Email templates

From Workshop Administrators

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) and Data Carpentry (DC) are two programs of The Carpentries (a fiscally sponsored project of Community Initiatives). Both 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/ ).

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 ]

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 Workshop Administrator, [ admin_name ]. [ She or he ] will be supporting all of the logistical details with this workshop.

Next steps:

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.

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.

[ 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/

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/swcarpentry/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_or_Data ] 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 ]

Sharing survey results

Hi Everyone,

Below you will find the pre & post survey result links for your workshop on [ DATE/LOCATION] . Please do not share these links with the learners - these are just for your review. These are for you as instructors and hosts to prepare for and reflect on this workshop and as constructive feedback to prepare for future workshops.

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

As a reminder, the actual survey links for learners are found on the workshop github page [ LINK ].

Here are a few things for you to keep in mind as you prepare for your workshop:

  • Review the host checklist - this will provide you with a detailed list of the items you should consider having in place prior to the workshop.
  • Review the accessibility checklist for learners - it is important that all of the learners attending the workshop have accessibility. The checklist will help to make sure you have taken the necessary steps to provide the needs of everyone.
  • Review the equipment and materials - There may be a few things that may need to be supplied/purchased including two colors of sticky notes. These are essential to the way our operations run.

As you prepare for your workshop, 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. Thanks so much for all you are doing - I look forward to hearing how it all goes.

Please let me know if there are any 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
  • Review the accessibility checklist for learners
  • Review the 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 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.

In order to help us accurately report our progress, we need a few things from you. Please take a moment to provide us with the following information, it would be greatly appreciated.

  • The total number of learners registered
  • The total attendance for each day
  • Any additional feedback that you would like to share with us about the overall experience of your workshop

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. Be sure to check your timezone when you sign up.

Data Carpentry and Software Carpentry also welcomes 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 ]

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 are 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 are 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 are 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.

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 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