DataHub Semester Start and End Tasks

This document outlines the tasks for preparing DataHub for the start of a semester and for concluding semester activities.

Semester Start Tasks

1. Setup and Configuration

• Bump Replica Values: Bump replica values in values.yaml
• Set Node Count: Set the appropriate number of node count for each node pool in GKE console

2. User Management

• Identify Unused Hubs: Identify hubs that will not be used during a particular semester
• Send Onboarding Email: Send onboarding instructions to all the instructors and GSIs added to datahub-announce listserv

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Semester End Tasks

1. Operational Tasks

• Update Kubernetes: Check for and apply updates to Kubernetes
• Update Ubuntu Single User Images:
  • Ubuntu and rocker base image.
  • Python
  • R/RStudio (for non-rocker based images)
  • JupyterHub: Check for and apply updates to Z2JH JupyterHub (if required).
  • JupyterLab/Notebook: Check for and apply updates to JupyterLab and Notebook (if required)
  • Conda-forge distribution
  • Otter Grader: Check for and apply updates to Otter Grader across all hubs (if required)
  • Quarto
• Update Hub Image:
  • JupyterHub: Check for and apply updates to Z2JH JupyterHub (if required).
  • oauthenticator
  • ltiauthenticator
• Reduce Resources:
  • Scale down node placeholder pods to 0
  • Reduce the number of nodes allocated for each node pool
• Clear SQLite DB: Clear SQLite database that caches user info for hub pods
• Archive User Data: Archive user home directories across hubs (if required)
• Resize/Consolidate Filestores: Resize/Consolidate filestore based on the storage snapshot (if required)
• Remove Config: Remove stanzas added to provide elevated privileges to instructors, increased RAM for courses, shared directories etc..
• Remove Packages: Remove packages that were requested for the previous term or older.
• Remove Calendar Events: Remove calendar events added to support courses in DataHub Scaling Events
• Resolve Alerts: Resolve any dependabot alerts reported
• Version Packages: Version any packages that are unversioned in environment.yml file
• Update Postgres: Check for and apply updates to Postgres server and client (if required)
• Create Tokens: Create a new github personal access token for our CI/CD pipeline

2. User Communication

• Backup Data: Notify users to back up their own files.
• Maintenance Window: Decide and communicate Maintenance Window (MW) dates with users

3. Review

• Audit Hubs: Audit courses and identify the ones that doesn’t need their own hub
• Gather feedback: If necessary, gather feedback about any features piloted during the semester
• Update documentation: Review documentation and keep it up to date