Email Templates
Inviting new maintainers
Hi {name},
Subject: Welcome to The Carpentries Maintainer Onboarding!
Dear {name},
Thank you for applying to join The Carpentries Maintainer community. Your experience and community service goals are an excellent fit and we would love to have you on the Maintainer team. Welcome!
I will share more information about the onboarding process, lesson assignments, and how to get connected up with your fellow Maintainers once I have the schedule ready. Please let me know if you have any questions. Looking forward to having you on the team!
Best, {name}
Application not accepted
No template yet created.
Lesson assignment
Subject: Schedule and lesson assignment for Maintainer Onboarding
Dear {name},
Thank you for providing your availability for Maintainer Onboarding. Based on your availability, I’ve signed you up for Session LETTER, which will be held from TIME UTC on DATE UTC. I’ve sent you a Google Calendar invite, which should show up on your calendar using your local time zone, but please double check the time of the training by clicking this link: LINK. Connection information for the call is included in the calendar link and will be shared by email a week before the session.
Other time slots are available, as shown below. Please let me know as soon as possible if you would prefer to attend a different session, as we’d like to keep each session roughly the same size.
Session A - DATE TIME - DATE TIME UTC (click here for your local time) Session B - DATE TIME - DATE TIME UTC (click here for your local time) Session C - DATE TIME - DATE TIME UTC (click here for your local time)
Each three hour session will cover content found in our Maintainer Onboarding lesson.
Based on your interests, technical skillset, and our current needs for Maintainers, you are being invited to serve as a Maintainer for LESSON NAME AND LINK. If you have any concerns about this lesson assignment, or would like to request a different lesson, please let me know. Please take some time to get acquainted with the lesson before your onboarding.
Future announcements about Maintainer Onboarding will be sent via our mailing list and Slack channel. Please sign up for the mailing list on TopicBox and join the Maintainer-Onboarding-202X Slack channel via the sign-up link you will receive in a separate email.
After your onboarding session, I will formally introduce you to the other Maintainers for your lesson and will also provide information about how to stay connected with the Maintainer community on Slack, our mailing list, and through our monthly meetings.
Thank you again for joining the Maintainer community. I look forward to working with you!
In service, {name}
Available time slots
Subject: Schedule for Maintainer Onboarding
Dear {name},
Thank you for providing your availability for Maintainer Onboarding. Based on your availability, I have not been able to schedule you into one of the available time slots. The available time slots are shown below. Please let me know if any other these times will work with your schedule, and if so, which you would prefer. I’ll then send you a GCal invite and connection information.
Session A - DATE TIME - DATE TIME UTC (click here for your local time) Session B - DATE TIME - DATE TIME UTC (click here for your local time) Session C - DATE TIME - DATE TIME UTC (click here for your local time)
Thank you again!
In service, {name}
Onboarding reminder
Subject: Reminder email about onboarding schedule
Hi all,
Just a quick reminder to folks who are signed up for Session A of onboarding that we will be meeting starting at TIME DATE (click this link to see start in your local time).
You don’t need to read anything in preparation for the training, but if you’re interested in checking out the onboarding curriculum, you can find it here:
The Zoom link for our training is: LINK. This link should “just work” for you without entering a meeting ID or password.
Please let me know if you have any questions. Looking forward to meeting you all soon!
Best, {name}
Introduction to co-Maintainers
Subject: Welcome new Maintainer!
CC Current lesson Maintainers
Hi {names},
I would like to introduce {name}, who has just completed Maintainer Onboarding and is now joining the {lesson name} Maintainer team. They are excited to lend a hand on the {lesson name} lesson and to be a part of this maintenance team. Please welcome {name} by introducing yourself and letting {name} know what channel(s) you prefer to be contacted on.
Please let me know if there is anything else you all need. Great to have you on the team {name}!
Best, {name}
General introduction on Maintainers list
Subject: Welcome new Maintainers!
Hi team!
Please join me in welcoming NUMBER new Maintainers to our group.
NAMES, will be joining on in support of Library Carpentry lessons (LESSON NAMES, respectively), NAMES in support of Software Carpentry lessons (LESSON NAMES, respectively), and NAMES in support of Data Carpentry lessons (LESSON NAMES, respectively).
Welcome to the team NAMES!
Best, {name}
Maintainer retiring
Subject: Thank you for your service as a lesson Maintainer with The Carpentries!
Dear {name},
Thank you for all of the work that you have done for The Carpentries community as a lesson Maintainer. Your service has been incredibly valuable to the community and to all workshop learners who have benefited from the high-quality lessons maintained by you and the rest of the Maintainer team.
You recently indicated that you would like to step down from the Maintainer role. To honor this request, I have removed you from the Maintainers private Slack channel and TopicBox list, as well as from the relevant GitHub team for your lesson. You are also no longer listed as a Maintainer on The Carpentries website.
Please know that these changes are cosmetic and you have not lost your status as a trusted Maintainer for The Carpentries lesson materials. If at any point you would like to resume working as a Maintainer, please let me know or send an email to team@carpentries.org and we would be happy to reinstate you.
I wish you all the best in your future endeavours and hope to continue seeing you around the community.
In service, {name}
Inactive maintainer removal
Subject: Removal from maintenance team for LESSON NAME
Dear {name},
In MONTH YEAR you were certified as a Maintainer for the LESSON NAME. Not seeing any activity from you on that repository in the past TIME, I am assuming you no longer want to be part of the maintenance team for this lesson.
You have been removed from the Maintainers private Slack channel and TopicBox list, as well as from the relevant GitHub team for your lesson. You are also no longer listed as a Maintainer on The Carpentries website.
If at any point you would like to resume serving as a Maintainer, please let me know or send an email to team@carpentries.org.
I wish you all the best in your future endeavours and hope to continue engaging with you in The Carpentries community.
In service, {name}
Notification that co-Maintainer has been removed
Subject: Co-Maintainer stepping down from LESSON NAME
Dear {name},
NAME has recently stepped down serving as a Maintainer for the LESSON NAME lesson, making you the sole acting Maintainer for this lesson. Our goal is to always have at least two active Maintainers for each lesson, and this lesson will be prioritized in the next round of recruitment for Maintainer Onboarding. In the meantime, please feel free to assign items to me for review and/or ping me in Slack or by email for anything you would like assistance with. MAINTAINER COMMUNITY LEAD (cc’d and @GITHUB HANDLE) is also available to provide some support as needed, in their role as Maintainer Community Lead.
Please let me know if you have any questions. Thank you for all that you do with and for The Carpentries community.
In Service, {name}