Re: GSoC 2020: Welcome to GSoC 2020 and Info on Reviewing Student Proposals

[Maxim Solodovnik <so...@gmail.com>]

Hello All,

I believe it worth to notify projects on GSoC
What is the process to send "mass" email?
What is the preferred way: to send email to private@*.a.o or to all pmcs ?



On Fri, 20 Mar 2020 at 11:34, Kevin A. McGrail <km...@apache.org> wrote:

> Can we get permission to email allpmcs about signing up for mentors and
> creating Jira tickets?
> --
> Kevin A. McGrail
> Member, Apache Software Foundation
> Chair Emeritus Apache SpamAssassin Project
> https://www.linkedin.com/in/kmcgrail - 703.798.0171
>
>
> ---------- Forwarded message ---------
> From: Google Summer of Code <su...@google.com>
> Date: Sun, Mar 8, 2020 at 5:51 PM
> Subject: GSoC 2020: Welcome to GSoC 2020 and Info on Reviewing Student
> Proposals
> To: <km...@gsuite.cloud.apache.org>
>
>
> [image: Google Summer of Code]
>
> Hi KAM,
>
> Welcome to the 16th year of GSoC! This year the program has 200 open
> source organizations participating, of which 30 organizations are
> participating in GSoC for the first time!
>
> You should already be receiving communications from many proactive,
> excited students to discuss project ideas - we hope you are prepared! Every
> year some orgs will be inundated with students reaching out to learn more
> about the projects while other orgs will have a slower response, that is
> normal.
>
> We want to give you an overview of the next few months and address some of
> the common questions you may have these first few weeks of the program. We
> will send updates and reminder emails for important dates to you over the
> next 6 months to this email address, please check it regularly.
>
> This will be the longest email you'll get this year (they will get much
> shorter : )).
> Important Changes to GSoC for 2020
>
> If you are new to GSoC then you should read the Program Rules, FAQs and at
> least scan through the GSoC Mentor Guide. If you have participated in GSoC
> in the last couple of years we are pointing out the changes to the program
> below, but again, never assume something is the same as the time you
> participated X years ago. Things do evolve and GSoC is no different.
>
>    - *Mentors must be at least 18 years of age when they register as a
>    mentor*. We know many of you have folks under 18 in your communities
>    and that is awesome, they of course can help out on your forums, chat
>    channels, help create Project Ideas, etc. as they normally do in your
>    community. They just can't be a registered mentor for GSoC 2020.
>    - We will no longer be sending tshirts for GSoC programs (to students
>    or mentors). Shipping to 80+ countries each year has become a logistical
>    nightmare and we will no longer be able to ship tshirts. We know this is
>    disappointing especially for those of you who have had a tshirt for every
>    year you participated as a student or mentor/org admin. We wanted to tell
>    you now so it wasn't a surprise later in the program.
>    - We will no longer be doing GSoC student re-evaluations should a
>    student receive a failing grade from their mentor.
>    - Students can only be accepted into GSoC 2 times. Google Admins will
>    do a sanity check on all accepted students once you select your students in
>    April so you do not need to be concerned about this.
>    - UNIVERSITIES: If you are a university, we expect you to select
>    students outside of your program. Selecting students from your university
>    is okay (1 student tops) but if you accept more than 1 student from your
>    university you likely won't be accepted into GSoC again. You should be
>    bringing new students into your project.
>
> *[Action Required for Mentors] Please take the time to do the following:*
>
>    - Reach out to your organization administrator to learn more about
>    what is expected of you this year as a mentor, including reviewing the
>    student proposals and leaving comments starting March 16.
>    - Read the Google Summer of Code mentor guide
>    <https://google.github.io/gsocguides/mentor/> and the Roles and
>    Responsibilities
>    <https://developers.google.com/open-source/gsoc/help/responsibilities>
>    doc to help you understand what is expected of you over the next 6 months.
>    - Watch the 5 minute YouTube video: "Being a Great GSoC Mentor
>    <https://www.youtube.com/watch?v=3J_eBuYxcyg>". The video was shot
>    with GSoC veteran Org Admins and Mentors. It contains helpful information
>    about the program and how to participate successfully at each step in GSoC.
>
> *[Action Required for Org Admins] Please take the time to do the
> following:*
>
>    - You should currently be inviting mentors and making sure they are
>    registering so the mentors will have access to the student proposals next
>    week so they can comment and help with the review process.
>    - Be sure you have enough mentors to support the incoming student
>    proposals over the next few weeks.
>
> Student Proposals
>
> *Student Proposal Submission period: March 16 - 31*
> Starting next week, students will be able to submit their proposals via
> the program website. *Each student may submit up to 3 proposals to the
> program*. They can submit multiple proposals to the same organization for
> different projects if they wish.
>
> Historically, the students with the best proposals reach out to the orgs
> early to receive feedback before submitting their final proposal - those
> students who have already been reaching out to you are likely to be among
> your best student options this year.
>
> *Draft Proposals*
> To encourage more students to seek feedback on their proposals, draft
> proposals are part of the official proposal workflow. Be sure to refresh
> your dashboard periodically so that you can see when new drafts are ready
> to review. You will not receive an email. We are encouraging the use of
> Google Docs for proposals as this will allow you to comment directly on the
> proposal.
>
> Over the next few weeks you will be interacting with dozens, and in some
> cases, hundreds of students interested in working with your project. We
> know many of you may become overwhelmed and some students can be impatient,
> so you may want to have an auto-responder or some sort of canned response
> to let students know you are looking at their proposals but it could take X
> days to receive a response.
>
> *Post Student Proposal Period- Reviews: March 31 - April 13*
> Students *must* submit their final proposal as a PDF through the website.
> It will be visible to mentors/org admins after the deadline for student
> applications (March 31 18:00 UTC). You should make your decisions on which
> students to accept based on the contents of the final PDF proposal and your
> interactions with the student.
>
> Students can delete their proposals after the submission period and you
> will not receive an email of the deletion. If a proposal disappears from
> your list, it is likely because they deleted it or because they failed to
> submit a Final PDF.
> Working with Students
>
> All student projects must have at least one mentor assigned. We strongly
> encourage assigning a second mentor as a backup mentor or co-mentor. A
> mentor should not be the primary mentor for more than one or two students
> maximum. Mentoring can be a lot of work and we don't want anyone to burn
> out and become frustrated with the program.
> Ineligible Students
>
>    1. Remember per the Program Rules, Orgs can not accept students who
>    are immediate family members or in the same household as any org admins or
>    mentors for your organization.
>    2. If you are talking with a student during the student application
>    period and they don't submit a final proposal then they are not eligible to
>    be accepted.
>
> Code of Conduct
>
> Be sure to read the Program Rules
> <https://summerofcode.withgoogle.com/rules/> and the Code of Conduct
> <https://opensource.google.com/conduct/> section for GSoC. Your org may
> also have an additional Code of Conduct which you should be sure to point
> students to as well. If you have a situation where a prospective student,
> mentor or org admin violates the GSoC Code of Conduct please notify me as
> soon as possible at sttaylor@google.com.
> GSoC Mentor-invite Mailing List
>
> If you'd like to opt in for the GSoC-mentors only list just go to your
> User profile on the GSoC webapp and click the opt in button. We will
> continue to add additional folks who opt in once a week throughout the
> program. You can remove yourself through the groups interface at any time.
> You can also update your settings to receive a daily digest of emails and
> other options. This generally is not a very high traffic list but there
> will be more questions over the next two months on this list than later in
> the program.
>
> The GSoC mentor mailing list is a great way to ask questions of other org
> admins and mentors and to get their feedback and help. Looking through the
> list at previous questions asked this time last year could also prove
> helpful.
> Important Upcoming Dates
>
> *Now - March* *16:* Proactive students will reach out to you and ask
> questions about your ideas list and receive feedback from your org so they
> can start crafting their project proposals. Org Admins should be inviting
> mentors.
> *March 16 - 31 18:00 UTC*: Students will submit their draft proposals
> through the program website for you to give solid feedback on.
> *March 31 - April 13: * Review all submitted student proposals with your
> org and consider how many you want to select and how many you can handle(ie
> how many you have committed mentors for). Decide on the minimum/maximum
> number of student slots to request- do not request more than your org can
> handle - this could take students away from orgs who have excellent student
> prospects and need the slots.
> *April 14 18:00 UTC*: Deadline to submit slot requests (Org Admins enter
> requests)
> *April 15 18:00 UTC*: Slot allocations are announced by Google
> *April 15 - 23 18:00 UTC*: Orgs select the proposals to become student
> projects. At least 1 mentor must be assigned to each project before it can
> be selected. (Org Admins enter selections)
> *April 23 - 26:* Google Program Admins will do another review of student
> eligibility
> *April 27*: Accepted GSoC 2020 students/projects are announced
> *April 27 - May 17:* Community Bonding Period
> *May 17*: Deadline to notify Google Admins of an inactive student that
> you wish to be removed from the program
> *May 18*: Coding begins
> *June 15 - 19*: First evaluation period - mentors evaluate students,
> students evaluate mentors
> *July 13 - 17*: Second evaluation period - mentors evaluate students,
> students evaluate mentors
> *August 10 - 17*: Students wrap up their projects and submit final
> evaluation of their mentor
> *August 17 - 24*: Mentors submit final evaluations of students
> *August 25*: Students passing GSoC 2020 are announced
> Organization Payments
>
> Complete details regarding GSoC 2020 payments will be sent out later this
> month to Org Admins. In the meantime, please note that Google will pay each
> organization after final evaluations are submitted.
> Quick Glossary
>
> *Proposal:* A document which describes the project the student wants to
> work on for your organization. Should include a timeline containing clear
> milestones and specific deliverables.
> *Slot:* Google will grant each org a certain number of project "slots"
> based on requests and history with GSoC. Each slot can hold one
> student/project.
> *Project:* Once a student has been selected and projects are announced,
> their proposal becomes a project for the remainder of the program.
> Email Archive
>
> We have created a GSoC 2020 email archive
> <https://docs.google.com/document/d/19SGbYeOBy0U5BF3PtIrITXImxo_kov76-UKv0LHQ4hM/edit?usp=sharing>
> where you and all mentors in this year's program will be able to reference
> all of the important emails that are being sent over the next 6 months. The
> URL to the archive will be in the next email we send out and at the bottom
> of all emails throughout the 2020 program. We suggest you encourage any new
> mentors or org admins to review the archive when they join your org along
> with the Mentor Guide <https://google.github.io/gsocguides/mentor/>.
>
> As new org admins and mentors are added they will receive the new emails
> from the point they registered as a mentor but you should direct them to
> the archive for all historic emails.
>
> If you have any questions please contact us at gsoc-support@google.com
>
> Best,
> Stephanie
>
> This email was sent to kmcgrail@gsuite.cloud.apache.org.
>
> You are receiving this email because of your participation in Google
> Summer of Code 2020.
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>
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>
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>
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>


-- 
WBR
Maxim aka solomax