Guest Speaker 2023: Create Consent Docs for Sola C

[nguyen-jenn]

Overview

We need to create consent documents for guest speaker Sola C so that we can keep track of what information is approved to be shared by the guest speaker.

During these tasks you will be asked to add links to the Resources/Instructions section, and that section is at the bottom of this issue (go view it now).

Action Items

Customize Resource Links

• Customize Resource for the 2023 Speaker Google Drive Folder
  • Go to the main Google Drive Folder for the UI/UX Speakers (Resources # 1.01)
  • Choose the folder for 2023. If one does not exist yet, follow the steps below. Strikethrough or delete the steps below if there is already a folder.
  • Right-click on the 2023: Guest Speakers folder.
  • Choose "Copy link".
  • Update Resource # 2.01 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for This Speaker's Google Drive Folder
  • Open the folder of Resource # 2.01.
  • Copy the text below.

    Sola C (September 19)
    

  • Create a new folder (right click and select "New folder" or click the "+ New" button).
  • Paste in the copied text and click "Create"
  • Right-click on the folder that you just created.
  • Choose "Get Link" and "Done"
  • Update Resource # 2.02 with the link you just copied. Paste it inside parentheses at the end of the line.
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for this Speaker's Informed Consent Google Form
  • Open the Informed Consent Form in Resources # 1.02.
  • Choose the 3 vertical dots at the top of the Google Form on the left of your profile.
  • Choose "Make a copy"
  • Copy the text below

    2023: Sola C: Presentation Recording Consent Form
    

  • Paste the text you copied into the "Name" field to rename the form
  • In the "Folder" field, choose "SpeakerConsentForm", then choose the back arrow to "UI/UX Community of Practice"
  • Choose "Speakers" > folder for 2023: Guest Speakers > folder for Sola C
  • Choose "Select"
  • Choose "Make a copy"
  • Update Resource # 2.03 link by completing the following steps
    • Choose "Send" in the 2023: Sola C: Presentation Recording Consent Form you just created.
    • Choose the link icon
    • Check the box for "Shorten URL"
    • Choose "Copy"
    • Update Resource # 2.03 with the link you just copied. Place it into parentheses at the end of the line.
    • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked.
• Customize Resource for this Speaker's Informed Consent Email
  • Open the Speaker Consent Email Template in Resources # 1.03.
  • Click "File" and select "Make a Copy"
  • Copy the text below.

    2023: Sola C: Speaker Consent Email
    

  • Paste the text you copied into the "Name" field to rename the doc.
  • In the "folder" field, choose "SpeakerConsentForm", then choose the back arrow to "UI/UX Community of Practice"
  • Choose "Speakers" > folder for 2023: Guest Speakers > folder for Sola C
  • Choose "Select"
  • Choose "Make a copy"
  • Replace the highlighted text (including brackets) with the appropriate information
    • First name of guest speaker
    • Month and day of presentation
    • Link to Google Form (Resource # 2.03)
      • Copy the link for Resource # 2.03
      • Delete the text [ADD LINK]
      • Highlight to select the text link
      • Right-click and select "Insert link"
      • Paste link for Google Form
      • Click "Apply"
  • Select all text
  • Click the "Highlight color" icon
  • Select "None"
  • Click "File", select "Share", and select "Share with Others"
  • Click "Copy link" and "Done"
  • Update Resource # 2.04 with the link you just copied. Place it into parentheses at the end of the line.

Send Consent Documents

• Assign CoP co-lead to issue
• Unassign yourself (if not a CoP co-lead)
• CoP co-lead reviews the Resources gathered during the completion of this issue.
• CoP co-lead copies and pastes email text from Resource # 2.04
• CoP co-lead sends email to guest speaker at least one week before presentation

Resources/Instructions

Resources for creating this issue

• 1.01 Google Drive Folder: Speakers
• 1.02 Google Form: Consent for Presentation Recording
• 1.03 Google Doc: Speaker Consent Email Template

Resources gathered during the completion of this issue

• 2.01 Google Drive Folder: 2023: Guest Speakers
• 2.02 Google Drive Folder: Sola C September 19
• 2.03 Google Form: 2023: Sola C: Presentation Recording Consent Form
• 2.04 [Google Doc: 2023: Sola C Consent Email]

[Aparna1Gopal]

Notes:

• Updated Wiki
• Issue complete & being closed