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Semester checklist update #57

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Sep 13, 2018
Merged

Semester checklist update #57

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Initial draft of the semester check list.
jrtechs Sep 1, 2018
5041947
Finalized draft of the semester checklist and fixed some spelling err…
jrtechs Sep 9, 2018
255e8e5
Merge branch 'master' into Semester-Checklist-Update
jrtechs Sep 9, 2018
407209e
Merge branch 'master' into Semester-Checklist-Update
Tjzabel Sep 9, 2018
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Merge branch 'master' into Semester-Checklist-Update
Tjzabel Sep 9, 2018
56d47af
Made changes based on pull request reviews by Justin and Tim. Additio…
jrtechs Sep 10, 2018
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Merge remote-tracking branch 'origin/Semester-Checklist-Update' into …
jrtechs Sep 10, 2018
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Merge branch 'master' into Semester-Checklist-Update
jwflory Sep 11, 2018
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Made changes based on pull request review. I linked to other document…
jrtechs Sep 13, 2018
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28 changes: 25 additions & 3 deletions docs/tasks/semester-checklist.rst
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Expand Up @@ -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
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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.

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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.

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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.

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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?

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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.

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@Tjzabel Tjzabel Sep 12, 2018 •
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@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

  • (...)

---------------
Tasks which should be done during the break.

- Hold weekly/bi-weekly eboard meetings.
- Complete any outstanding eboard :doc:`transition tasks <../administration/eboard-onboarding-offboarding>`
- Set up a meeting with the club faculty adviser to discuss plans for the semester
- Update the website and thelink for the new semester
- Discuss plans and brainstorm for next semester.
- Plan for the Activities Gala (fall semester only).
- Reserve meeting space.

At Start of Semester
--------------------
Tasks for last few weeks of break.

- Set up a meeting with the club faculty adviser to discuss plans for the semester.
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- Create a poster for the start of the semester.
- Present at Activities Gala (fall semester only).
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You can optionally do a cross-document link here too, if you'd like (per previous instructions).

- Send out a welcome email to people from the gala and returning members.

Post-Semester
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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.

-------------
Tasks which should be done the first few weeks of classes.

- Get all eboard members financially certified through Campus Life.
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("Fall semester only")

- Get ready for the first few meetings.
- Send first meeting emails.
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Another suggestion: "Triage and review tasks from previous semester to plan for the coming semester (see project board)"