PyLadies Project Proposal: Chapter Administration and Logistics

[Mariatta]

Project Proposal

Is this a new project?

• Yes
• No

What is the name and focus area of this project?

PyLadies Chapter administration and logistics (I don't know a better name)

Focus area:

• review, approve/reject new chapter requests
• follow up with inactive chapter, help and manage the handover
• create new chapter
• handle password reset
• etc

Who will be the project lead(s)?

Creating new chapter and password reset require PyLadies Admin account in GSuite. However, other activities like reviewing chapter requests and other email communication do not require an admin account. As such, Project lead(s) should be one of the PyLadies Admin account, however team members can be any self-identifying PyLadies member.

Name	GitHub Handle	PyLadies Chapter	Team Role
Mariatta	@Mariatta	PyLadies Vancouver	Co-Lead / PyLadies Admin
???	???	PyLadies ???	Co-Lead

Who will be the team member(s)?

Name	GitHub Handle	PyLadies Chapter	Team Role
Jackie Kazil	@jackiekazil	PyLadies DC	Team member
Debora Azevedo	@ deboraazevedo	PyLadies Brasil/Natal	Team member

What are the initial unit(s) of work the project will target?

1. Come up with a guideline of how to approve/reject chapters

• do we have requirement about chapter proximities with another chapter? (i.e. if there is already a Vancouver chapter, do we allow a Burnaby chapter?)
• do we have requirement about who is running the chapter? (i.e do we expect at least two co-organizers?)
• do we have requirement about their intent with this chapter? (i.e. do we expect they have a meetup once a year)

2. Review pending new chapter requests once a month.

3. Review "password reset" form and assist with password reset

4. Come up with guideline regarding inactive chapters

• at what point do we consider chapter inactive? (example: if they're unreachable after X days?)
• how do we handle handover to new chapter leaders?

How will the project team work?

There is #project-admin-logistics channel in PyLadies Slack.

Suggestion:

New chapter review

Co-leads and members should be a member in PyLadies Slack.
Join the #feed-new-chapter channel. New chapter requests are posted there.
Review chapter requests once a month and give approval. (either asynchronously, or meeting once a month)
Co-lead/administrator can create the approved chapters.

Password reset review

TBD

Is there anything else relevant to the scope of this project?

cc/ @pyladies/core

[jackiekazil]

I think I could be a good help with this. I am doing some of this with Pyladies DC hand off right now. How does one officially get added?

[mesrenyamedogbe]

One way we could track the existence and continuity of a Chapter will be to ask for reports from Leads twice a year. So one for the first half and the other for the second half. Leads would give a brief of what their chapter has been up to and any problems their facing. This would also help the community in providing mentorship and making sure that all the Chapters are actually running.

[jackiekazil]

I think that is a great idea? Also one of the things that chapters don't know about often is that the PSF will pay for their meetup fees, so 2x per year is a great time to remind people of this opportunity.

[lorenanicole]

I think for password reset, we should do something like this ...

Proposal

Procedure

1. Fill out a form
2. Is the form filled out:
   • Authorized admin in our chapter directory? Great. Reset it.
   • If not, reach out to find out why a different party is requesting

Tooling

Use a Google script to automate ... there's a lot of power in Google app scripts I found

[lorenanicole]

Should I open a GitHub repo for this project and add those on the "project team" in the issue description to this repo? Or ... is a project board enough?

[jackiekazil]

I could see a series of tooling.... in a separate repo.

[lorenanicole]

Closing this issue as this team has started with project repo: https://github.com/pyladies/project-admin-logisitics.