Outreachy/Administrators

Read below the responsibilities of Wikimedia's organization administrator in various phases of the Outreachy program. Note: Outreachy takes place twice a year and contents on this page follow the timeline of the two previous rounds which might be different next year, but the process of the program will more or less remain the same.

Before getting accepted as an organization
late December - February 16 / late July - September 12


 * Recruit two organization administrators Wikimedia participates in both Outreachy and GSOC. As the timeline and process of both these programs are similar and requires coordination, it's recommended to have same administrators organizing them.
 * Create Outreachy Round XX subpage on MediaWiki.org Add ideas for possible projects, administrators contact information, and application process steps. Also, in Phabricator create a corresponding milestone or request permissions to create one if you don't have already.
 * Select ideas for possible projects Choose projects from the possible-tech-projects workboard on Phabricator. Task description of chosen projects should meet the listed criteria.
 * Connect Wikimedia's technical priorities with the program For example: quick scan through the community and developer wishlist to explore possible projects.
 * Ensure Possible Mentors list is up-to-date Participants interested in working on their project idea will use this list to reach out to mentors.
 * Express your interest in participating as an organization Inform the Outreachy program coordinators by reaching out to them at an e-mail alias outreachy-adminsgnome.org (by end of January for the first round, and end of August for the second round).

For the sections listed below: do not miss any emails on the Outreachy mailing list or from the program coordinators as they will contain information about important deadlines.

After getting accepted as an organization
After February 16 / After September 12


 * Announce on the Wikitech-l & Wikimedia-l mailing lists Request for help with mentoring a project (example).
 * Create a discussion room for interested mentors For the previous round, we used Phabricator's conpherence. It was easier that way to have projects and program specific conversations.
 * RECOMMENDED: Host an information session for applicants For the previous round, we used YouTube for the live broadcast and IRC for a simultaneous discussion (more details).
 * Subscribe to the Outreachy mailing list To receive announcements, program updates and applicant queries, subscribe to the Outreachy mailing list.

Application period
Before the deadline: February 16 - March 30 / September 12 - October 17


 * Suggest next steps in the process to both interns and mentors Encourage interns to follow both the official and Wikimedia's application process guidelines. Remind mentors to review intern proposals on Phabricator and give them feedback.
 * Answer interns and mentors queries They might approach you via various communication mediums (emails, Phabricator, IRC). Be prompt in your replies.

After the deadline: March 30 - May 4 / October 17 - November 18


 * Ask mentors to review applications Encourage them to follow the selection process tips and report to you their score.
 * Announce results on Wikitech-I & Wikimedia-I mailing lists once they are out (example). You could also send emails to accepted participants & congratulate them (example).

After the internship starts
May 4 - May 30 / November 8 - December 6


 * RECOMMENDED: Provide a group communication tool to interns and mentors For the previous round, we used Zulip (more here).
 * RECOMMENDED: Engage interns in your community Prepare a list of small tasks to help interns get familiar with the community practices and processes. (example)

Coding period
May 30 - August 30 / December 6 - March 6


 * Suggest next steps in the process to both interns and mentors Encourage interns to write weekly reports, work towards accomplishing milestones in their project timeline, communicate regularly with mentors, and submit evaluations on time. Encourage mentors to continue providing guidance to interns during this time.
 * RECOMMENDED: Host an IRC chat with interns Allow interns to learn and share their work with fellow participants and request feedback.
 * RECOMMENDED: Share interns' weekly reports with the community (example).

Wrap-up
August 30 - late September / March 6 - late April


 * Suggest next steps in the process to both interns and mentors Ensure no pull requests are remaining to be merged and deployed in production and documentation both on-wiki and in the code is complete.
 * Add interns projects to the Outreachy past projects page
 * RECOMMENDED: Write a blog post for Wikimedia blog Include information about interns, projects they worked on, what they accomplished, etc. At the very least, announce on Wikitech-I & Wikimedia-I mailing list.
 * RECOMMENDED: Host a lightning showcase Invite interns to share the projects they built with the community.

= Resources =
 * Read the resources on the GNOME's Outreachy Admin's page.
 * Read lessons learned from the previous editions.