[Weekly Checklist During the Cohort // OLS-9 Cohort call week 12 // DATE & TIME]

[malvikasharan]

Note: Call leads (also referred to as "hosts"), facilitators, coordinators, and assistants, please refer to the OLS-9 Planning Long Check-list for further details about when to complete each of these tasks and for the related documentation.

1. Call preparation - [Call lead]
   • Identify and email speakers (cc Coordinator and Assistant)
   • Send reminders to speakers before the call (cc Coordinator and Assistant)
   • Prepare the etherpad notes
   • Confirm facilitators for the week (2, one for the video processing and the other for the cohort call) (involve the Coordinator in this conversation)
   • Send etherpad to the cohort call facilitator
   • Review the week's plan including assignments, update as needed and share any questions/feedback with the team
2. Getting the call ready - the day before the call [First Facilitator & Call lead]
   • Update the call etherpad: correct dates, and times, add links to presentations, add names
   • Add the etherpad to the calendar invite in the OLS public calendar
3. Weekly CiviCRM mailings - [Coordinator]
   • Send email to all cohort participants, make sure to include links to etherpad (see OLS-9 Planning Long Check-list for more details about what else to include in these mailings.
   • Double check speakers have been invited, confirmed and reminded.
4. Cohort call video preparation - [Second Facilitator]
   • Download from Zoom cloud recordings - check tutorial
   • Upload to Otter.ai - check the tutorial
   • Upload to the OLS YouTube account - check tutorial
   • Create a front page slide for the video - templates are available in Google Drive
   • Make sure the YouTube video is added to the current cohort playlist
   • Correct Otter.ai transcripts (make sure to use the uploaded video, not the original transcript, as the timings won't match the video)
   • Download the corrected transcript as a .srt file from Otter
   • Upload it to the YouTube Chanel - in the corresponding playlist
   • Post a link to the recording in the OLS Slack! 🙌
5. Cohort Planning Sheet - [Call lead]
   • Add the link to the recording
   • Add names of Call lead and facilitators
   • Add speaker names in "Confirmed speaker"
6. Website - [Call lead]
   • Add person detail to people.yaml if needed