Merge policies repo into larger repo

CODE_OF_CONDUCT.md

@@ -1 +1,101 @@
-This project, as part of the **Open Life Science community**, is committed to providing a **welcoming, friendly, and harassment-free** environment for everyone to **learn and grow by contributing**. As a result, we require participants to follow our **code of conduct**, which may be found [in the policies repository]({{ site.github.owner_url }}/policies-procedures-and-docs/blob/main/CODE_OF_CONDUCT.md).
+This project, as part of the **Open Life Science community**, is committed to providing a **welcoming, friendly, and harassment-free** environment for everyone to **learn and grow by contributing**. As a result, we require participants to follow our **code of conduct**.
+
+This code of conduct outlines our expectations for participants within the
+community, as well as steps to reporting unacceptable behavior. We are committed
+to providing a welcoming and inspiring community for all and expect our code of
+conduct to be honored. Anyone who violates this code of conduct may be banned
+from the community.
+
+Our open source community strives to:
+
+- **Be friendly and patient.**
+
+- **Be welcoming**: We strive to be a community that welcomes and supports
+  people of all backgrounds and identities. This includes, but is not limited to
+  members of any race, ethnicity, culture, national origin, colour, immigration
+  status, social and economic class, educational level, sex, sexual orientation,
+  gender identity and expression, age, size, family status, political belief,
+  religion, and mental and physical ability.
+
+- **Be considerate**: Your work will be used by other people, and you in turn
+  will depend on the work of others. Any decision you take will affect users and
+  colleagues, and you should take those consequences into account when making
+  decisions. Remember that we're a world-wide community, so you might not be
+  communicating in someone else's primary language.
+
+- **Be respectful**: Not all of us will agree all the time, but disagreement is
+  no excuse for poor behavior and poor manners. We might all experience some
+  frustration now and then, but we cannot allow that frustration to turn into a
+  personal attack. It’s important to remember that a community where people feel
+  uncomfortable or threatened is not a productive one.
+
+- **Be careful in the words that we choose**: We are a community of
+  professionals, and we conduct ourselves professionally. Be kind to others. Do
+  not insult or put down other participants. Harassment and other exclusionary
+  behavior aren't acceptable. This includes, but is not limited to: Violent
+  threats or language directed against another person, Discriminatory jokes and
+  language, Posting sexually explicit or violent material, Posting (or
+  threatening to post) other people’s personally identifying information
+  (“doxing”), Personal insults, especially those using racist or sexist terms,
+  Unwelcome sexual attention, Advocating for, or encouraging, any of the above
+  behavior, Repeated harassment of others. In general, if someone asks you to
+  stop, then stop.
+
+- **Try to understand why we disagree**: Disagreements, both social and
+  technical, happen all the time. It is important that we resolve disagreements
+  and differing views constructively. Remember that we’re different. Diversity
+  contributes to the strength of our community, which is composed of people from
+  a wide range of backgrounds. Different people have different perspectives on
+  issues. Being unable to understand why someone holds a viewpoint doesn’t mean
+  that they’re wrong. Don’t forget that it is human to err and blaming each
+  other doesn’t get us anywhere. Instead, focus on helping to resolve issues and
+  learning from mistakes.
+
+### Diversity Statement
+
+We encourage everyone to participate and are committed to building a community
+for all. Although we will fail at times, we seek to treat everyone both as
+fairly and equally as possible. Whenever a participant has made a mistake, we
+expect them to take responsibility for it. If someone has been harmed or
+offended, it is our responsibility to listen carefully and respectfully, and do
+our best to right the wrong.
+
+Although this list cannot be exhaustive, we explicitly honor diversity in age,
+gender, gender identity or expression, culture, ethnicity, language, national
+origin, political beliefs, profession, race, religion, sexual orientation,
+socioeconomic status, and technical ability. We will not tolerate discrimination
+based on any of the protected characteristics above, including participants with
+disabilities.
+
+### Reporting Issues
+
+If you experience or witness unacceptable behavior, or have any other concerns,
+please report it by contacting the organisers - Bérénice, Malvika and Yo.
+(team@we-are-ols.org).
+
+To report an issue involving one of the members, please email one of the members individually
+(berenice@we-are-ols.org, malvika@we-are-ols.org, yo@we-are-ols.org).
+
+All reports will be handled with discretion. In your report please include:
+
+- Your contact information.
+
+- Names (real, nicknames, or pseudonyms) of any individuals involved. If there
+  are additional witnesses, please include them as well. Your account of what
+  occurred, and if you believe the incident is ongoing. If there is a publicly
+  available record (e.g. a mailing list archive or a public IRC logger), please
+  include a link.
+
+- Any additional information that may be helpful.
+
+After filing a report, a representative will contact you personally, review the
+incident, follow up with any additional questions, and make a decision as to how
+to respond. If the person who is harassing you is part of the response team,
+they will recuse themselves from handling your incident. If the complaint
+originates from a member of the response team, it will be handled by a different
+member of the response team. We will respect confidentiality requests for the
+purpose of protecting victims of abuse.
+
+### Attribution & Acknowledgements
+
+This code of conduct is based on the Open Code of Conduct from the TODOGroup.

_config.yml

@@ -4,6 +4,8 @@ description: >
   A mentoring & training program for Open Science ambassadors
 logo: ''
 email: team@we-are-ols.org
+email_extension: we-are-ols.org
+finance_email: financemanagement@we-are-ols.org
 repository: open-life-science/open-life-science.github.io
 twitter: openlifesci
 gitter: open-life-sci/community

_includes/default-header.html

@@ -60,9 +60,17 @@
           </div>
 
           <div class="navbar-item has-dropdown is-hoverable">
-            <a class="navbar-link" href="{% link code-of-conduct.md %}">Policies</a>
+            <a class="navbar-link" href="{% link policies-procedures-and-docs/index.md %}">Policies & Procedures</a>
             <div class="navbar-dropdown">
-              <a class="navbar-item" href="{{ site.github.owner_url }}/policies-procedures-and-docs/blob/main/CODE_OF_CONDUCT.md"> Code of Conduct </a>
+              <a class="navbar-item" href="{% link code-of-conduct.md %}"> Code of Conduct </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/graduation-guide.md %}"> Graduation Guide </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/microgrants.md %}"> Microgrants </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/speedblog.md %}"> Speedblog </a>
+              <a class="navbar-item" href="{% link policies-procedures-and-docs/communications/hackmd-guide.md %}"> HackMD Guide </a>
+              <a class="navbar-item" href="{% link policies-procedures-and-docs/communications/slack-guide.md %}"> Slack Guide </a>
+              <a class="navbar-item" href="{% link policies-procedures-and-docs/fellows/ols-ssi-terms-conditions.md %}"> OLS/SSI Fellowship </a>
+              <a class="navbar-item" href="{% link policies-procedures-and-docs/payments/honorarium.md %}"> Honoraria Policy </a>
+              <a class="navbar-item" href="{% link policies-procedures-and-docs/payments/invoicing.md %}"> Invoicing OLS </a>
             </div>
           </div>
 

_includes/openseeds-header.html

@@ -59,9 +59,15 @@
           </div>
 
           <div class="navbar-item has-dropdown is-hoverable">
-            <a class="navbar-link" href="{% link code-of-conduct.md %}">Policies</a>
+            <a class="navbar-link">Policies & Procedures</a>
             <div class="navbar-dropdown">
-              <a class="navbar-item" href="{{ site.github.owner_url }}/policies-procedures-and-docs/blob/main/CODE_OF_CONDUCT.md"> Code of Conduct </a>
+              <a class="navbar-item" href="{% link code-of-conduct.md %}"> Code of Conduct </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/cohort-call-facilitator-guide.md %}"> Cohort Call Facilitator Guide </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/expert-guide.md %}"> Expert Guide </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/graduation-guide.md %}"> Graduation Guide </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/microgrants.md %}"> Microgrants </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/speedblog.md %}"> Speedblog </a>
+              <a class="navbar-item" href="{% link openseeds/cohort-procedures-and-templates/video-facilitator-guide.md %}"> Video Facilitator Guide </a>
             </div>
           </div>
 

openseeds/cohort-procedures-and-templates/cohort-call-facilitator-guide.md

@@ -0,0 +1,117 @@
+---
+layout: page
+toc: true
+title: Cohort call facilitator guide
+image: https://images.unsplash.com/photo-1588196749597-9ff075ee6b5b
+photos:
+  name: Chris Montgomery
+  license: CC-BY
+  url: https://images.unsplash.com/photo-1588196749597-9ff075ee6b5b
+---
+
+
+We are very excited to create this role in OLS for the returning members from the previous cohorts of OLS.
+
+We want to invite support from our community members in making the cohorts successful.
+
+At the same time, our hope is to share our practices for training and planning so you can take them into your projects and community.
+
+Our cohort call facilitators share some of the cohort call-related management roles with the OLS team. 
+
+Please identify which week you have signed up for and who is the cohort call lead.
+
+Our cohort calls vary in time from week to week. Please, see schedules from [our website]({{ site.url }}/openseeds/).
+
+For any questions or concerns, please contact Community Coordinator, Paz Bernaldo via Slack.
+
+You can also reach out to other OLS team members via Slack or email at any time.
+
+## Cohort Facilitator Roles
+
+We have two facilitator roles per call. In some cases, it’s possible that the same person has signed up for both roles. 
+
+1. **Call Facilitator** reviews the cohort call notes and attends the cohort call to help the cohort call lead in making sure that a cohort call in a smooth, kind, and timely manner
+2. **Video Facilitator** reviews the recording from the cohort call by checking the otter.ai transcription for accuracy and sharing the video via Youtube
+
+**Please ask for the signup sheet where you can indicate your availability for 1 or multiple of these roles**
+
+As of August 2023, both facilitator roles are compensated with $ 50 USD per hour, with a maximum of 1.5 hours per cohort call or 3 hours for transcription.
+
+We invite you to take the lead on the following responsibilities for one or two cohort calls, depending on your availability and interests. Please note that we set a maximum of two calls per person in order to distribute opportunities as much as possible. For the same reason, also note that if you currently have a **confirmed** mentor role in the cohort, we would prefer you sign up for only one cohort call facilitation slot.
+
+
+## Responsibilities of OLS facilitators
+
+### Call Facilitator
+
+**These facilitators hold responsibilities before and during the cohort calls**
+
+* What you need: Etherpad link for the cohort call notes
+
+#### Before the call: Please do this 3 weeks in advance.
+
+_Time commitment: 10-20 minutes per call_
+
+1. Coordinate with the community coordinator and Call Lead/host via Slack which speakers have been invited
+2. Discuss via Slack who is responsible for chairing which speaker or breakout discussion during the cohort call.
+3. Review the cohort call notes (on etherpads). In many cases, we copy the notes document from the last cohort, so it is always good to check and correct:
+    1. All links for the current cohort, ask the cohort coordinator if something is not clear.
+    2. Correct any typos or formatting errors like headers, dates, timing, host names speakers’ names etc.
+    3. We don’t expect you to have the correct slide links - please let the Call Lead (tag them directly) about these in the facilitator's channel or via direct message if you prefer.
+
+#### During the call: Please join 5 minutes before time
+
+_Time commitment: 90 minutes per call, please arrive 5-10 minutes early so we can assign you as a co-host._
+
+1. Ask the call lead for co-host rights and check if the call will be recorded on the cloud (if applicable, because some calls are not recorded, or parts of them are not recorded, like in week 13 for the skills-up call on self-help). 
+2. Test if you can create breakout rooms (for discussion parts).
+3. Help manage participants by letting them in (if the waiting room is enabled) and mute them if their mic is on when they are not speaking to avoid background noise.
+4. Keep an eye on the chat and respond to questions. You can also privately coordinate with the participants or cohort call lead as needed, for example, if someone needs help with addressing any confusion or interruptions for attendees.
+5. Remind newcomers via the chat to add an_ S _or a _W_ in front of their Zoom name (S for spoken; W for written), for the breakout rooms. Privately coordinate with them if they have not indicated ‘W’ for written and ‘S’ for speaking to allow the creation of breakout rooms.
+6. Share the Etherpad link in the chat for the participants who arrive late and remind them to add their names in the roll call section of the Etherpad.
+7. Please also help take some notes about the talks when you are not chairing.
+8. During the call, share the Etherpad’s line number where the participants should respond to a written reflection, questions or comments for speakers, prompts for the breakout discussion or notes section from breakout sessions.
+9. Create the breakout rooms if needed, considering people’s choice for spoken or written rooms. 
+10. Chair the session that you have agreed to (you would have coordinated this in advance with the call leads or community coordinator)
+
+#### Chairing notes: 
+- If you are chairing a speaker session, make sure to pay attention to time, and ask the speaker to wrap up if they look like they're going to over-run their talk time. 
+- Always think of questions for the speakers. Often no-one wants to be the first person to ask, so a call host can "break the ice" by asking one themselves.
+
+### Video Facilitator
+
+**These facilitators hold the post-call responsibility mainly.**
+
+What you will need: 
+
+* Please ask the organising team for credentials to [otter.ai](http://otter.ai/), YouTube and Zoom. We share this information via Keybase - please create a Keybase account if you don’t have one already.
+* You can publish the video for OLS also using your own account. Please create a YouTube account if you don’t have one and ask the Community Coordinator to give you appropriate access to the OLS YouTube account
+* Access to OLS’ shared drive with the slide template for the video thumbnail that you can edit with the cohort call details.
+* When the video is published, please share it with the cohort directly via Slack. 
+
+#### Main post-cohort responsibilities: Please try doing this during the week when the cohort call has occurred.
+
+_Time commitment: 120-150 minutes per call. Please complete this task latest by 9 pm UK Time on the Monday after the call,so that we can send the weekly cohort emails with the link to the recording!_
+
+Below we provide a checklist. For a detailed tutorial, please refer to [the detailed tutorial](https://docs.google.com/document/d/1c92qDtKLvEM3stKWh0z0uIsqyyLWG37nnsgekbsiiKE/edit#heading=h.hfhzrjvnj7qh).
+
+
+1. Download from Zoom cloud recordings
+2. Upload to Otter.ai (_will need a few minutes to process_)
+3. Upload to the OLS YouTube account
+4. Create a front page slide for the video - templates are available in Google Drive
+5. Make sure the YouTube video is added to the current cohort playlist
+6. Correct Otter.ai transcripts (_make sure to use the uploaded video, not the original transcript, as the timings won't match the video_)
+7. Download the corrected transcript as a .srt file from Otter
+8. Upload it to the YouTube video
+9. Post a link to the recording in the OLS Slack! 🙌
+
+
+### Other helpful references
+
+A few references that can help us expand on these roles are:
+
+* The Turing Way chapter on [remote collaboration](https://the-turing-way.netlify.app/collaboration/remote-collab.html).
+* Zoom manual for cohorts: [Roles in a meeting](https://support.zoom.us/hc/en-us/articles/360040324512-Roles-in-a-meeting).
+* [Enhancing the inclusivity and accessibility of your online calls](https://osf.io/k3bfn/). 
+* Example of the full checklist associated with a cohort call on a [GitHub issue]({{ site.github.repository_url }}/issues/283) from OLS-3.

openseeds/cohort-procedures-and-templates/etherpad-archiving-guide.md

@@ -0,0 +1,35 @@
+---
+layout: page
+title: Etherpad Archiving Guide
+image: https://images.unsplash.com/photo-1683178861337-ca70ef8c0db3
+photos:
+  name: Zetong Li
+  license: CC-BY
+  url: https://images.unsplash.com/photo-1683178861337-ca70ef8c0db3
+---
+
+# Etherpad Archiving Guide for OLS cohort calls
+
+## Purpose:
+
+For OLS (since OLS-4), we're using Etherpad for collaborative call notes to ensure accessibility, especially for the screen readers. 
+The Etherpad instance hosted by the Software Freedom Conservancy only hosts inactive etherpads for 90 days - so early OLS etherpads will disappear as they fall out of use.  
+We need to archive these notes manually if we want to save them.
+
+In the future, this will be done on a weekly basis by whoever processes the call videos. 
+
+## Archiving steps: 
+
+1. In Etherpad, go the the **Import/Export** dialogue, usually denoted by two arrows on the top right or bottom of the screen. ![import/export menu](https://i.imgur.com/yNNqhto.png)
+2. Select **Markdown** and download the file onto your computer. 
+3. You'll need to edit the etherpad before we archive it. 
+    - **HackMD is probably the easiest option** as it doesn't require installing anything and gives a preview of the text when it's nicely formatted. 
+    - Alternatively, this could be a program on your computer like [Atom](https://atom.io/) or [VSCode](https://code.visualstudio.com/), or in a Google Docs document.
+4. **Important: Anonymise the doc for cohort participants:** Go through the document and review all names and contact details through the entire document, including the icebreaker, rollcall, Q&A sections, etc. 
+    a. If the name is an **Expert guest speaker or cohort call host - leave it** in the document, since their materials and recordings will be shared online publicly. 
+    b. If the name is a **cohort member, remove it**, since there may be private or semi-private reflections or notes. 
+5. Upload it to GitHub on the OLS repo for the cohort (see [OLS-4 repo](https://github.com/open-life-science/ols-4) - this section is deliberately left vague as there are many ways to do this, but we'll be happy to help if you get stuck:
+    1.  Navigate to the correct folder for this week. You might need to create it yourself by typing it in the file name field: ![preview of the week name typed into the file name field](https://i.imgur.com/SUiPcax.png)
+    2.  Create a new file, and either upload the file you edited or copy/paste the info into the GitHub editor. 
+    3.  Make a pull request to the OLS repo! 
+