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| <br><br> |
| <p>A comprehensive guide to being a GSoC admin for the ASF</p> |
| <p>List of duties:</p> |
| <ol> |
| <li>Make sure the ASF has an extensive list of project ideas ready shortly after Google announces the |
| program (around the end of January). Projects must create Jira issues for their ideas and |
| label them with <code>gsoc<year>;</code> and <code>mentor</code>. If a project doesn’t use Jira, have them create the ideas in the GSOC |
| Jira project. Create a Jira filter for these ideas to use in the application (see next). Have |
| prospective mentors subscribe to <code>mentors@community.apache.org</code>. The following is an email sent to <code>pmcs@a.o</code> |
| explaining the procedures to them:</li> |
| </ol> |
| <pre> |
| Hello PMCs, |
| |
| Google Summer of Code is the ideal opportunity for you to attract new |
| contributors to your projects. |
| |
| If you want to participate with your project you now need to |
| |
| - understand what it means to be a mentor [1] |
| - propose your project ideas. Just label your issues with gsoc2023 in Jira and |
| they will show up at [2]. See also [1]. |
| - subscribe to mentors@community.apache.org (restricted to potential mentors, meant to be used |
| as a private list - general discussions on the public |
| dev@community.apache.org list as much as possible, please) |
| |
| The ASF has applied as a participating organization with GSoC, so your project |
| doesn't need to do that. See [3] for more information. Note that the ASF isn't |
| accepted yet; nevertheless you *really* should start recording your ideas now. |
| |
| Last year we had XX students complete GSoC successfully, some of whom are |
| now active contributors to the projects they worked on. Let's make this a |
| success again this year! |
| |
| On behalf of the GSoC 20XX admins, |
| |
| Uli |
| |
| [1] https://community.apache.org/gsoc/guide-to-being-a-mentor.html |
| [2] https://s.apache.org/gsoc2011tasks |
| [3] https://community.apache.org/gsoc/ |
| </pre> |
| <ol> |
| <li> |
| <p>Update our GSoC pages at <a href="/gsoc/">https://community.apache.org/gsoc/</a> with the |
| current year’s timeline and at <a href="guide-to-being-a-mentor.html">https://community.apache.org/gsoc/guide-to-being-a-mentor.html</a>.</p> |
| </li> |
| <li> |
| <p>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 since GSoC’s inception in 2005. Consult <a href="/gsoc/experiences.html">participation statistics</a>, although the page may not be up to date.</p> |
| </li> |
| <li> |
| <p>Once our application is accepted, write a press release and |
| request press@ to send it out. We don’t have a template yet, so work |
| with th <code>dev@community.apache.org</code> and <code>press@apache.org</code> lists to get one |
| written and add it here.</p> |
| </li> |
| <li> |
| <p>Check with Google whether they changed the ranking process – again. Find out |
| what we need to be change to our internal ranking process in order to be compatible |
| with melange (the system Google uses to administer GSOC) and update the <a href="mentee-ranking-process.html">mentee ranking process</a> 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.</p> |
| </li> |
| <li> |
| <p>Once the application phase starts, make sure that mentors rank the proposals. They |
| should complete this at least one week before Google’s official deadline in order to have |
| some time for changes that might become necessary. Send reminders.</p> |
| </li> |
| <li> |
| <p>Once Google has assigned our slots and we know who is accepted, |
| mail each mentee with details of the <code>dev@community.apache.org</code> list, which they can |
| use for general assistance with the ASF. They should seek project-specific |
| assistance on the project’s <code>dev</code> list. We don’t have a |
| template for this yet. Please add it here when one is written.</p> |
| </li> |
| <li> |
| <p>Once GSoC is under way, make sure we meet deadlines for midterm and final evaluations. 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 period, mail their PMC and ask them whether they know of |
| any reason why the mentor might not be able to do the evaluation.</p> |
| </li> |
| <li> |
| <p>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.</p> |
| </li> |
| <li> |
| <p>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 the |
| <code>dev@community.apache.org</code> and <code>press@apache.org</code> lists to get one written |
| and add it here.</p> |
| </li> |
| <li> |
| <p>Decide who is going to the mentor summit. If you are going, book your flight (or arrange the details for attending virtually) 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 <code>financials/Bills/approved</code>.</p> |
| </li> |
| <li> |
| <p>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:</p> |
| </li> |
| </ol> |
| <pre> |
| Geir, |
| |
| please invoice Google the following, according to attached purchase order: |
| |
| 40x Google Summer of Code 2011 mentor stipends for 40 student á USD 500.00 = USD 20,000.00 |
| 1x travel expenses for mentor summit participant Noirin Plunkett = USD 743.70 (see [1], [2], [3]) |
| 1x travel expenses for mentor summit participant Ulrich Stärk = EUR 834.03 = USD 1190,91 @1.4279 |
| USD/EUR as of 2011/08/09 (see [4] and [5]) |
| |
| PO# is 132387, vendor ID is 13039 |
| |
| The payment process to follow is: |
| |
| Payment Process - Step Two |
| |
| Once you receive your Purchase Order via email, you can then bill Google for your mentoring |
| organization's payment. In order to receive payment, please send a PDF invoice to p2phelp@google.com |
| and cc carols@google.com on the message. |
| |
| Your invoice *must* include the following information: |
| |
| 1. Name and address of your organization - official letterhead is preferred if available, must |
| match supplier enrollment |
| 2. Line(s) stating what the money is for e.g. "For mentoring 3 Google Summer of Code students for |
| the Foo project" |
| 3. It is likely most useful to simply mirror the wording on the Purchase Order you receive |
| 4. If you have purchased flights for the mentor summit, invoice only for the amount paid for |
| airfare or driving mileage (55 cents/mile, locals only) |
| 1. Amount of payment in USD |
| 2. Your invoice MUST include the PO#. |
| 3. Your invoice MUST be dated after the issue date of your PO number |
| |
| |
| |
| Google has to receive the PDF invoice by November 4th, 2011 and it has to include PDF copies of our |
| actual travel expenses, i.e. [2],[3],[4] and [5]. |
| |
| Thanks, |
| |
| Uli |
| |
| |
| [1] https://svn.apache.org/repos/private/financials/Bills/approved/Noirin-GSoC/README |
| [2] https://svn.apache.org/repos/private/financials/Bills/approved/Noirin-GSoC/Noirin-GSoC-Amtrak.pdf |
| [3] https://svn.apache.org/repos/private/financials/Bills/approved/Noirin-GSoC/Noirin-GSoC-Delta.pdf |
| [4] https://svn.apache.org/repos/private/financials/Bills/received/Uli-GSOC-flights.txt |
| [5] |
| https://www.oanda.com/currency/historical-rates-classic?date_fmt=us&date=08/09/11&date1=08/09/11&exch=EUR&exch2=EUR&expr=USD&margin_fixed=0&format=HTML&redirected=1 |
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