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carpentries / community-facilitators-program

Repository with context, resources and curriculum for The Carpentries Facilitators Program
https://carpentries.github.io/community-facilitators-program/
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Mentioning UTC times in email and workshop website #36

Open annajiat opened 3 years ago

annajiat commented 3 years ago

In addition to mentioning meeting/workshop timings in local times, it might be helpful for some participants and facilitators to have the same timing mentioned in the UTC times as well, specially in our email and workshop website.

Our instructor sign up page already mentions UTC times. Changes to the workshop template has been suggested at https://github.com/carpentries/workshop-template/pull/751

Instructors might wish to mention the time in the website in the following manner: 9:00 am - 4:30 pm CEST (7:00 am - 2:30 pm UTC)

We might wish to adopt similar practices in our emails and teaching plan documents.

whenisgood.net allows to get the local time for each respondents of a poll. So when emailing, both UTC as well as local times may be mentioned as shown through a hypothetical example below in addition to sending the calendar invite:

UTC Date: July 22, 2021 Time: 9 PM

America/New_York Date: July 22, 2021 Time: 6 PM Invitees: Ms. Participant A

Canada/Ottawa Date: July 22, 2021 Time: 5 PM Invitees: Mr. Participant B

acrall commented 3 years ago

Thanks, @annajiat! I will get this recommendation shared with our team and get back to you shortly

acrall commented 1 year ago

I know this has been addressed in numerous issues (#2252 referenced above) and wanted to determine if this one can be closed? The Community Development Team includes UTC times in all our communications (e.g., Slack posts, newsletter) with a link to "find your time" that redirects the community member to the timeanddate.com site displaying the date/time in the correct time zone. We are also developing a communications tip sheet that will include this as best practice. Tagging @maneesha as well as a collaborator on those other issues

annajiat commented 1 year ago

Yes, inclusion in the tip sheet would be very helpful.

@acrall @danielle06 @elletjies We might wish to ensure inclusion of the workshop timing along with UTC times in the following emails (and inclusion in the relevant guidelines):

danielle06 commented 1 year ago

@annajiat Thanks for your feedback. This is an important topic and something that I will take back to the core team to discuss. I think it would be useful for the team to standardise our approach across programs. Typically, for workshops, we use the time of the host institution. I currently add the time and date link in the recruiting email and will begin including this in the introduction email as well. I can also start adding the UTC offset (e.g., UTC -5).