Bootcamp Checklist — Admin

Preliminaries

Before the bootcamp host has committed to holding a bootcamp, Software Carpentry admin helps them decide when and where the bootcamp should be, advises on likely cost, and provides other guidance.

Initial Setup

• Find instructors. This should be done before the bootcamp is publicly announced.
• Either create a Github web page for the bootcamp or ask the lead instructor to do it.
• Set up an Eventbrite event if required.
  • Add the host administrator permission for the Eventbrite event.
  • Add the Eventbrite event ID to the internal database.
• Announce the bootcamp on:
  • the Software Carpentry announcements Twitter feed
  • the announcements mailing list, and
  • the Software Carpentry Facebook page.
• Discuss the hosting institution's intent and ability to make a contribution to support Software Carpentry development.
• Confirm that funding is available for instructors' travel expenses.

Before the Boot Camp

• Set up a mailing list for the host, instructors, and helpers.
• Make sure instructors know how to claim their travel expenses, if any.
• Help the host recruit helpers, if required.
• Set up the pre-bootcamp assessment questionnaire and ask the host to distribute it to learners.
• Set up the post-bootcamp assessment questionnaire to be distributed at the end of the bootcamp.

A Week Before

• If there are cancellations, offer tickets to people on the waiting list.
• Make sure everything is going smoothly.

During

• Check with the host and instructors by email on the first day to see how it's going.

After

• Record the names and email addresses of attendees and helpers in our internal database. (If names and email addresses are unavailable, record the number of attendees.)
• Make sure other details about the bootcamp (date, location, instructors, helpers, etc.) are recorded correctly in the internal database.
• Collect post-bootcamp assessment questionnaire responses.
• Make sure the instructors have filled in their post-assessment questionnaire.
• Invite attendees to join the announcements mailing list.
• Make sure that instructors, hosts, and helpers are awarded the appropriate badges.
• If there are any people on the waiting list who didn't get a space at the bootcamp, add them to a list of people to contact when we run another bootcamp in the area.
• Two months after the bootcamp, remind the host to send out the long-term post-bootcamp assessment form.