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TAGCS Mentoring Working Group Monthly Meeting (2022)
Meeting Minutes, 2022

This file has been archived. Please find the 2023 meeting minutes here.

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CNCF TAG Contributor Strategy

Mentoring Working Group

About TAGCS Mentorship Working Group

Meeting details

Recurring monthly

  • 2nd Tuesday of the month at 9PM UTC
  • 4th Tuesday of the month at 9PM UTC (during the setup phase)

CNCF Public Events - TAG CS Mentoring WG

Zoom

Zoom Meeting
https://zoom.us/my/cncftagcontributorstrategy?pwd=TnI0WU9Eb2I1RlRWdkl1R0k1WkZXUT09

Passcode: 77777

Past Meetings

Dec 13, 2022

21:00 UTC (1:00 PM PDT on 2022-12-13; 10:00 AM NZST on 2022-12-14)

Attendance

  • Nate W.
  • Jay Tihema
  • Riaan Kleinhans
  • Josh Berkus
  • Victor Lu

Updates/reminders

Agenda

  • General Progress report
    • Mentoring programs
    • Mentoring repo
      • Outreachy engagement
      • Possible alignment w/ Contributor.io
  • Plans for 2023
    • Goals
      • What are our specific goals around diversity?
        • do we want more folks from different places?
        • do we want more non-male mentees?
        • do we want a wider range of ages represented?
      • reach out to LF Research team to participate and help us design
      • discuss with LF privacy

Notes

  • Shared location previously, DE&I data has now been collated as well, meaning we can now potentially see patterns in engagement from past years
  • Possible split between mechanical and informational content for Repo
  • We can help develop Contributor-specific content for the site
  • Mentoring stuff under 'Maintainer' or mentoring-specific;
    • Where would the most beneficial place to host this; should be intertwined w/ Contributor focus in general
  • Maintainers link - joining a program

Mentoring Uptake 2022

  • General improvement in participation; unsure of what to attribute this increase to directly
  • How to encourage more diversity in applications and selections?
    • Specific goals/targets needed - more global reach, non-male mentees, career-changers vs. early students etc.
    • Would be beneficial to gauge feedback from the community, LF research team etc.
    • Should also be exposed to Mentors; navigate privacy etc. to help determine applicant diversity General project numbers increasing
  • Challenge to increase to 150 mentees in 2023
  • Maintainers need to be considered throughout to avoid burnout; support health & wellbeing Current LFX doesn't filter effectively
  • More applications per project might be 'fatal'; grow from projects first to support maintainer evaluations What might be other good goals for 2023?
  • website alignment
  • increasing diversity
  • mentee numbers
  • organised effort around CLOtributor including mentor availability - develop a template of what that could look like

Nov 22, 2022

21:00 UTC (1:00 PM PDT on 2022-11-22; 10:00 AM NZST on 2022-11-23)

Attendance

  • Nate W.
  • Jay Tihema
  • Riaan Kleinhans
  • Alexandre N.

Updates/reminders

  • n/a

Agenda

Notes

  • GSoC deadlines critical - steps to be taken to meet these.
  • TODO - Create a calendar for CNCF Mentoring; collect dates for mentoring Programs where timeline can be developed
  • Nate may be able to action; will check w/ Amye - CNCF permission needed
  • Outreachy update - Otel will be doing two projects; one is CNCF funded - volunteers from team should contact their team to learn more about the program.
    • 'Research Round' needed prior to learn more about programme then reach out to request meeting
  • Repo:
    • Key notes first then look at refactoring ReadMe etc.
    • Keep 2022 as a live file, as opposed to an archived file; keep a year's worth of content oepn for access/review
    • Add a ticket to create a proper Readme for the front page once all links are finalised
    • Archives should rigidly stay as they are to retain integrity of history e.g. program seasons; unless it becomes/is a security risk
      • Establish some standard of record of changes to track/monitor analytics e.g. stats etc. for new work incoming.
      • e.g. some sub-folders assigned 'per year' under project folders
      • May be difficult with each Program running at its own cadence
    • Detail to be re-populated in ReadMe (currently empty)
    • Repo to be refactored to include new statistics e.g. project numbers
    • Repo reorganised to downsize number of folders, key info outlined in ReadMe
    • Nate to support with high-level detail
      • Can this be used as a documentation framework - part of this purpose is to align with (likely) the Contributor.io website
      • Once ready and approved by team we can contact w/ Chris Abrams to assess linking w/ site
  • KubeCon Maintainer Track talks should still be available for submissions
  • Alexandre to start Contributor Board match-making (C-S initiative); connect people wanting to contrib and build experience towards a system that links projects, maintainers etc. (not Mentoring-specific) - research, feedback etc.

Nov 8, 2022

21:00 UTC (1:00 PM PDT on 2022-11-08; 10:00 AM NZST on 2022-11-09)
Note, the end of Daylight Saving Time in NA has affected the time of this meeting.

Attendance

  • Nate W.
  • Jay Tihema
  • Alexandre N.
  • Riaan Kleinhans

Updates/reminders

Agenda

  • KubeCon 2023 EU CFP

    • Deadline for CFP is Nov 18. Do we want to have a mentoring talk?

  • Repo Refactor

Notes:

Kubecon EU Talk CFP

  • Possible workshop on how to put together a proposal, how to select a good scope of work - invite others to discuss potential projects e.g. mentorship proposal 'how to'
  • CFP required only - Repo refactor possible; not expected to "do the work before doing the work"
  • 'Speed Mentoring' - mentoring 'in general' e.g. how does it work vs. specific projects
    • Mentoring information session to educate on the detail of 'what?'
    • 2nd phase - connect with the mentor directly to learn more about processes etc.
    • Mentee information session - receiving more students; provide support for newcomers

Volunteer to provide individual career guidance as an extension of this.

To-do: CNCF Events team (?) and figure out who runs speed mentoring , maybe not be a CFP-level decision. Also gives others a chance to start notifying mentees/tors.

Mentoring Repo Refactor

Current refactor underway; general content/focus includes:

Mentors: How do I make a proposal? Mentees: how do I get involved etc.?

V2 branch and several issues in development.

Can promote/update this work in Slack for others to contribute/provide feedback on.

October 25 - at KubeCon (either in person or online)

20:00 UTC (1:00 PM PDT on 2022-10-25; 8:00 AM NZST on 2022-10-26)

Attendance

  • Nate W.
  • Jay Tihema
  • Riaan Kleinhans

Updates/reminders

  • KubeCon this week

Agenda

  • Repo chat
  • Talk tomorrow

Oct 11, 2022

20:00 UTC (1:00 PM PDT on 2022-10-11; 9:00 AM NZST on 2022-10-12)

Attendance

  • Nate W.
  • Jay Tihema
  • Alexandre N.
  • Riaan Kleinhans

Updates/reminders

  • KubeCon maintainers track talk
  • CNCF LFX Mentorship Term 3: Sept-Nov midterm
    • Nate W. working through stipends with mentees
    • 1 withdrawal
    • 24/24 remaning projects/mentees are passing
  • GSoC 2022
    • 2 projects ongoing
    • One finishes Oct 17, the other Nov 14
  • NZ progress
    • Community Digital Infrastructure
  • General
    • Cloud Native Students (Kunal)
    • Pathway mapping, Repo > website

stories from LFX Mentorship last term:

Agenda

Notes/Actions

  • Project to help map academic progression - TBC, Alexandre and Nate to investigate - ChaoSS community
  • https://github.com/chaoss
  • https://chaoss.community/
  • Also maps project health but from an academic standpoint; contribution lifecycles e.g, menteeship etc.
  • Nate managing spreadsheets re LFX etc. due to sensitive information such as payment details
  • Need to plan Term 1 for 2023, before CTA at Kubecon; inviting Maintainers to make project suggestions in the corresponding Repo (26m onwards - video ref)
  • Not explicit that work conducted during mentorships made visible in known repo (31m)
  • As part of process, should request that project pages should be updated accordingly to reflect changes
  • Move/shutdown of #mentoring channel on Slack to address bot update issue - Nate will investigate as CNCF admin. Desire to move community into Github discussions board owing to comms limitations in Slack; preference to have a central space for core comms.

[name=Nate W.][time=Thu, Oct 13, 2022 9:17 AM] Followup: The bot has been removed.

  • Organisational discussions in TAG-CS etc.

Sept 27, 2022

20:00 UTC (1:00 PM PDT on 2022-09-27; 9:00 AM NZST on 2022-09-28)

Attendance

  • Nate W.
  • Jay Tihema
  • Alexandre N.
  • Riaan Kleinhans
  • Josh Berkus

Updates/reminders

Agenda

Notes

Outreachy - some interest in Kubernetes etc.; Josh suggested might be of value from someone in the community to support with Outreachy

  • Ideally someone who would reach out to various programs to gauge interest

  • May be more 'participant-driven' - Ambassador-type role, help with administration

  • Put a call-out on (TAG Contributor Strategy) mailing list and chat channel to encourage a response

  • May escalate to TOC list

  • Would be good to implement same thing (not yet K8s) - treat short-term internship opps...

  • Timing is key between programs (as well as overhead)

  • No current plan exists to 'improve' LFX - or to be executed

  • Outreachy - up to 3 admins; you don't have to cancel your own admin rights to action that

  • Q: What's the CNCF funding situation for Outreachy?

    • (K8s sorted but status of other projects?) - Nate to follow-up; need to know before recruitment call goes out.
    • LFX accepts direct donations, built-in funding mechanism. No compensation for mentors; sometimes for Outreachy - often dependent as to whether mentor is currently in employment etc.
    • Smallest staff-base which may restrict access/availability in certain countries, can also affect payment.

  • todo: list (or collect lists) countries that we support internships in

GSoC - 'Community responsibility' https://docs.google.com/presentation/d/1YKEEIGZPlTQtlggtNDEf-_BU718Sr9aQH4WDs1fpL0s/edit?usp=sharing -- slide ~68 https://github.com/cncf/tag-contributor-strategy/tree/main/mentoring

Contributor Opportunities board

  • Not a project with a deadline attached
  • Past efforts i.e. K8s have failed
  • Better to engage with wider community over time to improve chances of success and quality
  • Contributor Survey will help to identify focus areas in the meantime
  • One of the biggest obstacles is encouraging Maintainers etc. to keep info up-to-date; how can we make it easy for them to do so?
  • Building something new immediately implies/requires maintenance

Mentoring Website

  • Should be a part of Contributor website
  • Request help w/ mentoring discussions board - common Q is 'how to get started'? - use for discussion vs. using #mentoring Slack
  • 'Getting Started' page would provide value
  • Two main constituents are (new) Contributors and Maintainers - Tentative actions:
    • research what's available in mentoring in repo
    • build out diagram to map/canvas contents
    • figure out what's wanted/needed
    • look at existing Contributor.io infrastructure and determine what should be integrated

Sept 13, 2022

20:00 UTC (1:00 PM PDT on 2022-09-13; 8:00 AM NZST on 2022-09-14)

Attendance

  • Natali Vlatko
  • Alexandre Nicastro
  • Jay Tihema
  • Riaan Kleinhans

Updates/reminders

Agenda

  • Strategy Draft

    • Main areas:
      • Culture
      • Knowledge
      • Systems & Processes
    • LFX mentorship:Season three
      • Propose a pre and post program increase of activity to support the "Mentorship lifecycle".
      • Mentees becoming mentors
    • AI: Jay: Share the slides from the meeting with the community.

  • Website

    • Engaging with Charley Mann
    • Looking at creating a Mentoring website after the pattern of Contributor web site
    • resource listing on the site linking all areas that engage with Mentoring
    • [Natali] https://community.cncf.io/cloud-native-students/ is still active.
      • Would be a good point of engagement.

August 23, 2022

20:00 UTC (1:00 PM PDT on 2022-08-23; 8:00 AM NZST on 2022-08-24)

Attendance

  • Jay Tihema
  • Josh Berkus
  • Hippie Hacker
  • Alexandre Nicastro
  • Riaan Kleinhans

Updates/reminders

Agenda

  • Revisiting focus
  • WG participation/actions
  • Supporting messaging/engagement for potential contributors

Notes

Optimising Channels

  • Potential split/separation between communication and GitHub app comms/bot; establish a thread
  • Separate #'Mentoring Bot' etc. - can the bot be configured accordingly?
  • Separate channel for TAG Contributor Strategy - process for infrastructure change? Wait until Nate's back to review. Probably create #tag-cs-notices, direct all auto traffic to that

[name=Nate W.] [time=Thu, Aug 25, 2022 3:32 PM] I question if we need the github/slack notifications bot at all. I'll look into the historical rationale for it. We have been trying to push towards using https://github.com/cncf/mentoring/discussions instead of slack for comms with mentees/potential mentees.

Managing Engagement

  • Hippie receiving alot of contact re LFX project including questions, CVs etc. - how to best manage comms
  • Possible CRM to manage communications - HubSpot, AirTable etc. - spreadsheet can be difficult to modify later if/when needed. Can adjust later as required
  • Steps/processes may be unclear to mentees e.g., project submission, redirection, balancing correspondence.
  • Need to review existing LFX systems - consider legalities as mentees are technically short-term 'employees';

[name=Nate W.] [time=Thu, Aug 25, 2022 3:04 PM] Mentees are specifically not employees (https://docs.linuxfoundation.org/lfx/mentorship/mentees): "NOTE: Mentees are not employed by the Linux Foundation. The Linux Foundation’s employment opportunities are available at https://www.linuxfoundation.org/about/careers."
I agree we should review and understand what mentee status actually is.

  • Recognising two channels w/ mentoring:
    1. increasing awareness for new/potential contributors
    2. the need for the WG to be proactive in reaching out to those already in the ecosystem
  • Most projects may not be aware this initiative exists - share success stories as often as possible to help provide clarity; can we create blogs, interviews etc. to do this?

Strategy & Resource/Knowledge Base

  • Need to create strategy to build a culture and community around mentorship; if people become involved, how can we share positive experiences and develop a 'flow' within community.
  • Possible platform to share knowledge - when the program runs there are likely to be similar questions among participants; GitHub etc? Need to decide appropriate platform, learn from past mentorships
    • e.g. Mentorship experience - how to make a PR, mentee/mentor public profiles, Q&As (categorised) - can iterate over time
  • Can Contributor Docs be written in a way that are more beneficial for maintainers, current documentation doesn't exist; direct mentee/mentor engagement can be more difficult
  • Can possibly be implemented together - current lack of building tools from CNCF/LF.
  • Support mentors in providing resources for mentees e.g. markdown docs on GitHub, search function i.e. Develop template - see existing Contributor Guide templates
    • Difficulties in explaining e.g. PRs processes, providing clear examples would help alot towards this
    • The obstacle is getting the guide written in the first place! e.g. can a question raised in Slack become a bulletpoint in the guide.
  • Inventory of existing resources - what are permissions for partnerships, collaboration etc.
  • Not sure of known policies re exclusive permissions - does someone have a knowledge-base app to support
  • Objective is to optimise Mentors' time; source key info for easy mentee reference
  • Scope for CNCF funding - more for knowledge-base for Sandbox projects, separate for NZ projects

Next Actions:

  • Follow up w/ Nate: recommended LFX mentee engagement process to clarify mentor communication/interaction
  • Map mentee/mentor pathway to identify onboarding journey and areas for focus/improvement
  • Draft strategy doc
  • Stocktake of existing processes, resources, knowledge bases
  • List common barriers to new contributors
  • Investigate separation of Mentoring channel - general communications from GitHub bot updates

August 9, 2022

20:00 UTC (1:00 PM PDT on 2022-08-09; 8:00 AM NZST on 2022-08-10)

recording: https://zoom.us/rec/share/x3XXpHv91ZwO9w2bpjXLSMWdFlUegkknq_98g7kpOOlfR3q6FWUyyvWdrJxwSg27.hPrVbHafYMnDmJjf

Attendance

  • Nate W. (CNCF)
  • Jay Tihema (ii)
  • Natali Vlatko (Wayfair)
  • Josh Berkus (Red Hat)
  • Hippie Hacker (ii)
  • Riaan Kleinhans (ii)

Agenda

  • Introductions/Whanaungatanga
  • Term 3 accepting project proposals! (Not many projects proposed yet for CNCF LFX Mentoring 2022 term 3-Sept-Nov)
  • Nate W. on vacation Aug 15 - Aug 26, then travelling Aug 29 - Sept 2.
    • Will not be present at next WG meeting
    • May need help with email notification coverage for LFX term 3.
    • Uche Obasi now on-board to assist w/ data entry and processes regarding new applications, to introduce Jay as well
    • LFX Programme platform - built to manage at LF level, set-up so there could only be one admin account which limited ability to support w/ data entry.
    • New system set-up so a group can work on it instead
    • Admin will enter all descriptions in; copy-paste in system as Owner of project, add Mentors, once programme is opened people can apply.
  • Past mentee/mentor engagement
  • Target cohorts moving forward
    • Diversity in mentees - can we get historical data?
    • Diversity in mentors - can we have more than just maintainers, possibly a shadow system?
      • NV: projects have also kept diversity in mind in their own selection process
  • LFX promotion NZ
    • NZ Career Expo August 12-13
  • Call to action for tommorrow's CNCF Webinar
  • CNCF Students group?
  • Update meeting info to use the TAG CS zoom link (auto set to record) [Nate W. & Josh B.]
    • [NW] New zoom link added to calendar and noted above.

Meeting Template

August 9, 2022

20:00 UTC (1:00 PM PDT on 2022-08-09; 8:00 AM NZST on 2022-08-10)

Attendance

Updates/reminders

Agenda

Archive