Part I — iLRN2026 Virtual Campus operational, month-to-month planner

Codex Month-to-Month Planner

(January → July, oriented to June Online + Athens F2F)

January — Structural Grounding

Primary Function of Codex: Legibility & Trust

Key Questions

• What is the Codex for in this conference cycle?

• What content is authoritative vs exploratory?

• What does a newcomer need to understand iLRN without prior context?

Benchmarks

• “Start Here” shelf drafted and locked (read-only)

• Codex governance norms stated (comments, edits, authority)

• iLRN2026 book structure finalized (even if sparsely populated)

Risks to Watch

• Overwriting legacy content without signaling change

• Treating Codex as a website CMS

February — Role & Process Visibility

Primary Function: Transparency & Participation Readiness

Key Questions

• Who owns what in practice?

• Where are decisions made vs documented?

• How can volunteers observe before acting?

Benchmarks

• Role pages created:

  • Organizing Committee

  • Publications

  • Scientific Quality Assurance

  • Virtual Campus / Frames

• Commenting enabled and norms reinforced

• First “Working Draft” pages clearly labeled

Risks

• Silent ownership

• Informal decisions bypassing Codex documentation

March — Frame-by-Frame Development

Primary Function: Coordination Across Modalities

Key Questions

• What does each Frame do for the Network?

• What support roles are required per Frame?

• What dependencies exist between Frames?

Benchmarks

• One Codex page per Frame with:

  • Purpose

  • Owner

  • Accessibility lead

  • Volunteer needs

• Knowledge Tree mapping visible

• Early run-of-show skeleton drafted

Risks

• Treating Frames as purely technical objects

• Late discovery of accessibility gaps

April — Operationalization & Stress Testing

Primary Function: Reliability

Key Questions

• Can someone new run this with the documentation alone?

• Where are the single points of failure?

• What breaks first under load?

Benchmarks

• 48-hour online event timeline drafted

• Moderator and escalation protocols documented

• Volunteer onboarding pages live

• “Draft → Active” status transitions applied

Risks

• Overconfidence in tacit knowledge

• Documentation lagging behind decisions

May — Lockdown & Rehearsal

Primary Function: Execution Readiness

Key Questions

• What is now fixed?

• What is still adaptable?

• What must not change during June?

Benchmarks

• Core execution pages locked

• Only designated roles allowed to edit operational pages

• Codex used in at least one rehearsal or dry run

• Clear links from Frames → Codex references

Risks

• Last-minute structural changes

• “Just this once” exceptions undermining clarity

June — Live Use (Online + Athens)

Primary Function: Reference & Continuity

Online (June 14–15)

Key Questions

• Can participants quickly orient mid-flow?

• Are moderators supported in real time?

• Is documentation being updated responsibly?

Benchmarks

• Codex referenced live, not edited impulsively

• Incident notes logged for post-event synthesis

• Clear boundary between operational notes and reflections

Athens (Late June)

Key Questions

• What requires in-person synthesis?

• What decisions need durable documentation?

• What patterns are emerging?

Benchmarks

• Dedicated Athens synthesis pages

• Governance or strategy changes recorded

• Explicit handoff to post-conference phase

July — Consolidation & Memory

Primary Function: Institutional Learning

Key Questions

• What worked structurally?

• What should never be repeated?

• What patterns now belong in the Codex permanently?

Benchmarks

• Post-event synthesis completed

• Pattern candidates identified and refined

• iLRN2026 book archived with intent (not frozen chaos)

Risks

• Treating Codex as an archive rather than a living system

• Losing volunteer insight once urgency fades

If useful, next steps could include:

• A single-page “Who touches the Codex when?” cheat sheet

• A Codex page status taxonomy (Draft / Active / Locked / Archived)

• A failure-mode map (“If X goes down, consult Y page”)

Each would further reduce cognitive load during June.