LFX 2023 Term 3: Sep-Nov administration umbrella issue

[nate-double-u]

Before term

• Plan term

Start of term

• Call for proposals announcement (about 1 month ahead of proposal due date)
  • TOC mail list
  • Maintainers newsletter
  • Discussion boards
  • Linkedin/Twitter/Mastodon
  • CNCF Slack (#mentoring & #tag-contributor-strategy)
• Followup announcement about 1 week ahead of deadline

Proposals in

• Load proposals into LFX platform
  • #1054
  • #1059
  • #1060
  • #1064
  • #1065
  • #1068
  • Create Sep-Nov Project, Mentor, & Mentee list (gsheet)
• Open projects for application (LFX platform)
• Mentee applications open announcement
  • Reach out to CNCF Socials team
  • Discussion boards #1066
  • Linkedin/Twitter/Mastodon
    • https://www.linkedin.com/feed/update/urn:li:activity:7092491748383305728/
    • https://twitter.com/CloudNativeFdn/status/1686726065115287552
    • https://fosstodon.org/@contribstrat/110820517598279883
  • CNCF Slack (#mentoring & #tag-contributor-strategy)
• Followup email to mentors that mentees are applying (a week before deadline -- they can start looking at their candidates) Missed — @nate-double-u
• Application deadline
  • Close projects for applications (LFX platform)
  • email mentors that they should be making selections
• Create mentor email list
• Send welcome/get started email to mentors

Application review/admission decisions

• email mentors to make selections (share google form)
• CNCF Selection admin (in LFX platform, accept project's selected mentee, decline others)
  • first pass complete (most projects have been processed)
  • remainder of approvals
• Create mentee email list Most emails to mentees are better done via mail-merge. Discussion and announcemetns can be done on the discussion boards.

Midterm

• Midterm evaluation (Mentors)
  • Create google form
  • Send evaluation form to mentors (about 1-2 weeks before due)
• Send out evaluation results & stipend instructions (Mail merge)
• Approve stipends

End of term

• End of term evaluation (Mentors)
  • Create google form
  • Send evaluation form to mentors (about 1-2 weeks before due) (Sent Nov 14, 2023)
• Send out evaluation results & stipend instructions (Mail merge)
• Approve stipends
• Mentee feedback - (open form on evaluation due date, feedback/blog posts due on last day of term)
  • Send feedback form to mentees (include deadline, last day of term)
  • Send feedback reminder if needed
• Reach out to CNCF blog team to write end of term blog post (blog@cncf.io)
  • Share end of term blog post: https://www.cncf.io/blog/2023/12/14/lfx-programs-cncf-mentees-have-successfully-finished-term-3/
    • Linkedin/Twitter/Mastodon https://www.linkedin.com/posts/cloud-native-computing-foundation_mentorship-lfx-activity-7141121947811098624-GU0P?utm_source=share&utm_medium=member_desktop,
• Update statistics
  • CNCF Mentoring Stats Overview (ongoing summary)
  • cncf/mentoring Program Statistics #1104
  • cncf/mentoring programs #1104

Post term

• Send thank you email to all of the mentors
• Plan / setup next term (terms should be planned a year in advance - at the end of this term, plan next year's)
  • 2024 Term 3 #1107

[nate-double-u]

Closing as complete, planning is all that remains, and I've opened an issue for that.