This README contains policies and information for the OSU Hackathon Club officers about club management, materials, resources, and etc...

Contents

1. Guide for General club management
2. Guide for the Hackathon Coordinator
3. Guide for the HackerWeeks Coordinator
4. Guide for the Treasurer
5. Guide for the Communications Coordinator
6. Guide for the Local Chapter Coordinator
7. Guide for the Historian
8. Guide for the Secretary
9. Guide for the Webmaster
10. Guide for the President
11. Guide for the Vice President

Guide for General Club Management

This is general information for hackathon club management.

Policies and guidelines for officers

• All officers are expected to abide by the Oregon State University Code of Conduct in all interactions with each other, all club members, all club activity participants, and everybody they interact with while on club business.
• Hackathon Club responsibilities should not detract from an officer's academic performance, physical or mental health, family life, social wellness, etc... If an officer feels their responsibilities are overwhelming, they should communicate as such with their fellow officers and seek help.
• Officer are strongly encouraged to collaborate on tasks with other officers and with the general club membership.
• Seek help if you are unsure of anything.
• Don't be afraid to take chances.
• Stay in constant communication about what you are working on.
• Familiarize yourself with the club's constitution here

Officer communications

• General officer communications take place in #officers at osu-hackathon.slack.com
• Only club officers and faculty advisor(s) should be invited into the #officers channel
• former officers should remove themselves for the channel or be removed by the slack workspace administrator
• Get people's attention with @here, @channel, @[person]
• You are encouraged to schedule meetings with all officers or subsets of officers whenever you think they will be beneficial
• Meetings should have a set agenda or talking points to keep them at a reasonable length

Club Setup and Management

• Club management occurs on Ideal-logic
• "Club management" includes managing membership, finances, emails, event reports, meeting reports, etc...

GitHub

• The accounts included in this github account should be updated every time there is turnover in officers
• The Webmaster is the "keeper" of this github page

Google Account

• user name: [email protected]
• password: Jellybean2020!
• The secretary is the "keeper" of the club's Google account
• the password for this account should be changed every time there is turnover in officers
• when the password is changed, it should be updated above

Guide for the Hackathon Coordinator

General Information

• Remember, you are not charged with single-handedly planning the event
• You are the point-person in charge of planning such that it goes off smoothly
• You are HIGHLY encouraged to delegate tasks and request help from fellow officers and/or general club membership
• The quarterly hackathon is the club's core function. See the What must be ready when the hackathon starts? section below. Without these things completed, the hackathon cannot occur.

Resources

• Devpost
  • Devpost is where the OSU Hackathon Club has traditionally hosted its hackathons https://www.devpost.com
  • An example of a recent club hackathon can be found here
• The Application for Funding Google Doc

Planning a Hackathon

• See a recent club hackathon planning to-do such as this one

What must be ready when the hackathon starts (bare essentials)?

1. The hackathon hosting website must be set up (see example devpost)
2. There must be judges lined up for the hackathon
3. Participants must be registered as teams and/or individually
4. Funding for the hackathon must be secured

Suggested hackathon planning and execution schedule

Planning stage	Timing	Items
Early stage planning	2-3 months before	begin looking for judges set up hackathon devpost site and publish it submit event plan to Ideal-logic (Secretary) determine a theme (if any) submit funding request form for prizes (Treasurer) create free agent and team registration forms (Secretary) begin advertising and collecting registrants (Communications Coordinator
Middle stage planning	1 wk - 2 months before	confirm 3+ judges (preferably 5+) set up all "extras" (workshops, mentors, sponsors) continue advertising hackathon and collecting registrants EECS Weekly News emails University calendar
Late stage planning	5 days before	stop collecting event registrations determine list of free agents get positive confirmation of all free agents plans to participate assign free agents to teams send courtesy email to judges reminding them of expected schedule
During-event maintenance	during hackathon	monitor slack and devpost for questions/issues make sure mentors, demonstrations, workshops, etc... happen as scheduled prepare a meeting room for presentations (such as on Zoom or WebEx)
Post-event wrap-up	0-7 days after	host presentations meeting set up judging forms send judging forms and presentation video(s) to judges monitor judging process to ensure timely completion
After judging	7 days after	tabulate judges' scores make sure everything is correct (teams categories, scores, etc..) set winners on devpost announce winners send winners' contact info to club academic sponsor to process prizes

Guide for the HackerWeeks Coordinator

General Information

• You are strongly encouraged to set up a committee of club members to assist in these job functions
• Key responsibilities include:
  • weekly HackerWeeks coding competitions
  • workshops
  • guest lectures
  • managing the club's supply of promotional items (e.g. shirts, stickers, hats, etc..)

HackerWeeks Coding Competitions

HackerWeeks coding competitions are meant to provide a fun way for students to sharpen their coding, problem solving, and interview skills while also keeping students and club members engaged with the club inbetween hackathons.

Executing a Coding Competition

Please see the hackerweeks file folder for detailed information about this responsibility.

Workshops

• OSU Hackathon Club is partnering with MLH hacking to host workshops https://localhost.mlh.io/
• [how to plan and host a workshop instructions]

Prizes

• The OSU Hackathon Club may maintain a supply of club or EECS swag that can be used for HackerWeeks prizes
• Small prizes should be used for HackerWeeks contests
• The HackerWeeks coordinator should keep the club's supply of swag and work with the treasurer for shipping expenses
• Or another officer may agree to take on this responsibility if it is not feasible for the HackerWeeks coordinator

Guide for the Treasurer

General Information

• This is largely new territory for the club
• Update this section of the README as you learn how to perform this role

Key Responsibilities

• Check ideal-logic periodically for important funding notifications
• Put together and submit annual COE and EECS funding requests in the Spring term
• Review and approve all club expenditures
• Work with the Hackathon Coordinator to secure funds for quarterly hackathons
• Work with the Local Chapter Coordinator to secure funds for local and special purpose hackathons

Resources

• Hackathon prize funding request form
• Ideal-logic - submit funding requests to COE and EECS, report expenditures
• Information about OSU club funding

Guide for the Communications Coordinator

General Information

• Key responsibilities:
  • Keep club membership informed of upcoming events, meetings, etc
  • Market and advertise for upcoming events
  • Monitor the club's incoming email (through gmail)
  • Outreach to other entities (clubs, companies, organizations, etc..) to build mutually beneficial relationships
• All club-wide communications should go out in each of these ways:
  • Ideal-logic - send emails to all club members
  • Hackathon Club Slack in the #announcements channel
  • Unofficial postbacc Slack in the #hackathons channel

Resources

• Club email (see club google account) for credentials)
• Club logos and promotional imagery
• Ideal-logic - send emails to all club members
• Hackathon Club Slack in the #announcements channel
• Unofficial postbacc Slack in the #hackathons channel

Guide for the Local Chapter Coordinator

General Information

The Local Chapter Coordinator manages the club's "local hackathon" program. Since the OSU Hackathon Club serves the online postbaccalaureate community of students as well as on-campus students, the Hackathon Club has members spread across the country/globe. Thus, we have a system for funding in place to sponsor localized in-person hackathons.

Responsibilities

• Seek out groups interested in hosting club-sponsored hackathons
• Set them up with the tools they need for sucess
  • Devpost
  • Funding
• Serve as a point-of-contact to the club for local hackathon committees

The program during COVID

In-person hackathons are not possible or wise right now. But there are still two main ways (that have been devised) for this program to still function.

1. Sponsor "specialized" rather than "localized" hackathons. These would be specialty hackathons put on by those that may have a special type of hackathon in mind.
2. Sponsor localized virtual hackathons. They're still local to a particular area, but they're held remotely

Other OSU organizations that may have interest in hackathons

• Linux Users Group
• ACM-W
• ACM
• Robotics Club
• Definitely more...

Resources

• The Application for Funding Google Doc

Guide for the Historian

General Information

Guide for the Secretary

General Information

Guide for the Webmaster

General Information

Guide for the President

General Information

Guide for the Vice President

General Information

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