content/gsoc-admin-tasks.mdtext - comdev-site - Git at Google

 Title:
 Notice:    Licensed to the Apache Software Foundation (ASF) under one
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            to you under the Apache License, Version 2.0 (the
            "License"); you may not use this file except in compliance
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            .
            Unless required by applicable law or agreed to in writing,
            software distributed under the License is distributed on an
            "AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY
            KIND, either express or implied.  See the License for the
            specific language governing permissions and limitations
            under the License.

 A comprehensive guide to being the GSoC admins for the ASF

 List of duties:

 1. Make sure the ASF has an extensive list of project ideas ready shortly after Google announces the
 program (around end of January). Projects are required to create JIRA issues for their ideas and
 label them with "gsoc&lt;year&gt;" 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 be used 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:

 <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 gsoc2011 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, 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 39 students completing GSoC successfully, some of which are
 now active contributors to the projects they worked on. Let's make this a
 success again this year!

 On behalf of the GSoC 2011 admins,

 Uli

 [1] http://community.apache.org/guide-to-being-a-mentor.html
 [2] http://s.apache.org/gsoc2011tasks
 [3] http://community.apache.org/gsoc.html
 </pre>

 1. Update our GSoC pages at http://community.apache.org/gsoc.html with the
 current year's timeline and at http://community.apache.org/guide-to-being-a-mentor.html.

 1. 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.

 1. 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.

 1. 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 http://community.apache.org/mentee-ranking-process.html
 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.

 1. 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.

 1. 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.


 1. 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.

 1. 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.

 1. 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.

 1.  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.

 1. 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.

 1. 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:

 <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]
 http://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
 </pre>
	Title:
	Notice: Licensed to the Apache Software Foundation (ASF) under one
	or more contributor license agreements. See the NOTICE file
	distributed with this work for additional information
	regarding copyright ownership. The ASF licenses this file
	to you under the Apache License, Version 2.0 (the
	"License"); you may not use this file except in compliance
	with the License. You may obtain a copy of the License at
	.
	http://www.apache.org/licenses/LICENSE-2.0
	.
	Unless required by applicable law or agreed to in writing,
	software distributed under the License is distributed on an
	"AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY
	KIND, either express or implied. See the License for the
	specific language governing permissions and limitations
	under the License.

	A comprehensive guide to being the GSoC admins for the ASF

	List of duties:

	1. Make sure the ASF has an extensive list of project ideas ready shortly after Google announces the
	program (around end of January). Projects are required to create JIRA issues for their ideas and
	label them with "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 be used 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:

	<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 gsoc2011 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, 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 39 students completing GSoC successfully, some of which are
	now active contributors to the projects they worked on. Let's make this a
	success again this year!

	On behalf of the GSoC 2011 admins,

	Uli

	[1] http://community.apache.org/guide-to-being-a-mentor.html
	[2] http://s.apache.org/gsoc2011tasks
	[3] http://community.apache.org/gsoc.html
	</pre>

	1. Update our GSoC pages at http://community.apache.org/gsoc.html with the
	current year's timeline and at http://community.apache.org/guide-to-being-a-mentor.html.

	1. 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.

	1. 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.

	1. 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 http://community.apache.org/mentee-ranking-process.html
	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.

	1. 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.

	1. 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.


	1. 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.

	1. 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.

	1. 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.

	1. 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.

	1. 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.

	1. 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:

	<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]
	http://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
	</pre>