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workshops.qmd
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workshops.qmd
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---
title: "Workshops"
editor: visual
---
## Task list
To get started creating a workshop, create a new issue on GitHub in the [cct-datascience/organization](https://github.com/cct-datascience/organization/issues) 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.
## Before the Workshop
### 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](https://arizona.zoom.us/signin)
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.
### 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.
### 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
### Advertise
- Use [this spreadsheet](https://docs.google.com/spreadsheets/d/155tcna1dMWwsZymdKFZPCrnZf3xocw4hPv1JKwOu9MQ/edit#gid=0) to keep track of where you have advertised.
- Add the workshop to our website by creating a new event
- In the event body text, you can create a registration button by switching to the source editor and pasting in some HTML like `<a class="btn btn-red" href="zoom-link" target="_blank">Register</a>` where `zoom-link` is the URL to the Zoom registration.
- Add the workshop to the Data Science Institute [events page](https://datascience.arizona.edu/get-involved)
- Advertise to other groups and email listservs listed [here](outreach-communication.qmd).
### 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
### Pre-workshop survey
Still a work-in-progress, but should ask questions about:
- Skill level with tool(s)
- Skill level with content
## During the workshop
- Turn on automatic live transcript on Zoom
- Start recording
### 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
## After the workshop
*The below tasks are ordered.*
### Post recordings to YouTube
::: callout-note
You may need to ask Kristina to give you manager permissions in order to upload videos to our YouTube channel.
:::
- To record the speaker view and shared screen separately, record to the cloud
- Record entire workshop session
- The recording will available to download at arizona.zoom.us (you should get an email when it is done processing)
- Edit video locally if necessary, or you can do basic trimming after uploading to YouTube in the creator studio (see tip below).
- Sign into YouTube
- 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 (click "add subtitles", then "upload file", then "with timing")
- If possible, include thumbnail from a relevant slide
- If you'd like to edit it on YouTube, consider publishing it as "unlisted" initially, but remember to make it public after the edits have processed
- 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 Mastodon!
::: callout-tip
One benefit of editing the video on YouTube studio is that you can upload the .vtt file with a timed transcript along with the original video and then when you trim the video, the subtitles will be trimmed along with it.
The .vtt file from Zoom has participant names in it and is probably more accessible than the auto-generated YouTube subtitles for that reason.
:::
### Share materials
- Submit a pull request to [cct-datascience/CALS-workshops](https://github.com/cct-datascience/CALS-workshops) with notes and/or slides
- Update workshop info on our [workshops website page](https://datascience.cct.arizona.edu/workshops)
- Under **Category**, add "ALVSCE Workshop Wednesdays" option (or other relevant category)
- Under **Additional Links**, add slides, notes, etc., with corresponding URLs
- Under **Recording**, click "add media" and paste in the link to the YouTube video
- Save changes and make sure workshop event now shows up in "Previous Workshops" section of workshops page (it might not move there until the following day).
### 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
4) Drop this .csv file into the [registration reports folder](https://drive.google.com/drive/u/0/folders/1DOVUhsCiW-nE-6q3ehsjBEYulzt_l4Pl) on our Google Drive.
- 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.
5. Drop the .csv file in the [usage reports](https://drive.google.com/drive/u/0/folders/1E3LuHI1jTm22cz7xXAjScMkQcMupuH8M) folder on Google Drive.
- Add registrants to our mailing list if they opted in <!--# TODO: link to new stuff about trellis -->
### Post-workshop survey
- Edit the post-workshop survey [Google form](https://docs.google.com/forms/d/1poDmmcCBr6Z5Gg3U3hft4iOUlewsE8NfDCu4on6o2Oc/edit) to add your workshop.
### 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
::: {.callout-note collapse="true"}
## Example Email
> 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,
>
> \[Your Name\]
:::