20  Workshops

20.1 Task list

To get started creating a workshop, create a new issue on GitHub in the cct-datascience/organization repo using the Workshop Tasks issue template. This will give you specific tasks to complete. Refer to this document for more detailed instructions on specific tasks.

20.2 Before the Workshop

20.2.1 Creating a template for workshop Zoom meetings

The instructor running the workshop should set this up, as “Alternate Hosts” don’t have any control over registrants. Follow these instructions to create a template you can use for all future workshops.

  1. Log into Zoom in the browser here
  2. Click “Schedule a Meeting” button
  3. Fill in “Topic” with “Workshop Wednesdays - [topic]”
  4. Select registration required
  5. Under Security section, select “Waiting Room” and (optional) “Passcode”
  6. Under Meeting Options section, select “Allow participants to join anytime”, “Mute participants upon entry”, and “Automatically record meeting”
  7. Click “Save” button
  8. Once created, go to the new meeting
  9. Scroll to bottom to Registration tab and hit edit on right hand side. Make changes as below:
  10. Go to ‘Custom Questions’ and add the following:
    • What College at U of A do you belong to?
    • What department(s) are you affiliated with?
    • What is your career stage? (undergraduate, graduate, post doc, researcher/staff, faculty)
    • How did you hear about this workshop?
    • Can we add you to the CCT Data Science mailing list (no more than monthly announcements)?
  11. Save and back at the meeting page click the “Save as Template” button to create a template for workshops.
    This will save the meeting options and questions.

20.2.2 Recording Settings

Change your settings so the active speaker and participants are recorded separately.

  1. Navigate to https://arizona.zoom.us/profile/setting
  2. In the “Recording” tab, make sure “Record active speaker with shared screen” is checked and “Record gallery view with shared screen” is not checked
  3. Set to record in the cloud rather than locally—if you record locally, then the particpant videos will block the corner of the view.

20.2.3 Creating a Zoom event for a workshop

To create a Zoom registration for a specific workshop

  1. Log into https://arizona.zoom.us/signin
  2. Click “Schedule a Meeting” and in the “Template” field choose your template
  3. Edit the title, description, time, and alternate hosts fields, then click save
  4. On the meeting page, scroll to bottom to the Registration tab and click “edit” to the right of Registration Options
  5. Go to ‘Custom Questions’ and add any workshop-specific questions in the “Custom Questions” section

To view registration information, go to ‘Analytics & Reports’, ‘Usage Reports’, ‘Meeting’ and click ‘Generate’ to download a spreadsheet

From the meeting page, copy the registration link to be included in your workshop announcements

20.2.5 Workshop reminder email (optional)

Zoom does not have a way to email all participants directly with a custom message, so you will need to download the registrants list to get all emails easily.

  1. Log into Zoom in the browser as per above
  2. Go to “Analytics & Reports” in the left hand size table of contents
  3. Select “Usage Reports” tab and “Meeting” option
  4. Enter time range including workshop date and hit “Search” button
  5. For workshop, click “Generate” link
  6. Open downloaded csv in order to copy all registrant emails

20.2.6 Pre-workshop survey

Still a work-in-progress, but should ask questions about:

  • Skill level with tool(s)

  • Skill level with content

20.3 During the workshop

  • Turn on automatic live transcript on Zoom
  • Start recording

20.3.1 Beginning of workshop comments

  • Remind participants that it will be recorded
  • Request to turn on cameras if comfortable
  • Encourage to ask questions of attendees and other workshop leader
  • Let them know that materials will be made available on workshops website

20.4 After the workshop

The below tasks are ordered.

20.4.1 Post recordings to YouTube

  • To record the speaker view and shared screen separately, record to the cloud
  • Record entire workshop session
  • After Zoom meeting is ended, a window will pop up with “Converting meeting recording”. This will slow down your computer, but let it finish
  • The recording will be saved somewhere on your computer (it’s “zoom_videos” for me)
  • Edit video locally if necessary
  • Ask Chris to give you admin permissions to the CCT Data Science YouTube account
  • Once signed in, go to Content tab
  • Select “Create” button in upper right hand corner and then “Upload videos”
  • Drag and drop video
  • While it’s uploading, add name in format “Workshop Wednesdays [month] [year]: [workshop title]”
  • In description, add this content:
    • Date: [date and time]
    • Instructors: [instructor names]
    • Presented to: [audience]
    • Description: [description of workshop as in email announcements]
  • If the video is unedited from the Zoom recording, you can upload the exported .vtt file for closed captions with timings
  • If possible, include thumbnail photo from a relevant slide
  • Add to the ‘Workshops’ playlist
  • Once it’s uploaded (may take a while), including the HD version, check that the video is clear enough to see text on screen
  • Advertise video upload via Twitter!

20.4.2 Share materials

  • Submit a pull request to cct-datascience/CALS-workshops with notes and/or slides
  • Update workshop info on our workshops website page
    • Under Category, add “ALVSCE Workshop Wednesdays” option
    • Under Additional Links, add slides, notes, etc., with corresponding URLs
    • Under Recording, add URL of YouTube recording of workshop and Title to “View Recording”
    • Check box under Archive
    • Make sure workshop event now shows up in “Previous Workshops” section of workshops page

20.4.3 Get Zoom reports

Two reports should be downloaded from the Analytics & Reports page on arizona.zoom.us:

  • Registration report, which contains a csv of all registrants and their answers to the registration questions

    1. Log into arizona.zoom.us. In the sidebar, click “Analytics & Reports”, then click the “Usage Reports” tab and click “Meeting”.

    2. Choose the meeting “Meeting Report” tab and filter the dates to include your workshop. Click the “generate” button next to your workshop

    3. In the “Report Queue”, click the “Download” button next to your workshop to get a .csv file with registrant information

  • Usage report

    1. Go back to Analytics & Reports > Usage Reports and choose “Usage”

    2. Filter by the date of your workshop.

    3. Click the number in the “Participants” column to open the Meeting Participants view

    4. Check the “Show unique users” box and click “Export” to download a csv file showing who actually attended the workshop and how long they stayed.

  • Add registrants from the registration report to this google sheet.
  • “Import” (manually enter) list of registrants who opt into the mailing list to Emma.

20.4.4 Post-workshop survey

  • Edit the post-workshop survey Google form to add your workshop.

20.4.5 Followup email to participants

  • Get registrant emails from Zoom registration report
  • Make sure to BCC
  • Include link to notes, (e.g. GitHub, RStudio Connect, cct-datascience.quartopub.com, etc.), resources, and post-workshop survey
  • Include link to our drop-in hours page

Dear workshop participants,

Thank you for attending the Workshop Wednesday on [topic]. We appreciate your feedback (survey link) as we aim to better serve the UA/CALS research community.

Below are some links you may find helpful:

  • Github link
  • Youtube video
  • Drop-in hours link

Feel free to come chat or ask questions about [topic], or any other topic, at our drop-in hours (link above) from 9 to 10 am on Tuesdays! And let me know if you have any questions or comments.

Sincerely,

[Your Name]