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[OLS-9 Cohort Organisation Checklist] #1
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This was referenced Apr 12, 2024
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23 tasks
This was referenced Jul 22, 2024
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This is a cohort checklist that covers tasks before, during and after the cohorts.
Note: each cohort week (the entire cohort has a total of 16 weeks) has several related tasks.
On-boarding and training sessions for cohort participants (mentors, facilitators)
Check OLS-team if you are unsure of using specific platforms listed below:
Set Up Relevant documents/forms
Pre-cohort tasks
Designate Cohort Call Leads among OLS team members
Recruit reviewers
Reviewers are those who read the upcoming project applications. Those who sign up as mentors are expected to act as reviewers, but not all reviewers will be mentors. Some people just volunteer to be reviewers.
Recruit mentors (well ahead of the start of the cohort)
Recruit facilitators
There are 2 types of facilitators: one joins the cohort call and the other does the post-call otter.ai, video editing and uploading to YouTube. The one that helps run the cohort call must also make sure the call’s etherpad is in order before the call starts, and after the call ends must make sure the etherpad is completed and uploaded into Github. A detailed description of what this role entails can be found here.
Manage facilitators
Organise onboarding for facilitators
Organise mentor training & onboarding
Onboarding calls for mentors are aimed at solving any doubts mentors might have and letting them know what they could do in certain cases (for example: mentees not responding, mentees being rude). Mentor training is a 3-hour session in which a lot more details are covered. Those who have already attended the training in previous cohorts, don’t need to re-attend (but they can, if they want and there is space).
Inform successful applicants they have been selected - add them on Slack
Match projects + mentors
This project-mentor matching occurs after the reviewing process has been completed.
Set up CiviCRM mailing for the cohort - and create a management email address
Add mentors and mentees on Slack
At the start of the cohort
Getting ready for the cohort calls
Getting the cohort communication channels ready
Three weeks before each cohort call
Checking if the communication channels are reaching people
Double check cohort call roles are being fulfilled & documentation is ready
One week before each call
Note: Call leads/hosts should answer questions from speakers or facilitators when they have specific questions about the subjects of the call, or about the presentation (topics to be covered, to not cover, emphasis, etc).
Setting up reminders
(Executive Assistant)
48 hours before the cohort call
Conducting final confirmations
During the cohort
General during-cohort tasks
Tasks after each call
Tasks ahead of graduations
After graduation
Slack management (To be completed - TBC)
CiviCRM management (TBC)
Useful templates (TBC)
Engaging cohort participants (TBC)
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