Hello folks, New update of the week:
MEETING NOTES (Based on the agenda) Attendees: Matt Sicker, Gris Cuevas, Awasum Yannick and Katia Rojas Duration of the session: Meeting initiated at 19:00H CET time zone Meeting ended at 19:32H CET time zone Notes: Follow up on action items Review progress done: - “Call for mentors” follow up: We sent a follow up email calling for mentors. This week, we received a few emails from folks showing their interest and asking for more information / clarifications. - We updated the blog post. You can access it on the following link https://cwiki.apache.org/confluence/pages/viewrecentblogposts.action?key=EDI Things to decide on moving forward 1. Friction Log. To create a friction log template we are going to open a discussion in the dev@ mailing list and ask the community for their ideas and input regarding what a friction log should contain and how we can track these details. We’d like to open this up for a 72 hour comment period for feedback. With this feedback, we will create a complete friction log template on the D&I wiki. Mentors will be expected to provide these friction log details once a month during the Outreachy round. 1. Workshops to scope projects. We know that scoping a project can be challenging, therefore we are going to provide a workshop to potential mentors that want to participate in the Outreachy program and need some help with scoping their projects. 1. Send a reminder about the deadline for applications. Recap + Next Steps Some questions are arising about the Outreachy program, to give some clarity we are going to provide a workshop to scope projects and answer questions. To create the friction log template, we are going to open a discussion in the dev@ mailing list and get input from the community. If you have any comments or questions, please feel free to share them with us! Cheers, On Mon, Aug 26, 2019 at 5:55 PM Katia Rojas <[email protected]> wrote: > 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 >>>> > >>>> >>>
