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/2019-11-07+Meeting+notes Best regards, Katia On Thu, Oct 31, 2019 at 9:13 PM Katia Rojas <[email protected]> wrote: > 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 >>>>>>>> > >>>>>>>> >>>>>>>
