[GH Request] Onboard 2U CCs

[feanil]

Firm Name

2U

Urgency

Medium (< 2 weeks)

Requested Change

On-board all 2U folks that have write access to repos as CCs

Their Github usernames, emails and the repos they will have access to can all be found here: https://docs.google.com/spreadsheets/d/1AtktkNs8OHUpgjJoBAH5xonFTaueJPAOsM9cISuzo30/edit?gid=1665919679#gid=1665919679

Reasoning

See https://discuss.openedx.org/t/2u-core-contributor-rollout/14819 for more details.

CC Onboarding Checklist for Axim On-Call

• Ensure their Salesforce (SF) contact is set up correctly. This step is usually a no-op, but it might require work if, e.g., the new CC recently changed firms and/or they only contributed code outside of the openedx org.
  • The SF contact should exist under their name and GitHub handle. Open edX Individual CLA should be checked. If any of this missing, then have them sign an individual CLA, and then confirm that it is reflected in SF. This may take a couple days.
  • Exactly one of the following scenarios should be true. If not, you will need to talk to both the new CC and a trusted point of contact from the Firm in question to make sure everybody's on the same page. If it's not obvious what to do, talk to the Axim eng team.
    • Employed CC scenario: The onboarding request specifies a Firm Name that matches the SF contact's Account Name, and Contributor Covered Under Entity CLA is checked.
    • Independent CC scenario: The onboarding request specifies "none" / "independent" for Firm Name. The SF contact's Account Name is ... Household, and Contributor Covered Under Entity CLA is unchecked.
  • The SF contact should specify an email address. You will need this for the remaining steps.
• Invite them by email address to the Core Contributor Onboarding course (link requires login) and let them know they need to complete the steps before they’re fully considered a core contributor.
• Let CC know that they may be required to take the privacy and a11y courses when they become available.
• Confirm with them that they received the course invitation and have successfully accessed the training course and must complete it before continuing onboarding.
• Verify with Sarina or Axim Legal that the new Core Contributor successfully completed the required legal documents, including both the CLA and the CC Agreement. (Usually Legal will contact the CC Admins about this so you can check in with them if it’s been a little while). Keep the ticket open with status “Blocked” until this is done. Once complete, follow the remaining steps (some may be handled by the CC onboarding course now).
• Invite the CC to the Open edX #core-contributors Slack channel.
• Add them to the overall CC mailing list.
• Add them to the Core Contributors list.
• Let CC know about possible working groups that they can join if not already mentioned by the proposer.
• Back in their Salesforce contact record, go to their Role and add "Core Contributor".
• Ensure they are in the openedx GitHub organization and a member of the openedx-triage
• Send Fox a direct message on Slack with the full name and email address of the new CC. (Fox will contact the new CC explaining the bi-weekly check-ins at Listaflow.com, and provide the CC with a link to the latest sprint retro recap thread in the forums.
• Ask a Forum Moderator to award the “Core Contributor” badge to the person’s forums profile. (forum moderation rights are listed on the Core Contributors page).

Additional, for Coding Roles Only

• Add them to the Google group. This is very low traffic, meant primarily for announcements we want to be sure get to all developers.
• Add the CC to the @core-contributor-committers Slack user group
• Ask them to review the Merge Guidelines for Coding Core Contributors and join the two Slack channels mentioned at the top of the guidelines.
• Remind them to add themselves to the relevant shared Slack channel(s) corresponding to their merge accesses (some additional context if you’re curious). Here’s a DM you can copy and use: “For the repositories you have merge access to, please join the Slack room(s) that correspond to your repositories. These rooms are where to coordinate timing on merging breaking or major changes. Keep in mind that 2U runs CI/CD off the tip of master branches, so major changes will impact their site first. It's generally OK to announce in these rooms that you are merging a pr with 24 hour or more notice (eg, I'm merging this tomorrow at 1500 UTC), and engage in discussion with anyone who expresses concern. These rooms are also a good place to ask for a 2U review on critical/breaking change PRs before you get to the merging state.”
• Also add them to the GitHub group committers teams.
• Grant write access to the repositories described in the vote. Do not grant it directly to the user; instead, use existing committers- teams, making new ones as you need to. See this page for details.
• If the new CC is onboarding as a maintainer, direct them to review the Maintainers's Documentation

[github-actions]

Thank you for your report! @openedx/axim-oncall will triage within a business day. Simple requests usually take 2-3 business days to resolve; more complex requests could take longer.

[feanil]

All users have been invited to the course and informed about the deadline of March 1 to complete the course.

[kdmccormick]

@feanil Anything left to do here?

[feanil]

@kdmccormick they still need to be added to the mailing list and the google group but at this point I'm wondering if that should be done after the end of August when we have a better sense of who's still at 2U and who wants to remain a CC.

[kdmccormick]

Works for me.

[feanil]

This is finally done, I've skipped the google group since we've decided that we're getting rid of that for now.