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 (part 1)

Paste this into the GH request when it comes in, there is a second part below for after the course and paperwork are complete.

Welcome to the Core Contributor program  @<githubusername>! As the on-call engineer I’ll be going through the checklist below to make sure you have everything you need to succeed with us. The only thing you need to worry about right now is completing the [Core Contributor Onboarding course](https://training.openedx.io/courses/course-v1:OpenedX+NewCC+2024/). I will send an invitation to the email address listed in the original ticket shortly. 

*We can’t onboard you until you complete the course and paperwork linked in it!*

Let me know if you have any questions!

### Steps for me to complete as Axim on-call
- [ ] 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).
#### Now, I have to 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 the "Student Admin" tab of the onboarding course's instructor dashboard and entering their email into “View a specific learner's grades and progress”.

Checklist for Axim on-call (part 2)

Paste this into the GH request when the course and paperwork are complete.

Thanks for completing the paperwork and course! Please make sure you have done the following:

Joined and introduced yourself on the `#core-contributors` Slack channel
Added yourself correctly to the [Core Contributors list](https://openedx.atlassian.net/wiki/spaces/COMM/pages/3156344833)
Reviewed the [Working Groups list](https://openedx.atlassian.net/wiki/spaces/COMM/pages/3707371565/Active+Working+Groups) to see if there are any you would like to participate in

If you are a coding contributor, please also 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.

If you are a repository maintainer, please also review:
The [Maintainers's Documentation](https://docs.openedx.org/en/latest/developers/maintainers_home.html)

I have a few more steps to complete below, and will let you know when everything is done!

### Steps for me to complete as Axim on-call
- [ ] 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 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](https://discuss.openedx.org/g/moderators) to [award the “Core Contributor” badge](https://discuss.openedx.org/admin/users/list/active) to the person’s forum 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/1fiUk55C0OpUtqq_J_mj4CQnyjZQYIbWu/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."
#### For Coding roles only: 
- [ ] 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).

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,