We need a TIMELINE for the jaarplanning and coordination – when do we wanna schedule big group meetings, review moments, determine leads 🎉
Create a TASK BOARD for workshops if we think it’s useful.
List the workshops + e-learnings we want do/maintain next academic year. Determine what to do with stuff that might be phased out (if at all). You might archive it for example.
Determine the leads of these workshops, as well as a pool of instructors and helpers per workshop. Clarify and agree on what these roles mean and involve (and not).
Do a jaarplanning where all the workshops are spread out evenly, at a frequency that suits everyone and on preferred days.
Book locations for the workshops.
Create an Outlook calendar for the workshops and share it with everyone.
Create a sign up sheet where people can add themselves as instructors and helpers. May be redundant with the pool of instructors and helpers but might still help maintain overview. Maybe sign up for the whole academic year / commit to one workshop and then figure it out within your team. To be discussed.
Review the landing page text -> Lilli makes template and leads do the reviewing (primarily of workshop description/content, the more admin stuff will be generic)
Review the agenda item text. -> see above
Review the formdesk registration form / LOBBY FOR LIBCAL OR SOMETHING BETTER / LIMIT registrations based on email
Review the formdesk browser confirmation and confirmation email.
NEW: consider putting the pre-workshop email in the formdesk confirmation already???
Have the werkstudenten put everything online.
DOUBLE-CHECK: make sure only UU and UU-affiliated addresses are accepted
REVIEW: HOW TO HANDLE WAITLISTS??? Max number of participants? Max waitlists?
Review templates for pre-workshop emails -> provide a template and review
NEW: consider sending outlook appointment with pre-workshop email?
NEW: no-show and drop-out policy
NEW: Propose catering budget for coffee and tea - > LEAD should book the actual catering
NEW: update all workshop materials to Quarto website instead of book?
NEW: provide template and instructions for Quarto website.
NEW: how to align non C&S workshops for similar look and feel? I would say make single page website with the slides embedded..
Dobule-check repos for integration with Zenodo for DOI
NEW: align ongoing workshops with less visible workshops like VRE and HPC etc. Anything from ITS
NEW: make a workshop portfolio page including data stuff, software stuff, UB, ITS, e–modules…separate section for links to custom workshops in the past -> talk to ML
NEW: decision making process for starting new (standard) workshops, ending ongoing workshops, timeline, materials
NEW: decision making process for providing custom workshops -> also admin like number of requests, attendees etc.
NEW: one off workshops for the joy of it before making it standard (summer school / winter school for example)
NEW: decision making process for e-module development and maintenance