Program Coordinator Handbook
Coordinators play an important role in the facilitation and execution of Fedora Mentored Projects programs. Coordinators are the points-of-contact between Fedora community interns and mentors, and administrators of the Mentored Projects programs we participate in. Coordinators are responsible for overseeing applications to the programs we participate in, applying to new programs, guiding Fedora mentors to propose projects for the programs, and being a neutral group for conflict resolution during the course of an internship. Additionally, coordinators play an important role in promoting and advocating for intern success, with key participation in major Fedora community events like Flock to Fedora and the Fedora Mentor Summit.
This handbook describes the various key responsibilities of Fedora Mentored Project coordinators and gives more background to how coordinators support intern success in the Fedora community.
Key responsibilities
Applying to new programs we are not participating in
New program issue template
<!-- Thank you for your interest in proposing a new program for Fedora to participate in. This issue template is your first step in initiating a proposal under consideration by the community. This issue template is specifically for proposing new mentorship programs similar to Outreachy or Google Summer of Code. This GitLab issue is the primary place to get feedback and requests on your program proposal. The issue is meant to be public, to allow for community feedback and participation. --> ## About You <!-- These questions help us understand more about you and your involvement with Fedora. --> * **Name**: * **FAS Username**: * **Your role in Fedora** (2-3 sentences): ## About the Program <!-- These questions help us understand more about the proposed program. --> * **Program Name**: * **Program Website**: * **Program Overview** (2-3 sentences): * **Program Objectives**: * **Program Duration**: * **Historical Context**: - How long has the program been running? - Past successes or notable outcomes. ## Program Rationale * **Why Should Fedora Participate?**: - Benefits to Fedora and its community. - Alignment with Fedora's mission and goals. ## Project Requirements * **Mentor Commitments**: - Details on mentor responsibilities and time commitments. * **Time Required**: - Estimated total time investment for mentors and contributors. * **Budget Needs**: - Estimated costs and potential funding sources. ## Program Proposal Submission * **Proposal Details**: - How do you propose to implement this program within Fedora? - Project ideas and their feasibility for Fedora's participation. * **Community Engagement**: - How do you plan to engage the Fedora community in this program? ## Additional Information * **Is there anything else we should know when reviewing your proposal?**: <!-- DO NOT EDIT BELOW THIS LINE! --> /labels ~"?::needs review" ~"category::mentorship programs"
Guidance to Fedora mentors proposing projects
Fedora Mentored Projects coordinators guide Fedora contributors in becoming project mentors and proposing projects for the programs Fedora participates in. Coordinators play an important role in reviewing and approving all project proposals in the community, as well as allocating funding for different projects in the community. As part of this responsibility, coordinators provide advice and guidance to Fedora community mentors on crafting the perfect proposal proposal for an intern project.
Coordinators accept project proposals as public issues on the Mentoring Working Group Home repository on GitLab. This is the main tool that coordinators should engage and follow up with mentors who propose projects for upcoming Mentored Projects rounds.
Build a team around the project
Before proposing a project, your project needs a team! The best Fedora Mentored Projects are ones where there is a wide net of support. Although there should be one, individual mentor who is directly responsible for the project and the intern(s), there should be a bigger team that supports the project. This way, there is less burden on an individual mentor, in case the mentor needs to take time away from the project, planned or unplanned. So, the main ingredient for a successful Fedora Mentored Project is a team to support the project, so the burden is shared beyond one, single person. Anyone who has participated in a Fedora Mentored Project program like Outreachy knows it can be a lot to handle on your own!
How to propose a Fedora Mentored Project
There are a few steps to proposing a Fedora Mentored Project:
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Mentor(s) propose a project to Fedora Mentored Projects coordinators.
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Coordinators and invited reviewers review project proposals and give feedback to mentors on their project proposals. Mentors have a brief time period to revise their proposals.
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Coordinators give an approval or rejection of project proposals for an upcoming Fedora Mentored Projects rounds. If approved, a project proposal becomes a Fedora Mentored Project and will run in the next round of a program. If rejected, a project proposal will not receive an intern allocation but the mentors are invited to submit and apply again in a future round.
Common project proposal questions
Coordinators often consider the following questions when reviewing project proposals from community mentors:
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Does the project have adequate staffing?
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Are there enough tasks for the intern to do?
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Is there too much for an intern to do?
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What formal and informal mentors are available to the intern?
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Is there a high probability of the internship deliverables being deployed and/or used in the community?
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What is the real-world applicability of the project proposal? Does it solve an important problem or provide a useful function for the community?
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Are there opportunities for the intern to network and collaborate with Fedora contributors in other parts of the community?
Coordinator best practices and conflict resolution
Sometimes, coordinators are asked to help in difficult situations and to mediate conflicts. Although this scenario is uncommon and Fedora generally has a high completion rate for Fedora Mentored Projects, sometimes difficult situations arise and conflicts must be resolved. Coordinators play an important role as mediators in conflicts, whether this is between program administrators and project mentors, or project mentors and interns. Because every scenario is unique and different, there is not a fixed set of rules about how to solve conflicts when they arise. Coordinators should use their best judgment and the context available to make the best decision possible for our interns, our mentors, and our community. However, instead of a fixed set of rules, there are general best practices and important considerations when stepping into this conflict mediation role as a Fedora Mentored Projects coordinator.
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