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Helper Cheatsheet

Who said they were available now? Check the timezone heatmap!

Organisation

We have three region coordinators. They're responsible for helpers, insuring VMs are working as expected, etc.

Region Abbr Coordinator
Asia/Pacific, Oceania 🌏 APO Catherine Bromhead
Europe, Middle East, Africa 🌍 EMEA Martin Cech
Americas 🌎 Amer Sergey Golitsynskiy

Communications

All communication will occur on slack.

FAQs

So we've used google doc style FAQs a lot in the past, they work very nicely with distributed events. The idea is:

  1. students ask questions (in slack, just like gitter in the past)
  2. If we reasonably expect to see this Q again, we copy it to the FAQ as clearer writeups

Students should check there first to see if their question is answered before asking. The FAQ will be especially valuable for Amer, as APO/EMEA will have answered most of the common questions.

Touch Base Telcos

We plan to have one touch-base telco per region, probably mid-afternoon (14J (Juliett)). Here we'll let people join a Zoom call and just chat / ask questions / etc. Touch Base Telco Meeting URL (password is GAT2021).

Student Progress Surveying

At regular intervals we'll write a message like "Is everything going without issue for everyone?" and the person posting it should select two reactions (:heavy_check_mark:, :x: (:heavy_check_mark: :x:) are probably good options and not so region/language/culture biased.) If people are responding negatively, then in that thread we can ping them and ask what's up.

We should encourage students to write in the chat if they have issues or simply want to celebrate successfully completing a tutorial.

Student Monitoring with gat-cli

We wrote a command line tool which permits surveying student progress. In the makefile are several commands for checking student progress (using ansible to run the gat command on each machine):

Command Use
make check-ansible-% Check ansible tutorial (check-ansible-eu/oz/us/...)
make check-cvmfs-% Check cvmfs tutorial (check-cvmfs-eu/oz/us/...)
make check-galaxy-% Check galaxy tutorial (check-galaxy-eu/oz/us/...)
make check-pulsar-% Check pulsar tutorial (check-pulsar-eu/oz/us/...)
make status Check overall progress everywhere
make status-% Check overall progress in region

Handover

At the end of the day in a particular region we'll note that we're switching off to the next region, pinging the person you're handing over to. This should help students in between regions understand what's going on. We have a ~1h gap between APO/EMEA, 3-4h overlap between EMEA/Amer, and 0 hour gap between Amer/APO.

E.g.

"I'm finishing up for the day in the EMEA region, @Sergey and Americas are online to answer your questions from here"

VMs

We have VMs provided by three different organisations across the globe, please refer to the appropriate person there if there are issues with the VMs:

Region Abbr VM Admins
Asia/Pacific, Oceania APO Simon Gladmann / Catherine Bromhead
Europe, Middle East, Africa EMEA Gianmauro Cuccuru
Americas Amer Alexandru Mahmoud (via Martin Cech)

One of the region coordinators can run the playbook

  1. Clone admin-training/playbook.yml
  2. run make prep-{oz,eu,us}

Student-VM Issues

We don't expect issues here but sometimes machines just get completely screwed up. E.g. cannot install any software, linux people don't know what's wrong, etc. In that case we'll:

  1. reassign them to a new machine so they can continue working
    1. To reassign them, change the spreadsheet
    2. contact them on slack.
  2. and we'll rebuild spares in the background

Wrap Up

  • At the end we will offer an attendance certificates, if they can show they completed a survey.