Regular Activities Coordinator Tasks

This page is an outline of tasks kept up with by the person who occupies the "Regular Activities Coordinator" role within the Working Group at any time.

Currently: Eliza Madrigal in conjunction with others mentioned. 

Daily: Chat Logs

-Should be posted within 72 hrs, otherwise a "friendly request" is sent,
with inquiry as to whether a replacement was asked for that day.

(This is also good way to stay in touch!)

-If list of unposted chat logs goes beyond an acceptable
point, email a general reminder to the larger email group.

-Logs which remain unposted for two weeks will be retrieved from the
auto-logger by Lia, Calvino, or Wol.

-Wol has generously offered to post log for anyone who can make
a session but not post the log for any reason.

Weekly: Guardian Meetings

-Announcement sent to the playasbeing google group on Friday or Saturday, 
containing the Sunday 8AM meeting time, and a topic if planned beforehand.

-The session is attended and posted by Lia, and if Lia is unavailable, Eliza
or another guardian who volunteers at the time of the meeting, will post. The
session is posted including a complete alphabetical list of guardians who
were in attendance.

New Guardians

New guardians are recommended to the Working Group, which
then sends out an email recommendation to the larger group of guardians.

One week is then given for any guardian to express enthusiasm, objections,
or concerns to the Working Group. This is done so as to avoid uncomfortable
situations if there are objections which even if worked out, would still be listed
in the googlegroups archives.

If no objections or concerns are raised, an invitation to guardian, and the request for
a personal email address is sent via notecard or IM in Second Life.

If the invitation is then accepted, here are the steps to follow:

-Add email 'directly' to PlayasBeing googlegroup and Email List in google docs (Lia, Pema have access as well)
-Add name to List of Guardians at Wiki
-Invite new guardian to playasbeinghere SL group (signed in as 'manager")
-Revise "Welcome New Guardian" template with new number of
 guardians and updated guardian slot schedule to account for changes.

-Once confirmation is given that new guardian is added, send "Welcome New
Guardian" message (template in left tab), with updated host list, to the
 playasbeing googlegroup.

-Email Wol, Storm, Fael, or Cal who is able to add the new name to:

 Wiki  
 Auto-logger 

-Email Stevenaia (or current Guardian Mentor Coordinator)
 who then will add the new guardian as a friend inworld, and set up
 mentoring times to go over the basics of hosting and posting sessions if
desired, as well as answering any questions a new guardian may have.
 

New Guardians-as-Hosts in conjunction with Lia.

"Welcome to Hosting" letter is sent which includes

*Link to Guardian Tips for Hosting Meetings

*Link to Chat log Posting instructions
(which need to be updated for auto-logger)

-People to contact who have made themselves available for
 mentoring/answering new host questions. At the time of this
 update, Stevenaia is the current Guardian Mentor Coordinator and
Wol is happy to be of assistance as well. Most guardians can answer
basic questions. :)

-Lia maintains the guardian schedule at the wiki, 
and sends requests as needed, for temporary and permanent
session replacements.

-Lia also regularly sends personal email requests to new guardians,
or guardians who have shown interest but have not been able to host
within the slots available, as various needs arise.

Twice a year: Guardian Rotation (Jan. and July)

-A general email is sent by Lia and WG member,
requesting that every guardian give preferences, request changes,
and show other time slots they would be available.

-The schedule is then gone over thouroughly, to best
 accomondate the availabilty and preferences of all guardians.

Twice a year: Guardian Sweeping (Best done at same time for convenience)

  "Guardian Sweeping" means that the list of guardians is 'swept' out
   for those who have not attended in quite some time. An email is sent
   to those guardians, asking whether they would still like to remain
   in the SL group and on the email list. If they are not heard from within
   a few days, a second email is sent, along with an IM in-world.   

   After two weeks, if they have not been heard from, they are removed from
   the playasbeing googegroup, SL playasbeinghere group, and from the guardian
   list on the wiki. A notecard is then given in-world explaining    the general policy
   and asking that if an error has been made by removing them from the list, we
   be contacted.  

   When Eliza and Lia have completed the process, a list is then sent to Wol
   with a list of names to remove from the auto-listener and wiki.
 

Chronicles in conjunction with 

-Updated monthly
-Should include links to guardian sessions
-Scribe List
-Number of guardians
-New guardians who have signed on/Guardians who have left the group
-Significant Topics/Themes/Events (including those which arise in email)
-Pictures
-Ongoing Interviews conducted by various guardians