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[Campus-cornell-staff] planning the event

Shauna Gordon-McKeon shaunagm at gmail.com
Tue Oct 28 22:23:09 UTC 2014 

Hi there,

Sorry for the delay in responding.  I've made a google docs folder for you:
https://drive.google.com/#folders/0B4HP1ey91UqPTWJIVmNfYVp3VVk

It contains a mentor/volunteer sign up form:
https://docs.google.com/forms/d/1TAfqnOgNyn_8e7ykLjD2WUklfjLTB6Ddv_Kml7QYLh8/viewform

As well as a student sign up form:
https://docs.google.com/forms/d/1uHZTKp_AxMb8JgDx99vyhdc2zWigMTp-CqwJkm6Tgtg/viewform

I have just asked RIT about sending someone to the event, I will let you
know what I hear back.

best
Shauna

On Fri, Oct 24, 2014 at 10:25 PM, Susan Chiang <skc66 at cornell.edu> wrote:

> Hi Shauna!
>
> Could you please make a copy of the form for us? Thank you!
>
> Also yes, could you please ask a member of the RIT open source community
> to come? That would be very good to get our open source communities
> mingling.
>
> Thanks,
>
> Susan
>
> On Wed, Oct 22, 2014 at 10:08 PM, Shauna Gordon-McKeon <shaunagm at gmail.com
> > wrote:
>
>>
>>
>> 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
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>
>>>>>
>>>>
>>>
>>
>
>
> --
> Susan Chiang
> Co-President, WICC <https://www.facebook.com/CornellWomenInComputing>
> LinkedIn <http://www.linkedin.com/in/susankchiang/> | (571) 286-9709
>
>
>
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