PeriodicMeetings

Periodic Meetings

This folder contains records of periodic meetings, to-dos, etc. Longer-term goals or tracking of individual development and projects should be placed in ./Projects/, ./IDP/, or in project-specific repositories.

Usage

Each week (or whatever duration is appropriate), the trainee should fill out a periodic report using either the Issue Template or the markdown template (described more below). This should ideally be completed in advance of the meeting, so that the supervisor has time to review.

Once the meeting is concluded, the trainee or supervisor should commit the contents to a markdown file contained in the folder, linking to relevant issues / PRs as appropriate.

Issue template

For trainees that are less comfortable with git or with plain text/markdown, a github issue template is provided to facilitate entering notes. To use the issue template:

1. On the repo site on github, click the "Issues" tab.
2. Select "New Issue," and choose "Periodic Meetings"
3. Fill out the template as appropriate.
   1. In the free-text fields, unfinished To-Dos can be written with - [ ], eg. - [ ] Run a PCR with new primers (note the space after the - and between the brackets).
   2. Completed To-Dos are written the same, except with an x between the brackets, eg. - [x] Run a PCR with new primers.
   3. It can be a good idea to link to the previous meeting's issue. Github will automatically expand eg #4 to a link to issue/PR 4, though you can use an explicit link to make it more portable.
4. Submit the issue, ideally in advance of the meeting.
5. During the meeting, comments / additional notes may be added either by clicking the 3 dots button on the top right of the issue text and choosing "edit", or by using entering new comments to the discussion below the issue.

Once the meeting is concluded, the contents of the issue should be committed to the repo. The best way to do this is to copy the markdown contents of the top message (this can be accessed by clicking "edit" as described in step 5 above) to a new markdown file in the ./PeriodicMeetings/ directory, committing this file, and making a Pull Request (see below), linking the original issue.

This final step may be completed by the supervisor until the trainee gets more familiar with git.

Using the issue template for the first time

Consider the following changes to the issue template prior to using for the first time:

1. Change "Periodic" to "Weekly" or "Monthly" or some other value as appropriate
2. Change the - assignee on ln7 to the github user name of your supervisor(s). If your supervisor is Kevin Bonham, you can leave it as-is.

Markdown template

For trainees that are more familiar with git / github and markdown (or for trainees that wish to learn), use the meeting template file in the PeriodicMeetings/ directory.

Basic procedure (web-based)

1. Copy the markdown contents from the file in PeriodicMeetings/YYYY-MM-DD_template.md
   1. To get the source code (rather than formatted for web), click the "source" or "raw" buttons at the top of the file on github
2. In the PeriodicMeetings/ directory on github, click "Add files" and "Create new file"
3. Name your file with the ISO date in YYYY-MM-DD format (Step 1 in image) Eg for August 1st, 2022, use 2022-08-01.md.
4. Copy the contents from the template into the "Edit new file" box, and edit it as appropriate for the current week.
5. Enter a commit message and additional description if appropriate, then select "create new branch", "propose new file."

6. On the resulting PR, tag your supervisor under "request review", and leave the PR open until the meeting is finished. Add additional comments as necessary
7. When the meeting is concluded, merge the PR.

Advanced procedure

1. If you haven't already, checkout the main branch, and pull any changes.
2. Each week (or whatever period), checkout a new branch for the week, eg git checkout -b weeklymtg
3. Copy this template and name the file with the ISO date in YYYY-MM-DD format. Eg for August 1st, 2022, use 2022-08-01.md.
4. Update the template as appropriate for the current week.
5. Save the file commit it to your branch for this week, and then push it. Eg
   1. git add PeriodicMeetings/2022-08-01.md (update this with the actual path to this week)
   2. git commit -m "add meeting notes for this week"
   3. git push -u origin weeklymtg (change the branch name to what you used in step 2)
6. Open a Pull-request on git hub. After you push your branch, you should see a green button on the main page of your repo to do this.
   1. In the PR, tag your supervisor, and add any additional context that might be relevant.
   2. Submit the PR
7. During the meeing, comments / additional notes may be added to the markdown file locally, and then committed / pushed, which will automatically show up in the PR discussion.

Once the meeting is concluded, the PR should be merged, and the branch deleted. Be sure to do pull the latest main locally, and delete the branch before starting the next week's notes, eg

$ git checkout main
$ git pull
$ git branch -D weeklymtg # or whatever you named it