Facilitator Operations Guide

Real-Time Workshop Management Procedures

This guide provides step-by-step procedures for facilitators during the workshop. Use this alongside FACILITATOR_GUIDE.md for the big picture and FACILITATOR_CLASSROOM_TROUBLESHOOTING.md for problem-solving.

Pre-Workshop Setup (3 Hours Before)

Facilitator Workstation Setup

Physical Setup:

  • Primary monitor: GitHub Classroom dashboard
  • Secondary monitor (or browser tab): Student repo template / demo repo
  • Laptop: Video call software tested
  • Phone: Audio dial-in number saved
  • Notepad: For tracking student issues in real-time
  • Water/coffee within reach
  • Noise-canceling headphones (optional but helpful)

Software Setup:

  • GitHub Classroom dashboard open and logged in
  • Test student repo open in a tab (your repo you created during setup)
  • GitHub Discussions / chat channel open
  • Timer or stopwatch ready (for tracking session times)
  • Email client visible (for student emails)

Communication Setup:

  • Co-facilitator has your phone number
  • You have their phone number
  • Both have chat channel open
  • Backup communication method agreed on (Slack, Discord, etc.)

Dashboard Orientation

Open classroom.github.com:

  1. Click your classroom → You see:

    • Assignment name
    • Number of students who've accepted
    • List of all students + their repo status
    • Recent commit activity

  2. Key columns to watch:

    • ✓ Accept status — Click to see if student repo was created
    • Last commit time — When they last pushed code
    • Autograding status — Pass/fail on any tests

  3. Filter by status:

    • Accepted → Students who have repos
    • Pending → Students who haven't accepted yet (you might need to follow up)
  4. Favorite this page — You'll visit it constantly

Notification Setup

Ask GitHub or chat platform to notify you of:

  • GitHub Discussions (if using for questions)
  • Mentions in chat (@facilitator)
  • Direct messages from students

Test notifications: Have your co-facilitator ping you to confirm alerts work.

Starting Day 1 (15 Minutes Before Call Starts)

Final Checklist (5 min before start)

  • Yourself: Bathroom break done, water nearby, headphones on
  • Software: All tabs open, no unexpected pop-ups
  • Dashboard: Refreshed, showing latest data
  • Co-facilitator: Online and confirmed in chat
  • Students: Should be joining now — check incoming attendees
  • Recording: If recording, make sure it's recording
  • Slides: If using slides, they're visible and tested

First 60 Seconds on Call

  1. Welcome message to chat:

    Welcome to the GitHub Workshop! 👋
If you can see this message, you're connected.
Video or audio-only? Both are fine.
Screen reader users: All of GitHub.com is accessible.
Questions? Ask in chat anytime!

  2. Monitor arrivals:

    • Watch participant list
    • Greet people by name as they join
    • "Hi [name], welcome! Glad you made it!"

  3. Quick accessibility check:

    • "If your screen reader is working and you can hear me, say so in chat"
    • Confirm at least 70% have confirmed
    • If issues: "Let's get those fixed. Chat or email me."

  4. Settle the room:

    • "We'll start in about 5 minutes. Get comfortable, grab water, etc."

During Hour 1: Welcome and Orientation

0:00-0:05: Your Opening

Talking points (say these out loud):

"Welcome everyone. I'm [name], and this is [co-facilitator name]. We're going to spend the next two days learning GitHub together.

[Pause for acknowledgment]

This is a completely accessible workshop. We've tested it with NVDA, JAWS, and VoiceOver. If something doesn't work for your screen reader, tell us immediately and we'll fix it.

[Pause]

Over the next two days, every single one of you is going to merge your first pull request. That might not sound like a big deal, but it is. It means you've collaborated with another person to improve code. That's a real developer skill.

[Pause]

We're hybrid, so you can work at your own pace. Some will finish fast, some will take time, and both are completely valid. No pressure.

[Pause]

Questions? Ask in chat anytime. That's what we're here for. Let's get started."

0:05-0:15: Getting Into Repos

Step 1: Share the invite link

In chat, post:

Here's your Day 1 invite link:
[PASTE YOUR INVITE LINK]

Click it and GitHub will ask you to pick your name from a list.
Accept and GitHub creates your repo.

Step 2: Monitor the Classroom dashboard

  • Refresh every 30 seconds
  • Watch for new acceptances
  • Count them out loud: "I see 3... 5... 10 people joining..."

Step 3: Guide through the process

In chat as things happen:

Great! I see people accepting the invite.
You should now be in your private repo.
Look for "Challenge 1" in your Issues tab.
When you see it, say so in chat!

Step 4: Help people who are stuck

After 5 minutes, if someone hasn't said they found Challenge 1:

  • Message them directly: "Hey @[name], did you find your Challenge 1? Let me know if you need help."
  • Check dashboard: Did their repo get created?
  • If repo created but they can't find issue: Direct link: github.com/community-access-classroom/learning-room-[username]/issues

Step 5: Confirm everyone is in

Wait until 70%+ have said they see Challenge 1 before moving forward.

0:15-0:25: Demo Reading Challenge 1

Your actions:

  1. Open your test repo on screen

  2. Narrate what you're doing:

    "I'm going to show you what Challenge 1 looks like.
I'm clicking the Issues tab...
I see Challenge 1 here...
Let me read it to you..."
  3. Read the challenge issue text out loud (slowly, pausing between sentences)

  4. Point out key sections:

    • "Here's what I need to do: [describe]"
    • "At the bottom, there's a 'If You Get Stuck' section — that's your safety net"
    • "This is a great challenge to learn the basics"

Ask in chat: "Does everyone see something similar in their Challenge 1?"

Wait for confirmations. Help anyone who sees something different.

During Hour 2: Demo PR Workflow

Demo Repo: Do Challenge 1 for Real

Setup: You're using your test repo (the one you created during setup).

Narration Style: Talk through EVERY action before doing it.

"Okay, I'm going to complete Challenge 1 right now. Watch what I do, because you're going to do the same thing 15 times this week.

Step 1: Read the challenge The challenge is asking me to [describe]. Okay, I understand what I need to do.

Step 2: Find the file I need to edit a file called [filename]. Let me look in the file list... there it is.

Step 3: Click edit I'm clicking the pencil icon (✏️) to edit the file.

Step 4: Make my change [Type while narrating] I'm adding this text... done.

Step 5: Create PR I'm scrolling down... I see 'Propose changes' button. I'm clicking it.

Step 6: Create new branch GitHub is asking if I want a new branch. Yes, I do. Clicking 'Create branch'...

Step 7: Compare PR Now I see the comparison. My change is in green. Looks good!

Step 8: Review PR template I'm clicking 'Create pull request'... Now I see a form with a template. The template tells me what to fill in. [Fill form while narrating each field]

Step 9: Create PR I'm clicking the green 'Create pull request' button... done!

Step 10: Wait for Gandalf Now watch... Gandalf bot automatically checks my work... [Wait 30 seconds] There! The bot commented. It's checking if I followed the rules.

Step 11: If I need to fix it If Gandalf said I need to change something, I would go back to the PR and push a new commit. Since my PR is good, I'm ready to ask for a review.

Step 12: Request review I'm typing @[another-student] to ask them to review my PR.

Step 13: Get approval They reviewed it and approved.

Step 14: Merge I'm clicking 'Merge pull request'... done!

Step 15: See next challenge Now watch the Issues tab... [Refresh] Challenge 2 just appeared! That's how progression works.

That's the workflow. You'll repeat this for every challenge. By the end of Day 2, you'll be excellent at this."

Post-Demo Q&A

In chat: "Questions about what you just watched?"

Answer a few questions, then:

"Great. Any more questions? If not, let's move to working session. You've got this!"

During Hours 3-6: Working Session Management

Facilitator Dashboard Monitoring Routine

Every 5-10 minutes:

  1. Refresh Classroom dashboard

  2. Scan for:

    • New repos created (scroll Accepted column)
    • Recent commits (look at timestamps)
    • PRs appearing (check student repos)
    • Autograding failures (if applicable)
    • Zero activity students (might need nudge)

  3. Make notes:

    • "Student A has PR open — review when bot done"
    • "Student B has zero commits — check in at 45-min mark"
    • "Student C merged — celebrate in chat!"

Proactive Interventions (By Time)

0-15 min:

  • Monitor dashboard constantly
  • Expect: First PRs being created
  • If nothing: "Anyone need help with their first PR?"

15-30 min:

  • Gandalf bot feedback should be flowing
  • Look for confused students
  • In chat: "Anyone see feedback from Gandalf? Let me know if it's confusing!"

30-60 min:

  • First merges happening
  • New challenges appearing
  • Celebrate: "🎉 @student1 just merged their first PR! Nice work!"

60-120 min:

  • Mixed activity
  • Some on Challenge 2, others still on Challenge 1 — both OK
  • Check on quiet students: "How's it going, @student2?"

120-180 min:

  • Momentum building
  • Multiple PRs happening simultaneously
  • Watch for: Stuck students (same challenge 60+ min)

180-270 min:

  • Peak activity
  • Help focuses on blockers, not starters
  • Celebrate milestones: "Wow, @student3 is on Challenge 3!"

Responding to Common Chat Messages

Student Says Your Response
"I'm stuck" "Tell me what challenge you're on and what's confusing." (Then see troubleshooting guide)
"Is this right?" "What did you create? Show me a link." (Then validate)
"I merged!" "🎉 Awesome! You just merged your first PR! That's huge!"
"What's next?" "Your next challenge should appear soon. Refresh your Issues. If not, let me know!"
"Is [technology] important?" "Great question! [Short answer]. Let's talk more after this challenge."
"My screen reader glitched" "Which screen reader? What glitched? Let's fix it." (Then escalate if needed)

Peer Review Encouragement

What to look for:

  • Student A finishes Challenge 1
  • Student B also finished Challenge 1
  • Opportunity: Have them review each other!

What to say:

"@student1 and @student2 — you both finished Challenge 1! Want to review each other's PRs? That's how real developers work."

Guide them:

  • "Go to their PR"
  • "Click 'Files changed'"
  • "Leave a comment on lines you have thoughts about"
  • "Then approve or request changes"

During Hour 7: Q&A and Wrap-Up

0:00-0:10: Celebration

Pull Classroom dashboard data:

  • X students accepted
  • Y PRs merged
  • Z students on Challenge 2+

Say:

"Okay everyone, look at what you did today:

  • of you joined the workshop
  • [Y] pull requests were merged
  • [Z] of you are already on Challenge 2

That is incredible. You learned GitHub in one day. Give yourselves a hand."

0:10-0:20: Reflection Prompt

In chat or on call:

"Tell us in chat: What was one thing you learned about GitHub today? Or something that surprised you?"

Read responses out loud and affirm them:

  • "GitHub is [response]" ✓
  • "Peer review is [response]" ✓
  • "I struggled with [thing] but figured it out" ✓✓✓ BIG CELEBRATION

0:20-0:30: Troubleshoot Stragglers

"Anyone still stuck on Challenge 1 and want help?"

Help them:

  • Offer to review their PR if Gandalf bot isn't responding
  • Give them a nudge in right direction
  • Or schedule 1:1 after call

0:30-0:35: Preview Day 2

"Tomorrow we go deeper. Same process, harder challenges. You've got the skills now.

Here's what to expect:

  • Code review deep dive
  • Challenges 10-16 (progressively harder)
  • More peer collaboration
  • By the end, you'll have real skills

See you tomorrow at [time]!"

0:35-0:45: Accessibility Check-In

"Before you go: Did your screen reader work well the whole time? Any accessibility issues we should fix before tomorrow?"

Listen and note anything that broke. Fix it that night if possible.

0:45-1:00: Optional Office Hours

"We're staying on the call for office hours. If you want to:

  • Finish your first PR
  • Start Challenge 2
  • Ask follow-up questions

Stay online and we'll help!"

Monitor chat and help individuals.

Managing the Working Session Like a Pro

Energy Management

Every 60 minutes:

  • Announce: "Quick break everyone. Stand up, stretch, grab water. We'll resume in 5."
  • Facilitators: Actually take a break too
  • Mental check: Are you OK? Hydrated? Focused?

Every 120 minutes:

  • Celebrate progress: "Look at the dashboard! So many merges today!"
  • Remind students: "This is normal pace. Everyone's doing great."
  • Check co-facilitator: "How are you doing? Need to switch tasks?"

Dashboard Fatigue Prevention

Don't:

  • Stare at dashboard constantly (you'll miss chat questions)
  • Check every 1 minute (data doesn't change that fast)
  • Panic if someone is quiet (they might be concentrating)

Do:

  • Refresh every 5-10 minutes
  • Trust that bots are working
  • Pay attention to chat too (it's often where real help requests go)

When Students Help Students

This is great. When you notice:

  • "I see @student1 helping @student2 with merge conflicts!"

Publicly celebrate it:

"@student1 — thank you for helping. That's exactly what real developer teams do."

This reinforces the collaborative culture and takes pressure off you.

Day 2 Operations (Similar Structure)

Key Differences from Day 1

Day 1 Day 2
Intro focus Skill-building focus
1 assignment New (2nd) assignment
Challenges 1-9 Challenges 10-16+
Basic workflow Complex scenarios (merge conflicts, CLI, etc.)
Lots of encouragement Challenge + celebrate

Day 2 Hour 1: Recap Opening

Pull Classroom dashboard (Day 1 assignment):

"Yesterday, X of you joined and Y PRs were merged. Z of you kept working async.

You all know:

  • How to navigate GitHub
  • How to edit and create a PR
  • How to request a review and merge

That's real skills. Today we go deeper."

Then: Share Day 2 assignment invite link

Day 2 Code Review Demo

This is YOUR demo, not the bot's:

  1. Open a student's Day 1 PR (with permission or use your test repo)
  2. Narrate the review process:
    • "Here's what I do when reviewing someone's code..."
    • "I read the description first..."
    • "Then I click 'Files changed'..."
    • "I think about: Is this right? Does it follow the rules? Is it clear?"
    • "I leave kind, specific feedback..."
    • "I either approve or ask for changes..."
  3. Have students practice in pairs reviewing each other's Day 1 PRs

Day 2 Dashboard Monitoring

Same as Day 1, but looking for:

  • Students on Challenge 10+ (new territory)
  • Autograding failures (these get harder)
  • Merge conflicts (look for red flags in PR comments)
  • Students helping with complex problems

Post-Workshop Operations

Immediately After (Last 15 min of Day 2)

  • Screenshot Classroom dashboard showing final stats
  • Note any broken automations or issues
  • Thank your co-facilitator
  • Send students a closing message

That Night (Day 3)

  • Export Classroom data (total PRs, students, completion rates)
  • Identify students still in progress (email: "Need any help finishing?")
  • Document what worked and what broke
  • Send thank you emails to co-facilitators and volunteers

Following Week

  • Send personalized email to each student
  • Invite them to alumni community
  • Offer 1:1 mentorship if interested
  • Update this guide with lessons learned

Emergency Procedures Reference

If Gandalf Bot Stops

  1. Check GitHub status
  2. Manually review PRs (use Gandalf's format)
  3. Post in chat: "Brief delay with feedback bot, manually reviewing"

If Student Repo Won't Create

  1. Check Classroom assignment published
  2. Manually create repo in org using template
  3. Share direct link with student

If Your Voice Fails

  1. Use chat for all instructions
  2. Have co-facilitator do vocal work
  3. Use pre-recorded video if available
  4. Type in chat for important messages

If You Lose the Call

  1. Post in chat: "Video call dropped, reconnecting..."
  2. Send email to all: "Continuing asynchronously"
  3. Facilitate through chat/email until reconnected

Facilitator Self-Care

During the workshop:

  • Drink water
  • Stretch every 60 minutes
  • Answer questions but don't obsess
  • If co-facilitator is struggling, offer to swap tasks
  • Remember: You can't help everyone at once

After the workshop:

  • Take a break (don't immediately plan next cohort)
  • Celebrate what went well
  • Document issues objectively (not as failures)
  • Get feedback from co-facilitator

Before next cohort:

  • Update this guide based on lessons learned
  • Test automation fresh
  • Add your own notes and strategies
  • Build on what worked

Last Updated: May 2026 | Version: 1.0 | Maintainer: Jeff Bishop

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