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From u..@apache.org
Subject svn commit: r1294528 - /comdev/site/trunk/content/gsoc-admin-tasks.mdtext
Date Tue, 28 Feb 2012 09:00:16 GMT
Author: uli
Date: Tue Feb 28 09:00:16 2012
New Revision: 1294528

URL: http://svn.apache.org/viewvc?rev=1294528&view=rev
Log:
gsoc admin tasks

Added:
    comdev/site/trunk/content/gsoc-admin-tasks.mdtext   (with props)

Added: comdev/site/trunk/content/gsoc-admin-tasks.mdtext
URL: http://svn.apache.org/viewvc/comdev/site/trunk/content/gsoc-admin-tasks.mdtext?rev=1294528&view=auto
==============================================================================
--- comdev/site/trunk/content/gsoc-admin-tasks.mdtext (added)
+++ comdev/site/trunk/content/gsoc-admin-tasks.mdtext Tue Feb 28 09:00:16 2012
@@ -0,0 +1,175 @@
+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 code-awards@a.o. 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 code-awards@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>
+

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