[DH-208] Add docs for semester start and end tasks

docs/_quarto.yml

@@ -57,6 +57,7 @@ website:
           - tasks/github-token.qmd
           - tasks/google-sheets.qmd
           - tasks/cheatsheet.qmd
+          - tasks/semester-start-end-tasks.qmd
       - section: "Policy"
         contents:
           - policy/create_policy.qmd

docs/tasks/semester-start-end-tasks.qmd

@@ -0,0 +1,49 @@
+---
+title: "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
+- [ ] **Update JupyterHub version**: Check for and apply updates to [Z2JH](https://z2jh.jupyter.org/en/latest/changelog.html) JupyterHub (if required)
+- [ ] **Update JupyterLab/Notebook version**: Check for and apply updates to JupyterLab and Notebook (if required)
+- [ ] **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
+- [ ] **Otter Grader Version Upgrade**: Check for and apply updates to Otter Grader across all hubs (if required)
+
+### 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
+
+---
+
+## Semester End Tasks
+
+### 1. Operational Tasks
+- [ ] **Update Ubuntu**: Check for and apply updates to Ubuntu (if required)
+- [ ] **Update Python**: Check for and apply updates to Python (if required)
+- [ ] **Update Kubernetes**: Check for and apply updates to Kubernetes (if required)
+- [ ] **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
+- [ ] **Delete Users**: Delete users from ORM database
+- [ ] **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 Calendar Events**: Remove calendar events added to support courses in `DataHub Scaling Events`
+- [ ] **Resolve Alerts**: Resolve any dependabot alerts reported
+- [ ] **Rotate Credentials**: Rotate cluster credentials (if required)
+- [ ] **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)
+
+### 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