Hello folks, New update of the week of Outreahy program. Here you'll find the meeting minutes.
https://cwiki.apache.org/confluence/display/EDI/2019-10-24+Meeting+notes If you have any questions, ideas or comments please let us know. Thank you, Katia On Thu, Sep 19, 2019 at 9:36 PM Katia Rojas <[email protected]> wrote: > 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 >>>>>> > >>>>>> >>>>>
