[umbrella] LFX 2024 Term 2: June-August administration

[aliok]

Before term

• Plan term: already done: https://github.com/cncf/mentoring/tree/main/programs/lfx-mentorship/2024/02-Jun-Aug

Start of term

• Call for proposals announcement (about 1 month ahead of proposal due date --> March 24)
  • TOC mail list - @nate-double-u to schedule an email for Apr 8, 2024 Monday @ 9:00AM PST
  • Maintainers newsletter
  • Discussion boards LFX Mentorship '24 Term 2 Jun - Aug: Open for Project Proposals #1205
  • Linkedin/Twitter/Mastodon
  • CNCF Slack (#mentoring & #tag-contributor-strategy) https://cloud-native.slack.com/archives/CGPK98JNQ/p1712611925126959
• Followup announcement about 1 week ahead of deadline (--> April 17)

Proposals in

• Load proposals into LFX platform
  • Create Jun-Aug Project, Mentor, & Mentee list (gsheet)
• Open projects for application (LFX platform)
• Mentee applications open announcement
  • Reach out to CNCF Socials team
  • Discussion boards
  • Linkedin/Twitter/Mastodon/others? Linkedin is most important based on previous traffic.
  • CNCF Slack (#mentoring)
• Followup email to mentors that mentees are applying (a week before deadline -- they can start looking at their candidates)
• Application deadline
  • Close projects for applications (LFX platform)
  • email mentors that they should be making selections
• Create mentor email list

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

Midterm

• Midterm evaluation
  • Create google form
  • Send evaluation form to mentors (about 1-2 weeks before due) - @nate-double-u to schedule an email for July 2, 2024 @ 9:00 AM Pacific time
• 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)
• 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 ([email protected])
  • Share end of term blog post
    • Linkedin/Twitter/Mastodon
• Update statistics
  • CNCF Mentoring Stats Overview (ongoing summary)
  • cncf/mentoring Program Statistics
  • cncf/mentoring programs

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)
  • 2025 Term 2

[aliok]

cc @nate-double-u