Hello folks, New update of the week of Outreachy program.
https://cwiki.apache.org/confluence/display/EDI/2019-09-19+Outreachy+Meeting+notes https://cwiki.apache.org/confluence/display/EDI/Meeting+notes Best regards, Katia On Tue, Sep 3, 2019 at 10:30 PM Katia Rojas <[email protected]> wrote: > 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 >>>>> > >>>>> >>>>
