# Welcome Hi! Welcome to the CorrelAid docs. Here, we have collected information about how we work internally. All the content is continuously evolving and changing as we grow as an organization. We hope to document the status quo here but sometimes things might change. This work is licensed under a [Creative Commons Attribution 4.0 International License](http://creativecommons.org/licenses/by/4.0/). [![](https://i.creativecommons.org/l/by/4.0/88x31.png)](http://creativecommons.org/licenses/by/4.0/) Read more about the license [here](https://github.com/CorrelAid/docs/blob/master/LICENSE.md). ## Wiki How does CorrelAid *internally* work? Who do I need to talk to if I need xyz? {% content-ref url="/pages/-LyYVwm-KCWTOkGf0n5A" %} [How We work – Hitchhiker's Guide to CorrelAid](/wiki/hitchhikers-guide) {% endcontent-ref %} ## CorrelAidX Manual All about how local chapters work, how you can start your own, what you can do in a local chapter, different possible formats etc. {% content-ref url="/pages/-LvgeeWMAtFsFxzqNont" %} [What is CorrelAidX?](/community/what-is-correlaidx) {% endcontent-ref %} ## Project Manual A manual for coordinators and leads of CorrelAid projects. But might be interesting to everyone else as well! This is still a work-in-progress. {% content-ref url="/pages/-M-oO8SzTGKMf73HjsiM" %} [CorrelAid Data4Good projects](/projects/project-coordinators/data4good-projects) {% endcontent-ref %} If you cannot find the answer to your problem, do not hesitate to contact our [remote office team](mailto:info@correlaid.org) or ask your question in #help on Slack. # How We work – Hitchhiker's Guide to CorrelAid Some thoughts on how we work internally. {% hint style="info" %} **Visit our** [**monthly onboarding call**](https://pretix.eu/correlaid/open-onboarding/) **to learn about how CorrelAid activities look like, how the organization is structured, and how you can get involved.** {% endhint %} Our goal with CorrelAid is to democratize the potential of Data Science. In practice, we achieve this by supporting a network of over many data enthusiasts in Germany, by giving them the opportunity to grow, and by organizing pro-bono data science projects for civil society. But how do we work *internally*? This is an overview of how we organize ourselves at CorrelAid, how we work and which principles we follow. ## Our Code of Conduct and Code of Ethics CorrelAid operates on a [Code of Ethics](https://correlaid.org/en/codeofethics) developed by the community, which guides our project decisions, shared goals, and desired interactions. This is also summarized in our [Code of Conduct](https://correlaid.org/en/codeofconduct). Our goal is to empower data analysts and support collaboration with civil society through responsible and ethical data practices. In addition to respectful and non-discriminatory behavior, we value transparency, pragmatism, and self-determination. ## Our Impact Our goal is to strengthen civil society and foster social engagement. To achieve this, we pursue three core impact goals: 1. Empower non-profit organizations to use data in a critical, reflective, and responsible way to better achieve their missions. 2. Enable effective engagement that creates value for non-profits while fostering self-efficacy, learning, and meaningful contribution among volunteer data scientists. 3. Support and promote the participation of marginalized groups within data science, advancing inclusion, equity, and diverse perspectives. ## Our Organization We are formed as an association ("Verein" in German). In practice, however, the official organs of the association only have a secondary role. Instead, most of the structures we work in are informal, always potentially changing and ad-hoc. ### Structure #### *The Assocation* CorrelAid is legally organized as an association, whose core consists of its members, who come together at the annual general meeting. In addition to the general meeting, the [board](/wiki/board) determines the strategic direction of the association throughout the year. The ethics commission reviews the association’s activities with regard to general ethical values and becomes active upon request. #### *The Remote Office Team* The Remote Office Team consists of several full-time and part-time employees who support volunteer work, and implement various projects in the operational areas of education, data4good projects, and community. You can drop a message to the team via . #### *The Volunteer Community* We organize the volunteer community according to the crowd-crew-core principle: * The **crowd** is made up of all the people who are part of our network and keep up to date with our work via our newsletters or Slack. * Everyone who helps shape our activities is part of our **crew**. In addition to the data4good projects, this could be the data dialogues with civil society, various data literacy courses, participation in the mentoring program and much more. * The **core** consists of the people who take responsibility for preparing and organzing the offers of CorrelAid: such as the board, the team leads, and our ethics committee. ### Communication #### *Slack Workspace* All our online communication takes place in our Slack Workspace. We have a channel for all important topics in which we organize our work. In addition, there are channels for technical questions and a channel for interesting links and projects. Our work takes place almost exclusively in public Slack channels. If you want to join our Slack Workspace, just drop a short email to or visit our [monthly onboarding call](https://pretix.eu/correlaid/open-onboarding/). {% content-ref url="/pages/-LvpqYZtOgbjTs0PwRep" %} [Slack Workspace](/wiki/communication/slack) {% endcontent-ref %} #### *Newsletter* Our volunteer newsletter provides you with all the relevant information about what's currently happening at CorrelAid and what volunteering opportunities are available. You can subscribe to it [here](https://dashboard.mailerlite.com/forms/257414/78748110521631819/share). {% content-ref url="/pages/rQR6aIDPSvXbQFVAS3F3" %} [Newsletter](/wiki/communication/newsletter) {% endcontent-ref %} # Communication channels {% content-ref url="/pages/-LvpqYZtOgbjTs0PwRep" %} [Slack Workspace](/wiki/communication/slack) {% endcontent-ref %} {% content-ref url="/pages/rQR6aIDPSvXbQFVAS3F3" %} [Newsletter](/wiki/communication/newsletter) {% endcontent-ref %} # Slack Workspace Our main communication channel is Slack. Slack is like a collection of group chats but better – including better file sharing and most important: custom emojis and a very good giphy integration for all kinds of shenanigans. :wink: We use Slack for to coordinate the local chapters as well as for the organization of the activities of "central" CorrelAid, e.g. the organization of projects, meetups, etc. For example: * We work on the different CorrelAid topics in the **channels**. Channels are either designated to a certain topic (e.g. #projects for projects, #education for eductation, #fundraising for collaborating on grant proposals) or are focused on local chapters (#lc-bremen, #lc-berlin, #lc-mannheim, ...). If you are interested in a certain topic and/or local chapter, you can join the corresponding channel(s) to see what's already going on. Or even better: **share your ideas**! * If you need help with anything related to CorrelAid or data science or coding, feel free to ask away in the #help-channel. * found a funny Meme or Gif and need to share with someone? Stumbled across a very useful tutorial for something? Post it to #random! * **Have a new idea that doesn't fit in any channel? Need people to join you for something exciting?** Post it in #general! ## FAQ
I want to get access to Slack. How do I get it? If you want to become part of our Slack, drop an email to our . If you are already member of our Slack and would like to see your friend become part of the team, you can also [request an invite](https://slack.com/intl/en-de/help/articles/201330256-Invite-new-members-to-your-workspace#request-an-invitation) from within Slack.
I don't really get this Slack thing... Who can help me? Don't really get Slack yet? It's all weird and clunky? Write an email to our and they'll help you! You can also find a [quick start guide here](https://slack.com/help/articles/360059928654-How-to-use-Slack--your-quick-start-guide).
I want to change my settings... How? Click your profile picture, then "Personal settings". For axample, you can change at what time you want to allow dektop notifications.
# Newsletter ## For Volunteers By subscribing to our **volunteer newsletter** you will not only receive the monthly CorrelNews – packed with info and updates from our Data4Good community – but also the calls for applications for our Data4Good projects and invitations to great CorrelAid events. You can also subscribe to updates from CorrelAidX local groups in your area. You can also find current data science job postings here and share job postings for your company (please write to ). Subscribe ## For Non-Profits In our monthly German **newsletter for non-profit organizations**, we give insights from our work: past Data4Good projects, upcoming events and educational workshops, stories from our community and the newest PR activities. Subscribe # Infrastructure # MailerLite ## Groups and segments MailerLite does not have separate "Audiences" like Mailchimp. All subscribers are part of the same table/database. MailerLite differentiates between groups and segments. Segments are dynamic based on subscriber information, e.g. based on when the subscriber last openend an email. Groups are static, i.e. users have to be added to them, either manually or through a signup form. Learn more [here](https://www.mailerlite.com/video-tutorials/groups-vs-segments). ### Groups Groups are most like our old "Audiences". Hence, they are the primary way how we group subscribers and send emails to specific people. Currently, we have **groups** for the following: * Volunteer Newsletter: the "main" big newsletter. Subscribers are added through the signup form embedded on our website (see "Forms") * one group per (active) CorrelAidX chapter: subscribers are added to this group through the signup form for the volunteer newsletter if they tick the corresponding checkbox for the local chapter. * Nonprofit Newsletter: the newsletter for nonprofits. Subscribers are added through the signup form embedded/linked to on our website (see "Forms") * Mitglieder: Members of CorrelAid e.V. Subscribers are added and managed manually by the Board of CorrelAid e.V. It is important to note, that people can be part of multiple groups. For example, a person might subscribe to the volunteer newsletter and one CorrelAidX chapter. In addition, they're also member of the CorrelAid e.V.. Despite this, **there would only be one entry for this person in the overall subscriber database** (except if they gave a different email in the "become member" form). ### Segments In addition, we also use segments. #### GDPR segments Segments that are based on consent (according to GDPR) given by the subscriber in the signup forms. * Volunteer Analysis: all subscribers of the volunteer newsletter who have consented to their personal data (gender, year of birth, country of residence, city of residence) being used for anonymous statistics. This segment should be exported/used when doing analytics. * Volunteer Contact New Chapters: all subscribers of the volunteer newsletter who have consented to their personal data (city of residence, country of residence) being used when a new chapter opens or is reactivated in their area. * This segment should be subset further and then used whenever we want to reach out to people for starting a new chapter. * Once a new chapter is established in the area and we have created a *group* (see above), we can transfer the affected users to the group. ## Sending a newsletter In general, sending a newsletter (a "campaign" in MailerLite terms) is easy: 1. Go to [Campaigns](https://dashboard.mailerlite.com/campaigns/) and click "Create Campaign" 2. Follow the wizard {% hint style="danger" %} We do not track the subscribers of our newsletter as we do not collect their consent to do so. Hence, tracking is disabled by default via the global settings and this must stay this way. {% endhint %} {% hint style="success" %} You select the audience / people you want to send the newsletter to in step 3 of the wizard. {% endhint %} # Google Workspace ## Request an account fill in this [Google Form](https://docs.google.com/forms/d/e/1FAIpQLScJYiZDTlo0S4N7eeRVyo7GgSHFzdiaKvBt5RJ8C5Fo_22r0g/viewform) to request a Google Workspace account. ## Get started 1. Set up [2-factor authentification](https://myaccount.google.com/u/2/signinoptions/two-step-verification/enroll-welcome?hl=en) if it is a personal account such as . 2. check out which [Google Groups](https://groups.google.com) you're in. This determines which [Google Drive Shared Drives](https://drive.google.com/drive/u/2/shared-drives) / folders you have access to. 3. Read the [Google Drive "Get started".](#get-started-1) 4. Read the [Google Mail "Get started"](#gmail). ## Accounts ### Personal accounts vs. group accounts personal email: group email: * * * * ... ### Gmail With your Google Workspace account, you get a personal email address that you can use for your CorrelAid activities, e.g. reaching out to Nonprofits. ### Get started 1. Log into your Google account 2. Head to . Make sure you're still logged into your CorrelAid account by checking top right. 3. If you need access to group email (e.g. local chapter or another team address), read below. 4. send a test email, e.g. to your personal email address. 5. optional: set up your favorite email client 6. optional: Set up[ labels/folders](https://support.google.com/mail/answer/118708?hl=en\&co=GENIE.Platform%3DDesktop) to stay organized. Check out the keyboard [shortcuts](https://support.google.com/mail/answer/6594?hl=en\&co=GENIE.Platform%3DDesktop) to get more productive in gmail. ### Accessing personal mails You can access your personal emails via one of the following ways: 1. **Gmail browser client**: Just log into your Google workspace account and go to [https://mail.google.com/mail/u/0/](https://mail.google.com/mail/u/0/#inbox) . You might need to switch from your personal gmail account if that's set up as default. 2. All **email clients** such as Thunderbird or Outlook should support Gmail. Googling around - "set up gmail in \[client]" - should give answers. 3. on smartphone: similarly, it should be easy to set up the google mail on your mobile phone. * [Android](https://support.google.com/mail/answer/6078445?hl=en\&co=GENIE.Platform%3DAndroid) * [iPhone](https://www.google.com/url?sa=t\&rct=j\&q=\&esrc=s\&source=web\&cd=\&ved=2ahUKEwjg15iAzdf4AhWWX_EDHY_BD88QFnoECBUQAw\&url=https%3A%2F%2Fsupport.apple.com%2Fen-us%2FHT201320\&usg=AOvVaw08jbPKtMGeroyoQUqIbWDR) ### Delegated Mail Access It is possible to grant other accounts or groups access to a Gmail mailbox through delegation settings. Once configured, delegates can access a mailbox by clicking their account button in the top-right corner of the Gmail interface. Note that new delegation settings may take up to **24 hours** to become active. For detailed instructions on setting up email delegation, visit the [Gmail Help Center](https://support.google.com/mail/answer/138350). ### Local chapter/group emails You get access to the emails of a group such as a local chapter or the podcast team, if you are member of the corresponding `heads` google group. You can check whether you're member of this group by going to . There are two ways you have access to this email/account: 1. access to emails is **delegated** to you because you are part of the `heads` Google group: Delegated access is a tool from Google that is typically used in a boss/assistant scenario, e.g. the assistant needs access to their boss' emails why the boss is on holiday. You can watch this [short video](https://www.youtube.com/watch?v=wVGqJR57Lcc) if you want to understand the background. CorrelAid uses this tool to delegate access to group emails to the respective `heads` Google group. For example, access to `berlin@correlaid.org` is delegated to the Google group `group-lc-berlin-heads`. 2. **access to account credentials** through Keepass file: Unfortunately, delegated access only works in the browser in Gmail directly. If you want to access the emails on your mobile phone or through an email client such as Outlook or Thunderbird, you need the credentials. You get access to the credentials of your group account through a Keepass database file that is shared with the members of the `heads` group. For example, all members of the Google group `group-lc-berlin-heads` have access to the `berlin.kdbx` keepass file which contains the credentials for the Google account . Members can use those credentials to set up email access on their phone or in their favorite email client. ### Accessing LC/group emails #### 1. Gmail browser interface Log into your personal account in the browser and go to . Go to the account dropdown on the top right and click on it. The group account should show up with a little key next to it. Switch to it to access the group account emails. Check [FAQ](/wiki/faq#i-should-have-access-to-a-group-email-eg-konstanzcorrelaidorg-but-i-dont-see-it-when-i-go-to-mailgoo) for troubleshooting. #### **2. Mobile** 1. [Follow the instructions](/wiki/infrastructure/password-management#how-can-i-access-the-password-s) to get the credentials for the group account 2. Sign into [Gmail](https://support.google.com/mail/answer/8494?hl=en) (google around if you are using the built-in mail app) #### 3. Outlook, Thunderbird etc. 1. [Follow the instructions](/wiki/infrastructure/password-management#how-can-i-access-the-password-s) to get the credentials for the group account 2. Set up your favorite email client (Googling around - "set up gmail in \[client]" - should give answers). ### Tips to work together on emails 1. Use labels to assign conversations to each other: you can use [Gmail labels](https://www.dragapp.com/blog/gmail-labels-everything/) to "assign" conversations to each other. This way, the other person/people know(s) that you're on this and that they don't have to take it on. ## FAQ ### Google Groups/Users #### What is a Google Group? > Groups such as project teams, departments, or classmates can communicate and collaborate using Google Groups. If you want to invite a group to an event, or share documents with a group, you can send a single email to everyone in the group. ([Source](https://support.google.com/a/users/answer/9304805?hl=en)) #### How do we use Google groups? We use Google groups to arrange our volunteers into different groups, according to their interest and level of involvement and responsibility in CorrelAid. For example, each local chapter has two groups: * `lc-konstanz`: all people involved in the local chapter. They get access to the CorrelAidX shared drive where they can work on documents. * `lc-konstanz-heads`: the heads of the local chapter. They can manage members of the `lc-konstanz` group, and get access to the email address/account. #### Which groups am I in? You can see your group membership(s) at . Each group has a description which describes what members of this group can do/what they get access to. #### Where can I see all groups? You can find an overview of all groups at . Each group has a description which describes what members of this group can do/what they get access to. ### User Management/Admin If you are manager of a Google Group, you can add/remove members by going to and then clicking on the group you want to manage. In the sidebar on the left hand side, you'll find "People". There you can add/remove members. ## Google Drive {% hint style="info" %} Tip: Download [Drive for Desktop](https://www.google.com/drive/download/) (MacOS / Windows) to also access your files via your file explorer. {% endhint %} ### Get started 1. Go to and make sure you are logged into your CorrelAid Google Workspace account. 2. This will redirect you to your "My Drive". There are three ways to interact with Google Drive which are accessible via the sidebar on the left: 1. :warning:My Drive: your personal Drive. It shows the most recent documents you worked on and gives you the option to create new files. Do not create files here unless they are really just for you - they will not be shared with anyone by default. 2. :white\_check\_mark: Shared Drive: The shared drive system where people have access to files relevant to them. If you create/edit/delete files here, your teammates can directly access them as well. The shared drive system replaces NextCloud (with **exceptions for sensitive project data**, see below). 3. :white\_check\_mark: Priority: a new way of creating your own personal "view" of what is in Shared Drives. You can "pin" documents and sort them into workspaces - which won't affect the way things are organized in Shared Drive. You can use this freely as you like. Just remember: this is just for you. You can make Priority your default Drive landing page by changing it in the settings (:gear: in the top right). 3. Go to Shared Drives and explore. You should have access to the [`00_assets` drive](https://drive.google.com/drive/u/0/folders/0AFVtSXmGUxMCUk9PVA) where you can find template slides, the CorrelAid logo and other useful templates and documents. 4. If you have CorrelAid files/content somewhere else/on your personal laptop: Read the "What (not) to store on Google Drive" subsection below. Then, migrate any files you have on your personal laptop / your personal Google account. For the latter,[ see the FAQ](/wiki/faq#how-do-i-migrate-google-docs-sheet-slides-from-my-personal-account). 5. Setting up a local chapter? There is a suggestion for how to structure your local chapter folder in the `99_example_chapter`. Copy-paste that to your own chapter folder to get going! 6. Check out [this article](https://support.google.com/a/users/answer/9310349?hl=en) to learn more about how you can optimize your personal drive setup / find things faster! :) ### What (not) to store on Google Drive \*\*\*\*:x:**You must not:** * store project data from NPO partners if it is [GDPR relevant](/projects/data-security-and-privacy#personal-data-gdpr) * store any other project data from NPO partners * don't store/write down [special characteristics](https://gdpr-info.eu/art-9-gdpr/) (ethnicity, religion, political beliefs...) of other people (also incl. Google Docs/Google Sheets) -> for those cases, please use NextCloud or a [private CodiMD](broken://pages/-M35O1v5MuK4k8Ym7GcS#setting-permissions). :warning:**Under certain circumstances** * for meetings/information concerning/including external partners: ask them beforehand whether it is OK if you use Google Docs to write meeting minutes/plan things including them. Some organizations/partners might not want information about them on US servers. Respect that and use [NextCloud](/wiki/infrastructure/nextcloud) or a [CodiMD](broken://pages/-M35O1v5MuK4k8Ym7GcS) instead. * avoid storing personal data from CorrelAiders on Google Drive. Names and CorrelAid email addresses should be ok, but for instance, if you need to collect postal addresses, use a [Kobo form ](/wiki/infrastructure/kobo)instead of Google Forms. * you can use Google Drive to transfer/store [non-GDPR relevant](/projects/data-security-and-privacy#types-of-data) data from the partner organization under the condition that the project partner **consented to this in written form.** :white\_check\_mark: You can keep on the Google Drive: * meeting minutes for internal purposes, e.g. discussing the planning of an internal event * additional material such as certificates of attendance or data privacy agreements * use Google Drive to transfer/store Open Data ### Guidelines & Best Practices #### Avoid link sharing when possible * :white\_check\_mark: Copy the link from the browser line and share with your team. They should be able to open the document because they have access to the Shared Drive folder where you put the file. * :x:Avoid sharing the document via the "Share" button, especially changing permissions from Restricted to something more permissive. If you find yourself repeatedly sharing files via the Share functionality with the same people, consider requesting Google Workspace accounts for them instead. * :warning:Of course, sometimes it makes sense to share documents via the "Share" functionality, e.g. with an outside partner (partner organization, guest speaker, ...). In that case, you have to: * Click the "Share" button * Click on "Get Link" * Change "Restricted" to "Anyone with the link" (for outside people) or "CorrelAid e.V." (e.g. for internal memos) #### Use Shared Drives instead of My Drive Files in MyDrive are not shared in the Shared Drive system, so other people won't be able to access them. This hinders collaboration. Hence, make sure to always create new documents from a Shared Drive location/folder. ### Template slides & documents We have added templates and will add more in the future, e.g. the [Slide Master](https://docs.google.com/presentation/d/14oTzIhF78U64SHaRu704SaS2tCVyaFS-dUWD52OrW0w/). How to use a template: #### The "proper way" > Choose an option: > > * From the [Docs](https://docs.google.com), [Sheets](https://sheets.google.com), [Slides](https://slides.google.com), [Forms](https://forms.google.com), or [Sites](https://sites.google.com) home screen, at the top, select one of the featured templates. Click **Template gallery** to see additional templates.\ > **Note:** If you can't find **Template gallery**, go to [Display or hide Template gallery](https://support.google.com/a/users/answer/9308885#displayorhide). > * If you already have a file open in one of the Docs editors, click **File**![and then](https://storage.googleapis.com/support-kms-prod/Th2Tx0uwPMOhsMPn7nRXMUo3vs6J0pto2DTn)**New**![and then](https://storage.googleapis.com/support-kms-prod/Th2Tx0uwPMOhsMPn7nRXMUo3vs6J0pto2DTn)**From template** and select the template you want. > * From [Drive](https://drive.google.com), click **New** and next to **Google Docs**, **Sheets**, **Slides**, **Forms**, or **Sites** point to the Right arrow ![""](https://storage.googleapis.com/support-kms-prod/Y3Ktnkg25mjbIYw5YRXiBevtMUCeHh8xM5uz) and click **From a template**. Source: #### Make a copy Go to the template, click on "File" and then "make a copy". Make sure to store in the Shared Drive. ### Migration See the [Migration pad](https://pad.correlaid.org/s/B11wgILu9#file-migration-1) for questions & answers related to the Migration from Nextcloud / personal Google docs to Google Drive. #### How do I migrate Google Docs/Sheet/Slides from my personal account? {% hint style="warning" %} Only transfer CorrelAid-related files to the Google Workspace. {% endhint %} 1. Go to MyDrive of your personal [Google Drive](https://drive.google.com) 2. Select the files you want to transfer to your CorrelAid Workspace account (you can select multiple files by holding Cmd respectively CTRL). 3. Right-click and download. This will download a zip file. Unzip it. 4. Delete the files from your personal Google account (right click > Move to bin) to avoid confusion with multiple files floating around. 5. Switch to your CorrelAid account on [Google Drive](https://drive.google.com). Click :gear: on the top right, open the Settings and make sure the "Convert Uploads" tickbox is set. This ensures that the downloaded files are automatically converted to Google Docs/Slides/Sheets. 6. Go to the Shared Drive location where you want to dump your files. Right-click > folder upload. Select your unzipped folder in your Downloads folder. 7. After the upload has completed, move the files by right-clicking > "Move to". Alternatively, download [Drive for Desktop](https://www.google.com/drive/download/) to move files more quickly using your file explorer. 8. Update links to files, e.g. pinned in Slack channels. #### How do I migrate a CodiMD pad? {% hint style="info" %} did you know you can also use Markdown in Google Docs now? You can enable Markdown support by going to Tools -> Preferences -> Tick "Automatically detect markdown" {% endhint %} 1. In your CodiMD, click on the "eye" to only show the formatted text. 2. Use CMD (mac) / Ctrl + A to select all the text 3. Copy (ctrl/cmd + c) 4. Create new Google Doc 5. Paste (ctrl/cmd + v) 6. Delete the Pad from CodiMD via the [permission dropdown](broken://pages/-M35O1v5MuK4k8Ym7GcS#setting-permissions) ### FAQ See[ Google Drive FAQ](/wiki/faq#google-drive) in the overall FAQ. ## Google Forms ### Events / Signup and Feedback forms Due to GDPR concerns, please avoid using Google Forms for anything requiring a sign up/personal data. Instead use: * Pretix for events -> Frie or Isabel can give you access * [KoboToolbox](/wiki/infrastructure/kobo) for forms such as feedback surveys or signup for internal events (e.g. a summer party) -> Frie or Isabel can give you access ## Google Calendar {% embed url="" %} Introduction to Google Calendar {% endembed %} ### Personal calendar You have your personal CorrelAid calendar(s) which you can find at [calendar.google.com](https://calendar.google.com). {% hint style="success" %} You can also subscribe to your personal calendars from other accounts (e.g. Outlook, Google, Posteo) so that you already have your other appointments in view when planning your CorrelAid volunteering. A quick Google search should help you out:) {% endhint %} #### Visibility of your calendar / sharing of your personal calendar By default, your personal CorrelAid calendar can be seen by other CorrelAiders as well - **they can't see the details of the event(s), just when you're busy**. You can change this setting in the sharing & permissions settings of your calendar(s). See [this page](https://support.google.com/calendar/answer/37082) for the how-to and other things you can do (e.g share with specific person or group) #### Add CorrelAid calendar to personal Google calendar **Optional**: If you use Google calendar to manage your personal life outside of CorrelAid, you can add the CorrelAid calendar to it - this way you don't have to switch accounts in calendar.google.com. To do this, [share your CorrelAid calendar with your personal Gmail address.](https://support.google.com/calendar/answer/37082?hl=en) Google around whether this is also possible for other calendar solutions (Outlook, Posteo, ...) #### Arrange a meeting You can arrange a meeting with someone else by using the "Meet with" box. #### Displaying calendars from others Example use case: * you want to see the calendar of one of the CorrelAid employees to send them a meeting invite\* You can find and display calendars of individual people by clicking the plus next to “Other calendars”, then “subscribe to new calendar” and then typing the name of the person \*don’t just send people meeting invites out of the blue - that’s rude. Always ask first, e.g. via Slack DM :) ### Group calendar #### Create shared / group calendars Example use cases: * CorrelAidX chapter calendar * global CorrelAid event calendar * Calendar for Mentoring Program You can create a group calendar and share it with individuals or group(s) within the workspace as described [here](https://support.google.com/a/answer/1626902?hl=en). You can find the list of all groups [here](https://groups.google.com/all-groups). You can give different groups different permissions, e.g. the `lc-heads` group editing rights and the `lc` group reading rights. You can also [share the calendar with the public](https://support.google.com/calendar/answer/37083). #### Displaying group calendars Example use case: * you want to display a group calendar, e.g. the calendar of your local chapter 1. Ask one of the group admins (e.g. the local chapter head) to send you the calendar ID, as described [here](https://support.google.com/a/answer/1626902?hl=en). 2. Then click the :heavy\_plus\_sign:next to "Other calendars" and click on "Subscribe to new calendar". Enter the calendar ID and hit Enter. The calendar should now appear in your "other calendars" section. #### CorrelAid Events Calendar Different teams might have different calendars to organize themselves (e.g. the remote office has a team calendar). For the whole of CorrelAid, there exists an **events calendar** which provides an overview over events organized by the remote office, the association, local chapters, participation of CorrelAid at external events etc. To add the calendar to your CorrelAid Google account: 1. make sure you're logged into [calendar.google.com](https://calendar.google.com) with your CorrelAid account 2. Click on [this link](https://calendar.google.com/calendar/u/0?cid=Y18zbWcxbWZwYTEwY2cxYTAzb2drcmc2djFuNEBncm91cC5jYWxlbmRhci5nb29nbGUuY29t). This should open a pop-up in your browser. Everyone can add events to the calendar. Please **use this responsibly** and make sure not to add personal events to it. Use a very distinctive color for the calendar (e.g. black, brown) to make sure that this doesn't happen. ## Google Meet See page on [Video conferences](/wiki/infrastructure/zoom#google-meet). ## Admin ### Set up a new chapter/team with email address use case: new chapter or new team that might need: * a shared email account (collaborative inbox) * a digital workspace, i.e. a shared drive in Google Drive * ... #### Create the Google user First we have to create the google user. 1. Go to the [user management console](https://admin.google.com/ac/users?hl=en_GB) 2. Create a new user. The first name should be "CorrelAid(X)", the last name indicative of the group's purpose, e.g. "Community Team" or the city name if it's a CorrelAidX account. 3. Take note of the password but don't send it via plain text / Slack to anyone. Optional: Then we create the corresponding groups. This is necessary if we want a group of people to be able to access the emails or give them a shared drive #### Create google groups explanation. for team accounts there are: * group-\[teamname]. members of the team/chapter. They typically get access to the shared drive, but not to group email. * **optional** for larger groups or local chapters: `group-[teamname]-heads`. this group will only contain the leading people of the team/chapter who'll get access to the mails etc. 1. go to the [group management console](https://admin.google.com/ac/groups) 2. create the group for the team/chapter. all but a few groups start with `group` prefix. Check existing groups for the naming conventions. The description should clearly state what access rights are associated with the group. For example: "Podcast. Gives access to shared drive(s)/folders: 04\_podcast, 05\_pr." or for a `heads` group: "Heads of Podcast Team. Access to Google Workspace User (via password database file in 08\_vaults).access to password to Soundcloud, managers of Google Group group-podcast" 3. add members to the group(s). #### Create vault The password from step 1 can be shared with the team or its heads. You can do so with a keepass vault. Check out the documentation [over on the page](/wiki/infrastructure/password-management#how-do-i-add-a-new-vault). **Specific instructions**: * for step 2: give the file a short name. see the files in [this drive](https://drive.google.com/drive/u/0/folders/0ANhoFvEJVqDYUk9PVA) for inspiration * for step 3: in Bitwarden, there is a secret note "keepass" which contains instructions how to generate a password. * for step 4: [upload to this drive](https://drive.google.com/drive/u/0/folders/0ANhoFvEJVqDYUk9PVA) and **share the file** (not the drive!) with the `heads` group you created earlier (right-click -> share). if you didn't create a heads group, then with the normal group. #### Delegate email access Finally, you need to give the "heads" (or everyone if a small group) access to the emails. They can either use the credentials from the vault or use the delegated access in the browser (read [here](#accessing-lc-group-emails) for more information and instructions for users). To delegate email access: * log in to the group account (e.g. ) with the credentials in the vault * go to gmail.com and then to settings -> all settings -> accounts * under "Grant access to your account:" click on "add another account". an old-school looking window with yellow background will open. there you have to enter the groupname + @correlaid.org, .e.g `group-lc-cologne-heads@correlaid.org.` then click on invite. * send the people the [instructions](#accessing-lc-group-emails) on how to access the mail. #### Optional: Set up shared drive if they also need a shared drive, you can create a new one for them. 1. go to 2. click the big "new" button 3. name the drive. then share it with the `group-office` and the group(s) you created earlier. give them the content manager role. 4. done. :) # Password management {% hint style="info" %} Ideally, we would have a hosted password manager such as bitwarden or 1password for all of our active volunteers. Sadly, that's too expensive so we work with a file-based solution. {% endhint %} ## KeePass vaults If you are (co-)head of a local chapters and/or another team within CorrelAid (such as podcast, mentoring, ethics committee), you will get access to a **password-protected** [**KeePass**](https://keepass.info/) **database file** (.`kdbx`). This file is shared with **only you and your collaborators** via Google Drive. It will contain the login credentials for your shared Google account, e.g. or as well as other relevant credentials. What is KeePass? > KeePass is a free open source password manager, which helps you to manage your passwords in a secure way. You can store all your passwords in one database, which is locked with a master key. So you only have to remember one single master key to unlock the whole database. Database files are encrypted using the best and most secure encryption algorithms currently known (AES-256, ChaCha20 and Twofish). (Source: ) ### How can I access the password(s)? 1. You get the master password for the database file from either Isabel (local chapters) or Frie (other teams) via a secure channel. Please store this password safely, e.g. in your personal password manager ([bitwarden](https://bitwarden.com/) is free!). 2. Download one of the KeePass [clients](https://keepass.info/download.html) 3. Download the database file - you can find it in the Shared Drive `08_vaults`. 4. Open the file in your KeePass client. It will ask you for the master password. Once you have unlocked the database, you will be able to access the password(s) stored in there. ### How do I add a new password/change a password? Prerequesites: KeePass client (see above), master password (see above) Optional but recommended: Sync Google Drive ([Windows, Mac](https://www.google.com/drive/download/), [Linux](https://itsfoss.com/use-google-drive-linux/)) to your personal laptop so that you have access to your Google Drive files via your file explorer. 1. Download the database file - you can find it in the Shared Drive `08_vaults`. Or find it in the synced folder if you have synced the Google Drive to your machine. 2. Open the file in your KeePass client. It will ask you for the master password. Once you have unlocked the database, you will be able to access the password(s) stored in there. 3. Edit the entry you want to edit or add a new entry. Lock the database/save it (depending on client). 4. Upload the database file back to Google Drive or let sync do this for you. {% hint style="warning" %} While you are editing the file, other collaborators from your team must not edit the file at the same time. Given that teams typically don't handle many passwords, this should rarely be a problem. :) {% endhint %} ## Admin ### How do I add a new vault? 1. make sure you have a [keepass client](https://keepass.info/download.html) downloaded (Recommended MacPass for MacOS) 2. create a new vault and create the items inside it. how you do that depends on your client. 3. secure the vault with a password, ideally a [passphrase](https://www.useapassphrase.com/) 4. share the vault file with your teammates, e.g. in your Google Drive Workspace. This is ok - the vault can only be decrypted with the password. 5. transmit the passphrase via a secure, encrypted communication channel (not Slack or telegram). For example, signal, whatsapp or via voice. # Video conferences ## Google Meet Through Google for Nonprofits, CorrelAid has access to premium Google Meet features. Those include up to 100 participants, breakout rooms, whiteboards, and many more. [See here](https://www.google.com/nonprofits/workspace/compare/) for an overview. If you need to record a meeting (e.g. a meetup), you need to use Zoom instead. If you have a [Google Workspace](/wiki/infrastructure/google-workspace) account, you can create Meets by going to . Alternatively, you can directly add Google Meets to calendar events you create in your personal [CorrelAid calendar](/wiki/infrastructure/google-workspace#personal-calendar). ## Zoom CorrelAid has Zoom pro licenses. If you want to have a link for an event, please contact our [community management](mailto:community@correlaid.org). ### Recording a Zoom event Sometimes, you might want to record a Zoom event. Here are our recommendations to keep the identities of the participants out of the recording: * the speaker should share their screen * host: switch to speaker view (**not** gallery) * host: use the **spotlight** feature to spotlight the speaker and the moderator (typically the host functions as the moderator) * with this setup... * participants can ask questions without appearing in the recording * the host can have the chat open overlaying the zoom recording -> this is independent of the recording feature ### Creating a Zoom event 1\) Schedule the meeting
2\) Edit information: Date and time, further options (e.g. waiting room), etc.
3\) Copy Meeting Information
### Hosting a Zoom event If you host a Zoom event for CorrelAid, you can use this background:
If you specifically host a CorrelLAB event, you can use one of these backgrounds (pink: "Daten verstehen", blue: "Daten nutzen", violet: General):
To be recognized as the host of a meeting by Zoom, you need a Host Key. You should have gotten it by the team or find it linked in important documents provided by the team (e.g. Slack Canvas of the CorrelLAB Tutoring Channel). Right-click on your name in the participant list → click on the “Claim host” button at the bottom of the “Join” window and enter the host key. You then can make somebody the co-host by clicking their name in the participant list and selecting this option. If you are the host of a session, you have additional functions. Find all of them [official Zoom documentation](https://support.zoom.com/hc/de/article?id=zm_kb\&sysparm_article=KB0065177). The host functions are displayed at the bottom of the screen, when you are not currently sharing your screen.
* **Participants**: Opens the window for managing participants, where you can add them to or remove them from the meeting or mute everybody. * **More**: * **Survey**: Allows you to create, edit, and launch surveys inside of Zoom. * **Breakout rooms**: Starts breakout rooms. If you check “Automatically close breakout sessions.” you can determine how long the breakout sessions will go and the participants will see a timer showing how long they are allowed to stay in the breakout rooms. Alternatively you can close the breakout sessions manually, which will show them a 60 second timer per default before closing the session. If needed, you can broadcast messages to all breakout rooms. ![](/files/oRYMWG0NAlGykPHBvv98) * **Host tools**: Here you can (dis-)activate a waiting room or allow participants to share their screen. * **Waiting room**: To prevent participants from stumbling into the Zoom room before the start, you can activate the waiting room in the host tools below and only let everyone in when the live session begins. You will also receive a notification as soon as someone tries to enter the room. ![](/files/jQP3MbHPqWTd2ZUs845P) # Kobotoolbox for Forms * We host our own instance of [kobotoolbox](https://www.kobotoolbox.org) at [kobo.correlaid.org](https://kobo.correlaid.org). * To request an account, join the slack channel #infrastructure-kobo-toolbox and ask there * The above-mentioned slack channel also serves as a communication channel for announcing maintenance periods and for asking general questions about the service ## User management Users are managed by \_super admins \_in the administrative backend which is available at [kobo.correlaid.org/admin](https://kobo.correlaid.org/admin). Here, admins can create and delete users and manage other settings of the Kobo instance (but most of which should be just left alone). **Important**: this is not where you give access to individual surveys etc. This is done in the User Interface at [kobo.correlaid.org](https://kobo.correlaid.org). ### Adding a User Go to . 1. **Add user** Click on "Add" next to "Users" and you can set a user name and password for the new user. Important: **User names should follow the {firstname}\_{first letter of surname} format**. Using dots (".") in user names definetly causes some weird problems, so this should be avoided at all cost. The password should obviously follow good password principles. ![](/files/-MUrHgCZJ2x6mzKxw9Ai) Once you click on "Save", you'll be redirected to the settings page for this user. Leave the default settings and click "Save" again. 2. **Associate Email address to user** Since an update to a newer version, we have to associate an email address to the user, otherwise the login will not work. To do that: 1. go to **Email addresses**: 2. top right, click add email address. 3. next to "User" there is a :mag:. Click on it. 4. A pop up will appear where you can select the target user by clicking on their name 5. the pop up should close. The displayed number is the numeric ID for the user you selected. 6. enter the email address and check both tick boxes (Verified and Primary)
3. **Share the password with the user** Adding the email **will not send out** an automated invitation. To share the password with the new user, you can use a [Yopass link ](https://yopass.se/)(make sure to change the expiration date to one week). ## CorrelAid collection ### Subscribe to the collection We have created the **public CorrelAid collection** which you can see when going to and selecting "Public collections" in the bar on the left. The collection provides template surveys and question blocks for questions that we ask. In order to use the questions and template surveys in this collection, you need to "subscribe" to it. Unfortunately, there is a [bug](https://github.com/kobotoolbox/kpi/issues/2813) in the frontend of Kobo - the "Subscribe" button does not work. However, there is a workaround: 1. Open . 2. In the dropdown at the bottom, select "CorrelAid" if it is not already selected. 3. Click "POST" 4. If you go back to , the CorrelAid collection should now be in your personal library and you can use the questions and/or the template surveys. ![](/files/-MUrKUrVH_qp_Kr4eUrz) ### Use the template surveys When creating a new project, you can use the template surveys by selecting "Use a template" in the "Create project" dialogue. This will copy the template survey into your project. ![](/files/-MUrLTwagAvICyBdq3lg) ## API Kobo has an API you can use. ### Documentation You can find the documentation here: * version 2: -> current version of the API - covers getting data, uploading forms etc. * version 1: [https://kc.correlaid.org/api/v1/ ](https://kc.kobotoolbox.org/api/v1/)(should only rarely be used) -> upload data to existing forms ### Getting your token You can find your token in your user settings: #### # Gitbook for documentation [Gitbook](https://www.gitbook.com/) is originally a tool for developers to build documentation. We use it to write and and maintain documentation that is mostly static, i.e. does not change often, and does not need to be edited by many people. One example of a Gitbook is this page, our docs. It can be either edited through the Gitbook editor (accessible only to people invited to our Gitbook team) or by using [GitHub](https://github.com/CorrelAid/docs) where the files are stored. ## FAQ ### I want to contribute a small section or propose a small change to the docs. Please make a pull request to the [GitHub repository](https://github.com/CorrelAid/docs). ### I want to write a longer section. Please ask in #infrastructure for the signup link. Then you'll be able to join our Gitbook space and add your content using the Gitbook editor. ### I heard that the CorrelAidX Berlin chapter maintains their meeting minutes and projects on Gitbook. How can I read them? Please ask in #lc-berlin for the link that'll give you read or write access to the Berlin Gitbook team. # NextCloud ## NextCloud / Storage Share * Starting April 2023, we have a so called Storage Share at Hetzner. This is the NextCloud offering of Hetzner. * The instance is on * Ask for support in the Slack channel #infrastructure-nextcloud ### Groups NextCloud has groups like Google Workspace. We aim to mirror the structure of the [Google Groups](/wiki/infrastructure/google-workspace#google-groups-users) in Google Workspace on NextCloud. They are called the same, except for the `group` prefix: so, `group-ethics-committee` is `ethics-committee` on NextCloud. While we have separate groups for the heads of each group in Google Workspace, we don't have this on NextCloud as there are far fewer groups and people active on there. Instead, people who are `heads` on Google Workspace will be [group admins](https://docs.nextcloud.com/server/latest/admin_manual/configuration_user/user_configuration.html#granting-administrator-privileges-to-a-user) of their NextCloud groups. > Group administrators have the rights to create, edit and delete users in their assigned groups. Group administrators cannot access system settings, or add or modify users in the groups that they are not **Group Administrators** for. ### Manage people to the group you're admin of 1. Go to 2. Using the left sidebar, navigate to ## Admin # Azure & DNS management # CorrelBase (Metabase) * We host a metabase instance at * We use this instance for creating monitoring dashboards for infrastructure and for internal and external reporting on various metrics related to CorrelAids work * Should you need access to any dashboards or would like to use Metabase in a project, ask in the slack channel #infrastructure-correlbase * This channel also serves as a communication channel to announce maintenance for this service and to ask general questions # GitHub and GitLab ## GitHub We use GitHub for version control of most of our projects, both internal and with non-profit organizations. You can find our organization [here](https://www.github.com/CorrelAid). There are different levels of permissions: 1. Members of the CorrelAid Core Team are **members** of the GitHub organization. Through the GitHub Team *coreteam* , they have access to a lot of repositories (except of project repositories). 2. Some of the members of the organization are also **owners** of the GitHub organization. That means that they can delete and manage repositories, invite new members etc. (see [GitHub help](https://help.github.com/en/articles/repository-permission-levels-for-an-organization)) 3. Everyone else - project team members, "temporary" core team members, external collaborators are added as **collaborators** with read/write access to the relevant repositories they need access to. They are **not** added to the GitHub organization. From the GitHub help: > Outside collaborators: Repository collaborators can include organization members or outside collaborators. An outside collaborator is a person who has access to one or more organization repositories but is not explicitly a member of the organization, such as a consultant or temporary employee. () ### GitHub Actions CI/CD (Continuous Integration / Continuous Delivery) is an important cornerstone of today's software development best practices. This is why, in general, we encourage CorrelAid teams to use GitHub Actions, e.g. for testing pipelines etc. #### Public Repositories GitHub Actions is free for public repositories. :tada: We need to add your repositories to the list of repos for which GitHub Actions is available. To request this, please contact Frie (@frie) on Slack. #### Private Repositories In principle, CorrelAid supports best practices such as CI/CD and automated testing using GitHub Actions. However, [pricing](https://docs.github.com/en/billing/managing-billing-for-github-actions/about-billing-for-github-actions) can be tricky with cloud resources like GitHub Actions. As a NPO, we have limited financial resources, so we encourage you to think about the following points. * make **repositories public** whenever possible: GitHub Actions is **free for public repositories** because GitHub is committed to supporting open source. Hence, the easiest solution is to make your repo open-source whenever it's possible. There is no shame in developing code in public, your code doesn't need to be perfect during development! Examples: * API wrapper packages (e.g. [pocketapi](https://github.com/correlaid/pocketapi)) * internal tooling without sensitive data (e.g. [correltools](https://github.com/correlaid/correltools)) * do you really need GitHub Actions or is it a nice add-on? Maybe your repo is more of a fun analysis than something that needs to be stable for the long-term. In this case, maybe you don't really *need* automated testing?! * if your repository needs to stay private and you really do need GitHub Actions, consider: * because MacOS and Windows are much [more expensive than Ubuntu](https://docs.github.com/en/billing/managing-billing-for-github-actions/about-billing-for-github-actions#minute-multipliers), please avoid running pipelines on those platforms, especially on MacOS (1 min MacOS = 10 minutes on Ubuntu) * how often do you need to run the GitHub Action? Does it have to be run on open PRs with every commit triggering a new run? Suggestion: * have a `main` branch where you run on every commit. you never commit on `main` directly, except for hot fixes * have a `dev` branch. this is the branch you open your PR against. You run your tests on every commit on the `dev` branch. * you work on feature branches that branch off `dev`. You **don't run** GitHub Actions on the Pull Requests. Instead, you test locally and merge to `dev` to see whether the tests pass for all platforms. * You could also investigate running your feature branch / PR tests on Ubuntu only, with MacOS and Windows only run on `dev.` Once you have considered and thought through all those points, please write a message to Frie (@frie) on Slack, explaining the reasoning for a) why your repo needs to be private, b) why you need GitHub Actions and c) your branch and usage concept. If you're unsure about any of the points, Frie can discuss them with you. Once we have come to an agreement, Frie can add your repo to the list of repositories for which GitHub Actions is available and you can start using it. ## GitLab We also have a GitLab organization: . However, we currently do not use it for much. If you want to work with GitLab in your project for any reason, we can also host the project repository there. No problem. :slight\_smile: ## FAQ See our general FAQ for answers. # Directus (Content Management System) ## CorrelAid CMS Documentation The CorrelAid Content Management System (CMS) is a tool built with Directus that serves content to the CorrelAid website. All the content on the CorrelAid website, including blog posts, events, and projects, originates from the CMS. This documentation provides an overview of how to use the CMS and explains the process of managing and publishing content on the website. ### Accessing the CMS To access the CorrelAid CMS, visit [cms.correlaid.org](https://cms.correlaid.org) in your web browser. If you need an account to contribute to correlaid.org, please reach out to the `infrastructure-website-directus` channel on the CorrelAid Slack. ### Important Info **Do not upload sensitive files to Directus!** ### General Contribution Process To manage and publish content on the CorrelAid website, follow these general steps: 1. **Login**: Visit [cms.correlaid.org](https://cms.correlaid.org) and log in using your account credentials. 2. **Navigate to the desired collection**: Use the navigation menu sidebar on the left, select "Content" and then select the collection where you want to manage content, such as "Posts" or "Events." 3. **Create a new entry**: Click on the "New Entry" button on the top right to create a new content entry within the selected collection. Fill in the required fields and provide relevant information. 4. **Publish an entry**: When you're ready to make an entry live on the website, ensure that the entry is set to `published` if this field exists. 5. **Save and review changes**: After making edits or creating a new entry, remember to save your changes with the purple save button on the top right. 6. **Preview your changes**: See the Previewing changes section below. The CorrelAid website ([correlaid.org](https://correlaid.org)) is automatically updated at 1 am, using all content from Directus that is set to `published` (if this field exists). ### Previewing changes The preview site is available at [preview.correlaid.org](https://preview.correlaid.org) and is protected by HTTP Basic Auth. Credentials are stored in Bitwarden. A few things to know about the preview environment: * It fetches content **live** from Directus on a 15-second interval, so any change you save in the CMS shows up on the preview site within \~15 seconds without a rebuild. Entries with status `preview` are included in addition to `published` ones. * It runs in **dev mode**, which makes the site noticeably slower than production — the server is small and pages are rendered on demand. This is expected. * Because content is fetched live, you can also preview edits to pages authored in MDX (see below) directly from [cms.correlaid.org/admin/content/pages](https://cms.correlaid.org/admin/content/pages). ### Editing MDX content Pages are stored as [mdx](https://mdxjs.com/) Markdown with embedded JSX components. There is a learning curve compared to a WYSIWYG editor, but you see everything at a glance and it is easier for developers to work with. To make MDX easier to author inside Directus, we use a CorrelAid-developed extension: [`directus-extension-mdx-editor`](https://github.com/CorrelAid/directus-extension-mdx-editor). The editor replaces the plain textarea on MDX fields with a CodeMirror-based editor and gives you syntax highlighting, autocomplete and other things. If you see an orange squiggle under a component name, it usually means you mistyped the component or that the component does not exist — check the autocomplete suggestions. If you see a red squiggle, the MDX won't render at all on the website; fix the syntax before saving. ### Removing empty translations Some content allows for translations, but recognizes that not all languages (currently English and German) might be provided. In such cases the website has logic built into it that will use the language with existing content independent of what the user has currently selected. For instance, the German version of the website will show blog posts that are only available in English. This behavior is currently used for blog posts and jobs. In Directus, it can unfortunately happen that a translation ends up existing without any content — so the system thinks there is, for example, a German version of a blog post, but it is actually empty. This can happen when content is added to a particular language/translation by accident and removed again afterwards. Ideally these empty translations are removed manually. The steps below use posts as an example, but it works similarly in other collections. 1. Identify the ID of the blog post with the empty translation. This should be in the Posts collection table. If it is not visible there, it can be added as a column with the `+` sign in the upper right corner. 2. Right-click in the menu on the left that lists the collections. From the context menu choose **Show Hidden Collections**. Make sure you right-click in the menu but not on a particular collection — otherwise a different context menu (containing "Edit Collection") will show up. 3. Choose the collection **Posts Translations**. 4. Find the translation that has as `Posts ID` the ID identified in step 1. 5. Select that row and hit the delete button in the top right. 6. Right-click in the menu on the left and choose **Hide Hidden Collections** again. ### FAQ #### What different website links are there? * **Live version**: * **Preview version**: (HTTP Basic Auth; credentials in Bitwarden). Fetches Directus content live and runs in dev mode, so it is slower than production. * **Pull request previews** for pull requests in the GitHub repository: those have the form `https://[random string].preview.correlaid.org`. #### My MDX content doesn't render correctly on the website Check the editor for red or orange squiggles — those indicate MDX syntax errors or unknown components. Open the page on [preview.correlaid.org](https://preview.correlaid.org) to see the rendered result without waiting for the next nightly build. # Pretix We use Pretix for the management of course registrations and payments. ### Create a Pretix Event To create an event in Pretix, you can either create one from scratch or duplicate an existing one: {% columns %} {% column %}
{% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} ### Add a Calendar-Entry to a Pretix Event To add a calendar entry to an event, select the event, go to E-Mail setting and the tab calendar invitations:
### Customize Pretix Mails and Add Zoom Links To customize mails and add Zoom links, select the event, go to E-Mail settings and the tab E-Mail content:
Please double check with the tab "Digital Contents" / "Digitale Inhalte":
### Automated Reminder Mails to registered Participants In the respective event in the menu bar on the left:\ “Send emails” → “Scheduled emails” → “Create new rule” When you scroll down, the last item is “Time.” There, you can set, for example, that an email reminder is always sent one day before the event begins.
### Certificates of Attendance Certificates of attendance can be created for each course. The item can be found at the bottom left of the menu. If no button is visible there yet, you will need to activate the participation certificates under Settings -> Extensions.
{% columns %} {% column width="33.33333333333333%" %}
{% endcolumn %} {% column width="66.66666666666667%" %} If you click on “Print certificates of attendance”, the template that is selected as the default will be used and the certificates for all participants will be created in a pdf file. There is also the option of creating one for individual participants if you call up the participant's mask (there is a corresponding button there). To create a layout for a certificate of attendance, you upload the pdf as a background (RLernen [here](https://drive.google.com/drive/folders/1_yBtA5t_JRsAKimdnny48Uot0ZZMuG3c), Data Literacy [here](https://drive.google.com/drive/folders/1235Uck0VAc7eFu0b6se0-hmKjinO4rn7)) and then insert blocks for the name and the course date. Ensure that you create personalised tickets for the event (under Products -> Personalisation) so that you can use the participant's name for the certificates. {% endcolumn %} {% endcolumns %} You can configure the plugin so that participants can download their certificate after the event on the ticket page. The setting is under Einstellungen -> Teilnahmebescheinigungen.
### Cancel an Event on Pretix Events that are created as independent events, can be cancelled via settings and "Cancel or Delete Event": {% columns %} {% column %}
{% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} For event series, individual dates can be deleted (trash can icon on the right), but not “cancelled.” Notifications and refunds must then be made manually for each individual order. ### Sending automated emails to people who did not attend the event (no-shows) Automated emails can be set up in each event in the menu on the left under “Send emails” → “Scheduled emails” → “Create new rule.”
It is important to link the mailing to the check-in status (“unchecked-in participants”) and then to keep the check-in list in Pretix at the event itself:
# Moodle There are different roles in Moodle. If you are not part of the education team, you should have a role as a "participant" or "guest" which allows to view pages in Moodle. The education team should have the role of "manager" or "trainer" and can edit pages in Moodle. ## Using Moodle Our courses have a hierarchical structure: ### 1. Sections Most courses have two sections: “General Information” and “Module Overview,” which are visible to participants. ### 2. Subsections Withing the "Module Overview", one sub section per module can be found. Each Module has * A banner as a decorative element * The lesson containing the slides with course content, quizzes and homework. Clicking on this will lead you to all relevant contents of the module. * Files containing all slides with course content for download purposes, homework or other material. * Feedback allows to give feedback - this is an option for course participants, if you have feedback as a tutor, you should directly text the education team. ## Editing Moodle In order to edit pages in Moodle, the “Edit” button at the top right must be activated. ![](/files/wpaEveGkZGnv4NT7IIkL) ### 1. Sections Add sections by scrolling all the way down and pressing "+". Sections, like almost all other elements in Moodle, can be set to “hidden” (three vertical dots → "Hide"). ![](/files/BPilyqfvTjMs1rk0d2sP) ### 2. Subsections Add subsections by clicking on the "+" inside the section. Once you have created a subsection, you can click on the three dots at the top → “Edit settings” and add an image (e.g., a module banner) or a text description there. ![](/files/xubOzDYqRZQSzuw6U35a) Under “+ Create activity or resource,” you can then create individual resources—Moodle has a wide range to choose from:\ ![](/files/6w4ejgA1A8uRL0CIUmCT)\ For our purposes, the following three have been particularly relevant so far: * Lesson: This contains the Canva slides with course content, quizzes and homework. * File: This is how all PDF and PPTX files are integrated, as well as CSV/Excel exercise data sets. When you create a file, check the boxes for “Show description” and, in the Display section, for ‘Size’ and “Type”. * Feedback ### 3. Lessons As soon as you create a lesson → “Save and display,” this window appears: ![](/files/w3OaoEixSwPjzbPYDepX) So far, modules are built with content pages. Add a chapter with “Insert content page” or change it with “Edit content page”. Then, the content page can be filled. ![](/files/wIOI26K3TYGN8lsISnNm) #### a) Navigation The options “Content 1” and “Content 2” under “Page content” refer to navigation between the various content pages of the module – i.e., how participants can switch from one content page to another. So far, we have structured the content linearly – which is why only “Previous page” and “Next page” are specified for the ‘jumps’ and named “Previous chapter” and “Next chapter” accordingly. These “jumps” then appear as buttons below the content on the individual content pages of the lesson for the participants. ![](/files/W2p00pdZUfihFD9lzL1e)![](/files/VLFUGQJW7uv09llYk0Nm) #### b) Page content The content of each content page is a chapter of the module or a quiz/homework assignment/video in the module. Accordingly, a module/lesson consists of many content pages. **Slides** If you want to embed slides (chapter/block of a module or homework assignment) and these slides are stored in Canva, you need HTML code with a link to a Canva slide set. This HTML code with the tag + link can be generated and copied for a Canva slide set (“Share” → ‘Embed’ → “HTML code for embedding”). ![](/files/pTRiY6Mo0J42OjP0xjP7) To insert the HTML code on a content page, click on “View” → “Source code” in the page content and then copy it into the pop-up window (you may be familiar with this from LimeSurvey, where you can adjust the formatting of content/questions directly via HTML). ![](/files/XxHNqsVr6jThBG4LRsEW) **Quizzes** The quizzes are created in Moodle as H5P content (= HTML5 Package; framework for interactive content). To add a quiz, go to the “Edit content page” and select the “Insert H5P content” option → “Browse repositories.” This will take you to the file selection in the content repository, where you will find all the quizzes that have already been created (in the bar at the top, you can navigate between the quizzes of different courses in the content repository). Select one of these and insert it. ![](/files/RwX5h5kNXDlMnOapS4Mx)![](/files/YfCKcq8UF2m8LqUBI1Ch) To create a new quiz yourself, you can either click on the gear icon next to the file selection in the content storage or click on “More” → “Content storage” in the top bar on the home page or course page. There are many quiz types to choose from. “Questionset” allows multiple quiz types and questions in one quiz and “Drag the Words” can be used to leave out words. Name quizzes clearly and add backgrounds. Once you have created and saved a content page, you can add further content pages under “Actions.” There you will also find an overview of the jumps from each content page, and you can edit each content page individually (pencil icon) and change the order (arrow icon). ### 4. Test To test if everything is displayed the right way, you can switch your role to “participant.” ![](/files/yW00Zj4XWqebMcN0uvBr) ### 5. Participant management #### a) Create participants Accounts for new participants are created manually. In the bar at the top choose "Website administration" → "Users" → "Create user". Then, on the “General” page, add the first name, last name, and email address from the Excel list with participant data (usually located in Next Cloud) → Check the box as shown in the screenshot. Then scroll all the way down → “Create user.” Repeat the process until the participant list is complete. ![](/files/S7mCqlHQKkNQ8FRV2DeA) #### b) Enroll participants After creation, participants need to be enrolled into a specific course to see its contents. On the page for the respective course, click on “Participants” in the top bar → green button at the top “Enroll users” → a pop-up window opens → “Search” → select participants from the list (you can type in the first letters of their names so you don't have to scroll through all the names) → Select participants one after the other → “Register users.” # OpenProject Project Management Tool for the Remote Office Team The official documentation can be found here: . ### Customizing "My Page" You can add individual shortcuts to your home page: favorite projects or overviews of to-do lists that have been assigned to you or from specific projects, etc.:
### Projects {% columns %} {% column %} When you go to projects, you can find a list of already existing projects in our CorrelAid team: {% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} You can also create a new project: {% columns %} {% column %}
{% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} Go to "Project Settings" to adjust some important settings first. For instance, within "Modules" you can define the tabs and views within your project, within "Work packages" you can define different types and categories for your tasks within the project: {% columns %} {% column %}
{% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} Also check the tab "Members" to add members or groups to your projct. Please note that administrators have access to all projects as a default setting. ### Boards You can create Kanban boards in the tab "Boards" and customize lists on your board:
Here you can add tasks, summary tasks and milestones. Please insert the following information: {% columns %} {% column %} * Name of the task * Assignee and Accountable * Priority * Date (start and end) * Category {% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} :warning: If you add tasks in the Gantt chart overview, then they are not automatically added to your Kanban board, you can add them via "add existing" there. Thus: Create your cards in Board view! ### Gantt Charts When you go to "Gantt charts", you're offered two default views: "All open" and "Milestones". You have different options to customize:
1) "Include Projects": Filter for specific projects in your overview.
2) "Filter": Add different filters, e.g. for assignees, status, or type.
3) "Configure View": Define columns, sorting, display setting, and zoom level.
4) "Save as": Save your configurated view for the next time!
### Types of Tasks There are Tasks, Summary Tasks, and Milestones (besides many others...): * Tasks: define small subtasks * Summary Tasks: combine different tasks in one tasks (its time span is defined by the subtasks) * Milestones: milestones, workshop dates, events, etc. You can define hierarchies between those types:
{% columns %} {% column width="75%" %} Hierarchies can be defined with a right click on a task or at the top of a task in detail view: {% endcolumn %} {% column width="25%" %}
{% endcolumn %} {% endcolumns %} #### Communicating on OpenProject In an opened task, you can go to "Activity" to chat with others or tag individuals or groups with a @ to notify them:
# Mural # PR and Outreach ### Gendering (German) * CorrelAid empfiehlt in der deutschen Sprache primär eine genderumschreibende Schreibweise zu verwenden. Zum Beispiel die *Mitarbeitenden im Remote Office*, statt die *Mitarbeiter im Remote Office* oder *Teilnehmende* anstatt „Teilnehmer“. * Wenn keine Genderumschreibung möglich ist, kann alternativ der Asterisk – das sogenannte Gendersternchen \* – verwendet werden, zum Beispiel *Referent\*in*. [Hier ](https://geschicktgendern.de/gendersternchen-anwenden/)gibt es einen weitergehenden Guide zum Gendersternchen. # Blog The blog is something like a big playground. Of course, for CorrelAid, it also has a purely practical function: we publish reports about our meetings, events, etc., and then share them on social media – classic public relations work. So if you want to share something from your local chapter (like a report about a hackathon or the like), just join the slack channel #pr-blog! At the same time, the blog also offers CorrelAid members the opportunity to share their ideas or analyses. This can start very small with a small evaluation/visualization or an explanation of a statistical phenomenon. But it can also lead to a large, comprehensive analysis with various interactive graphics. If you have ideas, just write to slack #pr-blog. Finally, if it turns out, we are always happy to have guest posts or cross posts on our blog. So if you know someone outside of CorrelAid (scientists, activists etc.) who we should collaborate with, please shout it out in Slack. # Design Guide ### General The purpose of this short design guideline is to explain the use of our CorrelAid-specific corporate design and to reinforce the consistent use of visual elements in all communication. This includes publications, presentations and all other marketing materials both online and offline. Our Corporate Identity was developed by *Das Gute Ruft - Agentur für öko-soziale Unternehmen und Vereine* - the information listed here is mostly based on the Design Guide from June 2018. An update to updated and new logos as well as colours and fonts took place in **June 2025**, thanks to the support of Medialer GmbH, agency for 3D animation & digital marketing. The old [Design Guide](https://drive.google.com/file/d/19j58kbO_rC_mNlWVuj5sbqE66SN42h3g/view?usp=sharing) (from 2018) is available in our Google Workspace, as well as the [new brand guide](https://drive.google.com/file/d/1RgrZ9eHSWRod5TNNqfjdgm_Feo8jVkf-/view) (from 2025) for our main CorrelAid brand. You can find all current [logos / existing designs](https://drive.google.com/drive/folders/1XrHj0T3tNKjtGAp2UebpJpRF_Y8BaWJM?usp=sharing) in the Google Workspace as well as in the Canva team: * access to our [Google Workspace](https://docs.correlaid.org/wiki/infrastructure/google-workspace) * access to our [Canva team](https://docs.correlaid.org/wiki/design-guide#canva) ### Logos The CorrelAid main logo is the central element of the brand's visual identity. It is a word-image brand - this makes the logo flexible and usable for a wide range of applications. #### Main Logo ![Main logo](/files/vjOL1d7rMxxcwStMxZH7) There are four variations of this main logo which can be used on dark and light ground, with slogan or without. The files are stored as .png, .eps and .svg in the [Google Workspace](https://drive.google.com/drive/folders/1XrHj0T3tNKjtGAp2UebpJpRF_Y8BaWJM?usp=sharing). The horizontal or vertical version of the logo is used in various scenarios - depending on which suits the format better and ensures good legibility. The horizontal version is suitable for smaller formats in which the standard versions do not work.\ The C logo or icon is intended for very small applications, e.g. as a favicon. The inverted version is intended for medium to dark backgrounds. The black and white inverted version can be used on uneven backgrounds, as a watermark or for single-colour printed matter. The pure black and white version serves as a fallback for monochrome prints. #### CorrelLAB Logos The CorrelLAB logo is a modification of the CorrelAid main logo and is composed as a word/image mark. In addition to the “C”, the word “LAB” also appears, with an iconised “L”.

CorrelLAB logo

There are five variations of this main logo which can be used on dark and light ground, including and in the combination of the “C” only with the word “LAB” and the iconised “L” on its own. #### Local Chapter Logos The CorrelAidX logos are an adaptation of the former main logos. In addition to the "C", the logo also shows the suffix "X" which expresses that CorrelAid is available in various cities. Instead of the claim the city name is inserted in line 2. If you want to customize a logo specifically for your city, please contact [Isabel](mailto:isabel.w@correlaid.org), [Nora](mailto:nora.b@correlaid.org) or the [#pr](https://app.slack.com/client/T05092DNR/C0BRFPMNE/rimeto_profile/UDP7BTC65)-team. The logos are stored as .png and .svg in the [Google Workspace](https://drive.google.com/drive/folders/1XrHj0T3tNKjtGAp2UebpJpRF_Y8BaWJM?usp=sharing). Here's an example: ![CorrelAidX Label](https://i.imgur.com/LptlvTi.png) #### Additional Logos For some events we need more specific logos that can be easily and quickly designed with Canva. Please check the PR-folder in the [Google Workspace](https://drive.google.com/drive/shared-drives) or the [Canva-Team](https://docs.correlaid.org/wiki/design-guide#canva) folder for more designs. If you need a special CorrelAid logo version, just contact contact [Isabel ](mailto:isabel.w@correlaid.org)or the [#pr](https://app.slack.com/client/T05092DNR/C0BRFPMNE/rimeto_profile/UDP7BTC65)-team. To avoid brand confusion, please do not create your own logo versions. ### Color Concepts Looking at the previous logos, it becomes clear that there are different colour concepts for the CorrelAid, CorrelLAB and CorrelAidX main brands. These are briefly explained here. he CorrelAid logo picks up the colour spectrum from green to blue. The colour spectrum of the CorrelLAB logo ranges from blue to a strong shade of pink. The color red is primarily used in the logo design of CorrelAid X (cities / regional organizations). In addition, dark grey is used as a contrast color. Please adhere to the given colour values in future designs and representations in order to keep our products combinable. ![Colour segments CorrelAid](/files/5hy7R8grq94hqpyL9Az3) The colors for easier copy+paste: * Main colours: #00468A, #4787E5, #89CC96, #C4E38A * Intermediate colours: #2467B8, #68AABE, #A7D890

Colour segments CorrelLAB

The colors for easier copy+paste: * Blues: #00468A, #2467B8, #4787E5 * Purple: #A369D2, #D19DC8 * Pink: #FFA4BE, #FE6D97, #FC356F ![Colour segements CorrelAidX](https://i.imgur.com/3g9wIbz.png) The CorrelAidX logo picks up the colour spectrum from red to blue. Besides the X, the color red is a main differentiator between CorrelAid and CorrelAid X and should therefore be used uniformly. Dark grey is again used as contrast colour. ### Font The ‘Roboto’ and ‘Inter’ font families were chosen for CorrelAid's corporate design. In detail, we use ‘Roboto Regular’ and ‘Robot' Bold’, as well as ‘Inter Regular’ and ‘Inter Bold’ - please do not use any other fonts for reasons of consistency. ‘Roboto Regular’ is generally used for the body text, while headings 1 2 appear in ‘Inter Bolt’ (optionally capitalised) and heading 3 appears in ‘Inter Regular’. ### Canva CorrelAid has a [Canva ](http://canva.com)Pro-Account, on which certain basic rules, such as club colors, logos, fonts, etc. are already maintained. There are a lot of templates for flyers, social media posts etc. in the [layout folder](https://www.canva.com/teams/layouts) of the team. If you want to design a product (flyer, poster, FB banner...) for your local group / information event, please contact [Isabel](mailto:isabel.w@correlaid.org), [Nora](mailto:nora.b@correlaid.org) or the [#pr](https://app.slack.com/client/T05092DNR/C0BRFPMNE/rimeto_profile/UDP7BTC65)-team to get access to the CorrelAid-Team in Canva. # CorrelAid Merch There are several stickers and postcards from CorrelAid. If you want to get some, e.g. for a local chapter event, then feel free to reach out to . We have a cooperation with [dezent.me](https://dezent.me), a small German company who embroider t-shirts with our logo. You can purchase a shirt from the [dezent.me shop](https://dezent.me/c/projects/correlaid). # Board The members of the Executive Board are jointly responsible for the overall management of the association. The board consists of: * Chair of the Board * Deputy Chair of the Board * Treasurer * 4 Members of the Extended Board (responsible for projects, education, and community) When electing board members, a FLINTA quota of at least 50% must be taken into account in accordance with the statutes. ### Working mode and Board Meetings In accordance with the Articles of Association, the Executive Board meets at least once a quarter. At the beginning of its term of office, the Executive Board agrees on meeting dates for the year; the aim is to hold a monthly meeting on fixed weekdays and at fixed times. These meetings usually take the form of video conferences. In accordance with the Articles of Association, the Executive Board has a quorum if at least half of the current members of the Executive Board, including the Chair or Deputy Chair, participate in the meeting. Resolutions within the Executive Board are passed by majority vote. In the event of a tie, the Chair or, alternatively, the Deputy Chair has the casting vote. The minutes of the Executive Board meetings are public and available to all members upon request. ### Core Team Retreat Once a year, our core team meets to review the year and plan internal projects for the upcoming months. All information about this will be announced in #core-general. {% hint style="info" %} If you are interested in joining the board, please contact us via . Elections for board members take place annually at the general meeting. {% endhint %} # Events #### *CorrelCon* Once a year we invite our community to a weekend to exchange ideas, learn new things and plan future projects for CorrelAid. The structure is usually as follows: a public event on Friday evening, a day full of Data Science Workshops on Saturday, and workshops on the development of CorrelAid on Sunday. Everybody can participate regardless of how long they have been with us in the network, how much experience they have in data science or how they want to get involved - data4good projects and/or organizational work. The Data-for-Good Summit is usually held in autumn. #### *Data Dialogues* ## FAQ
You would like to host your own event? You can find more information on events [here](https://docs.correlaid.org/~/revisions/hfepfFy5E9C1WpLCChmV/correlaidx-manual/formats).
# FAQ
Who do I ask when about what? Please join our [monthly onboarding call](https://pretix.eu/correlaid/open-onboarding/) or feel free to contact !
Everything seems to be on Slack! How do I get on there? If you want to become part of our Slack, drop an email to our . If you are already member of our Slack and would like to see your friend become part of the team, you can also [request an invite](https://slack.com/intl/en-de/help/articles/201330256-Invite-new-members-to-your-workspace#request-an-invitation) from within Slack.
I can't push to the Github repositories ("access rights" error). What's up there? You don't seem to have the correct permissions. Please drop a short email to and you'll be granted the correct permissions.
I'm lost with Google Workspace or Gmail, where can I find further information? You can find more information [here](https://docs.correlaid.org/~/revisions/T8G3F1S1kUWJiGQZsj4F/wiki/infrastructure/google-workspace) or you can drop a short email to .
I should have access to a group email (e.g. konstanz@correlaid.org) but I don’t see it when I go to mail.google.com? You need to be logged into your personal Workspace account in order to see the group mail.\ Also try: * logging out and back in of your account * reloading gmail
What is a personal account vs. a group account in Google Workspace? Both are normal Google Workspace user accounts. The distinction is conceptual and specific to CorrelAid: * personal account: your own account in the CorrelAid Google Workspace. For example, . Only you have access to this account. You can have a Google calendar for your CorrelAid volunteering, send/receive emails in your function as a CorrelAid volunteer (e.g. to communicate with project partners), collaborate on Google Drive, ... * group account: an account which is mainly there for the purpose of collaboratively managing emails, i.e. collaborative inbox. For example, each chapter has a group account / email, e.g. . The respective local chapter heads (e.g. members of `group-lc-konstanz-heads` Google Group) have access to the credentials of this account so that they can collaboratively manage the inbox of this email address.
# General General information about CorrelAid Education. Our organisation's purpose: **education**! 📚\ We firmly believe that knowledge should be shared so that everyone can benefit from the advantages of data-driven decision-making - regardless of age, level of education or professional background. That's why we offer numerous programmes for non-profits and volunteers.
👥 Who we are In addition to our numerous volunteer tutors and workshop holders who are committed to educational purposes at CorrelAid, the Education team consists of a permanent full-time team. You can find an overview on our homepage under the Team tab.
📎 How we organise ourselves We plan all workshops and courses via Slack. We exchange ideas there and also like to meet up in a huddle or via Zoom to talk in person. Our #education channel is the central place for all educational matters. In the #volunteering-oppurtunities channel, we often publish volunteer positions such as tutor activities. There are also separate planning channels for our courses.
☎️ How to reach us Do you have questions, suggestions or your own ideas that you would like to contribute to CorrelAid's Education team? Then send us an email directly to or contact us via Slack in the #education channel.
# Educational Formats More information about our educational formats. {% content-ref url="/pages/QIntPMZqeaztJZt5nbRu" %} [CorrelLAB: Daten verstehen](/education/educational-formats/correllab-daten-verstehen) {% endcontent-ref %} {% content-ref url="/pages/BqDa6EWd9uDbsF1LNOff" %} [CorrelLAB: Daten nutzen](/education/educational-formats/correllab-daten-nutzen) {% endcontent-ref %} {% content-ref url="/pages/nxuuurEhsnc8DdqQ4Ftt" %} [Daten kommunizieren](/education/educational-formats/daten-kommunizieren) {% endcontent-ref %} {% content-ref url="/pages/9Bznoxw0UYD8zrG3SqG0" %} [R Lernen](/education/educational-formats/r-lernen) {% endcontent-ref %} {% content-ref url="/pages/LcDMxuvEWBzzTkVTEtL6" %} [Daten verstehen und nutzen](/education/educational-formats/daten-verstehen-und-nutzen) {% endcontent-ref %} {% content-ref url="/pages/J1BPV7PZd2eicGm1cfBL" %} [CorrelCompact](/education/educational-formats/correlcompact) {% endcontent-ref %} {% content-ref url="/pages/10vhMB3Csok06n9rOBTW" %} [Community Workshops](/education/educational-formats/community-workshops) {% endcontent-ref %} # CorrelLAB: Daten verstehen Course Period 2025 {% hint style="info" %} :flag\_de: Language: German :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} In our course “Daten verstehen: Grundlagenwissen entdecken”, non-profits learn how to correctly assess data, measure impact, and confidently tackle data-based projects – even without prior knowledge. We combine basic knowledge with concrete applications and create space for exchange, questions, and individual support – by and for civil society! ### **How does the course work?** * Period: 12 weeks * Time required: 2-4 hours / week * Format: Integrated learning format with interactive learning platform * Weekly online live session with data science tutors, always on Fridays * Studying in learning tandems * Individual consultation hours ### **Ressources** * Website: * Learning Platform: # CorrelLAB: Daten nutzen Course Period 2025-2026 {% hint style="info" %} :flag\_de: Language: German :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} In the course “Daten nutzen: Tools und Methoden praktisch anwenden”, non-profits learn how to gain tangible insights from data. They learn about key tools for data organization, analysis, and visualization – from Excel to AI – and apply them directly. Whether automated evaluations, clear dashboards, or structured data management: practical, understandable, and directly applicable to their everyday work in the nonprofit sector. ### **How does the course work?** * Period: 12 weeks * Time required: 2-4 hours / week * Format: Integrated learning format with interactive learning platform * Weekly online live session with data science tutors, always on Fridays * Studying in learning tandems * Individual consultation hours **Ressources** * Website: * Learning Platform: # Daten kommunizieren Course Period 2025-2026 {% hint style="info" %} :flag\_de: Language: German :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} Data can tell stories... if you know how! In this course, non-profits learn how to create vivid visualizations and compelling data stories. This involves selecting appropriate chart types, designing graphics according to perception principles, and preparing information for different target groups. Basic experience in working with data or initial exposure to impact management is helpful, but participants do not need any special prior knowledge of visualization; we will start together step by step using practical examples from civil society. Participants will benefit from exchanges with other course participants. ### **How does the course work?** * Period: 6 weeks à 2-4 hours/week or 4 days as a block course * Format: Integrated learning format with interactive learning platform * Online live session with data science tutors * Studying in learning tandems * Individual consultation hours ### **Ressources** * Website: * Learning Platform: # R Lernen Course Period 2021-2025 {% hint style="info" %} :flag\_de: Language: German :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} With the twelve-week course ‘R Lernen – Der Datenkurs von und für die Zivilgesellschaft’, we at CorrelAid e. V. want to help people and organisations who want to make the world a better place with their work to do this more effectively and efficiently. Together with volunteer data professionals, participants will learn how to use data, process it with the statistical programming language R and thus ensure the quality of your programmes, steer them and legitimise them externally. The weekly live-sessions will be practice-orientated and in a small group. ### **How does the course work?** * Period: 12 weeks * Time required: 2-4 hours / week * Format: * Integrated learning format with interactive learning platform * Online live session every Friday with data science tutors * Study in learning tandems and get support from individual consultation hours ### **Ressources** * Website: * Learning Platform: * Github Repository: # Daten verstehen und nutzen Course Period 2024-2025 {% hint style="info" %} :flag\_de: Language: German :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} Membership lists, information on fundraising campaigns, participant lists and so on – Do you have data in your organisation and have no idea what to do with it? You need to write something about the impact of your project in your report and have never done anything to measure impact before? You want to tender a data project for your organisation but don't know what all the terms in the ‘world of data’ actually mean? Perhaps you've heard of data literacy but don't know exactly what it means? In our basic 12-week course on ‘Daten verstehen und nutzen" participants tackle these questions together with data professionals in weekly live-sessions. ### **How does the course work?** * Period: 12 weeks * Time required: 2-4 hours / week * Format: Integrated learning format with interactive learning platform * Weekly online live session with data science tutors, always on Fridays * Studying in learning tandems * Individual consultation hours ### **Ressources** * Website: * Learning Platform: # CorrelCompact {% hint style="info" %} :flag\_de: Language: German :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} Our workshops in the “CorrelCompact” series are aimed at a broad audience from civil society and are open to anyone who is interested in the topic. The focus is particularly on the exchange between committed people, regardless of whether they work full-time or on a voluntary basis. The CorrelCompact workshop series is a course-accompanying offer to deepen basic knowledge for NPOs.
Previous workshops 🕖 * Der EU AI Act: Einführung und Einordnung * KI-Kickstart: Grundlagen und Chancen für Non-Profits * Mission Datenqualität: vom Rohmaterial zum Datengold * Data Storytelling: Daten sprechen lassen! * Diskriminierung durch Daten und Algorithmen * Programmieren mit Python in der Zivilgesellschaft: (Wann) Brauche ich das? * Statistik: Zwischen Mittelwert und Missverständnis * Tabellen ohne Kopfzerbrechen: Excel und Sheets in der Vereinspraxis * Open Data für Non-Profits: Schätze finden und nutzen * Prompting im Verein: Buzzword oder hilfreich?
# Community Workshops {% hint style="info" %} 🇬🇧 Language: English :busts\_in\_silhouette: Target Group: Non-Profit Organizations {% endhint %} **Would you like to pass on and share your knowledge with other CorrelAiders and interested parties? 📢**\ Then a community workshop is just right for you. Our workshops in the “Community Workshops” series are workshops from volunteers for volunteers. Within 60 - 90 minutes, participants gain an insight into a technical or non-technical topic. The workshops are targeted towards a broad audience and are open to anyone who is interested in the topic. Whether it's about data analysis, dashboarding, geodata processing, data visualisation, data ethics, data protection, working in the tech industry, open data and so on...\ You can decide for yourself what you want to cover in your workshop format. *** **The format 📝**\ In a one to two-hour workshop via Zoom, you give the participants your input on your chosen topic. We take care of everything organisational, such as registration management and follow-up, provide you with a Zoom room and support you during the workshop. This allows you to concentrate fully on your content. So that you can really go for it in your presentation, we will be happy to provide you with a Canva account and send you a CorrelAid slide set if required. The Education team is always available for support, corrections and feedback on your workshop. Simply send us a short message via Slack. *** **And now? 🚀**\ Do you already have a workshop idea and have the capacity to realise it? Then write us an e-mail to or contact us on Slack with your desired topic and we will arrange an initial meeting. ***
Previous workshops 🕖 * Keep it Simple: Hosting Data Projects * Ethical AI in Practice – How Do We Want to Use AI at CorrelAid? * Open Data? Challenge Accepted! * Refactoring Socio-Technical Systems: Streamlining Your Structures & Flows * Web Scraping with R * Git und Github für Anfänger\*innen * UX for Data Scientists – From Data to User Needs * Git for Newbies * Streamlit for Dashboards – a simple Python library for interactive Dashboards * Git for Newbies * Practical Introduction to Spacy Pattern Matching * Git für Anfänger\*innen * Humble bragging for beginners – CV & Cover Letter Workshop * Success Factors for Data Science Projects * Git for Newbies * Basics of Geospatial Data – First Steps with QGIS * Introduction to Spark * Assembling Your Dream Theme – Crafting Custom Designs in ggplot2 for Effortless Visualisation Enhancement
# For educational volunteers Further information and tips on creating educational content. {% content-ref url="/pages/T2pt4nrNNG60zUlqL0ap" %} [Toolbox: Methods in live sessions](/education/for-educational-volunteers/toolbox-methods-in-live-sessions) {% endcontent-ref %} {% content-ref url="/pages/uQ3jT0qafvc6UJ3oaaof" %} [Guide to source citation and licences](/education/for-educational-volunteers/guide-to-source-citation-and-licences) {% endcontent-ref %} # Toolbox: Methods in live sessions ### Activating methods
Think-Pair-Share

Objective:

  • Cooperative learning, introduction, review, brainstorming, etc.

Procedure:

  • Think individually and gather your thoughts
  • Discuss in pairs/groups
  • Presentation of ideas/results from small groups in class
"Glückstopf"

Objective:

  • Introduction, review of knowledge and skills

Procedure:

  • Show key terms
  • Randomly select participants to explain the terms
Worldcafé

Objective:

  • Cooperative learning, discussion, and reflection

Procedure:

  • One table with paper and pens per topic
  • Each table is assigned a host who introduces the topic to the groups in turn
  • The results of each group are presented to the next group
Flashlight

Objective:

  • Getting acquainted, introduction to the topic

Procedure:

  • Topic is announced
  • Brief comment (verbally/in writing in the chat or on the whiteboard) from each participant
Whiteboard

Objective:

  • Identify and activate prior knowledge

Procedure:

  • State the topic and task
  • Share the prepared, structured whiteboard
  • Have students work on the whiteboard individually or in groups
Breakoutrooms

Objective:

  • Combining social and content-based learning, acquiring, applying, and deepening knowledge

Procedure:

  • Division into groups
  • Groups work on assignments, with input or assistance from the tutor
  • Presentation by the individual groups in the course
Muddiest Point

Objective:

  • Learning success monitoring, formative assessment, feedback

Procedure:

  • Question is written on a whiteboard or digital pinboard ("In your opinion, what was the weakest part of the event and why?")
  • Participants have a deadline by which they can provide feedback
Marble Groups

Objective:

  • Introduction, assessing learning progress, applying and consolidating knowledge

Procedure:

  • Question or problem that two participants discuss
  • Results are reported back to the whole group
One-Minute-Paper

Objective:

  • Assess learning progress, apply and consolidate knowledge, repeat and reinforce, monitor learning success, provide feedback

Procedure:

  • One to three questions on a digital whiteboard
  • Participants answer questions
  • Answers are discussed in class
Peer-Feedback

Objective:

  • social learning, motivation

Procedure:

  • Develop and define criteria and rules for feedback
  • Assign feedback pairs
  • Assess the quality of the feedback
Pro-Contra- Discussion

Objective:

  • Apply and deepen knowledge, discussion

Procedure:

  • Divide participants into two groups: pros and cons
  • Develop arguments within the groups
  • Joint discussion
Quiz

Objective:

  • To gauge mood and opinion, activate participants, assess and review learning progress, promote learning, evaluate

Procedure:

  • Prepare the survey
  • Open questions: sustained activation of participants
  • Closed questions: rapid activation, assessment of learning progress, getting to know each other
Barcamp

Objective:

  • Participation, activation

Procedure:

  • Open workshops, with the participants themselves determining the schedule and content
Group Puzzle

Objective:

  • cooperative learning

Procedure:

  • Meet in a core group and discuss your own topic
  • Meet in an expert group, where the individual experts discuss different topics with each other
  • Meet in the core group to collect results from other discussions
Pecha Kucha

Objective:

  • Apply, deepen, and filter knowledge

Procedure:

  • Presentation by individual participants or groups
  • 20 slides each, with 20 seconds per slide
Mapping

Objective:

  • Getting to know each other

Procedure:

  • The moderator asks questions one after the other, e.g., about the last trip, etc.
  • Participants position themselves on the map.
Dance of the molecules

Objective:

  • Icebreaker, activation, group formation

Procedure:

  • Participants are understood as individual atoms.
  • Atoms should come together based on questions or color cards, etc.
Speed Dating

Objective:

  • Icebreaker, activation, exchange of experiences

Procedure:

  • Two participants exchange ideas on a topic in a breakout session.
  • After 5 minutes, they switch and exchange ideas with another participant.
"Kugellager"

Objective:

  • Exchange, activation

Procedure:

  • The moderator chooses a topic.
  • Participants are divided into two equal groups, each forming the inner or outer circle.
  • After 2 minutes, the outer circle moves clockwise.
Picture Cards

Objective:

  • associative introduction

Procedure:

  • Participants should select picture cards that they associate with the topic, feedback, or something else.
Six Thinking Hats

Objective:

  • Exchange from different perspectives

Procedure:

  • The white hat: Analytical thinking, focus on facts, objective attitude
  • The red hat: Emotional thinking and feeling, focus on feelings and opinions, subjective attitude
  • The black hat: Critical thinking, risk assessment, problems, skepticism, describing criticism and fears, objective attitude
  • The yellow hat: Optimistic thinking, what is the best-case scenario, speculative attitude
  • The green hat: Creative, associative thinking, new ideas, creativity, constructive attitude
  • The blue hat: Organizing, moderating thinking, overview of processes, big picture attitude
Walt Disney Methode

Objective:

  • Exchange from different perspectives

Procedure:

  • Dreamer (visionary, idea generator)
  • Realist (implementer, doer)
  • Critic (quality manager, controller)
Packing Suitcases

Objective:

  • Conclusion, consolidation of content

Procedure:

  • Participants should write down on a whiteboard (representing a suitcase) what they have learned from the course.
  • The moderator summarizes.
5-Finger- Feedback

Objective:

  • Feedback

Procedure:

  • Thumb: "What content did I particularly like?"
  • Index finger: "I noticed this, and I wanted to mention it."
  • Middle finger: Content that the participants did not like so much.
  • Ring finger: Connections that can be made with the course—for example, content that is similar to what has been learned, or contexts in which the new information can be used.
  • Little finger: Content that was not covered sufficiently in the course and that the participants would have liked to see dealt with in more detail.
Change of Aattitude

Objective:

  • To avoid long periods of sitting in online courses

Procedure:

Thinking Tour

Objective:

  • Movement in the online course, brainstorming

Procedure:

  • Participants are asked to identify aspects/factors related to a topic
  • Communicate the topic to participants
  • Participants are asked to move around the room with a sheet of paper in their hands and brainstorm for the next 5 minutes
Walk and Talk

Objective:

  • Movement in the online course, cooperative learning, exchange

Procedure:

  • Divide participants into pairs
  • Pairs exchange phone numbers
  • Set a specific time for participants to exchange information and walk during that time
Future Discussion

Objective:

  • Exchange ideas, deepen knowledge

Procedure:

  • Divide participants into groups: red = fearful, black = skeptical, gold = optimistic
  • The topic is considered from each perspective and arguments are prepared for each role
  • Introductory statements from each group
  • Group discussion
  • Derivation of recommendations or a shared vision for the future
### Ressources * * * * * * * *
# Guide to source citation and licences This page provides an overview of the sources and licence rules that must be observed when creating educational content. *** ### 📢 General rules & recommendations 📢 * Always check the licence conditions. These are often specified in the legal notice. * Sources must be cited if third-party content is used.\ If unsure: create your own content or use public domain materials. * If you find sources that are not correctly cited, correct them yourself if possible or write a message to @team\_education. * If you find graphics or illustrations that are under copyright and are being used incorrectly, remove the graphic/illustration or write a message to @team\_education. {% hint style="info" %} **tl;dr: Best Practice at CorrelAid** Parts of other works, e.g., text excerpts or similar, may be used within the scope of the right to quote (**§51 UrhG**). This means that works protected by copyright or licensed under CC can also be quoted. Legally, a distinction is made between **copying** (e.g., I paste copied text into my document) and **referencing** (e.g., I link to a website). Where possible, we at CorrelAid use references or links to the original resources. {% endhint %} *** ### ✅ General copyright law Copyright protects creative works such as texts, images, videos and music. Only the author or rights holder may decide how their work is used. {% hint style="info" %} Rules * Works may only be used with the permission of the author or a corresponding licence (copyright). {% endhint %} ### 💬 Use of texts Texts from books, articles or websites may not simply be copied. {% hint style="info" %} Rules: * Short quotations (a few sentences) are permitted if they are labelled as quotations and contain a reference to the source. * It is better to summarise (paraphrase) content in your own words. * Entire articles or paragraphs may not be copied. {% endhint %} ### 🖼️ Images and graphics Photos, illustrations and infographics are protected by copyright. {% hint style="info" %} Rules: * Use licence-free images. * Use images with a Creative Commons licence and cite sources. * Do not use Google images or third-party photos without permission! No screenshots either. * Note your own graphics and images, e.g. own illustration by CorrelAid e.V. in ‘Understanding and using data. The basic course for civil society organisations, Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). {% endhint %} ### 📹 Videos & music Film clips and music are almost always protected by copyright. {% hint style="info" %} Rules: * Use your own videos and music or with a Creative Commons licence. * Embed YouTube videos instead of downloading them. * Do not simply insert third-party videos or pieces of music into presentations. {% endhint %} ### 👤 Personal rights & data protection Images and videos of people may not be published without their consent. {% hint style="info" %} Rules: * Obtain prior written consent from the person depicted. * Do not use images without express permission. * Use the #pr-general-organisation and #pr-content-feedback-approval channel for social media content. {% endhint %} ### 💡 Creative Commons (CC) licence overview For content that is available online, the licence conditions are usually specified in the legal notice or noted directly. Always read these and apply them as indicated. More information on the CC licence overview can be found [here](https://creativecommons.org/licenses/?lang=de). If material that may be used via CC licences is quoted, it is important to always state the CC licence with a link (see indication of sources). {% hint style="info" %} Overview: * CC0 (Public Domain Dedication): Completely free to use, no restrictions. * CC BY (Attribution): Use permitted, but the author must be named. * CC BY-SA (Attribution - ShareAlike): Use permitted, but edited works must be published under the same licence. * CC BY-NC (Attribution - Non-commercial): Use permitted, but not for commercial purposes. * CC BY-NC-SA (Attribution-NonCommercial-ShareAlike): Use permitted, but not for commercial purposes, and edited works must be published under the same licence. * CC BY-ND (Attribution - No Derivative Works): Use permitted, but no editing of the work. * CC BY-NC-ND (Attribution - Non-commercial - No Derivative Works): Use permitted, but no editing and no commercial use. {% endhint %} ### 📝 Indication of sources All content used (texts, images, videos, graphics) must be correctly cited. {% hint style="info" %} Rules: * Always cite the source when using external content. * This can be in the presentation, on the last slide or directly under an image or quote. * **Own content:** * Source: Own presentation by CorrelAid e.V. in ‘Understanding and using data. The basic course for civil society organisations’, Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). * Source: Own illustration by CorrelAid e.V. in ‘CorrelCompact: Title.’, Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). In German: * Quelle: Eigene Darstellung von CorrelAid e.V. in “Daten verstehen und nutzen. Der Grundkurs für zivilgesellschaftliche Organisationen., Lizenziert unter [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). * Quelle: Eigene Darstellung von CorrelAid e.V. in “CorrelCompact: Titel., Lizenziert unter [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). * **Content that has a CC licence:** * Adopted content: Source: ‘Fundamentals of Statistics’ by Michael Aydinbas in ‘R Lernen - der Datenkurs von und für die Zivilgesellschaft’ by CorrelAid e.V., (year where applicable), Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). * Customised: Source: Adapted from ‘Fundamentals of Statistics’ by Michael Aydinbas in ‘R Lernen - der Datenkurs von und für die Zivilgesellschaft’ by CorrelAid e.V., (year where applicable), Licensed under [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). In German: * Übernommene Inhalte: Quelle: “Grundlagen der Statistik” von Michael Aydinbas in “R Lernen - der Datenkurs von und für die Zivilgesellschaft” von CorrelAid e.V., (ggf. Jahr), Lizenziert unter [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). * Eigens angepasst: Quelle: Nach “Grundlagen der Statistik” von Michael Aydinbas in “R Lernen - der Datenkurs von und für die Zivilgesellschaft” von CorrelAid e.V., (ggf. Jahr), Lizenziert unter [Creative Commons Attribution 4.0 International](https://creativecommons.org/licenses/by/4.0/deed.de). * **Content from websites:** * Source: Name, ‘Title’, website link, retrieved on date. * Source: SocietyByte, Anne-Careen Stoltze, ‘Traumatische Klickarbeit: Die Menschen hinter ChatGPT’, , accessed 25/04/2024. In German: * Quelle: Name, „Titel“, Website-Link, abgerufen am Datum. * Quelle: SocietyByte, Anne-Careen Stoltze, “Traumatische Klickarbeit: Die Menschen hinter ChatGPT“, , abgerufen am 25.04.2024. * Authors often specify themselves how their work should be cited, especially if it has a CC licence → then follow the author's individual preferences!
{% endhint %} # Admin {% content-ref url="/pages/jmi0iWBocBoFjRYVYOZZ" %} [How to: Workshops at CorrelAid](/education/admin/how-to-create-a-workshop) {% endcontent-ref %} # How to: Workshops at CorrelAid Step-by-step guide to having a workshop event at CorrelAid
**Legend**: * 💚 To Do for Volunteers & Remote Office * :office: To Do for Remote Office Only ### 1. Planning * [ ] 💚 Clarification of * Date * Speaker * Title * Teaser (1-2 sentences) * Short description (e.g. relevance, topic, and learning objectives) * Picture of the speaker * [ ] 💚 Think about how to collect feedback for your event! Is there a [kobo form](https://kobo.correlaid.org/) that you can reuse? (if you need an account, please contact ) * [ ] :office: Create cards in PM-tool (milestone for workshop itself as well as to do's for creating and reviewing materials) * [ ] :office: Share Canva-Slide-template and (if necessary) Github-Repo with the speaker(s) ### 2. Publication * [ ] 💚 [Create Pretix event](https://docs.correlaid.org/wiki/infrastructure/pretix) (if you need an account, please contact ) * [ ] 💚 Add event to [CorrelAid website event calendar](https://www.correlaid.org/veranstaltungen/?viewType=list) (if you need an account, please contact ) * [ ] :office: [Create Zoom link](https://docs.correlaid.org/wiki/infrastructure/zoom#creating-a-zoom-event) * [ ] :office: Create an entry in public calendars (if workshop is not only targeted at the CorrelAid-Community): * [D64](https://kontakt.d-64.org/ticker/veranstaltungsliste-d64-ticker/) * [CDL Civic Data Cafe Calendar](mailto:undefined) ### 3. Advertising * [ ] :green\_heart: Use the workflow in #pr-post-this-for-me to initiate the promotion of the event (e.g. newsletter, social media, etc.) * [ ] :green\_heart: Post information in Slack ### 4. During the Event * [ ] :green\_heart: Document participants (e.g. screenshot and check-in asap after the workshop in Pretix) * [ ] :green\_heart: Share feedback link with participants ### 5. Follow-up * [ ] :green\_heart:Send materials and feedback link to participants (either template in Education Mail or directly via Pretix) * [ ] :green\_heart: Configure certificate of attendance in [Pretix](/wiki/infrastructure/pretix#certificates-of-attendance) (if relevant) * [ ] :green\_heart: Forward feedback to speakers * [ ] :office: Document number of participants and feedback in our [monitoring overview](https://docs.google.com/spreadsheets/d/17EuFJD0flqb1JKbsXo4PgCCs4JMYKiPEwwLIM8mSKhU/edit?usp=sharing) # What is CorrelAidX? CorrelAid is a network of young data analysts who use their knowledge acquired from study and career to help non-profit organizations to better understand and analyze their data. CorrelAid is based on three pillars: 1. Consultancy: In Germany - and more and more in Europe - , we play a pioneering role in data analysis consulting for organizations with a social mandate. 2. Networking: We connect young and dedicated data scientists and provide them with a platform to apply and expand their knowledge. 3. Dialogue: We also initiate dialogues on the value and benefits of data and data analysis for civil society. Our three pillars - consultancy, networking, dialogue - should also be implemented on a local level, with the focus being on local opportunities. First of all ambitious and data-affine people should find each other. Whether you bring mainly local people together and train them ( *networking* ), conduct local projects ( *consultancy* ) or discuss the relationship of data and society ( *dialogue* ) - you are free in your choice. This handbook will give you an overview of different formats at the local level. Within this handbook the collected knowledge from already implemented formats flows together in order to aid you in an uncomplicated implementation. The appendix contains templates that you can use to create your own events. If you have any questions or suggestions, please pass them on to Isabel (), as this guide is designed to grow together with CorrelAid and your experiences. Have fun browsing and do not be afraid to try it. :wink: # Get started! Getting started with your local chapter might seem daunting at first. We hope that the material in this chapter will help you get your chapter up and running. If you have any questions that are not covered in this chapter, please report back to Isabel or Frie (see [Contact](/community/contact)) - those docs are a work in progress. {% content-ref url="/pages/-LyEgoB3ikeZeOFtuy\_\_" %} [Finding partners](/community/get-started/finding-partners) {% endcontent-ref %} {% content-ref url="/pages/-LyEhVMW5iEOEUyw72J7" %} [Room booking and catering](/community/get-started/room-booking-and-catering) {% endcontent-ref %} # Finding partners As Core Team, we want to minimize the hurdles to initiate local groups on your own. While we propose the roles "Project Coordination" and "Community Management" (see [Role Definition](/community/role-definitions)), this is not a prerequisite for calling yourself a CorrelAidX chapter. Neither is being registered in a particular legal form, e.g. as a registered association (although this might become relevant once you grow). Instead, we believe it is best that you find a way of getting your CorrelAidX chapter started that fits best to your environment. Especially in the beginning it might be difficult to get rooms and get into planning of your events. Setting your chapter up in a clever way might help with that. For example: * If you are in a university context, you could register your chapter as a university group / club or associate it with a department student council or another existing university group / club. University clubs / groups can most often book university rooms for free, they can be part of student fairs etc. Student councils can help you with reaching your target audience via email lists, room booking and general communication. Local chaupters that went this route are * If you are not in a university context, try to find organizations to collaborate with. Maybe you can give a talk at a local R / Python user group meetup about data-for-good. Maybe there are open data or civic tech groups in your area. Another perk of connecting with them: Existing meetup groups most likely will know where to find rooms / locations for your own meetups. * Ask your employer! If you work in IT, most companies will generally sponsor meetups and provide space for them. Before you associate CorrelAid with your employer, please check back with the Core Team (see [Contact](/community/contact)). * If none of the previous approaches is available to you, we will figure it out together! :muscle: Don't get discouraged. ## # E-mail templates to contact NPOs If you want to approach an NPOs that does not know CorrelAid yet, we prepared an email template for you. Please find the English as well as the German version below. ## Official CorrelAid info email blurb: {% tabs %} {% tab title="English version 🇬🇧" %} CorrelAid e.V. is a non-profit organisation dedicated to the democratisation of data science. We are an inclusive network of data enthusiasts from different professional and academic backgrounds, united by our interest in data science and our belief in its potential for civil society and the public good. Our volunteers work in pro-bono “skilled volunteering” projects with various non-profit organisations, associations and initiatives to give them access to data-driven solutions. In addition, we empower civil society actors to explore the world of data science on their own through data literacy workshops and events. You can find some of our completed projects as well as our comprehensive educational offers [on our website](https://correlaid.org/). To stay up to date, subscribe to our [monthly newsletter](https://correlaid.us12.list-manage.com/subscribe?u=b294bf2834adf5d89bdd2dd5a\&id=175fade988). {% endtab %} {% tab title="German version 🇩🇪" %} CorrelAid ist eine gemeinnützige Organisation, die sich für die Demokratisierung der Datenwissenschaft einsetzt. Wir sind ein inklusives Netzwerk von Datenenthusiast:innen mit ganz unterschiedlichen beruflichen und akademischen Hintergründen. Uns vereint unser Interesse an Datenwissenschaft und die Überzeugung, dass Daten ein großes Potenzial für die Zivilgesellschaft und das Gemeinwohl haben. Unsere ehrenamtlichen Datenwissenschaftler:innen arbeiten in pro-bono “skilled volunteering” Projekten mit Non-Profit-Organisationen, Vereinen und Initiativen, um ihnen Zugang zu datengetriebenen Lösungen zu ermöglichen. Darüber hinaus befähigen wir zivilgesellschaftliche Akteure durch Data-Literacy-Workshops und -Veranstaltungen dazu, die Welt der Data Science auf eigene Faust zu erkunden. Einige unserer abgeschlossenen Projekte sowie unsere umfangreichen Bildungsangebote stellen wir auf [unserer Website](https://correlaid.org/) vor. Um auf dem Laufenden zu bleiben, können Interessierte unseren [monatlichen Newsletter](https://correlaid.us12.list-manage.com/subscribe?u=b294bf2834adf5d89bdd2dd5a\&id=175fade988) abonnieren. {% endtab %} {% endtabs %} ## CorrelAid Bremen {% tabs %} {% tab title="English version 🇬🇧" %} Dear \_\_\_\_\_\_\_,\ I'd like to introduce you to the Data for Good initiative "CorrelAid". CorrelAid e.V. is a non-profit organisation dedicated to the distribution and democratisation of modern data analysis. We offer an inclusive (learning) platform for people from different professional and academic backgrounds. The common denominator is that we are interested in modern data analysis and want to use its potential for public interests.\ We work on a voluntary basis in "skilled volunteering" projects with various non-profit organisations, associations and civil society initiatives. Our aim is not only to give actors in the third sector a theoretical understanding of the importance of data analysis to better achieve their goals, but also to give them practical access to data-based solutions. Our three guiding principles are: Data Science for Good, Data Science for Tomorrow, Data Science for Society. You can find more details on our website .\ A planning group of volunteers from \[city] is in the process of setting up a local group called CorrelAidX \[city]. We already have a network of volunteer data analysts on site. With this we want to address and promote the use of data analysis in \[city]. If you are interested in a data project or would like to learn more about our Data-for-Good approach, please contact us at (\[stadt]@correlaid.org). We would be very happy to work together in the future.\ With kind regards,\ \[Name] {% endtab %} {% tab title="German version 🇩🇪" %} Sehr geehrte/r \_\_\_\_\_\_\_,\ ich würde Ihnen gerne die Data-for-Good-Initiative "CorrelAid" vorstellen. CorrelAid e.V. ist ein gemeinnütziger Verein, der sich der Vermittlung und Demokratisierung von moderner Datenanalyse verschrieben hat. Wir bieten eine inklusive (Lern-)Plattform für Menschen aus verschiedenen Berufs- und Studienbereichen. Der gemeinsame Nenner dabei ist, dass wir uns für moderne Datenanalyse interessieren und deren Potenzial für gemeinnützige Zwecke nutzbar machen wollen.\ Wir arbeiten ehrenamtlich in "skilled volunteering"-Projekten mit Non-Profit-Organisationen, gemeinnützigen Vereinen und zivilgesellschaftlichen Initiativen zusammen. Dabei wollen wir Akteur\*innen des Dritten Sektors nicht nur theoretisch die Bedeutung von Datenanalyse zur besseren Verwirklichung ihrer Ziele näher bringen, sondern ihnen auch ganz praktisch den Zugang zu datenbasierten Problemlösungen ermöglichen. Unsere drei Leitmotive lauten: Data Science for Good, Data Science for Tomorrow, Data Science for Society. Näheres dazu finden Sie auch auf unserer [Website](https://correlaid.org/).\ Eine Planungsgruppe von Freiwilligen aus \[Stadt] ist gerade dabei, die Lokalgruppe "CorrelAidX \[Stadt]" aufzubauen. Wir haben bereits ein Netzwerk von ehrenamtlichen Datenanalyst\*innen vor Ort. Damit wollen wir nun gezielt die gemeinwohlorientierte Nutzung von Datenanalyse in \[Stadt] adressieren und voranbringen. Wenn Sie Interesse an einem Datenprojekt haben oder noch etwas mehr über unseren Data-for-Good-Ansatz erfahren möchten, können Sie sich gerne an uns wenden unter (\[stadt]@correlaid.org). Über eine Zusammenarbeit in der Zukunft würden wir uns sehr freuen.\ Mit freundlichen Grüßen,\ \[Name] {% endtab %} {% endtabs %} ## CorrelAid Nederland {% tabs %} {% tab title="English version 🇬🇧" %} ***This first part is very generic and can be used for any “cold call” email.*** Dear X, I am writing to you on behalf of CorrelAid XXX, a group that aims to build a network of data scientists / data enthusiasts that work pro bono for organizations that do good. We organize meetups, hackathons, and engage in longer-term projects with organisations. Currently, we are collaborating with ... among others. In addition to helping NGOs that advance the social good, our goal is also an educational one. We want to provide students or young professionals with the opportunity to apply their data science skills in the real world, getting hands-on experience. ***This part now is specific for Professors who teach certain courses.*** We noticed that you are teaching XX, and believe that students taking this course might be interested in our initiative. If you agree, would it be possible for you to inform them about us? Our website is XX, and our newsletter --- through which we update our pool of data scientists / data enthusiasts about new meetups, hackathons, and projects --- is XX. Please let me know if you have any other questions, and thank you for your time! ***This part now is specific for meetups where we can speak.*** We were thinking that attendants of XX might be interested in hearing about our initiative. Would it be possible to speak at XX? I am looking forward to your reply, and thank you for your time! On behalf of CorrelAid XXX, NAME {% endtab %} {% endtabs %} # Room booking and catering ## Room booking #### University context As already mentioned, it is worthwhile to register your CorrelAidX chapter as an university group in order to be able to book rooms yourself at the university. Alternatively, a cooperation with a student council or with academic staff / professors at the university is an opportunity. Each of these groups should be able to book rooms via the university room booking system. Since large seminar rooms / lecture halls can be booked out over months, make sure to inquire about a room at an early stage. A realistic period is about 3 months in advance. Even if the event does not have to be completely planned at the time, you are safe regarding the location and can give other participants / helpers an exact date and place. #### Outside university Of course, if you are not working or studying at a university, cooperation with other associations in the area of Data4Good or IT, the booking of a coworking space or the request for foundations are also good options (see above). If you do not have any existing contacts yourself and do not want to contact groups, you can also ask in the #general channel of our [Slack](https://docs.correlaid.org/wiki/faq#everything-seems-to-be-on-slack-how-do-i-get-on-there) for connections of other CorrelAid members. Also, after a successful event, remember to select people to be responsible for cleaning up the room unless you have agreed otherwise with the organization that will provide you with the space. A good event ends only when the last visitors have left. ## Catering #### University context Likewise, already existing university structures can be helpful organizing the catering. One of the most effective ways to promote an event at an university is continually mentioning free food. These can be pizza as well as pretzels, slices or biscuits. The size and type of food you offer depends on the size and nature of your events as well as your personal preferences. Further examples from our practice * Foodsharing University / Local Group * Order pizza * Lubricate rolls / bake cake #### Outside of university If you are collaborating with a company or another meetup group, chances are good that they'll be able to provide a sponser for the food / drinks. Another option is to go to sponsors in the area. If, for example, a beverage manufacturer / trader is in the area, it is worthwhile to inquire there. If this is not the case, we can support you as well. See next section. #### CorrelAid financial support CorrelAid likes to support you in financing your meals. We want to make organizing an event as easy as possible for you and to prevent anyone to have further expenses in addition to his or her personal involvement in the event. However, it should be noted that we are a small club with limited resources. Therefore, please plan ahead of schedule with our financial officer (see [Contact](/community/contact)) to ensure that the expenses can be carried safely by us. # Finding a legal form {% hint style="warning" %} In most cases, German chapters should not need to worry about this. {% endhint %} Once you have moved out of your "starting phase", you might need to consider finding a legal form for your local chapter. This is especially relevant to the chapters outside of Germany. For this purpose we have set-up our [license agreement](https://correlaid.org/footer/licensecontract/). To discuss things further, please [contact](/community/contact) Isabel with your questions and concerns. ## Examples ### Netherlands The Netherlands chapter has chosen to become its own Stichting (Foundation) instead of working under the umbrella of the German Verein. The main reason for this choice is partially legal, and partially monetary: It is difficult to do charitable work across borders unless it is developmental work in an underdeveloped country. It is difficult for the German entity to sign project start agreements with Dutch NGOs, and they are not allowed to move funds outside of Germany.\ It is also difficult to find any type of funding from Dutch institutions or funds when you are a German Verein. The legal form that we chose is more suited for a charitable organization than the Dutch version of a Verein (Vereniging). It is also needed for us to be recognized by the Dutch government as a charitable organization, which helps us attract funding. # Role definitions At the local level, it makes sense to name contact persons for different tasks. Roughly, the tasks of the local groups can be divided into two areas: community and projects. The following two profiles are designed to help you create clearer responsibilities. It is of course still possible and useful that individual tasks are taken over by other group members or that formats, such as the data dialogue, are organized in close cooperation. ### Community management The Community Magager is the contact for both interested data scientists from the area as well as for the CorrelAid team on a nationwide level. Among the tasks of the community managers are the fields of network and communication. Possible formats would be the organization of (regular) meet-ups, workshops, kaggle-challanges and / or communication with other local organizations in the field of data science. ### Project management The project manager is the contact person for local organizations who would like to carry out a project with your local group. They are also responsible for the initiation and administration of current projects. The tasks include contacting, managing the ideation process with the NPOs and consulting the project administrators in the CorrelAid team. It is of course also possible to carry out "internal" projects within the local group. More precise steps for the tendering and implementation of a project at the local level can be found in the project manual. ### Specific task forces In addition, some local groups have formed other task forces. For example, there are sub-teams that take care of project acquisition, marketing and education. Some chapter defined a **CorrelAidX ambassador** as well: one person who joins the monthly CorrelAidX calls (every third Monday of the month) and reports back to the chapter. In the [internal CorrelAidX documentation](https://correlaid.gitbook.io/correlaidx-cross-chapter-documentation/), these roles can be found in the respective chapter subpages. Again, [Isabel](mailto:isabel.w@correlaid.org) is also available to provide advice on this topic. # Event formats {% content-ref url="/pages/-LvjPyorMIP\_u8\_JceMi" %} [Data dialogue](/community/formats/data-dialogue) {% endcontent-ref %} {% content-ref url="/pages/-LvjPtuNKs\_skPBBLQfe" %} [Workshops](/community/formats/workshops) {% endcontent-ref %} {% content-ref url="/pages/-LvjPl2VkjVKd-5TKSw4" %} [Introducing CorrelAid](/community/formats/introducing-correlaid) {% endcontent-ref %} {% content-ref url="/pages/-LvjPcxBD5CYJcio2mA0" %} [Panel discussion](/community/formats/panel-discussion) {% endcontent-ref %} {% content-ref url="/pages/-LvgfYhjADZGY-A4H61i" %} [Hackathons](/community/formats/hackathons) {% endcontent-ref %} # Data dialogue You plan to organize a data dialogue? Below you find some general information about this event format as well as step-by-step instructions for a data dialogue in person and a remote data dialogue. ## Goal: Offer NPOs that do not yet have a concrete project idea a format to define their data challenge with dedicated data scienctist volunteers. ## Key Takeaways: * NPO: 1\) Learn how to think about data challenges (through onboarding and scoping) 2\) Identify potential of data science for organizational challenges 3\) Gather possible solutions for data challenges that can lead to an implementation project * Data Scientists: 1\) Learn how to scope projects (project managers) 2\) Ideate on how to solve social challenges with data science 3\) Win the pitch and join the project team - if they wish to do so ## Commitment * NPO (4h): * Preparation of needed material (1h) * Preparation call and contact survey (1h) * Ideation session (1h) * Pitch night (1h) * Data Scientist(4-8h) * Preparation of ideation session (1h) * Ideation session (1h) * Pitch creation phase (1-4h over one week) * Pitch night (1h) ## Roles * Project managers: Coordinate onboarding, guide NPOs, train data scientists, launch projects * Main moderator: welcome of guests, introduction of the orga team and of CorrelAid, guidance through the event * Main host: intro to the meeting tool, technical support, set up of breakout sessions, taking screenshots, keep track of time * Co-hosts: Support main hosts in break-out sessions * Orga team: Organizes meeting rooms, sets agenda, , photographs the event * Participant: Take part in event ## Timeline ### Find partners * Use public registrees or network associations or research NPOs in your region * Contact NPOs using our e-mail template * Assess whether interested NPOs have the same thematic topic and can join the same data dialogue ### Set time and date * Set the time and date of the data dialogue (ideation session and pitch night) according to how NPOs may attend * For offline events: Book possible locations * For online events: Ask Frie Preu to set up a zoom environment * Create/distribute marketing material (Hint: PR \[PR ] (mailto:) can help!) or take a look in this [CorrelCloud file](https://correlcloud.org/index.php/s/BTyQ59t5JHfRMr5) ### Organize * Choose the following responsibilties: Moderator (2P), technical staff (1P) * Train moderators using our internal guidances, for example with this [presentation](https://docs.google.com/presentation/d/1fM22bP0fVcKn98R4zB2Z8hhWup6XscoIJ-9L5i-bkBM/edit#slide=id.g884d5274fc_0_68) * Set an agenda, create a presentation and gather necessary surveys ### Prepare partners * Schedule a 1h preparation call * Clarify whether the process and goals of the open data dialogue are understood {% hint style="info" %} Approach the organization and gain more insights in their data challenge, at the same time, they gain more insights on what information we need to tackle their challenge. It is not necessary to fully define the questions on challenges yet - here you can collect ideas and mark points for clarification during the ideation session. {% endhint %} ### Prepare participants * Transcribe the data to a call for application format to share with volunteers (Hint:\[Frie ]\(mailto:) can help!) * Share invitation in the networks using this form * CorrelAid distributor * Student distribution boards * Monitor registrations (we have a 50% attendance rate) * Assess abilities and prepare matching * Send reminder e-mail one week before ### Ideation session (1h) * Ideally, offer an onboarding session from project managers to volunteers in an hour * Ideate on data challenges and solutions with broad focus (collect as many ideas as possible) * Gather ideas on post-its or similar digital tools * Let the NPO select up to 3 ideas that they want pitches on * Form pitch teams using a zoom survey ### Pitch working phase (1-4h over a week) * Pitch teams work on their pitch, incl. a technical proposal, value-add and ressource-time allocation * Pitch teams create 5 slides for pitch deck and send those to organiztational team ### Pitch night (1h) * Pitch teams present their data challenges + possible solutions followed by Q\&A (5+ 5min) * NPO representatives and project managers consult on which ideas can be selected (10min) * Final decision and allocation of groups (10min) * Feedback: Interviews with NPOs and sending out of surveys (10min) * for [NPOs](https://www.surveymonkey.de/r/correlaideventextern) * for volunteers ### Follow-up * Send reminder for feedback surveys and thank you notes * Launch projects * Gather lessons learned * Present your open data dialogue on our blog and the lc call! `Example` {% hint style="info" %} Any questions about the above? Ask [Nina ](mailto:nina.h@correlaid.org), [Frie ](mailto:frie.p@correlaid.org)or [Isabel](mailto:isabel.w@correlaid.org) or get support from the [#lc-team](https://correlaid.slack.com/archives/C7MR1UREE) channel. {% endhint %} ### Field reports from past data dialogues What does it look like in practice? Here you can find reports of past data dialogues: * [Remote data dialogue 2020](https://correlaid.org/blog/datadialogue-berlin-online/) * [In person data dialogue 2019 at CityLab Berlin](https://correlaid.org/en/blog/datendialog-europa/) * [In person data dialogue 2018 in Berlin](https://correlaid.org/blog/datendialog-berlin/) # Workshops The aim of workshops is to increase the professional and content-related competence of CorrelAidX members. This includes both the basic introduction to R and Python, as well as the learning of specific knowledge and packages within both programming languages. Depending on the demand, workshops should always be thought through at the beginning of the semester. This decision should include the level of input of the members and the skills of the teachers. If there is a basic idea of the upcoming workshops, the planning for the first workshop should be started. Based on this example all following workshops can be planned. Basically one should assume that after 90 minutes learners are hardly able to process new information. Therefore, the planning should be created for about 90 minutes. A workshop session includes a brief conceptual introduction to the current session, collaborative editing of an R or Python script, and self-paced learning by learners. The R or Python scripts do not have to be developed completely on your own. CorrelAid Germany offers teachers a basic set of R and Python scripts which can be used as a basis to plan your own workshop. If there is no template available already, it is up to the teacher to provide the script to CorrelAid Germany. Workshops are most easily held in seminar rooms at the university. In this case, student councils can be asked for their support, as they are generally allowed to book seminar rooms. For the individual workshops invitations should be sent via social media posts at least two weeks in advance. Here the basic topic of the workshop should be explained already. In addition to the invitation, at least two reminders should be sent around so that the number of potential participants and people reached is as high as possible. At the beginning of the workshop, the teacher explains the concrete content of the workshop and structures the lessons in accordance with their own teaching concept. Both the teacher and the students should feel comfortable in the workshop and not feel overwhelmed. At the end of the workshop, the teacher should announce to the topic of the next upcoming workshop, if applicable. Should a relatively large number of workshops be offered, it is possible for CorrelAidX units to issue a certificate to learners about learning the basics in R or Python. In this case a attendance list must be maintained. In the best case, tasks are provided to the learners which must be solved on their own. * Timeframe * Responsibility * Work step # Introducing CorrelAid Every now and then there is the possibility to present CorrelAid as an organization at the university or also at conferences / meetings / MeetUps. The format is completely free at this point as long as you and the organizers feel that CorrelAid can make a contribution and / or is interesting for the participants. Of course, in addition to presenting at external events, you may also like to take the initiative: Fore example, you can send a mail to your university mailing list to make them aware of your group. This may also combined with a (founding) event. Various events in which CorrelAid could contribute or present themselves would be, for example, student councils or university mailing lists, student initiative fairs, similar organization events (Code for Germany, Open Knowledge Foundation) or panel discussions and conferences in the field of data analysis / civil society engagement. In order to make your presentation a little easier, we have put together presentations and information materials that you are welcome to use. We can already prepare for you: * Sticker & flyer (still in the old design, currently redesign in progress) * Poster (general and project schedule) * Presentation texts in different lengths or verbosities * Powerpoint presentations for different addressees * Reusable stock photos * Standard cover letter separated by addressee for hosting various events The material can be found on our Google Drive, for which you must first be activated as a user. When preparing an event or contribution, please contact the [Community Manager](mailto:isabel.w@correlaid.org) at CorrelAid. Here we can jointly consider which formats and documents fit best for you. # Panel discussion Panel discussions are a good way to start a kick-off event for a new local group. Together with experts, the relevance of the topics "Data4Good" or "Data analysis for civil society" and the associated need to found a new local group can be discussed. Panel discussions often revolve around a provocatively formulated question that can possibly stimulate a diverse debate. The planning of a panel discussion should start 3 months before the date of the panel discussion at best. At the beginning it should be defined which main topic the podium discussion basically should have (partly also depending on the objective of the local group (see three columns above)). Then you have to decide how many perspectives on this topic can be raised and define a corresponding number of discussants. Building on this, potential discussants must be addressed and contacted. It makes sense to first refer to the contacts of CorrelAid Germany. Johannes or Arndt can give you the best feedback. In addition to these "celebrities" you should ensure that at least 1-2 discussants come from your region, so that the interested can see a familiar face. It is best to contact a method professor. However, also pay attention to maintaining a balanced gender mix for the panel discussion. When contacting the discussants, be sure to formulate the most concrete invitation email - it should be clear when the event will take place, who else will be invited, what questions you will ask, and why you have contacted exactly this person. It should also be clear at this time who should act as moderator for the panel discussion. At best, this is a member of the CorrelAidX group with a bit of experience in speaking to larger groups. The moderator should start thinking up questions early on and distinguishing between questions for all discussants and special questions for individual participants. After the discussants have agreed, you must ensure that you book a sufficiently large room. For this purpose, it is advisable to work together with a student council of the university. They may normally reserve rooms from universities free of charge. Offer the student council that this can be a joint event so that they can also benefit from it and provide you with a little more WoMen-power. The room should have at least 50 seats; depending on the size of the university, the room may be larger. Three weeks before your event takes place you should start promoting the event with flyers and social media postings. For flyers, ask your student council. If you organize the event together, it should not be a problem to provide 100€ for flyers. When promoting the event, make sure to choose the most appealing title and ask the discussants how they would like to be promoted. Often, discussants have more than one position. It is important to clarify the function in which they come to your event. Make sure that there is a bit of activity in the social media posting for the event - once a week, remind the participants that the event is about to start. The room should be booked at least one week in advance to give you an overview of the premises. Furthermore, consider whether you want to organize a bit of catering. At least for the discussants it is necessary to offer water and glasses. Check several days in advance to see if you have access to the electronic infrastructure and if it works. If that is not the case, the university administration can certainly help out. On the day of the panel discussion, make sure that the room is free and tidy at least one hour before the start of the event. Ensure that especially the external discussants are picked up and taken to the room and hang a few (direction) signs for interested and potential visitors. Please make sure that the discussants can be seen well from anywhere and adjust the seating accordingly. Furthermore, a photographer should be present who can take pictures from both discussants and guests well. At the beginning of the event the moderator welcomes the guests, explains the topic of the panel discussion and introduces the discussants. Here, the discussants can already articulate input statements on the subject of the discussion. Afterwards the discussion should develop relatively fluently between moderation and discussants. At the end of the panel discussion, also the guests should be invited to participate and a conclusive statement should be made by each discussant. If financial reasonable, the presenters may recieve small gifts. Sometimes, chocolate, flowers or CorrelAid-specific souvenirs should be fine. Following the podium discussion, attention must again be given to social media. The best photos and a short text about the success of the panel discussion should be published. Furthermore, you can send the information to the press office of the university, so that the range is further increased. * Timeframe * Work steps * Responsible # Hackathons The concept of the hackathon comes originally from the hardware and software development and designates events in which complex problems are to be solved in the best possible way in a relatively short time (usually in the range of about half to about three days). The participants of a hackathon ideally form interdisciplinary teams, in which they work together on the task. The competitive situation and the time pressure should promote the development of new and creative solutions. Depending on the size and type of hackathon, the solutions developed at the end of the event will be judged by a jury and, if applicable, awarded. For the context of the CorrelAid Local Chapter, hackathons are a great way to give data science-interested students first-hand insights into practical data analysis. The first step in planning a hackathon is the question of the scope and format of the event: * Should there be a standard task for all participants, or should several projects be available in different difficulty stages? * How long should the hackathon last and when should it take place? Are there any university events to which the hackathon can be attached? * How many participants \* are expected? Once you have answered these basic questions, you can get into the specific organization: As always, a room should be booked early for the hackathon. This should ideally have a free seating and a large number of sockets. For larger events, it is advisable to book two rooms, otherwise the noise level can become too high. In hackathons, it is customary that the organizers provide a certain basic set of drinks (coke, mate, water, beer ..) and food (pizza). At multi-day events, the workrooms are usually open around the clock and full catering is available. For examples regarding catering see section (Structure of the Local Group - Catering). The most important success criterion of a hackathon is the selection of a good task. Ideally, it is a "real life" problem, so the solutions found may even be put to practical use later. For example, potential issues may arise during a data dialogue or may be based on other, freely available data (open government, etc.). However, it is important that no sensitive / personal data is used on a hackathon. Examples of tasks of successful hackathons: * Analysis of data of the Bundesfernstraßengesellschaft on the impact of the blockage of the Rheintalbahn on the truck traffic. * Analysis of a data dump from FlightRadar to identify violations of the no-fly ban at German airports. * Identification of hacker attacks in network logs. In addition, it would be helpful if contact persons familiar with the data are constantly available during the hackathon and can help with questions and problems. * Responsible * Timeframe * Work steps # Cooperation Agreements Please see our [license contract](https://correlaid.org/footer/licensecontract/) as main reference. ## 1. General 1.1 The local group is supervised by CorrelAid's organization team throughout Germany (hereafter referred to as CorrelAid Germany). 1.2 The local group is represented by a community manager. 1.3 The purpose of the local group is to implement the mission of CorrelAid. The CorrelAid Ethics Codex must always be followed (see Appendix 1). 1.4 The local group is aware that their activities will be perceived as representative of the entire CorrelAid community. ## 2. Relations between local group and CorrelAid Germany 2.1 CorrelAidX *insert city name* is part of CorrelAid e.V. and does not exist as a standalone organization. Exceptions are possible, but must be clarified individually with CorrelAid Germany. 2.2 If projects are planned with local social organizations, this should be discussed with the Core Team. A possible project is subsequently not mediated and project members are not chosen by the local group but by CorrelAid Germany (in cooperation with the local group). 2.3 Contact persons at local level are authorized to communicate on behalf of CorrelAid e.V. for the purpose of project acquisition and the acquisition of interested persons. However, you should use the addition CorrelAidX *insert city name* . 2.4 The local group communicates all events and local initiatives to CorrelAid Germany. ## 3. Cooperations and sponsoring 3.1 Cooperations with university groups, student councils, local organizations and companies are desired. But these have to be discussed in advance with the local group coordinator at CorrelAid Germany. 3.2 Should a budget be required for events or initiatives, this may be requested from CorrelAid Germany. ## 4. Communication 4.1 For general publicity work, the CorrelAid Style Guide must be followed (see note B). General: 4.2 The local group will be provided with an individual logo which is to be used. 4.3 For the public relations work the social media channels of CorrelAid Germany are to be used (Facebook and Twitter). It is not intended that local groups set up their own channels. Exceptions are possible, but to clarify with CorrelAid Germany individually. Upon request, the community manager can get write access to the social media channels. # PR activities If you as a chapter or team would like to promote your work in the network or beyond, these are the procedures. ### Social Media - Instagram, LinkedIn & Mastodon If you have events / updates or exciting information to share please send them to the [#pr-posts](https://correlaid.slack.com/archives/C022H164LNN) slack channel with the following information: * Title * short description * if possible a picture * if applicable twitter handles of speakers / organisations. Our PR team will then share your content on **Instagram**, **LinkedIn, Mastodon,** and **Facebook!** ### Newsletter If you would like to send out one of your events via the [newsletter](https://correlaid.us12.list-manage.com/subscribe?u=b294bf2834adf5d89bdd2dd5a\&id=915f3f3eff), please contact our community manager with the event details. Either we include it in our monthly newsletter, which is sent out in the penultimate or last week of the previous month and goes to the whole network, or we share the information individually with the network / your local chapter audience. ### [Website Event Section](https://correlaid.org/events/) We are also happy to post your events on the [Event Section of our website](https://correlaid.org/events/). Just write to [Frie](mailto:%20frie.p@correlaid.org) or [Isabel](mailto:isabel.w@correlaid.org). # Doing a project It is also possible to carry out projects at the local level via CorrelAid. However, it is important to us that the projects meet the criteria we set for our own projects. Hence, please make sure to check this guide when deciding on whether to do a project with a potential partner organisation: {% content-ref url="/pages/-MYOt9-X7PRSL5iHoKmK" %} [When do we do a project? When not?](/projects/project-decision-guide) {% endcontent-ref %} Also make sure to check out the [toolbox](broken://pages/-MMKcyJY6etdpq45QfyK) for more resources and the [project coordination subpages](/projects/project-coordinators) for more information on how to organize your own project. # Contact ### General CorrelAidX contact Our[ community manager](https://app.mural.co/t/correlaid3823/m/correlaid3823/1699870589469/4cf3017ee7f487ebbf5ba4efff6245a8d0ed4569?sender=u1b832a9670bb15a61a279564) is responsible for CorrelAidX. You can write them an email or contact them in our Slack. To get a Slack account, see the [Wiki FAQ](https://docs.correlaid.org/wiki/faq)s. ### Finances Find the current finance officer in the [CorrelUniverse](https://app.mural.co/t/correlaid3823/m/correlaid3823/1699870589469/4cf3017ee7f487ebbf5ba4efff6245a8d0ed4569?sender=u1b832a9670bb15a61a279564). ### Local chapters If you want to contact a specific local chapter, please check the details on our [website](https://correlaid.org). # A short project coordinator guide This page is supposed to give people who are not overly familiar with Data4Good project coordination at CorrelAid a starting point. ## Scoping - defining your project A project - by definition - is ... > a temporary effort with a specific start and end date, designed to create a unique outcome. > > ([source](https://monday.com/blog/project-management/what-is-a-project/)) It's important to **define what your project is about and what it isn't** - the process of finding this out is called **scoping.** Partially, this can also be part of the project itself, e.g. finding out technical solutions or defining problems more clearly. But as a project coordinator, you should ... * ... set rough time boundaries on the project before the project start (expected end of the project) * ... define project areas - what should be worked on in the project (data collection? data visualization?) * ... identify some initial tasks and team roles * ... clearly identify the logic of problem -> solution -> impact To discuss this with the NPO, you can use parts of this [Mural template](https://app.mural.co/template/d5ee45d0-3770-49d1-b52a-639e17a80032/cae03a5a-15e5-46b2-b61d-ad41436e1b53) (German only) that you deem helpful. We can set a Mural from this template up for you. After you have discussed the scope and content of the project, it's a good idea to **write this down** in a project description. For this, we have the Google Docs *project home* template ([German](https://docs.google.com/document/d/1g_XQfCOoHlN_fWDvAjNhNcvMKkWkyNtaUgnF-E9CMqc/edit?tab=t.0#heading=h.rzf18ep3hwyb), [English](https://docs.google.com/document/d/1bJcn-bkn_GnJSeMhR7UrqJ1VjILaB25MhSXGshhwLO4/edit?tab=t.a9ayehn0m4h9)). You can make your own copy and fill in the parts that are relevant for you. ### Ethical concerns? If you have any ethical concerns regarding your project (idea), the ethics committee is there to help. You can find more information about the processes and tools [here](/projects/the-ethics-questionnaire-and-its-companion-document). ## Team selection - finding volunteers *coming soon.* ## Onboarding & Kickoff Once you have found volunteers to work on your project, you need to get them ready for the project. Your team is ready to work if: * everyone joined the Slack channel * everyone has access to data (depends on the project, see Q\&A below) * you had a kickoff meeting * you have established some sort of project management and everyone has access to it * everyone has access to a tool to work on code (depends on project, GitHub for code projects) * everyone has read and signed the *data protection and confidentiality agreement* if necessary #### :question:Do volunteers need to sign anything before they start the project? It depends: * if you are not working with a partner organization and are solely working with open data, then you are good to go. * if you are working with data of a NPO, volunteers should sign the "Data protection and confidentiality agreement" ([English](https://docs.google.com/document/d/1Ety-E1DbzWINkWQzh3pLYi-5OvAPD0MyNsCrrqSz1cg/edit?tab=t.0#heading=h.7se8ozrlx85b), [German](https://docs.google.com/document/d/1xhjPDWl07_48KmDuIGuiWL3Beyo9EpwUrBTzqNYiiPI/edit?tab=t.0#heading=h.7se8ozrlx85b)). Please ask in #core-general for support with set up of this document and the process. #### :question:Can I open a Slack channel? yes, please do. Please invite @Leo Preu so that he can keep track of the project for the purposes of our internal reporting. #### :question:How do I invite new people to the CorrelAid Slack workspace? * use `/invite` in a slack channel, then select "invite someone new to join this workspace". #### :question:Where should we put the code? * best practice is to work in GitHub repositories * ask in #core-general for GitHub repositories to be opened in the CorrelAid organization. please specify if it should be public or private. #### :question:Where should we put the data? * GDPR relevant data (see [here](/projects/data-security-and-privacy)) must not be uploaded to GitHub or CorrelAid's Google Workspace. Ask in Slack #core-general for help with initial data transfer. * if you are working with GitHub, you can use `.gitignore` to avoid data being accidentally uploaded to GitHub (see this [folder](https://github.com/CorrelAid/r-project-template/tree/main/data) and the `.`[`gitignore`](https://github.com/CorrelAid/r-project-template/blob/main/.gitignore) in the same repo for an example). * if you are working with data that is freely available and openly licensed, it is fine to upload it to GitHub. Please add license information in the README. * if you have questions, ask in #core-general. #### :question:Where should I put meeting minutes etc.? * ideally, you should keep project documentation in a place where CorrelAid (employees) have access to so that it won't be "lost" if you ever leave the organization. * Tools we have: * Google Drive/Google Docs in CorrelAid Google Workspace. Fill in this [form](https://docs.google.com/forms/d/e/1FAIpQLScJYiZDTlo0S4N7eeRVyo7GgSHFzdiaKvBt5RJ8C5Fo_22r0g/viewform) if you don't have an account yet. * if you need access to folders to store your project's content (e.g. local chapter folders, general CorrelAid folders), please ask in #core-general. * [Slack Canvas:](https://slack.com/help/articles/203950418-Use-a-canvas-in-Slack) Slack's channel canvas feature is quite useful for organizing links, project documentation and even meeting minutes. #### :question:How can we organize tasks / do project management? we can offer two solutions for task management: * [GitHub projects](https://docs.github.com/en/issues/planning-and-tracking-with-projects/learning-about-projects/about-projects) * [Slack lists ](https://slack.com/help/articles/27452748828179-Use-lists-in-Slack) # The Ethics Questionnaire and its Companion Document Let us guide you in having a close look at your nascent project. Use the Questionnaire and its Companion Document below to identify the most relevant questions to answer or to pass them on to us! ## What is the Ethics Questionnaire? At some point, someone in the organization may ask you to fill in the Ethics Questionnaire or have a look at it. It lists the most relevant parameters of what may become a CorrelAid project—ethicality issues more narrowly, and privacy or data protection issues more broadly. By filling in the Questionnaire, you provide a structured set of information for people (especially the Ethics Board) to evaluate where your project may need some tweaking or some extra safeguards. The Questionnaire is here: When you fill it in, have a look at the Companion Document, which we present to you below. ## The Companion Document The Companion Document wants to help you to fill the questionnaire in the scoping process by directing your attention to issues that you might want to think about before they actually become issues. You are an ethical person. But the devil is in the details and nobody ever has all of them present at all times. Therefore, this document is a way to help you get an overview, so you don’t miss anything. Once you send off the filled-in questionnaire, we will learn a bunch about your project, and so will you. Also, feel free to talk to the Ethics Committee where it seems this questionnaire raises things you would like to discuss. ### Introduction and the Preliminaries section #### Who should fill out the questionnaire, and when? The general idea and the Ethics Committee’s prior assumption about each project is that there is at least one CorrelAid member (from here on: the Project Lead) who is leading - or, if still in ideation phase, scoping the goals and strategy of the project together with one or several people from the Partner organization (including the Contact, often the person who got in touch with CorrelAid). While the Contact knows and communicates what the Partner organization would like from the project, it is the Project Lead's role to know and clarify what is compatible with the values and resources of CorrelAid. So it is rather early—before and during the project scoping phase—that the Project Lead should familiarize themselves with this questionnaire, so the project goals are viable. The questions concern three main areas: (1) Is the Partner organization eligible to be aided by a pro bono CorrelAid project? (2) Are the project's goals and general strategy in line with CorrelAid guidelines and values? (3) Are the goals and implementation of the project in line with the relevant data protection laws, especially the GDPR? Since you can save the questionnaire as a work in progress, it is a good idea to already fill in the Preliminaries section at the top, to identify the Lead (who is filling this out), the Partner, the project title and to already add descriptions of the Partner organization. If scoping has already advanced, you can also outline the goals and general strategy of the project here. ### The Partner and Project #### Please give a brief description of what the project will be about Give an abstract or executive summary of how you would describe the project. Around 250 words should be enough. #### What is the cooperation Partner's legal form? The legal form can already indicate whether we are dealing with a nonprofit. Some organizations are inherently nonprofit (for instance, e.V., gGmbH, gUG, eG), others are not (businesses for instance). It can also become important for several reasons if the Partner is located outside Germany. When an organization is of the legally nonprofit type, this already means you have less justifying to do; when it is a corporation, a business or other type that does have the right to make a profit, you will have to justify in the comment box how it is still okay for a group of data enthusiasts to invest their time in this project *pro bono.* Also, here is where you can elaborate if for some reason the Partner is not an organization, or not a single organization, or why else the assumption of them being an entity is beside the point. #### Does the Partner have the funds to pay someone to do this or an equivalent project? Free qualified work should be provided to those who need it. Potential Partner organizations, even nonprofits, should not be so large and/or well-funded as to make CorrelAid's help into a mere bump in this quarter's bottom line. Examples: * The Partner organization is a large nonprofit that could provide funding for projects as the planned one. * The Partner organization actually has funds earmarked for such activities as the one that the project focuses on. Please verify that the organization in question could not do this project or a similar one on its own. For the comment box: If the Partner does have funding, how is the project justified nevertheless? Why does the Partner not bring up the funding to do this project themselves? #### Is the Partner aligned with CorrelAid's values? The condition is that the Partner organization should not state values or show behaviors that are incompatible with CorrelAid's. You can look those up at our [Code of Conduct](https://correlaid.org/about/codeofconduct/) and [Code of Ethics](https://www.correlaid.org/about/codeofethics/). If you check “Yes”, it means that you have read or are aware of the Code of Conduct and find the Partner overall in alignment. For the comment box: Comment on any even minor qualifications. No judgment if they later turn out to be irrelevant. This may be the only opportunity for us to discuss alignment, as these things usually do not directly have a bearing on the ins and outs of a project. It is unlikely that any cooperation is off the table just on account of you bringing up nuances that you would like to highlight here. Also, if the Partner's values do deviate from CorrelAid's, how is the project justified nevertheless? #### What positive effects will this project have? Think not just about the immediate benefit for the Partner organization, but about the greater scope: How does the project help make a positive contribution for the greater social good? We collected some guiding questions that can help you to think of positive effects: * What individuals, groups, demographics or organizations will be positively affected by this project? How? * How are you measuring and communicating positive impact? We also collected some examples of positive effects from previous CorrelAid projects. For instance:\ “Thanks to the project, * … non-data experts can visualize the survey results in an automated and consistent manner.” \[[read about an example](https://correlaid.org/en/projects/2021-02-cfe/)] * … non-data experts can interact with the data collection tool’s API in a tailored and simplified manner.” Note that the guiding questions and examples are meant to help you fill the questionnaire but are by no means exhaustive. #### Can our volunteers learn something in the project? CorrelAid also understands itself as having an educational purpose towards its members. Data4Good projects should bring benefits to all sides, Partners and project members. Therefore, it is important to point out what people can learn here. This aspect should not be hard to include and can be as trivial as project members learning how to use a particular tool or library with a particular type of data. For instance: * Project members learn how to build a dashboard in R/python. * They learn how to implement sentiment analysis. * Project members are willing to present their implementation of an analysis pipeline at a local CorrelAid meetup. Please examine if learning is truly involved in your project; not all activities lend themselves to meaningful learning experiences—for instance mere data entry. #### Can the project potentially cause harm? Harm can come about in many ways and at different points of the project. In this section we collected a range of different forms of harm that data-related projects can cause—not to demotivate or scare you, but to help you exclude any issues you may have been unaware of. In case of any doubt, you can get in touch with us. Are you aware of any way in which your project could risk breaking the law? Note that we don’t expect you to know all of them or foresee the future but we would like you to share any doubts you do have by the moment you fill the questionnaire. Consider: * Human rights, data protection, IP and database rights, anti-discrimination laws; * Data sharing policies; * Regulation and ethics codes/frameworks that are specific to sectors (e.g., health, employment, taxation). Here we tried to collect the forms and examples of undesired consequences from an otherwise perfectly successful project. Note that the guiding questions and examples are meant to help you fill the questionnaire but are by no means exhaustive: * Is there a risk that the collected data or analyses allow re-identification of individuals upon sharing, even after personal data had actually been anonymized? * Are the data sources that are involved in any way limited so they could influence your project’s outcomes? Consider: * Possible bias in data collection, such as inclusion or exclusion of particular groups of people. Could analysis of these data discriminate against any of them? * Missing data and data quality: Sometimes data analysis turns out to be deficient to an extent that no analysis may indeed be better than a poor-quality analysis. Is this relevant to your project and are there guard rails to detect such a situation? * Data provenance: Do you trust the available data and the way they were collected? * When you create a survey to collect data, make sure that values can be entered reliably. For example, make sure the survey form allows a wide age range, short or long names, special characters, postal codes with leading zeros, and so on. * Issues related to machine learning and AI (skip if this is out of the project’s scope): * Is there a risk that a machine learning model could discriminate against any groups? For example, a language model trained on 20th century data might reflect a role for women in society that is no longer acceptable today. * Is your model intended to make an automated decision with significant impact for an individual or society? Is it ethical to transfer a decision to an algorithm in this situation? * If your model is intended to make predictions for individuals, remember that models usually treat people as groups with similar characteristics and that models make mistakes. People who belong to a group but are exceptions may be treated unfairly by such models. * By default, the models learn to fit the data they are trained on as well as possible. However, if the model is intended to make predictions that might have significant consequences for individuals, it might need not only a performance objective but also a fairness objective. For example, if a job advertising model learns that some job historically used to be more likely done by men, it will continue showing such job ads to men, which will exacerbate the existing gender bias. * Models that make predictions for people sometimes attempt to imitate a too complex reality based on some assumptions about this reality. If these assumptions are wrong, a model can cause damage. For example, a model that assumes that poor grades of pupils in one class indicate poor teaching can “punish” a teacher, whereas the true causes can be very different. * You might want to check whether your model receives “feedback” about its mistakes. E.g., a model that accepts or rejects job applicants may not receive feedback if it never sees whether those who were rejected could in fact be successful and valuable employees. * If your model has potential impact for an individual or society, you might want to check that your model is interpretable., i.e., that it is clear how it makes predictions, e.g., which features it uses the most when predicting. For example, simple models like linear regression or decision trees are considered interpretable whereas deep neural networks are considered “black boxes”. Consider the possibility of the project not working out. * For instance, if one project member's laptop gets stolen, could sensitive data be affected by this? (Again, since you hopefully read this ahead of finalizing your plans: You could now arrange for this not occurring, e.g. by implementing project-wide encryption, and mention it in your response.) * If project members fall out with each other, could work turn out unfinished because only one project member has the necessary expertise and all others would be unable to make up for it? Are there safeguards to still land the project gracefully after such a conflict? Keep in mind that the Partner may rely on the project, so that its failure could in fact represent harm to them. #### Is the project sustainable for the Partner? Does the project do more than only fix a symptom where a more systemic approach would be better (even if outside the reach of CorrelAid)? Can instead an outcome be achieved that benefits the Partner beyond the short run, e.g., enables them to solve similar problems autonomously? For instance: * Instead of preparing a given data analysis, could there be a targeted knowledge transfer in the form of learning materials with the Partner’s data contexts as object of demonstration? * Will a solution (e.g., a dashboard or a machine learning model) work with new incoming data? With new incoming users? * Will the Partner be able to identify when a solution becomes outdated and should be updated (e.g., a tool gets deprecated or a machine learning model degrades)? * Will there be a necessity of knowledge transfer between the project team and the organization and is there someone in the organization that can take over tasks and knowledge from the team? #### Will you make the project's outcomes (for instance, scripts, infrastructures, data or analyses) publicly available, so others can benefit from them? Your project may be solving more people's problems than you think. Consider making public what is elaborated in the project. This includes both communicating at CorrelAid events (local or organization-wide) the team's lessons learned during the project, and making code available. Also, consider the potential extra work that this may take or how it may impact the process: Good shared works contain documentation, commenting, and clean code. Preparing your work for sharing may add workload that you should consider in the scoping process. You may want to keep an eye on documenting interesting insights that may help others avoid issues you had to deal with. ### Data Protection and GDPR This set of questions reflects the rules that the General Data Protection Regulation (GDPR), or Daten·schutz·grund·ver·ordnung (DSGVO), puts in place. Naturally, this is relevant for organizations that deal with data, and especially data about people. For this section, you find guidance right next to the questions themselves in the questionnaire. ## Sources * Webinar “Datenschutz im Ehrenamt: Datenbestände Rechtskonform Nutzen” \[[link](https://stiftungdatenschutz.org/ehrenamt/webinare/webinare-detailseite/datenschutz-im-ehrenamt-datenbestaende-rechtskonform-nutzen-293)] * Data Ethics Canvas \[[link](https://theodi.org/article/the-data-ethics-canvas-2021/#1563365825519-a247d445-ab2d)] * O‘Neil, Cathy (2016). Weapons of Math Destruction: How Big Data Increases Inequality and Threatens Democracy. Broadway Books * Wulf, Jessica (2022). Automated Decision-Making Systems and Discrimination Understanding causes, recognizing cases, supporting those affected. Algorithm Watch \[[link](https://algorithmwatch.org/en/autocheck-guidebook-discrimination/)] # Project coordination This section explains how CorrelAid projects are coordinated and describes the relevant processes. The content is relevant for project coordinators and project leads. Our Data4Good projects are at the core of our work. In our skilled volunteering projects, we connect data scientist volunteers from our network network of over 2000 volunteers with nonprofit organisations. Through the projects, our volunteers have the opportunity to apply their existing skills and gain new knowledge. At the same time, they support nonprofit organisations with solving their data-related challenges. Over 2-8 months and in teams from 2-7 data scientists, CorrelAid volunteers have tackled diverse data challenges of nonprofits: from data collection, data visualization and exploratory data analysis to automation, reporting and advanced statistical analyses using machine learning and deep learning techniques. ## Project phases A typical CorrelAid project goes through 6 stages. Those are sketched out here to give a high-level overview. More detailed content can be found in the rest of the manual. #### First contact / Project acquisition CorrelAid has come in contact with a potential partner organization / NPO: * they've contacted us over email * we have met them at an event * we have approached them * someone else put us into contact with them #### Scoping The project coordinator has established communication with the organization. Together with the contact person(s) from the NPO, they figure out whether and if so, how CorrelAid volunteers could support the NPO with their data challenge. Based on this information, the project coordinator develops the project call for applications in close coordination with the contact person(s) of the NPO. {% content-ref url="/pages/-M4Jlmxp7IfbJsIMo5QL" %} [Scoping & Call for Applications](/projects/project-coordinators/scoping) {% endcontent-ref %} #### Team selection The project coordinator sends out the call for applications via the newsletter and collects the applications. Once the application deadline has passed, the project coordinator looks for a selection committee who then select a team. {% content-ref url="/pages/-MdHkkmlA25HeYyN78MV" %} [Team selection](/projects/project-coordinators/team-selection) {% endcontent-ref %} #### Onboarding & Kickoff The project lead together with the project coordinator and the support of the relevant tool administrators sets up the project tooling and communication channels. The project coordinator together with the project lead and the NPO starts planning the kickoff. {% content-ref url="/pages/-MB-5sUZ9J5C3N0-8b3t" %} [Onboarding](/projects/project-coordinators/onboarding) {% endcontent-ref %} The kickoff marks the official start of the project. Here, the NPO, the project coordinator, the project lead and the project team come together for a weekend (or an online event) to get to know each other, learn more about the background of the project and plan the project. {% content-ref url="/pages/-MBYYAhbXgWCwpxjWdEr" %} [Kickoff](/projects/project-coordinators/kickoff) {% endcontent-ref %} #### Project work The project team works on the project, with regular feedback loops with the organization. The project team leader leads the team as primus inter pares and is responsible for keeping the project running. From time to time, the team gives an update to the project coordinator to ensure that no problems exist and that the project is running smoothly. {% content-ref url="/pages/-MBdkn6U\_Y4PGoZLUhjO" %} [Project work](/projects/project-coordinators/project-work) {% endcontent-ref %} #### Handover The project team hands over the finished analysis / visualization / .. to the NPO. {% content-ref url="/pages/-MBdksujdkqPEcdN1zGX" %} [Handover](/projects/project-coordinators/handover) {% endcontent-ref %} #### Follow-up Feedback is collected by the project coordinator from both the NPO and the project team members. {% content-ref url="/pages/-MBdlBrjw71Cwoh7V0Cb" %} [Broken mention](broken://pages/-MBdlBrjw71Cwoh7V0Cb) {% endcontent-ref %} # CorrelAid Data4Good projects Our Data4Good projects are at the core of our work. In our skilled volunteering projects, we connect data scientist volunteers from our network network of over 2000 volunteers with nonprofit organisations. Through the projects, our volunteers have the opportunity to apply their existing skills and gain new knowledge. At the same time, they support nonprofit organisations with solving their data-related challenges. Over 2-8 months and in teams from 2-7 data scientists, CorrelAid volunteers have tackled diverse data challenges of nonprofits: from data collection, data visualization and exploratory data analysis to automation, reporting and advanced statistical analyses using machine learning and deep learning techniques. ## Project phases A typical CorrelAid project goes through 6 stages. Those are sketched out here to give a high-level overview. More detailed content can be found in the rest of the manual. #### First contact / Project acquisition CorrelAid has come in contact with a potential partner organization / NPO: * they've contacted us over email * we have met them at an event * we have approached them * someone else put us into contact with them #### Scoping The project coordinator has established communication with the organization. Together with the contact person(s) from the NPO, they figure out whether and if so, how CorrelAid volunteers could support the NPO with their data challenge. Based on this information, the project coordinator develops the project call for applications in close coordination with the contact person(s) of the NPO. {% content-ref url="/pages/-M4Jlmxp7IfbJsIMo5QL" %} [Scoping & Call for Applications](/projects/project-coordinators/scoping) {% endcontent-ref %} #### Team selection The project coordinator sends out the call for applications via the newsletter and collects the applications. Once the application deadline has passed, the project coordinator looks for a selection committee who then select a team. {% content-ref url="/pages/-MdHkkmlA25HeYyN78MV" %} [Team selection](/projects/project-coordinators/team-selection) {% endcontent-ref %} #### Onboarding & Kickoff The project lead together with the project coordinator and the support of the relevant tool administrators sets up the project tooling and communication channels. The project coordinator together with the project lead and the NPO starts planning the kickoff. {% content-ref url="/pages/-MB-5sUZ9J5C3N0-8b3t" %} [Onboarding](/projects/project-coordinators/onboarding) {% endcontent-ref %} The kickoff marks the official start of the project. Here, the NPO, the project coordinator, the project lead and the project team come together for a weekend (or an online event) to get to know each other, learn more about the background of the project and plan the project. {% content-ref url="/pages/-MBYYAhbXgWCwpxjWdEr" %} [Kickoff](/projects/project-coordinators/kickoff) {% endcontent-ref %} #### Project work The project team works on the project, with regular feedback loops with the organization. The project team leader leads the team as primus inter pares and is responsible for keeping the project running. From time to time, the team gives an update to the project coordinator to ensure that no problems exist and that the project is running smoothly. {% content-ref url="/pages/-MBdkn6U\_Y4PGoZLUhjO" %} [Project work](/projects/project-coordinators/project-work) {% endcontent-ref %} #### Handover The project team hands over the finished analysis / visualization / .. to the NPO. {% content-ref url="/pages/-MBdksujdkqPEcdN1zGX" %} [Handover](/projects/project-coordinators/handover) {% endcontent-ref %} #### Follow-up Feedback is collected by the project coordinator from both the NPO and the project team members. {% content-ref url="/pages/-MBdlBrjw71Cwoh7V0Cb" %} [Broken mention](broken://pages/-MBdlBrjw71Cwoh7V0Cb) {% endcontent-ref %} ## FAQ ### I am applying for a project through the form and I am unsure which role to choose. Help!? **Team Lead:** As a team lead, you lead the implementation of the project as part and primus inter pares of the project team. In addition, you have some organizational tasks: Together with your team mates, you agree on an internal organization of your team, e.g. how often you have check-ins, how to organize the repository, how to keep track of progress, how often to talk to the NPO partner organization etc. Of course, you are not solely responsible for implementing those decisions but organize the team to be able to do so. Note: you do not need to be a technical expert to be a team lead, it is more about organizing a team and facilitating and following up on discussions. **Team member:** You are able to structure your own work and learn new technologies and tools (mostly) on your own. This doesn't mean that you can't have questions for your team mates or prefer learning/working together with someone else - especially when dealing with technologies/techniques that are new to you. But in contrast to a team trainee, you are confident in finding resources that will help you and acquiring knowledge on your own. **Team trainee:** As a team trainee, you do not have much experience with most of the technical tools that are used in the project and/or you only have very little experience with data analysis projects. You'll probably need a lot of support from your fellow team members, e.g. in setting up the project on your laptop or finding tasks that fit your skills (e.g. small data cleaning tasks). Note: you are not automatically a team trainee if this is your first CorrelAid project. **If you are still unsure which role to choose, choose the one which feels most appropriate and write a sentence in one of the open text fields that you were unsure.** ### **I am applying for a project through the form and don't understand the experience scale. Help?!** Beginner = I have never done this before / I have never written a single line of code.\ User = I have gained some first experience in this field / I have written code on my own.\ Advanced = I have gained some experience / I have written complex scripts\ Expert = I know my way around very well / I write my own functions and packages. ### How does CorrelAid select team members? What are the criteria? How can I increase the chances of being selected? You can review the criteria for team selection [here.](/projects/project-coordinators/team-selection#team-selection-criteria) Here are some practical tips: * Your motivation matters and it is an important component in the score but also in the qualitative assessments committee members make when deciding between equally qualified applicants. **An application without any or a very meaningful "why" will probably be discarded, regardless of whether you have unsuccessfully applied in the past**. Hence, please write about what motivates you for the project. Also, if you have a personal connection to the topic or the work the NPO is doing, please write it in the motivation. If you do not have experience expressing your motivation in a small paragraph of sentences, you can write bullet points instead. Here are some questions that can help you come up with something: * Why do you want to participate in a Data4Good project in general? Why do you want to spend 2-4 additional hours per week in front of the computer? * What motivates you about the organization? Have a look at their website. Why do you think their work is important? * Do you personally relate to the work of the partner organization? If so, how? * If you are new to data science but have job experience from a different field, please include soft skills and project management experience. Skills are not restricted to technical skills! * If you are part of a marginalized group, don't undersell yourself! :) Take a look at the experience scale and role descriptions above and when in doubt, take the more advanced category/role. ### I have found the form to become a project mentor / reviewer. What does this entail? As a project mentor / reviewer, you might join a team (temporarily) to consult them so that they can improve the quality of their work by following **best practices**, hereby ensuring the long-term impact and sustainability of the project. This might include but is not limited to: * input and advice on appropriate analytical methods and models, e.g. which time series model would fit best the problem * recommending tools like packages, linter, code styler, documentation helpers, ... * give feedback on quality of documentation and how to improve it * review code and give tips to improve code quality, e.g. how to better structure code into functions or following better programming patterns * advice on how to set up the project, e.g. how code and/or data can be better structured **Time commitment:** depends on your availability and the project's needs. Typically a one-time review / support is enough which should be a couple of hours (3-4 hours incl. reviewing the project, a meeting with the team and a follow up). In certain circumstances and if you want, you might join a team as a mentor for a longer period of time. **Background and your role:** With our projects we want to do two things: support the partner NPO with their data challenges and provide learning opportunities for our volunteers. Learning about and implementing best practices is definitely a good learning that volunteers can take away from our projects. Plus, best practices will improve the quality of the output for our partner NPO. However, given the limited time resources in the context of volunteering, it's sometimes hard to do *everything* right. So whenever making recommendations, you should heavily prioritize what really will help the project in the long run: Maybe the inconsistent code styling really annoys your "clean code" heart but you know good documentation will have a higher impact on the overall quality and sustainability of the project. In addition, as a team mentor, it is important that you consider that not all team members are as experienced, knowledgeable and skilled as you. Please a) have empathy with your fellow volunteers who are working on the project, especially those with less experience/skills, b) appreciate what they have done so far and the effort they put in and c) properly explain why things are important - it might not be obvious to less experienced folks. Have empathy - always remember that you also started out as a beginner once! Finally, if your recommendations are not accepted / implemented, talk to the project coordinator to see what can be done so that the long-term sustainability and quality of the project are ensured. *** # Scoping & Call for Applications #### **Goals** 1. decide **whether** we should do a project with the organization 2. if yes, **scope** the project ## Setting up the project ### Communication and Note Taking In the scoping phase, you should aim to communicate regularly and repeatedly with the NPO to make sure that we a) really want to do a project with them and b) can define a project which will work for both the NPO and the CorrelAid team. Usually, **2-4 iterations over 1-4 weeks** are necessary to define a project so that we can send it out via our newsletter. In principle, you are free in how you communicate with the NPO: email, phone, video call or in-person are all valid choices. However, aim for **at least one personal conversation** (i.e. not email). It's a good idea to start sharing notes from the scoping process early with the NPO so that you can have a shared record of what your plans and ideas are. Write down initial discussions and ideas and then move towards formulating a call for applications. To do so, it makes sense to create two Google docs based on the templates in this [Google Drive](https://drive.google.com/drive/u/0/folders/1KR7dxTdLRhtDEsQspLnEEtA2vsYM7gan) folder. 1. Create a subfolder for the project in the [`project-coordination` drive](https://drive.google.com/drive/u/0/folders/0ADQIkb8r9cK-Uk9PVA) 2. Create one Google doc for taking notes during the initial call(s) --> `template_scoping`. 3. Create another Google doc for the call for applications --> `template_call_for_applications` (there are German and English versions and a version for the projectcycle which would include multiple calls) To create the docs from the templates: 1. open the [template folder](https://drive.google.com/drive/u/0/folders/1KR7dxTdLRhtDEsQspLnEEtA2vsYM7gan) and open the template you want. Select all content and copy to a new Google doc. **OR:** 2. in the folder where you want to create the google doc (see step 1 above), right-click --> Google Docs --> From Template and then select the template from the gallery. ## Scoping There are several things you need to discuss with the NPO over the course of the scoping phase: 1. content and scope of the project 2. expectation management & organization commitments 3. data security / privacy & data access 4. timeline 5. team size & composition ### Content and scope of the project This is arguably the most interesting part. Here, you and the NPO should elaborate together what should be part of the project and how CorrelAid volunteers can help the NPO while at the same time having a good learning experience. **What's a good CorrelAid project? When should we do a project? When not?** The ethics questionnaire is a great place to get an overview over criteria and potential ethical no-gos that could prevent a project. {% content-ref url="/pages/8iOEynwODbE8j2WPkHIh" %} [The Ethics Questionnaire and its Companion Document](/projects/the-ethics-questionnaire-and-its-companion-document) {% endcontent-ref %} This older guide can also be useful (will potentially be retracted in the future) {% content-ref url="/pages/-MYOt9-X7PRSL5iHoKmK" %} [When do we do a project? When not?](/projects/project-decision-guide) {% endcontent-ref %} {% hint style="warning" %} Finding all this out might require a call with the potential partner, so don't make promises too early before you have established that this will be a good idea. {% endhint %} It is important to get as good a picture of the situation as possible. While this process is not standardized, here are some resources: * a catalogue of possibly helpful questions can be found in the [scoping phase template](https://docs.google.com/document/d/10m0qPGRNbGi0LYyMc6LYTxner5WSMYtUAIHkIHZwHTg/edit). * [data maturity framework](https://www.dataorchard.org.uk/resources/data-maturity-framework) to get an overview where the organization "stands" when it comes to data {% hint style="warning" %} While coming to an agreement on the content and scope of the project is important, you should leave enough room so that goals can be adjusted later on in the project if necessary. Avoid going into too much technical detail in the project description. Focus on **what** the organization needs and fix the rough technologies (Python or R? Data Visualization or Machine Learning Model?), and leave the more detailed **how** to the project team. {% endhint %} ### Expectation management & Organization commitments Another important part of the ideation phase is expectation management. You should make clear that: * ... CorrelAid is a **volunteer-based organization**. That means that the project team members are volunteers who will usually spend 3-5 hours per week on the project. It also means that rarely volunteers might drop out of the project because they're suddenly faced with other, unforeseen challenges in their life. CorrelAid is not a service provider or a business that can guarantee deliverables nor timelines. {% hint style="info" %} If the organization requires: * a certain quality of the output * or a fixed, tight timeline then skilled volunteering is not the correct format for this project/NPO. They should hire a freelancer or pay someone to do this instead. {% endhint %} * ... CorrelAid projects **do not only serve the NPO but also our volunteers** by providing learning opportunites (see info box above). This also means that our project teams are diverse such that we do reserve at least one spot for a less experienced data scientist. Fortunately, almost all NPOs will totally understand those points because they also rely on volunteering in their work. :) In addition to those "soft" expectation management issues, you should also get the OK from the organization that they are willing and able to: * support the project team over the course of the project, i.e. they will be available for regular calls / email communication / meetings to answer questions and give feedback * will be able to participate in the kickoff ### Data privacy & data access {% hint style="info" %} We have a data security and protection team which is happy to help you navigate this sometimes complex topic. You can find them in the [#data-protection-security](https://correlaid.slack.com/archives/C04TN7Y01LP) Slack channel. {% endhint %} Data protection and privacy is very important to CorrelAid. Hence, you should find out early what kind of data is to be collected and/or analysed in the project so that the project lead and project team can take on appropriate measures to correctly store and process the data. To make yourself familiar with the different types of data - especially the concept of "personal data" -, please check out the "[types of data](/projects/data-security-and-privacy#types-of-data)" section of the data security & privacy page: {% content-ref url="/pages/-MBJiOk3\_HNYZETHuqxQ" %} [Data privacy & security](/projects/data-security-and-privacy) {% endcontent-ref %} After you've familiarized yourself with the definitions, you should be able to decide on the right project setup together with the NPO by asking the following questions. **Will any kind of personal data be involved in the project?** **If** 👍: Most of the times, CorrelAid teams will get a pseudonymized version of the data (i.e. individuals are still identifiable with the use of additional information). But even if the partner organization claims the data is truly anonymized, CorrelAid teams should not rely on that claim. Hence, in any case CorrelAid teams dealing with any kind of personal data should always adhere to the following setup: {% hint style="info" %} **Project setup** * DO: encrypt the data on local machines (see [howto](/projects/data-security-and-privacy#data-encryption)) * DO NOT: upload data to GitHub / GitLab * DO: team members need to sign the *declaration on data protection and security* (de: Datenschutzverpflichtungserklärung) (templates are [here](https://drive.google.com/drive/u/0/folders/1NR3bHoPWrzvR3pySiRQ61l_BelMXksA_)) * DO (if very sensitive data): team members create separate user account on their machine just for the project {% endhint %} **If** 👎: If the project does not involve personal data, it depends on the requirements and wishes of the NPO which data protection & security measures the project team needs to adopt. Here are the questions to ask the NPO. #### **Does the data have to be encrypted locally?** Make sure the organization understands the attack vector, i.e. if a laptop of a team member was stolen, the data could be extracted from the hard drive. If data can be stored unencrypted, CorrelAid team members do not need to ensure encryption which can be easier, especially for team trainees. **Can the data be uploaded to a private GitHub repository?** Make sure that the organization understands that GitHub has their servers in the US. CorrelAid does not self-host a version control service. With a private repository access to the repository would be limited to team members and the project coordinator. In consequence the data would only be accessible to team members and the project coordinator. If data can be stored on GitHub, they can be put under version control, i.e. changes to raw data can be tracked and reverted easily if necessary. In addition, it makes collaboration in the team easier because the setup is shared through GitHub. **Can the code and data be published to a public GitHub repository?** If the organization decides to open source the code and data to the public, it is accessible to everyone. Other organizations and data scientists can make use of our work and we would contribute to open source. If the NPO decides that they are ok with open sourcing code + data, you should help them choose a license for data and code. is a good resource for deciding this. | Question | Answer | Consequence | | ----------------------------------------------------------------- | ------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Can the data be stored unencryped on the local machines? | ✅ | Team members ***do not need*** to use VeraCrypt or encrypt their home folder. | | Can the data be stored unencrypted on the local machines? | ❌ | Team members ***need*** to use VeraCrypt or encrypt their home folder. | | Can the data be uploaded to a private GitHub repository? | ✅ | Team members ***can*** ***upload*** raw and all kinds of processed data to GitHub. The initial data transfer to the project team can be done using GitHub. | | Can the data be uploaded to a private GitHub repository? | ❌ | Team members ***cannot*** ***upload*** raw and processed data to GitHub. Instead, they should document relevant folder structures in the README of the repository and put the data folder in .gitignore. The initial data transfer to the project team ***needs*** to be done via the [CorrelCloud](/wiki/infrastructure/nextcloud). | | Can the code and data be published to a public GitHub repository? | ✅ | The repository ***can be public***. Appropriate licences for code and data ***need*** to be chosen. | | Can the code and data be published to a public GitHub repository? | ❌ | The repository ***cannot be public.*** | {% hint style="warning" %} **Get written confirmation from NPO** Always confirm what you discussed in in-person or in calls via a **clearly formulated email** with the NPO, e.g. by copying the table above with the answers of the NPO and asking for their written confirmation of the agreed privacy rules. You can store the email in the Google Drive folder where you keep the organisational details of the project. {% endhint %} ### Timeline Finally, you should also agree on a rough **timeline**. A usual project can look like: | Phase | Approximate Duration | | ------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------- | | Send out call for applications | | | Collecting applications | 1.5-2 weeks | | Team selection | 1 week | | Onboarding + coordination of kickoff | 1-5 weeks | | *Kickoff workshop* | online event (unless otherwise organized) | | Project work | 1-6 months | | Handover workshop | either online (1-3 hours) or a in-person meeting (1-3 hours) | | Final closing event | 1 hour (CorrelAid) public event where the team and the NPO present their result to interested CorrelAiders (or even the public) | | Follow-up | immediately after handover workshop and after several months | Please always add in a bit of buffer. Holidays etc. are a thing, so you shouldn't plan with all volunteers working 3-5 hours on the project all weeks. {% hint style="info" %} **Deadlines can be helpful!** If the organization has a certain **deadline** (e.g. the launch of a new website, their annual members meeting), use it to mark the end of the project. This way, the project team has a clear goal to work towards! {% endhint %} {% hint style="info" %} **When to start projects?** projects that are started in autumn/spring are easier to really kick-off. Projects that start during the summer might quickly lose momentum due to members going on vacation and not seeing each other as often. {% endhint %} ### Team A project needs a **team**. Before you send out the call for applications, you should define roughly how you would like the team to look like. #### Size Usually, CorrelAid teams consist of 4-6 people, but there can also be smaller teams (e.g. a two-person team) or larger teams if the project is very comprehensive and there are several sub-projects that can be worked on simultaneously. {% hint style="warning" %} **Team size - always overstaff!** Previous experience has shown that there is usually a "loss" of 1-2 people over the course of a project. Hence, if in doubt whether you want `x` or `x+1` people on the team, rather go with `x+1`. **Rather overstaff than understaff!** {% endhint %} #### Roles With regards to skills, it can be useful to think of different "roles" that you want to fill. In a typical CorrelAid project, there are **three types of team roles:** * project lead / team lead: The project lead is a team member that has some additional responsibilities such as coordination of the team, being the primary contact person of the organization, and reporting back to the project coordinator (aka you). Usually, the project lead is also a more experienced data scientist who can help others with technical problems but this doesn't have to be the case. The project lead can also be someone who is very knowledgable and has high domain expertise. * team member: "regular" team member: upper beginner level, mid-level and experienced data scientists / data analysts. * team trainee: at least one position in every CorrelAid project is reserved for less experienced data scientists who are just at the start of their data science journey. A usual CorrelAid project team looks like this: * 1 project lead * 2-4 team members * 1 team trainee Depending on the project, you can also define two project leads or team trainees, or have more "regular" team members. #### Find a team lead early! {% hint style="warning" %} **When and how to find a team lead** Ideally, you have the position of the team lead filled before sending out the call for applications. This way, they can participate in the team selection process and can already be involved in some communication with the NPO. In addition, if you know the team lead personally, they will probably be more committed to the project's success. If you don't know anyone who could be a candidate, ask around in the CorrelAid crew whether someone knows someone who could be interested in the project. In CorrelAidX contexts, ask people who have attended several meetups / who you know personally. {% endhint %} ## Call for Applications {% hint style="warning" %} **CorrelAidX projects** In [Mailerlite](/wiki/infrastructure/newsletter-mailerlite), we have so-called *groups* for all chapters, i.e. we can contact all CorrelAid members who are interested in activities of your CorrelAidX chapter. Usually, CorrelAidX projects should be sent out to this local newsletter list to give everyone in your area the chance to apply for the project. However, you can also draw from the global network if you want. If you are just starting out as a chapter and just acquired your first project, it is also possible to form a team out of the initial members of the chapter without sending the project over your local section of the newsletter. In this way, you can experience a CorrelAid project together and pass on your knowledge in later projects. {% endhint %} {% hint style="info" %} **Relevant CorrelAid actors** * project coordinator * project lead (if already found) {% endhint %} #### Checklist {% hint style="success" %} * [ ] draft call for applications on Google Docs * [ ] get approval for call for applications from NPO * [ ] add project to KoboToolbox form * [ ] send out call for applications to newsletter * [ ] (if necessary), send out reminder to newsletter {% endhint %} ### Draft the call for applications on CodiMD Once you have decided together with the NPO that a project makes sense and you have a clear idea of the scope and content of the project, you can start drafting the call for applications (de: Projektausschreibung). The call for applications is the central way how we announce our projects and how we collect applications from our network. You can draft the call for applications on Google Docs or CodiMD. In order to make this as easy as possible for you, we provide [templates](https://drive.google.com/drive/u/0/folders/1KR7dxTdLRhtDEsQspLnEEtA2vsYM7gan) for this that closely mirror the structure of the Mailchimp template that you'll use later to send it out to the network. **Copy the content of the Google Template into a new Google doc (or create a new doc from the template) or CodiMD and rename it to reflect your project's name.** Then you can start filling in the necessary information. {% hint style="info" %} **German or English?** This depends on the project. To be as inclusive as possible, the English one should be the default. However, if your project will be in German only and it is *really* not possible to participate without good German skills (i.e. because of the nature of the data), choose the German one. {% endhint %} ### Add project to KoboToolbox form For project applications, we have a [Kobotoolbox form](https://ee.correlaid.org/x/8ZibAmdq) that we use for all projects. At the beginning of the survey, applicants are asked to select which project they want to apply to. Hence, you need to add your project to this sign-up form. 1. Log into 2. Open the [form builder](https://kobo.correlaid.org/#/forms/acsManbGEreNqC5NDDBMmy/edithttps://kobo.correlaid.org/#/forms/acsManbGEreNqC5NDDBMmy/edit) for the form "Applications for CorrelAid Projects". 3. Click "add another response" under the question "Für welche Projekte möchtest Du dich bewerben?" * add the response option in the format {project\_id}: title of the project, e.g. *2022-04-LAU: A project title.* The : is important! * under XML value, add the project id, e.g *2022-04-LAU*. This is important for data cleaning to work when generating the HTML reports. {% embed url="" %} 4. The question "Welche Rolle möchtest Du im jeweiligen Projekt einnehmen?" is a matrix question so the first block of its settings are the general configuration. Skip this and duplicate the block of one of the previous projects. You need to edit the title of the block but then also go to the settings (cog wheel) to edit the "data column name" there as well. {% embed url="" %} 5. Delete old entries from the two questions if they are not needed anymore because the application deadline has expired. {% embed url="" %} 6. Save the current state and exit the form builder with the "X". 7. Update the translations by going to the Form tab and clicking on the Globe emoji next to Languages. Click again on the globe emoji next to English and find the two entries that you added in the form. You can just copy-paste whatever you put into the form builder because we do not translate the call for applications either. Important: the project ID stays the same, regardless of language. {% embed url="" %} 8. Click "Redeploy" in the ["Form" tab](https://kobo.correlaid.org/#/forms/acsManbGEreNqC5NDDBMmy/landing) to publish your changes 9. Now your project is live and you an send out the call for applications to our newsletter linking to the form with this link: (this is the "online-only once per respondent" link) ### Send with Mailerlite Once you're finished drafting your call for applications and have checked back with the organization to get a go-ahead, you can send it out to our network using our [Mailerlite](/wiki/infrastructure/newsletter-mailerlite) newsletter list. {% hint style="info" %} **How can I only send to a local chapter?** Local chapters are stored in Mailerlite as groups. When building your Mailerlite campaign, you can select specific group(s) at the end of the process. {% endhint %} 1. log in to mailerlite using the account 2. create a mailerlite campaign 3. content of the campaign: * if only one project: you can insert the whole call for applications into the mail * if multiple projects: insert the summary and overview blocks for each project and then link to the Google doc (don't forget to set "Viewer" permissions for "everyone") 4. Choose the Volunteer Newsletter group as recipients. ## FAQ {% hint style="info" %} As always, if you have any questions, please ask in the #projects channel on Slack. {% endhint %} # Team selection {% hint style="info" %} **Relevant CorrelAid actors** * project coordinator * project team lead (if already found) * selection committee {% endhint %} #### **Goals** 1. find a diverse, capable team ## Team selection criteria {% hint style="info" %} **tl;dr:** qualitative considerations that ensure a balanced team + score generated by qualitative coding of answers in application form. {% endhint %} ### Score {% hint style="warning" %} This is currently being developed/iterated upon. details might be different but the overall concept (motivation + skills + previous opportunity + additional guidelines) is still the same {% endhint %} We try to rank applicants on the following dimensions using a **score** that we generate using qualitative coding of open ended and closed ended answers. See [below](#reading-applications-and-filling-the-google-sheet) for details. * interest in topic / motivation for the project * can the person learn something on the project? * is the sole motivation the technical challenge or learning new technologies? Ideally, project members should also be intrinsically motivated to help the NPO * technical and non-technical skills and fit to project requirements * whether they had already the chance to participate in a CorrelAid project or not * people who have unsuccessfully applied to a project in the past should be preferably considered whenever possible * people who apply for the first time should be preferably considered compared to people who have already participated in a project ### Additional guidelines The score is not the definite selection criterium though. It is a helper to support team selection committee members to make decisions that follow the **following additional guidelines**: * Overall, at least 50% of team seats are filled with applicants with genders currently underrepresented in tech (currently everyone who's not a cisgender man; cisgender = people whose gender identity matches their sex assigned at birth) * applicants belonging to groups currently underrepresented in tech should be given priority, especially when the project affects is relevant to their community/ies (e.g. in the motivation text it becomes apparent that a Black person is applying for a project working on anti-discrimination) * All team role seats ("lead", "member", "trainee" ) are filled. Typically, one spot in the team is reserved for a beginner ("trainee" role). * unofficial roles: When making a selection, the selection committee should aim to select people who have different areas of expertise so that they can help out each other. Here are some unofficial team "roles" that can be useful to think about when selecting team members beyond the "lead", "member", "trainee" distinction: * methods specialist: this is someone who has a high (theoretical) expertise in statistical and machine learning methods that are relevant to the project. They can give input when deciding on which model to use for specific use case. * programmer: they are quite experienced in the programming language used for the project and know different tooling and best practices that will help with code quality (e.g. how to setup a Python project). Ideally, this person is also quite good at git and can help other team members with merge conflicts and other git problems. * domain specialist: this person already knows a lot about the domain of the project (e.g. they've worked a lot with environmental data). They can give valuable input about the intricacies of the problem at hand. * project manager: this person has experience managing (data) project. They can help the team be as productive as possible. Ideally, this coincides with the team lead but also team members or even team trainees can be good "project managers" * data wrangler: this person is quite good at and enjoys cleaning and wrangling all sorts of data. They can speed up the process in the beginning of the project to get to a state where analysis / modelling / visualization can be done. ## Process ### Find a selection committee After the call for applications is sent out to the network, you can start looking for a team selection committee. Usually a team selection committee consists of 2-3 members: * the project coordinator(s) * optional: 1-2 people from the CorrelAid core or crew (e.g. board or ethics committee or other teams) * if available: the future team lead The selection committee should be comprised so that gender parity is respected. In addition, it makes sense to include people with differing levels of experience. At least 1-2 of the members should be able to judge applications with regards to technical skills. People who have applied to the project cannot be part of the team selection committee. You can find members for your committee by posting on Slack in #crew-directory or #project-coordination. Best include some information about the project. For example: > Do you want to be part of the team selection committee for \[PROJECT NAME]? The project will be about training a model to do XX. It will be in Python. ### Create Slack channel Create a Slack Channel on the CorrelAid slack for the project. Give it a meaningful name that team members can remember. The visibility of the channel should be private by default to give team members a sense of team-internal privacy. If the project is an open source project, you can also discuss with the team later whether they want to create a public channel. {% hint style="info" %} **Why is it important that project teams communicate on Slack?** 1. Access to the community. Having the team communication on Slack gives team members instant and direct access to the community, e.g. the #help channel. It is also easier to get in contact with their project coordinator(s) because they are part of the channel, get infrastructure support (#infrastructure) and to feel part of the larger CorrelAid community. 2. Better project coordination. While the main work of the project coordinator is in the earlier phases of a project, they are also responsible for making sure that the project works as expected. If the project coordinator is part of the main communication channel, they can get a better feeling for how the project is going and offer their help directly. 3. Archive. Communication is centralized and stored on Slack. This means it is easier to go back and find old conversations if necessary. {% endhint %} ### Prepare team selection {% hint style="warning" %} this whole process/setup is currently being iterated upon. please check back with Leo directly for current template & instructions. {% endhint %} #### Set up Google Sheet We have a google sheet template that - together with the HTML report (see below) facilitates the team selection process. #### Generate HTML report(s) The HTML report gives the team selection committee a nicely structured, well navigable and readable format to go through the applications that we received for the project. For each project that you want to do team selection for, follow the instructions [here](https://github.com/CorrelAid/project-coordination-tools#generate-html-report-and-create-datasets) to create the HTML report and associated datasets. {% embed url="" %} You can send the HTML files to the respective team selection committee members via a Slack DM or in a small private channel. #### Copy data to sheet The script that has generated the HTML report(s) should also have generated several csv files (as described [here](https://github.com/CorrelAid/project-coordination-tools#generate-html-report-and-create-datasets)). For each project that you want to do team selection for: 1. Open the `google_sheets_main_table.csv` in a text editor of your choice (e.g. VSCode). Copy all lines except the header row. 2. **Append** it to the `Main Table` sheet of the Google Sheet by pasting it into column A . Once finished for all projects, go to **Data -> Split text to columns**. This should spread the text data into the columns A to E. F + G will be filled once we work on the individual tabs. ### Reading applications and filling the Google Sheet {% hint style="warning" %} this whole process/setup is currently being iterated upon. please check back with Leo directly for current template & instructions. {% endhint %} Members of the team selection committee should then read the applications asynchronously. How to approach this depends on the number of applications. If there are many, it helps to do a first filter based on the answers provided to the open questions regarding skills and motivation. In the process, team members should take first notes and score applicants in the project-specific tab of the Google Sheet. This helps to maker decisions quicker in the call. #### Columns of the project tab for ranking
Column NameContentPrefilledHow it affects selection
applicant_idid of applicant from KoboYes/
GenderGender of applicantYesvia gender quota
Desired Rolethe role the applicant applied for for this projectYesvia team roles / team size
Past Application StatusWhether the applicant has already successfully applied, not applied or unsuccessfully appliedYes

via Score

  • 0: has successfully applied in the past / was part of a CorrelAid project
  • 1: new applicant
  • 2: unsuccessfully applied in the past
MotivationQualitative assessment of the "what motivates you to participate" questionNo

via Score

  • 0: Nothing written
  • 1: only skills motivation ("want to improve my skills")
  • 2: some interest in helping / giving back
  • 3: general interest to help NPOs / do Data4Good
  • 4: specific interest to help the project / organization
  • 5: special interest in or relationship to the project and/or the organization
SkillsQualitative assessment of the "what skills do you bring to the project" questionNo

via Score

  • 0: Nothing written
  • 1: only very short & vague description, no reference to required skills
  • 2: skills are described concisely and can be linked to required skills
  • 3: not a lot of relevant skills but described how they fit / can learn.
  • 4: good fit of skills and past experience to required skills.
  • 5: exceptional fit of skills and past experience to required skills.
Relevant self rated experienceMean of relevant self-assessed technologies, topics and techniques.No

via Score

Calculated manually.
Values to use for calculation of mean:

  • Beginner: 0
  • User: 1
  • Advanced: 2
  • Expert: 3

Round to next integer.

ScoreScore = Relevant self rated experience + Motivation + Skills + Past Application StatusCalculated automatically once columns are filled inthe score is one criterium for team selection (see above)
Commentswritten comments by team selection committee membersNo/
Corrected RoleThe role you deem correct for the applicant. For example, a lot of women often apply for "lower" positions that they'd be suitable for.No/
SelectedThe role the applicant is selected for. Only fill in for selected team members.No/
### Confirming team members Before you send out rejection emails to all those applicants who were not selected for the team you should make sure that everyone is still interested in participating in the project. After all, 1-3 weeks might have passed since they applied and they could've changed their minds. You can use the acceptance email templates to get the confirmation. You can use BCC to send the emails to all accepted applicants at once. After everyone has confirmed their interest, you can send out the emails to the applicants who could not be considered. You can use the rejection email template to do this. If you want to send out multiple rejections at once, please make sure to **use blind copy** (BCC). You can find the templates here. # Onboarding {% hint style="danger" %} seriously outdated content {% endhint %} #### Goals * enable the team to communicate with each other * make data available to the team so that they can get started directly after the kickoff * set up project tools ## Quick links {% hint style="info" %} The most important links from this section in one handy little box: * [CorrelCloud folder](https://correlcloud.org/index.php/s/7PSskX9yN7RKmoi) with * confirmation of participation template * data security declaration template * example project folder with an example veracrypt container * [Data privacy & security page](/projects/data-security-and-privacy) {% endhint %} ## Set up infrastructure and invite team members ### Set up Google docs/drive folder for team 1. Create folder for the team within [06\_projects](https://drive.google.com/drive/u/0/folders/0APzUn7ywXlbhUk9PVA) 2. In the folder, create a team\_base from the team\_base template (right-click -> Google docs --> from template -> template\_team\_base and rename / adapt it as necessary 3. Share the folder (right-click on folder name -> share -> under general access set to "anonye with the link". Copy the link and pin it to the Slack channel as a bookmark. ### Copy and adapt declaration on data protection and security If the project has **any** data privacy requirements, the participants need to sign the [**declaration on data security**](/projects/data-security-and-privacy#declaration-on-data-security). 1. **copy** the German or English template from [here](https://drive.google.com/drive/u/0/folders/1NR3bHoPWrzvR3pySiRQ61l_BelMXksA_) into the **project folder under 10\_project\_coordination**. 2. The declaration outlines the requirements for the highest security setup (including the requirement to create a separate user account), so please make sure to adapt them to your specific project by removing passages not needed for your project. If you're unsure, ask our data privacy team ([#data-protection-privacy Slack channel](https://correlaid.slack.com/archives/C04TN7Y01LP)). 3. Export as PDF and and reupload the PDF to the folder for the team (see previous step) 4. Team members should sign this declaration and send it to you (e.g. via Slack DM or email). You can then upload the signed declarations to the project folder in 10\_project\_coordination (see "Initial Slack communication with team members" below). ### Create Git repository {% hint style="info" %} **Who**: Project lead or project coordinator **Requirements**: Membership in CorrelAid GitHub Repository. Everyone who is a member of the CorrelAid GitHub organization can create repositories. You can check whether you are a member by going to ["Your organizations" in your GitHub profile](https://docs.github.com/en/account-and-profile/setting-up-and-managing-your-personal-account-on-github/managing-your-membership-in-organizations/accessing-an-organization). If you are not part of the organization, you can also ask another member of the organization or ask to become part of it by asking in #infrastructure Slack channel. {% endhint %} Usually, our project teams use GitHub for collaboration. To request a repository in the CorrelAid GitHub team, please proceed as followed: 1. in your project team channel, collect the GitHub of all team members. 2. On GitHub, click the new button 3. Pick one of the templates that we have created as boilerplates for project repositories. If none fits, create an empty repository with a README and (optionally) gitignore for the language(s) you'll be using. The existing templates are: * [cookiecutter-python-analysis](https://github.com/correlAid/cookiecutter-python-analysis): template based on the popular cookiecutter project. suitable for analysis and machine learning projects. * [python-bare-template](https://github.com/correlAid/python-bare-template): minimal repository with Python gitignore * [r-bare-template](https://github.com/correlAid/r-bare-template): minimal repository with R gitignore * [r-project-template](https://github.com/correlAid/r-project-template): repository suitable for R analysis projects 4. Make sure to pick CorrelAid as the owner using the dropdown. 5. Choose repository visibility. Should be private by default unless it's an open source project and/or open data project 6. LICENSE can be left empty. If it's an open source project, choose MIT. 7. In Settings -> General, enable Projects for the repository so that the team can create a kanban style board for their issues if they want to. Continue here once you have the GitHub profiles from the team members 7. invite team members **as outside collaborators** via Settings -> Collaborators and Teams. The default permission should be write, the team lead can also get manage. ## Set up NextCloud for data transfer {% hint style="warning" %} This is necessary if the project data is sensitive or GDPR relevant. If you work with open data, you can probably skip this! {% endhint %} While our project teams usually use GitHub for their project work, we use our [NextCloud instance](/wiki/infrastructure/nextcloud) for the initial data transfer from the organization to CorrelAid and from CorrelAid to the project team members. Ask one of the project coordination admins (see below) to create a folder with your project id (e.g. 2021-02-COR) in the [**`06_projects`** folder](https://cloud.correlaid.org/apps/files/?dir=/06_projects\&fileid=24332) structure to enable the data transfer. Project coordination admins with the necessary permissions are (so far): This folder will only be shared with you, the project team and the NPO representatives. ### Admin: How to create and share the folder 1. Go to the[ 06\_projects folder](https://cloud.correlaid.org/apps/files/?dir=/06_projects\&fileid=24332) 2. Click the plus to create a new folder. Name it with the project id. 3. Enter the folder by clicking on it. In it, create a folder`raw_data` 4. Click on the share symbol next to the plus symbol. Invite everyone that needs access to the data via their email: * other project coordinators with their CorrelAid email * NPO representatives who share the data * team members who need to access the data

The share symbol is on the right end of the "breadcrumbs"

{% hint style="danger" %} Please make sure that you're only sharing the project folder and not the whole of 06\_projects! If you are **inside the project specific folder** (2000-00-TES in the example) it's fine! {% endhint %} ## Initial Slack communication with team members ### Invite the team to the Slack channel You should have [created a Slack channel](/projects/project-coordinators/team-selection#create-slack-channel) for the project as part of the team selection phase. If you have not, you can do it now. Once you have your Slack channel, **invite or request to invite all selected team members** to the Slack channel as members by [inviting them to the Workspace and adding the created channel to the default Slack channels that they'll be added to](https://slack.com/help/articles/201330256-Invite-new-members-to-your-workspace#send-an-invitation-pre-ia) (we have a standard plan). If applicable, you should also **invite the representatives** of the NPO to the Slack workspace/channel. They might prefer to be invited as a guest if they also use Slack for their own organization. Check with them regarding their preferences. Having the NPO representative(s) on Slack makes team communication easier and increases NPO engagement. ### Welcome message It's always nice if people join a Slack channel and there is already a message waiting for them to get a conversation going. Hence, you should post a welcome message. You can find a [template message here](https://docs.google.com/document/d/13CBLKgnwY60fQ8qDCgRYESbsn6sm5KB94eSEiOXUup4/edit#heading=h.qfda5e4lke3q). Goals of the message: * get to know team members * point out Google drive folder and other bookmarks on the Slack channel * get necessary information and give actionable items * get GitHub profiles * sign declaration on data protection and security (if applicable) ## Coordinate date for kickoff workshop Post an emoji poll on Slack to coordinate a date for the kickoff workshop. ## Inform team members about data privacy & security Make sure to inform your team members at some point about the data privacy and security considerations for the project. If you are unsure about what applies to your project, ask the project coordinator - they should know this. Express yourself as clearly as possible in DO's and DON'Ts. For examples, please see [here](/projects/project-coordinators/scoping#data-privacy-and-data-access). You can do this as part of the kickoff or the onboarding process If encryption is necessary for your project, share [this documentation page](/projects/data-security-and-privacy#data-encryption) with them so that they can familiarize themselves with the options. A more detailed introduction to the tools - particularly VeraCrypt - should be part of the [kickoff](/projects/project-coordinators/kickoff). # Kickoff #### Goals * the project team gets fully enabled to work on the project * team members get to know each other (who works with me? what are their skills?) * team members get to know the partner organization and the project task (what is wanted / needed by the NPO?) * agree on a way of organizing the team #### Checklist {% hint style="success" %} * [ ] The necessary materials for the sessions are available. * [ ] The project lead has received a briefing concerning the partner organisation and the project framework and can contribute their parts to the workshop. * [ ] All participants have received concrete information up to two weeks before the workshop. * [ ] All participants have received the information about the different accounts they need and set them up (Slack and optional Nextcloud) * [ ] All participants received a reminder email with a detailed program one week before the event. {% endhint %} ## Purpose of the kickoff The kickoff marks the start of the project work. Hence, it plays a special role in the course of the project. On one weekend (or an online meeting if an in-person meeting is not possible), the relevant stakeholders of the project come together to discuss the concrete goals of the project and how they can be reached. Participants are: * the project coordinator * the project team lead * the project team * representatives from the partner organization The kickoff also marks the point in the project process where the main responsibility is passed on from the project coordinator to the project team lead and the project team. The goals of the kickoff are: * The project team knows the goals and values of CorrelAid, sees itself as part of it and knows the goals and values of the client. * The project team knows the expectations and goals of the partner organisation and makes them its own. * The project team identifies with the task and has developed its own vision for the work. * The project team knows its own strengths and weaknesses and has developed a preliminary distribution of tasks. * The project team had fun during the kickoff The project coordinator is responsible for preparing the kickoff together with the project lead. The project coordinator and project lead agree early on who has what responsibilities in the preparation and implementation of the workshop. Whenever this chapter talks about activities that the project coordinator or project lead is responsible for, these are merely suggestions. ## How to organize You can find material and templates for the kickoff of the project cycle here: . # Project work Your responsibilities during the project work phase: * keep an eye on the slack channel to see whether the team is still active * check in from time to time (\~every 4 weeks) in the slack channel to ask how things are going and/or whether they need any support * keep an eye out for the team trainee. Are they active? do they get the support that they need? # Handover If all goes well, the project team is able to organize this important part of the project itself. If you don't see that this is something that they're considering, bring it to their awareness that sustainability is very important to CorrelAid projects. If the team lead is not available anymore you might need to step in and organize the project handover. # Documentation What to document where. Todo # For the project team {% hint style="warning" %} This section is currently under construction. Come back to it in the future if something is missing that you're looking for and let Leo know what you are missing the most so that we can prioritize! {% endhint %} In this section, you'll find information for project team members about what participating in a CorrelAid Datat4Good Project means and what your concrete tasks are throughout the project. In addition, this includes some thoughts about your self-image and role as Data4Good data scientists, best practices for projects with regards to code quality, collaboration, deployment etc. Always coordinate with the other project team members and remember: your project team lead and project coordinator are there to help and support you! # Best practices # General/Collaboration ## Collaboration ### Definition of Done We suggest you use a Definition of Done for your project. This gives everyone in the team an understanding when a task is *really* done. You can find the CorrelAid Definition of Done here: {% embed url="" %} ## General best practices Those general best practices should help you with implementing the items of the Definition of Done. ### **How to document code** Documenting your code should always be less about the "what" and more about the "why". However, if you are writing code which might be a bit more advanced/complex, adding some comments about *how* it works is also useful, especially for the less experienced team members. ### **Peer review** Peer reviewing someone else's code involves three things: 1. test the code on your machine 2. provide feedback (possibly suggesting changes) Whenever the skills of the team allow for it, you should use [branches](https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/proposing-changes-to-your-work-with-pull-requests/about-branches) and [pull requests](https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/proposing-changes-to-your-work-with-pull-requests/about-pull-requests) for this. [Pull request reviews](https://docs.github.com/en/pull-requests/collaborating-with-pull-requests/reviewing-changes-in-pull-requests/about-pull-request-reviews) are a great way to directly suggest changes. If a team member is still quite new to Git, a file-driven "review process" (e.g. `data_cleaning_jack.R`) is also acceptable as to not overwhelm them with Git. You can leave comments in the file and commit it back to Git or discuss your feedback in a GitHub issue. Always be kind to team members with less experience. # Dataviz / Reporting Collection of resources related to best practices for data visualization and reporting ### Beyond bar and box plots mandatory read for everyone doing any sort of reporting project. Concepts should be applicable to Python as well. {% embed url="" %} ## R specific a very comprehensive page full of tips and tricks. {% embed url="" %} # Python ## Code styling and linting There are various libraries for styling and linting code, some covering both aspects. See [this blog post](https://deepsource.io/blog/python-code-formatters/) for an overview over code styling libraries. [This one](https://realpython.com/python-code-quality/) goes into more detail about the difference between linting and styling/formatting. # R In this document, you'll find some best practices that we have researched for R projects. Of course, this is an opinionated list. Still, we strongly encourage you to follow those best practices to the best of your ability. It is also very useful to know them in case you end up in a job where those best practices are observed. {% hint style="success" %} We strongly recommend to follow best practices! Those are practices that industry experts have found useful in their work so it can't be wrong to at least try them out. {% endhint %} ## General best practices Here are some packages that will make it easier to maintain clean code and ensure working environments. * use the [here](https://github.com/r-lib/here) package to read / write files * use [renv](https://github.com/rstudio/renv) to manage packages and keep a consistent environment for all project team participants ### **Code styling** You can use the [styler](https://styler.r-lib.org/) package. ``` styler::style_dir() ``` You can also adapt the default tidyverse style to your liking (e.g. different identation). What matters is the consistency. ### **Code linting** The [lintr](https://github.com/r-lib/lintr) package provides linting functionalities. ## Organize your files and code There is no standard CorrelAid way to structure R projects yet. We have collected some blog posts and resources here which can give you some good ideas. #### Folder and file organization * [Structuring R projects](https://chrisvoncsefalvay.com/2018/08/09/structuring-r-projects/) * [R Workflow chapter](https://r4ds.had.co.nz/workflow-projects.html) in R4DS #### File naming and good code practices * [Project-oriented workflow](https://tidyverse.org/blog/2017/12/workflow-vs-script): why not to use `setwd` and `rm(list = ls()` and what to do instead! * [How to name files](http://www2.stat.duke.edu/~rcs46/lectures_2015/01-markdown-git/slides/naming-slides/naming-slides.pdf): entertaining slide deck on how to name your files * [Project structure](http://slides.djnavarro.net/project-structure#1): how to name things and how to structure your project #### Naming objects Different options exist to name your objects. The typical convention in R is to use snakecase (e.g. `my_obj`) except in Shiny where camelCase is more common. In either way, the important thing is consistency! So decide in your team what style you want to use and then stick with it! ![Artwork by @allison\_horst](https://raw.githubusercontent.com/allisonhorst/stats-illustrations/master/other-stats-artwork/coding_cases.png) ## **Reports - RMarkdown** Reports and other textual outputs should be written using **RMarkdown** to ensure reproducibility and to facilitate proper version control. In certain circumstances, formats like Microsoft Word can be acceptable, e.g. for providing documentation in a familiar format to non-profit partners. RMarkdown provides [several output formats](https://rmarkdown.rstudio.com/lesson-9.html). Which one(s) you choose depends on the needs of the partner organisation. For example: * PDF if the organisation needs to provide a report to a third party (e.g. as part of reporting for a grant) * [HTML](https://bookdown.org/yihui/rmarkdown/html-document.html) if it is more for internal use and interactivity like hovering in plots and interactivity in tables is important * for longer reports, you might even consider writing a "book" using [bookdown](https://bookdown.org). ### Resources If you haven't worked with RMarkdown before: * [Get started guide](https://rmarkdown.rstudio.com/lesson-1.html) Embrace the workflow of **RMarkdown driven development** * [blog post](https://emilyriederer.netlify.app/post/rmarkdown-driven-development/) * [20 minute talk](https://rstudio.com/resources/rstudioconf-2020/rmarkdown-driven-development/) -> most CorrelAid reporting projects should aim for the *project stage*. ## Interactive Dashboards ### flexdashboard - without runtime shiny {% hint style="success" %} Recommended solution if data is fixed (or only updated rarely) and interactivity needs are not high. {% endhint %} Flexdashboard \*\*without runtime Shiny \*\*provide a way to design simple dashboards that are interactive to a certain extent. You can't use Shiny interactivity in those dashboards, but you can make use of [htmlwidgets](https://www.htmlwidgets.org) that can be linked to a certain extent by using [crosstalk](https://rstudio.github.io/crosstalk/). Flexdashboards without runtime Shiny have the big advantage over Shiny dashboards and flexdashboards with Shiny that they can be instantly knitted to a static HTML. No server required. Hence, this is the **recommended solution if data is fixed (or only updated rarely) and interactivity needs are not high**. If new data is added in the future, the organization must be enabled to re-knit the document themselves in the future. So instead of a "hosting problem", we have a knowledge transfer problem in this case. Still, proper documentation, good handover workshops and technologies that ensure stable environments (Docker, renv) can help with solving this problem. ### Shiny {% hint style="danger" %} **Do you need Shiny?** Shiny is great for building interactive dashboards as a data scientist - it's fun, it's interactive, it's cool! However, please keep in mind that in most cases, Shiny dashboards need to be hosted after you have finished developing (unless if it enough to only run it locally). As of today, **CorrelAid cannot provide hosting for Shiny apps,** so the organization would need to host it using their own server infrastructure or by paying for [shinyapps.io](https://shinyapps.io). Another issue is maintainability: If you leave the project and a bug appears, who will be there to fix it? Here are some questions to ask yourself and your teammates to make sure that Shiny is really the right fit: * Is it a one-time analysis? Maybe a knitted HTML document or flexdasbhoard \_without runtime shiny \_(see above) would is enough? * Will the organization be able to update it with newer data? Are you sure your code will work with new, "unseen" data? * Again: Will the organization be able to host it? * Again: Will the organization be able to maintain it? Please make sure that you have thoroughly thought through these thought-provoking questions the partner organization understands those caveats and has the capabilities to host and maintain it before you start developing a Shiny dashboard. {% endhint %} If you decide that yes, Shiny will best solve the problem at hand, here are some best practices to follow: coming soon ### flexdasbhoard - runtime shiny {% hint style="warning" %} Still same problems as Shiny w\.r.t hosting and maintainability. Good for small dashboards. {% endhint %} [Flexdashboard **with runtime Shiny**](https://rmarkdown.rstudio.com/flexdashboard/shiny.html) is a way to design simple dashboards using RMarkdown while still making use of Shiny interactivity (i.e. inputs and outputs). This can be useful if you only want to build a small dashboard and you're satisfied with the design that flexdasbhoard has. Flexdashboards with runtime Shiny still require a server, so **they do not solve the "hosting problem"**. It is rather a different way to write Shiny apps. ### # Data privacy & security ## Types of data ### Personal data (GDPR) personal data (de: personenbezogene Daten): > ‘personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person; ([Source](https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679\&from=DE#d1e1489-1-1)) Personal data can be pseudonymized or anonymized. #### Pseudonymization > ‘pseudonymisation’ means the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable natural person; ([Source](https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679#d1e1489-1-1)) {% hint style="warning" %} Pseudonymized data are still subject to the GDPR regulation. {% endhint %} #### Anonymization Only if personal data are properly anonymized, they do not fall within the scope of the GDPR. However, requirements for anonymization are high: {% hint style="warning" %} **High standards for anonymization** > Personal data that has been de-identified, encrypted or pseudonymised but can be used to re-identify a person remains personal data and falls within the scope of the GDPR. [Source](https://ec.europa.eu/info/law/law-topic/data-protection/reform/what-personal-data_en) and > Personal data that has been rendered anonymous in such a way that the individual is not or no longer identifiable is no longer considered personal data. For data to be truly anonymised, the anonymisation must be irreversible. [Source](https://ec.europa.eu/info/law/law-topic/data-protection/reform/what-personal-data_en) > {% endhint %} Overall, it is very hard to properly anonymize data. Most of the times that people speak of "anonymized" data they are still pseudonymized data in the sense of GDPR and hence are still subject to the regulation. ### Non-personal data {% hint style="info" %} Non-personal data do not fall into the scope of GDPR. {% endhint %} **non-personal data** (de: nicht-personenbezogene Daten): for example, data on organization processes, data on institutions etc. **open data (de: offene Daten):** > Open data is data that can be freely used, re-used and redistributed by anyone - subject only, at most, to the requirement to attribute and sharealike. () ## Declaration on data protection and security German: Datenschutzverpflichtungserklärung Depending on the project, a declaration on data security needs to be signed by all members of the project team and the NPO. You can download it [here](https://drive.google.com/drive/u/0/folders/1NR3bHoPWrzvR3pySiRQ61l_BelMXksA_). It should be adapted according to the specific requirements of the project that should've been defined in the scoping process. The project coordinator is responsible for collecting the signed declarations from all project team members before any data is shared as part of the [onboarding process](/projects/project-coordinators/onboarding#data-privacy-policy-statement). ## Data encryption Depending on the project, the project lead and the project team need to ensure that the data is stored encrypted on their local machines. There are two ways to achive this goal: by encrypting the user's home folder or by using VeraCrypt. ### VeraCrypt VeraCrypt is an encryption program and the successor of TrueCrypt. With the help of VeraCrypt, encrypted containers can be created. To decrypt ( called “to mount” ) the container, a password is needed. The encrypted (“mounted”) VeraCrypt container will then appear as a new drive on the computer. All data stored on this drive is automatically encrypted. Programs can still access this data, because they are encrypted in memory. The storage space of this virtual drive is determined by the size of the container. Once created, the size of the container can no longer be adjusted. The project lead must therefore estimate the amount of data that will be stored when creating the container. ### Encrypted home directory The project data must always be encrypted so that they cannot be read by unauthorized third parties if the data medium is lost. One way to ensure this is an encrypted home directory. The data is then decrypted or encrypted automatically when the user logs in or out. Whether the encryption of the home directory is possible depends on the operating system the project team member uses. **Windows**: An encryption of the home directory is only possible in Windows Pro and Enterprise. Windows users must fall back therefore usually to the solution with VeraCrypt (previous section). **Mac**: On Mac OS, starting with Mac-OS X 10.4, FileVault can be used to encrypt the home directory and also the entire hard disk. Caution with the latter. If you forget or lose both your user password and the recovery password, your data is irretrievably lost (encrypted). Instructions for FileVault can be found [here](https://support.apple.com/en-us/HT204837). **Important**: If you are using TimeShift to make backups, the folder you created for CorrelAid should be excluded from the backup or encrypted. **Linux**: In the newer versions of the most common distributions you should be able to select encryption as an additional option when creating a new user account. In most cases the software ecryptfs-utils is used for encryption. If you missed to do this for your user account, you should fall back to the VeraCrypt option. # When do we do a project? When not? It is often difficult to say whether we do a project with an organisation. In this guide, we want to present the criteria that should guide that decision making process. {% hint style="warning" %} This guide was written by Leo some years ago before the ethics commission was established. The document owned by the ethics committee is the [Companion Document](/projects/the-ethics-questionnaire-and-its-companion-document) which should be considered the Source of Truth. This document here will be phased out and deleted in a couple of months. {% endhint %} You can use this page to learn more about the criteria that we have used *mostly implicitly* for the past years when deciding on whether we want to do a project with a potential partner organisation. We have tried to put into words the informal thought and decision processes that have evolved over the past few years. If something is unclear, please let the ethics committee (#ask-the-ethics-committee on Slack) know. ## How to use this guide 1. Go through the criteria and answer the questions: they'll either be recognisable because they're followed by one or more of the emojis ✅, ❓, :x:or because they are printed in **bold**. 2. Note down whenever you have to answer with a ❓ 3. If you have❓, the project idea is apparently not a clear case. In this case, you should involve the[ ethics committee](https://www.correlaid.org/en/about/ethics/) that will review the case. ## Overview of criteria | Category | Criterion | Main Question | | -------- | ------------------------------------------ | ----------------------------------------------------------------------------------------------------- | | Partner | legal form | is the legal form one we collaborate with? | | Partner | financial situation | does the partner have money to pay someone for this? | | Partner | purpose | is the partner aligned with CorrelAids values? | | Project | educational factor | can our volunteers learn something in the project? | | Project | for-good factor and ethical considerations | will this project have a positive impact for the partner and society as whole? will it cause no harm? | | Project | sustainability | is the project sustainable for the partner? | | Project | role of project in partner org | do we develop someone else's core product/project? | ## 1. Characteristics of the partner ### 1.1. Legal form What is the legal form of the potential partner? #### Non-profit organisation / e.V. ✅ Typically, we collaborate with Non-Profit organisations (NPO). In Germany, they are typically registered as a "Verein" (e.V.) and have a certain charitable purpose ("Gemeinnützigkeit"). Collaborating with NPOs is typically no problem - but still check all the other criteria! #### Foundations❓ Foundations ("Stiftungen") are also a potential partner that you might encounter. Depending on their size and supposed financial resources (see 1.2.), you should double-check with the core team. #### Social entrepreneurs❓ Social entrepreneurship has been on the rise in the last few years, resulting in quite a lot of "charitable companies" (gGmbH, etc.). If your potential partner organisation is one of those, please check back with the core team call. #### Individuals❓ From time to time, we also encounter individuals who are pursuing a for-good project on their own, most often in addition to their job and open-source. One example is the [MyAiGuide](http://www.myaiguide.org) project. #### Non-official initiatives ❓ Especially in political contexts, we might find initiatives that are not (yet) organised in a legal form and are rather loose. **Political parties ❓** CorrelAid is a non-partisan network. That means that typically we do not collaborate with political parties and/or organisations affiliated to political parties (e.g. their youth organisations). However, feel free to come to the core team call to discuss your idea and/or use the Slack community to find like-minded folks to pursue your idea outside of the official CorrelAid context. #### Academic institutions / individuals❓ Sometimes, university professors, PhD students or postdocs might approach you with a project to collaborate on. In those cases, it comes down to the content of the project (is it the main project of the person? does it have a for-good impact beyond research?) and other circumstances (cf. 1.2. could they pay someone?). **For-profit companies**:x: Unless in very specific circumstances, we won't do projects for for-profit companies. If you think your project idea is one of the exceptions, please join the core team call and pitch it :) ### 1.2. Their financial situation Typically, CorrelAid Data4Good projects do not come at a cost for non-profits (although they can [donate](https://www.betterplace.org/de/projects/58963-foerderung-von-datenwissenschaft-digitalisierung-in-der-zivilgesellschaft) to us) except for the costs of in-person kickoff workshops (as of April 2021, this has obviously not been "a thing" for a while). This raises the question whether we should do projects with organisations who have large budgets or are for-profit in nature. Some rules of thumb / questions to ask: * How many employees / how much budget do they have? * NPOs (e.V.) and foundations up to \~10-15 full-time employees: ✅ * other circumstances: please check with the core team ❓ * **could the organisation (realistically) pay someone for the work?** e.g. * a working student / student assistant? * an external consultant? * an employee If this is *clearly* the case and you get the impression that they are just looking for free labor, we should not do the project: we do not want to replace paid work! :x: Another way is to ask: "**would/could this project happen without CorrelAid?**" --> most NPOs will deny this so it's important to stay critical! If in doubt, ask the core team call! {% hint style="success" %} Getting a feeling for this aspect can be a quite tricky and there have been quite a few discussions concerning this. So don't worry if you feel unsure about it - join the core team call and we'll figure it out together! {% endhint %} ### 1.3. Purpose All potential partner organisations / individuals should be aligned with [our values](https://correlaid.org/en/about/codeofconduct/). Due to the nature of our network and the connections we make, this is typically not a problem, but please do some research to find out what they do and who they are - for example, check out their website and social media accounts. If you have *any* doubts, please ask the core team. Main question: **Is the organisation aligned with our values?** ## 2. Characteristics of the project {% hint style="info" %} **What's a "good" CorrelAid project? When shouldn't we do a project?** A good CorrelAid project is a win-win situation: our volunteers can apply and expand their knowledge / skills and the NPO gets help with their data challenge. If you find out during the ideation process that the project would be extremely lop-sided in either direction, you can (and probably should) politely say no. Examples would be: * a project which would only be "cool" for the volunteers, but there would be no real positive gain for the NPO. Every CorrelAid project should be of use to the partner organization. If you want to work with an exciting technology just for the sake of learning about it, you can consider doing an internal project (a project without a partner NPO). * a project where CorrelAid volunteers would be used for free labor which is not rewarding in any way, e.g. a project consisting *only* of mundane data entry tasks. Every CorrelAid project should entail opportunities to apply and learn useful data science skills. {% endhint %} ### 2.1. Educational factor As stated above: > A good CorrelAid project is a win-win situation: our volunteers can apply and expand their knowledge / skills and the NPO gets help with their data challenge. The main question is: **could our volunteers learn something in the project?** This is most often the case because CorrelAiders come in all shapes and sizes and skill levels. So even if you might find a project with a lot of data cleaning and a bit of data visualization boring, it could still be a very cool educational experience for less experienced data scientists. That being said, a project should not ***only*** consist of mundane tasks like data entry, coding data (e.g. coding tweets into categories), data organisation in spreadsheets, etc. ### 2.2. For-good factor and ethical considerations {% hint style="warning" %} If you have any questions / doubts about the for-good factor or ethical considerations of the potential project (you answered at least once with a ❓to one of the questions below) you should read about the tools of the [ethics committee](/projects/the-ethics-questionnaire-and-its-companion-document). {% endhint %} **Does the project have a for-good factor**? Will it positively impact and improve the organisation's work? Most often, this will be the case with NPOs - most NPOs just don't do data for the sake of it but come with a clear goal in mind. Internal projects also should have a for-good factor, i.e. beyond learning about technologies, the project should still have some sort of for-good factor. For example: * open source development * deriving interesting insights from open data to answer social questions * create data visualizations to draw attention to social issues * ... Also very important to ask is: **are there any ethical considerations?** In particular, you should always question whether the project could cause harm in any way or infringe on the rights of the data subjects. For example: * will the project reinforce existing inequalities, e.g. racial or gender inequalities? * yes. -> the project is not in line with [our values](https://correlaid.org/about/#our-values), hence we don't do the project :x: * not sure -> ❓ * no. -> ✅ * Is a technical, data-driven solution in the best interest of the affected people? * no. -> the project is not in line with [our values](https://correlaid.org/about/#our-values), hence we don't do the project :x: * not sure -> ❓ * yes. -> ✅ * will the technical solution make moral / ethical decisions? * yes / not sure -> ❓ * no. -> ✅ * will the project entail data from voice recordings, videos or photos of individuals? * yes -> ❓ * no -> ✅ GDPR related questions: * does the organisation have the permission of the data subjects to use and analyze the data? (GDPR) * no -> organisations need the permission of the data subjects :x: * not sure -> ❓ * yes -> ✅ * is the data content sensitive? The [GDPR](https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679\&from=DE#d1e2051-1-1) defines data which are particularly sensitive and are not to be analyzed except in very certain circumstances. * yes -> ❓ * no -> ✅ > Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation shall be prohibited. (Source: General Data Protection Regulation, Official Journal of the European Union, accessed on April, 16th 2021 [here](https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32016R0679\&from=DE#d1e2051-1-1)) ### 2.3. Sustainability **Will the project be sustainable for the partner organisation? Will the project have an impact beyond the time the CorrelAid team is available?** Topics like hosting, maintenance and handovers should definitely be discussed if applicable (for "simple", one-off projects like generating a one-time report or some visualizations this might not be as important). **Example:** A NPO approaches you - they need a dashboard to monitor their internal data processes. A shiny dashboard immediately comes to mind. In your talks with them, you should evaluate whether it is possible for them to a) host it themselves, b) host it on shinyapps.io or c) whether it could be used only locally on the laptops of 1-2 people. ### **2.4. Scope** A central feature of CorrelAid projects is that they are time-boxed, require at most 5 hours of commitment per week and typically don't last more than 6 months. Hence, when scoping a project, this should be an important point: **Is the project do-able with volunteers and in a limited amount of time?** If the project idea under discussion seems quite "large", it can make sense to break it down into smaller subprojects or propose to do an initial project to explore the idea and then a follow-up project. ### 2.5. Role of the project for partner organisation CorrelAid supports partner organisations with their data challenges. And of course, we like to work on challenges that have a real impact either for our partner's work (e.g. improve their internal processes, help them with internal reporting or monitoring) or for the general public (e.g. develop impactful data visualizations, dashboards, ...). It boils down to the question: **Will CorrelAid volunteers "develop the whole core of the partner's business model / project / product"?** An **example**: a social startup wants to develop a machine learning model to offer a paid service to cities. They ask CorrelAid for assistance. In this case, it would probably be ok to offer some informal exchange. However, CorrelAid volunteers should not develop the ML model - we do not do free labor! This aspect can be relevant for social entrepreneur partners and academic institutions / individuals (e.g. we should not do the main part of someone's PhD data work), but also could be relevant for NPOs and foundations. # FAQ ### **I am applying for a project through the form and don't understand the experience scale. Help?!** Beginner = I have never done this before / I have never written a single line of code.\ User = I have gained some first experience in this field / I have written code on my own.\ Advanced = I have gained some experience / I have written complex scripts\ Expert = I know my way around very well / I write my own functions and packages. ### How does CorrelAid select team members? What are the criteria? How can I increase the chances of being selected? You can review the criteria for team selection [here.](/projects/project-coordinators/team-selection#team-selection-criteria) Here are some practical tips: * Your motivation matters and it is an important component in the score but also in the qualitative assessments committee members make when deciding between equally qualified applicants. **An application without any or a very meaningful "why" will probably be discarded, regardless of whether you have unsuccessfully applied in the past**. Hence, please write about what motivates you for the project. Also, if you have a personal connection to the topic or the work the NPO is doing, please write it in the motivation. If you do not have experience expressing your motivation in a small paragraph of sentences, you can write bullet points instead. Here are some questions that can help you come up with something: * Why do you want to participate in a Data4Good project in general? Why do you want to spend 2-4 additional hours per week in front of the computer? * What motivates you about the organization? Have a look at their website. Why do you think their work is important? * Do you personally relate to the work of the partner organization? If so, how? * If you are new to data science but have job experience from a different field, please include soft skills and project management experience. Skills are not restricted to technical skills! * If you are part of a marginalized group, don't undersell yourself! :) Take a look at the experience scale and role descriptions above and when in doubt, take the more advanced category/role. ### I have found the form to become a project mentor / reviewer. What does this entail? As a project mentor / reviewer, you might join a team (temporarily) to consult them so that they can improve the quality of their work by following **best practices**, hereby ensuring the long-term impact and sustainability of the project. This might include but is not limited to: * input and advice on appropriate analytical methods and models, e.g. which time series model would fit best the problem * recommending tools like packages, linter, code styler, documentation helpers, ... * give feedback on quality of documentation and how to improve it * review code and give tips to improve code quality, e.g. how to better structure code into functions or following better programming patterns * advice on how to set up the project, e.g. how code and/or data can be better structured **Time commitment:** depends on your availability and the project's needs. Typically a one-time review / support is enough which should be a couple of hours (3-4 hours incl. reviewing the project, a meeting with the team and a follow up). In certain circumstances and if you want, you might join a team as a mentor for a longer period of time. **Background and your role:** With our projects we want to do two things: support the partner NPO with their data challenges and provide learning opportunities for our volunteers. Learning about and implementing best practices is definitely a good learning that volunteers can take away from our projects. Plus, best practices will improve the quality of the output for our partner NPO. However, given the limited time resources in the context of volunteering, it's sometimes hard to do *everything* right. So whenever making recommendations, you should heavily prioritize what really will help the project in the long run: Maybe the inconsistent code styling really annoys your "clean code" heart but you know good documentation will have a higher impact on the overall quality and sustainability of the project. In addition, as a team mentor, it is important that you consider that not all team members are as experienced, knowledgeable and skilled as you. Please a) have empathy with your fellow volunteers who are working on the project, especially those with less experience/skills, b) appreciate what they have done so far and the effort they put in and c) properly explain why things are important - it might not be obvious to less experienced folks. Have empathy - always remember that you also started out as a beginner once! Finally, if your recommendations are not accepted / implemented, talk to the project coordinator to see what can be done so that the long-term sustainability and quality of the project are ensured.