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OnBoarding

Welcome To The One-Stop Knowledge Doc For Your Tenure.
This document contains all the relevant information required to get to know more about Technology Coordinator, Technology Students' Gymkhana and take the position as the same.

Who Is Technology Coordinator?

Technology Coordinator is a nominated post in the Technology Students' Gymkhana, Indian Institute of Technology Kharagpur.
The nominated person(s) shall serve as the Executive Head of the Developers' Society. Standard Operating Procedure- Developers' Society
The roles and responsibilites of the Technology Coordinator are as listed below.

Roles and Responsibilities

  • Technological expansion of the Gymkhana and the institute.
  • Maintenance and upgradation of the official website , mobile app (ApnaInsti) and other projects of Technology Students' Gymkhana.
  • Lead the Tech Team of Technology Students' Gymkhana which consists of the Web Secretaries along with the Technology Coordinator.
  • Act as a bridge between the Technology Students' Gymkhana and the Developers' Society (Read SOP) as the Executive Head (ex officio).
  • Handle and overlook the overall execution of the society's targets.
  • Implementation of the proposals of the Gymkhana office bearers in the technical domain.

How is Technology Coordnator selected

The process for the nomination of Technology Coordinator begins after the election of new Vice President. Below are the steps for the process:

1. Request for submission of resumes of interested candidates.
2. Shortlisted candidates are called for an interview chaired by the present VP, upcoming VP, current Technology Coordinator and Previous Technology Coordinator (any, based on availability and discretion of the current Technology Coordinator).

Tech Team

The Gymkhana tech team was introduced by Shivam Kumar Jha (Technology Coordinator 2019-20), to streamline all efforts, and maintain projects, along with coming up with new ideas for the betterment of the institute.

More details on the tech team

What Once Nominated?

Once nominated, the new Technology Coordinator should do the following:

  1. Go through this repository to understand the role and responsibilities better.
  2. Have a discussion with the previous Technology Coordinator, about the state of the projects they were working on, and the TODOs from their tenure. It is important to gather their experience and learn from their mistakes.
  3. Get added to the GitHub org as an admin.
  4. Request edit access to the credentials sheet. DO NOT give edit access to anybody else. If needed, make read-only copies, or preferably share only the credentials needed.
  5. Get your SSH key added to the On-Premise Server running Gymkhana Backend, Gymkhana Website.
  6. Get access to the [email protected] and [email protected], and update the phone number and email signature to the present Technology Coordinator.
  7. Update the contacts page with the new office bearer info. We also need to update the archival data, this is done on Google Sheets presently. Get access to the formatted and compiled datasheets.

Note

It is very important to read all the points mentioned in the etiquettes' section and follow (or amend) them.

The formation of the Gymkhana Tech Team is also the responsibility of the Technology Coordinator.

The point of contact inside Gymkhana and CIC is Mr Debnath Pramanik, Senior System Engineer Grade-II, Computer & Informatics Centre. Mail him the DNS record, if there's any requirement or modification of any subdomain of the institute's domain - iitkgp.ac.in. He is your point of contact for everything regarding network.

Addition of any new account on any platform should be added back to the sheet.

Etiquettes

Below are some of the etiquettes established and are recommended to be followed:

  • All code (unless confidential) should be made available under Gymkhana organization on Github.
  • All minutes of the meetings should be shared with the Vice President, and the UG Representative from the aforementioned official Email ID. There should be a single thread for minutes of the meeting of a particular topic and should begin with "TechTeam: Minutes Of The Meeting". All minutes of the meetings of the tenure should be documented and uploaded as pdf in the drive folder named "Minutes Of The Meetings". The name of the document should be in the format "< Tenure Start Year > - < Tenure End Year >.pdf". Follow the exact template as present in the document named Template present in the drive folder.
  • Add new ideas and the incomplete work to the issues tab of this repository so that they can be passed on easily.
  • Get Society Wiki Page updated by the respective societies; use last year's mail as the template (available in official Gmail account with subject "Update Your Organisation's MetaKGP Wiki Page"). Take email address of all previous governors of all societies from the past PR chair and send them a mail to update the wiki page.
  • Posts which are to be sent every year are present in the current GitHub repository; they must be sent again or removed after discussion with former Technology Coordinator.
  • Events to be managed are present in the folder events. These should either be conducted every academic year or marked with "[STALE]" if considered outdated or not to be done. A future coordinator may decide to restart them with discussion with former TechCord.
  • As the new Gymkhana editors are announced, an account for each should be made and credentials should be given. Along with the same, last year user accounts should be removed and their contribution should be attributed to the Technology Coordinator account. Share docs on the Ghost platform, and make sure they're comfortable with it.
  • A project timeline should be created by the Technology Coordinator at the beginning of the tenure and in the same, s/he should circulate a document asking all of the Gymkhana position holders to suggest updates for the website.

Tip

It is advisable to use the existing Google Sheets for all repeating processes by creating a new sheet in the spreadsheet.

CONTACT

For any ideas, suggestions or queries, please mail us at [email protected].

Present Technology Coordinator(s)

Name: Arpit Bhardwaj
Email: [email protected]
Phone: +91-9761667733

Name: Parth Gupta
Email: [email protected]
Phone: +91-7620821543

Past Technology Coordinators

Kunal Verma (2022-2023)
Praneeth Reddy Kolanu (2021-2022)
Mukul Mehta (2020-2021)
Shivam Kumar Jha (2019-2020)
Dibya Prakash Das (2018-2019)
Nishchal Kutarekar (2017-2018)
Ankit Saini (2016-2017)
Amey Muley (2015-2016)