Semester checklist update #57

jrtechs · 2018-09-09T13:31:05Z

Update on the semester checklist page to make it complete and up to date.

I currently have a rough draft for the updated semester check list. The current plan is to discuss this at the next eboard meeting (September 10th 2018) to get additional feedback.

Referencing issues:
Update "Semester Checklist" page for 2018
Update the runbook

…ors.

jwflory

Thanks for writing the refresh, @jrtechs! I added some suggestions for additions in-line.

We can review this as part of the Runbook agenda item for the next eboard meeting and hopefully get it merged this coming week. 👍

docs/tasks/semester-checklist.rst

jwflory · 2018-09-09T14:15:53Z

docs/tasks/semester-checklist.rst

+
+-  Get all eboard members financially certified through Campus Life.
+-  Get ready for the first few meetings.
+-  Send first meeting emails.


Another suggestion: "Triage and review tasks from previous semester to plan for the coming semester (see project board)"

jwflory · 2018-09-09T14:20:28Z

Oh, and a cool tip @jrtechs: in your next commit message, if you write git commit -m "a helpful msg (closes #54)", it will automatically close issue #54 when this PR is merged. 😀

Tjzabel · 2018-09-09T17:29:09Z

docs/tasks/semester-checklist.rst

+-  Present at Activities Gala (fall semester only).
+-  Send out a welcome email to people from the gala and returning members.
+
+Post-Semester


Post-Semester makes it seem like this is happening at the end of each semester. However, the comments underneath act like this is a few weeks into the semester. I suggest either adding these notes into the Start of Semester category, or rename this to reflect a couple weeks into the semester.

Tjzabel · 2018-09-09T17:29:53Z

docs/tasks/semester-checklist.rst

+-------------
+Tasks which should be done the first few weeks of classes.
+
+-  Get all eboard members financially certified through Campus Life.


("Fall semester only")

Tjzabel · 2018-09-10T17:24:56Z

docs/tasks/semester-checklist.rst

@@ -3,7 +3,29 @@ Semester Checklist

 A quick checklist of tasks that need to be completed at the start of every semester.

-  Reserve the meeting room by speaking to the lab manager (requires a signature from the president and vice president). Get set up with swipe access if need be.
+Before Semester


I think this section should be broken up into "Before Fall Semester" and "Before Spring Semester" -- There are very different actions that need to take place before these two semesters, so I think they warrant their own section.

Cool, I'm going to document before Fall semester tasks since I don't know of anything which is unique to the start of the spring semester.

…nally, I added tasks such as attending the All Clubs Meeting. (closes RITlug#54)

…Semester-Checklist-Update

jrtechs · 2018-09-10T22:53:29Z

I just made some changes @jwflory, @Tjzabel

jwflory

@jrtechs Thanks for making changes! I did a second pass and left some other feedback. I think after this round of changes, it will be ready to merge. 👍

Thanks for working on this!

jwflory · 2018-09-11T00:23:38Z

docs/tasks/semester-checklist.rst

+-  Hold weekly/bi-weekly eboard meetings.
+-  Discuss plans and brainstorm for next semester.
+-  Reserve meeting space.
+-  Triage and review tasks from previous semester to plan for coming semester (see project board).


Would you mind linking to the project board here too? To do this in reStructuredText, it would look like the following:

(see `project board <https://github.com/orgs/RITlug/projects/1?fullscreen=true>`__).

jwflory · 2018-09-11T00:26:02Z

docs/tasks/semester-checklist.rst

+Tasks which only need to be completed before the fall semester.
+
+-  Get all eboard members financially certified through Campus Life.
+-  Plan for the Activities Gala.


Let's cross-link to our Runbook page on club fairs / Activities Gala here. 😄 To do a cross-document link in Sphinx, type the it like this:

Plan for the :doc:`Activities Gala <../events/club-fairs>`.

jwflory · 2018-09-11T00:26:52Z

docs/tasks/semester-checklist.rst

+
+-  Set up a meeting with the club faculty adviser to discuss plans for the semester.
+-  Create a poster for the start of the semester.
+-  Present at Activities Gala (fall semester only).


You can optionally do a cross-document link here too, if you'd like (per previous instructions).

jwflory · 2018-09-11T00:28:19Z

docs/tasks/semester-checklist.rst

+-  Have an eboard member attend the All Clubs Meeting.
+-  Get ready for the first few meetings.
+-  Send first meeting emails.
+-  Request budget from campus life.


This task is usually done towards the end of the spring semester (unless I missed a recent policy change). For example, I filled out our budget request last year in April for this academic year. Since we don't have a document for end-of-semester tasks, I suggest we omit this line.

Even if it isn't documented, we always receive email heads-up from Club Office, so we can get around to documenting it later, if needed.

Budget is done only at the end of spring semester

Should we change it to verify budget @jwflory @Tjzabel? I think that it would be important to have since we are doing it this semester.

@jrtechs Nice idea – this is a good revision. 👍 +1 to revising to verify budget allocation.

@jrtechs

Dismissed by recent commits from @jrtechs

Tjzabel

This is coming along! Just a few more changes.

Tjzabel · 2018-09-11T01:30:11Z

docs/tasks/semester-checklist.rst

+-  Have an eboard member attend the All Clubs Meeting.
+-  Get ready for the first few meetings.
+-  Send first meeting emails.
+-  Request budget from campus life.


Budget is done only at the end of spring semester

Tjzabel · 2018-09-11T01:32:06Z

docs/tasks/semester-checklist.rst

 A quick checklist of tasks that need to be completed at the start of every semester.

-  Reserve the meeting room by speaking to the lab manager (requires a signature from the president and vice president). Get set up with swipe access if need be.
+Before Semester


I still feel it would be better to have Before Fall Semester and Before Spring semester instead of this here. The current layout feels a little confusing, and would make better sense if you have only Before Semester or both semesters listed.

Before Fall Semester

Hold weekly/bi-weekly eboard meetings

Create Semester Schedule Planning issue

Reserve weekly club meeting space

Triage and review tasks from previous semester to plan for upcoming semester (see project board <https://github.com/orgs/RITlug/projects/1?fullscreen=true>__).

Before Spring Semester

Hold meeting(s) to discuss plans for next semester

Review tasks from previous semester

I feel something along the lines of this would make the flow of the document go a little smoother. What do you think?

Don't we need to reserve the meeting space before the start of both semester @Tjzabel? Last year we switched rooms between semesters, and this year we currently only have the room reserved for the fall semester.

I initially didn't add a spring semester list because there was nothing unique about that semester which we didn't have in the fall semester prep as far as I know. I can add the spring semester separately, but it will contain 4 of the same items as the fall semester.

I will try to think of a way to re-word this to make it more clear and avoid duplicate information.

@jrtechs it seems I had a pretty large brain fart. Yes, I do believe we reserve meeting spaces for each semester, not yearly.
In that case, you are totally fine with having just a Before Semester section. There are 2-3 items that are reserved for Fall Semester planning such as financial certs and club gala, so just make sure to mention them as such.

In that case, it might be good to restructure as followed:

Before Semester

Get all eboard members financially certified through Campus Life. (Fall Semester Only)

Plan for the :doc:Activities Gala <../events/club-fairs>. (Fall Semester Only)

Hold weekly/bi-weekly eboard meetings.

Discuss plans and brainstorm for next semester.

Reserve meeting space.

Triage and review tasks from previous semester to plan for coming semester (see project board <https://github.com/orgs/RITlug/projects/1?fullscreen=true>__).

At Start of Semester

(...)

…s of ours and I condensed the before semester section.

jwflory

Nice work, @jrtechs! I think this is ready to merge. 🎬

Before merging, could you please rebase and merge your commits in your branch to a single commit? See this guide on interactive rebasing. There's also this edX tutorial on it too.

If you have the project cloned and the branch open in the command line, you can open the interface with git rebase -i HEAD~9.

If you have a hard time with it, I can also run you through it in-person during the Friday general meeting too. 🙂

Dismissed by 59ac408

Tjzabel · 2018-09-13T01:32:52Z

@jrtechs Looks good! I think this is ready to merge 👍

I agree with @jwflory that a rebase would be a good idea with the number of commits this PR has. I'm going to approve the review, but make sure you rebase first.

Tjzabel

Looks good! 👍

jrtechs and others added 3 commits September 1, 2018 19:58

Initial draft of the semester check list.

b4afe6f

Finalized draft of the semester checklist and fixed some spelling err…

5041947

…ors.

Merge branch 'master' into Semester-Checklist-Update

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jwflory requested changes Sep 9, 2018

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jwflory assigned jwflory and jrtechs Sep 9, 2018

jwflory added enhancement Improvements or changes to pre-existing document(s) doc: Tasks Affects content in Tasks category labels Sep 9, 2018

jwflory requested a review from a team September 9, 2018 14:21

Tjzabel previously requested changes Sep 9, 2018

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Tjzabel added 2 commits September 9, 2018 13:31

Merge branch 'master' into Semester-Checklist-Update

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Merge branch 'master' into Semester-Checklist-Update

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jwflory mentioned this pull request Sep 9, 2018

Update the runbook RITlug/tasks#8

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Tjzabel reviewed Sep 10, 2018

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jrtechs added 2 commits September 10, 2018 18:48

Made changes based on pull request reviews by Justin and Tim. Additio…

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…nally, I added tasks such as attending the All Clubs Meeting. (closes RITlug#54)

Merge remote-tracking branch 'origin/Semester-Checklist-Update' into …

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…Semester-Checklist-Update

Merge branch 'master' into Semester-Checklist-Update

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jwflory requested changes Sep 11, 2018

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Tjzabel previously requested changes Sep 11, 2018

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Made changes based on pull request review. I linked to other document…

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…s of ours and I condensed the before semester section.

jwflory approved these changes Sep 13, 2018

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Tjzabel approved these changes Sep 13, 2018

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Tjzabel merged commit fed8822 into RITlug:master Sep 13, 2018

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Semester checklist update #57

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