HowToRun [FreeBSD WIKI]

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====== 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|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 {{summerofcode/administration/howtorun/freebsd.png?linkonly|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