The Carpentries Handbook
CODE OF CONDUCT
The Carpentries Code of Conduct
Code of Conduct (Summary View)
Code of Conduct (Detailed View)
Update Logs
About this Document
Code of Conduct Incident Response Guidelines
Immediate Response
Ongoing Incidents
Checklists for Responding to an Incident
Code of Conduct Incident Reporting Guidelines
Reporting a Potential Code of Conduct Incident
Alternative Contact Points
Confidentiality
Report Data
Following Up with Reporter(s)
Code of Conduct Incident Response Procedure and Enforcement Guidelines
Terminology
Incident Response Procedure for The Carpentries Code of Conduct Committee
Report Acknowledgement
Incident Response Assessment
Following up with the Reportee
Resolutions
Appeal Process
Accountability
Conflicts of Interest
Code of Conduct Termed Suspension Guidelines
The Carpentries Termed Suspension Checklist
Online Communication and Communities
Teaching Workshops
Organising Workshops
Instructor Training
Trainer Training
Member Organisation and Local Activities
Lesson Development and Maintenance
Executive Council
Committees, Task Forces, and Other Interactions
Other Interactions
Membership Agreement for the Code of Conduct (CoC) Committee
Core Membership Agreement:
Further Roles and Responsibilities:
[1] Note on
Conflicts of Interest
:
[2] Note on the
CoCc Meetings
:
Onboarding of new committee members:
Leaving the Committee:
Relevant information:
References:
Code of Conduct Committee Governance
Membership
Onboarding and training
Administration
Voting
Non-incident voting
Incident voting
Terms of office
Main duties of the position holders
Chairs’ roles
Core Team Liaison
EC Liaison
Incident Response Group’s roles and responsibilities
General Resources
ASSESSMENT
Learner Assessment
Pre-workshop survey
Post-workshop survey
Programmatic Assessment
Assessment Network
About
What We Do
Get Involved
COMMUNICATIONS
TOOLS
Etherpads
General Usage
Troubleshooting
Newsletter
Newsletter Content
Submitting Newsletter Content
Publishing the Newsletter
Tips and Tricks
Slack and Mailing Lists
Zoom Rooms
General Room Usage and Links
Information for event hosts
For Administrators: Scheduling Zoom Rooms
RESOURCES
The Carpentries Style Guide
A
B
C
D
E
F
G
H
I
N
O
P
Q
R
S
T
Brand Identity
Carpentries Colours
Carpentries Fonts
Carpentries Commons
Logos
Links to Logo Files
Virtual Backgrounds
Presentations
The Carpentries Communications Strategy
Introduction
Background
Communications Objectives
Meeting our Communications Objectives
The Carpentries Communications Strategy Implementation Plan
Introduction
Project-Centric Communications
Organisation-Wide Communications
Communications Roles and Responsibilities
Fundraising Resources
Introduction
Donation Request Letter - Individual
Donation Request Letter - Organisation
Short Calls to Action/Tweet Length Messages
Videos
Appeal Images
HOW-TO GUIDES
Adhering to The Carpentries Style Guide
Formatting Hyperlinks
Collaborative Blog Post Writing
Sharing blog post ideas
Sharing ready-to-publish drafts
Selecting Tags for your Carpentries Blog
By Region
By Carpentry
By Thematic Focus
By Community Activity
By Carpentries-centric Initiatives
By Resource Genre
Sharing Relevant Announcements
Sharing Job Postings and other Community Opportunities
Criteria for Posting
Sharing Postings on Carpentries Clippings
Sharing Job Postings and other Community Opportunities on Slack
Sharing Job Postings and other Community Opportunities on the “opportunities” Mailing List on Topicbox
FOR INSTRUCTORS
For Current Carpentries Instructors
Professional Development for Instructors
Mentoring and Development
Community Discussions
Mentoring Groups
Carpentries Champions
Meetups page
Accessing and Updating Your Instructor Profile
Teaching
Setting Up a Workshop
Setting Up a Workshop Website
Other Ways to Contribute
Become a Carpentries Instructor
Who Are the Instructors?
What Knowledge is Needed?
Motivation for People to Train as Instructors
Steps to Becoming an Instructor
GOVERNANCE
The Carpentries Bylaws
1. Purpose
2. Lesson Programs
Overview
Eligibility for Lesson Program Acceptance
Roles and Responsibilities of Lesson Programs
Governance of Lesson Programs
Resignation and Termination of Lesson Programs
3. Organisational Membership
4. Individual Voting Membership
Eligibility, Rights, and Termination for Voting Members
5. Executive Council
General Powers
Responsibilities of Executive Council Members
Number, Tenure, Requirements, and Qualifications
Regular Meetings and Quorum
Compensation
Confidentiality
Removal
6. Nominations and Elections
Overview
Community-elected Members
Council-elected Members
Between-election Vacancies
7. Officers
Chair
Vice-Chair
Secretary
Treasurer
Election of Officers
Removal of Officers
8. Committees and Task Forces
Committees
Task Forces
CarpentryCon Task Force
9. Core Team
Executive Director
10. Amendments
Bylaws
The Carpentries Commitee Policy
Context
Committee operations
Meetings
Roles
Communication
Public Documentation
Internal Documentation
Committee Formation
Committee termination
Committee Actions Requiring Executive Council Approval
The Carpentries Executive Council
About the Executive Council
Contacting the Executive Council
The Carpentries Executive Council Documentation
Responsibilities of all Executive Council Members
Officers
Communication
Meetings
Finances and Fiscal Sponsor
The Carpentries Fiscal Sponsor
GitHub
Under https://github.com/carpentries
Under https://github.com/carpentries-ec
Google Drive
Yearly Timeline
January
February
March
April
May
June
July
August
September
October
November
December
Elections
Transitions between Executive Councils
Onboarding new Executive Council members
Access to resources
Transfer of member responsibilities
The Carpentries Executive Council Officer Positions
Chair
Vice Chair
Secretary
Treasurer
Lesson Programs
Lesson Program Policy
Roles and Responsibilities of Lesson Programs
Roles and Responsibilities of The Carpentries
Lesson Program Incubation Roadmap
Phase 1: Pre-incubation
Phase 2: Incubation
Phase 3: Adoption
The Carpentries Task Force Policy
Context
Task Force Operations
Meetings
Requirements
Communication
Public Documentation
Internal Documentation
Task Force Formation
Task Force Termination
Task Force Actions Requiring Executive Council Approval
INSTRUCTOR DEVELOPMENT
Instructor Development Committee
Instructor Development Committee Roles
Co-Chairs
Secretary
Communications Chair
Mentoring Chair
Discussion Session Coordinator
Special Projects Chair
Community Discussions
Terminology
Motivation
Who Can Host?
Discussion Host Onboarding
Signing up to Host or co-Host a Community Discussion
Event Cancellations
Host Expectations
Co-Host Expectations
Checklists - Community Discussions
Discussion Session Coordinator
Host and Co-Host
Discussion Session FAQ
What if I am hosting a discussion and there are no pre/post workshop debriefs?
What if I do not know the answer to someone’s questions and no one in the room does either?
What if the host/co-host has a poor internet connection and is unable to communicate? What if Zoom fails to work (e.g. your internet connection fails?)
What if a group from a single site has connectivity issues?
What if no one shows up?
What if someone talks too much?
What if there is no co-host/note taker and the session is fully booked?
What if someone joins in late?
What if someone does not have a headset and can’t control their background noise?
What if I forget to complete the host questionnaire?
What if someone breaks the Code of Conduct? What if someone had a report of misconduct?
What if one person doesn’t contribute to the conversation?
What if someone asks me to join the instructor checkout session and it is already full?
What if someone is loud/obnoxious and/or talks down to other people?
What if I am having trouble understanding one of the attendees?
Email Templates
Call for Instructors (to Instructor Development Committee)
Community Discussions Workflow
Scheduling Community Discussions
Scheduling Pre- and Post-Workshop Community Discussions
Preparing to Host a Carpentries Community Discussion
Community Discussion Wrap-Up
Mentoring Groups
Mentoring Groups Outline
Sample Mentoring Group Outline: Lesson Maintenance
Sample Mentoring Group Outline: Teaching Workshops
Sample Mentoring Group Outline: Organising Workshops
Sample Mentoring Group Outline: Community Building
Mentoring Groups Highlights
Mentor Agreement
Mentor Onboarding
Mentoring Groups Recruitment Strategy
Mentoring Groups: Guidelines for Certificates
Mentors
Mentees
Mentoring Groups Roles
Mentees
Mentors
Mentoring Coordinator
Mentoring Groups Virtual Showcase
Sign-Up
Contact
Mentoring Groups Workflow
Preparing to Run Mentoring Groups
Recruiting Mentors and Mentees
Setting Up Mentoring Groups
Mid-Program Tasks
Wrapping Up Mentoring Groups
INSTRUCTOR TRAINING
For Trainers
Instructor Trainers
Trainer Agreement
Trainer Alumni Status
Trainers Guide
Trainer Meetings
Signing up to Teach an Instructor Training Event
Trainer Checklists
Running a Teaching Demonstration
Becoming a Trainer
Trainers Training Program
Trainers Training Reading Schedule
Reviewing New Trainer Applications
Email templates
Reminder to Trainers signed up for teaching demos
Teaching demos without hosts
Teaching demo cancelled - trainees
Meeting notes available
Email Templates (Trainers)
Templates in English
Templates in Spanish
For Administrators
Tracking Trainee Checkout Progress
Accepting Trainee Applications
Tracking Training Event Attendance
Tracking Discussion Attendance
Tracking Teaching Demos
Tracking Lesson Contributions
Recording Extensions to Complete Checkout
Awarding badges
Trainee no-shows and cancellations
Scheduling Training Events
For Online Training Events
Email Templates (Administrators)
Initial Member Contact Email (Online Training)
Introducing Host and Trainers (in-person training)
Initial Trainee Contact Email (from member site to their prospective trainees - online training)
Invitation to Open Training Applicants
Decline Open Training Applications
One Month Trainer Email (online training)
One Week Trainer Email (online training)
One Week Trainee Email (online training)
Missing Instructor Training applications
Attendance checkout
Event Cancellation (online training)
No-Show - Emergency Member (online training)
No-Show - Emergency Open Applicant
No-Show - Non-Emergency Member (online training)
No-Show Non-Emergency Open Applicant
Cancellation - Member at Least One Week Notice (online training)
Cancellation - Open Applicant at Least One Week Notice
Follow-up - Trainers Attendance List
Zoom test invitation to Host Site
Response to Instructor Training Inquiry
Response to Instructor Training Application
Checkout Deadline Approaching
Completed Everything except Lesson Contribution
Completed Lesson Contribution
Checkout Extension Granted
Checkout Completed
Recruiting New Trainers
Accepting New Trainers
Trainers’ reminder: Teaching Demos
For Member Organizations
Joining a Training Event
Host Checklist
LESSON DEVELOPMENT
Lesson Development Roles
Curriculum Advisory Committee
Lesson Infrastructure Subcommittee
Bug BBQs
Scheduling a Bug BBQ
Communicating about a Bug BBQ
Creating a Bug BBQ Website
Announcing a Bug BBQ (Blog post template)
Release Process and Schedule
Lesson Release Checklist
Upcoming Lesson Releases
Email Templates
Curriculum Advisory Committee Invitation
Initiate Scheduling of First Meeting
Announce Meeting Times and Dates
Follow up from Curriculum Advisory Committee Meeting
LESSON MAINTENANCE
Maintainer Guidelines
How to Stay in Touch
How to Handle Issues
How to Get Help
How to Suggest Changes to the Styling for all Lessons
Maintainer Onboarding
Adding Maintainers to Carpentries systems
Maintainer Community Meetings
How to Label Issues
How to Populate a GitHub Repository with these Labels
GitHub Topics for Lesson Repos
Email Templates
Response to Application
Introduction to co-Maintainers
Community information for new Maintainer
Contributing to Carpentries Lessons
POLICIES
The Carpentries Privacy Policy
Definitions
How is personally identifiable information stored?
Who has access to personally identifiable information?
Section 1: Workshop Participants
What information do we obtain?
How is this information used?
Section 2: Instructors
What information do we obtain?
How is this information used?
Section 3: Other Volunteers
What information do we obtain?
How is this information used?
Section 4: Online Spaces
What information do we obtain?
What do we do with this information?
Section 5: Opt-in Surveys
What information do we obtain?
What do we do with this information?
Section 6: All Participants
Can I decide what communications to receive?
Removing personal information
Limitations
What about third party links on our websites?
Who should be contacted regarding this Privacy Policy?
Instructor No-Show Policy
The Carpentries Travel Reimbursement Policy
Introduction
Contents
Policy Statement
Pre-Approval and Responsibilities
Pre-Payment Prior to Travel
Receipt Documentation
Splitting Receipts
Lost Receipts
Reimbursement Process
Submitting Reimbursements
Timely Submission
Receiving Reimbursements
Travel Expense Guidelines
Transportation
Lodging (Accomodations)
Meals
Vacation in Conjunction with Business Travel**
Event Registration Fees**
Other Expenses**
Carpentries Professional Development Policy
REGIONAL COMMUNITIES
Regional Coordinators
Carpentries in Africa
What We Do
Join Us
Historical support
Blog posts on Carpentries activities in Africa
Carpentries-es
Como puedes ayudar / Ways to Help
Cómo participar / How to Get Involved
¿Quién está involucrado? / Who is Already Involved?
Reuniones bilingües / Bilingual Meetings
Traducciones / Translations
Regional Mailing Lists
Current local/regional mailing lists
Africa
Asia
Australia/New Zealand
Canada
Europe
Latin America
United States
TEACHING AND HOSTING
Centrally Organized Workshop
Self-Organized Workshop
Workshop Checklists
Host Checklist
Billing Guidelines
Instructor Checklist
Helper Checklist
Email Templates
Tips For Instructors
Handling Software Installation
Talking About the Code of Conduct
Using Exercises
General Tips
Preparing to Teach
Teaching Non-standard Carpentries Workshops
Workshop Needs
Venue
Equipment and Materials
Accessibility
Handling Emergencies
Learner Certificates
Resources for Online Workshops
Resources for Online Workshops
Resources by The Carpentries
Resources by Community
Discussions in Carpentries Socials
Publishing Workshops
WORKSHOP ADMINISTRATION
Role and Expectations
Workshop Administration Workflow
For Centrally-Organised Workshops
For Self-Organised Workshops
AMY: The Carpentries’ internal database
Logging in
AMY Dashboard
Adding a New Organisation
Adding a New Person
Adding an Individual Person Record
Adding Bulk Person Records
Adding a New Airport
Adding a New Event
Creating a New Event Manually
Creating a New Event from URL
Creating a New Event from a Workshop Request
Assigning People to Events
Assigning People to Events, One by One
Assigning People to Events in Bulk
Instructor Training
Accepting Trainee Applications
Tracking Checkout Progress
Issuing Badges
Memberships
Reports
Roles in AMY
Instructor Login
Admin Roles
Other Tasks
Merging Duplicate Persons or Events
Searching
General Search
Searching for Qualified Instructors
Searching for Events
Searching for Organisations
Searching for Persons
Event Registration using Eventbrite
Logging In
Creating a New Event
Create Tickets
Giving Hosts Access to View Registration
Email templates
From Regional Coordinator
From Instructors and Hosts
For Self Organised Workshops: Recruiting Co-instructor
Recruiting Helpers
Advertising your workshop
Email Learners before Workshop
Email Helpers before Workshop
Email Learners after Workshop
Encourage Learners to Complete Pre-workshop Survey
Encourage Learners to Complete Post-workshop Survey
About
Why was this handbook created?
Building this site
Required dependencies
Site structure
Formatting Hyperlinks
Additional information
License
Documentation
Software
Trademark
The Carpentries Handbook
»
GOVERNANCE
Edit on GitHub
GOVERNANCE
¶
The Carpentries Bylaws
1. Purpose
2. Lesson Programs
3. Organisational Membership
4. Individual Voting Membership
5. Executive Council
6. Nominations and Elections
7. Officers
8. Committees and Task Forces
9. Core Team
10. Amendments
The Carpentries Commitee Policy
Context
Committee operations
Public Documentation
Internal Documentation
Committee Formation
Committee termination
Committee Actions Requiring Executive Council Approval
The Carpentries Executive Council
About the Executive Council
Contacting the Executive Council
The Carpentries Executive Council Documentation
Officers
Communication
Meetings
Finances and Fiscal Sponsor
GitHub
Google Drive
Yearly Timeline
Elections
Transitions between Executive Councils
The Carpentries Executive Council Officer Positions
Chair
Vice Chair
Secretary
Treasurer
Lesson Programs
Lesson Program Policy
Lesson Program Incubation Roadmap
The Carpentries Task Force Policy
Context
Task Force Operations
Public Documentation
Internal Documentation