what to do with people not attending cohort call

[thessaly]

Half of the projects didn't attend:

• VASILAR
• PV drone
• Imaging platform for disease diagnosis in Mexican rural areas
• Nibbla
• Alquimetricos

[amchagas]

Not much to do for this past event I guess? We didn't put in the emails that this was more important/mandatorish for all groups...

A suggestion would be to check with mentors and see how those projects are doing in terms of following the program/meeting up? (case the spreadsheet is not giving us much information).
Another would be to ask the people that didn't show to make a small video sharing their projects like the other call atendees did?

[jurra]

My mentee told me he had a meeting at that time. Vasilar told me that he was giving lectures in the University at the same time. For the rest I didn't know. I guess not making it mandatory could have an impact. We don't really know how the mentors are handling the meetings with the mentees, if they meet by video, if they are in touch by chat, etc, I think it is quite open and up to them as long as they meet and progress. This flexibility might impact how mentees perceived this peer review, (which wasnt actually a peer review, as no one was assigned to review a peers project).

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On Tue, Mar 10, 2020 at 7:21 AM Andre Maia Chagas ***@***.***> wrote: Not much to do for this past event I guess? We didn't put in the emails that this was more important/mandatorish for all groups... A suggestion would be to check with mentors and see how those projects are doing in terms of following the program/meeting up? (case the spreadsheet is not giving us much information). Another would be to ask the people that didn't show to make a small video sharing their projects like the other call atendees did? — You are receiving this because you were assigned. Reply to this email directly, view it on GitHub <#8?email_source=notifications&email_token=AENYNUMCUUPC64LE53OJBRTRGXL7BA5CNFSM4LEKT6O2YY3PNVWWK3TUL52HS4DFVREXG43VMVBW63LNMVXHJKTDN5WW2ZLOORPWSZGOEOKFLJQ#issuecomment-596923814>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/AENYNUK4H3OWODI5DIYFT43RGXL7BANCNFSM4LEKT6OQ> .

[thessaly]

Guys, we said it was mandatory in the emails.

[jurra]

Sorry I missed that detail.

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On Tue, 10 Mar 2020, 11:00 juli arancio, ***@***.***> wrote: Guys, we said it was mandatory in the emails. — You are receiving this because you were assigned. Reply to this email directly, view it on GitHub <#8?email_source=notifications&email_token=AENYNUIGZINRPTVT2MZKCBTRGYFTRA5CNFSM4LEKT6O2YY3PNVWWK3TUL52HS4DFVREXG43VMVBW63LNMVXHJKTDN5WW2ZLOORPWSZGOEOKYFYA#issuecomment-597000928>, or unsubscribe <https://github.com/notifications/unsubscribe-auth/AENYNUMN2V33XJF3BCJBPWDRGYFTRANCNFSM4LEKT6OQ> .

[amchagas]

Sorry, sorry! I overread it again (even checked it before writing above)

I would in this case ask them to send their version of the project presentation and we should set some guidelines for what to do when something is mandatory but not completed? As this time we said it was mandatory but didn't say what was the outcome of missing it? (Unless I overread this again...)

[jurra]

Did all this projects confirmed in doodle and then didnt join? In that case we should send them an email asking why didnt they assist. If they never confirmed in doodle I think we should look more carefully what happened and how to proceed in case not everyone logs their availability in Doodle.
Maybe we should also use the chat and reminders for this kind of calls. Also send the doodle one week in advance?

[vektorious]

Hm. We could handle it similar to Mozilla. Missing once is ok but another time leeds to an exclusion from the program.

On the other hand, we should think about offering two different meetings. The people who did not join the meeting should make a video on their own as compensation.