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 //Licensed under the Apache License, Version 2.0 (the "License");
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 //You may obtain a copy of the License at
 //
 //http://www.apache.org/licenses/LICENSE-2.0
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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.
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 = Mentors' Guide
 Apache Incubator PMC
 2002-10-16
 :jbake-type: pmcGuide
 :jbake-status: published
 :idprefix:
 :toc:
 :imagesdir: ../images/

 The Mentors' guide is a go-to place for information about getting a podling up and running from an infrastructure point of view.

 This document targets any Incubating Project member, but
 especially Mentors, who have to ensure that some things get done.
 For a general description of the role of a mentor on an incubating
 project see the
 link:/guides/roles_and_responsibilities.html#Mentor[Roles and Responsibilities]document.

 This guide is a descriptive and at times
 discursive document. It describes established practices.
 It is informational not normative. Policy is laid down in the
 link:/incubation/Incubation_Policy.html[Incubation Policy].

 == Overview

 After the Podling has been accepted by the Incubator PMC, one of the mentors
 link:/incubation/Incubation_Policy.html#Setting+Up+a+New+Podling[sets up]
 the Podling; _i.e._ adds the podling metadata, creates the initial Podling status page, and
 either creates or requests that
 other resources (mail lists, subversion, bug tracker, _etc._)
 be created.

 == Add to Incubation Summary file

 Add the podling to the podling summary file in
 the "incubator" SVN at *content/podlings.xml*
 (e.g. copy the entry from another podling that also has status="current")
 and see link:website.html[instructions].

 Please do this step ASAP after Acceptance. Other setup procedures utilize
 this metadata.

 Add a *'reporting'* tag (after *'description'*) with the attribute *'monthly="true"'*
 and the appropriate "group" attribute, based on the month in which  the podling
 entered incubation (1 for January, April, July, October, 2 for February, May,
 August, November or 3 for March, June, September, December). The text content
 of the 'reporting' tag must contain the initial list of reporting months,
 starting with the month after the podling entered incubation.  Below is an example of the final XML snippet

 [literal]
 ----
     <podling name="PodlingName" status="current" resource="podlingname" sponsor="Sponsor" startdate="YYYY-MM-DD">
         <description>A description of the podling, for the status page and reports</description>
         <reporting group="1|2|3" monthly="true">First,Second,Third</reporting>
         <champion availid="userid">Champion Name</champion>
         <mentors>
             <mentor username="userid">Mentor One</mentor>
             <mentor username="userid">Mentor Two</mentor>
             <mentor username="userid">Mentor Three</mentor>
         </mentors>
     </podling>
 ----

 An example reporting block:
 [literal]
 ----
 <reporting group="3" monthly="true">June, July, August</reporting>
 ----
 Once the first three reports are complete, the monthly attribute should be removed
 and the list of months removed as well.

 The first report might be
 very short. However it is better that the Incubator PMC can help to
 guide through the early setup stages.
 For more details see the
 link:ppmc.html#Incubator+ASF+Board+Reports[PPMC Guide].

 == Initialize Podling Status Page

 A mentor needs to
 link:website.html#Edit+your+project+status+page[create the web page] that will track the project's status.
 A mentor will also need to update it until
 link:ppmc.html#Project+Status+Updates[others in the project's PPMC can update it].

 The status
 page is the incubator's record of the progress made.
 It MUST be kept update to date during incubation.
 Some of the information is available from the proposal.
 As the startup process continues and resources are
 created the status SHOULD be updated.

 The template contains lists of actions which may be needed
 to start up a podling. All those which do not apply should
 be deleted.

 The status page is a useful aid to workflow. Volunteers
 can use it to sign up to the various tasks and monitor their
 progress. Once the mailing lists are set up and prospective
 committers subscribe then these may be used for discussion.

 == Resources

 Resources should be requested in a particular order, and based on paperwork processed.  Do not request source repositories before SGAs are filed, for instance, if the source code is not already Apache licensed or Category A licensed.

 The proposal should include a list of required resources. All of these will
 require active set up. Some are created by infrastructure after an appropriate
 request, others can be set up by any IPMC members (typically mentors).

 The first resources to be created are LDAP and DNS.  These should be requested via link:https://issues.apache.org/jira/browse/INFRA[Apache Infra JIRA -> New Podling Parent Request]

 Once these items are requested, mailing lists should be created next. Other resources typically post information to these lists.

 === Request Mailing Lists

 Apache mailing lists require volunteer moderators. New moderators can be
 link:http://www.apache.org/dev/committers.html#mailing-list-moderators[changed later]
 but at least one volunteer is required before the mailing lists can be set up.
 Moderation is a reasonably
 link:http://www.apache.org/dev/committers.html#mail-moderate[easy task]
 though moderators may want to set up
 link:http://spamassassin.apache.org/[spam filtering].
 Having at least three moderators is recommended to spread the load.

 The proposal should contain the rest of the information that needs to be collected
 before the mailing lists can be requested. Incubator is the responsible top level project.
 So the domain *MUST* be *incubator.apache.org*.
 For example:

 - dev@${podling}.incubator.apache.org
 - commits@${podling}.incubator.apache.org
 - private@${podling}.incubator.apache.org

 For initial community building it is usually appropriate to only have a "dev" list, to keep the discussions focussed. Later add a "user" list if needed.  A podling that is already established and using an existing user interaction channel may want to keep those resources around until they feel they have transitioned to the ASF successfully.  You will want to discuss this on your existing development lists.

 [NOTE]
 ====
 If you are using SVN
 Commits under *http://svn.apache.org/repos/asf/incubator/_${podling}_* will be emailed to *commits@${podling}.incubator.apache.org*.
 Any deviation will require special configuration in the *asf-mailer.conf* file by the IPMC.
 ====

 Mailing lists creation is a task for the link:#who-infra[infrastructure team]. The
 infrastructure team offers a tool that simplifies the creation of mailing lists.  You can access the
 link:https://selfserve.apache.org/mail.html[Incubator Mailing List Request Form^]
 to request a list.  A notification will be sent to private@incubator when the lists have been created.

 Remember to update the project status file with mailing list details. Prospective committers
 and mentors will need to subscribe. Email them once the status file has been updated. Inform
 any existing mailing lists or forums previously used by the project.

 Once the *commits* list is created, the project MUST review
 the */incubator/${podling}* tree, since any commits made prior
 to the list's creation will have generated no email trail.

 ==== Mail Archives

 Archives at link:http://mail-archives.apache.org[http://mail-archives.apache.org] for the public
 mailing lists will be setup as part of the mailing list creation process. No action is
 required by Mentors. The archives will be link:http://mail-archives.apache.org/mod_mbox/[visible]
 as soon as posts have been made (and moderated) to these lists.

 You can also leverage link:https://lists.apache.org[lists.apache.org^] for
 mailing list archives.  There is a login link in the top right corner, which allows you to respond to
 threads from within the web application.

 Many projects are independently archived externally (for example, at
 link:http://www.mail-archive.com/[The Mail Archive] and
 link:http://marc.info/?q=about[MARC])
 Independent archives help to
 increase project visibility as well as preserving a independent historic record.
 These subscriptions are not automatically created. If desired, subscribe manually.

 Subscriptions to news-to-mailing-list bridges (for example, link:http://www.nabble.com[Nabble])
 must also be created manually. Subscribing helps accessibility and visibility but Nabble news
 users may not be aware that they are posting to a mailing list.

 ==== Mailing List Administration

 Apache uses link:http://www.ezmlm.org/[ezmlm]. See the
 link:http://www.ezmlm.org/man/ezmlmman.html[manual] and
 committer link:http://www.apache.org/dev/committers.html#mail[mail FAQ]
 for more details.

 ==== Mailing List Transition

 Independent mailing lists and groups are perfectly acceptable but development should
 happen on the official mailing lists at Apache. If a project has existing mailing lists,
 forums or groups the community needs to consider their future and plan for the transition
 to the official Apache mailing lists.

 It may be useful to move development first to the official lists followed gradually
 by the user resources.

 Note that subscribers of external mailing lists will not be automatically subscribed
 to the new Incubator project mailing lists. Instead, a note should be posted to the
 old external mailing list asking them to subscribe to the new list. If possible, add
 a footer to the old mailing list with some instructions.

 === Self Service Requests

 Most of the resources you will request can be done via Self Service.  To do that, visit https://selfserve.apache.org/ and request the necessary resources.  This includes git, mailing lists, JIRA and Confluence.  If you do not have access to Self Serve, please use link:https://issues.apache.org/jira/browse/INFRA[JIRA] instead.

 ==== JIRA Issue Tracking

 To request JIRA, visit https://selfserve.apache.org/jira.html

 ==== Other Issue Trackers

 Request an issue tracker on the link:https://issues.apache.org/jira/browse/INFRA[infra jira]

 Remember to post an email announcing that the issue tracker is available.

 === Git Migrations

 To request a git migration, please file a link:https://issues.apache.org/jira/browse/INFRA[New Git Repository] infra ticket, requesting to migrate from an existing organization to the Apache Organization

 === Gitbox Requests

 To request gitbox repositories for a new podling, please first file a link:https://issues.apache.org/jira/browse/INFRA[GitBox Integration] infra ticket.  Once your podling has been added, you can use link:https://gitbox.apache.org/ to manage your gitbox repositories and user information.

 == Podling Bootstrap

 Following podling creation, it needs to be bootstrapped. Here are some of the tasks:

 * Ensure link:#mentors-ipmc[Mentors are on the IPMC]
 * Add podling to link:#Sending+in+an+Incubation+Report[reporting schedule]
 * link:#Initialize+Podling+Status+Page[Initialize project status page]
 * Start link:#orientation[orientation] link:#who-committers[Prospective committers]
 * Start *CLA* and *CCLA* submission link:#who-committers[Prospective committers]
 * Request Required Resources
 ** link:#request-mailing-lists[Mailing Lists]
 *** Consider and plan link:#transition-mailing-lists[transition to official mailing lists]
 *** Ensure all PPMC members are signed up to teh private mailing list
 ** link:#request-issue-tracking[Issue Tracking]
 *** Consider and plan link:#issue-tracking-transition[issue tracking transition]
 * link:#create-website[Create website] link:#who-committers[Prospective committers]
 ** Consider and plan link:#web-site-transition[web site transition]
 * Start link:#initial-ip-clearance[IP Clearance]
 * Start *SGA* submission
 ** link:#Set+Up+Repository[Transfer Repos]

 == Mentors MUST be on the IPMC

 Mentors link:/policy/incubation.html#Mentor[MUST] be on the IPMC.  This should be checked prior to beginning incubation.
 Any prospective Mentors who are not yet on the IPMC should ask to be added (by election).
 Email the application to *private@incubator.apache.org*.

 [NOTE]
 ====
 This process may take a few days.
 ====

 == CLA and CCLA Submission

 Prospective committers need to submit a Contributor License Agreement
 (link:http://www.apache.org/licenses/#clas[CLA]).
 This process can take a while so it is recommended that committers start to submit
 these as soon as the podling is accepted.
	//Licensed 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.
	= Mentors' Guide
	Apache Incubator PMC
	2002-10-16
	:jbake-type: pmcGuide
	:jbake-status: published
	:idprefix:
	:toc:
	:imagesdir: ../images/

	The Mentors' guide is a go-to place for information about getting a podling up and running from an infrastructure point of view.

	This document targets any Incubating Project member, but
	especially Mentors, who have to ensure that some things get done.
	For a general description of the role of a mentor on an incubating
	project see the
	link:/guides/roles_and_responsibilities.html#Mentor[Roles and Responsibilities]document.

	This guide is a descriptive and at times
	discursive document. It describes established practices.
	It is informational not normative. Policy is laid down in the
	link:/incubation/Incubation_Policy.html[Incubation Policy].

	== Overview

	After the Podling has been accepted by the Incubator PMC, one of the mentors
	link:/incubation/Incubation_Policy.html#Setting+Up+a+New+Podling[sets up]
	the Podling; _i.e._ adds the podling metadata, creates the initial Podling status page, and
	either creates or requests that
	other resources (mail lists, subversion, bug tracker, _etc._)
	be created.

	== Add to Incubation Summary file

	Add the podling to the podling summary file in
	the "incubator" SVN at content/podlings.xml
	(e.g. copy the entry from another podling that also has status="current")
	and see link:website.html[instructions].

	Please do this step ASAP after Acceptance. Other setup procedures utilize
	this metadata.

	Add a 'reporting' tag (after 'description') with the attribute 'monthly="true"'
	and the appropriate "group" attribute, based on the month in which the podling
	entered incubation (1 for January, April, July, October, 2 for February, May,
	August, November or 3 for March, June, September, December). The text content
	of the 'reporting' tag must contain the initial list of reporting months,
	starting with the month after the podling entered incubation. Below is an example of the final XML snippet

	[literal]
	----
	<podling name="PodlingName" status="current" resource="podlingname" sponsor="Sponsor" startdate="YYYY-MM-DD">
	<description>A description of the podling, for the status page and reports</description>
	<reporting group="1\|2\|3" monthly="true">First,Second,Third</reporting>
	<champion availid="userid">Champion Name</champion>
	<mentors>
	<mentor username="userid">Mentor One</mentor>
	<mentor username="userid">Mentor Two</mentor>
	<mentor username="userid">Mentor Three</mentor>
	</mentors>
	</podling>
	----

	An example reporting block:
	[literal]
	----
	<reporting group="3" monthly="true">June, July, August</reporting>
	----
	Once the first three reports are complete, the monthly attribute should be removed
	and the list of months removed as well.

	The first report might be
	very short. However it is better that the Incubator PMC can help to
	guide through the early setup stages.
	For more details see the
	link:ppmc.html#Incubator+ASF+Board+Reports[PPMC Guide].

	== Initialize Podling Status Page

	A mentor needs to
	link:website.html#Edit+your+project+status+page[create the web page] that will track the project's status.
	A mentor will also need to update it until
	link:ppmc.html#Project+Status+Updates[others in the project's PPMC can update it].

	The status
	page is the incubator's record of the progress made.
	It MUST be kept update to date during incubation.
	Some of the information is available from the proposal.
	As the startup process continues and resources are
	created the status SHOULD be updated.

	The template contains lists of actions which may be needed
	to start up a podling. All those which do not apply should
	be deleted.

	The status page is a useful aid to workflow. Volunteers
	can use it to sign up to the various tasks and monitor their
	progress. Once the mailing lists are set up and prospective
	committers subscribe then these may be used for discussion.

	== Resources

	Resources should be requested in a particular order, and based on paperwork processed. Do not request source repositories before SGAs are filed, for instance, if the source code is not already Apache licensed or Category A licensed.

	The proposal should include a list of required resources. All of these will
	require active set up. Some are created by infrastructure after an appropriate
	request, others can be set up by any IPMC members (typically mentors).

	The first resources to be created are LDAP and DNS. These should be requested via link:https://issues.apache.org/jira/browse/INFRA[Apache Infra JIRA -> New Podling Parent Request]

	Once these items are requested, mailing lists should be created next. Other resources typically post information to these lists.

	=== Request Mailing Lists

	Apache mailing lists require volunteer moderators. New moderators can be
	link:http://www.apache.org/dev/committers.html#mailing-list-moderators[changed later]
	but at least one volunteer is required before the mailing lists can be set up.
	Moderation is a reasonably
	link:http://www.apache.org/dev/committers.html#mail-moderate[easy task]
	though moderators may want to set up
	link:http://spamassassin.apache.org/[spam filtering].
	Having at least three moderators is recommended to spread the load.

	The proposal should contain the rest of the information that needs to be collected
	before the mailing lists can be requested. Incubator is the responsible top level project.
	So the domain MUST be incubator.apache.org.
	For example:

	- dev@${podling}.incubator.apache.org
	- commits@${podling}.incubator.apache.org
	- private@${podling}.incubator.apache.org

	For initial community building it is usually appropriate to only have a "dev" list, to keep the discussions focussed. Later add a "user" list if needed. A podling that is already established and using an existing user interaction channel may want to keep those resources around until they feel they have transitioned to the ASF successfully. You will want to discuss this on your existing development lists.

	[NOTE]
	====
	If you are using SVN
	Commits under http://svn.apache.org/repos/asf/incubator/_${podling}_ will be emailed to commits@${podling}.incubator.apache.org.
	Any deviation will require special configuration in the asf-mailer.conf file by the IPMC.
	====

	Mailing lists creation is a task for the link:#who-infra[infrastructure team]. The
	infrastructure team offers a tool that simplifies the creation of mailing lists. You can access the
	link:https://selfserve.apache.org/mail.html[Incubator Mailing List Request Form^]
	to request a list. A notification will be sent to private@incubator when the lists have been created.

	Remember to update the project status file with mailing list details. Prospective committers
	and mentors will need to subscribe. Email them once the status file has been updated. Inform
	any existing mailing lists or forums previously used by the project.

	Once the commits list is created, the project MUST review
	the /incubator/${podling} tree, since any commits made prior
	to the list's creation will have generated no email trail.

	==== Mail Archives

	Archives at link:http://mail-archives.apache.org[http://mail-archives.apache.org] for the public
	mailing lists will be setup as part of the mailing list creation process. No action is
	required by Mentors. The archives will be link:http://mail-archives.apache.org/mod_mbox/[visible]
	as soon as posts have been made (and moderated) to these lists.

	You can also leverage link:https://lists.apache.org[lists.apache.org^] for
	mailing list archives. There is a login link in the top right corner, which allows you to respond to
	threads from within the web application.

	Many projects are independently archived externally (for example, at
	link:http://www.mail-archive.com/[The Mail Archive] and
	link:http://marc.info/?q=about[MARC])
	Independent archives help to
	increase project visibility as well as preserving a independent historic record.
	These subscriptions are not automatically created. If desired, subscribe manually.

	Subscriptions to news-to-mailing-list bridges (for example, link:http://www.nabble.com[Nabble])
	must also be created manually. Subscribing helps accessibility and visibility but Nabble news
	users may not be aware that they are posting to a mailing list.

	==== Mailing List Administration

	Apache uses link:http://www.ezmlm.org/[ezmlm]. See the
	link:http://www.ezmlm.org/man/ezmlmman.html[manual] and
	committer link:http://www.apache.org/dev/committers.html#mail[mail FAQ]
	for more details.

	==== Mailing List Transition

	Independent mailing lists and groups are perfectly acceptable but development should
	happen on the official mailing lists at Apache. If a project has existing mailing lists,
	forums or groups the community needs to consider their future and plan for the transition
	to the official Apache mailing lists.

	It may be useful to move development first to the official lists followed gradually
	by the user resources.

	Note that subscribers of external mailing lists will not be automatically subscribed
	to the new Incubator project mailing lists. Instead, a note should be posted to the
	old external mailing list asking them to subscribe to the new list. If possible, add
	a footer to the old mailing list with some instructions.

	=== Self Service Requests

	Most of the resources you will request can be done via Self Service. To do that, visit https://selfserve.apache.org/ and request the necessary resources. This includes git, mailing lists, JIRA and Confluence. If you do not have access to Self Serve, please use link:https://issues.apache.org/jira/browse/INFRA[JIRA] instead.

	==== JIRA Issue Tracking

	To request JIRA, visit https://selfserve.apache.org/jira.html

	==== Other Issue Trackers

	Request an issue tracker on the link:https://issues.apache.org/jira/browse/INFRA[infra jira]

	Remember to post an email announcing that the issue tracker is available.

	=== Git Migrations

	To request a git migration, please file a link:https://issues.apache.org/jira/browse/INFRA[New Git Repository] infra ticket, requesting to migrate from an existing organization to the Apache Organization

	=== Gitbox Requests

	To request gitbox repositories for a new podling, please first file a link:https://issues.apache.org/jira/browse/INFRA[GitBox Integration] infra ticket. Once your podling has been added, you can use link:https://gitbox.apache.org/ to manage your gitbox repositories and user information.

	== Podling Bootstrap

	Following podling creation, it needs to be bootstrapped. Here are some of the tasks:

	* Ensure link:#mentors-ipmc[Mentors are on the IPMC]
	* Add podling to link:#Sending+in+an+Incubation+Report[reporting schedule]
	* link:#Initialize+Podling+Status+Page[Initialize project status page]
	* Start link:#orientation[orientation] link:#who-committers[Prospective committers]
	* Start CLA and CCLA submission link:#who-committers[Prospective committers]
	* Request Required Resources
	** link:#request-mailing-lists[Mailing Lists]
	*** Consider and plan link:#transition-mailing-lists[transition to official mailing lists]
	*** Ensure all PPMC members are signed up to teh private mailing list
	** link:#request-issue-tracking[Issue Tracking]
	*** Consider and plan link:#issue-tracking-transition[issue tracking transition]
	* link:#create-website[Create website] link:#who-committers[Prospective committers]
	** Consider and plan link:#web-site-transition[web site transition]
	* Start link:#initial-ip-clearance[IP Clearance]
	* Start SGA submission
	** link:#Set+Up+Repository[Transfer Repos]

	== Mentors MUST be on the IPMC

	Mentors link:/policy/incubation.html#Mentor[MUST] be on the IPMC. This should be checked prior to beginning incubation.
	Any prospective Mentors who are not yet on the IPMC should ask to be added (by election).
	Email the application to private@incubator.apache.org.

	[NOTE]
	====
	This process may take a few days.
	====

	== CLA and CCLA Submission

	Prospective committers need to submit a Contributor License Agreement
	(link:http://www.apache.org/licenses/#clas[CLA]).
	This process can take a while so it is recommended that committers start to submit
	these as soon as the podling is accepted.