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[Campus-uofa-staff] Let's bring Open Source Comes to Campus to my school

Shauna Gordon-McKeon shaunagm at gmail.com
Wed Jan 29 02:32:00 UTC 2014 

On Tue, Jan 28, 2014 at 1:06 PM, Zuoming Shi
<zuomingshi at email.arizona.edu>wrote:

> Shuana- Kate mentioned that the meeting would be 10:30am, so, we were
> using Arizona time, and my part of the staff is UA Video Game Developers
> Club.
> Per instructions on OpenHatch wiki, it seems like setting up the website
> would mostly be done by the staff here through GitHub. What does "getting
> it up" entail on your side?
>

Creating a domain name, and setting it up to point to the appropriate
Github repository.

>From the wiki, you'll need to:


   -
      - Fork the template
repository<https://github.com/openhatch/oh-campus-template> (as
      Github limits the number of forks an individual can make of a
single repo,
      you may need to fork a different oh-campus site or email Github
to request
      your previous forks be made free-standing repositories.)
      - Customize
         - Change repository name to reflect event
         - Change colors if needed (I like to use school colors)
         - Change text: date, time, location, name of hosts
         - Create a new sign up form for the event (may just duplicate
         previous ones) and change the link on the website.
      - Add, commit, and push changes back to Github.






>
> Kate, were you able to reserve GS906 for that day?
>
>
>
> On Tue, Jan 28, 2014 at 8:23 AM, Shauna Gordon-McKeon <hello at openhatch.org
> > wrote:
>
>> It just occurred to me that you probably meant 10:30 Arizona time, so
>> 12:30 here.  Is that correct, or were you somehow taking into account my
>> east coast centrism?
>> On Jan 28, 2014 12:08 AM, "Zuoming Shi" <zuomingshi at email.arizona.edu>
>> wrote:
>>
>>> I'm under the impression that creating a publicity website would almost
>>> only be beneficial, so I assumed that the vote is yes. Is there any
>>> important reason that a campus does not adopt the website? If not, we will
>>> create one.
>>>
>>>
>>> On Mon, Jan 27, 2014 at 9:22 PM, Shauna Gordon-McKeon <
>>> hello at openhatch.org> wrote:
>>>
>>>> Was there a thumbs up/thumbs down on the publicity website, Zuoming?
>>>>  We can talk about it tomorrow (hopefully) but the sooner we know, the
>>>> sooner we can set it up for you.
>>>>
>>>>
>>>>
>>>>
>>>> On Mon, Jan 27, 2014 at 10:03 PM, Kate Maroney <
>>>> katemaroney at email.arizona.edu> wrote:
>>>>
>>>>> Zuoming was planning on joining us, so a Google Hangout would work
>>>>> best. Let me know if you need to reschedule!
>>>>>
>>>>> Kate
>>>>>
>>>>>
>>>>> On Mon, Jan 27, 2014 at 7:59 PM, Shauna Gordon-McKeon <
>>>>> hello at openhatch.org> wrote:
>>>>>
>>>>>> Just wanted to let you know that there's a significant chance I'll
>>>>>> have to cancel tomorrow (family health issues).  I'd suggest simply
>>>>>> rescheduling but I'd like to have this meeting sooner than later, so I'll
>>>>>> try hard to make it.
>>>>>>
>>>>>> Do you have a preference for how to meet?  Google hangout, IRC,
>>>>>> gchat, Skype, etc all work fine for me.
>>>>>>
>>>>>>
>>>>>> On Mon, Jan 27, 2014 at 12:10 AM, Kate Maroney <
>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>
>>>>>>> 10:30 sounds good, and I've gotten the email and the folder
>>>>>>>
>>>>>>>
>>>>>>> On Sun, Jan 26, 2014 at 9:57 PM, Shauna Gordon-McKeon <
>>>>>>> hello at openhatch.org> wrote:
>>>>>>>
>>>>>>>> Yes, those times work well.  How does 10:30 a.m. sound?
>>>>>>>>
>>>>>>>> I've (hopefully) fixed both issues - let me know if you can access
>>>>>>>> the folder and if you've gotten an email about the list.
>>>>>>>>
>>>>>>>>
>>>>>>>> On Sun, Jan 26, 2014 at 11:33 PM, Kate Maroney <
>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>
>>>>>>>>>  I have time to meet up on Tuesday between 9:30 and 11:30, and
>>>>>>>>> then from 1:30 to 3:30 MST. Do those time work for you?
>>>>>>>>>
>>>>>>>>> Shane, Zuoming, do you/can you join us? And Zuoming is going to
>>>>>>>>> take on the publicity part of setting this up, do you think a website will
>>>>>>>>> help?
>>>>>>>>>
>>>>>>>>> I can't access the GoogleDrive folder, and I haven't gotten an
>>>>>>>>> email about the mailing list.
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> On Sun, Jan 26, 2014 at 8:29 PM, Shauna Gordon-McKeon <
>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>
>>>>>>>>>> Perfect!  Let's go ahead with the 8th, then.
>>>>>>>>>>
>>>>>>>>>> I've just created a few things:
>>>>>>>>>>
>>>>>>>>>> 1) *Mailing List *- We make these for every event to help us
>>>>>>>>>> coordinate. You've all been added to the list, and should have received an
>>>>>>>>>> email notification.  Kate, I've made you an admin, which means you can add
>>>>>>>>>> others as we find additional volunteers to help organize/mentor at the
>>>>>>>>>> event.
>>>>>>>>>>
>>>>>>>>>> 2)  *Google Docs folder* - We can use this to track our progress
>>>>>>>>>> and make sure everything that needs to be handled is being handled.  You
>>>>>>>>>> can see the folder here:
>>>>>>>>>> https://drive.google.com/#folders/0B4HP1ey91UqPOF90WElPWWFzM0k
>>>>>>>>>> There's an overview document you can read here<https://docs.google.com/document/d/1jMbTvdTDHCSbA671rhYxyyfAurs4tg9lk3f6V8lEWSE/edit>.
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> We're happy to change or throw out parts of our process if you
>>>>>>>>>> don't think they're necessary, but I'd like to go over everything with you.
>>>>>>>>>>  Kate, are you available sometime on Tuesday or Wednesday (preferably
>>>>>>>>>> Tuesday) to meet via google hangout or IRC?
>>>>>>>>>>
>>>>>>>>>> The most important thing to get started with - even before our
>>>>>>>>>> meeting - is publicity.
>>>>>>>>>>
>>>>>>>>>> Here's one of our past event's publicity sites:
>>>>>>>>>> http://columbia.openhatch.org/  We find it's useful to have a
>>>>>>>>>> site to direct people towards.  The embedded sign up form allows you to get
>>>>>>>>>> important information about student experiences and expectations (as well
>>>>>>>>>> as practical things like food allergies) as well as student email
>>>>>>>>>> addresses.  (Confirmation and reminder details drastically increase
>>>>>>>>>> attendance at events.)  If you'd like to use a publicity site, we can try
>>>>>>>>>> to get that up with 24-48 hours.
>>>>>>>>>>
>>>>>>>>>> We also have the flyers used by previous events<https://github.com/openhatch/open-source-comes-to-campus/tree/master/publicity/flyers/publicity_flyer_templates>which may be helpful for you to adapt if you want to flyer your campus.
>>>>>>>>>>  The google doc also has a folder<https://drive.google.com/#folders/0B4HP1ey91UqPdTBQa0dJQlpwbW8>which contains template publicity emails for you to send to relevant
>>>>>>>>>> departments, clubs, and lists.
>>>>>>>>>>
>>>>>>>>>> Let me know when you're available to meet, and what you'd like to
>>>>>>>>>> do as far as publicity goes.  And let me know if you have problems
>>>>>>>>>> accessing the mailing list or if you didn't get a notification that you're
>>>>>>>>>> subscribed.
>>>>>>>>>>
>>>>>>>>>> - Shauna
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> On Sat, Jan 25, 2014 at 12:45 AM, Kate Maroney <
>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>
>>>>>>>>>>> We have a room, and Microsoft as well as the department has
>>>>>>>>>>> agreed to help us out with funding for food.
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On Fri, Jan 24, 2014 at 5:05 PM, Shauna Gordon-McKeon <
>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>
>>>>>>>>>>>> Did you find out about room and funding?  If we're going to do
>>>>>>>>>>>> this event in two weeks, we need to get started with the planning ASAP.
>>>>>>>>>>>>  (Or scale down expectations for the event, which is also a reasonable
>>>>>>>>>>>> option.)
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> On Tue, Jan 21, 2014 at 5:20 PM, Kate Maroney <
>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>
>>>>>>>>>>>>> Thanks so much!
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> On Tue, Jan 21, 2014 at 3:07 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>
>>>>>>>>>>>>>> You can count on travel funding for mentors up to $100.  We
>>>>>>>>>>>>>> should be able to get more additional sponsorships to cover food but we
>>>>>>>>>>>>>> haven't started asking yet, and therefore can't guarantee anything.
>>>>>>>>>>>>>>  Basically: your department should be willing and able to fund the whole
>>>>>>>>>>>>>> thing, but we'll do our best to get sponsorships for as much as possible.
>>>>>>>>>>>>>>  We'll begin contacting organizations about sponsoring your event today.
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> - Shauna
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> On Mon, Jan 20, 2014 at 11:36 PM, Kate Maroney <
>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> We'll take care of publicity organization, and I'll know
>>>>>>>>>>>>>>> about the room and funding in the next few days. Just so I know what to
>>>>>>>>>>>>>>> tell the department, can you give us any help on funding? Or should we plan
>>>>>>>>>>>>>>> on funding it entirely ourselves?
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Thanks again for your help with this!
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Kate
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Monday, January 20, 2014, Shauna Gordon-McKeon <
>>>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> My apologies for being unavailable this weekend and the
>>>>>>>>>>>>>>>> delay in responding.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> The 8th should be good for us, though it would be good to
>>>>>>>>>>>>>>>> check with my colleague (Asheesh, cc'd) to see if he'll be available to
>>>>>>>>>>>>>>>> help remotely as well.  Asheesh?
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> The 8th is soon, but I think we can pull this off if:
>>>>>>>>>>>>>>>> - we get a room booked immediately (within the next few
>>>>>>>>>>>>>>>> days)
>>>>>>>>>>>>>>>> - you have enough time and energy between the organizers to
>>>>>>>>>>>>>>>> get a lot done in that time, including:
>>>>>>>>>>>>>>>>     - publicity: coming up with lists/groups to recruit
>>>>>>>>>>>>>>>> attendees from and sending out emails, making custom flyers and flyering
>>>>>>>>>>>>>>>> (we have templates for emails and flyers, and spreadsheets to use to track
>>>>>>>>>>>>>>>> where publicity emails have gone to)
>>>>>>>>>>>>>>>>     - attendee tracking: we strongly encourage you to send
>>>>>>>>>>>>>>>> confirmation emails and reminder emails to attendees (we have templates and
>>>>>>>>>>>>>>>> a system for mass emailing)
>>>>>>>>>>>>>>>>     - staffing: finding volunteer mentors to help at the
>>>>>>>>>>>>>>>> event, identifying who can help with which aspects of the event, and
>>>>>>>>>>>>>>>> training mentors to lead activities where necessary.  We'll help with all
>>>>>>>>>>>>>>>> of this, but it's still a fair but of work.
>>>>>>>>>>>>>>>>    - logistics: figuring out food, equipment, who will be
>>>>>>>>>>>>>>>> taking photos/notes and how you want to do that, etc.
>>>>>>>>>>>>>>>>    - funding: If you can get department funding to cover
>>>>>>>>>>>>>>>> food, then that will make this easier, but it still needs to be arranged.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> If that seems doable to you, then it seems doable to us!
>>>>>>>>>>>>>>>>  :)
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> best
>>>>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> On Mon, Jan 20, 2014 at 8:23 PM, Kate Maroney <
>>>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Actually, can we do the 8th of February? Would that be too
>>>>>>>>>>>>>>>> soon? We can also help to come up with funding from our department and
>>>>>>>>>>>>>>>> other sources if that is a time constraint.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Kate Maroney
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> On Thu, Jan 16, 2014 at 3:07 PM, Kate Maroney <
>>>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> The 22nd would be the next best option
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> On Thu, Jan 16, 2014 at 12:08 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Everyone with the link (
>>>>>>>>>>>>>>>> https://docs.google.com/document/d/1HncyXIuWBklRJV07wFMUstdg2g6nIMp52ZLZWLSuCGQ/edit?usp=sharing)
>>>>>>>>>>>>>>>> should be able to view, but I've added them explicitly as well.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Once we've all committed to the event, I can go ahead and
>>>>>>>>>>>>>>>> make you a U of A folder that you'll all be able to access as well.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> February 15th is not ideal for us, as I may be flying to a
>>>>>>>>>>>>>>>> conference that day.  Let me check on whether that's the case - in the mean
>>>>>>>>>>>>>>>> time, are there any alternative date options?
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> On Wed, Jan 15, 2014 at 10:14 PM, Kate Maroney <
>>>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Hey Shauna,
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> I've requested permission to view the event planning
>>>>>>>>>>>>>>>> document for Zuoming Shi and Shane Gianelli, the other club leaders I'm
>>>>>>>>>>>>>>>> working with. If they could get access to it, that would be great. We're
>>>>>>>>>>>>>>>> tentatively thinking about scheduling this for February 15th, does that
>>>>>>>>>>>>>>>> work?
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Kate
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> On Mon, Jan 13, 2014 at 12:15 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Awesome.  So the first steps are:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> - Picking a date and location. You can use this checklist<https://openhatch.org/wiki/OSCTC_space_checklist> to
>>>>>>>>>>>>>>>> find an appropriate space at your school.  (This discussion<https://openhatch.org/wiki/Open_Source_Comes_to_Campus/Logistics#When_should_the_event_be_held.3F>of how to choose a date may also be useful.)  We're quite flexible
>>>>>>>>>>>>>>>> regarding dates, the main constraint is that we'd like to not have any
>>>>>>>>>>>>>>>> events on the same day as yours so we can focus our attention on supporting
>>>>>>>>>>>>>>>> you remotely.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> We can get started with other stuff while we nail down date
>>>>>>>>>>>>>>>> and location, but we don't like to proceed too far without it, as we *have*
>>>>>>>>>>>>>>>> had to cancel events in the past because we just couldn't find a space.  So
>>>>>>>>>>>>>>>> now it's the first thing we do.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> - I'll make you a mailing list that we organizers can use
>>>>>>>>>>>>>>>> to coordinate the event.  Whoever your lead organizers are will be made
>>>>>>>>>>>>>>>> admins to the list, and additional people can be added as they get
>>>>>>>>>>>>>>>> involved.  It's an easy way to keep every
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> --
>>>>>>>>>>>>>>> Kate Maroney
>>>>>>>>>>>>>>> CSc 245 Section Leader
>>>>>>>>>>>>>>> Co-President, WiCS
>>>>>>>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> --
>>>>>>>>>>>>> Kate Maroney
>>>>>>>>>>>>> CSc 245 Section Leader
>>>>>>>>>>>>> Co-President, WiCS
>>>>>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> --
>>>>>>>>>>> Kate Maroney
>>>>>>>>>>> CSc 245 Section Leader
>>>>>>>>>>> Co-President, WiCS
>>>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> --
>>>>>>>>> Kate Maroney
>>>>>>>>> CSc 245 Section Leader
>>>>>>>>> Co-President, WiCS
>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>> --
>>>>>>> Kate Maroney
>>>>>>> CSc 245 Section Leader
>>>>>>> Co-President, WiCS
>>>>>>> Microsoft Intern Ambassador
>>>>>>>
>>>>>>
>>>>>>
>>>>>
>>>>>
>>>>> --
>>>>> Kate Maroney
>>>>> CSc 245 Section Leader
>>>>> Co-President, WiCS
>>>>> Microsoft Intern Ambassador
>>>>>
>>>>
>>>>
>>>
>>>
>>> --
>>> Zuoming Shi
>>> President, UA Video Game Developers Club
>>> President, UA Asian Music Club
>>> Computer Science and Mathematics, University of Arizona
>>>
>>> _______________________________________________
>>> Campus-uofa-staff mailing list
>>> Campus-uofa-staff at lists.openhatch.org
>>> http://lists.openhatch.org/mailman/listinfo/campus-uofa-staff
>>>
>>>
>> _______________________________________________
>> Campus-uofa-staff mailing list
>> Campus-uofa-staff at lists.openhatch.org
>> http://lists.openhatch.org/mailman/listinfo/campus-uofa-staff
>>
>>
>
>
> --
> Zuoming Shi
> President, UA Video Game Developers Club
> President, UA Asian Music Club
> Computer Science and Mathematics, University of Arizona
>
> _______________________________________________
> Campus-uofa-staff mailing list
> Campus-uofa-staff at lists.openhatch.org
> http://lists.openhatch.org/mailman/listinfo/campus-uofa-staff
>
>
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