Add guidelines to deliver different kinds of tutorials

[SarahAlidoost]

It can be added to Instructor Notes see https://esmvalgroup.github.io/ESMValTool_Tutorial/guide/index.html
guidelines:

• tips for different types of training events
• tips for gathering feedback
• how/where store the training material

[SarahAlidoost]

cc @remi-kazeroni

[remi-kazeroni]

Here are a few tips I gathered during the online trainings where I was involved this year:

Preparation (before the event)

For a setup with guest accounts

• If possible request temporary accounts at a HPC center which provides easy access to data and on which a central ESMValTool installation is manageable.
• Test all the instructions of the episodes covered using a temporary account and the ESMValTool installation used.
• Provide credentials for these accounts:
  • by email shortly before the meeting (requires having the list of emails and sending separate emails)
  • or pass the credentials to each participants via the chat of the videoconf tool at the beginning of the session (might be difficult to manage for large crowds)

Logistics and communication

• Put all the material (agenda, introductory slides for the event, connection details to the video-call, instructions to use guest accounts, ...) in an ESMValGroup repository or a Google Drive (or alternative) and send the link to the participants before the meeting. This way, the participants can always check previously shown material at any time during the event.
• Prepare and structure an interactive Q&A document (e.g. Google doc or alternative) that will be used during the event
• This document should contain a "progression table" were participants put a mark after completing an episode (see an example here). This will allow instructors to monitor the progression of the group. Participants do not have to write their names but could use the username of their guest account or a nickname for more confidentiality.
• Set up a dedicated Gitter channel for the instructors of the event. This will ease internal communication compared to emails and the videoconf chat.

During the event

• Stick to the agenda, particularly to the breaks announced. Note that it can be frustrating for the participants that instructors are not available for help during breaks. If the presence of a few instructors is required at all time, instructors should agree on taking breaks in turn via the Gitter channel.
• A tutorial of 3 hours should give enough time to cover all basic episodes. Over that limit, participants tend to disappear before the wrap-up session can take place.
• The head instructor should make sure that all questions are answered in a timely manner.
• Do not hesitate to use breakout rooms where participants can share their screen in order to solve issues.
• If some participants seem stuck in an episode (see progression table), don't hesitate to organize a breakout session focused on this episode (e.g. configuring the Tool).
• Finish the training with a wrap-up session that was announced at the beginning of the event.

After the event

• Circulate a feedback form shortly after the event and send a reminder one week later. Share the feedback collected with the UET.
• Add your event to the list of training given, including the date, the names of the instructors, the number of participants, the link to the material or course repository.