GSoC 2019 coding period: informative meeting for mentors

Europe/Zurich
40/R-B10 (CERN)

40/R-B10

CERN

25
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Andrei Gheata (CERN), Javier Cervantes Villanueva (CERN)
Videoconference Rooms
GSoC_CERN-HSF_Meeting
Name
GSoC_CERN-HSF_Meeting
Description
Meetings of the Google Summer of Code CERN-HSF umbrella organisation
Extension
10668483
Owner
Enric Tejedor Saavedra
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GSoC at CERN-HSF this year

- 56 project proposals, 37 only with student proposals

- 33 accepted students (out of 34 offered slots)
- 80 mentors
- 24 organisations

Community bonding period
- Mentors get in touch with students, please do if you still have not.
- Students should get involved in the community, they can already participate in meetings
- Students can contribute with patches, bug fixes (especially if they are already familiar with the organization)
- Students can read documentation, configure their development environment, anything that prepares them for the coding period
- Students and mentors can discuss about the work plan, perhaps make adjustments to it, always with the agreement of the student.
- Establish communication channels with the student: e-mail, Skype or Vidyo, mattermost.
- Students that are not active, not responsive, they can still be removed from the program.

- [***] Students with some exams/holidays for some days will need to start working during this period in order to recover those hours.

Mentors and interaction with the student
- Every project should have a main mentor and at least one co-mentor, this is true for all the projects we have this year.
- The main mentor is the one responsible for being there for the student and evaluating them (answer in 24h max 48 h)
- The co-mentor should take the place of the main mentor when the latter is not available (including evaluations in case the main mentor is not available)
- Still possible to add new mentors, perhaps experts in an area, there is no limit a priori

Coding period
- This year has been shifted two weeks, coding starts already next week (May 14th)
- Divided in three months
- Evaluation at the end of each month
  * Mentors evaluate students
  * Students evaluate mentors
  * Should not take more than 10 min
 IMPORTANT: if the student does not submit the evaluation, their project will be canceled (this happened last year). If a mentor misses the evaluation, our organization loses the money we receive from Google to submit two people to the GSoC summit. This means it is absolutely necessary to evaluate students and to remind the students to evaluate mentors.
- There is a period of 5 days for every evaluation and one mentor has to do it, if you won't be able to submit it during that period, please let the admins know in advance and we will do it for you.
- When a student passes an evaluation, they are paid.

Evaluating students
  * Students should work at least 30 hours per week, full time job
  * Students should stick to their work plan unless there is some technical issue that justifies it, they should deliver code.
  * Do not tolerate absences - if they did not communicate to you before a major commitment, this can be a reason for failing
  * Do not be afraid to fail students - 15 % of the students fail on average in GSoC
  * If a student fails, they are out of the program
  * Students can also quit
  * In any case, please contact the admins in case of doubt


Timeline
May 27: Deadline to notify Google Admins of an inactive student that you wish to be removed from the program
May 27: Coding begins
June 24-28: First evaluation period - mentors evaluate students, students evaluate mentors
July 22-26: Second evaluation period - mentors evaluate students, students evaluate mentors
August 19-26: Students wrap up their projects and submit final evaluation of their mentor
August 26- September 2: Mentors submit final evaluations of students


Final remarks
- Contact admins for any issue that might arise between you and your student
 

There are minutes attached to this event. Show them.
    • 17:00 17:20
      The community bonding period 20m

      Brief reminder about the steps to follow in the community bonding period.
      Discussion about non-responsive students during the community bonding.

    • 17:20 17:40
      The coding period 20m

      Discussion about the coding period of GSoC, which has the following important dates:
      - May 27: Coding begins
      - June 24-28: First evaluation period - mentors evaluate students, students evaluate mentors
      - July 22-26: Second evaluation period - mentors evaluate students, students evaluate mentors
      - August 19-26: Students wrap up their projects and submit final evaluation of their mentor
      - August 26 - September 2: Mentors submit final evaluations of students
      - September 3: Students passing GSoC 2018 are announced

    • 17:40 18:00
      Q & A 20m

      Time reserved for questions from the mentors.