A comprehensive guide to being the GSoC admins for the ASF
List of duties:
Update our GSoC pages at https://community.apache.org/gsoc.html with the current year's timeline and at https://community.apache.org/guide-to-being-a-mentor.html.
Apply for the ASF to be a mentoring organization for Google Summer of Code. I faintly remember that they wanted to know some stats like how often we have already participated and what the number of students was last year. I believe the ASF has participated sine GSoC's inception in 2005. In 2011 we had students accepted: 40; students who passed midterm: 38; students who passed final: 36.
Once our application is accepted, write a press release and request press@ to send it out. We don't have a template yet but work with th dev@community.apache.org and press@apache.org lists to get one written and add it here.
Check with Google whether they changed the ranking process -- again. Find out what needs to be changed to our internal ranking process in order to be compatible with melange and update the mentee ranking process page accordingly. In 2011 we used a Google Docs spreadsheet and did our ranking there. The org admin (and only the org admin) then transferred the rankings to Melange.
Once the application phase starts, make sure that mentors rank the proposals. They should be done at least one week before Google's official deadline in order to have some time for changes that might become necessary. Send reminders.
Once Google has assigned our slots and we know who is accepted mail each mentee with details of dev@community.apache.org list which can be used for general assistance with the ASF, project specific assistance should be sought on the project list. We don't have a template for this yet. Please add it here when one is written.
Once GSoC is under way, make sure that deadlines for midterm and final evaluations are met. Make it clear to the mentors that we‘d like to see their evaluation way before the end of the deadline. If a mentor still hasn’t submitted their evaluation three days before the end of the deadline, mail the respective PMC and ask them whether they know of any reason why the mentor might not be able to do the evaluation.
Issue a press release congratulating those who have passed and thanking our wonderful mentors. We should invite everyone to come and contribute to ASF projects. We don't have a template yet but work with th dev@community.apache.org and press@apache.org lists to get one written and add it here.
Once GSoC is done, get a PO# from Google to invoice against. Supplier name is The Apache Software Foundation, 1901 Munsey Drive, Forest Hill, MD 21050-2747. Our vendor ID with Google is 13039.
Issue a press release congratulating those who have passed and thanking our wonderful mentors. We should invite everyone to come and contribute to ASF projects. We should include some stats such as the number of full committers resulting from GSoC, the number of issues closed etc. We don't have a template yet but work with th dev@community.apache.org and press@apache.org lists to get one written and add it here.
Decide on who is going to the mentor summit. If you are going, book your flight and nag the comdev PMC chair to submit your travel expenses to financials/Bills/received (if you don't have access yourself) and move them to financials/Bills/approved.
Ask treasurer to invoice Google. The amount is number of students * USD 500 (at time of writing) + actual travel expenses up to USD 2,000. Attach PO document (you'll get that from Google at some point). Example: