HfLA Onboarding Tasks and Responsibilities

Overview

We need to create a list of tasks and responsibilities for the onboarding so that the transition can be smooth and effective

Action Items

create a list of items in a comment below
review with new onboarding team

Resources/Instructions

Items needed for onboarding

List of tasks
Permissions
Training
Links

Permissions

Tables edit
FigJam edit`
zoom@civictechstucture.org

Links

Onboarding deck - Part 1 - webinar
Onboarding deck - Part 2 - interactive
Figjam - is linked on 31
Onboarding deck for level 1 developers - this is linked on slide 36
Tables

Breakout rooms list

Code of Conduct Help
Data Science
Dev 1
Dev 2
DevOps
PM
UI/UX
Room 8
Room 9
Room 10

Leads

Code of Conduct Help
Data Science
- Sofia Alice
- Karina Lopez
Dev 1
- Self Serve (slide 36)
Dev 2
- HeeJung
DevOps
- Ryan Sakuma
PM
- Bonnie Wolfe
UI/UX

Aparna Gopal
Jennifer Nguyen
Peter Gwon
Julia Gab

Tasks Pre Meeting anytime before meeting - Clean up FigJam- 6:30 pm - Fix the link for Slack by creating a new one and updating slide 12 with the new link and the new date

6:45 pm - Turn on the forms in tables on the Volunteers and Website Onboarding tabs

Tasks During Meeting

Get everyone started on the deck (they should still have the deck from the previous room), share slide 2 and read it out loud
Create Breakout rooms

Code of Conduct Help

If someone has problems finding the Password in the code of conduct (slide 9 and 10). Take them into the Code of Conduct Help breakout room and explain the following

Because we all are using our phones all the time, we all learned to speed read. The way brain does that is by skipping words that it deems uncessary to the majority of the content. So even though in this Code of Conduct webpage, it says something to the effect of here is the password (but not actually those words). You brain will skip right over it. We want you to really read every word of the CoC page, so we embed this password sentance in the document. The way to prevent your brain from making you skip it, is to mute your microphone and then read the whole page outloud. Then you can't skip any words. And you will read it and know the second you have read it.

We should consider changing this for next onboarding

New slide for how to get people's attention (e.g. Slide 3 will be "everyone raise their hands" slide)
- we don't move on till everyone does this
- this doesn't work if someone is absent in the beginning 🤷
Start Here section for people to draft their sticky notes
Big red box around the Ready for Placement column
- "If you move your sticky note here, YOU WILL GET IGNORED / LOST / NEED TO START OVER"
Create a new board to fix the sizing problem
- change the link in the deck to reflect the new Figjam link
We need a slide with an example sticky note
- Bonnie says we have this?
36 - Dev 1 is supposed to be self-guided
- go in there and be buddies and help each other and if need help come back to main room
People are confused about #engineering vs #hfla-site meeting times

Making changes to the deck

make a copy of the deck and make changes
Ask Bonnie to replace the link to our revised deck

Scheduling

We need to pick dates for after the 18th

RC has added Alex's note above

Add to slides:

36 - Dev 1 is supposed to be self-guided. So go in there and be buddies and help each other and if need help come back to main room

Slide about hand raising

more details about what needs to go on a sticky note

Figma Group: Onboarding Old

we can just delete this

need to put down on a slide:
- you need to sign in to Figjam in order to create sticky notes
extra slide OR more examples of stickies
- one for each role
- shows each role what test questions they will need to answer
A/B is being scrapped, Google form worked perfectly
Slide: Rename yourself Dev1 or Dev2 based on your self test
Slide: if Data Science, skip past the other self tests

Slide Deck for Pt.2 (Updated 5/13/25)

Make sure to edit the Slack Invite link on Slide 13, each invite is time limited and has a set amount of uses before becoming invalid

Onboarding Pt.2 Steps

Greetings, double check that everyone has the pt.2 slides. Put the link in the chat
Raise hand exercise, everyone should do this
Rename to add your CoP
Introduce Slide 2, we will be around to to help but please read and follow all slides
You will need to login in order to create a sticky note in Figma
On Figjam check Confirm the following:

Tables secret phrase
github invite accepted and is a public member
slack has been joined
Tables Attendance

FAQ's
When can get the github invite?: After filling the form on slide 18(so the secret phrase is needed to get the invite)
How to make Github public: Go to slide 23

Tables has been sunset by google, We have recreated its functionality with Google Forms and Google Sheets here:
https://drive.google.com/drive/folders/1y7otiSnr_ItSg5q6vkRTmwxDsMKxR4mH

Updated Information on Tables

Tables is now represented by 2 Google Forms that must be turned on before each onboarding Pt.2

Pt.1 Attendance form, generated when pt1 closes and uses zoom emails
https://docs.google.com/spreadsheets/d/1zYfTMyr0Yospj5hLjz0ZdX93llJ8Zy-JF_9k-cPUuW0/edit?gid=788887801#gid=788887801

Pt 2 Form that is cross referenced against attendance form

https://docs.google.com/spreadsheets/d/15ByO77F032kr5xBiX_xJw3BXz8Yd1A-gDUASyI9mAiw/edit?gid=992054610#gid=992054610

Main endpoint for manually triggering onboarding
if attedance is > 86% then AH Column is auto checked. Otherwise can be manually checked
off. Is linked to backend github teams, drives, etc

Close Part 1 -> Generate attendee report
After form in part 2 is filled, a 2nd attendee report is generated

How to use Tables(Google Forms) during Onboarding
Link to Tables: https://drive.google.com/drive/folders/0AO5HWG9daZAtUk9PVA

Enter the Tables Google Drive, and find the Database Folder
Turn on both Google forms found in the Database Folder
During Pt.2, once participants are working through slides, go to the sheet called "HFLA Volunteers"
a) This form is where the secret phrase and attendance percentage is checked
b) The automatic scripts are tied to this sheet, specifically column AH(attn-verified). If volunteer has been to Part 1 of onboarding they should be automatically checked off.

3.5) If for some reason the attn-verified is not checked off, you can use the other Google Sheet(pt1_onboarding_zoom_attendee report) to check their total attendance report.
If its an email mismatch or some reason that is found acceptable, you can manually check off in the attn-verified column which will trigger the meeting invite and the add to slack channel scripts

Use HFLA Volunteers sheet to check secret word and attendance. Then use Slack and github to verify volunteer has joined both.
If all this is clear, then you can move them to their breakout room.

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HfLA Onboarding Tasks and Responsibilities #93

Overview

Action Items

Resources/Instructions

Items needed for onboarding

Permissions

Links

Breakout rooms list

Leads

Tasks Pre Meeting anytime before meeting - Clean up FigJam- 6:30 pm - Fix the link for Slack by creating a new one and updating slide 12 with the new link and the new date

Tasks During Meeting

Code of Conduct Help

Metadata

Assignees

Labels

Type

Projects

Milestone

Relationships

Development

HfLA Onboarding Tasks and Responsibilities #93

Description

Overview

Action Items

Resources/Instructions

Activity

ExperimentsInHonesty commented on Jan 27, 2025

Items needed for onboarding

Permissions

Links

Breakout rooms list

Leads

Tasks Pre Meeting anytime before meeting - Clean up FigJam- 6:30 pm - Fix the link for Slack by creating a new one and updating slide 12 with the new link and the new date

Tasks During Meeting

Code of Conduct Help

ExperimentsInHonesty commented on Jan 29, 2025

rayneng commented on Feb 5, 2025

ale210 commented on Feb 5, 2025

Rabia2219 commented on Feb 19, 2025

Rabia2219 commented on Feb 27, 2025

Rabia2219 commented on Mar 6, 2025

rayneng commented on Mar 19, 2025

RSkuma commented on Apr 29, 2025

RSkuma commented on Aug 13, 2025

RSkuma commented on Aug 26, 2025

RSkuma commented on Sep 10, 2025

Metadata

Metadata

Assignees

Labels

Type

Projects

Milestone

Relationships

Development

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