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[Campus-cornell-staff] planning the event

Shauna Gordon-McKeon shaunagm at gmail.com
Thu Oct 23 02:08:35 UTC 2014 

On Wed, Oct 22, 2014 at 9:49 PM, Jisha Kambo <jk2228 at cornell.edu> wrote:

> HI Shauna,
> We were going to send a call for volunteers, would you be able to draft a
> set of requirements / skills that volunteers would need to know to sign up
> ? (we were going to send out a google form)
>

We actually have a template google form:
https://docs.google.com/forms/d/10367XXCFRI0dySDnPN1IgZDaCJtuB64ld_f4bFkCVVw/edit

Feel free to make a copy of it.  Or if you can't, I can make a copy for
you.  Or you can make your own form.  :)

It covers the basic things that mentors need to know.  Note that any
particular mentor doesn't have to know all of them to be a mentor - someone
can help with irc and issue trackers but step into a learner role when it
comes time to work on git.


>
> It will also be helpful for the above, if we could know exactly what
> material will be presented in the short version of this event, and what
> projects students could work on.
>

Here's a sample site for a short event:
http://example-osctc-site.github.io/curriculum/short

It can be modified to fit your needs, and to list the specific projects
students can work on.  Note that this site teaches students how to find
projects they like.  We could skip that part and just give people projects
to work on.  Some projects that would be good to start with are OpenHatch
projects, Oppia, Mozilla, and Wikimedia.  We could then spend more time on
specific technical skills like using git.

Let me know if you need more explanation/detail about the possibilities.


>
> We think having one outside volunteer (who is not a student) might be
> helpful, could we look into that option, we could fund one flight ticket
> from NYC? Please let us know if anyone is available ?
>

I will ask around - there may not be anyone free that day.  We may also be
able to get someone from RIT to come to the event. RIT is closer (and
therefore less expensive to reimburse mentor travel from) and has an
amazing open source community. (http://magic.rit.edu/foss/minor.html)
 Should I ask whether any of the RIT open source community would be willing
to come to the event?  It might be good to establish connections between
the RIT open source community and the Cornell open source community.

best
Shauna




>
> Thanks for your prompt responses and the help!
>
> Regards,
> Jisha Kambo
> Co-President, WICC <https://www.facebook.com/CornellWomenInComputing>
>
> Computer Science, 2015
> Cornell University
>
>
>
> On Wed, Oct 22, 2014 at 9:42 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>
> wrote:
>
>> Hi Jisha,
>>
>> Volunteers can totally be more advanced students.  :)  Sometimes with
>> these events student organizers really want outside mentors, and in those
>> cases we try to do our best for them, but if you'd prefer to go with
>> advanced students as mentors than that's totally fine - and easier for us,
>> in fact.
>>
>> Do you have mentors already, who are familiar with open source?  If so,
>> we can start going over the setup of the event, including who will do what,
>> and what projects folks will work on.
>>
>> best
>> Shauna
>>
>>
>>
>>
>> On Wed, Oct 22, 2014 at 9:37 PM, Jisha Kambo <jk2228 at cornell.edu> wrote:
>>
>>> Shauna,
>>> We are actually not clear about the funding and volunteers. We were
>>> under the impression that the volunteers could be just students who are
>>> more experienced and willing to help out, in which case the funding would
>>> only be required for publicity and food which we can cover from WICC funds.
>>>
>>> However, if this involves, other volunteers travelling into Ithaca, we
>>> would have to think about how much expenditure is expected.
>>> We're working on a room reservation for the 15th for the day (morning
>>> until evening) and we would prefer to do a shorter event where people can
>>> jump straight into building something. Thanks!
>>>
>>> Regards,
>>> Jisha Kambo
>>> Co-President, WICC <https://www.facebook.com/CornellWomenInComputing>
>>>
>>> Computer Science, 2015
>>> Cornell University
>>>
>>>
>>>
>>> On Wed, Oct 22, 2014 at 5:29 PM, Shauna Gordon-McKeon <
>>> shaunagm at gmail.com> wrote:
>>>
>>>> Hi again,
>>>>
>>>> Were you able to confirm the room?  And what is the status of funding?
>>>> If we want to run the event on the 15th, we need to figure out these
>>>> questions ASAP.
>>>>
>>>> An alternative, if things are seeming overwhelming, is to do a short
>>>> intro event
>>>> <http://blog.openhatch.org/2014/short-event-big-impact-open-source-at-suny-stony-brook/>.
>>>> This would give us more flexibility on the date, would require less
>>>> funding, etc.  It would require us funding 1-3 mentors at Cornell who feel
>>>> comfortable delivering a few intro lectures (we could show you how to do
>>>> it, if you like, or we could try to find someone else).  If the short event
>>>> is a success, we could do a longer event in the spring or next fall.
>>>>
>>>> Let me know what you think soon, so we can plan appropriately.
>>>>
>>>> best,
>>>> Shauna
>>>>
>>>>
>>>> On Thu, Oct 16, 2014 at 2:52 PM, Shauna Gordon-McKeon <
>>>> shaunagm at gmail.com> wrote:
>>>>
>>>>> The timing depends on what you're comfortable with.  We usually run
>>>>> from about 10 to about 4.  We find that the majority of folks are ready to
>>>>> put things down for the day by 4, but there are almost always a few people,
>>>>> and sometimes 10 or more, who want to keep going with the project they're
>>>>> working on, so I recommend getting the room til 6 if you can, to create a
>>>>> space for interested attendees and mentors to keep going.
>>>>>
>>>>> On Wed, Oct 15, 2014 at 11:14 PM, Susan Chiang <skc66 at cornell.edu>
>>>>> wrote:
>>>>>
>>>>>> Hi Shauna,
>>>>>>
>>>>>> We have booked the room for Nov 15, but we wanted to clarify the time
>>>>>> we should have it booked for. When were we going to host the workshop?
>>>>>>
>>>>>> Thanks,
>>>>>>
>>>>>> Susan & Jisha
>>>>>>
>>>>>> On Fri, Oct 3, 2014 at 12:00 PM, Shauna Gordon-McKeon <
>>>>>> shaunagm at gmail.com> wrote:
>>>>>>
>>>>>>> Great!  Thanks for getting back to me, Susan.  Do let me know once
>>>>>>> you've confirmed a room, and also when you know about the budget.  We can
>>>>>>> potentially help you find sponsors to cover the cost of the event, if your
>>>>>>> school can't provide funding, but we need lead time to do so.
>>>>>>>
>>>>>>> Looking forward to working with you.
>>>>>>> - Shauna
>>>>>>>
>>>>>>> On Fri, Oct 3, 2014 at 10:55 AM, Susan Chiang <skc66 at cornell.edu>
>>>>>>> wrote:
>>>>>>>
>>>>>>>> Hi Shauna,
>>>>>>>>
>>>>>>>> The Nov 15th looks like a good day for us. We're trying to get a
>>>>>>>> room with a lot of outlets, so I'll work on getting a room now and let you
>>>>>>>> know the exact room as soon as we get a confirmation.
>>>>>>>>
>>>>>>>> Thank you for your patience,
>>>>>>>>
>>>>>>>> Susan
>>>>>>>>
>>>>>>>> On Thu, Oct 2, 2014 at 6:13 PM, Shauna Gordon-McKeon <
>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>
>>>>>>>>> Hi Jisha, Susan and Alexander,
>>>>>>>>>
>>>>>>>>> Have you been receiving emails to the mailing list?  One of our
>>>>>>>>> other organizers from a different school was also having trouble with the
>>>>>>>>> list.  I'll make sure to CC you all individually as well.
>>>>>>>>>
>>>>>>>>> If we want to do an event this fall we'll need to confirm the date
>>>>>>>>> & location soon.  Are you still interested in running an event and, if so,
>>>>>>>>> will Nov 15th or 16th work for you?
>>>>>>>>>
>>>>>>>>> best
>>>>>>>>> Shauna
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> On Wed, Sep 17, 2014 at 3:03 PM, Shauna Gordon-McKeon <
>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>
>>>>>>>>>> Hello all,
>>>>>>>>>>
>>>>>>>>>> Is the WICC still interested in running this event?  If so, we
>>>>>>>>>> should get started with our planning.  The main things to get taken care of
>>>>>>>>>> are picking a date, finding a location, and working out the budget and
>>>>>>>>>> funding options for the event.
>>>>>>>>>>
>>>>>>>>>> With regards to dates, the options right now are Saturday Oct
>>>>>>>>>> 18th, Sunday Oct 19th, Saturday Nov 15th and Sunday Nov 16th.  Do any of
>>>>>>>>>> those work for you?
>>>>>>>>>>
>>>>>>>>>> For space, this checklist can help you pick a room:
>>>>>>>>>>
>>>>>>>>>> https://openhatch.org/wiki/Open_Source_Comes_to_Campus/Logistics/Space_Checklist
>>>>>>>>>>
>>>>>>>>>> As far as budget goes, the event typically costs between
>>>>>>>>>> $200-$700, which is entirely for food costs - how much depends on the
>>>>>>>>>> number of attendees and what type of food you order.  Would WICC be able to
>>>>>>>>>> cover this?  We may be able to get company sponsors, if not.
>>>>>>>>>>
>>>>>>>>>> best
>>>>>>>>>> Shauna
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>> --
>>>>>>>> Susan Chiang
>>>>>>>> Co-President, WICC
>>>>>>>> Computer Science, Mathematics, Economics
>>>>>>>> Cornell University 2015
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>
>>>>>>
>>>>>> --
>>>>>> Susan Chiang
>>>>>> Co-President, WICC <https://www.facebook.com/CornellWomenInComputing>
>>>>>> LinkedIn <http://www.linkedin.com/in/susankchiang/> | (571) 286-9709
>>>>>>
>>>>>>
>>>>>>
>>>>>
>>>>
>>>
>>
>
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