[umbrella] LFX 2024 Term 3: Sep-Nov administration

[nate-double-u]

Before term

• [ ] Plan term - https://github.com/cncf/mentoring/issues/1107

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
  • [ ] 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)
• [ ] 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 3