Workshop administration workflow

For centrally organized workshops

  1. One of the following occurs:
    • Someone submits a workshop request form for Software Carpentry or Data Carpentry.
    • Someone emails team@carpentries.org to request a workshop.
    • Someone contacts a staff memeber to request a workshop.
  2. Program Manager or Workshop Administrator for that region responds to request by email or phone/video call.
    • Give them more information about the Carpentries as needed.
    • Ask them for more information about their request.
      • Who is their target population?
      • What curriculum content do they want to cover?
      • What timeframe are they looking to host a workshop?
        • Remind them we need 2-3 months notice
        • Remind them to consider their own schedule and other events that may affect things like room availabiltiy
      • Remind them of the budget
        • US$2500 standard fee due to our fiscal sponsor (for non-member university, government, or non-profit sites only)
        • Costs for instructor travel (airfare, ground travel, hotel, and meals/incidentals) are managed entirely between host and instructors. We will look for local instructors but can not guarantee it. Member sites are still responsible for travel costs.
      • Ask them to complete the official request form for Software Carpentry or Data Carpentry if they have not already
    • Program Manager or Workshop Administrator records request form in AMY.
  3. For non-member sites, Workshop Administrator asks host for invoicing contact, and introduces them to the Business Administrator to begin the invoicing process.
  4. Workshop Administrator adds workshop to appropriate tab (by geography) on call for instructors sign up sheet and sends email to instructors list notifying them of upcoming opportunities.
  5. Workshop Administrator reviews list of instructors signed up as interested in upcoming workshops and tentatively places them based on experience, geography, and skill set. See blog post for details.
  6. Workshop Administrator emails these instructors to confirm their availability, and returns back to the other instructors on the list if a conflict has since come up.
  7. Workshop Administrator sends email to workshop instructors and hosts with introductory information. This includes links to guides for roles of host, instructor, and helper.
  8. Workshop Administrator emails everyone else who signed up for that event thanking them for their time, letting them know other instructors were placed, and encouraging them to sign up for other opportunities.
  9. Workshop Administrator reminds instructors to set up a workshop website using the workshop template.
  10. Workshop Administrator sets up surveys in Survey Monkey and emails results links to hosts and instructors.
  11. If needed Workshop Administrator sets up registration in Eventbrite.
    • If there is a registration fee, Workshop Administrator informs Business Administrator that this will need to be refunded or applied to the workshop invoice.
  12. In weeks leading up to workshop, Workshop Administrator sends check in emails to be sure planning is progressing smoothly.
  13. After workshop is over Workshop Administrator sends email asking how things went and collecting attendance data.
  14. Workshop Administrator records workshop attendance in AMY, and if additional information is provided, in the Workshop Documents github repo.

For self organized workshops

  1. Instructors notify Workshop Administrator about upcoming self organized workshop. This is no fee (suggested or mandated) for a self organized workshop.
  2. Workshop Administrator reminds them that as a self organized workshop they will have access to our surveys but will not receive any other support in coordinating this workshop.
  3. Workshop Administrator reminds instructors to set up a workshop website using the workshop template.
  4. Workshop Administrator records this in AMY.
  5. Workshop Administrator sets up surveys in Survey Monkey and emails results links to hosts and instructors. Explain to the hosts and instructors that this link should not be shared. Workshop Administrator informs hosts and instructors where to find the pre and post survey links to distribute to learners.
  6. In weeks leading up to workshop, Workshop Administrator sends check in emails to be sure planning is progressing smoothly. This is optional as instructors and hosts should not be expecting direct support from us.
  7. After workshop is over Workshop Administrator sends email asking how things went and collecting attendance data.
  8. Workshop Administrator records workshop attendance in AMY, and if additional information is provided, in the Workshop Documents github repo.