The goal of tracking chapter activity is to identify inactive chapters and help them to get started. If nothing can be done for a particular chapter, the chapter should be retired within 9months/1 year of inactivity.
Chapters can be divided into 3 categories, according to the frequency of their events:
Unbegun (created in the past 6 months, no events yet)
Active (have run an event in the past 6 months or have an upcoming event in the near future)
Inactive (no events in the past 6 months, no upcoming events)
b. Chapter not operating on meetup.com
(mainly working remotely, use this [Google sheet(https://docs.google.com/spreadsheets/d/1DzWreeg00OO1036jW42P3OCDhm-GT0ciWeuHjg4psTw/)2)
Contact INACTIVE chapters to check whether they need help. Use <chapter>@rladies.org. Please, always send emails from your rladies email address. If you wish, you can use the email template A.
d. If you find it difficult to deal with a particular request for
help, let me know or send an email to
explaining the situation.
If no answer is received within 2 weeks contact organisers on slack
(you can use template A).
List of chapters and organisers: https://github.com/rladies/starter-kit/blob/master/Current-Chapters.csv
If no answer is received on slack within 2 weeks, send another email (you can use template B).
Before the end of every month, please send an email update to
Things to include in the email: list of chapters contacted, a
summary of responses received and the list of chapters that need
to be retired within the following month. Date of retirement is
expected to be within 9months/1 year from the date of creation or
from the last event.
e. Delete page on meetup.com (this is done by the Leadership Team - Claudia)
f. Send a Pull Request to starter kit on GitHub to change the status of the chapter to retire in the file https://github.com/rladies/starter-kit/blob/master/Current-Chapters.csv
g. Coordinate with the volunteer(s) responsible for the email accounts to: i. delete rladies emails used by the chapter (organisers and chapter); ii. suspend social media accounts
h. Coordinate with the volunteer(s) responsible for the GitHub organization to delete team on GitHub
First notification (via email and slack)
SUBJECT: Your chapter has no recent activity, do you need help? BODY OF THE MESSAGE: Dear organisers, Hope you are well! Just wanted to touch base and see how your chapter is doing. We noticed that your R-Ladies chapter was created more than 6 months ago, there have not been recent meetups and there are no upcoming events scheduled. Is there anything we could do to help you? Here are some of the things we can support you with: 1. If you are new to organising events, we could team you up with an experienced organiser from another chapter. If this is of interest to you, please join the mentoring programme by filling this form: [https://goo.gl/forms/MtVTIwBwUFYYW50B3](https://goo.gl/forms/MtVTIwBwUFYYW50B3). 2. If you need quick advice, feel free to ask on the organisers' slack. 3. If you no longer have time to dedicate to R-Ladies, let us know and we will try and find someone to help or take over from you. Please get in touch as soon as possible and let's discuss options, there are many! If we do not hear from you, we will assume nobody is currently leading the chapter and it will be scheduled to be [retired](https://guide.rladies.org/organization/intro/retiring/). Please let us know what you plan to do, we are here to help. Best wishes,
Second notification via email (and possibly slack)
SUBJECT: IMPORTANT, your chapter is scheduled to be retired! BODY OF THE MESSAGE: Dear organisers, Hope you are well! We noticed that your R-Ladies chapter has been inactive for a long time. We contacted you on \<chapter\_name\>\@rladies.org and on slack in the last few weeks to see whether we could do anything to help. As we received no answer, we assume you are no longer involved in running the chapter and the meetup subscription can be terminated. Unfortunately, the R-Ladies organisation has limited funding and we can only support chapters that can run at least one remote/in-person meetup event every 6 months (see our [rules](https://guide.rladies.org/coordination/monitoring/)). This is to let you know that your chapter will be retired on \<INSERT DATE HERE\>. Could you please send an email to email@example.com with login credentials to the chapter's email/slack/twitter/facebook etc. The leadership team will retire the chapter and close/suspend any other related accounts. We hope you will consider becoming a member of the R-Ladies Remote chapter (https://www.meetup.com/rladies-remote/) and the R-Ladies Community slack ([https://rladies-community-slack.herokuapp.com/](https://rladies-community-slack.herokuapp.com/)), if you are not already. Best wishes,
If an organiser wants retire a chapter voluntarily
SUBJECT: Your chapter is scheduled to be retired BODY OF THE MESSAGE: Dear organisers, Hope you are well! Many thanks for informing us that you can no longer lead your chapter. This is to let you know that your chapter will be retired on \<INSERT DATE HERE\>. Could you please send an email to firstname.lastname@example.org with login credentials to the chapter's email/slack/twitter/facebook etc. The leadership team will close/suspend these accounts. We hope you will consider becoming a member of the R-Ladies Remote chapter (https://www.meetup.com/rladies-remote/) and the R-Ladies Community slack ([https://rladies-community-slack.herokuapp.com/](https://rladies-community-slack.herokuapp.com/)), if you are not already. Best wishes,
if a former organiser wishes to re-activate a retired chapter
(Contact Patricia once this email is sent and the corresponding chapter replies confirming it’s reactivation)
SUBJECT: Guidelines to re-activate a chapter BODY OF THE MESSAGE: Dear organisers, Hope you are well! As you know, your chapter was retired for inactivity. When this happens we consider the chapter inactive/retired, see status of your chapter here: https://github.com/rladies/starter-kit/blob/master/Current-Chapters.csv. If you wish to re-activate your chapter, there are some steps to follow: 1. Please make sure only organisers that plan to contribute to this chapter in the future are listed in this file: [https://github.com/rladies/starter-kit/blob/master/Current-Chapters.csv](https://github.com/rladies/starter-kit/blob/master/Current-Chapters.csv). 2. Chapter organisers must have access to the R-Ladies email account. It is fundamentally important to check this account regularly, as it is the main channel of communication between the organisation and the individual chapters. This account can be set up to forward to your personal email address. See https://guide.rladies.org//organization/tech/accounts/#e-mail 3. All the accounts related to this chapter (e.g. social media) should be set up using the R-Ladies email account. Make sure you have access to all the chapter related accounts. 4. As you certainly know, there is currently an expectation that a chapter runs at least 1 event every 6 months to remain active. Please familiarise yourself with the R-Ladies guidelines, especially if you are a new organiser. 5. Given the current pandemic, you might want to consider waiting for the world to go back to normal or running a remote event. We invite you to take some time to think how your chapter is going to work in the future. When you are ready to run your next event, please follow the steps below: a. Book the [date and time of your next event](/organization/events/online/) b. Send an email to email@example.com explaining your plan to reactivate the chapter and keep it active in the near future. Include date/time and format (in-person Vs remote event) of your next event. If you decide to run a remote event, you can use our Zoom pro account. c. There is no need to use the platform meetup.com, please let us know what platforms you plan to use to advertise and communicate with the members of your chapter in the future. Should you have any further questions, please do not hesitate to contact us. Best wishes,