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

[Shauna Gordon-McKeon]

That sounds perfect.  We're three weeks out from the event, so let's get
started with the publicity!  Let us know if there's anything Asheesh and I
can do to help.


On Tue, Sep 3, 2013 at 11:25 PM, Nic McPhee <mcphee at morris.umn.edu> wrote:

> 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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