Communications Guide#

Version 1.0 | Effective Date: January 1, 2026#

How We Stay in Touch#

CAPIBARA is a distributed collaboration \u2014 we’re in different time zones, universities, and countries. Here’s how we communicate:

Official Channels (Everyone Should Use)#

1. GitHub (CAPIBARA3 organization)#

What for: Everything collaboration-related

  • Issues: Bug reports, tasks, feature requests

  • Pull Requests: Code and document changes

  • Discussions: Questions, ideas, announcements

  • Projects: Tracking what we’re working on

Why GitHub? It’s free, keeps a record, and everyone can see what’s happening.

2. Email#

What for:

  • Formal stuff (joining, leaving, important announcements)

  • External communications

  • Private matters

  • Parental contact (for members under 18)

3. Monthly Video Calls#

What for: Seeing each other, discussing progress, making decisions

Schedule: We agree on a time that works for most people (rotating to accommodate time zones)

Notes: Posted on GitHub after each meeting

Informal Channels (Optional)#

WhatsApp/Discord/Slack: Some of us use these to chat casually. These are NOT official, important stuff goes on GitHub or email.

How to Communicate Well#

Response Times (Guidelines, Not Rules)#

  • Urgent stuff: Try to respond same day

  • Regular questions: Within a few days

  • Pull requests: Review within a week

  • No pressure: We’re all students with exams, projects, life!

Good Practices#

  • Be clear: Explain what you need

  • Be kind: See Code of Conduct

  • Tag people: @ mention if you need someone’s attention

  • Search first: Check if your question was already answered

  • English: Use English for collaboration stuff (so everyone can understand)

Sharing Our Work Externally#

Social Media#

Your posts: You can share public CAPIBARA stuff! Just add: “Views are my own”

Don’t share:

  • Unpublished results (wait until we publish)

  • Internal arguments or problems

  • Other people’s personal info

  • Photos of minors without parental consent

Conferences & Presentations#

Want to present CAPIBARA work? Great!

  1. Tell the Programme Lead at least 2 weeks before the abstract deadline

  2. Give credit: Acknowledge “CAPIBARA Collaboration”

  3. Share slides: Upload them to GitHub

Media/Press#

If someone from media contacts you:

  • Forward to Programme Lead via contact form

  • Don’t make official statements on behalf of CAPIBARA

  • You can talk about your own work (with proper attribution)

GitHub Best Practices#

Issues#

  • Use descriptive titles

  • Explain the problem/request

  • Add labels if you can

  • Close when done

Pull Requests#

  • Describe what you changed and why

  • Link to related issues

  • Wait for review before merging

  • Be patient \u2014 reviewers are busy too!

Discussions#

  • Pick the right category

  • Search before posting

  • Mark helpful answers

Meetings#

Monthly All-Hands#

  • Agenda: Shared a few days before

  • Attendance: We track (for activity)

  • Recording: Sometimes (announced in advance)

  • Notes: Posted on GitHub

Best Practices#

  • Join on time if you can

  • Mute when not talking

  • Video on if possible (but no pressure)

  • Use chat for links/questions

  • Stay on topic

When Things Go Wrong#

Conflicts#

If you have a problem with someone:

  1. Try talking to them directly (nicely!)

  2. If that doesn’t work, talk to the Programme Lead

  3. For serious issues, see Code of Conduct

Violations#

If someone is consistently unhelpful, rude, or ignoring communication standards:

  1. First time: Friendly reminder

  2. Ongoing: Programme Lead has a conversation

  3. Serious/repeated: May affect membership (see Membership Policy)

Tips for New Members#

  • Don’t be shy: Ask questions!

  • Introduce yourself: Say hi in GitHub Discussions

  • Watch for a bit: See how others communicate

  • Start small: Comment on issues before tackling big tasks

  • Ask for help: We’re all learning

Accessibility#

We try to be inclusive:

  • Time zones: We rotate meeting times

  • Language: English is expected, but we’re patient with non-native speakers

  • Formats: Share important info in multiple ways (written + verbal)

  • Accommodations: Need something specific? Just ask!

For Members Under 18#

  • Group settings only: Adults won’t message you privately

  • Parents welcome: Your parents can observe meetings

  • Questions: Your parents can contact us anytime

Questions?#

Not sure where to post something? Ask in GitHub Discussions or email us!

Last Updated: January 1, 2026