Mentoring Committee Roles

Co-Chairs

Responsibilities

The co-chairs of the mentoring committee are responsible for:

  1. Scheduling monthly mentoring committee meetings.
    • Typically, meetings are the final Monday of every month and happen twice in one day (usually 13:00 UTC and 22:00 UTC) with each co-chair hosting one to accommodate time zones.
  2. Working with fellow co-chair to plan and share the monthly meeting agenda in advance (i.e. 1 or 2 weeks ahead of time).
  3. Leading one of the monthly committee meetings (or delegate when absent).
  4. Delegating tasks that come up each month.
    • This can be done through a co-chairs meeting after monthly committee meeting.
  5. Following up with other mentoring committee members regarding their duties/concerns.
  6. Gathering feedback from community and other committee members about desired mentoring efforts or outcomes.
  7. Facilitating the formation of task forces/committees as appropriate to accomplish desired mentoring outcomes.
  8. Adding/modifying new committee roles as necessary.
  9. Evaluating committee roles on a yearly basis.

Time Commitment

  • 1-2 hours/week
  • 1 year term
    • Co-Chair 1: Start in January.
    • Co-Chair 2: Start in March.

Requirements

  • Member of the mentoring committee

To Volunteer

Resources and Checklists

Organizing Meetings

  • Before the meeting
    • [ ] Set date of meeting (see below)
    • [ ] Add to the community calendar (see below)
    • [ ] Email mentoring committee email list .
      • [ ] Tweet about the meeting
      • [ ] Email individual people and encourage them to join
    • [ ] Create agenda for the meeting with one week (ideally two weeks) in advance on Mentoring Etherpad and solicit additions.
      • [ ] Send an announcement to the committee one week (ideally two weeks) in advance.
      • [ ] Send another reminder for the meeting 1-2 days in advance
    • [ ] Look at last month’s meeting’s minutes to see if there’s anything that you want to follow up with or continue .
    • [ ] Email the following liasons for updates to write at the top of the etherpad:
      • [ ] Steering Committee: Christina Koch
      • [ ] Trainers Committee: Erin Becker
      • [ ] Mentoring Groups: Kari Jordan
  • During the meeting
    • [ ] Sign on to meeting at appointed time
    • [ ] It can be nice to start the meeting with introductions/hellos. Even if everyone knows each other, asking for everyone to say hi builds connection in the group. (Ask someone who will be brief to go first as a model.) Possible questions include:
      • Something you’re looking forward to soon
      • Something that’s happening in your area/location
      • What you were just working on before the meeting
      • Something you did in the past week that was fun / meaningful
    • [ ] If appropriate, generate + assign action items
  • After the meeting
    • [ ] Secretary should post the meeting minutes
    • [ ] Follow up with committee members re: action itmes .
    • [ ] Have a debriefing meeting with the other co-chair to deletgate tasks moving forward and for next month’s subcommittee meeting.
    • [ ] Click on the star on the top right of the etherpad to archive a copy of the etherpad (Mentorship secretary also does this, but it doesn’t hurt to do it twice!)

Meeting Times

Typically, twice in one day (to accomodate time zones) on the final Monday of every month at the following times:

  • 13:00 UTC (Hosted by co-chair 1 or 2)
  • 22:00 UTC (Hosted by the other co-chair)

Creating a Calendar Event

When creating a new event or updating a old one.

  1. Set the name of the event or meeting.
  2. Set the date and time using this scheduler.
  3. Set the location with the link to the zoom room.
  4. Set the description including the link to the Mentoring Etherpad
  5. Set notifications. It is good to have one notification on the day before and another 10 minutes before the meeting as email.
  6. Set guests. For mentoring subcommittee meetings those are all the members of the subcommittee. For discussion sessions those are all the instructors that you invited.

Discussion Session Coordinators

Responsibilities

The primary responsibilities of the Discussion Session Coordinators are:

  • Emailing workshop instructors about discussion sessions (before and after they teach)
  • Recruiting/emailing discussion hosts about hosting
  • Maintaining the discussion-hosts@carpentries.org mailing list
  • Maintaining the instructor discussion Etherpad with upcoming dates
  • Checking in with hosts the week of their discussion sessions

Time commitment

1 hour a week, 3 month term

Requirements

  • Member of the Mentoring Committee

To Volunteer

  • Join the Mentoring Committee, and contact the chair(s) when the position is open

Checklists and Resources

To get access to AMY and to the Community Calendar, contact Carpentries staff.

Ongoing

  • Send out emails to the discussion hosts list as needed, asking for volunteers
  • Set up discussion times:
    • add times and sign-up space to Etherpad
    • add times to Community calendar
  • Recruit discussion leaders and add them to the discussion-hosts lists. Email request templates are provided to make things easier
  • Provide updates and ask for community input on how discussions are going during the Mentoring Subcommittee meetings

Weekly: Set Up Discussions

Use the discussion session checklist

Follow up

  • Facilitate discussion among hosts about the discussion sessions.
  • Ask for additional questions to be added temporarily to the agenda.

Discussion Hosts

Responsibilities

  • Facilitate discussion among Software Carpentry and Data Carpentry instructors, based on a standard discussion agenda.

Time commitment (per session)

  • 1 hour + approx 10 minutes. We would like hosts to join and participate in at least one discussion session per month - more frequently is also okay!

Requirements

  • Is a certified Software Carpentry or Data Carpentry Instructor and has taught at least one workshop in the past year.

To Volunteer

Checklists and Resources

To host a discussion session, sign up on the etherpad.

Our main checklist for actually leading discussions is here.

Committee Liaisons

The Mentoring Committee benefits from regular updates from other committees within the organisation. Currently, the committee receives updates from the Executive Council and the Trainers Group.

Responsibilities

  • Advise mentoring committee on decisions or actions that should be brought to the representative’s committee
  • Update the representative’s committee on mentoring committee activities
  • Bring items requiring representative’s committee approval before that committee and report back to the mentoring committee

Time Commitment

1-2 hours a month, one year term

Requirements

  • Member of the mentoring committee
  • Member of the Executive Council or the Trainers Group

To Volunteer

  • Join the mentoring committee
  • Discuss with other Executive Council and/or Trainers Group members

Staff Liaison

Responsibilities

  • Serving as liaison between the committee and Carpentries staff.
  • Providing resources for committee functioning (staff time, tools, etc.)
  • Engaging and assisting in committee work where needed.
  • Encouraging open communication among members.
  • Communicating progress of committee activities to the staff at least once per month.
  • Providing pertinent updates to the committee that will affect their goals.

Time Commitment

~5 hours a month

Requirements

  • Member of the mentoring committee

Secretary

Responsibilities

The primary responsibilities of the Secretary are:

  • Take notes / organize note-taking during mentoring committee meetings
  • Submit (optionally summarised) notes to the board repository as a pull request after the meeting
  • Keep the README and repository contents up-to-date.

Time commitment

1-2 hours a month

Requirements

  • Member of the Mentoring Committee

To Volunteer

  • Join the Mentoring Committee, and contact the Chair(s) when the position is open.

Resources and Checklists

Mentoring committee documents are located in their own repository within the Carpentries organisation.

Submitting meeting minutes

  • [ ] After each meeting, star the etherpad. You will find this option on the top right of the etherpad.
  • [ ] Optional: Summarise the notes. Distill the content of the notes to a shorter set of minutes, with key points made, actions decided upon, and who they were assigned to.
  • [ ] Convert meeting minutes to a markdown file named minutes-YYYY-MM-DD.md, saved in mentoring > minutes.
  • [ ] Submit as a pull request to this repository (carpentries/mentoring).