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Python Tutorial – Organizational Checklist

A chronological checklist for organizing a Python tutorial at Empa. Use the T- labels as reminders of when each action should be taken relative to the tutorial start date.

T-∞ · As soon as dates are known

Note

Ideally end of the previous year, or no later than February of the tutorial year.

  • Inform LeadCampus of the scheduled tutorial dates
    • Confirm the maximum number of participants
  • Book a suitable tutorial room

T-6 to T-8 weeks · Before the LeadCampus registration deadline

Note

LeadCampus typically sets their registration deadline 7–10 days before the tutorial starts. Send the announcement 1–2 months before that deadline.

Important

Email templates are stored in the shared Teams folder.

  • Send an institution-wide email to announce the upcoming tutorial

T-1 week · One week before tutorial start

  • If the tutorial runs on the Renku platform: submit a resource request to Renkulab
    • Required info: number of participants, CPU/RAM specs, dates, timetable
    • Submit at this link
  • Book the coffee break catering with Empa catering staff (must be after the tutorial's deadline)

Warning

Double-check if Renku's link to submit a resource request is still valid. If not, contact them directly via email.

T-2 to T-3 days · A few days before tutorial start

  • Ask LeadCampus for the final attendee list
    • Used to collect signatures and track attendance (present/absent per session)

T+2 weeks · Within two weeks after the tutorial ends

  • Follow up with LeadCampus for the feedback survey results
    • They are usually proactive about sharing these, but a reminder is good practice
    • Save the survey PDF(s) in Teams under the tutorial folder, named consistently: <year> - <tutorial name> (e.g., 2026 Advanced or 2025 - Intro)