[Campus-morris-staff] UM Morris Open Hatch planning

[Nic McPhee]

The sign-up page looks great – thanks for helping put together all this
infrastructure.

We are a really small campus, so there's not even really a notion of
"science departments" – we're all in the Division of Science and
Mathematics.

Our current plan is to advertise:

   - Specifically to CSci students through an existing mailing list, class
   announcements, etc.
   - To the campus-wide faculty e-mail list to encourage other faculty to
   encourage students in other areas.
   - To the campus-wide student e-mail list.
   - Via posters around campus.

Does that seem reasonable?

We already have some draft e-mails set up (your templates were very
helpful) and should be able to start sending things out in the next couple
of days.

   Nic



On Wed, Aug 28, 2013 at 5:57 PM, Shauna Gordon-McKeon
<hello at openhatch.org>wrote:

> I've also added you to a mailing list created for the event,
> campus-morris-staff at lists.openhatch.org.  You should be able to send
> emails to this list and reach all of us - Nic, Elena, Andrew, Asheesh, and
> myself.  If there's anyone who you think should be added, let me know.
>
>
> On Tue, Aug 27, 2013 at 12:39 PM, Shauna Gordon-McKeon <
> hello at openhatch.org> wrote:
>
>> Great!  Here's the link to the website.  Take a look and let me know if
>> there's anything you'd like me to change:
>> http://morris.openhatch.org/
>>
>> I've added the three of you (Nic, Elena, and Andrew) to a google drive
>> folder that we're using to organize the event.  You can see (although
>> please do not edit) the signups as we get them, in the doc titled "Sign
>> Ups".  There's also a doc for coordinating our publicity efforts, titled
>> "Publicity Spreadsheet".  Our next step is to populate the spreadsheet with
>> a list of places to publicize the event, such as computer science or tech
>> students group and department lists.  Since Morris is a small campus, this
>> should be straightforward.  If you can, we'd appreciate if you sent out
>> emails to Morris organizations - this kind of stuff is easier and more
>> effective from hosts as you know and have relationships with the people
>> you're contacting.  That said, we can handle it if you don't have the time.
>>  Templates for these emails are in the folder under 'template emails', in
>> the doc 'Computer Science Publicity Email'.
>>
>> We'll also do a second set of publicity to science departments (the
>> second sheet in the doc) which we'll handle.  However if any of you have
>> good relationships with science professors or administrators and are
>> willing to contact them personally, we can give you a customized email to
>> send.
>>
>> Let me know if you have any questions or if you don't think you'll be
>> able to do the computer science emails.
>>
>> - Shauna
>>
>>
>>
>> On Sun, Aug 25, 2013 at 2:42 PM, Nic McPhee <mcphee at morris.umn.edu>wrote:
>>
>>> Sorry about dropping off the planet. Classes start Wednesday and I've
>>> been buried in things that I should have done over the summer.
>>>
>>> Your answers:
>>>
>>>    - The event is in Sci 1020 (Room 1020 in the Science Building). It's
>>>    a very small campus, so that's definitely sufficient.
>>>    - I think the host organization would be "The Computer Science
>>>    Discipline".
>>>    - Options for referring to the school: "Morris", "UMM", and
>>>    "University of Minnesota, Morris".
>>>
>>> I've got a couple of feelers to alums and still waiting to hear back.
>>>
>>> Thanks,
>>>
>>>    Nic
>>>
>>>
>>>
>>> On Sun, Aug 25, 2013 at 7:28 AM, Shauna Gordon-McKeon <
>>> hello at openhatch.org> wrote:
>>>
>>>> Hello,
>>>>
>>>> Still looking for answers for the following questions!  :)
>>>>
>>>> - Where will the event be located?  (Building #, Building Address, Room
>>>> #, Room name if applicable.)
>>>> - Is there a host organization/funding organization we should credit on
>>>> the website?
>>>> - What is the best way to refer to the school?  "Morris"?
>>>>
>>>> Also, have you contacted any alums about potentially being staffers?
>>>>
>>>> best
>>>> Shauna
>>>>
>>>>
>>>> On Wed, Aug 21, 2013 at 9:39 PM, Shauna Gordon-McKeon <
>>>> hello at openhatch.org> wrote:
>>>>
>>>>> Just wanted to ping you all again re: the questions for the website.
>>>>>  Once I get answers for those we can finalize the website and use it for
>>>>> publicity.
>>>>>
>>>>>
>>>>> On Fri, Aug 16, 2013 at 5:49 PM, Shauna Gordon-McKeon <
>>>>> hello at openhatch.org> wrote:
>>>>>
>>>>>> We typically set up a website with a sign up form.  For example, our
>>>>>> most recent event: http://boston-summer.openhatch.org/
>>>>>>
>>>>>> It will likely take us a few days to get one up and running for this
>>>>>> event - we'll let you know once we do and you can include it in any
>>>>>> publicity you do.
>>>>>>
>>>>>> Some questions that will help us set it up:
>>>>>> - Where will the event be located?  (Building #, Building Address,
>>>>>> Room #, Room name if applicable.)
>>>>>> - Is there a host organization/funding organization we should credit
>>>>>> on the website?
>>>>>> - What is the best way to refer to the school?  "Morris"?
>>>>>>
>>>>>> I'll let Asheesh decide re: renting a car vs taking a shuttle.
>>>>>>
>>>>>> Awesome, thanks for taking care of the rooms - both for events and
>>>>>> for sleeping.  :)
>>>>>>
>>>>>>
>>>>>>
>>>>>> On Fri, Aug 16, 2013 at 5:36 PM, Nic McPhee <mcphee at morris.umn.edu>wrote:
>>>>>>
>>>>>>> Thanks for the info on the schedule for the day. I was definitely
>>>>>>> confused by the web site's info, and others might be as well. Running all
>>>>>>> that on the Saturday sounds great.
>>>>>>>
>>>>>>> I suspect we can get close to 6-8 helpers, especially if we can get
>>>>>>> an alum or two to join us.
>>>>>>>
>>>>>>> Do you want to run all the sign-ups, etc., through your site? We had
>>>>>>> set up a sign-up form locally, but it hasn't been advertised to anyone so
>>>>>>> we can drop it and ask people to go through you if you prefer that.
>>>>>>>
>>>>>>> The room I've booked definitely fits all your requirements so we
>>>>>>> should be good. We may have to talk to someone about getting you on the
>>>>>>> faster "internal" wifi rather than the slower, unencrypted "guest" network.
>>>>>>> All the students and mentors should be internal, though, so it won't be a
>>>>>>> problem for them.
>>>>>>>
>>>>>>> I've booked a hotel room with 2 queens for Fri/Sat, 27/28 Sep, at
>>>>>>> our local Super 8.
>>>>>>>
>>>>>>> How would you want to get from the MSP airport out to Morris?
>>>>>>> Standard options are to rent a car or to take the shuttle (
>>>>>>> http://www.executiveexpress.biz/City/36/Morris%20(UMM).aspx). The
>>>>>>> shuttle doesn't run very often, so renting a car will probably give you
>>>>>>> more flexibility getting to/from. Morris itself is physically quite small,
>>>>>>> though, so you don't really need wheels while you're here.
>>>>>>>
>>>>>>>
>>>>>>> On Fri, Aug 16, 2013 at 4:22 PM, Shauna Gordon-McKeon <
>>>>>>> hello at openhatch.org> wrote:
>>>>>>>
>>>>>>>> Hi Nic,
>>>>>>>>
>>>>>>>> We've been playing with different schedules - the one we prefer the
>>>>>>>> most is a single day, all day schedule, with tutorials in the morning and a
>>>>>>>> patch-submission workshop in the afternoon.  (Thanks for reminding us - we
>>>>>>>> need to update that site!)  We'd plan to run that on Saturday, if that
>>>>>>>> works for you.  Anyone who joins us on the career panel is welcome to stick
>>>>>>>> around after for lunch - we've found that attendees are frequently too shy
>>>>>>>> to ask questions on the panel but will come up to people afterwards to
>>>>>>>> socialize and ask questions more informally.
>>>>>>>>
>>>>>>>> We usually aim for 6-8 helpers (not including Asheesh and myself)
>>>>>>>> at events, to maintain a low staff to attendee ratio.  But it's not the end
>>>>>>>> of the world if we fall a little bit short.  Here's our blurb for potential
>>>>>>>> helpers:
>>>>>>>>
>>>>>>>> "The event runs from 10am-5pm, with coffee, bagels and socializing
>>>>>>>> for an hour beforehand.  (Staff won't need to show up at 9am sharp, but
>>>>>>>> should be there by quarter of ten if possible.)
>>>>>>>>
>>>>>>>> We're looking for people to help mentor attendees as they learn how
>>>>>>>> to contribute to open source projects.  Instructors with a variety of
>>>>>>>> backgrounds are welcome: while it's great if you have tons of experience
>>>>>>>> using git and setting up development environments, we're also looking for
>>>>>>>> people who've been involved with open source as non-programmers, who know a
>>>>>>>> bit about picking bugs and submitting patches, or who just like to talk
>>>>>>>> about their experiences with open source.
>>>>>>>>
>>>>>>>>
>>>>>>>> If any of this sounds appealing to you, and you're available on the
>>>>>>>> 28th, email us back at hello at openhatch.org."
>>>>>>>>
>>>>>>>> Feel free to use any or all of that in your email to alums.  As it
>>>>>>>> says above, interested volunteers should email us at
>>>>>>>> hello at openhatch.org for the most timely response.
>>>>>>>>
>>>>>>>> As for the room, we use this checklist to make sure the room is
>>>>>>>> appropriate: https://openhatch.org/wiki/OSCTC_space_checklist  The
>>>>>>>> first six questions (under "Before choosing a location") are the ones we
>>>>>>>> like to answer affirmatively before choosing a room.
>>>>>>>>
>>>>>>>>
>>>>>>>> - Shauna
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>> On Fri, Aug 16, 2013 at 4:32 PM, Nic McPhee <mcphee at morris.umn.edu>wrote:
>>>>>>>>
>>>>>>>>> Elena's out of the country at the moment, and I'm working on some
>>>>>>>>> of the set-up.
>>>>>>>>>
>>>>>>>>>  I've booked a classroom room that we think will work well for the
>>>>>>>>> event, and I'll see if we can get a room for you for Fri/Sat (27/28 Sep).
>>>>>>>>>
>>>>>>>>> I'm a little unclear on what you want/need from us by way of
>>>>>>>>> mentors. There aren't a lot of us in the faculty (and one is on
>>>>>>>>> sabbatical), and while we're enthusiastic, we don't have *tons* of
>>>>>>>>> experience with open source development (although we're familiar with most
>>>>>>>>> of the toolkit that you describe). There aren't likely to be lots of other
>>>>>>>>> pros in the area with this sort of experience because there aren't a lot of
>>>>>>>>> software developers our in our part of the state. One interesting exception
>>>>>>>>> is our campus director of IT (Jim Hall) who is in his last year of a
>>>>>>>>> Master's focussing on Open Source development and who has actively
>>>>>>>>> participated in a number of Open Source projects. He's free on the 28th and
>>>>>>>>> would very much like to participate.
>>>>>>>>>
>>>>>>>>> One of the upsides of doing this over Homecoming weekend is that
>>>>>>>>> there may be more alums on campus than usual, and it might be easier to
>>>>>>>>> find some alums that have an interest in open source development for the
>>>>>>>>> panel. Your on-line schedule (https://openhatch.org/wiki/Schedule)
>>>>>>>>> places the panel from 12-12:30 and that doesn't appear to overlap with
>>>>>>>>> anything particular on the homecoming calendar. If we're willing to stick
>>>>>>>>> with that time, I'll send out an invite to our UMM CSci e-mail list and see
>>>>>>>>> if there are any interested parties.
>>>>>>>>>
>>>>>>>>> On your website (http://campus.openhatch.org/curriculum/) you
>>>>>>>>> talk about *two* days: One for the workshop, and a second project
>>>>>>>>> day. Since you probably won't be here for a second day, is the idea that
>>>>>>>>> we'll run the project day a week or two after you leave (so
>>>>>>>>> early/mid-October)?
>>>>>>>>>
>>>>>>>>> Thanks a ton for all your help,
>>>>>>>>>
>>>>>>>>>    Nic
>>>>>>>>>
>>>>>>>>> On Thu, Aug 15, 2013 at 11:54 AM, Shauna Gordon-McKeon <
>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>
>>>>>>>>>> That sounds great!  Part of our schedule is usually a career
>>>>>>>>>> panel where our mentors/helpers talk about their work in open source - if
>>>>>>>>>> any alums wanted to join us for that, they'd be welcome.  Otherwise an
>>>>>>>>>> informal get together afterwards also sounds wonderful.
>>>>>>>>>>
>>>>>>>>>> We only need one room.  I think we'll be staying both Friday and
>>>>>>>>>> Saturday nights.
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> On Sun, Aug 11, 2013 at 1:34 AM, Elena Machkasova <
>>>>>>>>>> elenam at morris.umn.edu> wrote:
>>>>>>>>>>
>>>>>>>>>>>  Hi Shauna and Asheesh,
>>>>>>>>>>>
>>>>>>>>>>> the 28th is Homecoming at UMM, but we talked about it, and it
>>>>>>>>>>> looks like we should be able to do it. It may actually be a good thing
>>>>>>>>>>> since some of our alums do open source development, so we can have an
>>>>>>>>>>> informal discussion afterwards if you guys are interested (we usually have
>>>>>>>>>>> a small get-together for CS alums and students during Homecoming, so we can
>>>>>>>>>>> integrate it into the day's program).
>>>>>>>>>>>
>>>>>>>>>>> We'd need to reserve hotel and rooms for the event right away,
>>>>>>>>>>> though, since our two hotels tend to get overbooked quickly for Homecoming.
>>>>>>>>>>> How many rooms do you need? Are you staying both Friday and Saturday
>>>>>>>>>>> nights?
>>>>>>>>>>>
>>>>>>>>>>> Thanks!
>>>>>>>>>>>
>>>>>>>>>>> Elena
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On 8/3/2013 8:14 PM, Shauna Gordon-McKeon wrote:
>>>>>>>>>>>
>>>>>>>>>>> Hello again!
>>>>>>>>>>>
>>>>>>>>>>>  My apologies for the delay in responding.  We'd love get
>>>>>>>>>>> started with planning and publicizing the event, which means of course
>>>>>>>>>>> nailing down a date.  I know we spoke about September 14th, but what do you
>>>>>>>>>>> think of doing the event on Saturday, September 28th?  The reason we ask is
>>>>>>>>>>> that we'll be in MN the next weekend for the Grace Hopper Celebration of
>>>>>>>>>>> Women in Computing.  Doing the Morris event the week before would minimize
>>>>>>>>>>> travel for Asheesh and myself.
>>>>>>>>>>>
>>>>>>>>>>>  best
>>>>>>>>>>> Shauna
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On Sun, Jun 30, 2013 at 9:05 AM, Elena Machkasova <
>>>>>>>>>>> elenam at morris.umn.edu> wrote:
>>>>>>>>>>>
>>>>>>>>>>>> Dear Asheesh,
>>>>>>>>>>>>
>>>>>>>>>>>> we've tried to contact the Twin Cities campus about the event.
>>>>>>>>>>>> We've received several emails from them, but the last we've heard (and that
>>>>>>>>>>>> was a while ago) they still didn't have a confirmation that they would like
>>>>>>>>>>>> to do it. So I think we should at this point work under the assumption that
>>>>>>>>>>>> they aren't interested.
>>>>>>>>>>>>
>>>>>>>>>>>> The way I see it there are a few options:
>>>>>>>>>>>>
>>>>>>>>>>>> 1. We can go ahead and just schedule a Morris-only event. It's
>>>>>>>>>>>> a bit more expensive for us, but should be do-able. It would also be
>>>>>>>>>>>> unfortunate to fly you guys all the way to MN for just one event when other
>>>>>>>>>>>> schools here could benefit from your workshop as well.
>>>>>>>>>>>>
>>>>>>>>>>>> 2. You can try to contact other schools in the area:
>>>>>>>>>>>> Macalester, Carleton, St. Olaf, St. John's, etc. Things get a bit more
>>>>>>>>>>>> complicated with a Sunday event since some students and faculty in some of
>>>>>>>>>>>> these schools attend church on Sunday (and we in Morris typically avoid
>>>>>>>>>>>> Sunday morning events, partly for the same reason). It may also be a bit
>>>>>>>>>>>> too late for them to plan an event for early Fall semester.
>>>>>>>>>>>>
>>>>>>>>>>>> 3. We could wait on the whole thing until later in the Fall
>>>>>>>>>>>> (scheduling may be problematic for us because our students typically attend
>>>>>>>>>>>> two programming contests, and then we have a senior seminar which we run as
>>>>>>>>>>>> a Saturday all-day event as well) or early spring, and hope that we can get
>>>>>>>>>>>> either Twin Cities or one of the other schools on board by then.
>>>>>>>>>>>>
>>>>>>>>>>>> What do you think about these options?
>>>>>>>>>>>>
>>>>>>>>>>>> My apologies about the issues. I really didn't expect that
>>>>>>>>>>>> communication with the TC campus would take so long.
>>>>>>>>>>>>
>>>>>>>>>>>> Best wishes,
>>>>>>>>>>>> Elena
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> On 5/3/2013 11:32 PM, Asheesh Laroia wrote:
>>>>>>>>>>>>
>>>>>>>>>>>>> On Thu, 2 May 2013, Nic McPhee wrote:
>>>>>>>>>>>>>
>>>>>>>>>>>>>  Given that it's a 3 hours drive between here and the Twin
>>>>>>>>>>>>>> Cities, when would you prefer to travel?
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Would you want, for example, to drive out to Morris Friday
>>>>>>>>>>>>>> night, spend Saturday here, and drive back to Cities Saturday evening for
>>>>>>>>>>>>>> your Sunday event (assuming it goes that way)?
>>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> That sounds reasonable to me. Doing it the opposite way could
>>>>>>>>>>>>> also work; I'm 2:1 in favor of the way you put it, but don't have a very
>>>>>>>>>>>>> strong opinion.
>>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>
>>>>>
>>>>
>>>
>>
>
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