Merge pull request #341 from NASA-Openscapes/shared-password-workshop…

…-documentation

Document shared-password workshop access

policies-admin/add-folks-to-2i2c-github-teams.qmd

@@ -7,14 +7,21 @@ of access:
 
 1. [Individually-managed long-term access for NASA-Openscapes mentors and others](#individual-long-term-access)
 2. Access for participants in a NASA-Openscapes champions cohort
-3. Access for participants in a workshop
+3. Access for participants in a workshop using GitHub teams
+4. [Access for participants in a workshop using a shared password](leading-workshops.qmd#workshop-hub-access-via-shared-password)
 
-Access for for cohorts and workshop participants currently uses the [same 
-workflow](#adding-workshop-participants-or-champions-cohorts-as-a-batch).
+### Workshop access with a shared password
 
-We are also working on a method to give just-in-time access for specific workshops
-without using GitHub Teams or other managed access. Details of this process will be
-added as we finalize it.
+If you are hosting a workshop that has a large number of particpants, especially
+if they are not all comfortable with GitHub and particpants do not require
+access to the Hub when the workshop is complete, use the ["shared password" 
+access method](leading-workshops.qmd#workshop-hub-access-via-shared-password). This 
+access method allows instructors to share a single password with learners 
+at the start of the workshop, which they can use to log on the the Hub, and 
+eliminates the need to invite users to join the GitHub organization.
+
+Access for for cohorts and workshop participants using GitHub teams currently 
+uses the [same workflow](#adding-workshop-participants-or-champions-cohorts-as-a-batch).
 
 ## Individual long-term access
 
@@ -117,10 +124,12 @@ Participants in the Champions program workshops are given Openscapes
 2i2c JupyterHub access, as are participants in certain workshops run by NASA Openscapes Mentors.
 
 ::: {.callout-note}
-We have a newly developed process for giving people short-term access to the hub for workshops, with low
-overhead for instructors and particpants. This process
-removes the need to add people to a GitHub team, and gives participants "just in time" access to a special workshop hub with a 
-username and shared workshop-specific password. Policies and instructions for this currently being developed.
+We have a newly developed process for giving people short-term access to the hub 
+for workshops, with low overhead for instructors and particpants. This process 
+removes the need to add people to a GitHub team, and gives participants "just 
+in time" access to a special workshop hub with a username and shared 
+workshop-specific password. Instructions for this simplified setup are 
+[here](leading-workshops.qmd#workshop-hub-access-via-shared-password).
 :::
 
 We use a dedicated GitHub Organization - [nasa-openscapes-workshops](https://github.com/nasa-openscapes-workshops) - to manage access, with [GitHub Teams](https://github.com/orgs/nasa-openscapes-workshops/teams) for Champions Cohorts and certain workshops.

policies-admin/leading-workshops.qmd

@@ -8,14 +8,24 @@ This section, under development, will include information for workshop prep, set
 
 ## Using the Openscapes 2i2c Hub in a workshop
 
-<!-- TODO: Add policies/instructions for setting up workshop with "just-in-time" access -->
+- Check with Luis that the Hub image has the packages you need
+- Reach out to 2i2c _a month in advance_ via email `support at 2i2c.freshdesk.com` 
+  (examples below) to tell them about the workshop date, start and end times, 
+  \# of participants, anticipated level of resources to be used, access 
+  method, and if appropriate, a desired password.
 
--   Check with Luis that the Hub image has the packages you need
--   Reach out to 2i2c a month in advance via email `support at 2i2c.freshdesk.com` (example below) to tell them about the workshop date, start and end times, \# of participants, anticipated level of resources to be used.
--   [Add participants to the 2i2c Hub](add-folks-to-2i2c-github-teams.qmd) via a GitHub Team
+We divide types of workshops into two different categories, with different
+access patterns:
+
+### Workshop Hub Access via GitHub Teams
+
+If you are hosting a smaller workshop with learners  
+with GitHub and who require longer-term access to the Hub after the workshop, 
+follow the instructions to [add participants to the 2i2c Hub](add-folks-to-2i2c-github-teams.qmd) 
+via a GitHub Team. Then send an email to `support at 2i2c.freshdesk.com`.
 
 ::: {.callout-tip collapse="true"}
-## Example email to 2i2c for a workshop
+## Example email to 2i2c for a workshop with GitHub authentication
 
 Hello,
 
@@ -25,10 +35,50 @@ Title: Data Access Workshop for NASA’s SWOT Satellite\
 Date: February 13, 2024\
 Duration/Time: half day, 9:00 am-12:30 pm HST (Honolulu, HI).\
 Expected Usage: 3.7 GB per person (\~50 people)
+The URL of the hub that will be used for the event: https://openscapes.2i2c.cloud/
+Access Method: GitHub Team
 
 Thank you!
 
 Cassie
 :::
 
-### [How to Add Folks to the 2i2c Hub](add-folks-to-2i2c-github-teams.qmd)
+### Workshop Hub Access via Shared Password
+
+If you are hosting a workshop that has a large number of particpants, especially
+if they are not all comfortable with GitHub and particpants do not require
+access to the Hub when the workshop is complete, use the "shared password" 
+access. This access method allows the instructors to share a single password
+with learners at the start of the workshop which they can use to log on the the 
+Hub.
+
+::: {.callout-tip collapse="true"}
+## Example email to 2i2c for a workshop with shared password authentication
+
+Hello,
+
+The LP DAAC and Openscapes have an upcoming event where we are planning to use 
+the Openscapes Hub. Here’s the main information:
+
+The GitHub handle or name of the community representative: [github username], [email protected]
+The date when the event will start: July 7, 2024
+The date when the event will end: July ​7, 2024
+What hours of the day will participants be active? 1:00pm - 5pm EEST (Athens, Greece).
+Number of attendees: ~40
+Resources per user: 14.8GB RAM / up to 3.7 CPU
+The URL of the hub that will be used for the event: https://workshop.openscapes.2i2c.cloud/
+Access method: shared password
+Password choice: [YouChooseAPassword]
+
+Thank you!
+
+Erik
+:::
+
+Tell your learners that they will be able to access the Hub using the shared
+password for one week following the workshop, after which the password will
+be changed and the their home directories inside the Hub will be removed.
+
+One week after the workshop, send another email to `support at 2i2c.freshdesk.com`
+and request that the password be reset and users' home directories from the
+workshop be removed.