ideas with other instructors before you teach, and to give us feedback after you teach. Check out the schedule and sign up here: http://pad.software-carpentry.org/instructor-discussion

We are so glad to have everyone confirmed for this. Please email any questions you all may have for us or each other.

Thanks so much!

Best,

[ sender name ]

Other instructors placed¶

Subject: Carpentries workshop at [ site_name ]: Other instructors placed

Hi [ names ],

You signed up as interested in teaching at the [ Software_/ Data / Library ] Carpentry workshop at [ site_name ] scheduled for [ date ].

This is to let you know we have placed other instructors there. Thanks so much for signing up and please keep an eye out for other opportunities to teach. We’ll be sure to get you in on another workshop. Any questions please let me know.

Thanks!

[ sender name ]

Eventbrite information needed for Registration¶

Subject: Carpentries workshop at [site name]: Eventbrite Registration Information

Hi [names],

I look forward to working with you to ensure you have a fantastic workshop!

I can help you set up your registration page. If you would like my assistance, please provide me with the following information:

Exact location (address, building name, room number)
Number of registrants
Time of event
Fee (if any)
Refund policy (if there is a fee): none/1/7/30 days prior to event
Email address of those who will need access to the Eventbrite page to see registration and make changes

The registration form will be completed after the workshop website has been created and shared with me. Please remember to use the workshop id: [INSERT SLUG]

Best,

[SENDER]

Eventbrite Registration Setup¶

Hi [insert name]

I look forward to working with you to ensure you have a fantastic workshop!

I can help you with your registration. If you need my assistance, please provide me with the following information:

Exact location
Number of registrants
Time of event
Fee (if any)
Refund policy (if there is a fee): 1/7/30/none days prior to event
Who will need access to the Eventbrite page to see registration and make changes

Also, once you have created the workshop url, please remember to share. Using the workshop id:[ workshop_id in form of YYYY-MM-DD-sitename ]

Best,

[sender name]

Eventbrite Registration Complete¶

Hi [insert name],

Here is your link to the Eventbrite page: [insert eventbrite registration link]

Currently, there is a password [insert password] for you to go in and make any changes. Once you have approved, the password will be removed.

I have granted access for you to make edits to the emails you provided, please check your email. Feel free to update or edit when you see the need, this will eliminate you having to wait for me, if there is something urgent.

The Eventbrite Key is [insert eventbrite key, which is the 11 trailing numbers of the registration link] for you to add to your workshop url.

Please let me know if you have any other questions!

Best,

[sender name]

Pre workshop check in¶

I’m checking in to be sure you’re ready for your upcoming workshop on [ WORKSHOP DATE ]. If there are any last minute questions you have please let me know. As a reminder please be sure to review the items below to help you prepare for your workshop.

Review the host checklist: (hosts_instructors_checklist.html)
Review the accessibility checklist: (workshop_needs.html#accessibility) for learners
Review the equipment and materials: (workshop_needs.html#equipment-and-materials) needed for workshop
Lastly, please remember to take attendance daily. I will be asking for this information along with the total number registered each day along with any other feedback you would like to provide.

If you have any questions regarding any of this information, please do not hesitate to ask. Wishing you much success and I’ll check back in after it’s over to hear how it went.

Best,

[ sender name ]

Post workshop check in¶

Hi [ instructors/hosts ],

Thank you for volunteering your time to teach a [ Software | Data | Library Carpentry ]workshop on [ dates ] at [ site ]! We appreciate the dedication you’ve shown to help spread data management and computational programming skills, and the hard work you put into preparing for your workshop.

We want to be sure to give credit to all of our instructors and helpers in our database. Please take a moment to provide us with the following person’s email address:

[INSERT NAME 1]
[INSERT NAME 2]

Additionally, please remind your learners to complete the post-workshop survey. This survey asks them to self-evaluate how much they’ve learned and also to give their perspectives on the workshop’s major strengths and opportunities for improvement.

Here are your pre and post survey response links for you to review. As a reminder, please do not share these links publicly.

pre: [ LINK GOES HERE ]
post:[ LINK GOES HERE ]

For your convenience, below you will find several resources that are available to you as an instructor.

Weekly instructors discussion sessions where you can share your feedback and hear from other instructors. Feel free to join us whenever you are available. Check out the calendar here (http://pad.software-carpentry.org/instructor-discussion). Be sure to check your timezone when you sign up.

Data Carpentry (http://www.datacarpentry.org/blog/), Software Carpentry (https://software-carpentry.org/blog/), Library Carpentry (https://librarycarpentry.org/blog/) and The Carpentries (https://carpentries.org/blog/) also welcome blog posts from instructors and workshop hosts who share their experience conducting a workshop. You are more than welcome to contribute as well! If this is something that interests you, please let me know.

If you have any questions regarding anything I’ve shared do not hesitate to email me directly. Thanks for all of your hard work running this workshop!

Best,

[ sender name ]

Host and Business Administrator Introductions (non-members)¶

Subject: [SWC/DC/LC] Carpentries Workshop @ [LOCATION/DATE]: Introducing Administrative Support Specialist

(send to host and cc finance@carpentries.org)

Host,

This is [INSERT NAME OF Administrative Support Specialist], who will be assisting from The Carpentries with invoicing for your [WORKSHOP TYPE (SWC/DC/LC)] workshop on (DATE) at (LOCATION).

[PROVIDE Administrative Support Specialist SHORT DESCRIPTION OF WORKSHOP, I.E. BILLING AMOUNT, WHETHER OR NOT THEY WILL HAVE EVENTBRITE, ANY OTHER INFORMATION YOU HAVE RELEVANT TO BILLING]

He/She has put together this list of questions (https://carpentries.typeform.com/to/T1qPcJ) that usually gives him/her everything she needs to complete the invoicing process, including information about the billing contact, vendor registration paperwork, and POs.

If the person processing the invoice is someone other than you, it is probably best that they fill out this form, and Talisha will reach out with any questions and follow up on any paperwork that your organisation’s process requires. Alternatively, please feel free to connect [INSERT NAME OF Administrative Support Specialist] directly with your billing contact or respond to him/her directly with any information that is appropriate!

Please feel free to work with [INSERT NAME OF Administrative Support Specialist] directly. [INSERT NAME OF Administrative Support Specialist] will take care of all of the billing from here. As always, please feel free to let me know if you have any questions or concerns regarding workshop logistics.

Best,

[Sender]

Host and Business Administrator Introductions (members using Eventbrite)¶

Subject: [SWC/DC/LC] Carpentries Workshop @ [LOCATION/DATE]: Introducing Administrative Support Specialist

(send to host and cc finance@carpentries.org)

Host,

This is to introduce [INSERT NAME OF Administrative Support Specialist], who will be working with you to handle the Eventbrite revenue from your [WORKSHOP TYPE (SWC/DC/LC)] workshop on (DATE) at (LOCATION).

This revenue can either be donated to The Carpentries or returned to you by check (or wire, if needed) after the completion of the workshop.

Please let [INSERT NAME OF Administrative Support Specialist] know what you would like to do, and, if you would like the funds returned to you, the name the check should be made out to and the address where it should be sent. He/She is also happy to answer any questions or concerns you may have.

Eventbrite revenue is received by us 5-7 days after the event registration closes, and the processing time required to receive and then send out the funds to you can be up to two weeks, so you can expect to receive your funds within a month after your event.

Please feel free to work with [INSERT NAME OF Administrative Support Specialist] directly. [INSERT NAME OF Administrative Support Specialist] will take care of all of getting you the Eventbrite funds. As always, please feel free to let me know if you have any questions or concerns regarding workshop logistics.

Best,

[Sender]

Instructions for Instructors to Update AMY Profile¶

Hi [ person name ],

Thank you for inquiring about how to update your profile in AMY (https://amy.carpentries.org/). In order for you to be able to view and update your profile, we need to have a valid GitHub user ID for you. Once you share this with me, I will set up log in access for you.

From here you can update information such as your email address, twitter handle, location, and more. You can also select your privacy settings if you would like your profile to be displayed on our website (https://carpentries.org/instructors/).

Please let me know if you have any other questions.

Best,

[sender name]

From Instructors and Hosts¶

For Self Organized Workshops: Recruiting Co-instructor¶

Subject: Recruiting co-instructors for Carpentry Workshop

Hi [ person name ],

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

I’ve completed instructor training for The Carpentries and am certified to teach their materials. To run a workshop, I’ll 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’m 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 wouldn’t need to develop anything from scratch. If you’re 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/ ].

I’m looking forward to running a workshop here and think it will be very helpful to our [ target audience ]. If you’re 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’m running a [ Data/Library/Software ] Carpentry workshop on [ dates of workshop ]. The Carpentries is a fiscally sponsored project of Community Initaitives. They teach skills that are immediately useful for researchers, using lessons and datasets that allow researchers to quickly apply what they’ve learned to their own work. I’m really excited about using the [ Data/Library/Software ] Carpentry curriculum here to help our [graduate students/staff/faculty - your target audience] become more efficient in their research.

During the workshop, I’ll 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 don’t need to be an expert in the tools we’re covering, just to have used one or more of them and be comfortable helping people troubleshoot. At this workshop, we’re planning on covering [ list of your topics ]. I think you would be a great person to help out with [ topic ]. If you’re 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/ ]. Please let me know if you’re 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 ], [ organization 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’ve learned to their own work. I’m really excited about using the [ Data/Library/Software ] Carpentry curriculum here to help our [graduate students/staff/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 won’t 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 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 [l ink 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 (http://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’ll learn, we ask that you complete our pre-workshop survey ( https://www.surveymonkey.com/r/swc_pre_workshop_v1 OR https://www.surveymonkey.com/r/dcpreworkshopassessment ).

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’d like to capture your thoughts about what was covered and your perception of the workshop overall. Please complete the post-workshop survey at (https://www.surveymonkey.com/r/dcpostworkshopassessment OR https://www.surveymonkey.com/r/swc_post_workshop_v1 ) 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

Email templates¶

From Regional Coordinator¶

General inquiry response¶

New Teaching Opportunities on Signup Sheet¶

Logistics Information from Host¶

Confirming instructor availability¶

Host and instructor introductions¶

Other instructors placed¶

Eventbrite information needed for Registration¶

Eventbrite Registration Setup¶

Eventbrite Registration Complete¶

Sharing survey results¶

Pre workshop check in¶

Post workshop check in¶

Host and Business Administrator Introductions (non-members)¶

Host and Business Administrator Introductions (members using Eventbrite)¶

Instructions for Instructors to Update AMY Profile¶

From Instructors and Hosts¶

For Self Organized Workshops: Recruiting Co-instructor¶

Recruiting Helpers¶

Advertising your workshop¶

Email learners before workshop¶

Email learners after workshop¶

Encourage learners to complete pre-workshop survey¶

Encourage learners to complete post-workshop survey¶