[READY FOR REVIEW] Adding onboarding and offboarding documents for core team + general - Community Handbook

[aleesteele]

Summary

In preparation for the first onboarding call on 31 January 2024 - I am uploading these onboarding and offboarding texts that have been used for the Core Team throughout 2023. One is also being written for 'general', alongside developing a presentation for use at onboarding workshop.

Fixes #1537 #2913 #3459

What should a reviewer concentrate their feedback on?

Still a work in progress - I'll add more here soon!

Acknowledging contributors

• All contributors to this pull request are already named in the table of contributors in the README file.
• The following people should be added to the table of contributors in the README file:

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[AlexandraAAJ]

I think it would be easier to have two different PR's for this: one with all the documentation and process to onboard new members of the community and another with the offboarding process.

[aleesteele]

Thanks @AlexandraAAJ - meaning maybe I just keep these two for the 'core team' as separate from the broader one?

[AlexandraAAJ]

HI Anne, I've added some comments :)

[AlexandraAAJ]

Is this offboarding document only applicable for people who are/were part of core team? Or can anyone deciding to leave be able to take what they need?

[aleesteele]

I added in a bit more of an introduction for who is defined as the 'core team' - what do you think?

Maybe this is more broader a 'maintainers' checklist - not necessarily a 'core team checklist'? Will post this comment for greater visibility below

[AlexandraAAJ]

It it's dormant I wouldn't mention it or as below add (if applicable)

[aleesteele]

Thanks Alex, good catch! I have added the 'if applicable' in case we bring back that infrastructure

[AlexandraAAJ]

I would careful that people don't remove the folder, just RCM/RPM should make sure that they don't have unlimited permissions?

[aleesteele]

Yes - do you think the 'viewer' as opposed to 'editor' permissions should be written more explicitly here? I'm imaging something like a table which could be added even, to distinguish between 'project specific', 'maintainer', and 'working group chair' permissions?

[AlexandraAAJ]

Are members able to remove themselves or is this something an administrator has to do? At Keybase, I would say remove the TTW folder from your app

[AlexandraAAJ]

I would add a brief explanation about how to remove these calendar invitations from the calendar.

[AlexandraAAJ]

Can we check if there is a some Turing offboarding policy? I would add that policy and that apart from it, this onboarding applies to everyone, with specific attention on accounts and permissions (all the "if applicable ones")

[AlexandraAAJ]

I've asked Arielle.

[AlexandraAAJ]

https://mathison.turing.ac.uk/page/2936 and https://mathison.turing.ac.uk/page/3021?SearchId=0

[aleesteele]

I'll add this as a direct link for folks – but most important is adding the qualifying that this was in active use from 2022 to 2023.

[AlexandraAAJ]

Who will be announcing this? is this voluntary? What is the aim? I can find the value of thanking a community member for their contributions but they should previously approve this ?

[aleesteele]

I shifted the sections here as they didn't seem to work well - what do you think?

[AlexandraAAJ]

As the core team is transitioning to Working groups I would add the link to the WG for newcomers to find common interests.

[aleesteele]

Added in qualifier at the top that these are primarily being archived here. Once we have the WG PR up (#2729 #3287), can add it back here.

[AlexandraAAJ]

Does this apply to newcomers outside the Turing?

[aleesteele]

Historically, yes - this has!

[aleesteele]

14 February updates

• Added a page here about the onboarding calls
• Revised language about the offboarding to "Documenting Your Experiences" and "Celebrating Your Contributions"
• Edited the table of contents (hopefully I got the write filenames)

To do:

• Edit this document to account for Turing staff
• Add more information about working groups here
• More information about how to add/remove information from different accounts (i.e. Keybase)

Bigger question: should 'core team' be used here? Or something broader like "Maintainers Checklist"?

[aleesteele]

After re-reading this material – it might be worth archiving those two "core team" onboarding lists as is, with a qualifier that they are no longer used, in favor of a new onboarding list for 'maintainers'. What do folks think?

[KirstieJane]

I agree with retiring the phrase "core team" - I'm not sure that maintainers is the right word though - whats the definition in this context?

[aleesteele]

Thanks @KirstieJane! I think this would be anyone who is in the broader category of folks who might be members or co-chairs of the working groups – at the mid-levels between the constitutional and the contributor level? Thinking of your slides from the community call? Especially because permissions may be different at this mid-level. What do you think?

That could be a new issue though, and these could be archived as is, with a qualifier that they are no longer used, and that the term 'core team' has been retired. Because they were used with 10+ people on what used to the be the 'core team', it would make sense to not let them go to waste or not be archived!

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[aleesteele]

Alright, this is ready for review! Based off of @KirstieJane and @AlexandraAAJ's feedback (thank you very much!) I have done a few changes:

• Added in links for mathison (if this applies)
• Added a qualifier at the beginning of the text about how these onboarding documents were used from 2022-2023 (these documents were in active use from 2022-2023, but without as much use from mid-2023 onwards)
• Added a bit more text in the 'offboarding' pack

I think it's ready for a final review now, thank you! 🙏