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

[aliok]

Before term

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

Start of term

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

Proposals in

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

Application review/admission decisions

• [x] email mentors to make selections (share google form)
• [x] CNCF Selection admin (in LFX platform, accept project's selected mentee, decline others)
  • [x] first pass complete (most projects have been processed)
  • [x] remainder of approvals
• [x] 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 (blog@cncf.io)
  • [ ] 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