• SummerOfCode
• Administration
• HowToRun

How to run Google Summer of Code

Before application

• Check with core@ etc to make sure there is no reason not to apply

• Get committers to add new ideas to SummerOfCodeIdeas and remove old ones

• Solicit ideas from public, add suitable ideas
• Make sure any projects done in previous years has been removed
• Find a backup admin. We can't apply without one.
• Co-ordinate with the Foundation, they may wish to assist with any part of the process

Writing application

• Copy/paste from previous years for a good starting point, updating as necessary

• A suitable 256x256 png logo is available freebsd.png

When accepted

• Create wiki pages for new year
• Advertise!

  • Update https://www.freebsd.org/projects/summerofcode.html

  • Update PDF publicity flyer
  • Advertise on twitter, facebook, etc. Get FreeBSD Foundation, @FreeBSDHelp, @freebsd, committers etc to retweet
  • News item on FreeBSD home page
  • Post to -announce, hackers, etc
• The Foundation may well be able to offer help to promote
• Get committers to sign up as mentors
• Set up preferences in Melange (disable scoring, etc). Copy them from previous years as appropriate.

When applications open

• Most of the previous section applies
• Start commenting on proposals.
• Note that a lot of students submit right on the deadline, try to discourage this (they can edit submitted proposals right until the deadline anyway)

After applications close

• Comment on proposals. Try to tease out missing information from students
• Create scoring spreadsheet, share with people who have signed up as mentors
• Keep requesting for mentors to help judge and/or willing to actually mentor. Update the mentors email alias.
• Make sure slot numbers are decided and entered before the slot allocation deadline
• Assign mentors to proposals where possible

After slot allocation

• Choose top proposals with mentors
• If a very good project doesn't have a mentor, find one if possible
  • Any project without a mentor listed cannot be accepted after this point
• Don't feel you have to use all given slots; conversely don't be afraid of asking for more.
• Continue assessing and ranking proposals
• After "first round of deduplication" discuss with conflicting organisations and possibly students, try to make sure no student is a duplicate
• Ensure all wanted proposals have "accept" set to yes, and a mentor assigned.
• Make sure at least one org admin is in the IRC channel during the final dedupe session, even if no students are duplicates.
  • Be sure to know which projects we want, be prepared to have to make snap decisions on which students to keep or give up to other orgs

After final dedupe meeting

• Make sure an "accepted" and a "rejected" message is written in Melange, ready to be emailed out
• That's it! Just sit and wait for selected projects to become public

  • We are not permitted to tell students anything until Google announces.

Once accepted proposals are announced

• Update soc-mentors email alias to only include selected mentors
• update soc-students email alias with student email addresses
• Update Projects wiki page to list accepted proposals
• Email students/mentors to introduce them to each other, explain first steps