Resources for Organizers
Contents
Resources for Organizers#
The eScience Institute supports Community Partners in planning each hackweek. We invite organizers to participate in video and live training sessions tailored to each of the Community Partner roles. Upon completion of the training, organizer profiles will be posted on the hackweek website along with badge(s) representing their roles in the event.
Tutorial Developer Schedule#
Tutorial developers typically gather over the course of about eight weeks prior to a hackweek to create content and prepare for teaching. One or more of the developers will also take on the role of delivering the tutorial during the hackweek.
Below is an example eight week meeting schedule, which does not include individual or team time spent preparing tutorial content:
Week -8 (90 min): Kick-off Meeting (everyone)
Create tutorial schedule outline, form tutorial teams, and get to know each other.
Week -7: Video Training (individual)
Tutorial Development (20 min): Best practices, pedagogy, learning outcomes, and scoping a tutorial.
Technical Infrastructure (20 min): Overview of Jupyter Notebooks and pushing content to our Jupyter Book.
Week -7 (60 min): Tutorial Outlining Meeting (tutorial teams)
Meet with tutorial team to scope and outline tutorial content.
Week -6 (60 min): Tutorial Report-Out Meeting (everyone)
Each team shares scope and outline and together we identify overlaps, ways to integrate content and decide on tutorial sequencing.
Week -6: Open Office Hours (individual)
Get help with technical infrastructure and practice doing a pull request to the Jupyterbook.
Week -5: Video Training (individual)
Tutorial Development (20 min): Learn ways to engage with participants and incorporate peer-learning into your lessons.
Week -5 (60 min): Tutorial Development (tutorial teams)
Discuss places/ways to engage participants and incorporate interactive components.
Week -4: Open Office Hours (individual)
Tutorial development help.
Week -3 and -2 (60 min): Tutorial Feedback (everyone)
Practice tutorial delivery and get constructive feedback from others on the organizing team.
Week -1 (60 min): Final meeting (everyone)
Coordination, logistics, and final preparations.
Hackweek
One or more of the tutorial developers delivers the content on the specified day, earning a 
Project Consultant Schedule#
The Project Consultant has a big-picture view of the possible scope of projects for the hackweek community, and helps participants get clear on project ideas and objectives. Project Consultants are asked to participate in a virtual training session, and to begin assisting participants in advance of the event:
Week -4 (60 min): Project Consultant Orientation
Learn our approach for setting up and guiding project work; discuss approaches for fostering project ideas for this specific community.
Week -3 to -1: Guiding Project Ideation
Communicate with participants on Slack, encouraging project pitching and ideation prior to the hackweek.
Hackweek
Attend on day 1 to guide formation of teams and ideally other days of the week to assist as projects continue.
Helper Schedule#
Helpers are critical to keeping a hackweek running smoothly and sharing information among participants and organizers. Helpers are asked to attend a virtual training session shortly before the hackweek:
Week -1 (90 min): Helper Orientation
Learn best practices for giving help to learners in a virtual and in-person environment; discuss schedule and helper opportunities; sign up for specific times.
Hackweek
Attend the tutorial(s) or project(s) for which you’d like to offer help.
Funding Support#
Depending on the funding agency and level of bugetary support, some of our events include honoraria to support organizing team member’s time. Many events also cover the costs of travel and lodging for organizing team members (for in person events). Contact the organizers of specific events for more details.