# The Community Coordinator Role and its Responsibilities

This section covers what the Community Coordinator's role is and its
responsibilities. If the below sounds like you, then see the next section on
[](comm-coord:become).

## Role

```{seealso}
Outreachy provide an overview of this role and its resposibilities on
[their website](https://www.outreachy.org/mentor/)
```

The role of the Community Coordinator is to oversee the Outreachy round. This
includes a lot of organisational skill and the ability to recruit and inspire
volunteers to act as mentors and community volunteers.

## Responsibilities

This section covers the responsibilities of the Community Coordinator and is
presented as a timeline over the course of an Outreachy round.

### Before the round

- Ensure that the community has [](./funding.md) to support any interns (minimum one)
- Recruit volunteers to mentor and help them shape
  [project proposals](proposing-projects) where necessary
- [Register the community to participate in Outreachy](https://www.outreachy.org/communities/cfp/)
- Ensure all mentors have write access to the
  [`jupyterhub/outreachy` repo](https://github.com/jupyterhub/outreachy)

### Approving mentors and projects

- When the mentors submit their project proposals, the Community Coordinator
  will need to approve them on the Outreachy platform. There will be an email
  notification with details on accomplishing this.

### Before the contribution period begins

- Assist the mentors in scoping [microtasks](microtasks) where necessary
- Ensure clear lines of communication, such as:
  - Defining a single gitter channel, Discourse thread, email, etc as a point of
    contact
  - Ensure any links provided by on the project proposals are not broken and
    point to the intended destination
  - Consider almagamating microtasks for a specific project into a landing page
    for the interns to avoid confusion
- Recruit Community Volunteers to help mentors answer questions in the
  defined communication channels
  - To recruit volunteers, you can use
    [this template text](https://github.com/jupyterhub/outreachy/blob/HEAD/markdown-templates/call-to-action-contribution-period.md)
    to make posts on [Discourse](https://discourse.jupyter.org) and the
    [Team Compass](https://github.com/jupyterhub/team-compass)
- Ensure all mentors and community volunteers are added to the appropriate
  communication channels

### During the contribution period

- Ensure all community volunteers and mentors are supported in answering
  questions and reviewing contributions from the applicants
- Organise and [](contrib:during:q&a)
  - Post the discussion notes from this session on Discourse and ensure
    applicants are aware of its location
- Organise and [](contrib:during:sync-up) for the mentors
  - As a result of this meeting, mentors may decide to close some projects to
    new contributors, which can be accomplished through the Outreachy platform

### After the contribution period closes

- Help with the [clean-up process](contrib:after:clean-up) where able
- Organise and [](contrib:after:retrospective) with the mentors and community
  volunteers
  - This can help improve the contribution period for the next round
- Facilitate the [applicant review process](review-apps) where needed
- Once the mentors have selected their interns, you will need to assign a source
  of funding for them in the Outreachy platform
  - If you have identified more talented interns than funded spots, this is also
    when you can apply to Outreachy for [additional funding](funding:additional)

### Before the interns begin

- Create some meeting notes documents for the mentor-intern pairs using the
  [template](https://github.com/jupyterhub/outreachy/blob/HEAD/markdown-templates/meeting-notes-template.md).
- Introduce each interns to their mentor and set some ground rules using
  [this email template](https://github.com/jupyterhub/outreachy/blob/main/markdown-templates/intern-intro-email-template.md)
- If a member of the community is able to volunteer, also organise an
  introduction/demo session for the interns. See a previous example of such a
  session [on YouTube](https://www.youtube.com/watch?v=IhMHMuwphc0).

### During the internships

- Ensure mentors are submitting feedback for their interns
  - This can be [tracked in an issue](https://github.com/jupyterhub/outreachy/issues/146)
- Be available to discuss any issues with mentors and/or interns and involve
  the Outreachy organisers if necessary
- Optionally, run [](./cohort-calls.md)

### After the internships

- Organise [honoraria for the mentors](funding:discretionary)
- Request [testimonials from the interns](become-intern)
  to place on the website
- Add folk who participated (interns, mentors and yourself!) to the lists of
  previous participants