CoC Orgs Weekly Documentation

Every week, the CoC Orgs Weekly newsletter is sent out to the CoC community with information on how to get involved in the community - org meetings, events, opportunities. This newsletter is managed by the UCouncil officers. This page describes how it works and how you can modify that. functionality.

Summer/Winter is here. How do I disable it?

Go into "CoC Orgs Newsletter Builder" and change the variable SCHOOL_IN_SESSION to false.

How does it work?

The newsletter lives in the ucouncilgatech@gmail.com's Google Drive, in a folder named CoC Orgs Weekly. In it, there are some google forms, some google sheets, and a google scripts file.
Anyone can use the forms to submit new information about their org's meeting for that week, big events, or opportunities for getting involved. Those submissions are placed in their respective google sheets. For instance, "New CoC Orgs Meeting" creates a row in "New CoC Org Meeting (Responses)". These are reset every week after the newsletter is sent out.
Additionally, the "Default Org Meetings" has the default information for each org's weekly meetings.

The google scripts code in "CoC Orgs Newsletter Builder" is the main code for creating the newsletter. It includes two triggers: one that runs the function main_verify every Sunday between 7-8pm, and one that runs main every Monday between 6-7am.
main_verify will use the information in all the google sheets to create the newsletter and send it to the VERIFIER_EMAIL. This function will not modify any sheets files. main will do the same, but it'll send the newsletter to MAILING_LIST and will erase everything from the "(Responses)" sheets (but not from the Defaults sheet).

What's the point of the verifier email?

Because the forms are open to anyone, there can be abuse. It's the verifier's responsibility to check the newsletter on Sunday evenings to make sure nothing bad will be sent out on Monday mornings. This has to be someone with access to the ucouncilgatech@gmail.com Drive, which means the verifier will most likely be a UCouncil officer.

What should MAILING_LIST email be?

Someone who has access to one of the CoC sympa email lists, like cc-news-and-events. Today, that person is Alyshia Jackson, who will receive the mailing list and forward it to cc-news-and-events. If you don't know who this email should be, ask OEC.

How are org meetings selected from Default/Responses sheets?

Form responses take precendence, and the form can be submitted multiple times. So, if an org submits the form three times, there will be three meetings for the org listed in the newsletter. If the org hasn't submitted the form, then their meetings are taken from the Default sheet. The order that meetings appear is determined by: whether the org submitted the Meetings form, and when they did so. Orgs that submitted the Meetings form will appear at the top of the list, in the same order they submitted the form. Orgs for all other orgs, their position in the list is randomized.