# CSE Undergrad Accessibility Setup

# Quarterly Tasks:

This is the starting place for the course handoff. It has a timeline of todos, and links to other relevant files.

## Course administration

# Hiring
- Decide structure, e.g. a head TA or not, and start interviewing TAs
  - Create a form for interest from previous quarter.  Make sure you send this out at the end of the quarter for future quarter TA pool
  - Review TAs who signed up in week 5-6 of previous quarter
  - Set up interviews 
- Once hired, send TAs an onboarding email [need a link for this with sample text] once you have them signed up
- Do TA training prior to the class starting (set expectations)
- Add TAs to the staff email list uaccess email list (removing old TAs) through [mailman](https://mailman.cs.washington.edu/mailman/admin/uaccess)

# Post Quarter Finalization
## Finalizing website at end of quarter
### Finalizing the UACCESS-YYQQ Branch

1. Go to the repository for the live website `teaching-materials/undergrad-accessibility-website`.
2. Make sure that `_config.yml` and `_config_production.yml` say `status: final` and `warning: old` or update them.
3. Look under `Repository -> Branches` and make sure all branches are marked as `merged` or have previously been merged into the UACCESS-YYQQ branch.
4. If branches are not marked as merged assess the branch. There are two cases:
  - It needs to be merged: create a merge request and have another individual review and merge the branch.
  - It does not need to be merged: compare the branch and make sure we are not losing any information before deleting it.
5. Once all branches have been merged wait for the live website to be updated.
6. After the live site is updated review pages relevant to merge requests and check for large errors.
7. If there are no errors we remove all merge priveleges from the branch. 
8. The current website branch is now protected.

### Merging the Changes Upstream to the main

1. Go to `Merge Requests -> New merge request`.
2. "Sourch branch" should be "UACCESS-YYQQ" and "CSE340-XX##."
3. "Target branch" should be "main"
4. With both of those set we can "Compare branches and continue."
5. Now fill out the "New Merge Request" with a reasonable Title/Description.
6. Set "Assignee" to the current instructor (or other relevant party).
7. Check the "Squash commits when merge request is accepted" box (to reduce clutter).
8. You can now press "Submit merge request" or "cancel" if something does not look correct.
22. Create a new branch off of "main" for the new quarter
23. Navigate to `Settings -> Respository -> Default Branch`
24. Change newly created quarter branch to default branch
25. Then go to Protected Branches
26. Set "Allowed to merge:" to "Developers + Maintainers"
27. Set "Allowed to push:" to "Maintainers"
28. Press "Protect"
29. Now the new quarters branch should be setup (you can double-check by comparing it to the currently ending quarter's branch).


# Pre-quarter prep
- Make sure you have created current versions of all course resources
 - website 
 - updated syllabus
 - plan curricular path depending on quarter schedule
   - assignment due dates/schedule
 - schedule for TA grading
 - Canvas with all assignments and due dates 
     * Under settings, more options have only the following things checked (all others unchecked)
        * Hide totals in student grades summary
        * Hide grade distribution graphs from students
    * Make sure "redirect tool" under Apps is installed. Add links to
        * Course web
        * Syllabus
        * Message board (Piazza)
    * Assignments (can set up percentages)
 - Google drive
   - instructors should have access to the private google folder with student and TA information
   - Create a Team Drive for the quarter and add TAs to that. 
 - Set up [EdStem](https://gitlab.cs.washington.edu/teaching-materials/undergrad-accessibility-wiki/blob/master/instructor-resources/edstem.md) or some other message board
 - set up Panopto to record through canvas (if you choose)
 - set up Zoom
- Set up course email lists
    -  Press button on MyUW to create course email list
    -  Add TAs to course email list through mailman
- Invite guest lectures for industry panel
 
## Setting up the website for the current quarter (do this once per quarter)
NOTE: need to decide whether to create a TAs group and website, or whether to go ahead with the current system. The current system is to have everything in one repository (undergrad-accessibility-website)
In that case the necessary actions are
- adjust the .gitlab-ci.yml file  to point to the right place.
- Then get in touch with support to get the integration set up. (send an email to support @ cs). Support will add the `CourseWebDeploy` runner to your repository and help debug until it is up and running. 
- Protect the branch
  1. Navigate to `Settings -> Respository -> Default Branch`
  2. Change the UACCESS-QQYY branch to default branch, if it's not already
  3. Then go to Protected Branches
  4. Set "Allowed to merge:" to "Developers + Maintainers"
  5. Set "Allowed to push:" to "No one"

## TA support environments
* Set up GChat or equivalent for course communication