Drafted by Subhash Gubba, CS8803
Currently it is not very clear which projects are on-going, what state they are in, who is involved in them, and what they encompass. Whatever information exists is distributed across a wiki, Georgia Tech webpage, a PDF advert, and does not seem to be up to date or complete. This can create confusion for incoming students, volunteers, and faculty / staff who may want to get involved with HAAG.
Project teams can create a presentable overview for their work or future intended work. This presentable can be showcased on a webpage or on the wiki, and can also be presented during an Open House Zoom call for prospective students and volunteers. During this call, existing representatives of the project can answer questions which newcomers may have, garnering interest and support for projects. People would then have a better idea what they are signing up for.
The Open House idea can be implemented during the beginning and/or the end of a semester. This can have the effect of recruiting researchers and other roles during registration and helping those who are already enrolled to choose the projects they are most interested in.
It would be important to collect and organize the current workings of project information which is presented to HAAG participants, the public, and prospective participants. This can be done via:
- Interviewing/Surveying Professors, TAs, Researchers, Managers, Staff on their knowledge and experience of HAAG and its projects
- Finding where all presentable project information is currently housed (Wiki, Webpage, Githubs, Papers)
- Gathering meta data on each of the existing resources, such as webpage views, wiki contributors, project stars, forks, activity information on Github
- Gathering satisfaction data to be used as a metric for improvement
- Create a template or series of templates for projects to follow for creating a presentation
- Form of powerpoint or video recording
- Include import information, links to papers and Github repositories
- Create a plan for hosting an Open House
- Zoom Call, with breakout rooms
- Advertise the event in newsletters, forums, etc.
- Include details in the Course adverts and descriptions, webpages
- Outline how project teams will participate and what they must provide in order to have their project showcased
- Designate or ask for representatives
- Prefer faculty, but if unavailable one or two representatives from the team
- Responsible for creating the presentation and answering questions
- Plan for recording and sharing the Open House
- Trial run the procedure with a few projects and public participants or OMSCS community members both inside and outside of HAAG
- Interview/Survey participants about their understanding, excitement, and preparedness
- Compare results before and after the procedure trial run
- There could be a lot of overhead with planning and hosting an event like this, so it would be important minimize that during the process of organizing and executing.
- Additionally it is important that projects have equal representation and fairness in treatment when being showcased, and this should be accounted for as much as possible to avoid creating stress and strain within the HAAG community.
- Coordination is key and ensuring we present the projects in the most professional manner is a must. Misrepresnting the HAAG community, its members, and its work is always possible if we are not on the same page.
Any manager or admin who would take on organizing and executing the Open House event. Other stakeholders who might be interested in the procedure would be HAAG Leadership for approval and oversight purposes. Faculty, researchers, and advisors would only need to understand the presentation and Open House participation portions of the procedure.