Hello folks, The new update of the week. You'll find the meeting minutes in the following link:
https://cwiki.apache.org/confluence/display/EDI/2019-10-31+Meeting+notes If you have any questions, ideas or comments please let us know. Thank you, Katia On Thu, Oct 24, 2019 at 7:57 PM Katia Rojas <[email protected]> wrote: > Hello folks, > > New update of the week of Outreahy program. Here you'll find the meeting > minutes. > > https://cwiki.apache.org/confluence/display/EDI/2019-10-24+Meeting+notes > > If you have any questions, ideas or comments please let us know. > > Thank you, > Katia > > > > > On Thu, Sep 19, 2019 at 9:36 PM Katia Rojas <[email protected]> wrote: > >> Hello folks, >> >> New update of the week of Outreachy program. >> >> >> https://cwiki.apache.org/confluence/display/EDI/2019-09-19+Outreachy+Meeting+notes >> >> https://cwiki.apache.org/confluence/display/EDI/Meeting+notes >> >> Best regards, >> Katia >> >> >> On Tue, Sep 3, 2019 at 10:30 PM Katia Rojas <[email protected]> >> wrote: >> >>> Hello folks, >>> >>> New update of the week: >>> >>> >>> MEETING NOTES (Based on the agenda) >>> >>> Attendees: >>> >>> Matt Sicker, Gris Cuevas, Awasum Yannick and Katia Rojas >>> >>> Duration of the session: >>> >>> Meeting initiated at 19:00H CET time zone >>> >>> Meeting ended at 19:32H CET time zone >>> >>> Notes: >>> >>> Follow up on action items >>> >>> >>> >>> Review progress done: >>> >>> >>> - >>> >>> “Call for mentors” follow up: >>> >>> We sent a follow up email calling for mentors. This week, we received a >>> few emails from folks showing their interest and asking for more >>> information / clarifications. >>> >>> - >>> >>> We updated the blog post. You can access it on the following link >>> >>> >>> https://cwiki.apache.org/confluence/pages/viewrecentblogposts.action?key=EDI >>> >>> Things to decide on moving forward >>> >>> >>> 1. >>> >>> Friction Log. To create a friction log template we are going to open >>> a discussion in the dev@ mailing list and ask the community for >>> their ideas and input regarding what a friction log should contain and >>> how >>> we can track these details. We’d like to open this up for a 72 hour >>> comment >>> period for feedback. With this feedback, we will create a complete >>> friction >>> log template on the D&I wiki. Mentors will be expected to provide these >>> friction log details once a month during the Outreachy round. >>> >>> >>> >>> 1. >>> >>> Workshops to scope projects. We know that scoping a project can be >>> challenging, therefore we are going to provide a workshop to potential >>> mentors that want to participate in the Outreachy program and need some >>> help with scoping their projects. >>> >>> >>> >>> 1. >>> >>> Send a reminder about the deadline for applications. >>> >>> >>> Recap + Next Steps >>> >>> Some questions are arising about the Outreachy program, to give some >>> clarity we are going to provide a workshop to scope projects and answer >>> questions. To create the friction log template, we are going to open a >>> discussion in the dev@ mailing list and get input from the community. >>> >>> If you have any comments or questions, please feel free to share them >>> with us! >>> >>> Cheers, >>> >>> >>> On Mon, Aug 26, 2019 at 5:55 PM Katia Rojas <[email protected]> >>> wrote: >>> >>>> Hello folks, >>>> >>>> New update of the week: >>>> >>>> >>>> MEETING NOTES (Based on the agenda) >>>> >>>> Attendees: >>>> >>>> Matt Sicker and Katia Rojas >>>> >>>> Duration of the session: >>>> >>>> Meeting initiated at 19:00H CET time zone >>>> >>>> Meeting ended at 19:42H CET time zone >>>> >>>> Notes: >>>> >>>> Follow up on action items >>>> >>>> >>>> >>>> Review progress done: >>>> >>>> >>>> - >>>> >>>> “Call for mentors” email: >>>> >>>> We sent our first email calling for mentors. This week we received two >>>> emails from folks showing their interest and asking for more information / >>>> clarifications. >>>> >>>> Things to decide on, move forward >>>> >>>> >>>> 1. >>>> >>>> Send a follow up email on August 22dn >>>> 2. >>>> >>>> Update blog post announcing Outreachy at ASF. >>>> 3. >>>> >>>> Friction Log. >>>> >>>> >>>> Recap + Next Steps >>>> >>>> We are calling for mentors and we are ready to receive all your >>>> questions and proposals. We are going to work in the friction log report. >>>> >>>> If you have any comments or questions, please feel free to share them >>>> with us! >>>> >>>> >>>> Cheers, >>>> >>>> Katia >>>> >>>> >>>> On Sat, Aug 17, 2019 at 2:38 PM Katia Rojas <[email protected]> >>>> wrote: >>>> >>>>> Hi folks, >>>>> >>>>> The new update of the week: >>>>> >>>>> MEETING NOTES (Based on the agenda) >>>>> >>>>> Attendees: >>>>> >>>>> Gris Cuevas, Matt Sicker, Awasum Yannick and Katia Rojas >>>>> >>>>> Duration of the session: >>>>> >>>>> Meeting initiated at 19:00H CET time zone >>>>> >>>>> Meeting ended at 20:07H CET time zone >>>>> >>>>> Notes: >>>>> >>>>> *Follow up on action items * >>>>> >>>>> >>>>> >>>>> *Review progress done:* >>>>> >>>>> >>>>> - “Call for mentors” email: >>>>> >>>>> We've contacted Marketing and Publicity to get information about the >>>>> best way to call for mentors. Also, gave a look into previous projects to >>>>> learn from their experiences. Here are the guidelines: >>>>> >>>>> "If you are making general announcements, you may wish to send to >>>>> [email protected] (the ASF's general list). All messages to >>>>> announce@ go through moderation. Please be sure that you do the >>>>> following: >>>>> >>>>> - >>>>> >>>>> send from your @apache.org address >>>>> - >>>>> >>>>> send in plaintext >>>>> - >>>>> >>>>> put [ANNOUNCE] or [ANN] before a clear subject line (for example: >>>>> "[ANNOUNCE] New Initiative with Outreachy and Apache Diversity & >>>>> Inclusion") >>>>> - >>>>> >>>>> include a boilerplate on the project (DOAP = description of a >>>>> project; at https://projects.apache.org/ ~10-60 words) --this >>>>> being D&I (= what is it?) >>>>> - >>>>> >>>>> include a link to the project homepage >>>>> - >>>>> >>>>> include a link to any download(s) or related resources as >>>>> appropriate" >>>>> >>>>> >>>>> Email content ready to be sent on August 17th. >>>>> >>>>> >>>>> - Define and document Outreachy-specific Jira labels >>>>> >>>>> We've been asking around in the Outreachy Zulip chat to see if anyone >>>>> else has come up with a good naming scheme. So far, here are some >>>>> guidelines: >>>>> >>>>> - >>>>> >>>>> “Avoid terminology like "summer", "winter", etc., as this is >>>>> global, and seasons are local. >>>>> - >>>>> >>>>> Avoid "quarters" since that seems to be local. >>>>> - >>>>> >>>>> Similarly, "semesters" might make sense, though it adds about as >>>>> much detail as using a generic 1/2, a/b, or some other pair. >>>>> - >>>>> >>>>> Absolute round numbers aren't really tracked anymore upstream in >>>>> Outreachy, and if we had our own "round number", that could get >>>>> confused >>>>> with their old round numbering. >>>>> - >>>>> >>>>> On a technical note, these names should be usable as labels in >>>>> Jira, GitHub Issues, and Bugzilla, so avoid whitespace. >>>>> >>>>> Ideally, this label should be as simple as it can be. So far, this >>>>> looks like it might be one of the following styles: >>>>> >>>>> - >>>>> >>>>> outreachy-dec2019-mar2020 (or abbreviated to dec19 and mar20) >>>>> - >>>>> >>>>> outreachy-december2019-march2020 (same) >>>>> - >>>>> >>>>> outreachy2019-december-march >>>>> - >>>>> >>>>> outreachy2019-dec-mar >>>>> >>>>> There's also an interesting issue with one of the two rounds each year >>>>> being split by December through March, so using only a single year number >>>>> in the label might also be confusing.” >>>>> >>>>> We concluded we will use the following Jira Labels: >>>>> >>>>> outreachy19dec >>>>> >>>>> outreachy20may >>>>> >>>>> outreachy20dec >>>>> >>>>> *Things to decide on, move forward* >>>>> >>>>> >>>>> 1. >>>>> >>>>> Send “call for mentors on August 17th” >>>>> 2. >>>>> >>>>> Create a blog post announcing Outreachy at ASF. We already have >>>>> the content. >>>>> 3. >>>>> >>>>> Review progress of the Outreachy FAQ page. >>>>> 4. >>>>> >>>>> Friction Log: design template report. >>>>> >>>>> >>>>> *Recap + Next Steps* >>>>> >>>>> We are ready to send “call for mentors” email, during that process we >>>>> are going to update our blog post, wiki page / FAQ page (if needed). Also, >>>>> we are going to design a template report for the friction log. >>>>> >>>>> If you have any comments or questions, please feel free to share them >>>>> with us! >>>>> >>>>> >>>>> Cheers, >>>>> >>>>> Katia >>>>> >>>>> >>>>> On Mon, Aug 12, 2019 at 8:37 PM Katia Rojas <[email protected]> >>>>> wrote: >>>>> >>>>>> Hi folks, >>>>>> >>>>>> A new update of the week: >>>>>> >>>>>> >>>>>> *MEETING NOTES (Based on the agenda)* >>>>>> >>>>>> Attendees: >>>>>> >>>>>> Matt Sicker and Katia Rojas >>>>>> >>>>>> Duration of the session: >>>>>> >>>>>> Meeting initiated at 19:00H CET time zone >>>>>> >>>>>> Meeting ended at 20:02H CET time zone >>>>>> >>>>>> Notes: >>>>>> >>>>>> *Follow up on action items * >>>>>> >>>>>> 1. >>>>>> >>>>>> Review progress done: >>>>>> >>>>>> We contacted publicity and marketing to get a better picture of how >>>>>> to create a blog post and identify mailing lists to call for mentors, we >>>>>> got some guidelines that we are going to follow in our next steps. >>>>>> >>>>>> 1. >>>>>> >>>>>> Timeline frame: >>>>>> >>>>>> We enter into the next phase: calling for mentors. We decided the >>>>>> next steps taking into account the information included in the previous >>>>>> point. >>>>>> >>>>>> 1. >>>>>> >>>>>> Wiki page for Outreachy: >>>>>> >>>>>> We are going to use confluence as a temporary location for the >>>>>> information before creating a wiki page. >>>>>> >>>>>> >>>>>> >>>>>> *Things to decide on, move forward* >>>>>> >>>>>> 1. >>>>>> >>>>>> Develop content for the blog post and the email to call for >>>>>> mentors. >>>>>> 2. >>>>>> >>>>>> Contact Gsoc Organization Admins to get feedback about their >>>>>> experience calling for mentors. >>>>>> 3. >>>>>> >>>>>> Create Outreachy FAQ page before wiki page. >>>>>> >>>>>> >>>>>> *Questions* >>>>>> >>>>>> >>>>>> >>>>>> 1. >>>>>> >>>>>> Friction Log: We need to understand what exactly should be >>>>>> covered in a friction log and how could we create a friction log >>>>>> template >>>>>> report for mentors. >>>>>> >>>>>> >>>>>> >>>>>> *Recap + Next Steps* >>>>>> >>>>>> >>>>>> We established the timeline frame and the next steps are: create a >>>>>> blog post and an email to call for mentors. Also, get feedback from the >>>>>> Gsoc Organization Admins. >>>>>> >>>>>> If you have any comments or questions, please feel free to share them >>>>>> with us! >>>>>> >>>>>> >>>>>> Cheers, >>>>>> >>>>>> Katia >>>>>> >>>>>> >>>>>> On Tue, Aug 6, 2019 at 5:49 AM Griselda Cuevas <[email protected]> >>>>>> wrote: >>>>>> >>>>>>> Thanks for the update Katia >>>>>>> >>>>>>> On Fri, Aug 2, 2019, 3:32 AM Katia Rojas <[email protected]> >>>>>>> wrote: >>>>>>> >>>>>>> > Hi folks, >>>>>>> > >>>>>>> > I created this new thread to keep you updated about the progress of >>>>>>> > Outreachy Program: >>>>>>> > >>>>>>> > >>>>>>> > *MEETING NOTES (Based on the agenda)* >>>>>>> > >>>>>>> > Attendees: >>>>>>> > >>>>>>> > Matt Sicker and Katia Rojas >>>>>>> > >>>>>>> > Duration of the session: >>>>>>> > >>>>>>> > Meeting initiated at 18:00H CET time zone >>>>>>> > >>>>>>> > Meeting ended at 19:42H CET time zone >>>>>>> > >>>>>>> > Notes: >>>>>>> > >>>>>>> > *Follow up on action items * >>>>>>> > >>>>>>> > 1. >>>>>>> > >>>>>>> > Review progress done: >>>>>>> > >>>>>>> > Last week we made good progress setting up the program, we >>>>>>> successfully: >>>>>>> > submitted Apache Organisation to Outreachy, filled out sponsors >>>>>>> details for >>>>>>> > the initial round, setup Jira for internal communication and >>>>>>> identified the >>>>>>> > application process for mentors and interns. >>>>>>> > >>>>>>> > 1. >>>>>>> > >>>>>>> > Tracking documents >>>>>>> > >>>>>>> > This is the first time we worked with the Outreachy program and we >>>>>>> setup >>>>>>> > the process from scratch. We took this as an opportunity to create >>>>>>> > appropriate documentation of processes (Via Sheets) for the >>>>>>> Outreachy >>>>>>> > program setup and task progress tracking. The Outreachy program >>>>>>> setup >>>>>>> > focused on the registration, setup of internal and external >>>>>>> communication >>>>>>> > and basic documentation. The Task progress tracking focused on >>>>>>> schedules, >>>>>>> > applications, mentors, and interns. >>>>>>> > >>>>>>> > Mozilla helped us in our first steps, they shared their experience >>>>>>> with us >>>>>>> > and also they provide us some templates about tracking schedules. >>>>>>> > >>>>>>> > *Things to decide on, move forward* >>>>>>> > >>>>>>> > 1. >>>>>>> > >>>>>>> > Blog post announcing Outreachy-Apache Software Foundation >>>>>>> > 1. >>>>>>> > >>>>>>> > Talk with marketing and publicity to coordinate how to do >>>>>>> this. >>>>>>> > 2. >>>>>>> > >>>>>>> > Create content for the blog post. >>>>>>> > 2. >>>>>>> > >>>>>>> > Call for mentors >>>>>>> > 1. >>>>>>> > >>>>>>> > Coordinate with marketing and publicity to identify mailing >>>>>>> lists to >>>>>>> > send emails. >>>>>>> > 2. >>>>>>> > >>>>>>> > Create content for the email. >>>>>>> > 3. >>>>>>> > >>>>>>> > Set up wiki page for Outreachy. Let's start with the wiki until >>>>>>> the >>>>>>> > website gets done. >>>>>>> > >>>>>>> > >>>>>>> > >>>>>>> > *Questions* >>>>>>> > >>>>>>> > 1. >>>>>>> > >>>>>>> > Friction Log: We need to understand what exactly should be >>>>>>> covered in a >>>>>>> > friction log and how could we create a friction log template >>>>>>> report for >>>>>>> > mentors. >>>>>>> > >>>>>>> > >>>>>>> > >>>>>>> > *Recap + Next Steps* >>>>>>> > >>>>>>> > Registered Apache Software Foundation with Outreachy, Setup >>>>>>> tracking tools >>>>>>> > (JIRA) and created some documentation on managing/tracking the >>>>>>> program with >>>>>>> > Outreachy. >>>>>>> > >>>>>>> > Next, we need to announce that we’re working with Outreachy and >>>>>>> then spread >>>>>>> > the word to find mentors to help out. We also need to setup the >>>>>>> wiki page >>>>>>> > for Outreachy. >>>>>>> > >>>>>>> > >>>>>>> > Cheers, >>>>>>> > >>>>>>> > Katia >>>>>>> > >>>>>>> >>>>>>
