Newton, Joshua - Githubissues

Fill out this membership card to record what access each lab member has or should have.

Make sure to leave comments for future reference to record any roadblocks,
solutions or changes to their role made during their time at the lab!

1. Onboarding

1.0 Commencement

[x] Create a new issue using this "Onboarding" template.
[x] Replace the title "Lastname, Firstname" with their name.
[x] Pick someone from the admin team to be the Onboarding Lead (it could be yourself!). Assign this issue to them.
[x] Hit "Submit new issue".

1.1 Tasks for @jcohenadad

Check off role and complete tasks accordingly; either:
- [ ] Faculty
- Tasks
  TODO
- [ ] {Postdoctoral Researcher,{PhD,MSc} Student,Internship}:
- Tasks
  - [x] Update the [`students_julien`](https://docs.google.com/spreadsheets/d/152_06eZBIqZNTd4uw2ZIV7tVbVCTkDWvxBw5ZqT5nfU/edit#gid=34359562) supervision spreadsheet. - [x] Regarding contract / aide financière, contact **either**: - {_Postdoctoral Researcher_,{_PhD_,_MSc_} _Student_}: dge.sec-biomedical@polymtl.ca - _Internship_: dge.stagiaires@polymtl.ca
- [x] Research associate
- Tasks
  - [x] Send an email to the new member detailing a list of their employee tasks/responsibilities. - [x] Ask the member to provide CV, 1st university cycle diploma (e.g. copy of Bachelor degree), and a completed copy of [`FichePersonnelleNouvelEmploye.docx`](https://github.com/neuropoly/onboarding/raw/main/FichePersonnelleNouvelEmploye.docx), then send these documents to dge.sec-biomedical@polymtl.ca.
- [ ] Consultant
- Tasks
  - [ ] Offer [this invoice template](https://www.dropbox.com/s/ix24bmaekk97hsy/invoice_consulting_template.docx?dl=1). - This isn't mandatory! A consultant can use their own for payment instead. This is just for people who do not have a pre-existing consultancy. - Invoices should be submitted by the consultant every 2 weeks to jcohen@polymtl.ca, who will forward it to TODO@polymtl.ca. - [ ] For Canadian citizens, especially if their consultancy is indeterminate, inform them about the 30 000$ threshold for small business tax collection (HST/QST), both [federal](https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/gst-hst-businesses/when-register-charge.html) (HST/TPS) and [provincial](https://www.revenuquebec.ca/fr/entreprises/taxes/tpstvh-et-tvq/inscription-aux-fichiers-de-la-tps-et-de-la-tvq/petit-fournisseur/) (TVQ). ```{warning} Other countries have their own tax laws. We do not have exhaustive experience with any particular citizenship interacts with Quebec's financial laws. ```
Check off which projects the member will be focusing on. (This will determine which GitHub orgs, Slack channels, Google groups, etc., they are given access to.)
- [ ] AxonDeepSeg
- [ ] Ivadomed
- [ ] qMRLab
- [ ] Shimming Toolbox
- [x] SpinalCordToolbox / SCT Pipeline
- [ ] Spine Generic

1.2 Accounts

[x] PolyMtl (p114154, joshua.newton@polymtl.ca, p114154@grames.polymtl.ca)
- Tasks
- If {Research associate,Consultant}
  - [x] Send email to dge.acces@polymtl.ca to ask for CAS account (for VPN, @polymtl.ca email, eduroam, and WebEx).
  - [x] Verify they can manage this account from https://codes.si.polymtl.ca/. (Make sure they know that this portal is only available on campus or via the VPN
- For everyone:
  - [x] Have them out this form for a PolyGRAMES account.
  - [x] Write their matricule, email address, GRAMES username in the title of this section.
[x] Physical building access
- Tasks
- [x] If they're remote (i.e. not in Montreal), then skip the tasks and just check this box. Otherwise:
- [ ] Get them a personnel/étudiant/invité ID card:
  - If {Research associate,Consultant}:
  - [ ] Have them fill out this form and send it to you. (Under "Accès au lecteur # du local" write "L5613, L5626".)
  - [ ] Forward it to dge.acces@polymtl.ca, CC'ing the new member.
  - [ ] dge.acces@polymtl.ca will sign it and return it, possibly by email, possibly by paper at their office.
  - [ ] Have the new member book an appointment with sûreté to have a photo taken and ID card issued. Make sure they remember to bring an existing photo ID acceptable to sûreté.
  - If Student:
  - [ ] Take their existing student ID card and request room access to L5613 and L5626 by emailing sur-acces@polymtl.ca (and CC'ing the new member) with the details listed here. (For the expiry date, choose it to match the expected end of the degree or internship, or if not known, match it to the expiry date on the card.)
  - Then:
  - [ ] Verify card grants access to L5613 and L5626.
    - If not, talk to sûreté in person at the entrance to the pavillion prinicipal, A-100. (They may send you back to dge.access@polymtl.ca or sur-access@polymtl.ca; or, they may call and directly ask for confirmation while you wait.)
  - [ ] Assign a desk in either L5613 (RF/hardware-focused) or L5626 (software-focused) by editing their name into an open slot on this table.
[ ] Slack
- Tasks
- [ ] Invite them with NeuroPoly Slack > Sidebar > NeuroPoly > Invite people to NeuroPoly.
- Add them to the following channels, where applicable:
  - [ ] #welcome, #computers, #calendar, #covid-19, #website.
  - [ ] Researchers: #deeplearning, #bids, #database_histo, #database_mri.
- Add them to the following project channels, where applicable:
  - [ ] AxonDeepSeg: #ads_notification, #axondeepseg.
  - [ ] Ivadomed: #ivado-medical-imaging, #ivado-internal.
  - [ ] qMRLab: #qmrlab_general.
  - [ ] Shimming Toolbox: #b0-shimming, #shimming-toolbox.
  - [ ] SpinalCordToolbox / SCT Pipeline: #sct_dev, #sct_csa, #sct_general, #sct_notifications.
  - [ ] Spine Generic: None.
- Then:
  - [ ] Announce our new colleague in #welcome! 🎉
[ ] Google (username@gmail.com)
- Tasks
- [ ] Ask for the new member's Google account, or have them sign up for one if necessary.
  - Note: Most people are used to @gmail.com addresses, but it is possible to make a pre-existing email address a Google account, without giving Google the mail server. If they have a @polymtl.ca address or can wait for it to be granted, recommend that they create a new Google account with this address, to separate their PolyMtl work from their personal account.
- [ ] Add them to the primary Group: neuropoly.
- [ ] Add their account to the project-specific Groups, as applicable: axondeepseg, ivadomed, qmrlab_developers, shimming-toolbox, shimming_internal, sct_developers, acdc_spine_7t.
- [ ] Suggest they subscribe to Calendars: Neuropoly, Computer Resource, Holidays, Lab Access.
- [ ] Grant them "Make Changes to Events" to Calendars: Computer Resource, Holidays, Lab access.
- [ ] Write their address in the title of this section.
[ ] Meetings
- Tasks
- [ ] Make sure they're aware of what meetings they're expected to attend, vs. which meetings are optional.
- [ ] Ensure they have the link for Zoom meetings. (Let them know that they can always find it in the Google calendar "location" attribute, too.)
[x] GitHub (@joshuacwnewton)
- Tasks
- [x] Ask what the new member's GitHub account is, or have them sign up for one if necessary.
- [x] Send them a GitHub invitation to orgs/neuropoly.
- [x] Once they have accepted the invite, tag them in a comment below so they can follow along.
- [x] Place them on the following orgs/neuropoly teams, where applicable:
  - Either:
    - [ ] One of the research teams: faculty, research-fellows, postdoctoral-researchers, phd-students, msc-students, internships.
    - [x] One of the developer teams: consultants, research-associates.
  - [x] One or more of the project teams, where applicable: axondeepseg, ivadomed, qMRLab, sct-pipeline, shimming-toolbox, spinalcordtoolbox, spine-generic.
- [x] Send them invitations to the project-specific organizations, where applicable: orgs/axondeepseg, orgs/ivadomed, orgs/qMRLab, orgs/sct-pipeline, orgs/shimming-toolbox, orgs/spinalcordtoolbox, orgs/spine-generic.
- [x] Follow-up on all GitHub invitations, because they expire after 7 days.
- [x] (optional) Ask them to mark their memberships Public: orgs/neuropoly, orgs/axondeepseg, orgs/ivadomed, orgs/qMRLab, orgs/sct-pipeline, orgs/shimming-toolbox, orgs/spinalcordtoolbox, orgs/spine-generic.
- [x] Write their username in the title of this section.
[ ] Gitbook/NeuroPoly Website (user@example.com)
- Tasks
- [ ] Provide the member the Gitbook edit link.
- [ ] Ask them to edit themselves into the Team page in the appropriate section (faculty, research-associates, postdoctoral-researchers, phd-students, msc-students, internships, consultants) with:
  - Their name
  - (optional) social media links and/or email address
  - (even more optional) a short biography page based on the template
- [ ] Write the email address Gitbook knows them as on its list in the title of this section.
[ ] data.neuro.polymtl.ca (username)
- Tasks
- [ ] Ask them to create an ssh key, then add their ssh key to the private git server.
```
ssh git@data.neuro.polymtl.ca keys add USERNAME < id_ed25519.pub
```
- [ ] Write their username in the title of this section.

1.3 Finish

[ ] Close this issue.
[ ] Unassign the Onboarding Lead from this issue.
[ ] Go back to "Onboarding Status" and move the card to the "Current lab members" column.

2. Modifications

If someone's roles change, adjust the checklists above and record it in a comment below.

3. Offboarding

If/when the lab member leaves the lab:

3.0 Commencement

[ ] Re-open this issue.
[ ] Optionally, assign someone to this issue.
- It is not as important that a single person consistently handle all the offboarding steps, because the ex-member is not in need of guidance to get settled and get work done like they were during onboarding.
[ ] Go back to "Onboarding Status" and move the card to the "Offboarding in-progress" column.

3.1 Tasks for @jcohenadad

[ ] Send email to dge.stagiaires@polymtl.ca (internship) or dge.sec-biomedical@polymtl.ca (student) to advise about the person leaving and to stop payment.
[ ] If applicable, remove them from students_julien.

3.2 Accounts

[ ] Courtesy Notice
- Tasks
Send them an courtesy notice email (CC'ing neuropoly-admin@liste.polymtl.ca for the record) using this template:

Dear (Name),

I'm sending a quick courtesy email to let you know that, as part of the offboarding process for NeuroPoly Lab, your existing access to NeuroPoly's Slack, GitHub, etc. will be revoked in 7 days.

The accounts scheduled to be revoked are listed in the "Accounts" section of your offboarding checklist ((link to this issue)). If there are any services that you feel you will still need access to (or any services that might be missing from the checklist), please let us know. Otherwise, we can go ahead and proceed with the offboarding.

Wait 7 days for a response before continuing. If none, continue anyway.
[ ] PolyMtl
- Tasks
- [ ] Have dge.acces@polymtl.ca:
  - Delete the CAS account.
- [ ] Have jean-sebastien.decarie@polymtl.ca revoke their PolyGRAMES account.
- [ ] TODO: contact ???? to revoke their GE account, if applicable.
- If {Research associate,Student,Consultant} who is present in Montréal:
  - [ ] Have dge.acces@polymtl.ca revoke the person's access to L5626 and L5613.
  - [ ] Remove the desk assignment by removing their name from this table.
[ ] GitHub
- Tasks
- [ ] Remove them from orgs/neuropoly.
- [ ] Remove them from the project-specific organizations, where applicable: orgs/axondeepseg, orgs/ivadomed, orgs/qMRLab, orgs/sct-pipeline, orgs/shimming-toolbox, orgs/spinalcordtoolbox, orgs/spine-generic.
[ ] Slack
- Tasks
- Go to the Admin > Manage Members, find them, and deactivate them.
[ ] Google
- Tasks
- [ ] Remove them from the primary Group: neuropoly.
- [ ] Remove them from the project-specific Groups, as applicable: axondeepseg, ivadomed, qmrlab_developers, shimming-toolbox, shimming_internal, sct_developers, acdc_spine_7t.
- [ ] Revoke "Make Changes to Events" to Calendars: Computer Resource, Holidays, Lab access.
- [ ] Revoke read access to Calendars: Lab access.
- [ ] Suggest they unsubscribe from: Neuropoly, Computer Resource, Holidays, Lab access.
[ ] Gitbook/NeuroPoly Website
- Tasks
- [ ] On the Team page, move them to the "Alumni" section.
- [ ] Remove them from the Gitbook group.
[ ] data.neuro.polymtl.ca
- Tasks
Remove them from the private git server:
```
ssh git@data.neuro.polymtl.ca keys del USERNAME
```

3.3 Finish

[ ] Close this issue
[ ] Go back to "Onboarding Status" and move the card to the "Former lab members" column.

Glossary

New member: a person joining the lab.

Admin team: the admin team are the people with rights to add and remove users across all of our platforms. The current admin team can be found on Github.

Onboarding Lead: will be someone on the admin team, responsible for welcoming and guiding the new person through the process, while following up on and verifying each "Onboarding" step until they are completed.

Researcher (for our purposes): Someone who is working on the scientific mission of the lab. Generally, a faculty member, a postdoctoral researcher, PhD/MSc student, or some interns.

Developer (for our purposes): Someone who is working on the supportive computing aspects of the lab. Usually a research associate, consultant, or some interns.

Fill out this membership card to record what access each lab member has or should have.

Make sure to leave comments for future reference to record any roadblocks,
solutions or changes to their role made during their time at the lab!

1. Onboarding

1.0 Commencement

[x] Create a new issue using this "Onboarding" template.
[x] Replace the title "Lastname, Firstname" with their name.
[x] Pick someone from the admin team to be the Onboarding Lead (it could be yourself!). Assign this issue to them.
[x] Hit "Submit new issue".

1.1 Tasks for @jcohenadad

Check off role and complete tasks accordingly; either:
- [ ] Faculty
  
  Tasks
  TODO
- [ ] {Postdoctoral Researcher,{PhD,MSc} Student,Internship}:
  
  Tasks
  - [x] Update the [`students_julien`](https://docs.google.com/spreadsheets/d/152_06eZBIqZNTd4uw2ZIV7tVbVCTkDWvxBw5ZqT5nfU/edit#gid=34359562) supervision spreadsheet. - [x] Regarding contract / aide financière, contact **either**: - {_Postdoctoral Researcher_,{_PhD_,_MSc_} _Student_}: dge.sec-biomedical@polymtl.ca - _Internship_: dge.stagiaires@polymtl.ca
- [x] Research associate
  
  Tasks
  - [x] Send an email to the new member detailing a list of their employee tasks/responsibilities. - [x] Ask the member to provide CV, 1st university cycle diploma (e.g. copy of Bachelor degree), and a completed copy of [`FichePersonnelleNouvelEmploye.docx`](https://github.com/neuropoly/onboarding/raw/main/FichePersonnelleNouvelEmploye.docx), then send these documents to dge.sec-biomedical@polymtl.ca.
- [ ] Consultant
  
  Tasks
  - [ ] Offer [this invoice template](https://www.dropbox.com/s/ix24bmaekk97hsy/invoice_consulting_template.docx?dl=1). - This isn't mandatory! A consultant can use their own for payment instead. This is just for people who do not have a pre-existing consultancy. - Invoices should be submitted by the consultant every 2 weeks to jcohen@polymtl.ca, who will forward it to TODO@polymtl.ca. - [ ] For Canadian citizens, especially if their consultancy is indeterminate, inform them about the 30 000$ threshold for small business tax collection (HST/QST), both [federal](https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/gst-hst-businesses/when-register-charge.html) (HST/TPS) and [provincial](https://www.revenuquebec.ca/fr/entreprises/taxes/tpstvh-et-tvq/inscription-aux-fichiers-de-la-tps-et-de-la-tvq/petit-fournisseur/) (TVQ). ```{warning} Other countries have their own tax laws. We do not have exhaustive experience with any particular citizenship interacts with Quebec's financial laws. ```
Check off which projects the member will be focusing on. (This will determine which GitHub orgs, Slack channels, Google groups, etc., they are given access to.)
- [ ] AxonDeepSeg
- [ ] Ivadomed
- [ ] qMRLab
- [ ] Shimming Toolbox
- [x] SpinalCordToolbox / SCT Pipeline
- [ ] Spine Generic

1.2 Accounts

[x] PolyMtl (p114154, joshua.newton@polymtl.ca, p114154@grames.polymtl.ca)

Tasks
- **If** {_Research associate_,_Consultant_} - [x] Send email to dge.acces@polymtl.ca to ask for [CAS](https://cas5.polymtl.ca/cas/) account (for VPN, `@polymtl.ca` email, `eduroam`, and [WebEx](https://teams.webex.com)). - [x] Verify they can manage this account from https://codes.si.polymtl.ca/. (Make sure they know that this portal is only available on campus or via the VPN - For everyone: - [x] Have them out this [form](https://www.grames.polymtl.ca/facilities/servers-information/create_account/) for a [PolyGRAMES](https://www.grames.polymtl.ca/) account. - [x] Write their matricule, email address, GRAMES username in the title of this section.
[x] Physical building access

Tasks
- [x] If they're remote (i.e. not in Montreal), then skip the tasks and just check this box. Otherwise: - [ ] Get them a personnel/étudiant/invité [ID card](https://www.polymtl.ca/surete/services#carte-didentite): - **If** {_Research associate_,_Consultant_}: - [ ] Have them fill out [this form](https://share.polymtl.ca/alfresco/service/api/path/content;cm:content/workspace/SpacesStore/Company%20Home/Sites/surete-web/documentLibrary/formulaires/Demande_carte_identite.pdf?a=true&guest=true) and send it to you. (Under "_Accès au lecteur # du local_" write "L5613, L5626".) - [ ] Forward it to dge.acces@polymtl.ca, CC'ing the new member. - [ ] dge.acces@polymtl.ca will sign it and return it, possibly by email, possibly by paper at their office. - [ ] Have the new member [book an appointment with sûreté](https://book.timify.com/?accountId=5f33b2e6dcd62212cf907c23&hideCloseButton=true) to have a photo taken and ID card issued. Make sure they remember to bring an existing photo ID [acceptable to sûreté](https://www.polymtl.ca/surete/services#carte-didentite). - **If** _Student_: - [ ] Take their [existing student ID card](https://www.polymtl.ca/surete/services#pour-les-etudiants) and request room access to L5613 and L5626 by emailing sur-acces@polymtl.ca (and CC'ing the new member) with [the details listed here](https://www.polymtl.ca/surete/services#acces-un-local-ou-une-salle). (For the expiry date, choose it to match the expected end of the degree or internship, or if not known, match it to the expiry date on the card.) - Then: - [ ] Verify card grants access to L5613 and L5626. - If not, talk to sûreté in person at the [entrance to the pavillion prinicipal](https://www.polymtl.ca/surete/coordonnees-et-bottin/coordonnees), A-100. (They may send you back to dge.access@polymtl.ca or sur-access@polymtl.ca; or, they may call and directly ask for confirmation while you wait.) - [ ] Assign a desk in **either** L5613 (RF/hardware-focused) or L5626 (software-focused) by editing their name into an open slot on [this table](https://docs.google.com/document/d/11GEh5YvYRnWnERv26TezcyvyPF2W5KF0uoI2U6p7XsM/edit).
[ ] Slack

Tasks
- [ ] Invite them with [NeuroPoly Slack](https://neuropoly.slack.com/) > Sidebar > NeuroPoly > Invite people to NeuroPoly. - Add them to the following channels, where applicable: - [ ] [`#welcome`](https://app.slack.com/client/T034UD4QN/C01JK28C494), [`#computers`](https://app.slack.com/client/T034UD4QN/CB22YP6K0), [`#calendar`](https://app.slack.com/client/T034UD4QN/C01U2ABE0LB/), [`#covid-19`](https://app.slack.com/client/T034UD4QN/C015YFVFWJC), [`#website`](https://app.slack.com/client/T034UD4QN/C023QTPARSL). - [ ] Researchers: [`#deeplearning`](https://app.slack.com/client/T034UD4QN/C5NP29HK3), [`#bids`](https://app.slack.com/client/T034UD4QN/CC7CZVB53), [`#database_histo`](https://app.slack.com/client/T034UD4QN/CB16B0VJN), [`#database_mri`](https://app.slack.com/client/T034UD4QN/CB232HT46). - Add them to the following project channels, where applicable: - [ ] AxonDeepSeg: [`#ads_notification`](https://app.slack.com/client/T034UD4QN/C01R5NP7C3B/), [`#axondeepseg`](https://app.slack.com/client/T034UD4QN/CB0KLDR09). - [ ] Ivadomed: [`#ivado-medical-imaging`](https://app.slack.com/client/T034UD4QN/C8JM2P004), [`#ivado-internal`](https://app.slack.com/client/T034UD4QN/CG39RPHFS). - [ ] qMRLab: [`#qmrlab_general`](https://app.slack.com/client/T034UD4QN/C72MGA2RW). - [ ] Shimming Toolbox: [`#b0-shimming`](https://app.slack.com/client/T034UD4QN/CLUV6DEPN/), [`#shimming-toolbox`](https://app.slack.com/client/T034UD4QN/CQXMSG4UU). - [ ] SpinalCordToolbox / SCT Pipeline: [`#sct_dev`](https://app.slack.com/client/T034UD4QN/CAW9X21D5), [`#sct_csa`](https://app.slack.com/client/T034UD4QN/C0135PQ0XGT), [`#sct_general`](https://app.slack.com/client/T034UD4QN/CB27THD2T), [`#sct_notifications`](https://app.slack.com/client/T034UD4QN/CB27WFN3Z). - [ ] Spine Generic: None. - Then: - [ ] Announce our new colleague in [`#welcome`](https://app.slack.com/client/T034UD4QN/C01JK28C494)! 🎉
[ ] Google (username@gmail.com)

Tasks
- [ ] Ask for the new member's Google account, or have them [sign up for one](https://accounts.google.com/SignUp) if necessary. - Note: Most people are used to @gmail.com addresses, but it is possible to make a pre-existing email address a Google account, without giving Google the mail server. If they have a @polymtl.ca address or can wait for it to be granted, recommend that they create a new Google account with this address, to separate their PolyMtl work from their personal account. - [ ] Add them to the primary Group: [`neuropoly`](https://groups.google.com/g/neuropoly/members). - [ ] Add their account to the project-specific Groups, as applicable: [`axondeepseg`](https://groups.google.com/g/axondeepseg/members), [`ivadomed`](https://groups.google.com/g/ivadomed/members), [`qmrlab_developers`](https://groups.google.com/g/qmrlab_developers/members), [`shimming-toolbox`](https://groups.google.com/g/shimming-toolbox/members), [`shimming_internal`](https://groups.google.com/g/shimming_internal/members), [`sct_developers`](https://groups.google.com/g/sct_developers/members), [`acdc_spine_7t`](https://groups.google.com/g/acdc_spine_7t/members). - [ ] Suggest they subscribe to Calendars: [`Neuropoly`](https://calendar.google.com/calendar/r?cid=h4tfirrturtt83oamhht396uv8@group.calendar.google.com), [`Computer Resource`](https://calendar.google.com/calendar/r?cid=4mg6bgd9pv55thf9486t2miht8%40group.calendar.google.com), [`Holidays`](https://calendar.google.com/calendar/r?cid=qtrbj6k5msf69q65gtiv0fnogc%40group.calendar.google.com), [`Lab Access`](https://calendar.google.com/calendar/r?cid=f6jauphqn3nfqdb8ghaomgl7k0%40group.calendar.google.com). - [ ] Grant them "_Make Changes to Events_" to Calendars: [`Computer Resource`](https://calendar.google.com/calendar/r/settings/calendar/NG1nNmJnZDlwdjU1dGhmOTQ4NnQybWlodDhAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Holidays`](https://calendar.google.com/calendar/r/settings/calendar/cXRyYmo2azVtc2Y2OXE2NWd0aXYwZm5vZ2NAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Lab access`](https://calendar.google.com/calendar/r/settings/calendar/ZjZqYXVwaHFuM25mcWRiOGdoYW9tZ2w3azBAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ). - [ ] Write their address in the title of this section.
[ ] Meetings

Tasks
- [ ] Make sure they're aware of what meetings they're expected to attend, vs. which meetings are optional. - [ ] Ensure they have the [link](https://polymtl-ca.zoom.us/j/81029425251?pwd=NytHVHN4YVlvQWdiUC9nSm5TdVlhUT09) for Zoom meetings. (Let them know that they can always find it in the Google calendar "location" attribute, too.)
[x] GitHub (@joshuacwnewton)

Tasks
- [x] Ask what the new member's GitHub account is, or have them [sign up for one](https://github.com/signup) if necessary. - [x] Send them a GitHub invitation to [`orgs/neuropoly`](https://github.com/orgs/neuropoly/people). - [x] Once they have accepted the invite, tag them in a comment below so they can follow along. - [x] Place them on the following [`orgs/neuropoly` teams](https://github.com/orgs/neuropoly/teams), where applicable: - **Either**: - [ ] One of the research teams: [`faculty`](https://github.com/orgs/neuropoly/teams/faculty/members), [`research-fellows`](https://github.com/orgs/neuropoly/teams/research-fellows/members), [`postdoctoral-researchers`](https://github.com/orgs/neuropoly/teams/postdoctoral-researchers/members), [`phd-students`](https://github.com/orgs/neuropoly/teams/phd-students/members), [`msc-students`](https://github.com/orgs/neuropoly/teams/msc-students/members), [`internships`](https://github.com/orgs/neuropoly/teams/internships/members). - [x] One of the developer teams: [`consultants`](https://github.com/orgs/neuropoly/teams/consultants/members), [`research-associates`](https://github.com/orgs/neuropoly/teams/research-associates/members). - [x] One or more of the project teams, where applicable: [`axondeepseg`](https://github.com/orgs/neuropoly/teams/axondeepseg/members), [`ivadomed`](https://github.com/orgs/neuropoly/teams/ivadomed/members), [`qMRLab`](https://github.com/orgs/neuropoly/teams/qMRLab/members), [`sct-pipeline`](https://github.com/orgs/neuropoly/teams/sct-pipeline/members), [`shimming-toolbox`](https://github.com/orgs/neuropoly/teams/shimming-toolbox/members), [`spinalcordtoolbox`](https://github.com/orgs/neuropoly/teams/spinalcordtoolbox/members), [`spine-generic`](https://github.com/orgs/neuropoly/teams/spine-generic/members). - [x] Send them invitations to the project-specific organizations, where applicable: [`orgs/axondeepseg`](https://github.com/orgs/axondeepseg/people), [`orgs/ivadomed`](https://github.com/orgs/ivadomed/people), [`orgs/qMRLab`](https://github.com/orgs/qMRLab/people), [`orgs/sct-pipeline`](https://github.com/orgs/sct-pipeline/people), [`orgs/shimming-toolbox`](https://github.com/orgs/shimming-toolbox/people), [`orgs/spinalcordtoolbox`](https://github.com/orgs/spinalcordtoolbox/people), [`orgs/spine-generic`](https://github.com/orgs/spine-generic/people). - [x] Follow-up on all GitHub invitations, because they expire after 7 days. - [x] (optional) Ask them to mark their memberships Public: [`orgs/neuropoly`](https://github.com/orgs/neuropoly/people), [`orgs/axondeepseg`](https://github.com/orgs/axondeepseg/people), [`orgs/ivadomed`](https://github.com/orgs/ivadomed/people), [`orgs/qMRLab`](https://github.com/orgs/qMRLab/people), [`orgs/sct-pipeline`](https://github.com/orgs/sct-pipeline/people), [`orgs/shimming-toolbox`](https://github.com/orgs/shimming-toolbox/people), [`orgs/spinalcordtoolbox`](https://github.com/orgs/spinalcordtoolbox/people), [`orgs/spine-generic`](https://github.com/orgs/spine-generic/people). - [x] Write their username in the title of this section.
[ ] Gitbook/NeuroPoly Website (user@example.com)

Tasks
- [ ] Provide the member the [Gitbook edit link](https://app.gitbook.com/invite/neuropoly?invite=-MYD1Dm93-r_Xu-YvSF0). - [ ] Ask them to edit themselves into the [Team page](https://www.neuro.polymtl.ca/team) in the appropriate section ([`faculty`](https://www.neuro.polymtl.ca/team#faculty), [`research-associates`](https://www.neuro.polymtl.ca/team#research-associates), [`postdoctoral-researchers`](https://www.neuro.polymtl.ca/team#postdoctoral-researchers), [`phd-students`](https://www.neuro.polymtl.ca/team#phd-students), [`msc-students`](https://www.neuro.polymtl.ca/team#msc-students), [`internships`](https://www.neuro.polymtl.ca/team#internships), [`consultants`](https://www.neuro.polymtl.ca/team#consultants)) with: - Their name - (optional) social media links and/or email address - (even more optional) a short biography page based on [the template](TODO) - [ ] Write the email address Gitbook knows them as [on its list](https://app.gitbook.com/o/-MYD1C9e-AHCd61VhjhF/settings/members) in the title of this section.
[ ] data.neuro.polymtl.ca (username)

Tasks
- [ ] Ask them to create an ssh key, then add their ssh key to the [private git server](https://github.com/neuropoly/data-management/blob/master/internal-server.md). ```bash ssh git@data.neuro.polymtl.ca keys add USERNAME < id_ed25519.pub ``` - [ ] Write their username in the title of this section.

1.3 Finish

[ ] Close this issue.
[ ] Unassign the Onboarding Lead from this issue.
[ ] Go back to "Onboarding Status" and move the card to the "Current lab members" column.

2. Modifications

If someone's roles change, adjust the checklists above and record it in a comment below.

3. Offboarding

If/when the lab member leaves the lab:

3.0 Commencement

[ ] Re-open this issue.
[ ] Optionally, assign someone to this issue.
- It is not as important that a single person consistently handle all the offboarding steps, because the ex-member is not in need of guidance to get settled and get work done like they were during onboarding.
[ ] Go back to "Onboarding Status" and move the card to the "Offboarding in-progress" column.

3.1 Tasks for @jcohenadad

[ ] Send email to dge.stagiaires@polymtl.ca (internship) or dge.sec-biomedical@polymtl.ca (student) to advise about the person leaving and to stop payment.
[ ] If applicable, remove them from students_julien.

3.2 Accounts

[ ] Courtesy Notice

Tasks
Send them an courtesy notice email (CC'ing neuropoly-admin@liste.polymtl.ca for the record) using this template: > Dear (Name), > > I'm sending a quick courtesy email to let you know that, as part of the offboarding process for NeuroPoly Lab, your > existing access to NeuroPoly's Slack, GitHub, etc. will be revoked in 7 days. > > The accounts scheduled to be revoked are listed in the "Accounts" section of your offboarding checklist ((link to this issue)). > If there are any services that you feel you will still need access to (or any services that might be missing from the checklist), > please let us know. Otherwise, we can go ahead and proceed with the offboarding. Wait 7 days for a response before continuing. If none, continue anyway.
[ ] PolyMtl

Tasks
- [ ] Have dge.acces@polymtl.ca: - Delete the [CAS](https://cas5.polymtl.ca/cas) account. - [ ] Have jean-sebastien.decarie@polymtl.ca revoke their [PolyGRAMES](https://www.grames.polymtl.ca/) account. - [ ] TODO: contact ???? to revoke their GE account, if applicable. - **If** {_Research associate_,_Student_,_Consultant_} who is **present in Montréal**: - [ ] Have dge.acces@polymtl.ca revoke the person's access to L5626 and L5613. - [ ] Remove the desk assignment by removing their name from [this table](https://docs.google.com/document/d/11GEh5YvYRnWnERv26TezcyvyPF2W5KF0uoI2U6p7XsM/edit).
[ ] GitHub

Tasks
- [ ] Remove them from [`orgs/neuropoly`](https://github.com/orgs/neuropoly/people). - [ ] Remove them from the project-specific organizations, where applicable: [`orgs/axondeepseg`](https://github.com/orgs/axondeepseg/people), [`orgs/ivadomed`](https://github.com/orgs/ivadomed/people), [`orgs/qMRLab`](https://github.com/orgs/qMRLab/people), [`orgs/sct-pipeline`](https://github.com/orgs/sct-pipeline/people), [`orgs/shimming-toolbox`](https://github.com/orgs/shimming-toolbox/people), [`orgs/spinalcordtoolbox`](https://github.com/orgs/spinalcordtoolbox/people), [`orgs/spine-generic`](https://github.com/orgs/spine-generic/people).
[ ] Slack

Tasks
- Go to the [Admin](https://neuropoly.slack.com/admin) > Manage Members, find them, and deactivate them.
[ ] Google

Tasks
- [ ] Remove them from the primary Group: [`neuropoly`](https://groups.google.com/g/neuropoly/members). - [ ] Remove them from the project-specific Groups, as applicable: [`axondeepseg`](https://groups.google.com/g/axondeepseg/members), [`ivadomed`](https://groups.google.com/g/ivadomed/members), [`qmrlab_developers`](https://groups.google.com/g/qmrlab_developers/members), [`shimming-toolbox`](https://groups.google.com/g/shimming-toolbox/members), [`shimming_internal`](https://groups.google.com/g/shimming_internal/members), [`sct_developers`](https://groups.google.com/g/sct_developers/members), [`acdc_spine_7t`](https://groups.google.com/g/acdc_spine_7t/members). - [ ] Revoke "_Make Changes to Events_" to Calendars: [`Computer Resource`](https://calendar.google.com/calendar/r/settings/calendar/NG1nNmJnZDlwdjU1dGhmOTQ4NnQybWlodDhAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Holidays`](https://calendar.google.com/calendar/r/settings/calendar/cXRyYmo2azVtc2Y2OXE2NWd0aXYwZm5vZ2NAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Lab access`](https://calendar.google.com/calendar/r/settings/calendar/ZjZqYXVwaHFuM25mcWRiOGdoYW9tZ2w3azBAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ). - [ ] Revoke read access to Calendars: [`Lab access`](https://calendar.google.com/calendar/r/settings/calendar/ZjZqYXVwaHFuM25mcWRiOGdoYW9tZ2w3azBAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ). - [ ] Suggest they unsubscribe from: [`Neuropoly`](https://calendar.google.com/calendar/r/settings/calendar/ZjZqYXVwaHFuM25mcWRiOGdoYW9tZ2w3azBAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Computer Resource`](https://calendar.google.com/calendar/r/settings/calendar/NG1nNmJnZDlwdjU1dGhmOTQ4NnQybWlodDhAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Holidays`](https://calendar.google.com/calendar/r/settings/calendar/cXRyYmo2azVtc2Y2OXE2NWd0aXYwZm5vZ2NAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ), [`Lab access`](https://calendar.google.com/calendar/r/settings/calendar/ZjZqYXVwaHFuM25mcWRiOGdoYW9tZ2w3azBAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ).
[ ] Gitbook/NeuroPoly Website

Tasks
- [ ] On the [Team](https://www.neuro.polymtl.ca/team) page, move them to the "Alumni" section. - [ ] Remove them from the [Gitbook group](https://app.gitbook.com/o/-MYD1C9e-AHCd61VhjhF/settings/members).
[ ] data.neuro.polymtl.ca

Tasks
Remove them from the [private git server](https://github.com/neuropoly/data-management/blob/master/internal-server.md): ``` ssh git@data.neuro.polymtl.ca keys del USERNAME ```

3.3 Finish

[ ] Close this issue
[ ] Go back to "Onboarding Status" and move the card to the "Former lab members" column.

Glossary

New member: a person joining the lab.

Admin team: the admin team are the people with rights to add and remove users across all of our platforms. The current admin team can be found on Github.

Researcher (for our purposes): Someone who is working on the scientific mission of the lab. Generally, a faculty member, a postdoctoral researcher, PhD/MSc student, or some interns.

Developer (for our purposes): Someone who is working on the supportive computing aspects of the lab. Usually a research associate, consultant, or some interns.

joshuacwnewton / test-github-actions

Newton, Joshua #24

1. Onboarding

1.0 Commencement

1.1 Tasks for @jcohenadad

1.2 Accounts

1.3 Finish

2. Modifications

3. Offboarding

3.0 Commencement

3.1 Tasks for @jcohenadad

3.2 Accounts

3.3 Finish

Glossary

1. Onboarding

1.0 Commencement

1.1 Tasks for @jcohenadad

1.2 Accounts

1.3 Finish

2. Modifications

3. Offboarding

3.0 Commencement

3.1 Tasks for @jcohenadad

3.2 Accounts

3.3 Finish

Glossary