Link

Purpose

The team roster tracks the current membership of WARG. This is important for WARG safety and operational purposes. Notably:

• Knowing who has completed mandatory training for entering the bay: Bay Policies

• Securing funding from sponsors (e.g. MEF asked us explicitly for the number of Math faculty students we have at our proposal presentation)

• SDC administration (e.g. booking a room or vehicle)

• Internal handling of software license distribution (e.g. Solidworks & Altium Designer)

The information you submit is made visible only to current WARG leadership. More information: Use of Personally Identifiable Information

Submission Process

Who should submit

If you meet the definition of member of WARG, you must submit the team roster form every term: Member Definition.

Bootcampers and advisors, please do not make a submission. Tracking metrics for bootcampers and advisors is currently out of scope of the functionality of the roster although it may be included in the future.

How to submit

The form can be found here:

The above is an embed of another page which is why there is a 2nd link that leads back here. This embed is intended as the single source of truth for this link. Feel free to use the embed in any documents and it should automatically update if the link ever changes in the future.

Redundant Submissions

If you think you’ve filled it out, but aren’t sure, just fill it out again, it takes like 30 seconds. The form is extremely short (especially if you’ve filled it out in a previous term). If you make a mistake in your submission just submit it again with the correct information.

There is no downside to submitting the form multiple times in a single term, if you can’t remember if you’ve filled it out simply submit it again. The form will automatically be able to handle multiple redundant submissions and uses the latest submission for a given term as the source of truth. Your watiam id is used to individually identify you in the team roster backend and we can manually remove obviously incorrect watiam ids from our records.

Submission Privledge

The link may only be submitted if you are signed into your uwaterloo outlook account. If you have a signed offer from uwaterloo, as required in Member Definition, you should have access to your email. If you do not have access yet and have signed your offer, please wait ~ 1 month to get it then fill out the roster if this is an issue.

Submissions Issues

If you have any issues filling out the roster, please inform your leads who can help you! Preferably do thsi via Discord .

Leadership Information Regarding the Roster

Summary

Ensure compliance with Use of Personally Identifiable Information when using the team roster information.

It is critical to know who is on the teams for Operations & Safety purposes. Leads should create an announcement at the start of every term for all members to fill this document out! Team membership is automatically tracked in this document by term. Please ping directors with questions as this is critical and we expect this roster to be actively maintained. This document is called “Team roster (Automate TEST)” in Subteam Folders > Operations > Administration > Team Roster.

Please do not delete any raw data in accordance withData Handling .

Possibly Outdtaed, @Georgia Vachon Westerlund to delete if so: All subteam leads, preferably a few times a term, should go through the roster list and manually add members to their subteam to indicate they are active in the team. The sheet has some autofill so it shouldn’t be too bad. Further information should be added here, but for now please see this relevant discord convo.

Announcing

Leads should announce to the server at the start of every term requesting all members on the team fill out the form found linked in this document. Search #announcements for examples and copy paste if possible, its all pretty quick. Also example given below:

• The team roster should be filled out once per team, if you haven't already, please go for it at <link>.

• Team Roster: <Link>. If you are an active member, fill this out (ty)

• Please complete the team roster at <link> if you will be active on the team for this upcoming <term> term.

Specific Purpose Examples

• For Ops we need to know as it affect how much funding we are able to receive (i.e. MEF asked us explicitly for the number of MATH faculty students we have at our proposal presentation).

• For Safety we need to know who has completed which trainings for authorizing the Bay Code access as well as other privileges regarding onsite actions.

• For SDC administration sometimes the subteam leads will need your names and uwaterloo emails quickly. Example here.

• Tracking member involvement with the team as a method of assisting in countering false claims as outlined in Member Definition .

Access Link

Team roster google spreadsheet can be found below (though requires WARG account logins to access) and provides access to all the metrics. This information should only in accordance with the purposes outlined in this document.

• Current Roster Link

  • Access via: Onedrive

• Past Roster Link

  • Access via: Google Drive

Do not share either of these with any other personal or school accounts unless approved by the leadership team.

Automation

This is outdated, but could be implemented again using our outlook system if someone is up for it.

The team roster will automatically send a notification to leads informing them of the services the new member needs to be added to. If the questions in the team roster change (or their order is changed), or the list of subteams changes it is likely this script will break. The script is hosted on script.google.com, and is directly connected to the team roster form (access it by clicking “more > script editor”).

If there are issues with this system, one of the causes is that our google drive is out of data. Please download some of the biggest consumers and then delete stuff from the drive to make space.