Administering a CC Onboarding (all roles)

Overview of the whole process

A new CC goes through the nomination process
The new CC or their sponsor reads this onboarding page creates a new GitHub access request ticket.
Axim on-call steps in and administers the access request ticket. Copy-paste the checklist below into a comment on the filed GH Access ticket and tick things off to make sure you get it all done.
- This will involve some intermediate steps, including: the CC completing their onboarding course, and the CC program admins sending them the required legal docs.

Notes on the CLA

From the on-call engineer’s perspective, the CLA (contributor license agreement) signing will happen behind-the-scenes as requirement of the CC Agreement process. You should not need to worry about the mechanics of that, other than ensuring that the CC Agreement is signed before granting any code access.

That said, you should understand:

With the exception of Axim employees, we require all CCs to sign an individual CLA, even those who belong to employers with entity CLAs.
We proactively include non-coding CCs in the individual CLA requirement. This is in case they need elevated permissions on any GitHub repo (including but not limited to repos that exist simply to hold issues, such as platform-roadmap).
Employees of Axim do not need to sign individual CLA or CC Agreement; they are covered by the Confidentiality & Invention Assignment Agreement that everyone signs at hire. If they leave Axim - they must sign an individual CLA to continue to commit code, and a Program Agreement if they intend to continue working as a Core Contributor.

Checklist for Axim on-call (paste into the GH request)

### CC Onboarding Checklist for Axim On-Call

#### Initial steps:

- [ ] If the CC didn't include their email address in the on-call request, then DM them on Slack to ask them for it.
- [ ] Invite them by email address to the [Core Contributor Onboarding course](https://training.openedx.io/courses/course-v1:OpenedX+NewCC+2024/instructor#view-membership) (link requires login).
- [ ] Ask the CC to complete the course and to ping you when they're done. Let them know that completion of the course is required in order to be a full CC.

#### Now, mark the ticket Blocked until the following are done:

- [ ] An Axim CC Program Administrator has commented on the ticket affirming that the Core Contributor Agreement has been signed. (This will only happen after the CC has signed *both* the Individual CLA and the Agreement). If it has been a little while, you can check in with cc-program-admins@axim.org or Axim Legal. 
- [ ] The CC has completed the relevant sections in the onboarding course. You can check this by going to "Student Admin" tab of the onboarding course's instructor dashboard and entering their email into “View a specific learner's grades and progress”.

#### Once those are done, complete the onboarding:

- [ ] Look up the CC's record in Salesforce. Do they have two records? If so: merge them, making sure to maintain all of the important information such as the Individual CLA checkbox, address, phone, personal email, etc. Ask in `#axim-engineering` if you're having trouble with this.
- [ ] Add "Core Contributor" to the *Roles* section in the CC's Salesforce record.
- [ ] Ensure the CC has introduced themselves in the Open edX `#core-contributors` Slack channel.
- [ ] Ensure the CC has added themselves correctly to the [Core Contributors list](https://openedx.atlassian.net/wiki/spaces/COMM/pages/3156344833).
- [ ] Add them to the [overall CC mailing list](https://groups.google.com/a/axim.org/g/core-contributors/members?pli=1).
- [ ] Let CC know about possible working groups that they can join if not already mentioned by the proposer.
- [ ] Ensure they are in the openedx GitHub organization and a member of [openedx-triage](https://github.com/orgs/openedx/teams/openedx-triage).
- [ ] Ask a Forum Moderator to [award the “Core Contributor” badge](https://discuss.openedx.org/admin/users/list/active) to the person’s forums profile. (forum moderation rights are listed on the [Core Contributors page](https://openedx.atlassian.net/wiki/spaces/COMM/pages/3156344833)).
- [ ] Share the [Core Contributor badge assets](https://drive.google.com/file/d/16rcxuFe9SANSBsxZJbkf3NJMM50aSam6/view?usp=sharing) using the Google Drive share functionality. Please use the following message: "Dear [CC name], Enclosed find the Core Contributor badge assets. Please refer to your Core Contributor Program Agreement for usage guidelines for these assets."

#### Final steps, for Coding roles only: 

- [ ] Add them to the [Google group](https://groups.google.com/a/axim.org/g/core-contributors-dev). This is very low traffic, meant primarily for announcements we want to be sure get to all developers.
- [ ] Add the CC to the `@core-contributor-committers` Slack user group
- [ ] Ask them to review the [Merge Guidelines for Coding Core Contributors](https://openedx.atlassian.net/wiki/spaces/COMM/pages/3334635570/Merge+Guidelines+for+Coding+Core+Contributors) and join the two Slack channels mentioned at the top of the guidelines.
- [ ] Also add them to the GitHub group [committers](https://github.com/orgs/openedx/teams/committers) teams.
- [ ] Grant write access to the repositories described in the vote. Do not grant it directly to the user; instead, use existing **committers-** teams, making new ones as you need to. [See this page for details](https://openedx.atlassian.net/wiki/spaces/COMM/pages/3555852316/GitHub+Access+Team+Structure#Team-names-and-types).
- [ ] If the new CC is onboarding as a maintainer, direct them to review the [Maintainers's Documentation](https://docs.openedx.org/en/latest/developers/maintainers_home.html)

CC Program Admins: Sending the relevant Legal Documents

Axim on-call: you do not need to worry about this. The checklist above has you mark the GH request as “Blocked” while this happens.

As a part of the training course, the CC will send an e-mail to the CC Program Admins asking for a CC Program agreement to sign.

Go to https://app.docusign.com
Create a new document from a template. The Open edX Core Contributor Agreement template should be shared with you. Use that template.
- Signatory Name and e-mail should be the the name of the user you’re trying to sign up.
- The Role section can be left blank
Send them the CC Agreement to sign.
Create another document, this time the Individual CLA. Send that along too.
Reply to the CC’s email:

Hello, and welcome to the Core Contributor program!

Please check this email address for an email from DocuSign with your Core Contributor agreement. If it doesn't arrive in the next few hours, let me know.

Please note, you must also sign an individual CLA as part of your onboarding process, available at openedx.org/cla. That form will send you a second Docusign document that you will need to complete. This is true even if you believe you are already covered by an entity CLA. The Core Contributor course discusses why this is. Let me know if you have any questions or if any problems arise.

Best,