From 46a3e487b3d6e36b1d3dfaa28922925823a5f30e Mon Sep 17 00:00:00 2001 From: castlemas <71215246+castlemas@users.noreply.github.com> Date: Sat, 21 Aug 2021 13:07:06 +0800 Subject: [PATCH 1/4] notify Closed fifthrow contribution page --- .github/ISSUE_TEMPLATE/student-organisation-event-proposal.md | 4 ++-- _pages/contributing.md | 2 +- 2 files changed, 3 insertions(+), 3 deletions(-) diff --git a/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md b/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md index 6cd0661..3958273 100644 --- a/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md +++ b/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md @@ -1,4 +1,4 @@ ---- +//--- name: Student Organisation Event Proposal about: 'Propose an event to be conducted by a Student Organisation ' title: "[Insert title of your event]" @@ -42,4 +42,4 @@ Share with us the background of your facilitators to provide some context for yo **Logistical details / Budget Needed** Help us with the overall resourcing of our events. This will give us a cue as to how to budget for the event and if there are further constraints we must consider. -Please provide us with your club e-mail address so we can notify you once your event has been scheduled. Copy this [template](https://forms.office.com/Pages/ShareFormPage.aspx?id=drd2NJDpck-5UGJImDFiPWH2rk0WPLpNoz88PwBGAxpUQ0c5TktQNlJKUTVMUFFQTVRHTkJOV1o1VS4u&sharetoken=zv60rxgRFw6Sp0GdVpWP) to ensure consistent branding throughout DiscoverSUTD. +Please provide us with your club e-mail address so we can notify you once your event has been scheduled. Copy this [template](https://forms.office.com/Pages/ShareFormPage.aspx?id=drd2NJDpck-5UGJImDFiPWH2rk0WPLpNoz88PwBGAxpUQ0c5TktQNlJKUTVMUFFQTVRHTkJOV1o1VS4u&sharetoken=zv60rxgRFw6Sp0GdVpWP) to ensure consistent branding throughout DiscoverSUTD. diff --git a/_pages/contributing.md b/_pages/contributing.md index 92f235c..a00bccc 100644 --- a/_pages/contributing.md +++ b/_pages/contributing.md @@ -10,7 +10,7 @@ title: "Contributing" Please do note that the planning team is small and we ask for your patience. It will take time to clear sesssions with the staff but rest assured we receive all proposals. -**I would like to hold a session** +**❌CLOSED❌ I would like to hold a session** If you're a Fifth Row leader, a Senior or alumni and would like to hold a workshop for Freshmores. From f1041e7f7e23f5cbfb2a6a3c3e7740e23ed6f820 Mon Sep 17 00:00:00 2001 From: castlemas <71215246+castlemas@users.noreply.github.com> Date: Sat, 21 Aug 2021 13:09:22 +0800 Subject: [PATCH 2/4] undo --- .github/ISSUE_TEMPLATE/student-organisation-event-proposal.md | 4 ++-- _pages/contributing.md | 2 +- 2 files changed, 3 insertions(+), 3 deletions(-) diff --git a/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md b/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md index 3958273..6d4a558 100644 --- a/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md +++ b/.github/ISSUE_TEMPLATE/student-organisation-event-proposal.md @@ -1,4 +1,4 @@ -//--- +/*--- name: Student Organisation Event Proposal about: 'Propose an event to be conducted by a Student Organisation ' title: "[Insert title of your event]" @@ -42,4 +42,4 @@ Share with us the background of your facilitators to provide some context for yo **Logistical details / Budget Needed** Help us with the overall resourcing of our events. This will give us a cue as to how to budget for the event and if there are further constraints we must consider. -Please provide us with your club e-mail address so we can notify you once your event has been scheduled. Copy this [template](https://forms.office.com/Pages/ShareFormPage.aspx?id=drd2NJDpck-5UGJImDFiPWH2rk0WPLpNoz88PwBGAxpUQ0c5TktQNlJKUTVMUFFQTVRHTkJOV1o1VS4u&sharetoken=zv60rxgRFw6Sp0GdVpWP) to ensure consistent branding throughout DiscoverSUTD. +Please provide us with your club e-mail address so we can notify you once your event has been scheduled. Copy this [template](https://forms.office.com/Pages/ShareFormPage.aspx?id=drd2NJDpck-5UGJImDFiPWH2rk0WPLpNoz88PwBGAxpUQ0c5TktQNlJKUTVMUFFQTVRHTkJOV1o1VS4u&sharetoken=zv60rxgRFw6Sp0GdVpWP) to ensure consistent branding throughout DiscoverSUTD. \ No newline at end of file diff --git a/_pages/contributing.md b/_pages/contributing.md index a00bccc..92f235c 100644 --- a/_pages/contributing.md +++ b/_pages/contributing.md @@ -10,7 +10,7 @@ title: "Contributing" Please do note that the planning team is small and we ask for your patience. It will take time to clear sesssions with the staff but rest assured we receive all proposals. -**❌CLOSED❌ I would like to hold a session** +**I would like to hold a session** If you're a Fifth Row leader, a Senior or alumni and would like to hold a workshop for Freshmores. From 977a1951d6ae339dffa112327d6687939912d34a Mon Sep 17 00:00:00 2001 From: castlemas <71215246+castlemas@users.noreply.github.com> Date: Sat, 21 Aug 2021 13:23:32 +0800 Subject: [PATCH 3/4] Create contributing.md --- _pages/contributing.md | 50 ++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 50 insertions(+) create mode 100644 _pages/contributing.md diff --git a/_pages/contributing.md b/_pages/contributing.md new file mode 100644 index 0000000..3631481 --- /dev/null +++ b/_pages/contributing.md @@ -0,0 +1,50 @@ +--- +layout: page +title: "Contributing" +--- +**Overall Contribution Workflow** + +1. Submit a proposal through Github Issues on our master repository +2. We will reply to your issue and review it. +3. Once it is reviewed and cleared, we will notify you. + +Please do note that the planning team is small and we ask for your patience. It will take time to clear sesssions with the staff but rest assured we receive all proposals. + +**❌CLOSED❌I would like to hold a session** + +If you're a Fifth Row leader, a Senior or alumni and would like to hold a workshop for Freshmores. + +1. Go to our [issue](https://github.com/OpenSUTD/DiscoverSUTD-2021-microsite/issues/new/choose) templates +2. Click on "Get started" under Session Proposal +3. Please provide us the details of your session. We would like to emphasise that we would like you to *italicise* the specific skills/takeaways from your session. + +For examples of other workshops that are pretty good, take a look at [Deep Learning Workshop](https://github.com/OpenSUTD/deeplearning-workshop-2019). + +Also take a look at what other Fifth Rows are [planning](https://github.com/OpenSUTD/DiscoverSUTD-2021-microsite/issues). + +Note: Please do not email OSL an EPF for your session. + +If you are also unsure of how and where you can submit your proposals or your promotional videos, you can do so [here](https://github.com/OpenSUTD/DiscoverSUTD-2021-microsite/issues/new/choose). + +For generic questions, refer and post your questions [here](https://docs.google.com/document/d/1gflrExX4MlgpJZ9i0m9g_wWSICCN35OrlV1ByEX7WXM/edit). Our team will try to be as prompt as possible in getting back to you. + +We would also kindly request that you reply as fast as possible so that our team can respond promptly. + +Kindly refer to this [gentle guide](https://sutdapac-my.sharepoint.com/:b:/g/personal/melody_leong_mymail_sutd_edu_sg/EXJd2-UC-F5Kp2KXkKsmlQ0B4P-4RPDf6g7SUbgpDk77rA?e=O5R0gs) to posting your github issues if you are unsure of how to get started. + +Our team looks forward to working closely with you in this event as far as possible. + +**I would like to be a part of the team** + +For visual branding: +We've requested for a budget! Since we're a design school, our efforts need to not just be conceptually sound but aesthetically pleasing. To alleviate the work, possibly looking at seeking freelancers to prepare material. +1. assist session organisers to maintain a consistent visual brand throughout the event +2. produce graphics for curated tracks and programs + +**I would like to make a suggestion** + +1. Go to our [issue](https://github.com/OpenSUTD/DiscoverSUTD-2021-microsite/issues/new/choose) templates +2. Click on "Get started" under Feedback for OrgComm +3. Let us know how we can do better! + + From f186fc8288eeda2f823f7f302acf1936d496a0db Mon Sep 17 00:00:00 2001 From: castlemas <71215246+castlemas@users.noreply.github.com> Date: Fri, 22 Oct 2021 17:57:15 +0800 Subject: [PATCH 4/4] Update README.md --- README.md | 370 ++++++++++++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 370 insertions(+) diff --git a/README.md b/README.md index 877008a..644039d 100644 --- a/README.md +++ b/README.md @@ -26,6 +26,376 @@ In general the workflow is: ## Timeline This is to cater to Fifth row leaders when they are planning. The detailed ccontributing instructions is [here](https://opensutd.org/DiscoverSUTD-2021-microsite/contributing/). Do refer to our [Proposal Details](https://opensutd.org/DiscoverSUTD-2021-microsite/proposal_details/) for our tentative proposed Event Timeline. +# DiscoverSUTD Debrief + +Feedback form: https://forms.office.com/Pages/AnalysisPage.aspx?id=drd2NJDpck-5UGJImDFiPSPGuwVqkZ9EkYGLjfibzbNUOEVTVVI5RTJBMjNFRjBTUkEzVjMzNlhNVC4u&AnalyzerToken=P9nYp41Tg813IMBnSBIAvszkYfTeXLrl + + +## **Human Library ** \ + \ +Pre-Event+ + + + +* Switched to GatherTown instead of Discord to promote interactivity for virtual platform +* Marketing of the event was quite late. Not many signups especially on the day before the event starts (e.g 3 sign ups) \ + +* Subcommittee sourcing was difficult as the timetable was released late. \ + +* Some alumni/senior speakers wanted to come to school physically as they preferred physical interactions but they were not allowed to due to safety regulations +* A handful of professor speakers wanted to switch from physical to virtual a day before the event. So, it is best to ask what is their preferred platform a few days before the event to avoid any last minute changes +* → make use of [Microsoft Power Automate](https://flow.microsoft.com/) to send out confirmation emails \ + + + +## During Event \ + + + +## **General \ +** + + + +* 1st time that Human Library is doing both physical and virtual so the group allocation of participants were just based on their pillar/cluster/programme choice, date and time \ + +* Certain days got certain pillar/cluster speakers so some freshies were allocated to a speaker that is not to their interest or first choice (e.g_ there are no ESD speakers on 15 Sep)_ + +**14 September (Tuesday)** + + + +* 1 to 1 groups feedback that it was boring and wished that there were more people joining especially for virtual \ + +* Slide questions are too “monotonous” or yes very groggy \ + +* A speaker wanted to use Zoom instead of GatherTown as he was unfamiliar with using the GatherTown so there was last minute changes in the confirmation email \ + +* There were a few freshies who backed up last minute so our team and I had to be “reinforcements” for the speakers to prevent any “empty rooms” in GatherTown + +**15 September (Wednesday)** + + + +* The event was generally good as most of the professor and alumni speakers enjoyed the human library session due to more sign ups and professors were grouped together. (_ASD and SMT speakers were grouped) \ +_ +* The turnout rate for participants was high for both physical and virtual. + +**Possible improvements in the future** + + + +1. Publicity to explain more about the Human Library and market it early! \ + +2. Avoid any 1-1 groupings! \ + +3. Form format and questions could be improved especially in the slides. **Look at existing templates that you can use already. Don’t need to start from scratch. Proofread also.** \ + +4. Lesser seniors or professors (10 to 20 speakers). **When you ask for 20 speakers you will need 100 people to take part. Aim for 20-30% of people of your population to participate instead.** \ + +5. Reconsidering of inviting HASS & SMT professors as they were the least chosen by the participants for pillar/programme/cluster choice \ + +6. There must be at least one speaker in every pillar/programme on both event days \ +(All pillars/programme speakers are available to freshies, best to have both virtual and physical platforms where international students can participate) + + E.g \ +_14 Sep (ASD physical speaker) \ +15 Sep (ASD virtual speaker)_ + + + _Can be highlighted in the website calendar so participants know what date to sign up_ + + + **Can we figure out a way to do this asynchronously? Perhaps put people into Pillar and Program focused human library rooms and have discussions happen organically then do a physical human library as the culmination of discussions.** + + + +## **Website** + +Overall comments about website: + + + +1. People love google calendar. Everything syncs plus the popup. +2. People like the HL portion especially plus the FR portion. +3. People feedback the UX experience for the dropdown on mobile wasn't too scrolly. That means click then go to some section. +4. Small changes from FRs and HL shifting of Profs to the correct Pillar/Clusters/Programme. +5. Fifth-rows page: Remember to add that the list is non-exhaustive ! +6. Event Calendar: Remember to add that event being held is subjective + +Feedbacks: + + + +1. As you would expect to 1. key in a lot of information, 2. Orientation people/ Stakeholders/ OSA would like to take a look at the website for typos etcs 3. Publicise DSUTD events up for people to join (especially for events taking place in the first week like Humanlibrary) encouraged to have the website complete by the 1st Sept. +2. Work and further improve on the existing website template, do not recommend to rebuild the entire website unless it is really crucial. **Reiterate on this. Do not rebuild unless necessary.** + + +## **Fifth Row** + +Potential Improvements + + + +1. GitHub issues may not have been the best platform for event planning + 1. Many Fifth Rows were unfamiliar with using GitHub + 2. We had to follow up with Fifth Rows that did not submit complete information + 3. Modifications made in Github issues are not evident, and were done after the deadline. + 4. It was an extremely manual process to recompile everything in Google Sheets to share with OSA. + 5. In the future, a well formatted Microsoft Forms with specified fields for what we needed would solve a lot of these problems + 1. Create a Teams to keep all logs of FRs submission, and Questions. Invite FRs to the Teams. This allows FRs to have an open reference to other FRs submissions. → make use of [Microsoft Power Automate](https://flow.microsoft.com/) + +**We used Github issues for transparency and access control. It might be possible to just have a form and give comment access. So MS Forms > Review > Respond/E-mail** + + + +2. Fifthrows did not read a lot of the information we sent to them + 6. choosing timing that clashes with mandatory events (I believe FRs do not refer to the timeline we placed on our microsite) + 7. Microsite was not used by FRs to refer timeline. + 8. Branding problems not communicated clearly. + 9. Fifthrows forms did not use DSUTD template/ did not update information + 10. People say too much to read. When highlighted, bold, and underline what’s needed. + +**Ensure that FRs know what is required to get the budget,eg. clashes.
As communicated when OSA: