Email templates#
From Instructors and Hosts#
The following templates can be used to email co-Instructors, Helpers, and learners for your upcoming workshop. Information in brackets is meant to be updated with the specifics of your workshop. Please feel free to update in other places as needed!
For Self-Organised Workshops: Recruiting Co-instructor#
Subject: Recruiting co-Instructors: Carpentries Workshop at [ University/Organisation ]
Hi [ person name ],
I would love to have you teach with me at an upcoming [ Data/Library/Software ] Carpentry workshop on [ dates of workshop ], hosted [ at location/ online ].
The Carpentries is a registered 501(c)(3) non-profit that develops lessons in partnership with their global community to teach learners the foundational skills needed to work effectively and reproducibly with data and code. I am a Certified Carpentries Instructor and I am really excited about using the [ Data/Library/Software ] Carpentry curriculum at [ organisation ] to help our [ target audience ] become more efficient in their research.
Your Role as a Co-Instructor
The Carpentries provide ready-to-use lesson materials, so we would not need to develop anything from scratch. At this workshop, I plan to teach:
Lesson [link]
Lesson [link]
I was hoping that you would teach:
Lesson [link]
Lesson [link]
This would be a [#] hour/s time commitment.
I am excited to teach this workshop and I would love to have you teach it with me. If you are interested, please review the materials linked above. Let me know by [date] if you are available and we can organise a time to meet and plan!
If you know anyone else who might be interested and able to help out with the [ lesson/episode ] part of the workshop, let me know. It would be great to have additional Instructors.
Thank you for considering this opportunity!
Sincerely,
[ sender name ]
Recruiting Helpers#
Subject: Recruiting Helpers: Carpentries Workshop at [ University/Organisation ]
Hi [ name ],
We would love to have you join us as a Helper for an upcoming [ Data/Library/Software ] Carpentry workshop on [ dates of workshop ]. The workshop will be [ at location/ virtual ].
The Carpentries is a registered 501(c)(3) non-profit that develops lessons in partnership with their global community to teach learners the foundational skills needed to work effectively and reproducibly with data and code. I am really excited about using the [ Data/Library/Software ] Carpentry curriculum at [ organisation ] to help our [ target audience ] become more efficient in their research.
Your Role as a Helper
During the workshop, I will need a few people to help out in case learners have problems or get stuck. Helpers:
monitor the room to identify learners who are stuck
respond to learner questions
help learners work through things like installation problems, error messages and unexpected output
You do not need to be an expert in the tools we are covering, but should have familiarity with at least one of them and be comfortable helping people troubleshoot.
At this workshop, we are planning on covering
Lesson [link]
Lesson [link]
Lesson [link]
You would be great at helping with [ topic ], because [reason]. If you are interested, please review the materials linked above and let me know your availability. Additionally, if you know anyone else who might be interested and willing to help out, I’d love to connect with them.
Thank you for considering this opportunity!
Sincerely,
[ sender name ]
Advertising your Workshop#
Subject: Learn to Code at our Beginner [Lesson Program] Workshop at [ site/organization name ]
We’re excited to invite you to our [ Workshop Title ] at [ site/organisation ]!
Taught by certified Carpentries Instructors, our [ Lesson Program ] workshop is an introduction to coding for those with little or no previous experience. Welcoming, hands-on and interactive, this workshop teaches the fundamentals of [ XYZ ], preparing learners to:
[skill 1]
[skill 2]
[skill 3]
[skill 4]
Workshop Details Dates: Time: Location:
Interested in learning more? Please use the following link to find the full details and register: [ Link to registration and/or workshop webpage ]
Please let us know what questions you have at [ contact email ].
We can’t wait to learn with you!
Sincerely,
[ sender name ]
Email Learners before Workshop#
Subject: We Can’t Wait to Welcome You! Upcoming Carpentries Workshop at [your university/orgaisation]
We are excited for you to join us at the [ Data/Library/Software ] Carpentry workshop, hosted by [your university/orgaisation]!
This email includes everything you need to prepare for the session and join the workshop each day.
Prepare for the Workshop
To get the most out of your experience, please complete the following before the workshop:
1. Complete the pre-workshop survey. Your responses help Instructors tailor the workshop to your needs and experience level: [Add pre-workshop survey link from workshop website]
2. Set up your computer for learning. Please use a desktop or laptop with administrative privileges. This ensures you can install any needed software and fully engage in activities. Follow the instructions on the workshop webpage [Add workshop website link to instructions]
Need help with computer setup? Join our Support Session on:
[Add support session information]
OR
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.
Joining the Workshop
Workshop Dates:
Time:
Location: The workshop will take place via [meeting platform]
[Add meeting link and password]
OR
Location: The workshop will be at [Add building name, address, directions].
Special Notes
The workshop will not be recorded - please plan to join the sessions live.
Need accommodations? Let us know in advance so we can support your learning: (https://carpentries.typeform.com/to/B2OSYaD0)
Visit the workshop webpage to review the schedule and code of conduct, add the event to your calendar, and more: [Add workshop website]
If you can no longer join the workshop, please let us know so that we can offer your seat to someone on the waitlist.
We’re excited to learn with you! Let us know what questions you have in the meantime at [contact email].
Warmly,
[Sender’s Name]
Email Helpers before Workshop#
Subject: Upcoming Carpentries Workshop at [your university/orgaisation]
Hi [ helper names ],
Thank you for being a Helper for the [ Data/Library/Software ] Carpentry workshop at [ organisation ]! Below, I have added information to assist you with preparing for the upcoming workshop.
Logistics
Location: [ Address / Meeting Platform ] [ Directions / Meeting Platform Link]
The workshop will be from [ start to finish time ] with lunch at [ time ]. [In-person Include whether or not you will be providing coffee, snacks, and/or lunch.]
Please [ arrive at the venue/ join the meeting ] at [ briefing time ] for a briefing. We will go through the schedule and make sure we all have an understanding of the goals for the day.
Preparation
Please take some time before the workshop to review the following:
The lessons we will be teaching. You can find the lessons on the (workshop webpage)[ link webpage ] within the schedule.
The Carpentries Code of Conduct. The code of conduct helps set expectations and encourages a welcoming and supportive environment for all.
What to Bring
A drink bottle and/or a reusable cup so we can reduce waste.
Your laptop and charger (to power your laptop).
We are so excited you will be helping to facilitate the workshop! Please let us know your questions in the meantime.
Sincerely,
[ sender name ]
Email Learners after Workshop#
Subject: Thank you for attending the Carpentries workshop at [organisation]!
Hello,
Thank you for attending the [ Data/Library/Software ] Carpentry workshop at [ organisation ]. We hope that you had fun and the skills you learnt will be useful!
Please take a moment to complete the post-workshop survey at [ link to survey ]. Your answers are essential to the continued improvement of 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 email team@carpentries.org.
More ways to connect with The Carpentries:
join The Carpentries [Discussion mailing list] (https://carpentries.topicbox.com/groups/discuss)
get involved with lesson development on [GitHub]( https://github.com/datacarpentry and https://github.com/swcarpentry/ )
The Carpentries is excited to support you as you continue to develop your data analysis skills!
Best wishes,
[ sender name ]
Encourage Learners to Complete Pre-workshop Survey#
Subject: Upcoming Carpentries Workshop at [organization]: Pre-workshop Survey
Hello,
We are excited to meet you at the upcoming [ Data/Software/Library Carpentry workshop ] with [organisation]! As a reminder, you can find the workshop schedule, installation information, and more at [ WORKSHOP WEBSITE LINK].
To ensure the workshop is inclusive, and to help the Instructors tailor the content to your needs and experience level, please complete our pre-workshop survey [ INSERT LINK TO SURVEY ].
You are not required to take this survey to participate in our workshop, but your responses are very valuable to us. All responses will be recorded anonymously (IP addresses will be registered; however, the responses will remain anonymous). You may quit the survey at any time, or skip any item other than those required to correctly sort your responses.
To learn more about Carpentries assessment, please visit the Impact page on The Carpentries website.
We are excited to meet with you soon!
Our best,
Your Instructors
Encourage Learners to Complete Post-workshop Survey#
Subject: Carpentries Workshop at [organization]: Post-workshop Survey
Hello,
Thank you for attending the recent [ Data/Library/Software Carpentry workshop ]! We hope you left the workshop feeling more comfortable with the tools you learned and empowered to continue learning.
We would love to learn about your workshop experience. Please take a few minutes to complete the post-workshop survey at [ INSERT LINK TO SURVEY ]. Not only will the survey help us understand your outcome from the workshop, but it will also help The Carpentries understand their programmatic efforts and the organisation’s long-term impact on learners.
To learn more about Carpentries assessment, please visit the Impact page on The Carpentries website.
We are excited about your continued involvement with our community!
Our best,
Your Instructors