Hello folks, New update of the week:
MEETING NOTES (Based on the agenda) Attendees: Matt Sicker and Katia Rojas Duration of the session: Meeting initiated at 19:00H CET time zone Meeting ended at 19:42H CET time zone Notes: Follow up on action items Review progress done: - “Call for mentors” email: We sent our first email calling for mentors. This week we received two emails from folks showing their interest and asking for more information / clarifications. Things to decide on, move forward 1. Send a follow up email on August 22dn 2. Update blog post announcing Outreachy at ASF. 3. Friction Log. Recap + Next Steps We are calling for mentors and we are ready to receive all your questions and proposals. We are going to work in the friction log report. If you have any comments or questions, please feel free to share them with us! Cheers, Katia On Sat, Aug 17, 2019 at 2:38 PM Katia Rojas <[email protected]> wrote: > Hi folks, > > The new update of the week: > > MEETING NOTES (Based on the agenda) > > Attendees: > > Gris Cuevas, Matt Sicker, Awasum Yannick and Katia Rojas > > Duration of the session: > > Meeting initiated at 19:00H CET time zone > > Meeting ended at 20:07H CET time zone > > Notes: > > *Follow up on action items * > > > > *Review progress done:* > > > - “Call for mentors” email: > > We've contacted Marketing and Publicity to get information about the best > way to call for mentors. Also, gave a look into previous projects to learn > from their experiences. Here are the guidelines: > > "If you are making general announcements, you may wish to send to > [email protected] (the ASF's general list). All messages to announce@ > go through moderation. Please be sure that you do the following: > > - > > send from your @apache.org address > - > > send in plaintext > - > > put [ANNOUNCE] or [ANN] before a clear subject line (for example: > "[ANNOUNCE] New Initiative with Outreachy and Apache Diversity & > Inclusion") > - > > include a boilerplate on the project (DOAP = description of a project; > at https://projects.apache.org/ ~10-60 words) --this being D&I (= what > is it?) > - > > include a link to the project homepage > - > > include a link to any download(s) or related resources as appropriate" > > > Email content ready to be sent on August 17th. > > > - Define and document Outreachy-specific Jira labels > > We've been asking around in the Outreachy Zulip chat to see if anyone else > has come up with a good naming scheme. So far, here are some guidelines: > > - > > “Avoid terminology like "summer", "winter", etc., as this is global, > and seasons are local. > - > > Avoid "quarters" since that seems to be local. > - > > Similarly, "semesters" might make sense, though it adds about as much > detail as using a generic 1/2, a/b, or some other pair. > - > > Absolute round numbers aren't really tracked anymore upstream in > Outreachy, and if we had our own "round number", that could get confused > with their old round numbering. > - > > On a technical note, these names should be usable as labels in Jira, > GitHub Issues, and Bugzilla, so avoid whitespace. > > Ideally, this label should be as simple as it can be. So far, this looks > like it might be one of the following styles: > > - > > outreachy-dec2019-mar2020 (or abbreviated to dec19 and mar20) > - > > outreachy-december2019-march2020 (same) > - > > outreachy2019-december-march > - > > outreachy2019-dec-mar > > There's also an interesting issue with one of the two rounds each year > being split by December through March, so using only a single year number > in the label might also be confusing.” > > We concluded we will use the following Jira Labels: > > outreachy19dec > > outreachy20may > > outreachy20dec > > *Things to decide on, move forward* > > > 1. > > Send “call for mentors on August 17th” > 2. > > Create a blog post announcing Outreachy at ASF. We already have the > content. > 3. > > Review progress of the Outreachy FAQ page. > 4. > > Friction Log: design template report. > > > *Recap + Next Steps* > > We are ready to send “call for mentors” email, during that process we are > going to update our blog post, wiki page / FAQ page (if needed). Also, we > are going to design a template report for the friction log. > > If you have any comments or questions, please feel free to share them with > us! > > > Cheers, > > Katia > > > On Mon, Aug 12, 2019 at 8:37 PM Katia Rojas <[email protected]> > wrote: > >> Hi folks, >> >> A new update of the week: >> >> >> *MEETING NOTES (Based on the agenda)* >> >> Attendees: >> >> Matt Sicker and Katia Rojas >> >> Duration of the session: >> >> Meeting initiated at 19:00H CET time zone >> >> Meeting ended at 20:02H CET time zone >> >> Notes: >> >> *Follow up on action items * >> >> 1. >> >> Review progress done: >> >> We contacted publicity and marketing to get a better picture of how to >> create a blog post and identify mailing lists to call for mentors, we got >> some guidelines that we are going to follow in our next steps. >> >> 1. >> >> Timeline frame: >> >> We enter into the next phase: calling for mentors. We decided the next >> steps taking into account the information included in the previous point. >> >> 1. >> >> Wiki page for Outreachy: >> >> We are going to use confluence as a temporary location for the >> information before creating a wiki page. >> >> >> >> *Things to decide on, move forward* >> >> 1. >> >> Develop content for the blog post and the email to call for mentors. >> 2. >> >> Contact Gsoc Organization Admins to get feedback about their >> experience calling for mentors. >> 3. >> >> Create Outreachy FAQ page before wiki page. >> >> >> *Questions* >> >> >> >> 1. >> >> Friction Log: We need to understand what exactly should be covered in >> a friction log and how could we create a friction log template report for >> mentors. >> >> >> >> *Recap + Next Steps* >> >> >> We established the timeline frame and the next steps are: create a blog >> post and an email to call for mentors. Also, get feedback from the Gsoc >> Organization Admins. >> >> If you have any comments or questions, please feel free to share them >> with us! >> >> >> Cheers, >> >> Katia >> >> >> On Tue, Aug 6, 2019 at 5:49 AM Griselda Cuevas <[email protected]> wrote: >> >>> Thanks for the update Katia >>> >>> On Fri, Aug 2, 2019, 3:32 AM Katia Rojas <[email protected]> wrote: >>> >>> > Hi folks, >>> > >>> > I created this new thread to keep you updated about the progress of >>> > Outreachy Program: >>> > >>> > >>> > *MEETING NOTES (Based on the agenda)* >>> > >>> > Attendees: >>> > >>> > Matt Sicker and Katia Rojas >>> > >>> > Duration of the session: >>> > >>> > Meeting initiated at 18:00H CET time zone >>> > >>> > Meeting ended at 19:42H CET time zone >>> > >>> > Notes: >>> > >>> > *Follow up on action items * >>> > >>> > 1. >>> > >>> > Review progress done: >>> > >>> > Last week we made good progress setting up the program, we >>> successfully: >>> > submitted Apache Organisation to Outreachy, filled out sponsors >>> details for >>> > the initial round, setup Jira for internal communication and >>> identified the >>> > application process for mentors and interns. >>> > >>> > 1. >>> > >>> > Tracking documents >>> > >>> > This is the first time we worked with the Outreachy program and we >>> setup >>> > the process from scratch. We took this as an opportunity to create >>> > appropriate documentation of processes (Via Sheets) for the Outreachy >>> > program setup and task progress tracking. The Outreachy program setup >>> > focused on the registration, setup of internal and external >>> communication >>> > and basic documentation. The Task progress tracking focused on >>> schedules, >>> > applications, mentors, and interns. >>> > >>> > Mozilla helped us in our first steps, they shared their experience >>> with us >>> > and also they provide us some templates about tracking schedules. >>> > >>> > *Things to decide on, move forward* >>> > >>> > 1. >>> > >>> > Blog post announcing Outreachy-Apache Software Foundation >>> > 1. >>> > >>> > Talk with marketing and publicity to coordinate how to do this. >>> > 2. >>> > >>> > Create content for the blog post. >>> > 2. >>> > >>> > Call for mentors >>> > 1. >>> > >>> > Coordinate with marketing and publicity to identify mailing >>> lists to >>> > send emails. >>> > 2. >>> > >>> > Create content for the email. >>> > 3. >>> > >>> > Set up wiki page for Outreachy. Let's start with the wiki until the >>> > website gets done. >>> > >>> > >>> > >>> > *Questions* >>> > >>> > 1. >>> > >>> > Friction Log: We need to understand what exactly should be covered >>> in a >>> > friction log and how could we create a friction log template report >>> for >>> > mentors. >>> > >>> > >>> > >>> > *Recap + Next Steps* >>> > >>> > Registered Apache Software Foundation with Outreachy, Setup tracking >>> tools >>> > (JIRA) and created some documentation on managing/tracking the program >>> with >>> > Outreachy. >>> > >>> > Next, we need to announce that we’re working with Outreachy and then >>> spread >>> > the word to find mentors to help out. We also need to setup the wiki >>> page >>> > for Outreachy. >>> > >>> > >>> > Cheers, >>> > >>> > Katia >>> > >>> >>
