This guide helps Community Supporters work through the entire Campus Connect process, start to finish, using the current “Tracker Status” as a cue for what step is needed next and what to do.
The full process from application to site launch typically takes 6 weeks:
- 1–2 weeks for vetting, orientation, and initial setup
- 1–2 weeks for site and budget preparation
- 1–2 weeks for final steps before launch
Organizers are encouraged to launch their sites at least a few weeks before their event date. When you see an event coming up that isn’t Scheduled yet, or if a tracker has been stuck in one status for a while, check the tracker notes and try to help move things forward.
Needs Vetting
1. Create an ‘Event Application Vetting’ issue in GitHub.
– Title: [Campus Connect] {Event Name}
– Set the type to Event.
– Set GitHubGitHub GitHub is a website that offers online implementation of git repositories that can easily be shared, copied and modified by other developers. Public repositories are free to host, private repositories require a paid subscription. GitHub introduced the concept of the ‘pull request’ where code changes done in branches by contributors can be reviewed and discussed before being merged be the repository owner. https://github.com/ issue to In Progress.– Add the URLs for the GitHub issue and HelpScout Email as a private note in the tracker.
2. Begin vetting the event
– Check for conflicting events, including another event at the same campus, or conflicting city wide events.
– Use the Campus Connect Vetting Template to continue vetting.
– Paste all private notes into the Tracker (not in public channels or GitHub).
3. Decide next steps:
If unsure:
– Set the Tracker status to More Info Requested, and add a note stating who you contacted, what you requested, and the reply deadline you gave them.
– To request details from the applicant, you can use WPCC: Request for more information as a template, but please edit it so it’s relevant.
If approved:
– Mark the GitHub issue as Complete. Set the event tracker to Needs Orientation, save, and continue to next steps.
If declining:
– Please double check with a Program ManagerProgram Manager Program Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. before declining.
Needs Orientation
For experienced organizers:
If the applicant has organized at least three WordPress meetupsMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook., one WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They’re one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more., or one other Campus Connect, update the status again to Approved for Pre-Planning Pending Agreement.
For newer organizers:Send an email using WPCC: Schedule Orientation asking the organizer to schedule an orientation(Note: in the long run we’ll have a self-serve orientation; the emails and steps will need to be updated)
If a tracker is stuck in this status, check notes and follow up as needed.
More Info Requested
If you need more information from the applicant or feedback from the community,add a note to the tracker stating who you contacted, what you requested, and the reply deadline you gave them.
To request more information from the applicant, you can use the WPCC: Request for more information saved reply, but please edit so it’s relevant.
If a tracker is stuck in this status, check the notes to see when followup is expected. Please follow up again if needed.
Interview / Orientation Scheduled
Set this status when an orientation is scheduled.
After the call, update the Tracker noting how the orientation went, and change the status to Approved for Pre-Planning Pending Agreement if the organizer is good to move forward.
Approved for Pre-Planning Pending Agreement
If an agreement hasn’t been sent yet, send the WordPress Event Organizer Agreement using HelloSign and these steps. Add a note in the tracker saying you sent it.
Once signed, link the Help Scout message in the Tracker, and then update the tracker status to Needs E-mail Address and save.
Needs E-mail Address
- If they don’t have an official event email, ask a program manager to create one.
- Add the new email address to the Tracker.
- Make sure an event time zone is set as well.
- When finished, set Tracker Needs Site, then immediately continue with next steps.
Needs Site
- Confirm name, year, and url prior to setup if there’s any uncertainty so we won’t need to change it later.
- Create a site.
- Assign the organizer as the Author of the tracker.
- Assign a mentorEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. if applicable, or set to wordcamp.org.
- Then update Tracker In Pre-Planning.
- Add a note saying you’ve created the site and email.
- Email the organizer using WPCC: Site setup complete.
Needs to be Added to Pre-Planning Schedule
If you have access, move to In Pre-Planning.
In Pre-Planning
In this stage, the organizer is creating the site and budget. We’ll want to be sure to answer any questions they ask in #campusconnect slackSlack Slack is a Collaborative Group Chat Platform https://slack.com/. The WordPress community has its own Slack Channel at https://make.wordpress.org/chat/. or email, and proactively reach out if they seem stuck.
When we receive a budget, set Tracker to Needs Budget Review.
Needs Budget Review
- Review the submitted budget
- Approve if within $300 per campus (flag exceptions to Destiny, Pooja or another Program Manager)
- Add approval notes to the Tracker
- When done, move to Budget Review Scheduled
Budget Review Scheduled
If a live budget call is planned, add notes to the tracker.
After the call, or if everything’s already checked out, update to Needs Contract to be Signed.
Needs Contract to be Signed
- Organizer emails Venue Agreement for WordPress FoundationWordPress Foundation The WordPress Foundation is a charitable organization founded by Matt Mullenweg to further the mission of the WordPress open source project: to democratize publishing through Open Source, GPL software. Find more on wordpressfoundation.org. signature.
- Do your best to verify that the signer is an official representative of the educational institution (for example, a faculty member or administrator), rather than a student.
- An authorized signer (Harmony, Destiny, Isotta etc) will sign the venue agreement
- They will note that in the tracker, reply to the organizer, and change the status to Needs to Fill Out WordCamp Listing
Needs to Fill Out WordCamp Listing
When we hear back that the listing is filled out, change status to Needs to be Added to Official Schedule.
Needs to be Added to Official Schedule
- Check tracker listing details once more
- Update Tracker Campus Connect Scheduled.
- Reply to organizer letting them know they can launch their site when ready
Scheduled
Continue monitoring budget, mentoring, and updates. The tracker will automatically move to Closed after the event end date.
Closed
If this is a newly closed event, confirm debrief email and attendee survey has sent (Campus Connect version, not WordCamp).
Cancelled
If an organizer or the foundation has decided to cancel an event, set it to canceled and complete any of these cancellation procedures that may apply to this event
If you encounter this status, it means the organizer withdrew or the event will not proceed.
Declined
We decided not to run this event. See notes.
