Reviewing Workshop Applications

When a new workshop application comes in, it needs to be reviewed in two ways:

  1. Content – is it something that is worthwhile having on Learn WordPress?
  2. Applicant – are they eligible to present on Learn WordPress?

Submitted workshops are added to the Learn WordPress dashboard in the ‘needs vetting’ status, you can view these workshops here: https://learn.wordpress.org/wp-admin/edit.php?post_status=needs-vetting&post_type=wporg_workshop

When you open up a workshop for review you will find the information and details as submitted by the applicant. Use this information to process your review and leave notes about it as you go.

Where do I leave notes? Where do I leave notes?

There is a blockBlock Block is the abstract term used to describe units of markup that, composed together, form the content or layout of a webpage using the WordPress editor. The idea combines concepts of what in the past may have achieved with shortcodes, custom HTML, and embed discovery into a single consistent API and user experience. editor sidebarSidebar A sidebar in WordPress is referred to a widget-ready area used by WordPress themes to display information that is not a part of the main content. It is not always a vertical column on the side. It can be a horizontal rectangle below or above the content area, footer, header, or any where in the theme. for notes that you can access by clicking on the icon alongside the settings cog at the top right of the page:

Whenever this guide says to leave a note, that is where you will do it. These notes will only be visible to other workshop reviewers and site administrators – they are not public and are not sent to the applicants. All previous notes will be listed in the notes area, together with the date and username of the person who left them.

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Where do I reply to applicants? Where do I reply to applicants?

All emails are sent from the Learn WordPress Help Scout inbox – this ensures that emails come from learn@wordpress.org and can be replied to by any other individual with access to the inbox. If you need access to Help Scout please ask in the #training channel of the Make WordPress Slack. If this guide says you must email an applicant, then Help Scout is where you can do that. When you email an applicant, you must make sure the URLURL A specific web address of a website or web page on the Internet, such as a website’s URL www.wordpress.org for the Help Scout thread is added to the workshop notes (you can copy the URL from your browser address bar when you’re viewing the thread).

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Reviewing Topics Reviewing Topics

When reviewing a workshop topic you need to follow this process.

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1. Check for existing content 1. Check for existing content

Check if a workshop with the same topic already exists in the dashboard either with a published or to be published status: https://learn.wordpress.org/wp-admin/edit.php?post_type=wporg_workshopyou must check in the dashboard, rather than the frontend in case a similar workshop is awaiting publication. Then follow the steps below.

If you find a published workshop that is similar in content, then leave a note on the workshop that links to the existing one and reply to the applicant to let them know about it using the “WORKSHOP: Declined (topic already exists)” saved reply. Update the application status to “Declined” and add a note explaining the reason along with the Help Scout link.

If you find an approved (but not published) workshop that is similar in content, then contact the presenter for the approved workshop through Help Scout and invite them to collaborate with the new applicant if they wish to do so. Send them the new applicant’s email address, but don’t copy them into the email – use the “WORKSHOP: Notify about similar application” saved reply.

You must also email the new applicant to let them know about the approved workshop and that you have passed their email address on to the existing presenter – you can use the “WORKSHOP: Declined (topic already in planning)” saved reply for this. Update the application status to “Declined” and add a note explaining the reason along with the Help Scout link.

If you find another workshop needing vetting that is similar in content, then email both applicants together and invite them to collaborate on the workshop – you can use the “WORKSHOP: Invitation to collaborate” saved reply for this. Update the application status to “Declined” and add a note explaining the reason along with the Help Scout link.

If there are no existing workshops similar in content and you feel that it would be valuable for Learn WordPress, then we can move forward with the application. If you are not sure of its value then ask in the #training channel for a second opinion. If the workshop topic is approved, move on to the next section for vetting the applicant.

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2. Vet the applicant 2. Vet the applicant

You have an approved workshop topic, but now you need to make sure that the presenter meets the eligibility criteria. Below are some processes to follow for this:

  1. Check the applicant’s WordPress.orgWordPress.org The community site where WordPress code is created and shared by the users. This is where you can download the source code for WordPress core, plugins and themes as well as the central location for community conversations and organization. https://wordpress.org/ profile: Look for activity in the support forums, any contributor badges, and how long the applicant has been a member. This will give you an indication of their experience with the WordPress community.
  2. Check the applicant’s presence online: Look for how long they have worked with WordPress, what their knowledge of the workshop topic appears to be, and if they have any trademark or GPLGPL GPL is an acronym for GNU Public License. It is the standard license WordPress uses for Open Source licensing https://wordpress.org/about/license/. The GPL is a ‘copyleft’ license https://www.gnu.org/licenses/copyleft.en.html. This means that derivative work can only be distributed under the same license terms. This is in distinction to permissive free software licenses, of which the BSD license and the MIT License are widely used examples. violations. Check all social media that you are able to access publicly including LinkedIn, MeetupMeetup All local/regional gatherings that are officially a part of the WordPress world but are not WordCamps are organized through https://www.meetup.com/. A meetup is typically a chance for local WordPress users to get together and share new ideas and seek help from one another. Searching for ‘WordPress’ on meetup.com will help you find options in your area., Twitter, Facebook, Instagram, About.me, and personal blogs (you don’t need to send friend or connection requests – just look for what is available to you already). Especially be on the lookout for anything that indicates bigoted or discriminatory behaviour.

    The Community team has provided some useful information on how the GPL works, as well as this vetting checklist.

    When recording this information, only use the notes section of the application and do not share any of it elsewhere. This is to ensure the privacy of applicants.
  1. Check any background you can in Help Scout: Look for unusual email conversations, lack of response, and anything else that might indicate that they could be unreliable (after taking timezone and availability details into consideration). Feel free to ask in the #training channel if there’s any history you should be aware of, but please respect the privacy of applicants and bear in mind that 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/. is a public space.
  2. Check if they have existing content on Learn WordPress: If they have existing content on Learn WordPress then there’s a good chance they have already been vetted in the past – have a look at their past workshops to see if there are any vetting notes.

If you need more information from the presenter, then email them to ask for what you need (there is no saved reply for this), and update the workshop status to “More info requested”. Add a note to the application with your vetting notes and details about the additional information you requested from them, along with the Help Scout link.

If the application passes the criteria, then email them with the “WORKSHOP: Approved” saved reply and update the status to “Approved for video”. Add a note to the application with your vetting notes, along with the Help Scout link.

If you need any assistance with this process please ask in the #training channel on Slack.

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