A comprehensive guide to being a GSoC admin for the ASF
List of duties:
gsoc<year>; and mentor. If a project doesn't use JIRA, have them create the ideas in the COMDEV JIRA project. Create a JIRA filter for these ideas to use in the application (see next). Have prospective mentors subscribe to mentors@community.apache.org. The following is an email sent to pmcs@a.o explaining the procedures to them:Update our GSoC pages at https://community.apache.org/gsoc/ with the current year's timeline and at https://community.apache.org/gsoc/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 since GSoC's inception in 2005. Consult participation statistics, although the page may not be up to date.
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 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 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 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 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.
Once Google has assigned our slots and we know who is accepted, mail each mentee with details of the dev@community.apache.org list, which they can use for general assistance with the ASF. They should seek project-specific assistance on the project‘s dev 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 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.
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 the dev@community.apache.org and press@apache.org lists to get one written and add it here.
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 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: