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new-semester.md

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New semester TODO list

Facebook

  • Create a Facebook group, name Cloyne SEASON 'XX, where SEASON is one of Fall, Spring, Summer, and XX is year, like Cloyne Summer '15.
  • In settings, change the url to end with cloyne.XXXXyy where XXXX is the year and yy is the season.
  • Share it on previous semester Facebook group so that people can join with a pinned message on top of the group. Invite those you know their Facbook account.
  • Allow joining only to members who live that semester in Cloyne.
  • Ask for the new cover photo for the new group.

Examples of past Facebook groups: Cloyne Summer '15, Cloyne Spring '15, Cloyne Fall '14

We also have an alumni Facebook group.

Mailing lists

For mailing list we use Sympa installed at http://cloyne.org/lists/. Tasks at the beginning of the semester are:

Detailed steps:

  • Prepare a list of current members e-mail addresses in the format EMAIL NAME with each entry in the separate line. So e-mail address is separated from name with a space, and each e-mail address is in its own line. See the house list google doc for spreadsheet magic, or use regular expressions. Make sure there are no commas in names. (This can confuse a CSV file later on.) Add the facilities manager's email and name to the end of the list.
  • Login with [email protected] account http://cloyne.org/lists/.

Update announce:

  • Open http://cloyne.org/lists/review/announce.
  • Copy the current list to the "Sympa dump" page of the house list spreadsheet, and extract the names/emails to use in the "Diff Worksheet" page. This is necessary to ensure that people who've changed what email they use for cloyne, have that preference carry over to the new semester.
  • Back in Sympa, remove all subscribers by clicking on "Toggle selection" at the end of the page to select all, check "Quiet", and then click on "Delete selected email addresses".
  • Open http://cloyne.org/lists/add_request/announce.
  • Paste in all addresses, check "Quiet", and click on "Add subscribers".

from-central mailing list is automatically updated based on the subscribers from announce mailing list.

Archive clones:

  • Open http://cloyne.org/lists/admin/clones.
  • Click through to lists including clones. For each list that includes clones as a data source, click through and remove it as a data source temporarily (click on "Data sources configuration" and then scroll to "list inclusion" and delete "clones", then scroll to the bottom and click "Update"). Keep the tabs open so you can re-add it after you've done the renaming.
  • Go back to the admin page. Click "Rename list" and the new [email protected] name.

Set up new clones list quickly!

Finish setting up last semester's list

  • Open the "List definition" admin page of the new [email protected] mailing list, for example for [email protected] open http://cloyne.org/lists/edit_list_request/clones.2015s/description.
  • Change subject "Cloyne discussion mailing list" (which is subject for [email protected] mailing list) to Cloyne YEAR SEASON discussion mailing list, like Cloyne 2015 spring discussion mailing list, and change "Topics" to "Alumni and returning clones". Click "Update" at the end of the page.
  • Go to data sources setup and delete announce.
  • Open the subscribers list, remove all members, and paste in the backup list you saved earlier. This is necessary because otherwise it will auto-update from the new announce list.

Update the alumni list

Wordpress

  • Using this script you can create a CSV file from a list of e-mail addresses and names, the same as used for mailing lists.
./users-csv.py < list > out.csv
  • All users in the CSV file will be created with author permission which allows them to post blog posts, events, upload media content, but does not allow them to change content of others.
  • Open http://cloyne.org/wp-admin/users.php?page=import-users-from-csv.
  • Select the CSV file, check "Send to new users" and "Show password nag on new users signon". Click "Import".

It might happen that the site time-outs after the import. This is normal. New users will be imported and e-mail notification will be send to them inviting them to set the password.

Notifying members

After all of the above was done, you should send a message to members informing them what is available to them and how to use it.

The [email protected] e-mail template:

Welcome to Cloyne from your network coordinator! I've updated the mailing lists for the new contract period. We have three main lists to which everyone is subscribed initially:

  • [email protected] - managers will use this to send announcements to all house members.
  • [email protected] - discussion mailing list for all of us to keep virtual flow of information going, any discussion goes, but remember that the whole house is subscribed to this mailing list (if needed, feel free to request a dedicated mailing list for your project, group, team, interests, etc., so that members can subscribe to those they are interested in)
  • [email protected] - similar to announce, just that for information from the central level we are forwarding to the house

If you want to change your e-mail address you are subscribed to mailing lists with, you can do that by visiting: http://cloyne.org/lists/firstpasswd/. After you login, visit your account preferences and change your e-mail address: http://cloyne.org/lists/pref

We also have a collective "Cloyne Cloaca" email account which is mainly used to send announcements from the kitchen. Because it can be used by anyone, anonymously, it can also be misused. Do not trust everything coming from it.

I strongly recommend setting up filters to keep your mailing lists manageable - especially separating [cloann] from [clones]. If you prefer to keep all of your email in one place, you can also mute individual conversations to make a particular thread stop showing up in your inbox every time someone replies to it. I recommend the following settings:

  • for the announce mailing list, create a label and filter it under that label, but don't select "skip the inbox"
  • for clones and other mailing lists, either:
    • use mute feature to mute conversations you are not interested in, or
    • create a label and filter for it and set that it skips the inbox and is automatically archived, and then only check that label when you want to see what's happening on [clones].

Stay tuned for more exciting emails about (y)our collective network resources, including: our website/blog, our file server, our google calendar, and workshift opportunities! In solidarity,

The [email protected] e-mail template:

The [email protected] mailing list has been renamed to [email protected] with all the members from 2019 Fall kept there.

The new [email protected] mailing list has only the spring members on it.

There is also an [email protected] mailing list, which is a superset of all clones.*@cloyne.org mailing lists, so all past members of Cloyne since 2014.

Feel free to use them. Feel free to unsubscribe. Feel free to change the e-mail address with which you are subscribed. You can do that by visiting:

http://cloyne.org/lists/firstpasswd/

And after you login, visit your account preferences and change your e-mail address:

http://cloyne.org/lists/pref

We also have an alumni Facebook group. Feel free to join it:

https://www.facebook.com/groups/CloyneAlumni

Cheers,

Note: If you just want to unsubscribe, the fastest way is to send an email to [email protected] with the subject "SIGNOFF clones.2019f" for just this list, or "SIGNOFF *" for all lists.

What is makerspace:

Note: the makerspace now has its own coordinator position. This template is from when it was called the hackerspace. It's preserved here for historical purposes.

What makerspace is. In short, it is a space where you can work on your
projects, be creative. Hacking here means in some way taking things
apart, learning how they work, building things from other stuff, often
stuff which had originally some other purpose. And it does not have to
be at all related to computer science, you can hack law, philosophy,
clothes, privilege.

So, no, hackers do *not* look like that:

http://www.sadanduseless.com/2011/12/stock-photo-hackers/

I think you should all see this great talk by Mitch about what
hackerspaces are above:

https://www.youtube.com/watch?v=WkiX7R1-kaY

Mitch was also at Cloyne, having a soldering workshop:

http://cloyne.org/events/soldering-workshop/

Look at us:

http://cloyne.org/2014/09/report-soldering-with-mitch-altman/

So, space is for you and your creativity!

Instructions

Later on you should send few e-mails with various instructions.

Adding events to your Google Calendar template

If you want, you can add events from cloyne.org website to your Google
Calendar. On events page you have iCal link:

http://cloyne.org/events/

Copy the URL and add it to your Google Calendar as described for you
on the following page under the section "Example: Subscribing to
Events Using Google Calendar":

http://wp-events-plugin.com/documentation/event-ical-feeds/

How to use Gmail for mailing lists template

Do you feel overwhelmed with all the e-mails coming your way over our
mailing lists? Are you using Gmail? Worry not, there are some easy tricks to empower you and get you in charge of which discussions you
want to read and which to ignore.

There are two ways of dealing with mailing list:
- you can label and filter them
- or you can mute individual conversations you don't want to appear in
your inbox anymore

You can get the whole mailing list be filtered under one label. instructions:

http://googlesystem.blogspot.com/2007/11/filter-messages-from-mailing-list-in.html

Gmail has support for muting one conversation:

https://support.google.com/mail/answer/47787?hl=en

You mute it once (when you discover that topic does not interest you)
and this is it.

"When you mute a conversation, new messages added to the conversation
bypass your inbox so that the conversation stays archived."

I propose the following settings:
- for announce mailing list, create a label and filter it under that
e-mail, but leave e-mails to come to you inbox
- for clones and other mailing lists, or:
  - use mute feature to mute conversations you are not interested in, or
  - you create a label and filter for it and set that it skips the
inbox and is automatically archived

If you have any questions about any of this, feel free to ask.

Everyone can post to our blog and create events template

Short reminder that if anyone would like to post to a blog at
cloyne.org or create an event, you can do that! You should all
receive username you can use to login into the site. If not,
register here:

http://cloyne.org/wp-login.php?action=register

And then send me an e-mail that I give you permissions. After that,
you can make blog posts and events through admin interface:

http://cloyne.org/wp-admin/

For now, we do not have any rules what blog posts are OK, and I like
that, so let's try for now like that. If anyone feels that anything
published is objectionable, feel empowered to bring it up to or author
or managers.

Otherwise, I would really encourage all of you to take it for your own
media. Post blog posts of what you are doing, what you are proud of,
what interesting happened, anything you would like to share with house
and visitors of our website. Make it fun, sad, serious, [insert your
favorite adjective], make it yours.

Create events. By creating an event, you inform the rest of the house
that something is happening, and you also clearly show that the space
will be in use.

Scanning and printing template

TODO. this is out of date.

We have a house scanner and printer. Printing operates on karma box
principle, 5 cents per page. When printing, please throw that amount
into the karma box next to the printer.

Scanning is easy, you can scan it to the USB flash drive.

For printing, you have multiple ways you can print. The easiest is to
configure it on your computer as a network printer.

Open the printer configuration on your computer and it will probably
find this printer; otherwise, you can add it with the following
information:
- name: [Pool Room] Brother MFC-9340CDW
- type: Brother MFC-9340CDW
- IP Address: 10.20.32.90
- address: printer1.cloyne.org

If prompted, do not select "share printer".

Alternativelly, you can plug your USB flash drive from the front.

And remember, always print *two-sided to save paper*! Or even multiple
pages on one page. You configure that on your computer when you are
printing.