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OLS-9 Cohort Resources
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[OLS-9 Catalyst-Track] Cohort call week 03 // DATE & TIME #4

Closed malvikasharan closed 2 months ago

malvikasharan commented 7 months ago

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