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ProcessDocumentation

Documentation — What You Must Submit

Purpose: The single authoritative page listing exactly what a team must supply and how to name files.

📋 Submission Overview

Teams upload to Google Form; Hub will publish to the repository.

To be accepted, every submission must include all required items listed below. Incomplete submissions will be returned for revision.

✅ Required Items Checklist

Use this checklist to ensure your submission is complete:

Core Documentation

  • submission.md — Fully filled using the template

    • Problem statement
    • Solution description
    • Evidence of testing
    • Learnings and reflections
    • Future plans

  • README.md — Team contacts & short summary

    • Team name and members
    • Contact information (email, phone, WhatsApp)
    • One-paragraph project summary
    • Links to demo/preview

Evidence Assets

  • assets/ folder — Minimum 3 photos with:

    • Photos showing the problem context
    • Photos of your prototype/solution
    • Photos of people using or testing your solution
    • Captions for each photo
    • Consent documentation for identifiable people

  • assets-index.md — Complete list of files with:

    • Filename
    • Caption/description
    • Date taken
    • Consent status

Demo & Consent

  • Video demo link OR Vercel preview link

    • 2-3 minute video walkthrough, OR
    • Live deployed preview of your solution

  • Consent files for all identifiable people

    • Written or documented verbal consent
    • Names of people who consented
    • What they consented to (photo, quote, video)

📁 File Naming Rules

Format: YYYYMMDD_type_shortdesc.ext

Examples

✅ Good:

  • 20251125_photo_market_entrance.jpg
  • 20251203_interview_vendor_amina.mp3
  • 20251209_prototype_collection_drum.jpg
  • 20251210_video_demo.mp4

❌ Bad:

  • IMG_1234.jpg (no context)
  • photo.jpg (no date or description)
  • Market Photo (1).jpg (spaces and special characters)
  • vendor interview.mp3 (spaces, no date)

File Type Codes

  • photo_ — Photographs
  • video_ — Video recordings
  • audio_ — Audio recordings/interviews
  • screenshot_ — App/website screenshots
  • diagram_ — System maps, sketches
  • consent_ — Consent forms

📏 File Size Rules

Videos >50MB must be hosted externally:

  • Upload to Google Drive (shared folder)
  • Upload to YouTube (unlisted or public)
  • Add link in assets-index.md
  • Include a small thumbnail image in the assets folder

Photos should be:

  • Maximum 5MB each
  • Minimum 800px width for clarity
  • JPG or PNG format

🔄 PR & Review Flow

Step-by-Step Process

  1. Team uploads to Google Form with all required files

  2. Kamal (Hub Git operator) receives notification

    • Creates a new branch: team-[teamname]
    • Copies files to appropriate folders
    • Opens Pull Request (PR)

  3. Reviewer checks submission against checklist

    • All required files present?
    • Files named correctly?
    • Evidence meets minimum requirements?
    • Consent documented?

  4. If changes needed:

    • Reviewer comments on PR
    • Team resubmits via form
    • Kamal updates the branch

  5. If approved:

    • Hub Lead or organizer merges final PR
    • Team’s work is published to main site
    • Team receives confirmation

Timeline

  • Initial review: Within 24 hours of submission
  • Revision requests: Team has 48 hours to resubmit
  • Final merge: Within 24 hours of approval

📦 Folder Structure Example

team-waste-to-value/
├── README.md
├── submission.md
├── assets/
│   ├── 20251203_photo_market_overview.jpg
│   ├── 20251205_photo_collection_drum.jpg
│   ├── 20251207_photo_vendor_using_system.jpg
│   ├── 20251208_video_demo_thumbnail.jpg
│   └── 20251209_consent_vendor_signatures.pdf
└── assets-index.md

🎯 Quality Standards

Minimum Acceptable Evidence

Photos:

  • Clear, well-lit, in focus
  • Show real context (not staged)
  • Include people interacting with solution (with consent)

Quotes:

  • From real users/stakeholders (not team members)
  • Include name or “Anonymous” + role
  • Specific feedback, not generic praise

Reflection:

  • Honest about what worked AND what didn’t
  • Specific learnings, not vague statements
  • Clear next steps or recommendations

⚠️ Common Rejection Reasons

Submissions are returned for revision if they:

  • ❌ Missing required files (especially consent)
  • ❌ Files not named according to convention
  • ❌ Photos don’t show real testing/users
  • ❌ No evidence of actual user feedback
  • ❌ Reflection is too vague or generic
  • ❌ Video >50MB uploaded directly (should be linked)

💡 Pro Tips

  • Start collecting evidence early — Don’t wait until the deadline
  • Get consent immediately — Ask when you take photos, not weeks later
  • Name files as you go — Don’t rename 50 files at the end
  • Use the templates — They ensure you don’t miss anything
  • Ask for help — Hub team can review drafts before final submission

🔗 Essential Resources

  • [Submission Template] — submission.md template
  • [README Template] — README.md template
  • [Assets Index Template] — assets-index.md template
  • [Consent Form Template] — Sample consent language
  • [Upload Form] — Submit your files here

Questions? Check the FAQ or ask in the support channel.

Last updated on
ProcessEnrolment