UI/UX: Onboard & Offboard: CoP Lead

[ExperimentsInHonesty]

Overview

We need to have a checklist of items to do when a CoP onboard and offboards so that the process can be consistent and fast.

Date Updated

2024-04-30

Action Items

• Copy template to comment below
• Add name of person
• Check off as done

#### Onboard
- [ ] Slack channel membership
  - [ ] [ui-ux](https://hackforla.slack.com/archives/C017ESHSMNG)
  - [ ] [cop-leads-ui-ux](https://hackforla.slack.com/archives/C03JX5XHF9S)
- [ ] Add to Google calendar invites
   - [ ] [Wednesday 6pm PST - CoP meeting]
   - [ ] [DAY - CoP lead meeting]
- [ ] Add to team page on [Wiki](https://github.com/hackforla/UI-UX/wiki/CoP-Leads)
- [ ] Google Drive
   - [ ] Change their permission to Manager
- [ ] Roster
  - [ ] Mark a L for leader
  - [ ] Check for Public
- [ ] GitHub
     - [ ] Add to team write team
        - [ ] Change membership to maintainer
     - [ ] Add to read vault
        - [ ] Change membership to maintainer
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
       - [ ] UI/UX Community of Practice
       - [ ] UI/UX Community of Practice Designers
       - [ ] Zoom vault
       - [ ] Onboarding vault
       - [ ] Grant access to Zoom Meeting Setup spreadsheet
- [ ] Add to email address(s) forwarding
   - [ ] uiux@hackforla.org
   - [ ] uiuxdesign@hackforla.org
- [ ] Train how to 
   - [ ] login to team email accounts
   - [ ] setup chrome shortcut for adding profile to desktop
   - [ ] use zoom spreadsheet, vault and accounts
   - [ ] calendar invite
 - [ ] Add to Onboarding vault/email roster - contact Admin 
- [ ] Add new Co-lead to [HfLA website](https://www.hackforla.org/communities-of-practice)
     - [ ] [Open issue](https://github.com/hackforla/website/issues/new?assignees=&labels=role%3A+product%2CP-Feature%3A+Communities+of+Practice%2Ctime+sensitive%2CComplexity%3A+Missing%2Csize%3A+missing&projects=&template=communities-of-practice-information-updates.yml&title=Communities+of+Practice+information+updates%3A+%5BINSERT+NAME+OF+Community+of+Practice%5D)
     - [ ] Add co-lead to website, by website team
- [ ] New Co-lead to review the [UI/UX Community of Practice Co-Leads Guidelines](https://github.com/hackforla/UI-UX/wiki/CoP-Leads) as part of Onboarding

#### Offboard
- [ ] Ask # Admin to remove from # cop-leads-ui-ux in Slack
- [ ] Remove from Google calendar invite
   - [ ] [Wednesday 6pm PST - CoP meeting]
   - [ ] [DAY - CoP lead meeting]
   - [ ] Bi-weekly Onboarding invite (contact admin slack channel) 
- [ ] WIKI
  - [ ] move to new place on team page
- [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] UI/UX Community of Practice
       - [ ] UI/UX Community of Practice Designers
       - [ ] Zoom vault
       - [ ] Onboarding vault
       - [ ] Remove access to Zoom Meeting Setup spreadsheet
- [ ] Google Drive
   - [ ] demote to content manager
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] Remove from team write team
        - [ ] Change membership to member
     - [ ] Remove from read vault
        - [ ] Change membership to member
- [ ] Figma
  - [ ] remove from team
- [ ] Help them delete the desktop shortcut to email address if they made one.
- [ ] Delete from Onboarding vault/email roster - contact Admin 
- [ ] Remove from email address(s)
   - [ ] uiux@hackforla.org
   - [ ] uiuxdesign@hackforla.org
 - [ ] Remove Co-lead from [HfLA website](https://www.hackforla.org/communities-of-practice)
     - [ ] [Open issue](https://github.com/hackforla/website/issues/new?assignees=&labels=role%3A+product%2CP-Feature%3A+Communities+of+Practice%2Ctime+sensitive%2CComplexity%3A+Missing%2Csize%3A+missing&projects=&template=communities-of-practice-information-updates.yml&title=Communities+of+Practice+information+updates%3A+%5BINSERT+NAME+OF+Community+of+Practice%5D)
     - [ ] Remove co-lead from website, by website team

Resources/Instructions

• 1password.com
• UI/UX CoP Google Drive Link
• Check public and 2FA at people page
• UI/UX CoP Roster
• [REPLACE with GitHub Team URL]
  • base (read)
  • write
  • maintain
  • [triage] does not exist
  • admin
  • [other]
• Shortcut for adding a profile to the desktop: chrome://settings/manageProfile
• Tutorials
  • Forward emails to team members
• WIKI team page: https://github.com/hackforla/UI-UX/wiki/CoP-Leads
• [Replace with name of your project Figma]

---

org template updated 2022-02-23
Changelog

[ExperimentsInHonesty]

Onboard Kevin Wang (done retroactively on 2022-02-09)

• Google Drive
  • Change their permission to Manager
• Roster
  • Mark a L for leader
  • Check for Public
  • Check for 2FA
• GitHub
  • Add to team write team
    • Change membership to maintainer
  • Add to read vault
    • Change membership to maintainer
• Figma - We don't have one yet
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • UI/UX Community of Practice
    • UI/UX Community of Practice Designers
    • Zoom vault
• Add to email address(s) forwarding
  • [REPLACE with name of primary email]
  • [REPLACE with name of secondary email]
• Train how to
  • login to team account
  • setup chrome shortcut for adding to desktop
  • use zoom spreadsheet, vault and accounts
  • calendar invite

[ExperimentsInHonesty]

Offboard Kevin Wang 2022-03-30

• Remove from Google calendar invite
  • [Wednesday 6pm PST - CoP meeting]
  • [DAY - CoP lead meeting]
• WIKI
  • move to new place on team page - there was not one to remove him from
• 1password setup
  • remove from team vaults
    • UI/UX Community of Practice
    • UI/UX Community of Practice Designers
    • Zoom vault
    • Remove access to Zoom Meeting Setup spreadsheet
• Google Drive
  • demote to viewer
• Roster
  • mark as inactive
• GitHub
  • demote member to read only team and remove from write team
• Figma - no figma exists for this team at this time
  • remove from team
• Help them delete the desktop shortcut to email address if they made one.
• Remove from email address(s)
  • uiux@hackforla.org
  • uiuxdesign@hackforla.org

Notes:

Could not remove or change peoples permission in zoom doc, new roster has no inactive field

[ExperimentsInHonesty]

Onboard Maria Elizabeth 2022-03-30

• Slack channel membership
  • ui-ux
• Add to Google calendar invites
  • [Wednesday 6pm PST - CoP meeting]
  • [DAY - CoP lead meeting]
• Add to team page on Wiki
• Google Drive
  • Change their permission to Manager
• Roster
  • Mark a L for leader
  • Check for Public
• GitHub
  • write team
    • Change membership to maintainer
  • read vault
    • Change membership to maintainer
• Figma - We don't have one yet
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • UI/UX Community of Practice
    • UI/UX Community of Practice Designers
    • Zoom vault
    • Grant access to Zoom Meeting Setup spreadsheet
• Add to email address(s) forwarding
  • uiux@hackforla.org
  • uiuxdesign@hackforla.org
• Train how to
  • login to team email accounts
  • setup chrome shortcut for adding profile to desktop
  • use zoom spreadsheet, vault and accounts
  • calendar invite

Notes

Can change anything in the roster. Need to talk to tables team about how to do it using the new system

[MariaElizabeth04]

Onboard Sara Brady 2022-03-30

• Slack channel membership
  • ui-ux
• Add to Google calendar invites
  • [Wednesday 6pm PST - CoP meeting]
  • [DAY - CoP lead meeting]
• Add to team page on Wiki
• Google Drive
  • Change their permission to Manager
• Roster
  • Mark a L for leader
  • Check for Public
• GitHub
  • Add to team write team
    • Change membership to maintainer
  • Add to read vault
    • Change membership to maintainer
• Figma - We don't have one yet
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • UI/UX Community of Practice
    • UI/UX Community of Practice Designers
    • Zoom vault
    • Grant access to Zoom Meeting Setup spreadsheet
• Add to email address(s) forwarding
  • uiux@hackforla.org
  • uiuxdesign@hackforla.org
• Train how to
  • login to team email accounts
  • setup chrome shortcut for adding profile to desktop
  • use zoom spreadsheet, vault and accounts
  • calendar invite

[bradyse]

Onboard Paul Bahle 2022-30-31

• Slack channel membership
  • ui-ux
• Add to Google calendar invites
  • [Wednesday 6pm PST - CoP meeting]
  • [DAY - CoP lead meeting]
• Add to team page on Wiki
• Google Drive
  • Change their permission to Manager
• Roster
  • Mark a L for leader
  • Check for Public
• GitHub
  • Add to team write team
    • Change membership to maintainer
  • Add to read vault
    • Change membership to maintainer
• Figma - We don't have one yet
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • UI/UX Community of Practice
    • UI/UX Community of Practice Designers
    • Zoom vault
    • Grant access to Zoom Meeting Setup spreadsheet
• Add to email address(s) forwarding
  • uiux@hackforla.org
  • uiuxdesign@hackforla.org
• Train how to
  • login to team email accounts
  • setup chrome shortcut for adding profile to desktop
  • use zoom spreadsheet, vault and accounts
  • calendar invite

[Aparna1Gopal]

Onboard Aparna Gopal 2022-03-23 [Onboarded by Bonnie W]

• Slack channel membership
  • ui-ux
• Add to Google calendar invites
  • [Wednesday 6pm PST - CoP meeting]
  • [DAY - CoP lead meeting]
• Add to team page on Wiki
• Google Drive
  • Change their permission to Manager
• Roster
  • Mark a L for leader
  • Check for Public
• GitHub
  • write team
    • Change membership to maintainer
  • read vault
    • Change membership to maintainer
• Figma - We don't have one yet
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • UI/UX Community of Practice
    • UI/UX Community of Practice Designers
    • Zoom vault
    • Grant access to Zoom Meeting Setup spreadsheet
• Add to email address(s) forwarding
  • uiux@hackforla.org
  • uiuxdesign@hackforla.org
• Train how to
  • login to team email accounts
  • setup chrome shortcut for adding profile to desktop
  • use zoom spreadsheet, vault and accounts
  • calendar invite