From e2168410fd5c34a9f9a49f2a030a0a2ba74727f0 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Thu, 14 Sep 2023 11:58:26 +0300 Subject: [PATCH 1/7] Update GSoC org admin guide with a reminders for mentors Signed-off-by: Ali Ok --- PROJECT_IDEA_TEMPLATE.md | 4 ++-- mentoring-wg/gsoc-org-admin-guide.md | 6 ++++-- 2 files changed, 6 insertions(+), 4 deletions(-) diff --git a/PROJECT_IDEA_TEMPLATE.md b/PROJECT_IDEA_TEMPLATE.md index 2462dad9..d5f7572e 100644 --- a/PROJECT_IDEA_TEMPLATE.md +++ b/PROJECT_IDEA_TEMPLATE.md @@ -7,7 +7,7 @@ - Description: - Expected Outcome: - Recommended Skills: -- Mentor(s): +- Mentor(s): It is recommended to have at least 2 mentors, and at least one of them should be the primary mentor. For GSoC, it is **required** to have at least 2 mentors. - Upstream Issue (URL): ``` @@ -18,5 +18,5 @@ - Description: Currently the HTTP API is not very well organized and needs some tidying up. The actual course of action is not decided yet, but [go-kit](https://github.com/go-kit/kit) looks like a good fit. - Recommended Skills: golang -- Mentor(s): Krasi Georgiev (@krasi-georgiev) +- Mentor(s): Krasi Georgiev (@krasi-georgiev) - primary, John Doe(@johndoe) - Issue: https://github.com/prometheus/prometheus/issues/3416 diff --git a/mentoring-wg/gsoc-org-admin-guide.md b/mentoring-wg/gsoc-org-admin-guide.md index 7b9b6ad9..ef8be1ef 100644 --- a/mentoring-wg/gsoc-org-admin-guide.md +++ b/mentoring-wg/gsoc-org-admin-guide.md @@ -116,7 +116,6 @@ Tasks: * Inform mentors and contributors about the following: * Coding starting date * Midterm evaluation date - * TODO: anything to inform around monitoring their progress? While GSoC admins cannot technically review the progress, we can ask biweekly/monthly reports from mentors ### Midterm evaluations * Inform mentors and contributors about: @@ -140,7 +139,7 @@ Tasks: ### Additional tasks -* Mentor stipend: TODO +* Mentor stipend: This can be only done by CNCF staff. * Maintain this guide ## Project idea proposal review guidelines @@ -153,6 +152,9 @@ Tasks: * Make sure that the description provides a good sense of context and motivation for the idea to attract contributors. * Ensure the expected outcome benefits contributors (e.g. learning, growth) and the project (e.g. new features/functionality, bug fixes). * Check if the idea is a coding project. Projects such as documentation-only tasks are not accepted to GSoC per [program rules](https://summerofcode.withgoogle.com/rules). +* Ask the mentor to have a co-mentor. +* Remind the mentor about the deadlines with this text, before merging their PR: +> Please note that GSoC is a program known for its strict deadlines. In addition to responding to your mentee on time, you will be required to submit evaluations on time. Failures to meet the deadlines might affect CNCF's future participation in GSoC. ## Contributor+proposal selection and ranking process From ba23ad9e839786059e69a24b78c62c08b5fe0af5 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Thu, 14 Sep 2023 12:02:22 +0300 Subject: [PATCH 2/7] Update gsoc-org-admin-guide.md Signed-off-by: Ali Ok --- mentoring-wg/gsoc-org-admin-guide.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/mentoring-wg/gsoc-org-admin-guide.md b/mentoring-wg/gsoc-org-admin-guide.md index ef8be1ef..402053b8 100644 --- a/mentoring-wg/gsoc-org-admin-guide.md +++ b/mentoring-wg/gsoc-org-admin-guide.md @@ -152,9 +152,9 @@ Tasks: * Make sure that the description provides a good sense of context and motivation for the idea to attract contributors. * Ensure the expected outcome benefits contributors (e.g. learning, growth) and the project (e.g. new features/functionality, bug fixes). * Check if the idea is a coding project. Projects such as documentation-only tasks are not accepted to GSoC per [program rules](https://summerofcode.withgoogle.com/rules). -* Ask the mentor to have a co-mentor. * Remind the mentor about the deadlines with this text, before merging their PR: > Please note that GSoC is a program known for its strict deadlines. In addition to responding to your mentee on time, you will be required to submit evaluations on time. Failures to meet the deadlines might affect CNCF's future participation in GSoC. +* Make sure the proposal has at least to mentors and one is noted as the primary mentor. ## Contributor+proposal selection and ranking process From d96ee354a005a892e60f7af3302fc504aae90097 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Mon, 16 Oct 2023 15:45:44 +0300 Subject: [PATCH 3/7] Update PROJECT_IDEA_TEMPLATE.md Co-authored-by: Nate W Signed-off-by: Ali Ok --- PROJECT_IDEA_TEMPLATE.md | 4 +++- 1 file changed, 3 insertions(+), 1 deletion(-) diff --git a/PROJECT_IDEA_TEMPLATE.md b/PROJECT_IDEA_TEMPLATE.md index d5f7572e..30d191f6 100644 --- a/PROJECT_IDEA_TEMPLATE.md +++ b/PROJECT_IDEA_TEMPLATE.md @@ -7,7 +7,9 @@ - Description: - Expected Outcome: - Recommended Skills: -- Mentor(s): It is recommended to have at least 2 mentors, and at least one of them should be the primary mentor. For GSoC, it is **required** to have at least 2 mentors. +- Mentor(s): # It is recommended to have at least 2 mentors, and at least one of them should be the primary mentor. For GSoC, it is **required** to have at least 2 mentors. + - Jane Doe (@jane-github) - primary + - John Doe (@john-github) - Upstream Issue (URL): ``` From f3ee7a0053e0ca48cdf77fa59969a44b6151a499 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Mon, 16 Oct 2023 15:45:52 +0300 Subject: [PATCH 4/7] Update PROJECT_IDEA_TEMPLATE.md Co-authored-by: Nate W Signed-off-by: Ali Ok --- PROJECT_IDEA_TEMPLATE.md | 4 +++- 1 file changed, 3 insertions(+), 1 deletion(-) diff --git a/PROJECT_IDEA_TEMPLATE.md b/PROJECT_IDEA_TEMPLATE.md index 30d191f6..5b25d2c5 100644 --- a/PROJECT_IDEA_TEMPLATE.md +++ b/PROJECT_IDEA_TEMPLATE.md @@ -20,5 +20,7 @@ - Description: Currently the HTTP API is not very well organized and needs some tidying up. The actual course of action is not decided yet, but [go-kit](https://github.com/go-kit/kit) looks like a good fit. - Recommended Skills: golang -- Mentor(s): Krasi Georgiev (@krasi-georgiev) - primary, John Doe(@johndoe) +- Mentor(s): + - Jane Doe (@jane-github) - primary + - John Doe (@john-github) - Issue: https://github.com/prometheus/prometheus/issues/3416 From 28d76d9796b053172361564d465c6240932a1709 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Tue, 17 Oct 2023 09:21:54 +0300 Subject: [PATCH 5/7] Update PROJECT_IDEA_TEMPLATE.md Signed-off-by: Ali Ok --- PROJECT_IDEA_TEMPLATE.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/PROJECT_IDEA_TEMPLATE.md b/PROJECT_IDEA_TEMPLATE.md index 5b25d2c5..ac021d6b 100644 --- a/PROJECT_IDEA_TEMPLATE.md +++ b/PROJECT_IDEA_TEMPLATE.md @@ -8,8 +8,8 @@ - Expected Outcome: - Recommended Skills: - Mentor(s): # It is recommended to have at least 2 mentors, and at least one of them should be the primary mentor. For GSoC, it is **required** to have at least 2 mentors. - - Jane Doe (@jane-github) - primary - - John Doe (@john-github) + - Jane Doe (@jane-github, jane@email.address) - primary + - John Doe (@john-github, john@email.address) - Upstream Issue (URL): ``` @@ -21,6 +21,6 @@ - Description: Currently the HTTP API is not very well organized and needs some tidying up. The actual course of action is not decided yet, but [go-kit](https://github.com/go-kit/kit) looks like a good fit. - Recommended Skills: golang - Mentor(s): - - Jane Doe (@jane-github) - primary - - John Doe (@john-github) + - Jane Doe (@jane-github, jane@email.address) - primary + - John Doe (@john-github, john@email.address) - Issue: https://github.com/prometheus/prometheus/issues/3416 From c7cb81bffcbc455751bff998a20f6c18d73060d6 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Wed, 6 Dec 2023 09:51:56 +0300 Subject: [PATCH 6/7] Address comments Signed-off-by: Ali Ok --- PROJECT_IDEA_TEMPLATE.md | 3 ++- 1 file changed, 2 insertions(+), 1 deletion(-) diff --git a/PROJECT_IDEA_TEMPLATE.md b/PROJECT_IDEA_TEMPLATE.md index ac021d6b..4a34b85b 100644 --- a/PROJECT_IDEA_TEMPLATE.md +++ b/PROJECT_IDEA_TEMPLATE.md @@ -19,8 +19,9 @@ ##### Refactor the APIs for better readability and less maintenance overhead - Description: Currently the HTTP API is not very well organized and needs some tidying up. The actual course of action is not decided yet, but [go-kit](https://github.com/go-kit/kit) looks like a good fit. +- Expected Outcome: A refactored HTTP API that is easier to maintain and extend. - Recommended Skills: golang - Mentor(s): - Jane Doe (@jane-github, jane@email.address) - primary - John Doe (@john-github, john@email.address) -- Issue: https://github.com/prometheus/prometheus/issues/3416 +- Upstream Issue: https://github.com/prometheus/prometheus/issues/3416 From 2958f492d9a4ee4c1fa53ba9fd4344c4f85870b8 Mon Sep 17 00:00:00 2001 From: Ali Ok Date: Mon, 16 Oct 2023 15:54:49 +0300 Subject: [PATCH 7/7] Add emailing instructions to the GSoC org admin guide Signed-off-by: Ali Ok --- mentoring-wg/gsoc-org-admin-guide.md | 7 ++++++- 1 file changed, 6 insertions(+), 1 deletion(-) diff --git a/mentoring-wg/gsoc-org-admin-guide.md b/mentoring-wg/gsoc-org-admin-guide.md index 402053b8..85336718 100644 --- a/mentoring-wg/gsoc-org-admin-guide.md +++ b/mentoring-wg/gsoc-org-admin-guide.md @@ -116,18 +116,23 @@ Tasks: * Inform mentors and contributors about the following: * Coding starting date * Midterm evaluation date +* Send periodic reminders to mentors, possibly on Slack as direct messages about: + * How the progress is + * Is there a need for extension ### Midterm evaluations * Inform mentors and contributors about: * Midterm evaluations and deadlines * [Google's evaluation guide](https://google.github.io/gsocguides/mentor/evaluations) +* Send a reminder 2 weeks before the deadline and at the first day of evaluation period about the deadline. +* During the week of evaluation, emails sent should be a personal email like "Hello Name, LastName" instead of to the mailing list. ### Final evaluations * Inform mentors and contributors about: * Final evaluations and deadlines * [Google's evaluation guide](https://google.github.io/gsocguides/mentor/evaluations) - +* Follow the emailing guidelines from the [Midterm evaluations](#Midterm-evaluations) section. ### Results * Run a retrospective using processes such as: