Information and data about our different programs, our community, etc are managed via repositories in a GitHub organization, CiviCRM, and documents stored in Google Drive.

OLS community

Individuals

Individuals who participated in an OLS activity are listed in People page. This page is generated from the data stored in the _data/people.yml file that are extracted from CiviCRM.

Add people

Get a CSV file from CiviCRM using the predefined fields for website:
- First name
- Last name
- Email
- Github username
- Twitter username
- Website
- ORCID
- Affiliation
- City
- Country
- Pronouns
- Areas of expertise
- Bio
Prepare computational environment (locally or GitPod) as explained in the README.md file of the GitHub repository
Run the script which extract information from the CSV file, add them to _data/people.yaml, and add extra information about localisation
```
$ python bin/prepare_website_data.py extractpeople \
   -df <path to csv file with people> OR -du <URL to csv file with people>
```
Submit changes by creating a Pull Request

Organizations

OLS is supported by several organizations as funders, as supporters, or as partners.

Add an organization

Open the _data/organizations.yaml file
Create a new entry there (using the name in lowercase, with spaces replaced by -) following an alphabetical order
Fill in information using the tags:
- name (mandatory)
- website
- logo
  
  It can be either an URL to an image or the path to the logo added in images/organizations folder
- description
- country
Submit changes by creating a Pull Request

Add a funding

Make sure the organization is listed in the _data/organizations.yaml file and add it otherwise (see above)
Open the _data/funding.yaml file
Create a new entry there
Fill in information using the tags:
- funder using the organization short name from the _data/organizations.yaml file
- amount of funding
- currency of funding
- duration
- date_award
- purpose
- proposal with link to the proposal
Submit changes by creating a Pull Request

Add a partner or supporter

Make sure the organization is listed in the _data/organizations.yaml file and add it otherwise (see above)
Open the _data/community.yaml file
Add a new entry in partners or supporter
Fill in information using the tags:
- organization using the organization short name from the _data/organizations.yaml file
- details with description of the support or partnership
Submit changes by creating a Pull Request

Website content, outside community and Open Science Training cohorts

Publications

All publications by OLS team are aggregated in a Zotero group, imported weekly into the GitHub repository and then displayed in a dedicated page

Add a publication

Request membership to the Zotero group
Add publication to the group
Wait for weekly update or run the “Update bibliography” GitHub Action

Posts

Create a new blog post

Create a file in the folder _posts with a file named following the pattern yyyy-mm-dd-name.md

Add some metadata on the top of the file

 ---
 layout: post
 title: <title of the post>
 author: <ID of the authors in people.yml file>
 image: images/yyyy-mm-dd-name.jpg
 ---

Add content of the post to the file in Markdown
Add images in images/posts/ directory
Submit changes by creating a Pull Request

Events

We list on the website events either organised by OLS or where we are invited to speak at.

Add a new event

Create a file in the folder _events with a file named following the pattern yyyy-mm-dd-name.md

Add some basic metadata on the top of the file

 ---
 layout: event
 title: <title of the event>
 type: <conference, workshop or training>
 description: |
     <short description of the event (one or two sentences)>
    
 external: <link to event if external>

 date_start: <starting date of event in YYYY-MM-DD format (e.g., 2024-10-26)>
 date_end: <starting date of event in YYYY-MM-DD format (e.g., 2024-10-26). Optional, if event is more than one day>
 time_start: <time start in HH:MM:SS format and UTC timezone. Optional if daylong event>
 duration: <duration in HH:MM:SS format. Optional if daylong event>

 location:
     name: 

 contributions:

 images:
 ---

Fill in more metadata

location:

If online

  ```
  location: 
      name: Online
  ```

If not online

  ```
  location: 
      geo:
          lat: 45.78528236218017
          lon: 4.856445300000001
      name: Online
      city: Lyon
      country: France 
  ```

contributions

If the event is a conference where OLS team and/or the community presented posters and/or talks highlighting OLS:

  contributions:
      posters:
      - 
          presenters: 
          - <id from people.yaml, one per line>
          title: "<title of the poster>"
          poster: <link to poster>
      talks:
      - 
          speakers:
          - <id from people.yaml, one per line>
          title: "<title of the talk>"
          slides: <link to slides>

If the event is a workshop or training organised by the OLS team and/or the community

  contributions:
      facilitators:
      - <id from people.yaml, one per line>
      helpers:
      - <id from people.yaml, one per line>
      instructors:
      - <id from people.yaml, one per line>
      organisers:
      - <id from people.yaml, one per line>
      funding:
      - <id from funding.yaml, one per line>

workshop information

  cost: <free or, e.g. 150 EUR, must be space separated, must include a currency in ISO 4217 format>
  audience: <sentence about the audience>
  contact_email: <contact email>

  registration:
      link: <link for registration> 
      deadline: <date in YYYY-MM-DD format (e.g., 2024-10-26)>

Add content of the event to the file in Markdown (below ---)
Add images in images/events/ directory
Submit changes by creating a Pull Request

Open Science Training cohorts

To organize calls in the different cohorts, we use a shared Spreadsheet containing information about calls: general information like date, time, learning objectives, but also the different activities like talks, group discussions with instructions. This spreadsheet also contains links to full recordings, slides, information about speakers.

We developed scripts for limiting manual work to propagate the information from the spreadsheet but also information about speakers to the OLS website in order to centralize the information there, build the video library. The script also generates templates for the call notes, and add information about participants, projects, and mentors in a cohort.

Prepare infrastructure for a new cohort

Prepare computational environment (locally or GitPod) as explained in the README.md file of the GitHub repository

Run the script which create cohort files:

 $ python bin/prepare_website_data.py createcohort \
     -p <program, e.g. openseeds>
     -c <cohort id>

Add organizers in data
1. Open _data/openseeds/ols-x/metadata.yaml
2. Update organizers
Update the cohort timeline
1. Open _data/openseeds/ols-x/schedule.yaml
2. Update timeline information
Update the cohort schedule as explained below
Add possible mentors and experts as explained below

Add possible mentors and experts with their expertise

Get a CSV file from CiviCRM using the predefined fields for website
Prepare computational environment (locally or GitPod) as explained in the README.md file of the GitHub repository

Run the script which extract information from the CSV file and add them to _data/<program>/metadata.yaml:

 $ python bin/prepare_website_data.py addmentorsexperts \
     -p <program, e.g. openseeds> \
     -c <cohort id> \
     -t <mentors or experts> \
     -df <path to csv file with participants> OR -du <URL to csv file with participants>

Run the script which sort expertise and save information in metadata file:

 $ python bin/prepare_website_data.py sortexpertises \
     -p <program, e.g. openseeds> \
     -c <cohort id>

Submit changes by creating a Pull Request

Prepare planning spreadsheet and connect it to the website

Make a copy of the planning spreadsheet of a previous cohort on Google drive

The spreadsheet should include a sheet rows with weeks, calls, and activities, with the following columns:

Column name	Expected content
`Week`	Week number, e.g. `00`, `01` - mandatory for every row
`Start Date`	mandatory for weeks, calls
`Start Time`	mandatory for calls
`End Date`
`Duration`	mandatory for calls, activities
`Title`	mandatory for calls, activities
`Type`	Type of information in the row: Week, Call (Mentor-Mentee, Mentor, Cohort, Skill-up, Q&A), Activities (Presentation, Breakout, Welcome, Silent reflections, Panel)
`Tag`	Tag for presentations, used for the library (list of tags) - mandatory for a presentation
`Call lead`	Lead of the call - mandatory for a call
`Note link`	Link to the notes - mandatory for a call
`Possible speaker`
`Confirmed speaker`	First name and last name - mandatory for a presentation
`Slides`	Link to slidedecks - only for presentation
`Recording`	Link to recording on YouTube - mandatory for a call
`Learning objectives`	List of learning objectives (answering “at the end, participants will be able to:”) - mandatory for a call
`Before`	Instructions to do before a call - only for call
`Icebreaker`	mandatory for a call
`After`	Instructions to do after a call or an activity
`Instructions`	Instruction for an activity - mandatory for breakout or silent reflections
`People per room`	Number of people in each breakout room - mandatory for breakout

Make the speadsheet readable by anyone with the link
Copy the link
Open bin/<program>/update_schedule.sh script

Add new lines

 echo "OLS-<cohort id>"
 python bin/prepare_website_data.py \
     updateschedule \
     --program '<program>' \
     --cohort '<cohort id>' \
     --schedule_url "<copied link where 'edit?usp=sharing' is replaced by 'export?format=csv&gid=' and then the id of the sheet in the spreadsheet"

Run the script

 $ bash bin/<program>/update_schedule.sh

Submit changes by creating a Pull Request

Update the schedule on GitHub

This is run automatically every week and submitted as a Pull Request. The explanations below are only to run it manually

Prepare computational environment (locally or GitPod) as explained in the README.md file of the GitHub repository
Run the script bin/<program>/update_schedule.sh
```
 $ bash bin/<program>/update_schedule.sh
```
Submit changes by creating a Pull Request

Add information to the public Google calendar

Add calls

Create in the planning spreadsheet a sheet:

Filtering rows in the main sheet to get only the ones where the type is (Cohort|Skill-up|Q&A|Cafeteria) (using =FILTER('Main sheet'!A6:A142, REGEXMATCH('Main sheet'!G6:G142, "(Cohort|Skill-up|Q&A|Cafeteria)")))

Having the columns:

Column name	Expected content
`Week`	`Week` column of main sheet
`Type`	`Type` column of main sheet
`Topic`	`Title` column of main sheet
`Optional`	`(optional)`if Q&A or `(optional for mentors)`
`Subject`	Concatenation to get something like “[`Type` Call] Week `Week` - `Subject` (`Optional`) [Lead: `Lead`]”
`Start Date`	`Start Date` column of main sheet
`Start Time`	`Start Time` column of main sheet or another column with the time at the same timezone than the Google calendar
`End Time`	`End Time` column of main sheet or another column with the time at the same timezone than the Google calendar
`Note link`	`Note link` column of main sheet
`Description`	Concatenation to get 3 lines with link to note, link to time zone and link to schedule on website

Download the sheet as CSV
Add events to Google calendar.

Add weeks

Create in the planning spreadsheet a sheet

Filtering rows in the main sheet to get only the ones where the type is Week (using =FILTER('Main sheet'!A6:A142, REGEXMATCH('Main sheet'!G6:G142, "Weeks")))